Vendor Invoice Management

Communication to Vendors

Dear Vendors,

Indian Oil has been keeping its systems updated with latest developments
and newest technologies to efficiently add to the delight of our partner vendors.
Many digitalization steps have been taken in the past and have been successfully
implemented with the continuous support of partners.

We are introducing Vendor Invoice Management system for centralized

processing of invoices for supply of goods and services with an intent to further
expedite the payment process. A centralized query management system including
self-help is also being introduced for convenience of the vendors on tracking details
related to payments.

A.Invoice Management System

With effect from 01.09.2022, original copy of invoice

raised on this office against SAP PO shall be submitted in the
following manner: -

1. Digitally signed original invoice can be

submitted by registering into vendor portal in which case
no hard copy is required to be sent. Vendors are
encouraged to use vendor portal for expeditious
settlement of their invoice.

The link to the vendor portal is

https://apps.indianoil.in/vim

Help Manual of portal for use by vendors is attached

herewith.
 2. Alternatively, originally signed invoice in physical form
can be sent to the following address: -

Indian Oil Corporation Limited

IBM Tower, 2nd Floor,
A 26, Rani Ramgarh Road,
Block A, Industrial Area,
Sector 62, NOIDA,
Uttar Pradesh.
Only Original Invoice along with supporting invoices for any
reimbursement like freight & inspection bills should be sent to the above address.
The documents like Inspection Release Note, Test Certificate, Bank Guarantee etc.
in original should continue to be submitted to the Office of supply or service.

Invoice raised against orders other than SAP PO should continue be

submitted to the office of supply of goods and services

To achieve the full benefit of the newly introduced system, you are requested
to note the following changes in Invoicing and submission of the same: -

1. Invoice Requirement - Physical

Digitally signed invoice uploaded through Vendor Portal is
preferred.
However, where vendor submits the physical copy of the invoice, following
points may be ensured: -
 It should not be handwritten invoice.
 It should be in English language only.
 It should not be photocopy.
 It should not be carbon copy.
 It should not be Dot Matrix Print copy.
 Invoice should not be damaged or tampered and should always be preserved
in original state.
 Writing of comments, remarks etc. on the Invoice may be avoided.

Needless to mention, invoice must be in the name of Indian Oil Corporation

Limited.
2. Invoice Requirement - Content
  Mention PO Number on Invoice where invoice is raised against SAP Order
 Where SAP Order not issued, vendor should mention details of IOCL Officer
like email on whose order work has been executed
 Invoice should be in line with Order conditions
 Invoice should comply with applicable GST provisions including HSN/SAC
Code
 Ensure that the address in Invoice is correctly mentioned as per Order
including Company Code & Plant Code available on Order
 In case where Vendor knows its SAP Vendor Code with Indian Oil, the same
should also be captured on the body of Invoice

3. Price Reduction on account of Delay

 Raise invoice after effecting Price Reduction on account of Delay in Invoice,
wherever applicable.
 In case where request for time extension has been submitted but not
approved by EIC, invoice still should be raised by reduced amount.
 Subsequently, Vendor can issue Debit Note when time extension is granted
after raising of invoice.
 This process will eliminate the requirement of credit note for GST accounting
and consequential delay in processing payment of the entire amount due to
complication of GST input credit.

4. Other Requirements
 Ensure that Bank Guarantee, wherever applicable, has been submitted at local
office of the place of supply/ service as per required format
 Ensure submission of all the documents at local office of the place of supply/
service in line with conditions of the contract

B. Query Management System

For expeditious resolution of queries from the vendors, Round the clock Self-help tool
(BOT), Webform, Dedicated Email and 9 to 5 Helpdesk have been introduced, details of
which are as under: -
Email [email protected]
Helpdesk Phone +91 120 6730555
 User Manual - Vendor Portal of VIM
(Vendor Invoice Management))

Corporate Information System Department

Indian Oil Corporation Limited
Corporate Business Technology Centre
Plot No 83, Sector 18, Gurgaon 122001
Haryana

Version 1.0
Release date: 05.07.2022

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1.0 Brief Introduction

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1.1 Background:

On its journey towards digital transformation, Indian Oil has been making efforts to leverage
technology for its internal business solutions as well adding value for the stakeholders. As a
part of this journey, a major shift towards automated Vendor Invoice Management is under
realization. This project is aimed towards ease of business for Indian Oil Vendors.

