project: khajane ii - karnatakak2training.karnataka.gov.in/documents/user_manuals... · project:...

Government of Karnataka Finance Department

Project: KHAJANE II

Deposit User Manual

Version 1.0

Project Monitoring Unit

7th floor, Commercial Taxes Building, Kalidasa Marg, Gandhi Nagar, Bangalore – 560009.

Email: [email protected]/pdkhajane.gov.in

Phone: 080-22354020, Helpdesk No: 080-22342266

mailto:[email protected]/pdkhajane.gov.in

Notice:

This is a controlled document. Unauthorised access, copying,

Replication or usage for purposes other than for which it is intended are prohibited.

Contents 1 Over view: ....................................................................................................................................... 1

1.1 Purpose.................................................................................................................................... 1

1.2 Users ........................................................................................................................................ 1

1.3 Caseworker Screens ................................................................................................................. 1

1.4 Superintendent Screens ........................................................................................................... 4

1.5 DDO Approval Screens ............................................................................................................. 8

1.6 Caseworker Printing Screens .................................................................................................. 13

1.7 DDO Submission Screen ......................................................................................................... 16

2 Course Summary ........................................................................................................................... 19

3 Appendix A – Acronyms ................................................................................................................. 19

Table of Figure Figure 1: Khajane II application login screen ............................................................................................ 1

Figure 2: Navigation Screen ..................................................................................................................... 2

Figure 3: Preparation of Draft Bill Screen ................................................................................................. 2

Figure 4: Draft Bill Submission Screen ...................................................................................................... 3

Figure 5: Confirmation Screen ................................................................................................................. 3

Figure 6:Khajane II application login screen ............................................................................................. 4

Figure 7: Navigation Screen ..................................................................................................................... 4

Figure 8: Draft Bill Request Worklist Screen ............................................................................................. 5

Figure 9: HOA Verification Screen ............................................................................................................ 5

Figure 10: Supporting Document Verification Screen ............................................................................... 6

Figure 11:Checklist Verification Screen .................................................................................................... 6

Figure 12: Recipient Details Verification Screen ....................................................................................... 7

Figure 13: Forward Screen ....................................................................................................................... 7

Figure 14: Confirmation Screen ............................................................................................................... 8

Figure 15:Khajane II application login screen ........................................................................................... 8

Figure 16:Navigation Screen .................................................................................................................... 9

Figure 17: Bill Verification Worklist Screen............................................................................................... 9

Figure 18: HOA Verification Screen ........................................................................................................ 10

Figure 19: Document Verification Screen ............................................................................................... 10

Figure 20: Checklist Verification Screen ................................................................................................. 11

Figure 21: Recipient Details Verification Screen ..................................................................................... 11

Figure 22: Approval Screen .................................................................................................................... 12

Figure 23: Confirmation Screen ............................................................................................................. 12

Figure 24:Khajane II application login screen ......................................................................................... 13

Figure 26: Navigation Screen ................................................................................................................. 13

Figure 26: Bill for Printing Worklist Screen ............................................................................................. 14

Figure 27: Document Printing Screen ..................................................................................................... 14

Figure 28: Forward Screen ..................................................................................................................... 15


Figure 30: Top Sheet Screen .................................................................................................................. 16

Figure 31:Khajane II application login screen ......................................................................................... 16

Figure 32: Navigation Screen ................................................................................................................. 17

Figure 33: Bill Ready For Submission Worklist Screen............................................................................. 17

Figure 34: Bill Submission to Treasury Screen ........................................................................................ 18


1

Payment through Bills

1. Over view:

1.1 Purpose The purpose of this document/ manual is to provide an overall understanding of scope, roles and responsibilities of Khajane-II application users for the process of Deposits.

