training manual of deposit account...

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Department of Finance

Government of Bihar

Comprehensive Financial Management System (CFMS)

Training Manual of Deposit Account Management

January, 2019

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TABLE OF CONTENTS 1. GETTING STARTED ................................................................ Error! Bookmark not defined. 2. Introduction ......................................................................... Error! Bookmark not defined. 2.1 Purpose ................................................................................................................... 5 3. Process in Deposit Account Management 3.1 Creation Of Deposit Account………………………………………………………………………………………….6 3.2 Creation of Ledger………………………………………………………………………………………………………….Error! Bookmark not defined.0 3.3 Hierarchy Creation (Applicable to PL Deposit Account) ……………………………………………….11 3.4 Fund Request (Applicable to PL Deposit Account)………………………………………………………..14 3.5 Payment Request Generation……………………………………………………………………………………….16 3.6 Closure of Ledger…………………………………………………………………………………………………………..19 3.7 Review by Admin……………………………………………………………………………………………………….....21 3.8 Closure of Deposit Account…………………………………………………………………………………………..24 3.9 Lapsing Challan/BT………………………………………………………………………………………………………..25 4. GLOSSARY……………………………………………………………………………………………………………………………….27

List of Figures Figure 1: CFMS Application Login Screen ...................................................................................................... 7 Figure 2: CFMS Application Deposit Module Icon ........................................................................................ 8 Figure 3: Initiation of Deposit Account creation ........................................................................................... 8 Figure 4: Screen at Dept. Maker/Checker login .......................................................................................... 10 Figure 5: Screen at FD level ......................................................................................................................... 10 Figure 6: Ledger Details – Display ............................................................................................................... 11 Figure 7: Hierarchy Creation - For Level 1 (Applicable to PL Deposit Account) .......................................... 12 Figure 8: Hierarchy Creation - For Level 1 (Applicable to PL Deposit Account) .......................................... 12 Figure 9: Hierarchy Creation - For Level 2................................................................................................... 13 Figure 10: Hierarchy Creation - For Level 2 ................................................................................................ 13 Figure 11: Hierarchy Creation - Level 1 and Level 2 Together .................................................................... 14 Figure 12: Fund Transfer from Level 0 to Level 1 Office ............................................................................. 15 Figure 13: Fund Withdrawal from Level 1 by Level 0 Office ....................................................................... 16 Figure 14: Payment Request Generation – Payment to Payee Bank Account............................................ 17 Figure 15: BT details screen (part-1) ........................................................................................................... 18 Figure 16 : BT Detail screen (part-2) ........................................................................................................... 18 Figure 17: Payment to Service Head ........................................................................................................... 19 Figure 18: Closure of Ledger Screen ........................................................................................................... 20 Figure 19: Ledger wise Details screen ......................................................................................................... 20 Figure 20: Task-list Screen .......................................................................................................................... 21 Figure 21: Selecting whom to Forward ....................................................................................................... 21 Figure 22: Details at Admin Department Level ........................................................................................... 22 Figure 23: After click on search button at Dept.Maker/Checker login ....................................................... 22 Figure 24: Review by Admin request at Dept Approver login .................................................................... 23 Figure 25: Screen at Dept Approver level once Deposit Account Approver withhold the request ............ 24 Figure 26: Screen at Deposit Account Approver level once Dept Approver withholds request ................ 24 Figure 27: Closure of Deposit Account Screen ............................................................................................ 25

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Figure 28: Ledger wise details ..................................................................................................................... 26 Figure 29: Lapsed Challan/BT report .......................................................................................................... 27

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1. Getting Started

This Group provides information for accessing the application. Browser Requirements – The URL is compatible with all versions of Google Chrome Accessing CFMS Portal: https://cfmstraining.bihar.gov.in/ Note: This is the link for training purpose only. The link for production will be notified by the responsible authorities in due time.

https://cfmstraining.bihar.gov.in/

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2. Introduction

➢ The Online Deposit Account module will expedite the payment to the payees. This system will facilitate Deposit Account Management throughout its life cycle, that is, Creation, Ledger Management, Depositing of Receipts into it(It will be detailed in e- Receipt), Payments out of it, Lapsing and closure. Following types of Deposit Accounts will be managed in this module

