Service Bill Passing Entry

Book:

While 'Adding', click on the field to access a list of already existing 'Purchase of Services' Books defined through Book Master Maintenance option. Select your desired Book from the list by clicking on it. Alternatively you can also enter the Book Code. Press <ENTER>. Description of the selected Book will be displayed.

n case of 'Edit' , and 'View', Book will be displayed automatically for the selected record. It can not be changed.

Year:

Current financial year is displayed by default. You can NOT change it.

Group:

Denotes the Group of the Service Bill Passing Voucher.

Please note that the selected Book Code will be displayed automatically. You can NOT change it.

PO Type:

This field will automatically display 'Service' as this option is exclusively for Service Bill Passing.

Vendor:

Specifies the details of Vendor for whom Service Bill is being passed.

While 'Adding' a new Service Bill Passing Entry, click on the field to access a list of Vendors defined through Vendor Master Entry option of Purchase Module. Select your desired Vendor from the list by clicking on it. Alternatively you can also enter the Vendor Code. Press <TAB>.

You can not select a Vendor that has been deactivated through Deactivate Master option in Administrator Tools Module. The help list will also not display such Vendors.

In case of 'Edit', and 'View', the Vendor is automatically displayed as per the selected Voucher Number. It can NOT be changed.

Payment:

Automatically displays the Payment Terms specified for the selected Vendor through Vendor Master Entry option of Purchase Module for your reference. It can not be changed.

Bill Number:

(Type : Alphanumeric, Length : 35)

While 'Adding' a new Service Bill Passing Entry, enter the Bill Number. Press <TAB>.

In case of 'Edit', and 'View', the Bill No will be displayed automatically as per the selected Voucher Number. You can change it in 'Edit' mode.

Vendor Account Group:

Denotes the Account Group for the selected Vendor.

While 'Adding', click on the field to access a list of Account Groups and Sub Groups defined through Account Master Entry option. Select your desired Account Group or Sub Group from the list by clicking on it. Alternatively you can also enter the Account Group Code or Sub Group Code. Press <TAB>. The system will check whether the right Code has been entered or not.

In case of 'Edit', and 'View', the Vendor Account Group will be displayed automatically as per the selected Voucher Number. You can change it in 'Edit' mode.

Service Account Group:

Denotes the Account Group for Service Bill Passing.

While 'Adding', click on the field to access a list of Account Groups and Sub Groups defined through Account Master Entry option. Select your desired Account Group or Sub Group from the list by clicking on it. Alternatively you can also enter the Account Group Code or Sub Group Code. Press <TAB>. The system will check whether the right Code has been entered or not.

In case of 'Edit', and 'View', the Service Account Group will be displayed automatically as per the selected Voucher Number. You can change it in 'Edit' mode.

Service Account:

Denotes the Account for Service Bill Passing Account Group.

While 'Adding', click on the field to access a list of Accounts belonging to the selected Service Account Group defined through Account Master Entry option. Select your desired Account from the list by clicking on it. Alternatively you can also enter the Account Code. Press <TAB>. The system will check whether the right Code has been entered or not.

In case of 'Edit', and 'View', the Service Account will be displayed automatically as per the selected Voucher Number. You can change it in 'Edit' mode.

Payment in Days:

(Type : Numeric, Length : 3)

While 'Adding' a new Service Bill Passing Entry, enter Number of Days within which the payment should be done to the Vendor.

In case of 'Edit', and 'View', Payment in Days will be displayed automatically as per the selected Voucher Number.

Narration:

While 'Adding' a new Service Bill Passing Entry, enter Narration if any related to it.

In case of 'Edit' , and 'View', the Narration will be displayed automatically as per the selected Voucher Number. You can change it in 'Edit' mode.

Click on the button to continue.

Screen Layout of Transaction Details

Screen Layout of Transaction Details

While 'Adding' a new Service Bill Passing entry, a blank grid will be displayed. You can start entering the details.

In case of 'Edit', and 'View', the grid will be automatically populated and displayed with Transaction Details belonging to the selected Voucher Number. You can NOT change any data in 'Edit' mode. Although you can add new detail.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

 

PO No.:

Click on the field. A list of Service Purchase Orders raised against the selected Vendor will be displayed.

Only those Service Purchase Orders will be displayed against which some amount has been passed for Bill Certification. Only those Service Purchase Orders will be displayed against which some amount is still pending to be included in Bill.

Please note that once you click on the Service PO Number of your choice, all those Service Items against which Bill Certification has already been done and authorized will be displayed along with the Purchase Order details in the grid. The PO details will be displayed in the format of Year/Group/Site/Number.

Additionally, if the flag 'Do you want to ensure that Bill Passing should allow only those POs/GRNs, which are created for Bill Passing Voucher Location only?' is set as 'On' through Finance Policy option of Administrator Tools module, IMMS will ensure that the Bill Passing can be done for only those POs which belong to the same Location as that of Bill Passing. Otherwise an appropriate message will be displayed and the user can not continue further with Bill Passing entry. In case the flag is set as 'Off', Location of Bill Passing and that of POs against which Bill Passing is being done need not be the same.

