User Manual - Bulk Payment Update

Overview 2

Steps 2

Mandatory Inputs 6
Overview

This document covers the step by step guide for the utility which enables the Buyers and PAO/DDO to
update their pending payments in bulk. This would be applicable for -

1. Shipments where the payments are not in initiated or closed state

2. Product orders created before 01st April 2020

There are primarily 2 cases covered -

1. Shipments where invoice is generated by the seller and CRAC is done, but payment is pending
2. Shipments where invoice is generated by the seller, but CRAC may or may not be done

Steps

Step-1
For shipments where CRAC is done, please click on the BULK UPDATE OF BILLS, which is available
under BILLS dropdown
For shipments where invoice is generated, but CRAC may or may not be done, please click on BULK
UPDATE OF BILLS WITHOUT CRAC, which is available under BILLS dropdown

Step-2
User will be redirected to the screen from where they can download the CSV file and update the payment
details
Step-3
User can upload the updated CSV file by clicking on CHOOSE FILE

Step-4
Upon uploading the file, the user can verify the OTP to proceed
Step-5:
Upon OTP verification, the uploaded file would be processed and its status would be displayed

Step-6

In case if any deductions were applied, they would appear as Deemed Closed
Mandatory Inputs

● Once the CSV file has been downloaded, the records which are not required to be updated can be
removed
● If there are any existing bills with pending payments which have been updated using this bulk
utility, they would be overwritten by the system generated bill and marked as Deemed Closed
● Please review the rules for bulk update thoroughly and do not update any non-editable columns

1. Shipments where CRAC is done

Column Sequence Column Value Editable field

A Demand Number No

B Shipment Number No

C Contract Number No

D Offering Type No

E Payment Mode No

F Order Summary Page No

G Order Date No

H Seller Name No

I PRC Number No

J PRC Date No

K CRAC Number No

L CRAC Date No

M CRAC Amount No

N Bill Number No

O Bill Details Page No

P Payable Amount Yes

Q Deduction Yes
Editable Fields
○ Payable Amount (Column P) - The actual amount paid
○ Deduction (Column Q) - The actual deductions applied. This should not exceed 20% of the
CRAC amount (Column M)
**The sum of Payable Amount (Column P) and Deduction (Column Q) should be equal to the
CRAC Amount (Column M)

2. Shipments where invoice is present, but CRAC may or may not be done

Column Sequence Column Value Editable Field

A Demand Number No
B Shipment Number No
C Shipment Item Id No
D Site SKU No
E Product Title No
F Contract Number No
G Offering Type No
H Payment Mode No
I Order Summary Page No
J Order Date No
K Seller Name No
L Invoiced quantity No
M Invoiced Total No
N PRC Number No
O PRC Date Yes
P PRC quantity Yes
Q CRAC Date Yes
R CRAC quantity Yes
S Unit Price No
T Freight Charges No
U Total Amount Yes
V Deduction Yes
W Net Payable Amount Yes
Editable Fields
○ PRC Date (Column ‘O’): User can enter PRC date in format as ddmmyy without any
special characters in between the date, for eg if its 31st March 2021, format will be
31032021
○ CRAC Date (Column ‘Q’): User can enter CRAC date in format as ddmmyy without
any special characters in between the date, for eg if its 31st March 2021, format will be
31032021
○ PRC Quantity (Column ‘P’): User needs to enter the received quantity of the products
at the time of PRC and it should be equal to or less than the Invoiced quantity (Column
‘L’)
○ CRAC Quantity (Column ‘R’): User needs to enter the accepted quantity at the time of
CRAC and it should be equal to or less than the PRC quantity (Column ‘P’)
○ Freight Charges (Column ‘T’): User can update the freight charges entered by the
seller at invoicing
○ Total Amount (Column ‘U’): Entered amount should be the product of CRAC Quantity
(Column ‘R’) * Unit Price (Column ‘S’)
○ Deduction (Column ‘V’): Deduction amount should not exceed 20% of the Total
Amount (Column ‘U’)
○ Net Payable Amount (Column ‘W’) = Total Amount (Column ‘U’) - Deduction
(Column ‘V’)