Sl. No

Deposit Type Short Form of type

Head Minor-Head

Challan Includes Condition for Lapsing

1 Civil Deposit CDA 8443 000 E-billing approver 3 Years from Challan Date

2 Civil Court Deposit

CCD 8443 104 E-billing approver 3 Years from Judgments Date

3 Criminal Court Deposit

CRD 8443 105 E-billing approver 3 Years from Judgments Date

4 Other Departmental Deposits

ODD 8443 111 E-billing approver 5 Years from date of deposit.

5 Personal Deposit A/c

PDA 8443 106 Operator Code Consolidated Fund (5 Years) in case of non-operative.

6 Personal Ledger A /c

PLA 8448 101 (District Fund)

Operator Code + E-billing approver

PL Account – 10 Years Ledger :- a) State Finance, State Finance Devolution, Grant in Aid and Finance Commission Grant in Aid – No Lapse b) Centre Finance – No Lapse c) State Ledger – 3 Years d) Own Income- No Lapse e) Rest: 3 Years At time of payment request generation User have to select Challan details (Optional) 2 reports 1. Report Of lapse 2. Report for Non Operative

102 (Municipalities)

Operator Code + E-billing approver

120(PSU/Autonomous bodies)

Operator Code

7 PWD Deposit PWD 8443 108 Division Code +E-billing approver

5 Years Challan Wise

8 Forest Deposit FOR 8443 109 Division Code +E-billing approver

5 Years Challan Wise

9 Security Deposit SEC 8443 103 3 Years

11 Revenue Deposit RRD 8443 101 E-billing approver 3 Years from Challan Date

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12 Deposit under workmen comp. ACT

DUW 8443 116 E-billing approver 3FY

Table 1: Types of Deposit Accounts ➢ Post and Role Used in Deposit Account Management:

• Dept. Maker/Checker- Create/modify following process : i) Deposit Account Creation request. ii) Review by Admin request iii) Closure of Ledger request

Forward the request to Dept. Approver

• Dept. Approver- Approve, e-Sign the Request. Approver can also send it back if any correction is required or can reject the request. Cannot create/modify the request.

• Finance Dept. Maker/Checker : Only request for creation of Deposit Account is reviewed by Dept. Maker/Checker.

• Fianance Dept. Approver : Approve , e-Sign the creation of Deposit Account Request.

• Deposit Account Maker/Checker : Create/modify following process :

i) Hierarchy Creation (Applicable to PL Deposit Account) ii) Fund Transfer, Fund Withdrawl iii) Payment Request Generation iv) Closure of Ledger v) Ledger Balance Validation vi) Closure of Deposit Account

• Deposit Account Approver : Approve, e-Sign the Request. The request will be submitted to treasury. Approver can also send it back if any correction is required or can reject the request. Cannot create/modify the request.

•

2.1 Purpose

✓ The purpose of the Deposit Account Management training manual is to facilitate the the

creation of payees, generation and submission of Online Deposit Account payment requests and advices.

✓ This module will encompass the receiving of Online Deposit Account advices, approval of payment requests and payment mandate generation.

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3. Process In Deposit Account Management

3.1 Creation of Deposit Account

Deposit Account > creation of Deposit Account The creation of deposit account initiation screen is used to raise request for new deposit account

creation.

Step 1- Login into application with Dept. Maker Login id.

➢ URL of the Application https://cfmstraining.bihar.gov.in (Will be used only for training

purpose).

➢ Enter the application Login id and password of Maker.

Figure 1: CFMS Application Login Screen

https://cfmstraining.bihar.gov.in/

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Figure 2: CFMS Application Deposit Module Icon

Step 2- Click on creation of deposit account link in the menu tree on left side below screens will appear

Deposit Account > creation of deposit account

Figure 3: Initiation of Deposit Account creation

• Below are fields which auto-populated for deposit account creation screen: o Initiator User Details (Auto Populated) o Department (Auto Populated)

Deposit Account creation:

This form is used for the creation of Deposit Account

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• Enter the following fields from radio button: o Office Type*: Govt. Office (All types of Deposit Account except PL)

Cooperative/Society/Board/Local Bodies (PL) o Actual Bill Signing Authority: “Self” and “Others” By Default, ‘Self’ will be selected.