PO Date:

Displays the Date of selected Service Purchase Order Number for your reference purpose. You can not change it.

Item Code:

Displays the Service Item Code for your reference purpose. You can not change it.

Description:

Displays the Description of the Service Item Code.

PO Amount:

Displays the PO Amount of the Service Item for your reference purpose. You can not change it.

 

Bill Certification Amount:

Displays the Bill Certification Amount of the Item for your reference purpose. You can not change it.

 

Billed Amount:

As IMMS allows to pass bill for partial amount of Service Item , this field displays the amount of Item that has been billed so far. You can not change it.

 

Exchange Rate:

Automatically displays the latest exchange rate of the Vendor's currency. You can not change it.

 

Discount Type:

Automatically displays the Discount Type for the Item as specified through Service Purchase Order for your reference. You can not change it.

 

Discounted Value:

Automatically displays the Discounted Value for the Item as specified through Service Purchase Order for your reference. You can not change it.

 

Pending To Bill Amt:

As IMMS allows to pass bill for partial amount of Service Item , this field displays the amount of Item that has NOT been billed so far. It is calculated as 'Bill Certification Amount' - 'Billed Amount'. You can not change it.

 

Current Bill Amount:

(Type : Numeric, Length : 10.4)

 

Click on the field. Now enter the amount of Bill that has to be passed right now. It should not be more than 'Pending to Bill Amt'. Press <TAB>.

 

PO Line No:

Automatically displays the sequence number of the Service Item in the Service Purchase Order for your reference. You can not change it.

 

Rate Structure:

Automatically displays the Rate Structure of the selected Service PO for your reference. You can not change it.

 

SAC Code:

(Type : Numeric, Length : 8)

Denotes the SAC Code for the combination of Service PO and Item.

 

While 'Adding', this field will automatically display the SAC Code for the combination of current Service Purchase Order and Item specified through Service PO option of Purchase Module. You can change it. To do so, click on the field and enter the SAC Code. It can be of less than or equal to 8 digits. It can be left blank as well.

 

In case of 'Edit', and 'View', SAC Code for the Item will be displayed for the selected Service Bill Number. You can change it in 'Edit' mode but it should be 8 digits. To do so, click on the field and enter the SAC Code. It can be left blank as well.

Click on the button to continue.

Screen Layout of Rate Structure Information

Field Description of Rate Structure Information

A grid will be automatically populated and displayed with the Rate Codes of the selected Service PO's Rate Structure as shown above -

Field Description of the grid -

Rate Code:

Displays the Rate Code of the Rate Structure. You can not add or change any Rate Code.

Rate Description:

Displays the description of the Rate Code.

PO Tax:

Displays the amount of taxes as mentioned in the Service Purchase Order. You can not change it.

Bill Tax:

(Type : Numeric, Length : 10.4)

 

In case of 'Adding' a new Service Bill Passing Entry, displays the amount of taxes as mentioned in the PO by default. You can change it for the Bill.

 

In case of 'Edit', and 'View', Bill Tax is displayed as per the selected Bill Number. You can change it in 'Edit' mode..

 

Changing of Bill Tax is a flag driven option that depends on the setting of flag 'Allow Changing Taxes while doing Bill Passing?' set through Finance Policy option in Administrator Tools Module. If the flag is set as 'On', IMMS will allow to change the Tax Amounts for the Bill. If the flag is set as 'Off', IMMS will NOT allow to change the amounts of taxes for the Bill resulting in the Tax Amounts for BILL to be same as Tax Amounts for GRN.

While 'Adding' a new Service Bill Passing Entry, a grid will be populated and displayed automatically. 'PO Amount' (from 'Transaction Details' tab) for all the Service Items will be summed up and displayed in a single row for that Service PO.

In case of 'Edit', and 'View', this grid will not display any data. Only when some changes are made in 'Transaction Details' tab through 'Edit' mode, will this grid automatically display the Purchase Order with their respective recalculated PO Amount and other related details.

Apart from the Amount that has to be paid through this Bill, this grid also takes care of the following -

• Shows the Advance Amount if any that has already been paid to the Vendor against a Service Purchase Order through Bank Transactions (Advance Payment) option.
• Adjustment of Bill Amount against the Advance Amount.
• Amount that has to be retained from the Bill Amount.

Field Description of the grid -

PO No:

Displays the Service Purchase Order Number for your information purpose.

 

PO Date:

Displays the Date of Service Purchase Order for your information purpose.

PO Amount:

Displays the total amount of Service Purchase Order for your information purpose.

 

Advance Account Group:

Denotes the Account Group for Advance.

 

Click on the field to access a list of Account Groups and Sub Groups defined through Account Master Entry option. Select your desired Account Group or Sub Group from the list by clicking on it. Alternatively you can also enter the Account Group Code or Sub Group Code. Press <TAB>. The system will check whether the right Code has been entered or not.

