User Manual - Vendor Portal of VIM

(Vendor Invoice Management))

Corporate Information System Department

Indian Oil Corporation Limited
Corporate Business Technology Centre
Plot No 83, Sector 18, Gurgaon 122001
Haryana

Version 1.0
Release date: 05.07.2022

1 FICO-COIS IndianOil Corporation Limited

 eVIDIT Portal for Vendor Invoice Management

eVIDIT Portal means Vendor invoice Digital Transformation Portal. The Portal is created to
enable vendor to submit its’ digitally signed invoice into IOCL’s Centralized Vendor Invoice
Management System as well as view invoice status.

Every vendor must be registered on eVIDIT portal before submitting any bill.
Portal can be accessed on below mentioned address.

https://apps.indianoil.in/vim

(I)-Background:
On its journey towards digital transformation, Indian Oil has been making efforts to leverage
technology for its internal business solutions as well adding value for the stakeholders. As a
part of this journey, a major shift towards automated Vendor Invoice Management is under
realization. This project is aimed towards ease of business for Indian Oil Vendors.

Currently Vendors have been submitting invoices at the Indian Oil offices spread all over
India and have been interacting with respective offices for the status update on payments.
For this purpose, a state-of-the-art innovative solution are being implemented to automate
the process of Vendor Payments. This would enable faster payment and one stop resolution
for all Bill related queries. After its implementation the process of Bill submission, Bill
Processing and release of Payment would be centralized.

Vendors have been provided with options of Bill Submission:

1. By sending the bill physically to the Bill Processing center
2. Online submission and of digitally signed invoices (along with supporting documents
in PDF format) through eVIDIT Portal.

2 Corporate Information Systems IndianOil Corporation Limited

(II)-About eVIDIT Portal:

A Portal has been developed to enable the IOCL Vendors to submit their Digitally signed
Invoices without any manual intervention. The portal also has the option to check the status
of invoices submitted and retrieve the payment details.

To manage multiple users for the same vendor, The portal has been designed to provide
two level access to Vendors i.e.:

1. Vendor Administrator: To begin with, Vendor can register with this portal with
the 10-digit vendor code. Vendor Administrator would be created through this
initial process and the role for the administrator would be to:
a. Create Vendor Users (as mentioned below in point 2)
b. Upload Public Keys for digital signatures to be used in Invoices.
2. Vendor Sub User: Multiple Vendor Sub Users can be created for the same
Vendor, by the Vendor Administrator. The major role of Sub user would be to
upload, submit and query Bills.

Pl. note, as this portal is being rolled out in different phases, the bill submission and
query to this portal will be available only for locations of Indian Oil live on this portal.
For other locations, Bill Tracking System may be used.

3 Corporate Information Systems IndianOil Corporation Limited

(III)-Registration on eVIDIT Portal:

Every vendor must be registered in Vendor portal before submitting any bill. First,
Vendor shall register itself as Vendor Administrator.

• He/she has to enter his/her 10 digits (including two zeros in the beginning) vendor code.
• Mobile number as per SAP vendor master.
• Vendor email id as per SAP vendor master.

4 Corporate Information Systems IndianOil Corporation Limited

• After entering all inputs, click on ‘Verify’.
• On clicking ‘Verify’, OTP will send on vendor’s updated mobile no and email id.
• Input both the OTPs in requisite field and click on ‘submit

5 Corporate Information Systems IndianOil Corporation Limited

➢ OTP received on registered mobile no

6 Corporate Information Systems IndianOil Corporation Limited

➢ OTP received on registered email

7 Corporate Information Systems IndianOil Corporation Limited

➢ After entering both OTP, registration process will be completed and default user ID &
password will be send on SAP registered email id.

8 Corporate Information Systems IndianOil Corporation Limited

➢ Vendor will get the mail also on completion of registration.

9 Corporate Information Systems IndianOil Corporation Limited

➢ Vendor can log in into the portal by giving vendor code with initial two zeros and initial
password received on registered email.

10 Corporate Information Systems IndianOil Corporation Limited

➢ Vendor can create the new password by giving received password on email in”Old
password” field.

11 Corporate Information Systems IndianOil Corporation Limited

➢ Vendor should change his/her password by entering initial password and by following
the rules for password.

12 Corporate Information Systems IndianOil Corporation Limited

➢ Password will be reset.

13 Corporate Information Systems IndianOil Corporation Limited

➢ Now he/she can log in to the portal by giving new password.

