Q1. How will I get access to Bills? 

Ans. - Below is the Path

1.Login OMS platform https://oms.zetwerk.com/login
2. Enter your registered email id of Zetwerk
3. Click order>Order list >select order> Select Bill > Submit Bill   

Q2. What information is needed for billing? 

Ans. - You need to provide below details

PO No

Bill Copy,

Confirmation on if this is the last bill for this order

On next screen you have to select line items from PO & provide billed qty. 

Q3. In PO what items i need to add ? 

Ans. - In PO, you need to select the line items for which you want to create the bill. 

Q4. What information i need to put on Bill item ? 

Ans. - In bill item you have to put Quantity of the product

Q5. If I want to add the quantity item to more than 200 if the PO item value is the same as what
 I previously added (150), can I add this on the bill items? 

Ans. - When you are creating a bill, in billing item quantity, you cannot exceed the PO adding value by more than 150,
but yes,you may go for a PO order; there is an option. Revise the purchase order and increase the quantity only if any bill is not verified against the line item. 

Q6. What is bill verification flow? 

Ans. - Order No.
Supplier name
Bill No.

Q7. What is a place of the supply field? Why do we need to add it? 

Ans. -  for In Submit bill there is an option place of supply. This is required for E-Way bill verification.

Q8. Can we change the Tax rate of the line item at the time of bill? 

Ans.- No we can not change  

Q9. What is Cess column on Bill? 

Ans. - Cess is an additional tax on taxes imposed by the central government or state governments for specific reasons. You can add this cess at line item level during Bill submission.

Q10. What all is checked during bill verification? 

Ans. - Order No, PO Number, Date, Line Items as per PO, Unit Rate, TDS, Cess, Attached Documents (LR, Eway Bill etc) will be checked by CSO team at the the time of Bill verification

Q11. Can we change the rate of the billed line item in bill submission screen? 

Ans. - No we can not change the unit rate or UOM at the time of bill submission or even in PO copy as the line item is already billed.

Q12. Can i deduct the TDS rates  in the bill for Goods purchase order?

Ans - No there is no option to deduct the TDS rates in the bill for goods purchase order.

Q12. What is the purpose of the Bill Verification process?

Ans. -The Bill Verification process aims to ensure the accuracy and compliance of bills before they are processed for payment. This includes validating invoice details, confirming amounts, and checking for any discrepancies. Effective verification helps prevent financial errors, reduces the risk of fraud, and ensures adherence to regulatory requirements.

Q13. What are IRN and QR codes in the context of bill verification?

• IRN (Invoice Reference Number):

  • A unique identifier assigned to each invoice, crucial for tracking and auditing purposes. It helps in linking the invoice to its corresponding payment and approval processes within the system.

• QR (Quick Response) Code:

  • A two-dimensional barcode that encodes information about the bill, such as the IRN and relevant transaction details. Scanning the QR code allows for quick verification and reduces manual entry errors.

Q14. How does the auto rejection of bills work?

The system is designed to automatically reject bills that do not meet specific criteria. This includes:

• Validation Rules: The system checks for adherence to required formats, accurate amounts, and completeness of essential fields.

• Error Flags: Bills that contain high-risk errors, such as significant discrepancies in amounts or missing mandatory information, are automatically flagged for rejection.

• Notification: Users are notified of the rejection, along with details of the errors identified for corrective action.

Q15. What are high and low-risk errors?

• High-Risk Errors:

  • Critical issues that can significantly affect the integrity of the billing process. Examples include:

    • Mismatched invoice amounts versus purchase orders.

    • Missing essential details like supplier information or invoice dates.

    • Non-compliance with regulatory standards.

• Low-Risk Errors:

  • Minor discrepancies that may not halt the billing process but should be addressed. Examples include:

    • Formatting issues, such as incorrect date formats.

    • Typographical errors in non-critical fields.

    • Minor inconsistencies in descriptions that do not affect overall amounts.

Q16. What steps should I take if a bill is rejected?

1. Review Rejection Notification: Check the system for the reason for rejection, which will outline the specific errors identified.

2. Correct the Issues: Make the necessary corrections based on the feedback provided. Ensure that all mandatory fields are filled out correctly.

3. Resubmit the Bill: After corrections are made, resubmit the bill for verification through the standard process.

Q17. Who should I contact for support during the bill verification process?

For any questions, technical issues, or guidance, please reach out to the ZOS Support team through the designated support channels Zsupport.zetwerk.com . Ensure to provide details about the issue for quicker resolution.

Q18. Where can I find training materials related to the Bill Verification process?

Training materials, including presentation slides, guides, and recordings from the training sessions, can be accessed here and here. This resource will help reinforce your understanding of the bill verification flow and procedures.

Q19. What should I do if I encounter technical issues during the bill verification process?

If you experience any technical difficulties, such as system errors or issues with the bill submission process, please:

1. Document the error message or issue encountered.

2. Attempt to refresh the page or log out and log back in.

3. Contact the ZOS Support team with a detailed description of the issue, including any relevant screenshots.

Q20. Who can verify the bills?

CSO team can verify and bill. User should have CSO access to verify a bill.