1.2 Users

Caseworker

Superintendent

DDO

1.3 Caseworker Screens

Step 1: Caseworker login to Khajane-II application

Figure 1: Khajane II application login screen

2

Step 2: Caseworker navigate through the following path Deposits >Transactions > Preparation of Draft Bill

Figure 2: Navigation Screen

Step 3: Case worker fills all the details and clicks on submit button as shown below

Figure 3: Preparation of Draft Bill Screen

3

Figure 4: Draft Bill Submission Screen

Step 4: Draft bill is Generated with bill request Id as shown below

Figure 5: Confirmation Screen

4

1.4 Superintendent Screens

Step 1: Superintendent login to Khajane-II application

Figure 6:Khajane II application login screen

Step 2: Superintendent navigate through the following path: - Bill Preparation and Submission > Process > Draft Bill Request Worklist


5

Step 3: Superintendent clicks on the Bill Request ID which is Hyperlinked.

Figure 8: Draft Bill Request Worklist Screen

Step2: HOA verification Superintendent Clicks on the General Details tab and Selects the Checkbox for HoA Verified

Figure 9: HOA Verification Screen

6

Step 3: Verification of Supporting Documents Superintendent Clicks on Document Verification tab and verifies the supporting documents.

Figure 10: Supporting Document Verification Screen

Step 4: Bill Verification Checklist Superintendent Clicks on Checklist Verification tab and performs the supporting document verification and checklist verification

Figure 11:Checklist Verification Screen

7

Step 5: Recipient Details Verification Superintendent Clicks on the Recipient, Deduction, amount summary details tab and performs verification

Figure 12: Recipient Details Verification Screen

Step 6: Once all the verification is completed Superintendent Forwards the bill to DDO by clicking on the Forward button.

Figure 13: Forward Screen

Note: Superintendent `can also Reject the File by Clicking on Reject Button

8

Step 7: Once the Superintendent clicks on Forward button following screen appears


1.5 DDO Approval Screens

Step 1: DDO login through Khajane-II application


9

Step 2: DDO navigates through the following path Bill Preparation and Submission > Process > Bill Verification Worklist – DDO

Figure 16:Navigation Screen

Step 3: DDO clicks on the Bill Number which is Hyperlinked

Figure 17: Bill Verification Worklist Screen

10

Step 4: HOA verification DDO Clicks on the General Details tab and Selects the Checkbox for HoA Verified

Figure 18: HOA Verification Screen

Step 5: Verification of Supporting Documents DDO Clicks on Document Verification tab and verifies the supporting documents.

Figure 19: Document Verification Screen

11

Step 6: Bill Verification Checklist DDO Clicks on Checklist Verification tab and performs the supporting document verification and checklist verification

Figure 20: Checklist Verification Screen

Step 7: Recipient Details Verification DDO Clicks on the Recipient, Deduction, amount summary details tab and performs verification

Figure 21: Recipient Details Verification Screen

12

Step 8: Once all the verification is completed User Approves the bill to DDO by clicking on the Approve and Send for Printing button

Figure 22: Approval Screen

Step 7: Once the user clicks on Approve and Send for printing button following screen appears


Note: DDO Can also Return to Superintendent or Discard Bill by clicking on Return to Superintendent and Discard bill button.

13

1.6 Caseworker Printing Screens

Step 1: Caseworker login to Khajane-II application


Step 2: Caseworker navigates through the following path Bill Preparation and Submission > Process > Bill for Printing Worklist


14

Step 3: Caseworker clicks on the Token number which is Hyperlinked

Figure 26: Bill for Printing Worklist Screen

Step 4: Caseworker Clicks on Annexure A and Bill Details and checks the number of pages and enters in the space given for number of pages as shown below

Figure 27: Document Printing Screen

15

Step 5: Caseworker forward the bill by clicking “Forward to DDO” button

Figure 28: Forward Screen

Step 6: Caseworker Clicks on Generate Top Sheet.


16

Step 5: Caseworker prints Top sheet.

Figure 30: Top Sheet Screen

1.7 DDO Submission Screen

Step 1: DDO login to Khajane-II application


17

Step 2:DDO navigate through the following path: - Bill Preparation and Submission > Process > Bill Ready for Submission Worklist.