14 Corporate Information Systems IndianOil Corporation Limited

➢ Vendor can check his/her profile after entering into portal. Following fields will appear
in portal.

➢ Vendor can not submit the bill until he/she creates the sub user for portal login.

15 Corporate Information Systems IndianOil Corporation Limited

➢ He/She has to create user by clicking on ‘Add’ and giving mandatory information.

16 Corporate Information Systems IndianOil Corporation Limited

➢ After creation of sub user, an email will sent on email id mentioned at the time creation
of Sub user.

17 Corporate Information Systems IndianOil Corporation Limited

➢ Vendor can see and edit/inactivate his/her all sub user profile in ‘user management’
tab.

➢ For submission of digital invoices, vendor has to add ‘Public key’ of all Digital Signatures
and IOCL VIM center will accept Digital invoices which are digitally signed through these
digital signatures only.

18 Corporate Information Systems IndianOil Corporation Limited

➢ After adding digital signature, it will start appearing in vendor’s profile with the name of
digital signature owner, its validity and status.

19 Corporate Information Systems IndianOil Corporation Limited

➢ Now sub user can log in to his/her profile for submission of invoices.

20 Corporate Information Systems IndianOil Corporation Limited

➢ Information as given in screen shot below, are required for submission of an invoice.
Following things must be noted carefully before entering details of an invoice:
• Invoice Type (Invoice/Credit note/debit note) can be selected from drop down list.
• Invoice amount must be ended with “.00” where there is no decimal.
• PO no must be selected from drop down list.
• Extended search is available in Location/Plant code field. System will check this
location from SAP.
• IOCL GSTIN will be captured as per location code/plant code.
• Vendor GSTIN as per SAP vendor master.
• In case of NPO invoices, it must be ensured that only email_id of IOCL officer shall
be used as “Requester Email id” at the time of adding New Invoice by Sub User.

21 Corporate Information Systems IndianOil Corporation Limited

PO Invoice submission Screen

22 Corporate Information Systems IndianOil Corporation Limited

NPO Invoice submission Screen

➢ On clicking “Next”, PDF invoice and supporting documents can be attached by clicking
“Upload File” button. Invoice in PDF format must be Digitally signed and should be
matched with the Active public key certificate/s uploaded by Vendor Administrator.
Each uploaded file can have a maximum file size of 10 MB. For an invoice, total file size
including attachments, cannot be exceed 50 MBs for multiple files. If invoice and
supporting documents are part of same file, then the invoice should precede the
supporting documents. They can also be attached as different PDF files.
Following should be complied while uploading an invoice: -

• It should not be handwritten invoice.

• It should be in English language only.
• It should not be photocopy.
• It should not be carbon copy.
• It should not be Dot Matrix Print copy.

23 Corporate Information Systems IndianOil Corporation Limited

➢ Vendor can check the details before submission and save it as Draft. Saved as Draft
invoice can be deleted and edited before submission. Once submitted for processing, no
changes can be made.

24 Corporate Information Systems IndianOil Corporation Limited

➢ After clicking on ‘save as draft’, system will take 5 minutes to make this invoice ready
for submission.

➢ After submission of bill details on portal, invoices will be scanned (for detection of any
virus).

25 Corporate Information Systems IndianOil Corporation Limited

➢ After scanning done successfully, vendor can upload the digital copy of invoice. It will
take approx. 5 minutes to check. Vendor has to wait for at least 5 minutes.
At the time of invoice submission, It must be specified that this is main invoice or
supporting documents by clicking on check box dedicatedly available for this..

➢ If any malicious thing found in the attachment, system will not allow to submit the bill.
26 Corporate Information Systems IndianOil Corporation Limited
 If file is ok, then he/she can submit the bill.

➢ After submission, a reference number will pop up.

➢ Invoice Query:
27 Corporate Information Systems IndianOil Corporation Limited
To check the status of Invoices submitted through eVIDIT Portal as well as submitted
manually to centralised Service Centre , The status may be checked under option :View
Invoice status.The Bill status along with Payment Details would be shown on the screen
and can be downloaded in Excel Format.
Pl note that Invoices submitted to Centrlised Service Centre only would be available for
query in this portal. For the Invoices submitted prior to Implementation of this portal and
for IOCL locations, not live on this portal , Bill Traking portal may be used , if applicable.

28 Corporate Information Systems IndianOil Corporation Limited

➢ Vendor can raise the query based on multiple parameters like Invoice number and
Invoice date, Invoice creation date and PO.

*************End*************

29 Corporate Information Systems IndianOil Corporation Limited