VSTS Code Creation Process for DMA/Connector/Variable Sales executive:

Sr. Process Steps Responsibility

No
1 Collect the following documents from channel partner and login to Sales Team
DRO/Disbursement hubs

Below is the list of documents:

 New enrolment form (Enrolment form is completely filled and

any alternation is authenticated by channel partner)
 Identify proof of all partners/Directors
 Current address proof of all partners/Directors
 Entity wise additional documents
 Photograph of all partners/directors
 Office Address proof
 Original PAN declaration letter in case PAN is in the name of
individual proprietor
 PAN copy of all director/Partners as well as company (In case
Proprietorship - pan card copy will be of the Individual)
Note:
 All documents should be self-attested by channel partner
(stamp not required)
 In case of rented accommodation – valid rent agreement
along with utility bill is required (latest 3 months)
 Pan card and residential proof to be collected for all directors
and Partners – identification as to how many partners or
directors are there is as below:
a. In case of Partnership – no. of partner to be checked
through Partnership deed
b. In case of company no. of director to be identified through
MOA
 All the application forms / agreements should be in exactly the
same name as the PAN.
 Sole proprietor declaration is required in case of Proprietor
2 On receipt file, DRO to login in VSTS system and check under Search DRO/Disbursement
Vendor CV on basis of PAN No. (In case of proprietor- take individual Hub /VSTS
pan no., in case of partnership and company take firm /company pan Team/Sales Team
no.) whether that vendor is existing Vendor or not.

On mentioning the pan no. system will show the status.

1. In case details not found- result will be “No records found”.
DRO to take ahead such cases for NDC check and login it in
VSTS.
2. If Vendor is existing, then download the report and check
below points:
 Whether status of CV is accepted or rejected or terminated
  If status is rejected/terminated, reject the case and shred the
document at their end only.
 If status of CV is accepted then check whether both the
address of Office and Residential address (all
directors/partners and company/firm) matches with address
submitted by sales team in enrolment form, then SR to be
raised by Sales.
If address is same and status of CV is accepted, then take the print
out of the report and inform the sales team for document collection
from the Ops shop since the VSTS will not be required.

Note:

1. All the application forms and the data entry in VSTS system
should be in exactly the same name as the PAN.
2. Operations to check the name as per PAN received and in
case the same mismatch, same has to be rejected at their end.
3. In case of sole proprietor, sales to provide sole proprietor
declaration which is mandatory. In case same is not provided,
operations to reject the same.
4. For existing VSTS cases, DRO to shred the documents within
7 days if same is not collected by sales team

3 On receipt on intimation from DRO, collect the document from the Sales
Ops shop within 7days and handover the same to the customer
explaining the reason for return of the document set else

Raise SR: Internal Process Management >>FCPG VSTS >> Product

Mapping to Existing VSTS Vendor Code, and mention the CMI
employee ID for approval in the SR this is required for the cases
where the ID exists and the CV is accepted
4 VSTS Team will close SR after approval from CM-I and above and VSTS
write in closure comments in the SR with 10 Digit VSTS No. TAT for
processing the SR once the approval has been provided is 1 day

5 If VSTS Team rejects SR stating that FI was not done earlier and now VSTS Team/
FI will be required, Sales team to take mail based approval for resign DRO/Sales Team/
in VSTS for the entity from the concerned Business team//employee Disbursement Hub
who had earlier on-boarded the said entity in VSTS.

Rationale: Unless the entity is resigned, the new entry in VSTS

cannot be initiated.

Once Sales gets approval and attaches the approval mail along with
the earlier set of documents and submit the same to DRO for
processing, DRO has to initiate the step in VSTS for resigning the
entity and initiate the fresh case by doing Data-Entry
6 Post checking the status, DRO/Disbursement hub to check the DRO/Disbursement
availability of documents as per NDC checklist: Hubs

In case of any discrepancy, below mentioned steps to be followed:

 Mention the rejection reason on the file, , sales to collect the

said document within 7 days, else DRO/Disbursement hub to
shred within 15 days

7 For NDC clear cases and vendor whose ID is previously not created DRO/Disbursement
or whose FI was not done earlier even though vendor exist in system, Hubs
complete the data entry in VSTS and also upload the required scan
documents (list enclosed) in VSTS.
Post submission system will provide 6-digit alpha numeric code to be
mentioned on the file for future reference.

Note:
 Capture BSM Emp ID in field ‘Approved By Employee’ and
DRO Employee ID in field ‘Recommended By Employee’
 Details in the above mentioned field is required to trigger
Email on VSTS code creation or for any discrepancy raised by
FCPG team hence the employee ID mentioned should be
correct only
Note: data entry of all fields to be done – refer Annexure 1
8 Complete the VSTS code creation activity as per current process VSTS Team
9 In case of any discrepancy raised by the FCPG team, respective team Sales/
to resolve the same. Below are the main discrepancy details DRO/Disbursement
Hubs
Discrepancy to be resolved by DRO within 1 day
 Data entry error
 Scan images not clear
 Incorrect image/document uploaded
 Office Address mismatch with given address proof document
 Vendor Name and proprietor name mismatch with Pan details
 All documents not self-attested

Discrepancy to be resolved by sales team within 4 days

 Valid/Supporting documents required by VSTS team
 Documents provided is not clear
10 Post successful ID creation DRO /Disbursement hub /sales team DRO/Disbursement
(whose ID was mentioned in approval / recommendation) will get an Hubs/Sales team
intimation from VSTS system about the 10 digit VSTS ID

Post which DRO/Disbursement hub to mention the 10 digit VSTS ID

on the enrolment form and send the documents to ROPS for storage.

SR path is as below:
 MASTER MAINTENANCE_APPLICATION PROCESSING
SYSTEM_APS Masters Modification

11 ROPS to inward the documents and store the documents basis VSTS ROPS
ID

Annexure 1

VSTSdataentry.xls

Broker Code Creation Process for DMA/Connector/Variable Sales executive:

Sr. Process Steps Responsibility

No
1 Post completion of VSTS, Collect the below mentioned documents Sales Team
from channel partner and login to DRO/Disbursement hubs

 Agreement (all relevant documents required for broker code

creation)
 Payout Structure approved by RHS.
 ICICI bank account cancel cheque is mandatory.
 Original reduce rate certificate issued by IT authorities in case
DMA request for TDS rate exemption.

Note:

1. Name on the agreements should be exactly the same name as

the PAN.
2. Following documents not to be submitted again to DRO for
APS code creation are not required
a. KYC documents
b. Self-attested CV of channel partner
c. PAN declaration for proprietorship firm
d. VSTS Report Printout
2 Inward the documents and check the completeness and correctness of DRO/Disbursement
documents as per revised NDC checklist Hubs

Rest of the process will remain same and existing process is to be

followed for code creation in APS.