About DIGIT-Finance

DIGIT-Finance Module (FM) is a key module in web-based integrated ERP software that enables municipalities to create and manage Financial Transactions like Budget, Revenue Demand, Receipt, Advances, Deposits, Bills, Payments, Asset Creation(Capitalization), Fund Transfer and also Reconciliations and Reporting.

FM enables municipalities to maintain financial records of ULBs following established procedures and practices. The module follows a fund-based double-entry accrual accounting system designed to synch with the standards outlined in the National Municipal Accounting Manual.

Key Features

The financial module enables users to -

1. Posting of General Ledger

2. Bill Processing: Generation of bills for varied items such as purchases, works, and salaries

3. Payment Processing: Payments are processed based on the type of expense type

4. Receipts Processing - from other DIGIT modules or from any other third-party application

5. Service Wise, Bank account mapping - Configurable

6. Collection Remittances - Configurable mode of collection wise

7. Budgeting: Upload Budgets, Budgetary Controls, Budget Enforcement & Budget Re-appropriations

8. Asset Management: Asset Categorizations, Depreciation, Capitalization & Improvement, Revaluation, sale and disposal

9. Contra Entry, Bank-reconciliation, Deduction Management & period End Activities.

10. Deduction Management - processing statutory and non-statutory deductions and its remittances.

Section Overview

This section contains all docs and information required to understand the FM module, its key features, functional scope, and configuration details. Click on the links below to learn more about deploying, configuring, customizing, and using the FM module.

• Functional Specifications

• FM Roadmap

• FM User Manual

• Product Brochure

• FM Workflows

• Master Data Configuration Template

• FM Service Configuration

• Implementation Handbook

• Demo Script

Contact Us

Reach out to us through any of the below-mentioned contact channels for any assistance or additional information on DIGIT-Finance module deployment.

Introduction

Financial Module (FM) is a key module that is built on coexistence with DIGIT which enables municipalities to create and manage financial transactions like budget, revenue demand, receipt, advances, deposits, bills, payments, asset creation (capitalization), fund transfer and also reconciliations and reporting.

FM enables municipalities to maintain financial records of ULBs following established procedures and practices. Financial Module is a fund based double-entry accrual accounting system designed in line with the National Municipal Accounting Manual.

Module Features

The financial module enables users to -

1. Posting of General Ledger

2. Bill Processing: Generation of bills for varied items such as purchases, works, and salaries

3. Payment Processing: Payments are processed based on the type of expense type

4. Receipts Processing - from other DIGIT modules or from any other third party application

5. Service Wise, Bank account mapping - Configurable

6. Collection Remittances - Configurable mode of collection wise

7. Budgeting: Upload Budgets, Budgetary Controls, Budget Enforcement & Budget Re-appropriations

8. Asset Management: Asset Categorizations, Depreciation, Capitalization & Improvement, Revaluation, sale and disposal

9. Contra Entry, Bank-reconciliation, Deduction Management & period End Activities.

10. Deduction Management - processing statutory and non-statutory deductions and its remittances.

Module Ontology

State Level

ULB Level

Module Reports

1. Financial Management

2. Budget Reports

3. Accounting Reports

4. Deduction Reports

5. Revenue Reports

6. MIS Reports

National Municipal Accounting Standards compliance is necessary for ULB funding and grants. The Accounting System is an NMAM compliant application which can be integrated with all the other relevant modules (both internal as well as third party system) with budgetary controls in place. The complete books of accounts can be maintained at one place which enables the creation of Financial statements. The high level feature set is listed below.

All content on this page by eGov Foundation is licensed under a Creative Commons Attribution 4.0 International License.

Executive Summary

Overview of the Product

The eGov Financial Management System is an integrated fund-based double-entry accounting system that manages the financial accounting and reporting, budgeting and Asset Management for a ULB (Urban Local Body). The system is based on simple, easy to use screens and is fully web-enabled which will make it possible to deploy the system in multiple ULBs from a central data center. Transition to a fully online accounting system will ensure that the data is captured in the system at the point of creation and is immediately available for real time reporting and effective decision making. Perhaps most importantly, the system is fully integrated into the ULB’s various Revenue and Expenditure sources which will enable the administration to generate easy-to-understand reports summarizing the ULB’s key financial indicators on real time.

Implementation Methodology for Finance and Accounting System

For the offered product, the implementation process can be divided into seven major distinctive stages. Each stage has a predefined entry and exit criteria, roles & responsibilities to assure objective monitoring and decision making for the overall success of the engagement. The whole implementation lifecycle is typical of 28-30 weeks keeping in mind the entry, and exit criteria defined at the beginning and end of each stage are met on time recommended.

Exhibit 1: Various stages of implementation

Stage Zero-program setup and onboarding is a pre-requisite for the initiative to kick-off and requires setup of the governance model, implementation Team and decision regarding other significant elements of the initiative like funding and procurement process. Stage one of this initiative requires scoping of the initiative and decide on the priorities for implementation by the state/UT implementation Team. Stage two consists of requirement analysis and configuring & customising the product as per the needs of the state/UT. In stage three, the state/UT Team will work upon identifying and finding solutions to the significant gaps in the product offered w.r.t. to the need of the state/UT. Pilot and UAT (User Acceptance Testing) of the product is the primary objective of stage four. This involves working on various aspects of state/UT-specific needs and incorporating them into the product suite offered. In stage five, post doing UAT and including all the necessary feedback on the product, end user training for the Phase 1 ULBs is provided which included data loading. Stage 5 involves Go live where the product is rolled out in phases. Stage 6 involves monitoring and sustenance where plans for ongoing activities post roll out are made.