Currently Vendors have been submitting invoices at the Indian Oil offices spread all over
India and have been interacting with respective offices for the status update on payments.
For this purpose, a state-of-the-art innovative solution is being implemented to automate
the process of Vendor Payments. This would enable faster processing of payment and one
stop resolution for all Bill related queries. After its implementation, the process of Bill
submission, Bill Processing and release of Payment would be centralized.

Vendors have been provided with following options of Bill Submission:

1. By sending the bill physically to the Bill Processing center located at Noida
2. Online submission of digitally signed invoices (along with supporting documents in
PDF format) through eVIDIT Portal.

1.2 About eVIDIT Portal:

eVIDIT( Vendor Invoice DIgital Transformation) Portal has been developed to enable the
IOCL Vendors to submit their Digitally signed Invoices without any manual intervention. The
portal also has the option to check the status of invoices submitted and retrieve the
payment details.

The Vendor needs to register itself on eVIDIT portal before submitting any bill. Portal can be
accessed through below mentioned address.

https://apps.indianoil.in/vim

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To manage multiple users for the same vendor, The portal has been designed to provide
two level access to Vendors i.e.:

1. Vendor Administrator: To begin with, Vendor can register with this portal with
the 10-digit vendor code. Vendor Administrator would be created through this
initial process and the role for the administrator would be to:
a. Create Vendor Users (as mentioned below in point 2)
b. Upload Public Keys (Public key of any DSC is not confidential in nature)
of digital signatures to be used for digitally signing of Invoices.
2. Vendor User: Multiple Vendor Users can be created for the same Vendor by the
Vendor Administrator. The major role of Vendor user would be to upload, submit
and query Bills.

Pl. note, as this portal is being rolled out in different phases, the bill submission and
query to this portal will be available only for locations of Indian Oil live on this portal.
For other locations, Bill Tracking System may be used.

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2.0 Vendor Registration Process

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 2.1 To start with , Vendor shall register itself as Vendor Administrator.Any Key
person may be identified to register for the administrator role.

2.1.1 Click on New Registration.

2.1.2 Input 10 digit (including two zeros in the beginning) Vendor code.
2.1.3 Input Mobile number as per SAP vendor master.
2.1.4 Input Vendor email id as per SAP vendor master.
2.1.5 After entering all inputs, click on ‘Verify’.

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 2.1.6 On clicking ‘Verify’, OTP will sent to vendor’s mobile no and email id as
available in IndianOil Vendor Master.
2.1.7 Input OTP received on registered Mobile Number and click “Submit”.

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 2.1.8 Input OTP received on registered Mail ID and click “Submit”.

2.1.9 After entering both OTPs, registration process will be completed and default
user ID & password will be sent on SAP registered email id.

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 2.2 After registration vendor can login as an administrator.

2.2.1 Enter vendor code with two initial zeros.

2.2.2 Enter user code same as vendor code with initial zero. (for administrator user
code will be same as vemdor code).
2.2.3 Enter initial password received on registered email.
2.2.4 Enter captcha and press ‘Log in’.

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 2.2.5 System will prompt for creation of new password at the time of first log in.
2.2.6 Enter the old password as he password received on email id.
2.2.7 Enter the new password. Password should contain at least one lower case,
one upper case. one numeric andone special character’ with minimum length
of eight digits.
2.2.8 Click on submit.

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 2.2.9 Now administrator can log in to the portal by giving new password.

2.2.10 Administrator can check his profile after entering into portal. Following
fields will appear in portal.

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3.0 Creation of vendor user on Portal

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3.1 The Vendor administrator can now create new users for the Vendor for Bill Submission
process.
3.1.1 The administrator may login into the portal and click on ‘User Management”.

