SOP Agency billing

1. Internal document
Page 1 of 2
SOP Agency Billing
Details :
Process Agency Billing
Date 10/05/2017
Version VER 1/Billing/ 0517
Scope: Broadly defines the billing and payment process for outsourced vendors except
valuation/repossession agencies/ yards wherein the bill is not centralised.
Steps:
Sr.No Process Steps FPR Tentative TAT * Deviations if any
1 Collection Strategy team to share
allocation & banking files with
payout team
Central
Strategy
team
In case of discrepancy
related to allocation
collection head approval
would be required to
process
2 Debtors & Payment file are
downloaded directly from common
folder managed by IT team
Central
Strategy
team/
BDTS team
In case of discrepancy in
input files shared by BDTS
then BDTS head approval is
required
3 Payment collected in Billing month &
updated till 8th of next month are
separated & considered for Payout
computation (post excluding
"Receipt Bank" Payments).
Central
Payout
team
4 All input files are mapped with
allocation file. Payout is computed as
per approved payout grid. Checking
is done to ensure accuracy of data
Central
Payout
team
5 Final computation file is shared with
collection FPR’s for validation and
sharing with agencies
Central
Payout
team
6 FPR shares the file with Agencies Section
Leader
7 Sharing of physical invoice by
Agency to pay out team
Agency
8 Post receipt of Physical Bill, Expense
Claim Memo & BUH approval are
attached with the Bill & sent to
FINCON for final processing.
Central
Payout
Team

2. Internal document
Page 2 of 2
SOP Agency Billing
9 Post administrative & taxation
related checks, Payout is processed
through electronic / DD mode
Fincon
Team
10 DD is dispatched/handed over to
concerned Collection FPR
Payout
Team
11 DD is handed over to concerned
Collection Agency
Section
Leader
*The timelines are indicative. Actual timelines may differ from case to case / time to time, considering the
dependency on process steps, volumes, availability &accessibility of relevant authority, etc
Points to note:
 In case of any deviation related to payment updation, Ops Head approval would be
required.
 In case of any deviation related to applicability of Payout Grid, Collection Head
approval would be required.
 In case of any deviation not specified in this matrix, erring unit's approval/Collection
Head approval would be required