Critical Success Factors for Implementation

Implementation of Accrual based Finance accounting system requires meticulous planning and close coordination between various stakeholders at the centre and state/UT level. The success of the initiative is dependent upon many factors like strong Program governance, availability of the trained resource, financial planning, targeted implementation Team onboarding, focus on last-mile capacity building and ensuring necessary support to urban centre. Achievement of all these factors will provide the most effective and efficient roll-out and adoption of the Finance Accounting System in the state/UT.

Finance & Accounting System Product-Overview

The objective of this section is to give an overview of the features and functionalities available in the Finance and Accounting product.

As part of the implementation, easy rules can be incorporated to configure the work flows and transaction based validations which are specific to ULB processes. This is expected to greatly reduce data entry errors and improve productivity. The system provides for all the necessary management controls like voucher approval before G/L posting, security with role-based access control and approval workflows. A fully integrated Budgeting module has the potential to improve the budgeting process by supporting the creation and approval of detail budgets by department and function with a ward and then aggregating these budgets into the overall ULB budget. Once approved, budgetary controls can be enforced on all transactions. The Asset Management module allows for the creation and tracking of assets throughout their lifecycle, automatic depreciation calculation, asset revaluation and disposal.

eGov Financials is fully integrated to eGov Works, Assets, eGov Purchasing/Inventory, Pension, Payroll, Property Tax, Trade License, Land and estates, Professional Tax, Company Tax and other eGov Modules and can also be integrated with other existing ULB eGovernance applications. This would enable the automatic capture of the financial accounting impact of all transactions in these systems. Further, eGov Financials can also be integrated to eGov GIS to provide GIS based reports.

Generic Features :

• Fully National Municipal Accounts Manual (NMAM) Compliant

• User Friendly, Simple and easy to use screens

• Fully internet enabled

• Supports fund-based double-entry accounting

• Multi-level approval workflows

• Exhaustive management controls like voucher approval before G/L posting controlled

environment for entries to avoid accounting errors.

• Extensive data management

• Supports accounting of all types of accounting transactions – automatic remittance, Receipts

• Robust in-built budgeting system with controls

• Exhaustive reporting infrastructure

• Key Security features of ERP system

• Systematic Bank reconciliation and integrated Remittance processing.

• User defined Unique Transaction code for every entry – Financial Transaction code can be customized by Fund, Year/Month, Voucher type, etc.,

Benefits :

• Visibility into key financial indicators of the Municipality.

• Prepare and publish balance sheets and income & expenditure accounts on time.

• Accounting of transactions as per preconfigured rules and guidelines of the National Municipal

Accounting Manual

• Traceability and accountability for utilization of funds

• Automated budgetary controls help Financial management of ULB operations

• Integration with expenditure management modules provides visibility into utilization of funds

and ensures better planning of funds

Masters

All master data defined at the state level will be uploaded as part of the system set up. Any add-ons or changes at ULB level will be controlled using the create and modify feature of the respective master.

1.1 Chart of Accounts

Chart of Account master data will be finalized at state level and the same will be loaded as part of the system set up. Master screen will be provided to add detailed level code. Also modify option allows the users to update the properties of the account code like - adding subledger mapping, enable/disable budget check option, update the purpose and so on.

1.2 Bank

Standard banks that are published by RBI to be loaded as part of system set up and any new banks to be added using the bank master option.

1.3 Bank account

Bank accounts needs will be created for a bank and branch using the bank account master. Multiple accounts can be created for a bank and branch where each account used for various purposes like -receipts and payments.

1.4 Fund

   Fund master data can be added and updated using this master. Fund will be of multiple levels.

1.5 Function

   Any new functions that are to be added apart from the standard ones listed in NMAM will be done from this master screen. Function is of 3 levels as per NMAM and any modifications can be managed using this master.

1.6 Scheme and sub scheme

Any schemes and sub schemes defined by the state or centre government will be associated with a fund and will be for a time period. Sub scheme are defined under a scheme.

1.7 Financial Year and Fiscal period

Any financial year can be added in the system using this master. A year can be defined into multiple fiscal periods based on the date range. If a year is open for posting vouchers or not will be configured using this master.

1.8 Cheque

All bank accounts from which payments are made needs to have cheque master data defined against it. Each cheque book will have a range of cheque leaves and system will have the facility to denote which all cheque leaves are used, and which are available for use.

1.9 Vendor (Contractor/Supplier)

Vendor master consists of both supplier and contractor. System will capture all the relevant information of the supplier and contractor like Permanent Account Number (PAN), Tax deduction and Collection Account Number (TAN), Bank account details and so on. Vendor status will be maintained to know if they are active or blocked at any point of time. Blocking/Blacklisting of vendors will be taken care.

1.10 Recovery Codes

All deductions that are mandated by the centre/state/ULB will be defined here with details of the deduction percentage and account code. Some deductions can be flat rate as well.

1.11 Accounting entities and User defined masters

System will be configured with standard accounting entities like- Employee, Contractor and Supplier for which the master data will come from the employee, contractor and supplier master respectively. At any point a new subledger can be added in the system using the accounting entities master. Master data pertaining to these entities can be added from the User defined masters.

1.12 Ledger Opening Balance

Opening balances for any GL codes (Assets and Liabilities) for any financial year can be added into the system using this screen. GL code balances will be taken sub ledger wise in case the code is marked as a control code. Any change made to the opening balance will be reflected in the corresponding year Trial balance immediately.

1.13 Service to Bank Account mapping

Any collections made in the system will be associated with a specific source. This can be property tax, Advertisement tax and so on. Any revenue earned under these sources needs to be accounted under the specific bank account. This master will be used to capture the mapping of services to bank accounts.

