Standard Operating Procedure

Invoicing

Invoicing is an important procedure and requires a standard procedure to be followed. Missing a

single step will lead to delay in processing and increase unwanted time and efforts of other team
members.

INVOICING

Agreement New Vendor

While Invoicing, it is important to check whether the PO is being raised for an exiting vendor with
whom the agreement is already made or it’s a new vendor.

Incase of invoicing for a vendor with whom agreement is already done, then:

Step 1: Check for Date of Expiry (if agreement term has expired, the invoicing to proceed after
contract has been renewed);

Step 2: After receiving the PI/final quotation, proceed to raise the PO by sending details to the PO
team, it takes 1-2 days to raise PO, if not received in the time frame, a mail follow-up needs to be
done, in case of emergency, PO for that particular vendor is requested for the very same day;

Step 3: After receiving the final Invoice from vendor, need to share the PO with Invoice copy with
GRN team to create GRN.

Step 4: Once the GRN is raised, the invoice is sent for payment processing, that standard payment
process takes 7- to 15 working days;

Step 5: Once the payment has been released, UTR need to be share with vendor for the O/S
clearance and quarterly NDC.

Step 6: After receiving the UTR number, the same is updated in INVOICE TRACKER in the Admin
share Drive.

In case of Invoicing for a New Vendor:

Step 1: VRF is shared with the vendor along with request for following documents:

 Pan Card
 GST Certificate
 MSME Certificate
 Cancel Cheque
 Id proof

Step 2: Share the VRF details with Taxation department to create vendor code, vendor code is
mandatory to be mentioned on PO;
Step 3: Proceed to raise the PO by sending details to the PO team, it takes 1-2 days to raise PO, if not
received in the time frame, a mail follow-up needs to be done, In case of emergency, PO for that
particular vendor is requested for the very same day;

Step 4: Send the PO to create GRN to GRN team;

Step 5: Once the GRN is raised, the invoice is sent for payment processing, that standard payment
process takes 7- to 15 working days;

Step 6: Once the payment has been released, UTR is requested from the vendor for cross
verification;

Step 7: After receiving the UTR number, the same is updated in INVOICE TRACKER in Google Share
Drive.

Please note: The mandatory email ids to be kept in CC while the mails are being sent for invoicing till
receiving UTR number.

For Grofers India Pvt. Ltd.

Pankaj.pandey@grofers.com (for transactions till 50k)

Girdhar.surekha@grofers.com (for CAPEX & transactions above 50k)

For Rent & Maintenance

Gayatri.kumari@grofers.com

For Hands on Trades India Pvt. Ltd.

Manish.aggarwal@handsontrades.com (all transactions)