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Bills are created for the work which is in progress and then send for approval process. The approval process contains various workflow levels and states associated with those levels.
Bill is prepared for any work by the Bill Creator (CBO/ JE) and then sent for its verification and approval by the users (actors) in the workflow.
Wage Bill - Approved on create.
Purchase Bill - Sent for verification on create.
Supervision Bill - Approve on create.
1
BILL CREATOR
Create
Search
View
Edit
Submit/ Re-submit
Junior Engineer
2
BILL VERIFIER
Search
View
Edit
Verify and Forward
Send Back
Municipal Engineer
3
BILL APPROVER
Search
View
Approve
Send Back
Send Back To Originator
Reject
Executive Officer/ Municipal Commissioner
1
Submit
Bill Creator
Pending for verification
Submitted
2
Verify and Forward
Bill Verifier
Pending for verification
Pending for approval
Verified
3
Send Back
Bill Verifier
Pending for verification
Pending for correction
Sent Back
4
Send Back
Bill Approver
Pending for approval
Pending for verification
Send Back
5
Send Back To Originator
<roles having access>
<Current Status>
Pending for correction
Sent Back
6
Re-submit
Bill Creator
Pending for correction
Pending for verification
Re-submitted
7
Approve
Bill Approver
Pending for approval
Approved
Approved
8
Reject
<roles having access>
<Current Status>
Rejected
Rejected
The workflow UI component is the same as given for estimate. The only difference is the status update that is displayed as per the details given in the above table.
1
Actions are configured based on role-action mapping.
2
Workflow states are defined as provided and the state transition is done accordingly.
Provide users with the option to create wage bills.
Employee
Role: Bill Creator
Bill record gets saved into the system, and attains a workflow state ‘Approved’.
Bill No. is generated in a specified format.
Format for Work Bill No. is WB-FY-<6digitrunningno.>. Example: WB/2022-23/000051
Bill is available to download in PDF as per the given format. There will be a separate ticket for PDF download.
A wage bill is created for the wages paid to wage seekers.
The wage bill is created automatically on approval of the muster roll.
To calculate the wage amount and the payee detail muster roll is considered as input.
A success toast message is displayed on the creation of the bill.
To view the bill details bill is searched and then view.
Not applicable.
Not applicable.
Not applicable.
Not applicable.
No UI is needed.
1
Bill is created with the approval of the muster roll.
2
Bill gets approved on creation.
3
The bill number is generated as per the specified format given.
4
The bill amount is calculated as per the logic defined in the story.
Inbox for Employees.
Employees
Menu Links and Search, Filter Apply and Numbers Hyperlinks.
The inbox page for employees to be developed duly taking care of the MUKTA branding aspect.
The inbox of employees is divided into 4 sections.
Menu Title
Product Name
Menu Links
Create Bill - It will redirect users to the Search Work Order page.
Search Bill - It will redirect users to the Search Bill page.
Search Parameters
Bill Number
Project ID
Bill type
Filters
Assigned to me - It will display the work orders in the inbox which are assigned to logged-in users.
Assigned to all - Selected by default, It will display the work orders in the inbox which are pending for action of role(s) logged in user have.
Ward - Multi-select
Locality - Multi-select
Workflow state - state of the workflow of the work order.
Result Display Area
Bill Number
Project Name
Organization Name
Assignee
Workflow State
Amount
SLA days remaining
It should be a DIGIT standard Inbox to allow configuration based on requests from the implementation.
Not applicable
Not applicable
Not applicable.
1
It should be a service-wise inbox for all the employee users.
2
Following the DIGIT standard inbox design.
Provide users with the option to verify and forward the bills in the workflow.
Verify and forward action is provided with a pop-up window to capture the below given details.
Assignee name- Drop-down - Non Mandatory - The next user in the workflow i.e. Verification, hence the employees having the role Bill_Verifier are displayed in drop-down with the name and the designation. E.g. Mahesh K working as ME and having the role of Bill_Verifier will be displayed as ‘Mahesh K - Accountant’.
Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Verify and Forward - Action Button
Cancel - Action Button
On Verify and Forward -
A pop-up window is closed, a toast success message is displayed and the view bill page is refreshed.