Step 3: User Selects the Token number which is hyperlinked in the printed bill Worklist column

Figure 33: Bill Ready For Submission Worklist Screen

18

Step 4: Upon navigation the following screen appears

Figure 34: Bill Submission to Treasury Screen

Step 5: User Clicks on the Send to Treasury Button and sends it to Treasury


19

2. Course Summary This course is designed to Payment through Bill.

3. Appendix A – Acronyms

Abbreviation Description

AC Bills Abstract Contingency Bills

AFS Annual Financial Statement

AG Accountant General

AIN Account Identification Number

AM Alteration Memo

Asst. Assistant

ATN Action Taken Note

ATO Assistant Treasury Officer

BAO Bill Approving Officer

BDSS Budget Decision Support Systems

BE Budget Estimate

BEO Budget Estimating Officer

BMS Beneficiary Monitoring System

BoA Back Office Assistant

BOI Bank of India

BPL Below Poverty Line

BSA Budget System Administrator

CAAA Controller, Aid, Accounts and Audit Division

CAG Comptroller and Auditor General of India

20


CAO Chief Accounts Officer

CAS Central Accounts Section

CBE Current Budget Estimate

CC Credit Card

CCD Civil Court Deposits

CCO Chief Controlling Officer

CCS Credit Confirmation Slip

CDV Cheque Delivery Voucher

CEO Chief Executive Officer

CFC Citizen Facilitation Centres

CM Clearance Memo

CO Controlling Officer

COPU Committee on Public Undertakings

CPO Chief Planning Officer

CPPC Central Pension Processing Centre

CPPO Central Pension Processing Officer

CPS Central Plan Schemes

CPSMS Central Plan Scheme Monitoring System

CRA Central Record keeping Agency

CRA-FC Central Record keeping Agency Facilitation Centre

CRCD Criminal Court Deposits

CSC Citizen Service Centres

CSF Contribution Submission Form

21


CSO Counter Signing Officer

CSS Centrally Sponsored Schemes

CVP Commuted Value of Pension

DA Dearness Allowance

DAG Deputy Accountant General

DBMS Database Management System

DC Debit Card

DC Bills Detailed Contingency Bills

DCRG Death Cum Retirement Gratuity

DD Demand Draft

DDO Drawing and Disbursement Officer

DDR Debt, Deposit and Remittances

Dept. Department

DIS Daily Input Sheet

DMO Debt and Investment Management Office

DMS Day-wise Monthly Statement

DoT Department of Treasuries

DPI Dots Per Inch

DS Deputy secretary

DSC Digitally Signed Certificate

DSN District Serial Number

DSSP Directorate of Social Security Pension

DTO District Treasury Officer

22


DWP Destitute Widow Pension

EAP Externally Aided Project

EBR Extra Budgetary Resources

ECS Electronic Clearing System

EDMS Electronic Document Management System

EFT Electronic Funds Transfer

EMD Earnest Money Deposit

EMI Equated Monthly Installments

EMO Electronic Money Order

EO Executive Officer

FAQ Frequently Asked Questions

FD Finance Department

FIFO First In First Out

FoA Front Office Assistant

FP Family Pension

FPU File Preparation Utility

FRS Functional Requirement Specification

FTP File Transfer Protocol

FVU File Validity Utility

GDFP General Delegation of Financial Powers

GIA Grant-in-Aid

GIS Bills Group Insurance Scheme Bills

GO Government Order

23


GOI Government of India

GoK Government of Karnataka

GP Gram Panchayat

GPF General Provident Fund

GSDP Gross State Domestic Product

GSTO Gazetted Sub Treasury Officer

GUI Graphical User Interface

HA Head Accountant

HBA House Building Advance

HDFC Housing Development Finance Corporation

HE His Excellency

HoA Head of Account

HoD Head of Department

HoO Head of Office

HRMS Human Resource Management System

HTTPS Secure Hyper Text Transfer Protocol

IEBR Internal Extra Budgetary Resources

IFA Internal Financial Advisor

IFSC Indian Financial System Code

IGNOAP Indira Gandhi National Old Age Pension

INR Indian Rupees

IO Implementing Officer

I-pin Internet Pin

24


IR Inspection Report

IST Indian Standard Time

ITC Input Tax Credit

IVRS Interactive Voice Response System

JD (Admin) Joint Director (Administration)

