Government of Karnataka

Finance Department

Project: KHAJANE II

Recipient Registration Manual

Version 1.0

March 2016

Project Monitoring Unit

7th floor, Commercial Taxes Building, Kalidasa Marg, Gandhi Nagar, Bangalore – 560009.

Email: k2.helpdesk@karnataka.gov.in/pdkhajane.gov.in

Phone: 080-22354020, Helpdesk No: 080-22342266

Notice:

This is a controlled document. Unauthorised access, copying,

replication or usage for purposes other than for which it is intended are prohibited.

Khajane II will recipient will be enabled to receive payments due to them from Khajane II system directly

to their Bank accounts. For this purpose it is necessary that these recipients are registered within the

Khajane II system as a precursor to enabling e-payments.

Table of Contents 1.Summary – Recipient Registration ............................................................................................................. 1

1.1 Purpose: .............................................................................................................................................. 1

1.2 Scope: .................................................................................................................................................. 1

1.3 Roles and Responsibilities ................................................................................................................... 2

1.4 Recipient registration process ............................................................................................................ 3

1.4.1 Mapping of existing recipient to DDO....................................................................................... 9 2. Course Summary .................................................................................................................................... 18 3.Appendix A ….……………………………………………………………………………………………………………………………………19

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Table of Figures Figure 1: Khajane-II login page ...................................................................................................................... 3 Figure 2: Navigation to Create Recipient Master screen .............................................................................. 3 Figure 3: Create Recipient Master Screen .................................................................................................... 4 Figure 4: Create Recipient Master Screen after selecting Recipient Type ................................................... 5 Figure 5: Create Recipient Master Screen after input of form details ......................................................... 6 Figure 6: Confirmation page after submit..................................................................................................... 7 Figure 7: Bank Mandate form .................................................................................................................... ..8 Figure 8: Create Recipient Master screen .................................................................................................. ..9 Figure 9: Create Recipient Master Screen after selecting recipient type as Existing Recipient ................ 10 Figure 10: Create Recipient Master Screen after entering Existing Recipient ........................................... 11 Figure 11: Existing Recipient details .......................................................................................................... 12 Figure 12: Confirmation screen ................................................................................................................. 13 Figure 13: Bank mandate form .................................................................................................................. 14 Figure 14: Khajane- II login page ................................................................................................................ 15 Figure 15: Navigation to worklist ............................................................................................................... 15 Figure 16: Recipient request details screen ............................................................................................... 16 Figure 17: Confirmation for approval screen ............................................................................................. 17 Figure 18: Confirmation for approval screen after DSC ............................................................................. 17 Figure 19: Confirmation after approval ..................................................................................................... 18

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1. Summary – Recipient Registration

1.1 Purpose: The purpose of this document/ manual is to provide an overall understanding of scope, roles and responsibilities of Khajane-II application users for the process of Recipient Registration.

1.2 Scope: The scope of this manual is to give a detailed understanding of Recipient registration in Khajane-II application. Recipient Master will facilitate the registration of the recipients to whom payment has to be made

from Khajane-II system.

It is necessary for the people who receive payment from Khajane-II system to be registered as Recipient in this master. Recipients can be Employees, Vendors, Beneficiaries, and Contractors etc.

While preparing the bill or in any case of making payment, recipient details will be fetched from Recipient Master.

Unique Recipient Id will be provided to each recipient in order to maintain unique recipient details and track recipient easily

Brief Note on processes of Recipient Master

Steps for Recipient creation: Superintendent creates a recipient with the following steps 1. User selects the recipient type 2. User has to enter the Recipient details such as Name, Aadhar number etc. 3. User selects the bank details such as account number, IFSC code. 4. User enters the Address of the recipients and submits the form. 5. Mandate is generated for the recipient along with unique recipient code. 6. Generated mandate has to be printed by the user and physically signed by the Recipient

DDO approves the recipient record created by following the steps. 1. DDO accesses the work list to verify the records created by the Superintendent. 2. DDO selects the recipient record, validates it and approves it by clicking on approve button.

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1.3 Roles and Responsibilities Following table gives information about Users (roles) involved in the processes of Recipient master

Table 1: Roles and Activities Receipts- Roles and Activities

Sl.No. Role Process Name Activities 1 Superintendent Recipient Master 1. Recipient creation 2. Update /Deletion of Recipients created

2 DDO Recipient Master 1. Approval of new request of recipient master record 2. Approval of update or deletion of existing recipient

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1.4 Recipient registration process Step 1: Superintendent logs into Khajane application by providing login credentials.

Figure 1: Khajane-II login page

Step 2: On successful login, User will be able to view the Home Page of the Khajane application.

Figure 2: Khajane-II home page

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Step 3: Navigate to Create Recipient Master screen.

Registration>Registration>Recipient Master> Create Recipient Master

Figure 2: Navigation to Create Recipient Master screen

Step 4: On click of create, User can view to Create Recipient Master screen as shown below.

Figure 3: Create Recipient Master Screen

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Step 5: In order to create a new recipient, select New Recipient and Recipient Type.