The action menu is loaded according to the role-action mapping of the currently logged-in user.
Bill is forwarded to the next user in the workflow and shown in its inbox.
The workflow state changes accordingly and timelines show the current state of the Bill.
Bill is removed from the currently logged-in user’s inbox.
On cancel, the pop-up window is closed and a toast cancel message is displayed on the View Bill page.
Toast Success Message: Bill has been forwarded successfully.
Failure Message: Verification of bill failed.
Toast Cancel Message: Action has been cancelled.
Not applicable.
This is a common UI which we have for the verify and forward workflow action.
Provides users with the option to edit purchase bills.
On submit - A workflow pop-up window is displayed based on the logged-in user role. Users can select the respective workflow action. Any changes are saved and an estimate is forwarded to the subsequent user in the workflow.
On Cancel - the pop-up window gets closed and the action the submit action gets cancelled.
Messages are shown according to workflow stories.
Edit bill action is to be mapped with the Bill Creator.
It is configurable and can to mapped with other roles too on demand.
Only bills in a workflow can be edited. Rejected and Approved bills cannot be edited.
Edit bill allows the user to edit the below-given bill details.
Once the estimate is edited, it is re-submitted again for approval process using the action ‘Submit’.
Not applicable.
The user interface for this page is similar to the create bill screen.
Bill Verifier
Pending for verification
Pending for approval
Verified
1
On verify and forward action, the bill is forwarded to the next user in the flow.
2
The pop-up window is closed and the bill page is refreshed. The toast success message is displayed.
3
Workflow states changes and based on the role the existing user has view bill page refreshes.
4
On cancel, the pop-up window gets closed. A toast cancel message is displayed.
1
Bill number
Read Only
NA
2
Bill date
Read Only
NA
3
Work order number
Read Only
NA
Work Order number
4
Project ID
Read Only
NA
Project ID
5
Project Description
Read Only
NA
Project description of the work.
6
Location
Read Only
NA
Locality + Ward
Invoice Details
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
Y
Bill Details
12
Bill Amount
Numeric
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
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
1
Role-based access based on configuration.
2
The bill which is in the workflow can only be edited.
3
Bill is opened in editable mode.
4
The details given in the table can be edited by the user.
5
On Submit, the bill is again forwarded to the next user for the approval process.
Create Supervision Bill
Employee
Role: Bill Creator
Bill record gets saved into the system, and the workflow state changes to ‘Approved’.
Bill No. is generated in a specified format.
Format for Work Bill No. is SB-FY-<6digitrunningno.>. Example: SB/2022-23/000051
Bill is available to download in PDF as per the given format. There will be a separate ticket for PDF download.
Supervision bill is created for the supervision of the CBO for in-progress projects.
Supervision Bills are created automatically on approval of the muster roll.
The system should pick only those Wage and Purchase bills which are approved and pending for supervision bill creation.
To calculate the supervision charge amount approved wage bills and purchase bills amount is considered based on the use cases mentioned below.
In case CBO’s role is Implementation Agency
Supervision Charge = (Total of Wage Bills Gross Amount + Total of Purchase Bills Gross Amount) * Supervision Rate/100;
In case CBO’s role is Implementation Partner
Supervision Charge = (Total of Wage Bills Gross Amount) * Supervision Rate/100;
5. To view the bill details, bill search and then view.
Field-level validations as mentioned in the attribute tables.
Not applicable.
Bills get the status approved on creation.
Not applicable.
To CBO - Supervision bill {billnumber} of amount {amount} is approved and forwarded for payment processing.
Create UI is not required.
1
Bill is created with the approval of the muster roll.
2
Bill gets approved on creation.
3
The bill number is generated as per the specified format given.
4
The bill amount is calculated as per the logic defined in the story.
Provides users with the scope to create purchase bills.
Employee
Role: Bill Creator
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.
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.
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
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
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
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
Field-level validations as mentioned in the attribute tables.
It is configurable at the ULB level, the stories for configuring the workflow are given separately.
Not applicable.
1
Bill created and attain the status of pending verification.
2
Bill number is generated as per the format given.