HELP DOCUMENT FOR VENDORS: DIGITAL INVOICE MANAGEMENT V 3.1 dt. 08.11.2019
Introduction: Business Process Excellence Center (BPEC) of BPCL is centralized establishment for
processing Vendor Invoices. Vendors are required to send their invoices in Physical format
directly to BPEC - Kharghar office for processing the payments. Invoices are scanned & digital
invoices are then processed for payment.
As this is time consuming process and also no tracking of invoice is available till it reaches
BPEC Kharghar, a DIGITAL INVOICE MANAGEMENT (DIM) application has been developed
to enable vendors to submit digitally signed invoice for Vendor Payments.
Process Description: Digital Vendor Invoice Management (DIM) application has been developed in EFP (External
Facing Portal) for Vendors to enable them to submit digitally signed invoices to BPEC. Once
the digitally signed invoice is uploaded in Digital Vendor Invoice Management (DIM)
application by vendor, unique Invoice tracking number (Docket ID) is generated &
communicated to vendor thru Email and SMS. Vendor can also track the status of their
invoice processing thru’ BTS Report in EFP (External Facing Portal). Initially vendor needs
to register himself / herself on EFP (External Facing Portal) to use this application, if not
done earlier. This is one time registration. The URL for Vendor eConnect portal is
https://econnect.bpcl.in/ The User Id for Vendor Login is VC followed by vendor code e.g. VC123456 and
password as set by vendor during registration. For any issues in login, user can click on ‘Help’ option.
DIGITAL INVOICE MANAGEMENT (DIM) APPLICATION : On accessing https://econnect.bpcl.in/ and logging in, following screen will be displayed.
DIGITAL INVOICE MANAGEMENT application is available under node myApplications.
On clicking DIGITAL INVOICE MANAGEMENT option, following screen will be displayed
containing two parts:
1. Vendor Invoice Details For submission of Digital Invoice to BPCL, BPEC
2. Reports To track the invoice processing status
3. Help -> To get help document
Submission of Digital Invoice:
For submission of digital invoice, vendor has to enter following details in Vendor Invoice
Details screen:
a. Purchase Order No. : PO No for against which invoice is raised.
b. Invoice Date : Date of Invoice
c. Invoice Reference No : Invoice No.
d. Invoice amount : Amount in INR including all taxes
e. Once all these 4 mandatory fields are filled in by Vendor with correct details, details
like Vendor Name, Inv. Party name and GSTIN Number will be displayed on the
screen. ‘Upload Invoice’ field will be open as per below screen.
f. TReDs Service Partner : For MSME vendors registered on TReDs platform and
details shared with BPEC, this option will be editable and mandatory. Vendor need to
select required TReDs service partner. If user does not wish to present current
invoice on TReDs platform, then select “No Discounting” from drop down.
Vendor has to execute ‘Choose File’ option and select invoice to be uploaded in the system.
The file which is to be uploaded must be in PDF format.
This file should be digitally signed only. Digital sign should be visible on PDF file. Any digital
signature which is not visible on PDF will not be accepted. Unsigned file will not be accepted
by system.
Upon successful uploading the file, SUBMIT button will be activated.
Upon successful submission of ‘Digital Invoice’ Docket ID (DPID) will be created and
Information message will be displayed on the screen as below mentioning details on Invoice
and docket ID.
This DPID will be processed by BPEC as per existing process.
Validations in Submission of Invoices:
For ensuring the correctnees of invoices being submitted to BPEC and to avoid further
rejections at later stage, few validations have been incorporated at submission stage.
Whenever ‘Warning messages’ are displayed, vendor is allowed to proceed with submission
of invoices, whereas for ‘Error Messages’ submission of invoices are not allowed. The Error
/ Warning messages are self explanatory as per below screenshots.
Warning Messages:
1. Following message will be displayed when Performance Bank Guarantee (PBG) is less
than 10% of Purchase Order Value.
2. Following message will be displayed when already invoice has been submitted with
same PO No, Invoioce Date and Invoice Amount but with different Invoice No.
3. Following message will be displayed when Performance Bank Guarantee (PBG) is not
maintained aginst Purchase Order / Agreemnt No.
4. Following message will be displayed when Invoice amount entered is more than Rs.
1 Cr. If the value is correct, kindly click proceed. Else click No and correct the amount.
Error Messages:
1. Following message will be displayed when the invoice will be processed at BPEC and
to be processed at Location.
