create-purchase-bill.md

Create Purchase Bill

Context

Provides users with the scope to create purchase bills.

Actors

Employee

Role: Bill Creator

Actions

Scope

Create Purchase Bill

Search Work Order → View Work Order → Create Purchase Bill

On submit - the Forward pop-up window is opened to forward the bill for verification.

On Forward -

1. Bill record gets saved into the system as bill type Purchase Bill, and attain a workflow state ‘Pending for verification’.
2. Bill No. is generated in a specified format, if it is direct submit.
3. Format for bill No. is PB/FY/<6digitrunningno.>. Example: PB/2022-23/000051
4. The work bill is available to download in PDF as per the given format. There will be a separate ticket for PDF download.

Details

1. Purchase bill is created for the material supplied for the in-progress projects.
2. Create Purchase Bill form is developed as per the UI design provided and the attributes listed below.

Attributes

#	Field	Data Type	Required	Description
1	Work order number	Read Only	NA	Work Order number
2	Project ID	Read Only	NA	Project ID
3	Project Description	Read Only	NA	Project description of the work.
4	Location	Read Only	NA	Locality + Ward
	Invoice Details
5	Vendor's Name	Searchable Drop-down	Y	The organization of type Vendor Only can be searched here by entering at least first 3 chars.
6	Vendor ID	Read Only	Y	Vendor ID of searched and selected vendor is displayed here.
7	Invoice No.	Alphanumeric (64)	Y	Vendor’s invoice number
8	Invoice Date	Date	Y	Invoice date, it can not be a future date.
9	Material Cost	Numeric	Y
10	GST	Numeric	N
	Bill Details
11	Bill Date	Date	Y	Today’s date, display only.
12	Bill Amount	Auto-calculated	Y	Total of Material Cost + GST.
	Deductions	Grid		As per the configuration, deductions will be listed, deductions are applicable to vendor’s invoices only.
13	Deduction	Drop-down	NA	Deduction as per the configuration, amount is auto calculated.
14	Percentage/ Fixed	Auto-populated	NA	Deduction as per the configuration, amount is auto calculated.
15	Amount	Auto- calculated	NA	Deduction as per the configuration, amount is auto calculated.
16	Action	Button	NA	Deduction as per the configuration, amount is auto calculated.
17	Total	Auto-calculated	NA	Total of all the deductions added.
18	Net Payable	Read Only	NA	Total bill amount
	Relevant Documents
19	Vendor Invoice	File Picker	Y	All the invoices from vendors into one PDF.
20	Measurement Book	File Picker	Y	PDF copy of manual measurement book.
21	Material Utilisation Log	File Picker	Y	PDF copy of material utilization log.
22	Others

Validations

Field-level validations as mentioned in the attribute tables.

Workflow

It is configurable at the ULB level, the stories for configuring the workflow are given separately.

Standard Deductions

Notifications

Not applicable.

User Interface

DIGIT-Works

Acceptance Criteria

Acceptance Criteria	Description
1	Bill created and attain the status of pending verification.
2	Bill number is generated as per the format given.