Expenditure Accounting

Financials module can be used as a standalone system when Inventory and Works modules are not in place, wherein all supplier and contractor bills will be raised in the Financials system against a purchase order or work order. Payments can be made to a party for all approved bills raised in the system. Payments may be done even without bill in certain cases.

2.1 Creation and approval of expense bill

Any contingent expenses, administrative expenses and indirect expenses against a work will be accounted using the expense bill option. System should be able to accommodate bills for any kind of sub ledgers here. System should allow to select any debit and credit and net payable code here. Bills can be sent through an approval cycle based on the system set up, it may as well be created in approved state. Here the net payable can be any party - contractor, supplier, employee or any random person.

2.2 Create voucher from bill

Any bills created from the Financials system as well as from the third-party systems should be available for voucher creation. For these bills the voucher will be created based on the GL codes available in the bill. Budgetary controls will be applied based on the system configuration. A voucher will be generated against a bill once it passed all levels of validation. Voucher can go through an approval cycle based on the system set up or it will be approved on create.

2.3 Payment of Bills

All bills for which vouchers are generated should be available for payment to the concerned party. System should be configured to take the mode of payment (Cash, Cheque, RTGS) according to the bill type. Partial or complete payment of the bills to be allowed and multiple bills should be allowed to be paid using a single payment. Payment voucher may be taken to approval cycle and bank balance checking based on the system configuration. We should promote the user to move away from the Cash and Cheque mode of payments and move to RTGS payments.

2.4 Direct bank payment

Any expenses for which bills are not present should be paid using the direct bank payment option. Budgetary controls will be applied based on the GL accounts debited and credited.

2.5 Cancel Bill

Any bills for which vouchers are not created should be allowed for cancellation. Cancelled bills should not be available for voucher create.

2.6 Cheque Assignment

All payments that are made with mode of payment “cheque” and “consolidated Cheque” will need to be processed for cheque assignment. System will have the facility to automatically or manually assign a cheque party wise for the selected payments.

2.7 RTGS Assignment

All payments that are made with mode of payment “RTGS” will need to be processed for RTGS assignment. System will have the facility to automatically or manually assign a single RTGS number for all the parties linked to the selected payments.

2.8 Surrender and reassign cheques

In cases where cheques are spoiled or wrongly written, one has to surrender this cheque and reassign a new one. System will allow the user to surrender cheques and give option to reassign a new cheque if needed.

2.9 Surrender and reassign RTGS

If the RTGS assignment done was wrong, the system provides the facility to surrender this RTGS. At this point all the payments associated with the surrendered RTGS will be listed again for RTGS assignment and system can assign a new RTGS number to these payments.

Revenue Accounting

All receipts created in the system should be accounted using the receipt vouchers. System should create one receipt voucher for each of the receipt and any modification or cancellation of receipt made will be accommodated by passing a reversal or cancellation voucher. All receipts collected for the day should be remitted to the bank on the same day.

3.1 Creation and approval of receipt voucher

Receipt voucher will be generated for the receipts created in the system online or offline mode. Receipt vouchers will use the debit and credit GL codes based on the revenue heads for which the receipts are made. These vouchers may be approved on create or can be sent for approval.

3.2 Creation of day end remittance vouchers

All the collection done on a day should be submitted to the bank based on the mode of collection- cash, cheque, DD, online by the end of the same day. On remittance a pay in slip contra voucher will be generated after which this amount will be reflected in the Bank book.

3.3 Miscellaneous receipts

Any revenues coming from revenue systems will be accounted using the appropriate module like property tax and water charges systems. There are one of cases where revenues are coming from other sources like deposits from vendors or grants received from funding agencies and so on. These receipts will be created in the system using the miscellaneous receipt option. Deductions are applicable in case service taxes. Receipt voucher may be created automatically on approval of receipt based on system configuration.

Journal Voucher

Journal vouchers are used to make ledger entries for various categories of transactions using voucher sub types. Voucher subtypes are mainly classified as - Purchase, Works, Salary, Pension and General. Each of these subtypes should be turned on and off based on the availability of the source module in the ERP. Vouchers will be sent for approval based on the system configuration.

4.1 Book adjustment entries

Any book adjustments like assetization and depreciation entries will be of type General Journal voucher. System should be enabled to accommodate GL codes of any type of sub ledgers here.

4.2 Creation and approval of Vouchers of type -Works,Purchase

System will generate different voucher number formats for each of the voucher subtypes. Various types of vouchers like works, fixed assets and purchase can be configured.

General Transaction

5.1 Cancel Voucher

Any voucher (bill voucher, payment voucher, receipt voucher) created in the system should be allowed for cancellation either by the creator of the voucher or by the administrator. Once the vouchers are cancelled all accounting impact will be nullified and these records will not show in the general ledger accounts and Trial balance. System should take care of dependencies like, bill voucher cannot be cancelled if payment is already done for this and so on.

5.2 View Voucher

Provide a facility to view any type of vouchers created in the system for the selected filter parameters like - date range, fund, department and so on.

Reports

6.1 Accounting Reports

6.1.1 General Ledger

For the selected GL code and other parameters system should list all the vouchers with opening and closing balances.

6.1.2 Trial Balance

Trial balance shows GL code wise debit and credit balances along with the opening balance and closing balances for the selected date range and other parameters with drill down facility to General ledger report.

6.1.3 Bank book

For the selected Bank account system will list all the receipts, payment and adjustment entries along with opening and closing balance.

6.1.4 Day book

For the selected day all the transactions happened will be listed account head wise in this report.