3.1.2 Click on “Add” Button on the top right.

3.1.3 Enter the full name of the proposed user
3.1.4 Enter the User Mobile Number
3.1.5 Enter the User Email ID
3.1.6 Click on “Add New User” Button

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 3.1.7 After creation of user id, an email will sent on email id mentioned at the
time creation of user.

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3.2 Vendor administrator can view and edit/inactivate user profiles in ‘user
management’ tab.

3.3 For submission of digital invoices, vendor needs to add ‘Public key’ of all Digital
Signatures being used in their organization for invoicing to Indianoil. While
submission of bills, only bills which are signed through uploaded DSCs will be
accepted.

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4.0 Adding of DSC on portal

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4.1 Uploading of DSC (Digital Signature Certificate).

4.1.2 After adding digital signature, it will start appearing in vendor’s profile with the name
of digital signature owner, its validity and status.

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5.0 User Activities

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5.1 Now sub user can log in to his/her profile for submission of invoices.

PASSWORD CHANGE

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6.0 PO/NPO Invoice submission

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6.1 Information as given in screen shot below, are required for submission of an invoice.
Following things must be noted carefully before entering details of an invoice:
6.1.1 Invoice Type (Invoice/Credit note/debit note) can be selected from drop down list.
6.1.2 Invoice amount must be ended with “.00” where there is no decimal.
6.1.3 PO no must be selected from drop down list.
6.1.4 Extended search is available in Location/Plant code field. System will check this
location from SAP.
6.1.5 IOCL GSTIN will be captured as per location code/plant code.
6.1.6 Vendor GSTIN as per SAP vendor master.
6.1.7 In case of NPO invoices, it must be ensured that only email_id of IOCL officer shall be
used as “Requester Email id” at the time of adding New Invoice by Sub User.

PO Invoice submission Screen

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6.1.8 NPO Invoice submission Screen

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7 On clicking “Next”, PDF invoice and supporting documents can be attached by clicking
“Upload File” button. Invoice in PDF format must be Digitally signed and should be
matched with the Active public key certificate/s uploaded by Vendor Administrator.
Each uploaded file can have a maximum file size of 10 MB. For an invoice, total file size
including attachments, cannot be exceed 50 MBs for multiple files. If invoice and
supporting documents are part of same file, then the invoice should precede the
supporting documents. They can also be attached as different PDF files.
Following should be complied while uploading an invoice: -

7.1 It should not be handwritten invoice.

7.2 It should be in English language only.
7.3 It should not be photocopy.
7.4 It should not be carbon copy.
7.5 It should not be Dot Matrix Print copy.

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8 Vendor can check the details before submission and save it as Draft. Saved as Draft
invoice can be deleted and edited before submission. Once submitted for processing, no
changes can be made.

9 After clicking on ‘save as draft’, system will take 5 minutes to make this invoice ready
for submission.

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10 After submission of bill details on portal, invoices will be scanned (for detection of any
virus).

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11 After scanning done successfully, vendor can upload the digital copy of invoice. It will
take approx. 5 minutes to check. Vendor has to wait for at least 5 minutes.
At the time of invoice submission, It must be specified that this is main invoice or
supporting documents by clicking on check box dedicatedly available for this..

12 Antivirus of system will check the attachment for any virus existed. If any virus found in
the attachment, system will not allow to submit the bill. If file is ok, then he/she can
submit the bill.

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13 After submission, a reference number will pop up.

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7.0 Invoice query

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7.1.1 Invoice Query:

To check the status of Invoices submitted through eVIDIT Portal as well as submitted
manually to centralised Service Centre , The status may be checked under option :View
Invoice status.The Bill status along with Payment Details would be shown on the screen
and can be downloaded in Excel Format.
Pl note that Invoices submitted to Centrlised Service Centre only would be available for
query in this portal. For the Invoices submitted prior to Implementation of this portal and
for IOCL locations, not live on this portal , Bill Traking portal may be used , if applicable.

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7.1.2 Vendor can raise the query based on multiple parameters like Invoice number and
Invoice date, Invoice creation date and PO.

*************End*************

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