Service Bill Certification Entry

Availability of this option depends upon the setting of flag 'Service Bill Certification Required?' defined through Purchase Policy of Administrator Tools Module. Read more...   If the flag is set as 'On', this option will be displayed in the menu.   If the flag is set as 'Off', this option will NOT be displayed in the menu.

Certify quantity / percentage of Service Purchase Order for Bill Passing from this option. Bill Certification can be done only for those Service Purchase Orders that are -

• Authorized.
• Final Print out has been taken.
• have not been Cancelled

A list of already existing Service Bill Certificates will be displayed as follows -

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Filter By:

IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization' or 'Deleted'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized. Selecting 'Deleted' will display only records that have been deleted.

Once a Service Bill Certification is generated, it may or may not need to be authorized.   Authorization of Service Bill Certification is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option in Administrator Tools Module. Read more...   If the flag is set as 'On', it becomes compulsory to authorize Service Bill Certificates after creating them through this option. Once Authorized, a Service Bill Certificate Entry can not be edited. To authorize a particular Service PO, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the button to finally authorize the selected records.   If the flag is set as 'Off', it is not compulsory to authorize Service Bill Certificates. They will be authorized automatically by the system as soon as they are generated.

Service Bill Certificates can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Service Bill Certificate, click on the button and to 'Edit', click on the icon on its corresponding record. Click on the icon to delete a particular Service Bill Certificate. To view details of a particular Service Bill Certificate, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of Service Bill Certification Entry

Field Description of Service Bill Certification Entry

Service Bill Detail

Bill Certification Year :

While 'Adding' a new Bill Certification, current Financial Year is displayed by default. You can not change it.

 

In case of 'Edit', and  'View', current Financial Year is displayed for the selected record. You can NOT change it.

 

Certification Group:

Specify the Group of the Service Bill Certificate.

 

While 'Adding', the Group which has been specified as default for the selected financial year through Document Control Master option in Administrator Toolswill be displayed automatically.

 

You can change it by clicking on the field to access a list of already defined Service Bill Certificate Groups for the entered Year though Document Control Masteroption in Administrator Tools Module. Select your desired Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Group.

 

In case of 'Edit', and  'View', Certification Group is displayed for the selected record. You can NOT change it.

 

Certification Site:

Specify the Site of the Service Bill Certificate.

 

While 'Adding', the Site if any specified with the selected Group will be displayed automatically.

 

Click on the field to access a list of already defined Sites. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site.

 

Read more about Site...

Please note that the Site(s) will be displayed/accepted as per the following conditions - In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, then only those Sites will be displayed which have been linked with the selected Year and Service Bill Certificate Group. In case the 'Site Required' flag is 'Off', then all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.

In case of 'Edit', and  'View', Certification Site is displayed for the selected record. You can NOT change it.

 

Certification Number:

(Type : Alphanumeric, Length : 6)

 

While 'Adding', Service Bill Certificate Number is either generated automatically or entered manually by the user.

 

Generation of Service Bill Certificate Number is a flag driven option and depends upon the setting of flag 'Auto Number Generate Required' through Document Control Master option in Administrator Tools Module. Click here to read more about the flag...   If the flag is 'On', a new Service Bill Certificate Number will be automatically generated by the system and incremented by one for current financial year.   If the flag is 'Off', the User can enter a unique Service Bill Certificate Number manually. The system also ensures that the Number entered is a unique one.

In case of 'Edit', and  'View', Certification Number is displayed for the selected record. You can NOT change it.

 

Service Bill Date:

While 'Adding' a new Bill Certification, enter the Date of Service Bill Certification. Today's date is displayed by default. You can change it but it can not be later than today's date or Current Period End Date.

 

In case of 'Edit', and  'View', Service Bill Date of the selected Bill Certificate Number will be displayed automatically. You can change it.

 

Vendor:

Denotes the Vendor of the Service Purchase Order.

 

While 'Adding' a new Bill Certification, click on the icon to access a list of Vendors. Select your desired Vendor from the list by scrolling down to it and click on 'Continue' button. Press <TAB>.

 

Only those Vendors will be displayed/accepted against whom Service Purchase Orders have been raised.

 

In case of 'Edit', and  'View', Vendor of the selected Bill Certificate Number will be displayed automatically. You can NOT change it.

Next, a grid will be displayed as follows -

While 'Adding' a new Bill Certification, this grid will be displayed empty.

In case of 'Edit', and  'View', this grid will be populated with all the Service Items that have been included in the selected Service Bill Certificate Number.

Click on the button to add new Service Item in the grid. A new row will be added in the grid.

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 Year

Click on the field to get a grid populated with Service Purchase Orders belonging to the selected Vendor. Select your desired Service Purchase Order from the list by scrolling down to it and pressing <ENTER>. Details of the selected Service Purchase Order such as PO Year, PO Grp, PO Site and PO Number are displayed.

 

The grid displays only those Service Purchase Orders -

• that are pending for Bill Certification.
• that are authorized
• that have PO date less than or equal to the Bill Certification date
• for which final print out has been taken.
• are not cancelled

Service Item Code

Click on the icon on the field to get a grid populated with Items belonging to the selected Service Purchase Order. Select your desired Service Item from the list by scrolling down to it and pressing <ENTER>. Details of the selected Item is displayed for your reference.

 

Item Name

Description of the selected Item will be displayed automatically for your reference.

 

Line No

Position of the selected Item in the Service Purchase Order will be displayed automatically for your reference.

 

Order Quantity

Purchase Order Quantity of the selected Item will be displayed automatically for your reference.

 

Basic Rate

Basic Rate of the selected Item as mentioned in its Service Purchase Order will be displayed automatically for your reference.

 

Currency

Currency of the selected Item as mentioned in its Service Purchase Order will be displayed automatically for your reference.

 

Per/Qty

Method of Service Bill Certification as mentioned in its Service Purchase Order will be displayed automatically for your reference.

 

Pending Qty/Per

Automatically calculates and displays the Quantity or Percentage of Item that is still pending for Certification for your reference.

 

Completed % / Qty

(Type : Numeric, Length : 9.4)

 

Enter the Percentage or Quantity of Item that has to be certified. This figure can not be more than the 'Pending Qty/Per'.

 

Certified Amount

Automatically calculates and displays the Certified Amount as 'Basic Rate' X 'Completed % / Qty'

 

Remark

(Type : Alphanumeric, Length : 255)

Click on the field to enter any Remarks related to the Item.

Remark:

(Type : Alphanumeric, Length : 255)

While 'Adding', enter Remarks if any related to the Service Bill Certificate.

In case of 'Edit', and  'View', Remark of the selected Bill Certificate Number will be displayed automatically. You can change it.

Once you have entered all the information, click on 'Save' button to save or 'Cancel' button to discard. The control will go back to the list.