 

Please note that only those Account Group and Sub Groups will be displayed/accepted that have been defined under 'ASSET' head with Group Type = 'Advance given to Creditors'.

PO Advance Paid:

Displays the Advance Amount if any that has already been paid to the Vendor against this Service Purchase Order through authorized Bank Transactions (Advance Payment)  option. This information helps you to decide if you want to adjust Bill Amount against the Advance that has been given to the Vendor.

 

Please note that in case the Cheque through which advance was paid to the Vendor against the Purchase Order is returned for any reason, IMMS will not consider that payment.

UnAuth.Advance Till Date:

Displays the Advance Amount if any that has already been paid to the Vendor against this Service Purchase Order through un-authorized Bank Transactions (Advance Payment) option.

PO Advance Adj. in Past:

Displays the amount of advance that has been adjusted against this Service Purchase Order till date.

Bill Amt to be Credited for this PO:

Displays the Amount that has be paid to the Vendor against this Service Purchase Order through this Bill. You can not change it. It is calculated as the sum of 'Current Bill Amount' (from 'Transaction Details' tab) + 'Bill Tax' (from 'Rate Structure Information' tab)

 

Round Off:

(Type : Numeric, Length : 2)

 

Click on the field. Now enter the digit up to which you want to Round Off the amount in 'Bill Amount After Adv/Ret/TDS' field.

PO Advance To Be Adjusted In This Bill:

In case some Advance amount has already been given to the Vendor, this field will enable you adjust the amount of that Advance against the current Bill Amount. The adjusted Advance Amount will be deducted from the final Bill Amount.

Click on the field. Enter the amount of Advance that has to be adjusted against the Bill. It should not be more than the Advance amount displayed in 'PO Advance Paid' field. It should also not be more that the current Bill Amount displayed in 'Bill Amt to be Credited for this PO' field.

Retention Account Group:

Denotes the Account Group for Retention.

Click on the field to access a list of Account Groups and Sub Groups defined through Account Master Entry option. Select your desired Account Group or Sub Group from the list by clicking on it. Alternatively you can also enter the Account Group Code or Sub Group Code. Press <TAB>. The system will check whether the right Code has been entered or not.

 

Please note that only those Account Group and Sub Groups will be displayed/accepted that have been defined under 'LIABILITY' head with Group Type = 'Retention from Creditors'.

Retention Amount (PO Wise):

This option allows you to retain some amount from the Bill Amount for any reasons. So the Retention Amount will be deducted from the final Bill Amount.

 

Click on the field. Enter the amount that has to be retained from the Bill Amount. It should not be more than the current Bill Amount displayed in 'Bill Amt to be Credited for this PO' field.

 

Please note here the Retention Amount mentioned in the Bill can be paid through Bank Transactions (Retention Payment) option.

TDS Category:

Specifies the TDS Category applicable.

 

Click on the field. A list of TDS Categories defined through TDS Category Master option is displayed. Select your choice from the list by clicking on it. Press <TAB>.

 

As a result a grid populated with the TDS Rate Codes applicable to the TDS Rate Structure that has been linked with the selected TDS Category will be displayed as follows -

Rate Amount:

In case of 'Percentage', the Rate Amount field in the grid is calculated automatically as Tax Value % of

Current Bill Amount. In case of 'Value', the entered amount of tax is displayed.

Please note that the Amount on which the TDS is calculated depends upon the setting of flag 'In Bill Passing Entry / Service Bill Passing Entry, Calculate TDS on' through Finance Policy option of Administrator Tools Module.   If 'On Basic Amount' is chosen, than IMMS will calculate TDS on the 'Current Bill Amount' - 'PO Advance To Be Adjusted In This Bill'   If 'With Tax Amount' is chosen, than IMMS will calculate TDS on the 'Current Bill Amount' + Tax Amount - 'PO Advance To Be Adjusted In This Bill'.

Actual Amount:

IMMS allows to enter the 'At Actual' amount of tax through this field. By default the automatically calculated tax amount is displayed which you can change.

 

Click on 'Save' button to save the taxes or 'Cancel' button to discard.

TDS Amount:

Displays the total TDS Amount.

 

This field automatically calculates and displays the TDS Amount by adding up all the values in 'Actual Amount'. You can not change it here.

Bill Amount After Adv/Ret/TDS:

This is the final Bill Amount for the Purchase Order. You can not change it.

 

It is automatically calculated and displayed as follows -

 

Bill amount To Be Paid = 'Bill Amount - PO Advance to be Adjusted in this Bill - Retention Amount From This Bill - TDS From This Bill

 

TDS Apply On:

Automatically displays the 'Current Bill Amount' for your information. This is the amount on which TDS will be applied on. You can not change it.

Once done, click on to enter Cost/Profit Center wise breakup of amount. Please note that Cost/Profit Center breakup can be entered only for Income and Expense Accounts. Read more about it...

Once you have entered all the information, click on 'Save' icon to finally save it or 'Cancel' icon to discard. Click on 'Close' icon to go back to the main menu.