6.1.5 Journal book

All the Journal vouchers of various types that are posted for the selected period will be listed in this report.

6.1.6 Opening balance

This report will show the GL code that has got opening balance for the selected financial year and other parameters. Opening balances will be uploaded into the system before the go live.

6.2 Collection Reports

6.2.1 Receipt Register

All the receipts made for the selected date and other parameters will be listed here with details of the mode of collection and service.

6.3 MIS Reports

6.3.1 Bills and Payments

This report will show the list of bills along with the payments made against it and the cheque number or RTGS number associated with it. Any bills that are unpaid will have payment details empty and paid amount as zero.

6.3.2 Cheque Issue Register

This report will show the list of cheques that are issued out to vendors, employees and others from the selected bank account. Cheque details like the cheque number, pay to, amount and so on will be listed here along with the payment voucher details.

6.3.3 RTGS Advice

Every RTGS needs to be supported by an RTGS Advice that will be handed over to the bank for transferring the amount to respective accounts. This advice will have details like party name, PAN number, bank account number and amount information.

Configuration data

Configuration data consist of master data and system set up data that are required for the basic functioning of the application.

7.1 Master data upload

Masters like -Fund, Function, GL Codes, Bank, scheme, sub- scheme, Bank account, Financial year and fiscal periods will be loaded into the system based on the data provided by the client. Master screens will be provided only for GL Codes, Function, Bank and Bank account.

Finance and Accounting System Implementation Methodology for the State/UT

This section provides an overview of the methodology for state/UT-wide implementation Finance and Accounting System. Implementation of this system is distributed across seven distinct stages. Each stage has a predefined entry and exit criteria, roles & responsibilities to assure objective monitoring and decision making for the overall success of the engagement. Details of each stage are defined in this section.

Exhibit 2: Various stages of implementation

Finance and Accounting System implementation program is expected to be completed within approximately 24-30 weeks with the resource deployment by the State/UT and System Integrator (SI) Team (as defined below). However, it is critical that activities and exit criteria set for each stage are achieved to adhere to this timeline.

Seven Stages of Implementation

Set of initial critical activities that are undertaken on receiving a letter of Enrollment from the state/UT. Successful completion of these activities assures that the program is started with crucial personnel, System Integrator (SI) Teams and funds.

This stage envisages the in-person interaction of crucial State/UT officials and implementation System Integrator (SI) Teams to kick-start the program. This stage may require multiple interactions/meetings with different interest groups. The principal objective of these interactions is to identify Pilot ULBs, create an active collaboration & Governance approach and agree on a high-level timeline for the engagement.

During the Program design stage key state/UT officials and members, who are subject matter experts, are expected to share state/UT specific manuals and also help interpret these manuals for the System Integrator (SI) Team. This stage baselines the State/UT-specific product features in the Product Configuration report.

Configuration & customisation stage, spread across 12 weeks, envisages configuration of the product as per the baselined Product Configuration report and identified state/UT-specific customisations. Active involvement of domain experts from the state/UT Team is required in this stage to validate the implementation of state/UT accounting manuals.

During this stage, the active involvement of Pilot ULB officials is expected for thorough testing of the configured product. Training of the key ULB officials will also be undertaken during this stage, along with the promotion of the solution. The establishment of the State/UT support Team and required processes are initiated in this stage.

On successful rollout in the Pilot ULBs, the solution will be rolled out to the rest of the ULBs in batches. Guidance and support from the State/UT Team will be required to create the rollout plans and assure the necessary infrastructure for training and deployment is available at each ULB.

Note: The rollout phase needs to be detailed out for iterative activities of onboarding ULBs in batches.

Stage 5 – Rollout

Roles and Responsibilities - Finance and Accounting Cell, eGov Team & System Integrator(SI)Team

This section outlines the activities involved in each stage of the implementation along with responsibility and accountability of critical stakeholders - State, eGov Team and System Integrator Team onboard.

Finance and Accounting Cell: Finance and Accounting Cell is the government-appointed body chaired by the Principal Secretary/Secretary, Urban Development Department with members from Urban Development Department etc.

Resource requirements for the Finance & Accounting Cell required to be formed by the State

eGOv Team: eGov Team is the technical partner of the project which will provide all necessary support to the State/UT concerning the implementation, Program Designing etc.

System Integrator (SI)Team: SI Team will be responsible for consulting, program management and the implementation of products in the ULBs in close collaboration with the Finance and Accounting cell, technical partner (eGov) and various other stakeholders.

Overall Program Assumptions

GLOSSARY

Vision:

Defining the time frame to go live, the time frame to scale it pan state, the value proposition of the programme for the state and year-on-year financial targets and adoption targets

Project Plan:

A detailed plan of Program schedule/timelines, implementation phases, team structure and ongoing support and maintenance required.

System Integrator:

The Entity/Company which collates all the subsystem required for the project and integrates them to achieve the program objective

Program Charter:

Outline of implementation plan agreement with priority applications and broad timelines, program governance model, program success metrics and capacity building.

Acceptance Letter/MOU:

Formal Acceptance/Sign Off of the Client State with a clear mandate of the Program

Program Success Metrics:

Defining the parameters (which are measurable) prior to the program, on which the success of the program is to be measured on the completion of the program

Project steering committee:

The key body within the governance structure which is responsible for the business issues associated with the project that are essential in ensuring the delivery of the project outputs and the attainment of project outcomes.

Project governance:

Set of policies, regulations, functions, processes, procedures and responsibilities that define the establishment, management and control of projects, programmes and portfolios.

