1. OUTSOURCING BILLING PROCEDURE

2. PORTAL FOR VENDORS URL for portal is as below:
Log in to the portal with Username and Log In password.
Username will be same as your Vendor Code.
Passwords will be provided once you are registered.
Vendor can download bills and Statement of account from this portal.
Important Notice and information are updated on Flash page, request you to check on regular basis.

3. PROCEDURE FOR BILLING
Normal billing cycle accounts from 26th to 26th of the subsequent month.
Bills are released on 1st of every month.
Once the bill gets released the vendors have to check the KA STATEMENT OF ACCOUNTS and BILL.
KA Statement of Account shows detailed break-up only for PRISM based Projects of lots billed in the month. It opens in excel format only.
Incase of any discrepancies, please inform the same to the concerned Billing Mentor and Production Staff.
Only TPVs are required to send the signed hardcopy of the BILL printed on company’s letterhead to the below mentioned address,
Outsourcing Billing Cell:
Lumina Datamatics Limited Unit 172, SDF VI, SEEPZ, Andheri (E) Mumbai ,India

4. PROCEDURE FOR CLAIMING PAYMENT
You need to follow a process to sign the bill and send to claim payment/ recommendation (Process explained in further slides).
Recommendation of Bills need to be done on 4th of every month. Once the bill gets recommended on 4th, the amount will be transferred to your account within 7 working days respectively.
If the bill is received post 12 pm on 4th, then it will be recommended in next recommendation cycle.
KAs/TPVs are subjected to provide their Account Details and PAN No. to the billing department once they are associated with DATAMATICS.
Note: There will be only one billing cycle running every month. All KAs/ TPVs are requested to finish the signing process on or before 4th of every month prior to 12 pm, to avoid any delay in payments.

5. ONE TIME PROCESS
Go to
Put your username and password and click on Login
Go to Home  Upload Sign / Letterhead
Upload Signature (For all) and Letterhead (For TPV) as per set parameters.
Signature/Letterhead once upload can not be changed. To change, Mail to be sent to along with the reason for change.

6. PROCESS FOR SIGNING AND SENDING THE BILL
Once Signature and Letterhead is uploaded, Go to Home  Payment Bill/Invoice
Enter your Transaction Password and Login
Select the respective billing month
Step 1 – Select Payment > Bill/Invoice Step 2 – Select Month – Year - Bill

7. Process to upload Sign – Click Here
Step 3 – Click View
Step 4 – Click Sign – It will fetch the uploaded signature, if sign is not uploaded Error will pop.
Process to upload Sign – Click Here
TPVs are required to print and sign the hard copy and courier it to us on the below address or send digitalized signed copy of bill by uploading your Letterhead
Process to upload Letterhead– Click Here
OUTSOURCING BILLING CELL
Lumina Datamatics Limited Unit 172, SDF VI, SEEPZ, Andheri (E) Mumbai , India

8. Click Bill Button and Send Button
Step 6 – Send
Step 5 – View - It should show your bill with your signature and (letterhead if uploaded by TPV)
Click Bill Button and Send Button
From – Registered mail ID will be fetched from our system hence will not be editable

9. Message pop up will appear once the bill is Sent to us
Bill Signed – Will be checked once the sign button is clicked and signature is placed on the bill.
Mail Sent – Will be checked once bill mail is sent to us.
Query Sent – Will be checked if any query mail has been sent to us.
*Note – Numbers in bracket signifies the number of times, respective activity has been done.
Below Check boxes will be checked automatically as per respective activity for the selected month.

10. HOW TO DOWNLOAD BILL FROM PORTAL
If you want to Download or View the bill, on the same Bill page there are Buttons named View and Download (highlighted on the image given below)
View - You can view your bill before and after signature
Download - Bills can be downloaded to keep for your reference

11. FOR QUERY
If you have any query related to Bill, on the same Bill page there is a Button named Query, Click on it (highlighted on the image given below)
Enter your Mail ID, your query and Click Send.
Your query will be addressed asap within our working hours, i.e. Monday to Friday (10:00 AM till 5:00 PM)

12. KA STATEMENT OF ACCOUNT FROM PORTAL
Go to Home  Payment  KA Statement of Accounts
Put Transaction Password, select correct month and download bill.
Step 1
Step 2

13. To open the file, download and rename the file into .xls
Step 3
Step 4
This statement gives Job Lot wise billing details for the particular month.
Please note that this statement opens only in excel format and it is just for your reference.
To open the file, download and rename the file into .xls
DO NOT COURIER IT TO US.

14. STATUS OF TRANSFER TO BANK
Here, vendors can check the status of their bill, from recommending, to amount transfer to bank.
Always check your bank account to confirm if the amount is credited.
Incase the amount is not transferred in bank please download and send your bank account statement of 2 months to process your query to Accounts Department at -id.

15. GST CREDIT AND TDS DEDUCTION
All Vendors who are registered with us are suppose to provide us with GSTIN.
Please note that GST will be paid only if you have updated your GSTIN with billing team and it is paid from the proceeding month.
If you are a vendor giving service to LUMINA DATAMATICS LTD; GST is 0% however, it is recommended to provide us with GSTIN to avoid any penalty from government.
TDS under section 194C will be deducted if your single bill crosses Rs. 30,000/- or annual income crosses Rs. 1,00,000/- .
KAs are charged 1% as TDS and TPVs are charged 2% as TDS.
Quarterly TDS certificates will be uploaded in the Portal Under Payment TDS Downloads.

16. OTHER OPTIONS UNDER PAYMENT MENU
Go to Home  Payment  View Pending Bills
View: In this option, vendor can see consolidated view of all the bills in the selected financial year.
View Pending: In this option, vendor can check if bills are pending for recommendation.

17. BASE PROFORMA INVOICE Go to Home  Base Proforma Inv
This option is for checking whether the processed lots are updated in our system for billing purpose, if not please report a discrepancy.
This option is only for PRISM based project.

18. HELP For further clarification regarding billing, please contact:
Parmeshwari Gundrely
Hema Khadka
Swati Gunjal

19. THANK YOU