Step 6: On selecting, Recipient Type, Recipient Details form will be displayed for the user to input the details.

Figure 4: Create Recipient Master Screen after selecting Recipient Type

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Step 7: Input the values for the fields present in the screen. Note: User has to select the department which has issued the Id to the Recipient and not

thedepartment to which the recipient belongs. Department Specific Id should be the KGID of the

employee (If Employee)

Figure 5: Create Recipient Master Screen after input of form details

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Step 8: Click on Submit button.

Figure 6: Confirmation page after submit

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Step 9: Click on OK button in the pop up message.

Figure 7: Bank Mandate form

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1.4.1 Mapping of existing recipient to DDO

Step 1: Superintendent navigates to Create Recipient Master screen.

Figure 8: Create Recipient Master Screen

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Step 2: Select Recipient Type as Existing Recipient and Recipient type code from drop downs.

Figure 9: Create Recipient Master Screen after selecting recipient type as Existing Recipient

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Step 3: Enter the existing Recipient Id

Figure 10: Create Recipient Master Screen after entering Existing Recipient

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Step 4: Click OK for the alert messages

Figure 11: Existing Recipient details

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Step 5: Click on Submit button.

Figure 12: Confirmation screen

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Step 6: Click on Ok button in the above alert message.

Figure 13: Bank mandate form

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1.5 Mapping of existing recipient to DDO Step 1: DDO enters into the Khajane –II application.

Figure 14: Khajane- II login page

Step 2: Navigate to Worklist. Workflow >WorkList>Worklist

Approver should be able to see the Recipient Master request sent by creator.

Figure 15: Navigation to worklist

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Step 3: Click on Document Number hyperlink. Approver should be able to see the Recipient details as provided by creator.

Figure 16: Recipient request details screen

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Step 4: Click on Approve button.

Figure 17: Confirmation for approval screen

Step 5: Click on OK button.

Figure 18: Confirmation for approval screen after DSC

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Step 6: Click on Yes button.

Figure 19: Confirmation after approval

2 Course Summary This course is designed to give the participants an insight into the recipientregistration process.

The document consists of detailed steps along with screenshots. By the end of this training the

user will learn to successfully register a recipient in Khajane-II Application

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3Appendix A- Acronyms Abbreviation Description