If anyone selects ‘Other’, a field will be given to enter the Designation.

• Enter the following fields from drop-down: o Deposit A/C type* (If Govt office is selected all Non PL deposit account will come

in drop down. (If Cooperative/Society/Board/Local Bodies is selected, PL Deposit Account comes in drop down.)

o Deposit Account Description*

• Enter the following fields manually: o Deposit Account Administrator Designation* o Deposit Account Holder Name* o Purpose*

• Enter the following fields from LoV: o Treasury Code*

o Receipt and Payment HoA * (HoA will come based on Deposit Account type and

Description selected from dropdown)

o Office Name*

o Facility to upload Related documents

• Once Office Name is selected following fields will be auto-populated:

o Address Line 1*

o State*

o Division*

o District*

o Sub Division*

o Block*

Step 3: Dept. Maker/Checker save the request and then forward the request to Dept. Approver

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Figure 4: Screen at Dept. Maker/Checker login

Step 4: Login with Dept Approver Login ID and approve and e-sign the request

➢ Follow the same Steps o Click on the Task List o Then click on the view details. o Approvers review the request and have privilege of Approve/Reject/Send Back.

Step 5: Login with FD Maker/Checker. FD Maker/Checker will ‘assign to self’ from bucket.and forward

the request to FD approver.

Figure 5: Screen at FD level

Step 5: FD Approver approve and e-sign the request.

Step 6: Steps to be performed in Admin Module.

• Office Admin (Deposit Account is created) log on to CFMS. Click on User Activity Mapping

tab. Click on User LoV and select Maker, Checker, and Approver.

• Click on Activity LoV and select the Deposit Account Activity and Click on Save. Required

User will get mapped to the required Activity.

Step 7: Click on Workflow HoA Mapping. Select Module as ‘Deposit Account Management’. Select on

Get Makers, Get Checker and Get Approver and Click on Save. Click on Preview tab and Click on E-Sign.

Select the Approver to whom the request needs to be forwarded and then click on the Forward Button

Assign to Self

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3.2 Creation of Ledger

Deposit Account > creation of ledger Pre-requisite: When E-BILLING APPROVER (of any Department) approve a bill (BTC 46) to Transfer fund to PL/PD Administrator for first time (against a Sanction Order No.), system generate a unique Ledger ID at Administrator end. Ledger Final Balance is also updated through Challan (Details in Challan Module Step 1: Login with Deposit Account Maker/Checker/Approver.

➢ Click on ‘Ledger Details’ link.

➢ Check the Ledger wise details.

Figure 6: Ledger Details – Display

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3.3. Hierarchy Creation (Applicable to PL Deposit Account)

Deposit Account > Hierarchy Creation

❖ Steps for creation of Level 1 Office

Step 1: Login as PL maker/checker and click create Hierarchy tab. Click on the ‘Hierarchy Creation’ link

and select Level 1.

Figure 7: Hierarchy Creation - For Level 1 (Applicable to PL Deposit Account)

Step 2: Enter Office Name and click on save. Click on the forward button and forward to PL Approver.

Figure 8: Hierarchy Creation - For Level 1 (Applicable to PL Deposit Account)

Step 3: PL Approver log on to CFMS and approve and e-sign the request. Level -1 Office is created.

Select the Approver and Click on the Forward Button

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❖ Steps for creation of Level 2 Office Step 1: PL maker/checker log on to CFMS and click create Hierarchy tab. Click on the ‘Hierarchy

Creation’ link and select Level 2.Select Level 1 from LoV under which Level 2 office are to be created

Figure 9: Hierarchy Creation - For Level 2


Figure 10: Hierarchy Creation - For Level 2

Step 3: PL Approver log on to CFMS and approve and e-sign the request. Level -2 Office is created.

