FABS Directorate Online Billing Solution

Controller General of Accounts

FABS Directorate

User Manual
Online Billing Solution (OLBS)
(For Drawing & Disbursing Officers)

Created by: SAP CC Document Version 2.0 - November 2022

FABS Directorate Online Billing Solution

Introduction:
A new solution has been developed by FABS Directorate for online submission of bills. The
solution will be used by Drawing & Disbursing Officers (DDOs) to submit their bills through an
online portal rather than physically visiting and submitting the claims at the counters of AGPR/
AG offices.
Business Process:
Accountant Generals are responsible for authorizing all the payments of government in the
Federation and Provinces. Each department has a designated Drawing and Disbursing Officer
(DDO) who initiates the payment process for each claim. The DDO prepares the payment claim
on prescribed formats and attach the required documents (invoices, sanctions etc.) with the claim
and submits these documents in hard form at the counter of AGPR/ AG offices.
The personnel of AGPR/ AG office at the counter receives these claims and issue a token number
to the DDO, which is used for tracking purposes. The claims are sent through manual diary system
to the concerned pre-audit section, where the bills are processed by staff of AGPR/ AG office. The
pre-audit process of AGPR/ AG consists of manual processes where a claim physically passes
through the desks of different officers and their remarks are noted on the billing documents.
Simultaneously the claim is recorded in the SAP system and processed through the workflow. At
end of this process either the bill is approved/passed or rejected. The passed bills are sent to cheque
section for printing of cheques. Finally, the cheques or rejected bills are handed back to DDO from
the token counter.
Online Bill Submission:
Using the online billing solution, the DDO will not visit the AGPR/ AG office for submission of
claims. He is provided with a web-based portal, accessible from his personal computer (PC) for
submission of bills. The DDO will have his unique user logon information. The DDO will input
values in some fields of the online portal and attach scanned copies of the supporting documents
The portal will generate a token number for the bill submitted.
Prerequisites for online bill submission:
Following are the prerequisites for implementing and smooth operation of OLBS at DDO level:
Network:
WAN connectivity of FABS SAP Network

Hardware:
Personal computer (PC): Windows 11 Pro Compatible system
Scanner: Any standard scanner device for scanning the documents into pdf format
(Preferably ADF supported scanner)

Software:
Operating system: MS Windows 11 Pro (Licensed Version)

Created by: SAP CC Document Version 2.0 - November 2022

FABS Directorate Online Billing Solution

Process Steps:
1) The user (DDO/ Section) will access the application through a web-browser using
link “sahal.cga.gov.pk/dsss”. Following screen will appear:

a) Enter user login information i.e. user ID and Password and click button.

Fields Description
User * User ID of the DDO/ Section is provided by system administrator
at Account Office

Password* Secure, complex password is set by the user himself

Note: Fields marked with an asterisk (*) are mandatory.

b) Following screen will appear.

Created by: SAP CC Document Version 2.0 - November 2022

FABS Directorate Online Billing Solution

a) Select user type by clicking

b) After selecting the user type click to proceed
c) Following screen will appear:

Fields Description
User Type * Type of user
DDO
Section
Cheque Section etc.

Note: Fields marked with an asterisk (*) are mandatory.

Created by: SAP CC Document Version 2.0 - November 2022

FABS Directorate Online Billing Solution

User information e.g. ID, Name, Department etc. will be displayed by default at the top of the
page. The page has four major portions;
i) Data Entry
This portion requires information in the following tabulated fields;
Fields Description
Check this box if a new bill is being submitted, uncheck for
resubmission of an already rejected bill

Cost Center* To be selected from dropdown list

Section ID Pre-audit section to be selected from drop down list

Created by: SAP CC Document Version 2.0 - November 2022

FABS Directorate Online Billing Solution

Vendor Number Vendor number of the supplier

Note: User will be required to hit button on the keyboard to move to next field.

When the information is entered in the above fields, system will validate the data and display
description of each e.g. Cost Center, Vendor number etc.
ii) Payment Details
This section is further divided into three subsections;
Detailed Object deals with G/L accounts for payment and budget position for
each G/L account. Fields in this section are;
Fields Description
G/L Account Head of account from which payment is to be made
Gross Amount Gross Amount of the claim in PKR

Old Token No. If the bill is being resubmitted after being rejected previously

Sanction Number File number of the sanction letter

Note: User will be required to hit button on the keyboard to move to next field.

Budget Amount displays the budget position in terms of Final Budget, Released
Budget and pending bills amount. Based on this calculation system decides whether enough
funds are available for this bill or not and accordingly allows or denies submission of bill.
Deduction G/L This section allows to add any G/Ls which pertain to deduction
from this bill e.g. B01188 (Income Tax), B02341 (GST) etc.
Fields Description
G/L Account Head of account under which deduction is to be made

Amount Amount of deduction in PKR

Note: User will be required to hit button on the keyboard to move to next field.
User can use button to add more G/Ls in case of more than one deductions.

iii) G/L Account List

This section displays the list of G/Ls added for deductions. If users finds a deduction G/L
to be mistakenly added in the list, he can use button to delete it.

iv) Upload Scan Documents

In this section the user selects the document from his PC to be attached with the claim and
uploads this document. User can use button to select the file from location in
his local drive. The selected file can be uploaded using button. Once the

Created by: SAP CC Document Version 2.0 - November 2022

FABS Directorate Online Billing Solution

file has successfully been attached click button to submit the bill and system
will provide the user with token number. Note: The attachment must be in .pdf format.
Additional information
On the main page of bill submission, there are two sections which display information for the
reasons due to which a bill may not be submitted. These two sections are highlighted under
Important Note;
i) Vendor Statuses not allowed for bill submission;

ii) Rejection Reasons;

Created by: SAP CC Document Version 2.0 - November 2022

FABS Directorate Online Billing Solution

Disclaimer
DDO is required to provide some certificates which are included in TR-30 form. These
certificates are included in bill submission portal under Disclaimer heading. DDO will be
required to check these before a claim is submitted.

User will have to check this box before submitting the

claim.

Bill Tracking
The DDO has been provided with a bill tracking report for the submitted bills. This report is
updated on real-time basis automatically for all bills. The user can access this report by clicking
near top left corner of the page and then selecting “View Bills” option
from the dropdown which appears after clicking the Menu button.

Following screen will appear:

Created by: SAP CC Document Version 2.0 - November 2022

FABS Directorate Online Billing Solution

Fields Description
Fiscal Year* Fiscal Year to view the report
Section ID Relevant pre-audit section of DDO

Cost Center* Relevant DDO Code

Token Date Dates for which report is required

Token No. If report is required for a specific token or list of tokens

After user fills the necessary information in above tabulated fields, he will hit
button and the data will be displayed as shown in the above picture. This report can be downloaded
in MS Excel format by the user.

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Created by: SAP CC Document Version 2.0 - November 2022