AC Bills Abstract Contingency Bills

AFS Annual Financial Statement

AG Accountant General

AIN Account Identification Number

AM Alteration Memo

Asst. Assistant

ATN Action Taken Note

ATO Assistant Treasury Officer

BAO Bill Approving Officer

BDSS Budget Decision Support Systems

BE Budget Estimate

BEO Budget Estimating Officer

BMS Beneficiary Monitoring System

BoA Back Office Assistant

BOI Bank of India

BPL Below Poverty Line

BSA Budget System Administrator

CAAA Controller, Aid, Accounts and Audit Division

CAG Comptroller and Auditor General of India

CAO Chief Accounts Officer

CAS Central Accounts Section

CBE Current Budget Estimate

CC Credit Card

CCD Civil Court Deposits

CCO Chief Controlling Officer

CCS Credit Confirmation Slip

CDV Cheque Delivery Voucher

CEO Chief Executive Officer

CFC Citizen Facilitation Centres

CM Clearance Memo

CO Controlling Officer

COPU Committee on Public Undertakings

CPO Chief Planning Officer

CPPC Central Pension Processing Centre

CPPO Central Pension Processing Officer

CPS Central Plan Schemes

CPSMS Central Plan Scheme Monitoring System

CRA Central Record keeping Agency

CRA-FC Central Record keeping Agency Facilitation Centre

CRCD Criminal Court Deposits

CSC Citizen Service Centres

CSF Contribution Submission Form

CSO Counter Signing Officer

CSS Centrally Sponsored Schemes

CVP Commuted Value of Pension

DA Dearness Allowance

DAG Deputy Accountant General

DBMS Database Management System

DC Debit Card

DC Bills Detailed Contingency Bills

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Abbreviation Description

DCRG Death Cum Retirement Gratuity

DD Demand Draft

DDO Drawing and Disbursement Officer

DDR Debt, Deposit and Remittances

Dept. Department

DIS Daily Input Sheet

DMO Debt and Investment Management Office

DMS Day-wise Monthly Statement

DoT Department of Treasuries

DPI Dots Per Inch

DS Deputy secretary

DSC Digitally Signed Certificate

DSN District Serial Number

DSSP Directorate of Social Security Pension

DTO District Treasury Officer

DWP Destitute Widow Pension

EAP Externally Aided Project

EBR Extra Budgetary Resources

ECS Electronic Clearing System

EDMS Electronic Document Management System

EFT Electronic Funds Transfer

EMD Earnest Money Deposit

EMI Equated Monthly Installments

EMO Electronic Money Order

EO Executive Officer

FAQ Frequently Asked Questions

FD Finance Department

FIFO First In First Out

FoA Front Office Assistant

FP Family Pension

FPU File Preparation Utility

FRS Functional Requirement Specification

FTP File Transfer Protocol

FVU File Validity Utility

GDFP General Delegation of Financial Powers

GIA Grant-in-Aid

GIS Bills Group Insurance Scheme Bills

GO Government Order

GOI Government of India

GoK Government of Karnataka

GP Gram Panchayat

GPF General Provident Fund

GSDP Gross State Domestic Product

GSTO Gazetted Sub Treasury Officer

GUI Graphical User Interface

HA Head Accountant

HBA House Building Advance

HDFC Housing Development Finance Corporation

HE His Excellency

HoA Head of Account

HoD Head of Department

HoO Head of Office

HRMS Human Resource Management System

HTTPS Secure Hyper Text Transfer Protocol

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Abbreviation Description

IEBR Internal Extra Budgetary Resources

IFA Internal Financial Advisor

IFSC Indian Financial System Code

IGNOAP Indira Gandhi National Old Age Pension

INR Indian Rupees

IO Implementing Officer

I-pin Internet Pin

IR Inspection Report

IST Indian Standard Time

ITC Input Tax Credit

IVRS Interactive Voice Response System

JD (Admin) Joint Director (Administration)

KB Knowledge Bank

KCSR Karnataka State Civil Services Rules

KFC Karnataka Financial Code

KGID Karnataka Government Insurance Department

KSWAN Karnataka State Wide Area Network

KTC Karnataka Treasury Code

LAR Local Audit Report

LE Latest Estimate

LIC Life Insurance Corporation of India

LOP List of Payments

LoV List of Values

M/O/C Mandatory / Optional / Conditional

MCA Monthly Civil Accounts

MCE Manual of Contingent Expenditure

MICR Magnetic Ink Character Recognition

MIS Management Information System

MO Money Order

MoE Memorandum of Error

MOU Memorandum of Understanding

MPAS Model Panchayat Accounting System

MPIC Monthly Program Implementation Calendar

MTFP Medium Term Fiscal Plan

NABARD National Bank for Agricultural and Rural Development

NCDC National Co-operative Development Corporation

NDC Bills Non Detailed Contingency Bills

NEFT National Electronic Fund Transfer

NIC National Informatics Centre

NOC No Objection Certificate

NP Non Plan

NPS New Pension Scheme

NSDL National Securities Depository Limited

NSSF National Small Savings Fund

NWMA Normal Ways and Means Advance

OAP Old Age Pension

OBE Original Budgetary Estimates

OCR Optical Character Recognition

P Plan

PAC Public Accounts Committee

PD Personal Deposits

PF Public Fund

PFM Pension Fund Managers

PFRDA Pension Fund Regulatory and Development Authority

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Abbreviation Description

PHP Physically Handicapped Pensions

PMU Project Monitoring Unit

POP SP Point of Presence Service Provider

PPAN Permanent Pension Account Number

PPO Pension Payment Order

PPU Payment Processing User

PRAN Permanent Retirement Account Number

PRI Panchayati Raj Institutions

PS Principal Secretary

PSB Public Sector Banks

PSU Public Sector Unit

PwC Price water house Coopers

PWD Public Works Department

RBD Reserve Bank Deposits

RBI Reserve Bank of India

RDPR Rural Development and Panchayati Raj

RE Revised Estimates

RFP Request For Proposal

RO Release Order

ROI Rate of Interest

ROP Recovery of over payment

RTGS Real Time Gross Settlement

RTI Right To Information

SBI State Bank of India

SBM State Bank of Mysore

SCF Subscriber Contribution File

SCP Special Component Plan

SE Supplementary Estimates

SHCIL Stock Holding Corporation of India Limited

SI System Integrator

SO Section Officer

SOA Service Oriented Architecture

SOP Schedule of Payments

SOR Schedule of Receipts

SOT Statement of Transaction

SPU Schedule Processing User

SR Service Register

SRS System Requirement Specification

SSP Social Security Pension

SSY SandhyaSurakshaYojana

STO Sub- Treasury Officer

SWMA Special Ways and Means Advances

T Day Transaction Day

TA Travelling Allowance

TAN Tax Deduction and Collection Account Number

TB Trustee Bank

T-Bill Treasury Bill

TCS Tata Consultancy Services

TE Transfer Entry

TIN Tax Payer Identification Number

TNMC Treasury Network Management Centre

TO Treasury Officer

TP TalukaPanchayat

T-Pin Telephone Pin

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Abbreviation Description

TSP Tribal Sub Plan

TTR Treasury Transfer Receipts

UAT User Acceptance Testing

UC Utilization Certificate

UCI Unique Challan Identity

UID Unique Identification Number

UIDAI Unique Identification Authority of India

ULB Urban and Local Bodies

US Under Secretary

UTI Unit Trust of India

UTR Unique Transaction Reference

VAT Value added Tax

VDMS Verified Day-wise Monthly Statement

VOA Vote on Account

VPN Virtual Private Network

VSAT Very Small Aperture Terminal

WDPB Work Done by Public Bodies

WMA Ways and Means Advance

ZP ZillaPanchayat

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Project Partner