Level 1 office selected under which Level 2 office need to be created

Select the Approver and Click on the Forward Button

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❖ Steps for creation of Level 1 and Level 2 Office Step 1: PL maker/checker log on to CFMS and click create Hierarchy tab. Click on the ‘Hierarchy Creation’ link and select Level 1 and Level2.

Figure 11: Hierarchy Creation - Level 1 and Level 2 Together


Step 3: PL Approver log on to CFMS and approve and e-sign the request. Level -1 and Level 2 Office are

created.

Step 4: Steps involved in Admin Module

• Log in as Deposit Account Administrator and Click on Master Admin.Click on Other Office and

search Office name created for Level 1. Fill all the Office information and assign Office Admin

(Level1) and create Maker/Checker/Approver and Map with Deposit Account Activity in User

Activity Mapping tab.

• Click on Workflow HoA Mapping. Select Module as ‘Deposit Account Management’. Select on

Get Makers, Get Checker and Get Approver and Click on Save. Click on Preview tab and Click on

E-Sign

• Repeat same steps for creation of Level 2 Offices for User Activity Mapping and Workflow HoA

Mapping.

Level 1 and Level 2 is selected from drop-down

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3.4. Fund Request (Applicable to PL Deposit Account)

Deposit Account > Fund Request Fund request is divided into 2 different categories:

• Fund Transfer

• Fund Withdrawal

✓ Step involved in Fund Transfer from Level 0 office to Level 1 office: Step 1: Login as Deposit Account Maker/Checker. Select the Ledger ID from LoV. Step 2: Enter Amount to be transferred and Remarks corresponding to the Office Name.

Figure 12: Fund Transfer from Level 0 to Level 1 Office

Step 3: Click on Save and forward the request to Deposit Account Approver. Step 4: Login as Deposit Account Approver. Approve and E-sign the request. Fund will be transferred to Level 1 Office from Level 0 Office.

✓ Step involved in Fund Transfer from Level 1 Office to Level 2 Office.: ➢ Same Step is repeated as above to transfer fund from Level 1 Office to Level

2 Office.

✓ Step involved in Fund Withdrawal from Level 1 office by Level 0 office: Step 1: Login as Deposit Account Maker/Checker. Select the Ledger ID from LoV. Step 2: Enter Amount to be withdrawal and Remarks corresponding to the Office Name.

Fund Transfer to lower level

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Figure 13: Fund Withdrawal from Level 1 by Level 0 Office

Step 3: Click on Save and forward the request to Approver.

Step 4: Login as Deposit Account Approver. Approve and E-sign the request. Fund will be withdrawn to Level 0 Office from Level 1 Office.

✓ Step involved in Fund Withdrawal from Level 2 Office by Level 1 Office

➢ Same Step is repeated as above to withdraw fund from Level 2 Office by Level 1 Office.

Fund Withdrawal to lower level

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3.5. Payment Request Generation

Deposit Account > Payment Request Generation Payment Request Generation is divided into 2 different categories:

• i) Payment to Payee bank Account

• ii) Payment to Service Head

Steps involved in Payment to Payee bank Account: Step 1: Login as Deposit Account maker/Checker. Click on Payment Request Generation from Menu tree. Select transfer type as ‘Payment to Payee Bank Account’. Select Ledger ID from LoV. Step 2: Select Payee Name and enter Gross Amount, Deducted Amount and Click on save and select the Approver from Dropdown and Click on Forward.

Figure 14: Payment Request Generation – Payment to Payee Bank Account

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➢ BT Detail Button

This button will only appear if some Deduction (BT) amount has been entered in the Payment to Payee Bank Account screen. ➢ Click on the BT Detail button to open the below screen

Figure 15: BT details screen (part-1)

➢ Click on the ‘BT Sl. No.’ LoV to select the applicable BT and enter the amount ➢ When a BT is selected, a BT specific button appears besides Refresh button ➢ The total of amounts entered against each in ‘BT Sl. No.’ should match with the BT Amount in

the bill screen. Also, the same amount is shown in this screen as ‘Total BT Amount’ ➢ Once the ‘Total Book- Transfer Amount’ and ‘Total BT Amount’ are equal then user can click on

the BT specific button to enter the BT specific details

Figure 16 : BT Detail screen (part-2)

➢ Click on the BT specific button to enter the details of the selected BT. Save the BT Specific page ➢ Click on Back

Step 3: Login as Deposit Account Approver. Approve and E-Sign the request. Request will go to Treasury .Once it is approved and e-signed by TO , Payment will done to Payee Bank Account.

