Bharat Heavy Electricals Limited, Bhopal

Digital Transformation Group

User Manual

Incoming Material Document

Management System (IMDMS)

आगामी साम ी द ावे ज़ बंधन णाली

 INDEX

INCOMING MATERIAL DOCUMENT MANAGEMENT SYSTEM

S.No. Module/ Procedures Page

Number
1. About the System 2
2. Login Page 3
3. Home Page 4
4. Procedure of sending documents before the supply of material to BHEL 5-8
5. Procedure of accessing the draft invoices 9
6. Procedure of sending documents after the supply of material to BHEL 10-11
7. Procedure of reverting the queries raised by BHEL 12-16
8. Benefits of the system 17

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WHAT IS IMDM SYSTEM?
 A fully integrated online system developed with the aim of providing a portal on B2B site,
where you can provide your consignment related information such as Invoice,
Transportation, taxation etc. and upload all the related documents such as Invoice,
LR/Docket, Challan, Packing list, Test certificates etc. required for material/vehicle entry,
documentation and material clearance.

WHAT ARE THE BENEFITS?

 Easy document upload against each Invoice.

 No dependency on Individual/ specific email IDs for sending documents.

 No problem of document misplace.

 A 2-way communication mechanism established where auto generated emails shall be

send to your registered email IDs in case any issue is observed in your submitted
documents.

 Faster and error free vehicle entry and documentation at BHEL- The Invoice details
provided by you, shall be directly used for preparing the documents (UMID) for material
entry and documentation (CN/SRV generation) at subsequent stages.

 Faster Material clearance- Faster material entry and availability of documents on time
shall ensure faster material clearance.

 Your payment details against each Invoice is available at a single click

KEY FEATURES OF THE SYSTEM:

 Portal available for vendor to upload documents related to their invoice/supply.

 Easy and fast entry of material through material gate
 Online review and feedback mechanism of the test certificates/ other relevant
documents uploaded by vendor
 Availability of invoice/payment details for vendors

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Login Page: All registered supplier can login to the system through Vendor B2B Portal

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Home Page : Following Tabs / information available on the home page:

- List of all running Purchase Orders

- Add Invoice Tab (On top of page)- For providing invoice/consignment details and uploading
relevant documents before sending any consignment
- Draft Invoice Tab (Top Right Blue Tab)- All invoices in draft mode are available in this tab
- Reverted Invoice Tab (Top Right Green Tab)- In case any discrepancy is observed by BHEL
in vendor’s uploaded document, BHEL can revert back that document with its comments. All
such invoices where a query is raised by BHEL shall be made available in Reverted Invoice
Tab. Vendor can also provide its comments on the reverted invoices.
- Payment Details Tab- The payment details of any invoice can be viewed using this screen
-

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PROCEDURE OF SENDING DOCUMENTS BEFORE SUPPLY OF MATERIAL TO BHEL:

1) Click on Add Invoice Tab present on the top of the main page.

2) Enter Purchase Order Number against which material is to be supplied. And click on proceed
button.

3) Enter all the basic details related with the consignment such as Invoice details, Purchase
Order details, Driver /Cleaner details etc in the Main Invoice Entry page

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4) The fields marked with red star are the mandatory fields. For selecting the Invoice item
details click on (+) button available next to it.

5) Supplier may add PO Items which is permitted and having balance quantity which is to be
supplied to BHEL

6) After entering all the relevant information click on “Save As Draft” tab available on bottom
Left corner of the screen.
The saved Invoices will be available in the DRAFT INVOICE tab available on main page.

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7) For uploading the documents at this moment click on UPLOAD DOCUMENT tab, available on
the bottom of the main Invoice Entry page.

8) This will direct you to the DOCUMENT UPLOAD PAGE. By choosing the Document Type and
Entering the document related details, the file can be uploaded against this Invoice.

NOTE: Only PDF files can be uploaded. There is no limit on the number of uploads.
Files upto 20 MB (single or cumulative) can be uploaded per Invoice.

9) On clicking the Back Button on the Document Upload page, you shall be directed to the Main
Invoice Entry page.
10) For Final submission of Invoice, click on the SUBMIT button available on the bottom of the
Invoice Entry page.

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11) Take print out of the QR code and barcode based report by clicking on PRING under INVOICE
tab on the main page and send it along with the supply.

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PROCEDURE OF ACCESSING THE DRAFT INVOICES:

1) Click on DRAFT INVOICE Tab available on top right corner of the main page

2) Click on PROCEED under INVOICE tab, to go on the main invoice entry page

3) Complete the Invoice Entry form and save as draft before finally submitting. Documents can
be uploaded at this point aswell.

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PROCEDURE OF SENDING DOCUMENTS AFTER SUPPLY OF MATERIAL TO BHEL

Documents can be send after the supply of material to BHEL aswell. The procedure is s follows:

1) Search Purchase order number/Invoice number against which docuemnts s to be send on

Main page.

2) Click om PROCEED tab below UPLAD/VIEW

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3) Select Document Type, enter description and upload document.

NOTE: Only PDF files can be uploaded. There is no limit on the number of uploads.
Files upto 20 MB (single or cumulative) can be uploaded per Invoice.

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PROCEDURE OF REVERTING TO QUERIES RAISED BY BHEL

In case any query against the uploaded documents is raised by BHEL, then an email is send on
your registered email IDs. To access the reverted cases following steps to be followed:

1) Click on REVERTED INVOICE tab available on the top right of the main page.

2) On the mail Reverted Invoice Page, click on PROCEED Tab against the Invoice details

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3) On the Main Upload page, the document against which query is raised will be
highlighted in ORANGE colour

4) BHEL comments can be seen on clicking the HISTORY button against the highlighted
document.

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5) For reverting to BHEL, first click on the ACKNOWLEDGE tab, available below Action

6) Once Acknowledged, you can revert/comment back, using the REVERT Tab

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7) Can enter your comments under REMARKS and revert

8) Your comments shall also get saved in the Correspondence History

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9) In case any discrepancy is observed in the uploaded document, the same can also be
deleted till the material is not accepted in BHEL. Once the material is accepted, the
uploaded document cannot be deleted. However, new document can be uploaded at any
point of time.

10) In case any problem is observed in the test certificate where BHEL has raised the query,
new document can also be uploaded against that invoice by selecting the document type
and entering the document details.

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BENEFITS OF THE SYSTEM:

1) By sending the QR code and barcode based summary sheet along with the supply, by
simply scanning the bar code, the data entered by you shall be used for processing the
material at BHEL gate. Hence, time taken for vehicle entry and material receipt shall be
reduced to great extent.
2) By timely uploading the relevant documents against the invoices, chances of document
misplace will be eliminated.
3) Timely receipt of documents shall ensure faster material acceptance by BHEL
4) A complete feedback mechanism is established. Where to and fro communication can be
done directly with BHEL user. Auto generated emails shall be generated in case any
query is raised by BHEL.
5) No dependency on individual email IDs for sending the documents
6) Easy document upload
7) With the help of Payment details tab (Top Left corner), the complete details of payment
(pending/processed/ deduction involved) against each invoice can be viewed.

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