BILL TRACKING SYSTEM FOR VENDORS

Bill Tracking System for vendors has been hosted on WEB and can be accessed through the Vendor
portal available in https://associates.indianoil.co.in/Vendor/. Vendor can access the site from anywhere
and can submit the bills and check the status of the submitted bills online through the BTS Portal.

REGISTRATION FOR NEW VENDOR:

For new registration vendor has to click on “Register Here” link under heading BUSINESS PARTNERS as
highlighted in the following screen.

On clicking the link a confirmation box opens as follows.

If the vendor is not registered with SAP, make sure to contact local IOC office and get the registration
done before registering in the portal.
 If the vendor has already registered with the SAP, then vendor registration can be continued by clicking
on YES.

On click of ‘YES’ following screen will appear. Vendor has to put registered Vendor code also called as
SAP code, SAP registered e- mail ID and SAP registered PAN no. for registration.
EXISTING VENDOR LOGIN:

In case of existing users, vendor has to click on “Bill Tracking System” link under heading
BUSINESS PARTNERS as highlighted in below.

Vendor has to login using the credentials sent to the vendor at the time of registration.
FORGOT PASSWORD:

In case the password is forgotten, click on ‘Forgot your password‘ link as highlighted in following screen.
On click of ‘Forgot your password’, the email ID of the user is taken from SAP and a mail containing the
password will be sent to the email ID.

HOME:

System will validate the user and display the following details of vendor like vendor code, vendor name,
address etc.
ENTER SINGLE BILL:

To create a new single bill, vendor needs to click on “Enter Single Bill” link. The following screen appears.
Vendor has to put GSTIN number (of the logged in vendor), PO (Purchase Order) number, Bill No. / Date,
Bill Amount (INR), comments and Advance Payment. As per GST guidelines, the bill number can be of
maximum 16 characters and can contain alphanumeric/special characters ‘/’ or ‘-’. The vendor has to fill
due date if Advance Payment is selected ‘Yes’. If advance payment is ‘No’, due date need not be filled.
After filling all fields vendor needs to check the certification / declaration checkbox and click on ‘Save
Details’ button. On successful submission of the details, the system returns a unique Bill Entry Number.
Also, a mail will be triggered to the registered email ID of the logged in vendor with the Bill Entry
Number.

ENTER MULTIPLE BILLS:

To submit multiple bills at a time, the vendor needs to click ‘Enter multiple bills’ tab. The following
screen appears. The vendor has to input GSTIN number. To add Bills the vendor has to click ‘Add Row’
button.
The vendor can remove already added bill using Remove button.

On submission of bill details, the bills are validated and in case the bills have duplicacy or error the error
messages are displayed as follows.

In case of error, the bill can be removed using ‘Remove’ button . On succesful submission of all bills,the
bills submission status will be displayed as shown below.
ENTER NON PO BILL

To enter bills without PO Number, vendor needs to click on “Enter Non PO Bill” link. The following
screen appears where the vendor has to enter the GSTIN of the vendor, bill details and the IOC
location/department to which the bill has to e submitted. The vendor can also optionally select the
employee to whom the bill has to be forwarded. Once all the details are filled, the employee has to click
on ‘Save Details’. A unique bill entry number will be generated and the same will be sent to vendor’s
registered Email ID.

PRINT BILL ENTRY DETAILS:

Once the details are submitted and unique Bill Entry Number is generated, vendor needs to click on
“Print Bill Details” link to print the bill details. Vendor has to input the Bill Entry Number as below.
After clicking on DISPLAY PDF, PDF document opens. Vendor can download and print the document
which can be sent to the concerned IOC office along with the physical copy of the bill.
Once the bill has been submitted / sent to the concerned Indian Oil official/office, the vendor has to go
to ‘Submission Details’ tab and enter the details about how the bill has been submitted/sent . The
modes of submission can be ‘By Handing Over’, ’By Register Post’ etc. The vendor has to input Bill Entry
Number of the submitted bill, Mode of Submission, Submission Date, submitted to/Reference no.
depending on the mode of submission chosen.

RESUBMIT REJECTED PO BILLS:

To resubmit the bills (raised against a PO) rejected in either SAP or the portal by the IOC official due to
Invalid PO number/Invalid Bill Amount/Invalid Advance Payment, vendor needs to click on “Resubmit
Rej. PO Bills” tab. The following screen appears. Vendor has to put valid PO(rejected bill’s Purchase
Order) number, Bill number and Bill date to fetch the details of the bill.
On clicking the fetch button a tiny window opens with the bill details as shown below. The vendor can
edit PO Number/ Bill amount/ Advance Payment/ Due Date/ Rejection remarks as per rejection reason.
On clicking the submit button, vendor can resubmit the rejected bill. The bill will now be pending with
the IOC official for further action.

In case of resubmission of bills rejected due to Invalid Bill Number/ Invalid Bill Date, the vendor has to
submit new bill using ‘Enter Bill details’ tab.

RESUBMIT REJECTED NON PO BILLS

To resubmit the bills that have been submitted without PO No.,the vendor needs to click ‘Resubmit Rej.
Non PO Bills’. In this tab, the vendor will be able to resubmit Non PO bills that have been rejected due
to Invalid Bill amount or in case the non PO bill is to be resubmitted with PO Number or the bill is to be
forwarded to some other IOC location/department. The vendor has to input Bill Number and Bill Date
and click ‘Fetch’.

On click of ‘Fetch’, the small screen opens as shown below.

The Vendor will be able to edit the PO number,Bill amount,comments and all Submit To details. In case,
PO number is entered, the bill will be converted into a PO bill. Once, all details are entered ad validated,
the vendor need to click ‘submit’ button and the bill will be resubmitted for further action.

VIEW BILL DETAILS:

To view the detailed status of the bill, the vendor needs to click ‘’View Bill Details’ tab highlighted in
yellow in screenshot below. This report takes PO number as input. To view the bills, the vendor needs to
click ‘View Details’ and to download the report in excel, the vendor needs to click ‘Download in Excel’.

Vendor will get the bill details along with current status of the bill as appearing in the following screen.
PERIOD WISE REPORT:

Vendor can see the period wise bill details by using “Period Wise Report” tab. Vendor needs to put from
date ,to date which are mandatory fields and PO (Purchase Order)number which is optional field. To
view the bill, the vendor needs to click ‘View Details’ and to download the report in excel, the vendor
needs to click ‘Download in Excel’.
CHANGE PASSWORD:

To change the password, vendor needs to click on “Change Password” tab. The following screen will
appear. Vendor needs to put old password, new password and confirm new password to change the
password.

FEEDBACK / RATINGS:

Vendor can give rating between one to five stars and also his feedback. Feedback can be a bill specific or
a portal specific. In portal specific mail will be triggered to admin of the BTS portal and in bill specific
mail will be triggered to the IOC employee who processed (acknowledged or rejected) that bill. In bill
specific vendor needs to enter PO (Purchase Order) Number and Bill Number.