2. Following message will be displayed when the invoice with same Invoice reference
number is already submitted to BPEC during same financial year.
3. Following message will be displayed when Purchase Order is not correct or of
differenet Vendor.
4. Following message will be displayed when digital signature with which invoice is
signed is Invalid.
5. Following message will be displayed when Vendor is not made active for DIM
Application. If vendor wants to submit digital invoice, they should contact BPEC for
activation for DIM application.
6. Following message will be displayed when TReDs Service Provider field is editable
and vendor did not selected any of the option. Select required option from drop down.
7. Following message will be displayed when Invoice amount is wrongly maintained as
PO number. User need to input correct value in Invoice value field.
REPORTS:
To track the invoice processing status, Vendor can either use Reports tab on initial screen or
Reports option in DIM screen.
In Report type, following two options have been provided.
i. BTN This report is for tracking the invoices submitted to respective locations.
ii. VIM This report is for tracking the invoices submitted to BPEC Kharghar.
i. BTN:
This report is for tracking the invoices submitted to respective locations and are
processed (LIV done) by location prior to go-live of VIM.
User can track the statuses of invoices with input of any of the following fields
a. Vendor Invoice Number
b. Vendor Invoice Date
c. BTN Number This is unique bill tracking number for bill received by
BPCL at location.
d. Purchase Order Number
e. Bill Status. by default ‘Pending’ statuses will be displayed. User can
select bill status option from drop down.
On executing the report, the output will be displayed as below:
The report will contain following fields in output:
1. BTN Number This is unique bill tracking number.
2. BTN Item This is item number of BTN.
3. Processor Name of officer who is processing the invoice
4. Vendor Invoice Date This is Date of Invoice
5. Vendor Invoice Amount This is amount in INR mentioned on invoice
6. Currency This is currency (INR)
7. PO Number This is Purchase Document Number
8. Received Date The date on which invoice is received by BPEC
9. Invoice Status This is current Invoice Status. Following are
the invoice statuses :
a. Bills verified (LIV Done)
b. Payment done
c. Pending
d. Rejected
e. Vendor Action
10. Vendor Invoice Reference This is Vendor Invoice Reference.
ii. BTN:
This report is for tracking the invoices submitted to BPEC Kharghar.
User can track the statuses of invoices with input of any of the following fields
a. Vendor Invoice Number
a. Vendor Invoice Date
b. Document ID (DP ID)
c. Purchase Order Number
d. Bill Status. by default ‘ALL’ statuses will be displayed. User can select bill
status option from drop down.
Vendor Invoice Date field is mandatory before clicking ‘GET DATA’ button for
tracking invoice status. By default, the date range will be displayed for past 3
months. User can change the same.
On executing the report, the output will be displayed as below:
The report will contain following fields:
1. Docket ID This is DP ID.
2. Invoice Reference This is Vendor Invoice Reference.
3. Invoice Date This is Date of Invoice
4. Invoice Document Number This is LIV no and FI Document no in case of
PO_BPCL & NPO_BPCL document respectively
5. Deduction This figure indicates amount in INR deducted
for that DP ID as per the deductions
maintained by buyer during certification.
6. Document Text This is Header Text maintained in LIV / FI
Document.
7. Invoice Status This is current Invoice Status. Following are
the invoice statuses :
f. Paid
g. Invoice Processed
h. In Process with BPEC
i. In Process with Buyer
j. Rejected
8. Invoice Year Fiscal year in which document is posted
9. Paid Amount This is gross paid amount in INR excl taxes
10. Posting date The date on which document is posted
11. Invoice Amount This is amount in INR mentioned on invoice
12. Amount due / Retention This is the retained amount in INR for a DP
13. Form No. This is Form no in case of Non Po Invoices
14. Inv Amount Processed This is gross paid amount in INR incl of taxes
15. Wt Tax Amount This is TDS amount in INR
16. Due date The date on which 1st installment is due in
case of installment payment.
17. Payment Document This is payment clearing document number
18. Payment date The date on which payment is made to vendor
19. Currency This is currency (INR)
20. PO Number This is Purchase Document Number
21. Received Date The date on which invoice is received by BPEC
These reports (BTN & VIM) can be downloaded on local PC by using Download to excel
option.
If entered field values are incorrect, following message will be displayed as below.