Vendor Portal for Invoice Submission

Brief Introduction

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.

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 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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 Admin and Sub User

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.
1. 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.

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 Registration on Portal

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 Registration on Portal

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

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 Registration on Portal

1. Click on New Registration.

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

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 Registration on Portal

1. On clicking ‘Verify’, OTP will send to vendor’s mobile no and email id as

updated in IndianOil Vendor Master.
2. Input OTP received on registered Mobile Number and click “Submit”.

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 Registration on Portal

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

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 Registration on Portal

1. 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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 Registration on Portal

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 Log in to Portal

• After registration vendor can login

as an administrator
• Enter vendor code with two initial
zeros.
• Enter user code same as vendor
code with initial zero. (for
administrator user code will be
same as vendor code).
• Enter initial password received on
registered email.
• Enter captcha and press ‘Log in’.

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 Password Change

• System will prompt for creation

of new password at the time of
first log in.
• Enter the old password as the
password received on email id.
• Enter the new password.
Password should contain at
least one lower case, one upper
case. one numeric and one
special character’ with
minimum length of eight digits.
• Click on submit.

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 Password Change

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 Admin Log in

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

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 My Profile

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

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 User Management

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 User Management

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

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 User Management-sub user

1. Click on “Add New user”.

2. Enter the full name of the

proposed user.

3. Enter the Mobile Number of that

user.

4. Enter the User Email ID.

5. Click on “Add New User” Button.

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 User Management-sub user

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

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 User Management

• Vendor administrator can view and edit/inactivate user profiles in ‘user

management’ tab.

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 Digital Signature

• 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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 Digital Signature-Public Key Upload

• Uploading of DSC (Digital Signature Certificate

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 Digital Signature-Public Key Upload

• 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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 Sub User Activities

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

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 Sub User Activities

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 Invoice Submission

• 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:
i. Invoice Type (Invoice/Credit note/debit note) can be selected from
drop down list.
ii. Invoice amount must be ended with “.00” where there is no decimal.
iii. PO no must be selected from drop down list.
iv. Extended search is available in Location/Plant code field. System will
check this location from SAP.
v. IOCL GSTIN will be captured as per location code/plant code.
vi. Vendor GSTIN as per SAP vendor master.
vii. 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.

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 Invoice Submission-PO

• PO Invoice submission Screen

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 Invoice Submission-PO

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 Invoice Submission-NPO

• NPO Invoice submission Screen

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 Invoice Submission

• 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

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 Invoice Submission

1. Following should be complied while uploading an invoice: -

 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

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 Invoice Submission

• Invoice Must be marked as ‘Main Invoice’

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 Invoice Submission

• 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.

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 Invoice Submission

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

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 Invoice Submission

• After submission of bill details on portal, invoices will be scanned (for

detection of any virus).

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 Invoice Submission

• 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.

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 Invoice Submission

• 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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 Invoice Submission

• After submission, a reference number will pop up.

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 Invoice Query

• To check the status of Invoices submitted

through eVIDIT Portal as well as submitted
manually to centralized 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.

• Please note that Invoices submitted to

Centralized 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 Tracking
portal may be used , if applicable.

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 Invoice Query

• Vendor can raise the query based on multiple parameters like

Invoice number and Invoice date, Invoice creation date and PO.

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 Invoice Query

• Vendor can see all details related to any invoice Tax deducted,
security deducted along with payment advise .

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 Invoice Query

• After clicking the Witholding tax/ other deduction hyperlink a new

dialog box will appear reflecting all details of taxes deducted/
amount withheld or any other recovery made in that particular
invoice.

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 TDS Certificate Query

• Vendor can also download TDS certificate from E-Vidit portal .

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 TDS Certificate Query

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 GST MISMATCH QUERY

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 GST MISMATCH QUERY

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