KB Knowledge Bank

KCSR Karnataka State Civil Services Rules

KFC Karnataka Financial Code

KGID Karnataka Government Insurance Department

KSWAN Karnataka State Wide Area Network

KTC Karnataka Treasury Code

LAR Local Audit Report

LE Latest Estimate

LIC Life Insurance Corporation of India

LOP List of Payments

LoV List of Values

M/O/C Mandatory / Optional / Conditional

MCA Monthly Civil Accounts

MCE Manual of Contingent Expenditure

MICR Magnetic Ink Character Recognition

MIS Management Information System

MO Money Order

MoE Memorandum of Error

25


MOU Memorandum of Understanding

MPAS Model Panchayat Accounting System

MPIC Monthly Program Implementation Calendar

MTFP Medium Term Fiscal Plan

NABARD National Bank for Agricultural and Rural Development

NCDC National Co-operative Development Corporation

NDC Bills Non Detailed Contingency Bills

NEFT National Electronic Fund Transfer

NIC National Informatics Centre

NOC No Objection Certificate

NP Non Plan

NPS New Pension Scheme

NSDL National Securities Depository Limited

NSSF National Small Savings Fund

NWMA Normal Ways and Means Advance

OAP Old Age Pension

OBE Original Budgetary Estimates

OCR Optical Character Recognition

P Plan

PAC Public Accounts Committee

PD Personal Deposits

PF Public Fund

PFM Pension Fund Managers

26


PFRDA Pension Fund Regulatory and Development Authority

PHP Physically Handicapped Pensions

PMU Project Monitoring Unit

POP SP Point of Presence Service Provider

PPAN Permanent Pension Account Number

PPO Pension Payment Order

PPU Payment Processing User

PRAN Permanent Retirement Account Number

PRI Panchayati Raj Institutions

PS Principal Secretary

PSB Public Sector Banks

PSU Public Sector Unit

PwC Price water house Coopers

PWD Public Works Department

RBD Reserve Bank Deposits

RBI Reserve Bank of India

RDPR Rural Development and Panchayati Raj

RE Revised Estimates

RFP Request For Proposal

RO Release Order

ROI Rate of Interest

ROP Recovery of over payment

RTGS Real Time Gross Settlement

27


RTI Right To Information

SBI State Bank of India

SBM State Bank of Mysore

SCF Subscriber Contribution File

SCP Special Component Plan

SE Supplementary Estimates

SHCIL Stock Holding Corporation of India Limited

SI System Integrator

SO Section Officer

SOA Service Oriented Architecture

SOP Schedule of Payments

SOR Schedule of Receipts

SOT Statement of Transaction

SPU Schedule Processing User

SR Service Register

SRS System Requirement Specification

SSP Social Security Pension

SSY Sandhya Suraksha Yojana

STO Sub- Treasury Officer

SWMA Special Ways and Means Advances

T Day Transaction Day

TA Travelling Allowance

TAN Tax Deduction and Collection Account Number

28


TB Trustee Bank

T-Bill Treasury Bill

TCS Tata Consultancy Services

TE Transfer Entry

TIN Tax Payer Identification Number

TNMC Treasury Network Management Centre

TO Treasury Officer

TP Taluka Panchayat

T-Pin Telephone Pin

TSP Tribal Sub Plan

TTR Treasury Transfer Receipts

UAT User Acceptance Testing

UC Utilization Certificate

UCI Unique Challan Identity

UID Unique Identification Number

UIDAI Unique Identification Authority of India

ULB Urban and Local Bodies

US Under Secretary

UTI Unit Trust of India

UTR Unique Transaction Reference

VAT Value added Tax

VDMS Verified Day-wise Monthly Statement

VOA Vote on Account

29


VPN Virtual Private Network

VSAT Very Small Aperture Terminal

WDPB Work Done by Public Bodies

WMA Ways and Means Advance

ZP Zilla Panchayat

30

Project Partner