Create Purchase Bill
Context
Provides users with the scope to create purchase bills.
Actors
Employee
Role: Bill Creator
Actions
Scope
Create Purchase Bill
Search Work Order → View Work Order → Create Purchase Bill
On submit - the Forward pop-up window is opened to forward the bill for verification.
On Forward -
Bill record gets saved into the system as bill type Purchase Bill, and attain a workflow state ‘Pending for verification’.
Bill No. is generated in a specified format, if it is direct submit.
Format for bill No. is PB/FY/<6digitrunningno.>. Example: PB/2022-23/000051
The work bill is available to download in PDF as per the given format. There will be a separate ticket for PDF download.
Details
Purchase bill is created for the material supplied for the in-progress projects.
Create Purchase Bill form is developed as per the UI design provided and the attributes listed below.
Attributes
| # | Field | Data Type | Required | Description |
|---|---|---|---|---|
1 | Work order number | Read Only | NA | Work Order number |
2 | Project ID | Read Only | NA | Project ID |
3 | Project Description | Read Only | NA | Project description of the work. |
4 | Location | Read Only | NA | Locality + Ward |
| Invoice Details |
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5 | Vendor's Name | Searchable Drop-down | Y | The organization of type Vendor Only can be searched here by entering at least first 3 chars. |
6 | Vendor ID | Read Only | Y | Vendor ID of searched and selected vendor is displayed here. |
7 | Invoice No. | Alphanumeric (64) | Y | Vendor’s invoice number |
8 | Invoice Date | Date | Y | Invoice date, it can not be a future date. |
9 | Material Cost | Numeric | Y |
|
10 | GST | Numeric | N |
|
| Bill Details |
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11 | Bill Date | Date | Y | Today’s date, display only. |
12 | Bill Amount | Auto-calculated | Y | Total of Material Cost + GST. |
| Deductions | Grid |
| As per the configuration, deductions will be listed, deductions are applicable to vendor’s invoices only. |
13 | Deduction | Drop-down | NA | Deduction as per the configuration, amount is auto calculated. |
14 | Percentage/ Fixed | Auto-populated | NA | Deduction as per the configuration, amount is auto calculated. |
15 | Amount | Auto- calculated | NA | Deduction as per the configuration, amount is auto calculated. |
16 | Action | Button | NA | Deduction as per the configuration, amount is auto calculated. |
17 | Total | Auto-calculated | NA | Total of all the deductions added. |
18 | Net Payable | Read Only | NA | Total bill amount |
| Relevant Documents |
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19 | Vendor Invoice | File Picker | Y | All the invoices from vendors into one PDF. |
20 | Measurement Book | File Picker | Y | PDF copy of manual measurement book. |
21 | Material Utilisation Log | File Picker | Y | PDF copy of material utilization log. |
22 | Others |
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Validations
Field-level validations as mentioned in the attribute tables.
Workflow
It is configurable at the ULB level, the stories for configuring the workflow are given separately.
Standard Deductions
Notifications
Not applicable.
User Interface
Acceptance Criteria
| Acceptance Criteria | Description |
|---|---|
1 | Bill created and attain the status of pending verification. |
2 | Bill number is generated as per the format given. |
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