Scoping:

List of activities measured against time taken to complete them in accordance with the project goals

Baseline data:

Set of information that serves as a foundation to compare other data acquired afterwards

Project Kick off meeting:

Meeting with the project team and the client of the project. This meeting would follow definition of the base elements for the project and other project planning activities

Fitment Study:

GAP Study of the Existing/Required Field Process Vs Product

Data migration:

Existing Records of the functional activities need to be moved into the Database of the newly released Application

Data collection:

Required data for the roll-out of the applications, which needs to be collected from the existing functional process

Data validation approach:

This approach enables the sanctity of the Data with built-in validation by Design

Data synchronization:

The process of establishing consistency among data from a source to a target data storage and vice versa and the continuous harmonization of the data over time.

Pilot Implementation:

Any new process is tested out as pilot in one or two instances before pan implementation

Pilot ULB:

The ULB's Selected for the pilot implementation are called pilot ULB’s.

Roll out:

On successful clearance of the Pilot, the Process/Application/Services are implemented across all Offices/ULB's

Deployment:

Deployment defines the complete package of Software components set up in a particular environment

Customisation:

Details of changes to be made in the Product to comply with the needed field process

Configuration:

Defining existing content such as Options and Variables based on the requirements on the ground

Product walkthrough:

Explaining the users step-by-step through a set of actions that they need to take to achieve a specific outcome

Terminologies specific to Finance Delivery Handbook

Accrual Based Finance Accounting:

Method of recording accounting transactions for revenue when earned and expenses when incurred. The income or expense is recognised even through the related receivable/payable has a future date.

Double-entry Accounting:

The system of accounting or bookkeeping which ensures that for every business transaction, amounts must be recorded in a minimum of two accounts. The double-entry system also requires that for all transactions, the amounts entered as debits must be equal to the amounts entered as credits.

Asset Management:

Asset management is the process of inventory, valuation, use, strategic portfolio reviews, reporting and auditing of municipal assets as part of the decision making process of local governments.

Voucher approval:

Reviewing the transaction for compliance with policies and process.

G/L posting:

General Ledger posting is the process of posting the Payroll results to the appropriate GL accounts including the cost centres.

Introduction

A chart of Accounts (COA) is a listing of the Ledger codes that a State or ULBs has identified and made available for recording transactions in its general ledger. COA is a standard data that need to be set up as per the National Municipal Accounting Manual or Respective State-wise manual. Click for the NMAM manual. The COA definition can consist of 3 or 4 levels of hierarchy. Ex: Major->Minor->Detailed (3 levels) or Major->Minor->Sub Minor->Detailed (4 Levels). It is up to the state to define the levels required depending on the reporting needs. Detailed code is the node or the level at which the transaction is done.

Data Table

The data given in the table is sample data.

Procedure

Data Definition

Steps to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

5. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Attachments

Introduction

The Center or State comes up with various government programs called schemes (Yojana) from time to time. These schemes could be either Central, state-specific or joint collaboration between the Centre and the states.

Schemes and sub-schemes defined by the Centre or state government to be associate with a fund and for a time. Similar Sub schemes can be defined under a scheme.

Data Table

The data given in the table is sample data.

Procedure

Data Definition

Steps to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Identify all different types of Schemes on the basis of ULB’s functions.

5. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

6. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Attachments

Introduction

Functions shall represent the various functions or services carried out by the ULBs. Functions are provided through various responsibilities centres called Departments.

Functions of the ULB can have three levels within it.

• The first level under this group represents various functions both obligatory and discretionary. Identified as 0 in the template.

• The second Level in function would represent the particular type of service under a function, known as “Function Description”. Identified as 1 in the template

• The third level will represent a particular cost centre, Known as “Cost Centre”, which provides the service. Identified as 2 in the template.

Data Table

The data given in the table is sample data.

Procedure

Data Definition

Steps to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Identify all different types of Function in the ULB.

5. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

6. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Attachments

Introduction

A Bank is a financial institution licensed to receive deposits and make loans. Bank Offers Internet Banking Services, Mobile Banking Services, Accounts, Loans, Financial Services such as currency exchange and safe deposit boxes.

There are several different kinds of banks including retail banks, commercial or corporate banks, and investment banks. In most countries, banks are regulated by the national government or central bank.

Module Features

The list of banks in which the ULB would have an account and a possible list of banks from which citizens would pay the taxes and other fees using cheque will have to be created here.

Module Ontology

State Level

List of RBI published banks.

ULB Level

None

Module Reports

List of RBI published banks

Introduction

A contractor is a person or firm who undertakes a contract to provide materials or labour to perform a service or do a job.

Contractors are basically who takes up the works which are awarded by the State or a ULB for a set period. For Example Construction of New Roads/Bridges, Maintenance of Parks etc.

Data Table

Data given in the table is a sample data.

Procedure

Data Definition

Steps to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Identify all different types of contractors.

5. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

6. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Attachments

Introduction

A Fund is used to capture activities/ group of activities for which separate books of accounts are required to be maintained. The concept of Funds brings accountability and better transparency

Various Funds are set up in ULB for meeting certain objectives. Income and expenditure under these funds are to be identified and disclosed separately.

Fund Accounting is a self-contained accounting with its own assets, liabilities, revenues, expenditures and fund balance.

Data Table

The data given in the table is sample data.

Procedure

Data Definition

Steps to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Identify all different types of Funds on the basis of ULB’s functions.

5. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

6. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Attachments

Introduction

Sub schemes are defined under the schemes by the Centre or state government to be associate with a fund and for a time. The Sub scheme shall be defined under a scheme.

Data Table

The data given in the table is sample data.

Procedure

Data Definition

Steps to fill data

1. Download the workflow template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Identify all sub schemes with the State.

5. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

6. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Attachments

Introduction

A deduction master is defined to create a reference between ledger codes and the standard and statutory deductions that are deducted in various creditor bills. By defining this deduction master, the accounts department can process the remittance of all the deductions done for a time period at once and keep track of the same.

An example of a deduction is what is deducted from salary bill as income taxes.

Data Table

The data given in the table is sample data.

Procedure

Data Definition

Steps to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Identify all different types of deduction.

5. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

6. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Attachments

The Finance User Manual is a standardized document available on the DIGIT platform to help the municipal employees operate the Financial Module System (FMS).

Financial Module (FM) User Manual is for users who are responsible for processing financial and accounting transactions within Municipal Corporations, Municipalities and ULBs. This user manual guides users on how to use the FMS to account for various financial transactions and generate Demand notes, Receipts, Bills and process Payments. The document also helps users in the creation of masters like adding detailed charts of account, bank branch and account etc.

This document acts as an easy reference for the ULB employees using the Finance module. The user manual presents an overview of the Finance functions and gives step-by-step instructions for completing a variety of tasks.

Key Features

1. Post General Ledger

2. Process bills, payments, and generate receipts

3. Configure and map bank accounts with defined services

4. Configure and maintain collection remittance details

5. Upload Budgets, Budgetary Controls, Budget Enforcement & Budget Re-appropriations

6. Asset Categorizations, Depreciation, Capitalization & Improvement, Revaluation, sale and disposal

7. Contra Entry, Bank-reconciliation, Deduction Management & period End Activities

8. Deduction Management - process statutory and non-statutory deductions and their remittances.

User Roles

Refer to the table below to understand the different user roles and the scope of action linked to each role. The applicable user roles and action items can vary from one State to another. DIGIT customizes the workflows to suit the requirements defined at the State level.

Using Finance

This section guides you through the details of using the Finance module for each role. Click on the relevant role below to learn more about how to use the module.

Introduction

The Sub-ledger category provides details behind entries in the general ledger used in accounting, which is also called subsidiary ledgers. The total of the Sub-ledger would match the line item amount on the general ledger. This corresponding line item in the general ledger is referred to as the controlling account.

Any other type of Sub-ledgers other than standard Sub-ledgers available in the system is to be created here. Standard sub-ledger available in the system is Contractor, Supplier and Employee.

Data Table

Procedure

Data Definition

Steps to fill data

1. Download the data template attached to this page.

2. Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.

3. Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.

4. Identify all different types of sub-ledger category.

5. Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.

6. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Entity Specific Checklist

This checklist covers the activities which are specific to the entity.

Attachments

Bill Creator

The bill creator can create and approve all kinds of expense bills and record transactions in the system. Finance transactions can either involve Bills Accounting or recording Contra Entries. Bills include expense bills, contractor bills, and supplier bills. Contra entries include recording bank to bank transfer details.

Expense Bill

The system facilitates a defined set of account heads to be used in the debit side and credit side for bills. This enables users to create bills even without knowing the account codes required for the debit and credit side.

Once the user selects the bill type and subledger details, the system provides an option to select the template. However, the subledger type is not mandatory. But, if there is a value updated in the template the information will be populated. It is not mandatory for a user to select a template. Users can do the data entry as well.

To create expense bills

Click on the Finance menu option in the sidebar or the Finance card available on the dashboard.

Navigate to Transactions > Bills Accounting > Expense Bill.

Fill in all the mandatory details in the Expense Bill screen. Please note fields marked with ‘*’ signs are mandatory fields. The Bill Date reflects the current date by default. Click on the field to change the date if required.

Select the relevant Fund, Department, Scheme, and Sub Scheme details. Enter the first 3 letters of the applicable Function Name and select from the available options.

Enter any Narration as required. Enter the Party Bill Number and the Party Bill Date. Select the applicable Bill Subtype. Enter the relevant SubLedger Details. Select the applicable SubLedger Type and enter the payee details.

Select the appropriate Account Code Template. The list of templates is available based on the selected Bill Subtype and SubLedger Type. If the subledger type is not selected then only templates for non-subledger types will be listed.

The Debit, Credit, and Net Payable, GLcode details are auto-populated from the selected template.

Verify the Account Codes populated on both the Debit and the Credit side. Click on the + sign to add new rows to enter additional Debit or Credit details. Enter the Account Code and the Debit or Credit Amount for the listed entry.

Click on the bin icon to delete any existing detail. Enter the applicable Debit or Credit Amount.

Check the entry details available in the Account Details and SubLedger Details panels. Click on the bin icon to delete any entry.

Click on the Browse button to select supporting files. Click on the Add File button to add more files. To forward the bill for approval fill in the Approver Department, Approver Designation, and Approver details. Enter any pertinent information in the Comments section for the approver.

Click on the Forward button to forward the bill to the Bill Approver. Else, click on Create and Approve to approve the bill. There is no need to fill in the Approval Details if the bill is spot-verified.

Contractor Bill

The Contractor Bill option is used to raise all bills against a work order by the contractor. Once the contractor is selected, all the work orders assigned to this contractor is listed. The contractor bill is based on the listed work order.

To create contractor bill

Click on the Finance menu option in the sidebar or the Finance card available on the dashboard.

Navigate to Transactions > Bills Accounting > Contractor Bill.

Fill in all the mandatory details in the Contractor Bill screen. Please note fields marked with ‘*’ signs are mandatory fields. The Bill Date reflects the current date by default. Click on the field to change the date if required.