Select applicable BT using the LoV

These two should be equal

Click on BT Specific buttons to enter the BT Specific details

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❖ Steps involved in Payment to Service Head: Step 1: Login as Deposit Account maker/Checker. Click on Payment Request Generation from Menu tree. Select transfer type as ‘Payment to Service Head’. Select Ledger ID from LoV. Step 2: Select BT Serial No. from LoV. Enter the Payment Amount and Purpose. Click on save and select the Approver from Dropdown and Click on Forward.

Figure 17: Payment to Service Head

Payment Request Generation

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3.6. Closure of Ledger

Deposit Account > Closure of Ledger Step 1: Login into application with Maker/Checker Login id Step 2: Click on Closure of Ledger link in the menu tree on left side PL/PD > Closure of Ledger (Condition: Provisional Balance=Final Balance) ➢ Choose ‘Deposit Account No’ & ‘Ledger ID’ from LoV

Figure 18: Closure of Ledger Screen

Step 3- After User Clicks on ‘Search’ button, below screen will appear

Figure 19: Ledger wise Details screen

• Below are fields which auto-populated for Closure of Ledger initiation: i) Deposit Account No ii) Ledger ID iii)Ledger Name iv)Source HoA v) Created On vi) Total Allotted Amount

PL/PD > Closure of Ledger Choose ‘Deposit Account No’ & ‘Ledger ID’ from LoV > Search button

PL/PD > Closure of Ledger Choose ‘Deposit Account No’ & ‘Ledger ID’ from LoV > Search button > Ledger Wise Details

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vii) Provisional Balance viii) Final Balance ix) Transaction Details

Step 4- Click on the Task List to Forward Closure of Ledger Request

Figure 20: Task-list Screen

• Below screen appeared after clicking the View Details.

Figure 21: Selecting whom to Forward

Step 5: Login with Approver Login id to approve the Closure request

➢ Followed the same Steps o Click on the Task List o Then click on the view details o Approver reviews the request and approves it.

Step 6: Same steps will be followed with Deposit Operators (Maker/Checker/Approver) and the request will be forwarded to treasury

❖ NOTE: After approval & e-sign of TO, Balance amount of Ledger will be sent to parent HoA and Ledger will be closed. Intimation will be send to Deposit Account Administrator and Administrative Department.

Click on the ‘View/Modify’

details to forward the request.

Select the Checker to whom the request needs to be forwarded and then click on the Forward Button

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3.7. Review by Admin:

Deposit Account > Review by Admin

➢ Admin department reviews all ledgers running under them. They may request Administrator

to close the Ledger.

Step 1 - Admin department maker/checker will initiate the request to refund. Click on Review by Admin link in the menu tree on left side PL/PD > Review by Admin

➢ Choose ‘Deposit Account No’ & ‘Ledger ID’ from LoV

Figure 22: Details at Admin Department Level

Step 2: PL/PD > Review by Admin > Choose ‘Deposit Account No’ & ‘Ledger ID’ from LoV > Search button > Ledger Wise Details

Figure 23: After click on search button at Dept.Maker/Checker login

Maker/Checker will choose Ledger from radio button and click on ‘Request to Refund’ button

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Below are fields which auto-populated for Review by Admin initiation:

• i) Deposit Account Administrator ID

• ii) Ledger ID

• iii)Ledger Name

• iv)Challan No/ TV No

• v)Challan/BT Deposit date

• vi)Source HoA

• vii) Challan/BT Deposited amount

• viii)Current Balance

• ix)Status

Step 3: Now Login with Dept. Approver Login id:

➢ Follow the these Steps o Click on the Task List o Then click on the view details o Approver reviews the request and approves it(Refer Fig.24) o Request will go to Deposit Administrator Approver task list.

