Usage of the other bills (OBs) head to process most of the bills.(English)

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e fsrc rffi ircq &q Brrq (rc Ei rtfin dTdo ma rrrq{) Er?roYEEt'gr r[ nsullncE coRPof, lpl Oinbtry ot L.bol, t [agoyrat Gorrt ol hdr) FIE H.sdqr!!' {&tm*.{dtu,tH.um PAtSHo@8lrAMfl, Ct0 il,A8G.i€}ttn lr0 00 No. F-1 701 1 /3/2025-FA-Vll -, Ptut 0l t-&oil70 fuC ClaQer rh n ll& : rtr.aaa rr.n , irY.aiic n Dated: 10.9.2025 To, The RD's/JD(l/c)/Dean/MS ESI Corporation Subject: Usaoe ol the Other Bills (OBs) head to process most ol the bills. Sir/Madam, With reference to the subiect mentioned above. ln this regard, it has been observed that most of the accounting units are still using the Other Bills (OBs) head indiscriminately to process most of their bills. This has been viewed by the competent authority seriously. It is pertinent to mention here that the practice of using the OB tab in Finance Module undermines the efliciency, accuracy, accountability & dilutes linancial discipline. ln view of the above, the following actionable points are being direcled to all the accouniing units to promote the prudent use of the OB head/module: 1. lt is being advised to Head ol the Otf ice/DDOs/Finance Oflicers ol all the accounting units lo use the designated budget heads/modules (as listed in Annexure-A) lor specitic expenses and immediatelv stoD usino the "Other bills" in ERP for expenses that clearly fall under these designated budget categories. Since there is an adequate and appropriate tabs (Annexure-A) for given nature ot expenditure/bill and therefore, deviations in terms of booking ol expenditures in OBs will be deemed as insubordination of HQ instructions. 2. lt has also been observed that in case of third-party bills (viz, Suppliers and Service Provider bi[s) large number of accounting unils (including Hospitals, ROs/SROs, etc) are processing and paying these bills through OBs instead ol routing through Materials Management (MM) Module by creating Vendor's Master data. Accordingly, deviations in terms of booking of third-party bills (viz, Suppliers and Service Provider bills) in OBs will also be deemed as insubordination of HO instructions. lnlormation on workflow and mapping of different lunctionality of MM Module are attached at Annexure-B (i) to (xi) lor intormation and guidance. 3. ln case of some of the items of expenditure there is no adequate and appropriate tabs in ERP (illustrative list is attached at Annexure-C). These ilems of expenditure are being taken up with ICT Division, Hqrs for enabling suitable provision in ERP by 30th September, 2025. Accordingly, in case of these items ol expenditure through OB tab will be permitted only up to 30th Seplember, 2025. 4. However, if any expense (other than items specified in Para 1 & 2 above) is to be booked under lhe Other Bills tab, it must have proper recorded justifications & prior approval of the head of oflice. Therefore, the "Other bills" is to be used lor exceptional cases only. 5. The accounling units have to review the status ol OB bills on a monthly basis. 6. The units have to send the monthly data in DO to FC regarding total OB bills paid in the month. 7. The Finance Officers of all accounting units are also advised lo retum all such bills lor correction which are being booked not in the lines with the directions as stipulated in Para I to 4 above. You all are requested to implement the above points with immediate effect that will streamline expenditure kacking, improve accountability & support the goals of Finance 2.0 module." This issues with the approval ot competenl authority. Encl: As above. Yours f ully, (Pailkshit Singh) Director (Fin.)