Select the Contractor and the applicable Work Order. The system will display all work orders for the selected contractor. Based on the Work order selected, Fund, Department, scheme and sub scheme details are automatically populated. All debit and credit account heads are taken into appropriate sections and the net pay account code is populated based on system configuration.

Enter the Party Bill Number, Party Bill Date, and the Party Bill Amount. Select the Bill Type.

Select the relevant Account Code Template. The list of templates is available based on the selected Bill Subtype and SubLedger Type. If the subledger type is not selected then only templates for non-subledger types will be listed.

The Debit, Credit, and Net Payable, GLcode details are auto-populated from the selected template.

Verify the Account Codes populated on both the Debit and the Credit side. Click on the + sign to add new rows to enter additional Debit or Credit details.

Enter the Account Code and the Debit or Credit Amount for the listed entry. Click on the bin icon to delete any existing detail. Enter the applicable Debit or Credit Amount.

Check the entry details available in the Account Details and SubLedger Details panels. Click on the bin icon to delete any entry.

Click on the Browse button to select supporting files. Click on the Add File button to add more files. To forward the bill for approval fill in the Approver Department, Approver Designation, and Approver details. Enter any pertinent information in the Comments section for the approver.

Click on the Forward button to forward the bill to the Bill Approver. Else, click on Create and Approve to approve the bill. There is no need to fill in the Approval Details if the bill is spot-verified.

Supplier Bill

Supplier Bills refer to all bills that are raised against a purchase order by the supplier.

To create supplier bill

Click on the Finance menu option in the sidebar or the Finance card available on the dashboard.

Navigate to Transactions > Bills Accounting > Supplier Bill.

Fill in all the mandatory details in the Supplier Bill screen. Please note fields marked with ‘*’ signs are mandatory fields.

The Bill Date reflects the current date by default. Click on the field to change the date if required.

Select the Supplier and the applicable Purchase Order. The system will display all purchase orders for the selected supplier. Based on the Purchase Order selected, Fund, Department, Scheme and Sub Scheme details are automatically populated.

All debit and credit account heads are taken into appropriate sections and the net pay account code is populated based on system configuration.

Enter the Party Bill Number, Party Bill Date, and the Party Bill Amount. Select the Bill Type. Select the relevant Account Code Template. The list of templates is available based on the selected Bill Subtype and SubLedger Type. If the subledger type is not selected then only templates for non-subledger types will be listed.

The Debit, Credit, and Net Payable, GLcode details are auto-populated from the selected template.

Verify the Account Codes populated on both the Debit and the Credit side. Click on the + sign to add new rows to enter additional Debit or Credit details. Enter the Account Code and the Debit or Credit Amount for the listed entry. Click on the bin icon to delete any existing detail. Enter the applicable Debit or Credit Amount.

Check the entry details available in the Account Details and SubLedger Details panels. Click on the bin icon to delete any entry.

Click on the Browse button to select supporting files. Click on the Add File button to add more files. To forward the bill for approval fill in the Approver Department, Approver Designation, and Approver details. Enter any pertinent information in the Comments section for the approver.

Click on the Forward button to forward the bill to the Bill Approver. Else, click on Create and Approve to approve the bill. There is no need to fill in the Approval Details if the bill is spot-verified.

Voucher from bill

Use the Finance module to create vouchers from bills in a few clicks.

To create a voucher from bills

Navigate to Finance > Transactions > Bills Accounting > Voucher from Bill option in the sidebar. Select Bill Type. Select Department. Or, enter the From Date and To Date range to fetch bills raised during the specified period. Else, enter the Bill Number to fetch any specific bill.

Click on the Search button to view the bills matching the specified criteria. Click on the Reset button to renew the search with different parameters. Click on the Close button to go back to the home page.

The list of bills matching the specified parameters is visible on the screen. Click on the Bill Number link to create a voucher. Enter any additional information in the Comments box.

Enter the Approver Department and Approver Designation details to forward the voucher for approval. Select the Approver. Enter any Approver Remarks.

Click on the Forward button to forward the voucher. Click on the Create and Approve button to directly approve and generate the voucher.

Once the bills are created, approved and a voucher is generated, the bills are ready for payment.

View Bill Registers

To view bill registers

The View Bill Register option enables users to fetch consolidated views of bills.

Navigate to Finance > Transactions > Bills Accounting > View Bill Registers option in the sidebar. ****Select Expenditure Type. Enter the Bill Date From and Bill Date To details to specify the period. Select the applicable Fund. Make sure to fill in the mandatory fields.

Select the Department. Enter Bill Number. Click on the Search button to fetch the bill generated.

Click on the Close button to navigate back to the home page.

Click on the Bill Number hyperlink to view the listed bill details.

Bank to Bank Transfers

To create entries for the bank to bank transfers -

Bill Creators can create entries for the bank to bank transfers.

Navigate to Finance > Transactions > Contra Entries > Bank to Bank Transfer option in the sidebar. Select the applicable Fund. Based on the Fund selected, the bank account details get populated.

Select the relevant Scheme, Sub-Scheme, Department, and Function details. Select the Bank and enter Account No. from where the transfer will take place. The Balance field displays the existing account balance. Enter the relevant Fund, Department, Bank, and Account No. details to which the amount will be transferred.

Select the applicable Mode of Transaction. Enter the transaction Reference Number and Reference Date. Enter the Transfer Amount. Select a relevant Source Inter Fund Code and Destination Inter Fund Code if the selected bank account belongs to different funds.

Key in any additional details in the Narration field. Click on the Save option to create the transaction voucher. In this case, the voucher(s) will be created in approved status.

Bill Approver

The Bill Approver user role is responsible for approving the bills or vouchers created by the bill creator.