Figure 24: Review by Admin request at Dept Approver login

Step 4: Login with Deposit Account Approver id:

➢ Follow these steps o Click on the Task List o Then click on the view details o Approver reviews the request and approves. It will be forwarded to treasury.

Dept. Approver can either ‘Approve’, ‘Send request for Revision’ or ‘Reject’ the request

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o Or Deposit Account approver will click on ‘With-hold’ button to ‘With-hold’ the request and it will go to Dept approver login.(Refer Fig.25)

Figure 25: Screen at Dept Approver level once Deposit Account Approver withhold the request

Step 5 Dept. Approver ‘Reject With hold’ the request; it goes to login of Deposit Account Approver. (Refer Fig.26)

Figure 26: Screen at Deposit Account Approver level once Dept Approver withholds request

Step 6: Now Deposit Account Approver. Approve the request and it will go to Deposit Account Maker task list. Step 7: Login as Deposit Account Maker. Forward the request to Deposit Account Approver via Checker. Step 8: Login as Deposit Account Approver. Approve and E-sign the request. It will go to Treasury.

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3.8. Closure of Deposit Account:

Deposit Account > Closure of Deposit Account ➢ This process will deal with closure of Deposit Account.

I) Deposit Account must be present in CFMS.

Step 1 - Deposit Account maker/checker will initiate the request to close deposit account. Click on ‘Closure of Deposit Account’ link in the menu tree on left side

Figure 27: Closure of Deposit Account Screen

Step 2: Enter ‘Purpose’ and click on save button. Request will go to work-list of maker. Click on View Details and forward the request to checker. Step 3- Now Login with Checker Login id

➢ Follow the same Steps o Click on the Task List o Then click on the view details o Checker can modify the details of Closure and Forward the request to Approver. o Checker can also create a new request for closure using the similar steps as

described for maker and forward it to Approver Step 4- Login with Approver Login id to approve the Closure request

➢ Followed the same Steps o Click on the Task List o Then click on the view details o Approver reviews the closure request and approves it. o Once approver approves and e-sign the request will go to treasury. o After approval and e-sign from TO deposit account will be closed.

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3.9 Lapsing Challan/BT: Deposit Account > Lapsing Challan/BT

➢ Challan/Book Transfer wise statement of Lapsed Challan / Book Transfer will be displayed to

TO, Administrative Department and Deposit Account Administrator.

➢ Challan/BT will get lapsed on defined time period

Step 1: User will log in into application (Dept and Deposit users) and click on ‘Lapsed Challan/BT ‘link; the following screen will appear:

Figure 28: Ledger wise details

➢ Below are fields which auto-populated for Lapsed Challan/BT initiation:

i) ) Deposit Account Administrator ID ii) Ledger ID iii)Ledger Name iv)Challan No/ TV No v)Challan/BT Deposit date vi)Source HoA vii) Challan/BT Deposited amount viii)Current Balance

ix)Status as Lapsed & Refunded

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Step 2: User will click on ‘Download’ button to download the report and verify the details: Ledger Id and Name will be in NA mode for all types except PL, PD and LF.

Figure 29: Lapsed Challan/BT report

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4. GLOSSARY

Term Description

Mandatory (*) Fields for which value must be entered by user.

Save ‘Save’ Button will be used to save the details entered in the form

Forward ‘Forward’ Button will be used to forward the request to next level.

Send Back “Send Back” button will be used to send back the request to lower level for any clarification/modification. Remarks will be mandatory in this case.

Approve ‘Approve’ button will be used for Approving the request as sent by lower level by the Approver.

Reject ‘Reject’ button will be used for rejecting the request as received from lower level by Approver only.

Cancel ‘Cancel’ button will be used by Maker or Checker only to cancel the request by them only if the request is initiated by them.

Privilege Rights available with users.

OTP One Time Password

CFMS Comprehensive Financial Management System.

Govt. Government

*Fields Fields marked with asterisk (*) are mandatory fields.

Back Back button will be used to move back to previous screen.

Search Box Search Box will be used to filter the search result.

LoV List of Values where user select the desired value

HoA Head of Account consisting of 19 digits

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training manual of deposit account...

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