Approve Bills

To approve bills

Click on the Finance card on the dashboard. The system displays the list of bills pending approval.

Click on the refresh icon (highlighted in yellow in the screenshot) to view the Task Processing History for the listed bill.

Click on the specific bill to approve. Review the bill details. Enter any additional information in the Comments section.

Click on the Approve button to approve the bill.

Click on the Reject button to reject the bill. Enter the proper reason for rejecting the bill in the Comments section. Once a bill is approved, it will appear in the Vouchers from the bill section in the menu tree.

Search Voucher

Bill approvers can search for vouchers, view and print payment receipts and vouchers.

To search for vouchers

Navigate to Finance > Transactions > View Voucher menu option in the sidebar. ****Enter the Voucher Number directly to search for specific vouchers.

Else, select the applicable Voucher Type and Voucher Name to filter your search. Enter the period in Voucher Date From and Voucher Date To field. Select the applicable Fund and Department. Click on the Search button to view the search results.

Click on the Voucher Number hyperlink to open and view the voucher details.

Click on the Print button to print the voucher. Click on the Source button on the voucher to view the payment source details.

Voucher Creator

Voucher creator user roles are responsible for creating journal vouchers and view voucher details.

Create Journal Voucher

To create a journal voucher

Click on the Finance option in the sidebar and then click on Transactions. ****Click on the Journal Voucher option.

The Voucher Date field by default takes in the current date. Change the date if required. Select the applicable Voucher Sub-Type. Enter the Party Name, Party Bill Number, Party Bill Date, Bill Number, Bill Date.

Select the relevant Fund, Department, Scheme, Sub-Scheme, Fund Source, and Function. Enter the Narration for the voucher.

Enter the Account Code and Debit or Credit Amount accordingly. Enter the Account Code, Type, Name, and Amount details to create the Sub-ledger. Select the relevant Approver Department, Approver Designation, and Approver from the list. Enter appropriate Approver Remarks. Click on the Forward button to forward the voucher for approval.

Click on the Approve button to approve the voucher directly.

Create vouchers from bills

To create vouchers from bills

Navigate to Finance > Transactions > Bills Accounting > Voucher from Bill menu option in the sidebar. Select the relevant Bill Type and Department to find the specific bill.

Enter the From Date and To Date details to define the period to which the bill belongs. The system will fetch all bills for the specified time period. Alternatively, enter the Bill Number to fetch the bill directly.

Click on the Search button to view the search list. Click on the relevant Bill Number to open the bill. The bill details are auto-populated into the voucher.

Enter the Voucher Date. Review the voucher and enter any Comments for further processing. Enter the Account Code, Type, Name, and the Amount details to create the Sub-ledger.

Select the relevant Approver Department, Approver Designation, and Approver from the list. Enter appropriate Approver Remarks. Click on the Forward button to forward the voucher for approval.

Click on the Approve button to approve the voucher directly.

Search Vouchers

To search for vouchers

Navigate to Finance > Transactions > View Voucher option in the sidebar. Enter the Voucher Number directly to fetch the required voucher.

In case you do not remember the voucher number, select the applicable Voucher Type and Voucher Name. Enter the Voucher Date From and Voucher Date To details. Select the applicable Fund and Department to specify the search parameters.

Click on the Search button to view the search results. Click on the Voucher Number hyperlink to view the voucher.

View bill registers

To view bill registers

Navigate to Finance > Transactions > Bill Accounting > View Bill Registers option in the sidebar. Select the relevant Expenditure Type.

Enter Bill Number. Enter the Bill Date From and Bill Date To details to fetch bills for the specified period. Select the applicable Fund and Department. Click on the Search button to fetch the list of bills matching the specified search parameters.

Click on the Bill Number hyperlink to open and view the bill details**.**

Voucher Approver

The voucher approver user role is responsible for approving vouchers.

Approve vouchers

To approve vouchers

Navigate to Finance > Transactions > View Voucher option in the sidebar. ****Enter the Voucher Number to fetch a voucher directly. Select the Voucher Type and Voucher Name.

Enter Voucher Date From and Voucher Date To details to fetch vouchers for the specified period. Select applicable Fund and Department details to filter the view of vouchers. Click on the Search button to view search results.

Click on the relevant Voucher Number to open the voucher. Click on the Approve button to approve the voucher or the Reject button to reject the voucher. Provide the reason for rejection in the Comments section.

Payment Creator

The payment creator user role is responsible for inputting and recording payments and deductions details into the system. The payment creator can initiate bill payments, direct bank payments, RTGS payments, issue cheques, or create deductions entries.

Bill Payment

To pay bills

Navigate to Finance > Transactions > Payments > Bill Payment option in the sidebar.

Enter the applicable search parameters to find the bill for making payment. Use any of the following parameters to search for the bills - Bill Number, Bill Date From, Bill Date To, Expenditure Type, Fund (mandatory), Fund Source, Scheme, Sub-Scheme, Department or Function.

Click on the Search button to view the list of bills. Click on the Contractor Bill, Supplier Bill, or Expense Bill tab to view the list of bills in listed categories.

Click on the Bill Voucher Number hyperlink to view the bill details. Select the Mode of Payment as either Cheque, Consolidated Cheque, or RTGS. Check the Select box available in the first box to select a specific bill for payment.

Click on the Generate Payment button to make the bill payment.

Enter the Payment Details as per the selected mode of payment. Enter Approver Details - Approver Department, Approver Designation, Approver, and Approver Remarks to forward the bill for payment approval. Click on the Forward button to pass the bill for approval.

Else, click on the Create and Approve button to process the payment.

The bill is processed for payment.

Direct Bank Payments

To make a direct bank payment