1. Finance Executive-Hotel Accommodation and Travel (Accounts Payable)
Scope of Work:
1. Daily processing of different kinds of invoices (PO and non PO) within 3 days of invoice submission
2. Follow up for hotel and travel vendor payments with the Banking Team
3. Provide payment confirmation details to all vendors/user
4. Regular dealings with vendors regarding payment concerns and queries
5. Ensure compliance with AP closing norms and procedures
Receipt of Invoices
Invoices for hotel and travel vendors are submitted by the Admin: Travel Desk team comprising of Kanchan Singh,
Priyanka Verma and headed by Gurpreet Rekhi (Sr. Manager). The travel desk team receives the invoices from the
vendors and forwards them to the AP team after checking the following:
1. All invoices should be addressed to the registered office i.e. Jasper Infotech Pvt Ltd, Plot no 238, Okhla or
ASF Centre Gurgaon. No invoices in the name of Snapdeal will be excepted. This is because we can claim
Cenvat for only those invoices which are addressed to the registered office. Cenvat is the credit that we
claim from the government on the service tax that we pay. No Cenvat is claimed on the Swach Bharat Cess of
0.2% that is applicable since November 15, 2015.
2. Original invoices should be submitted by the vendor. Photocopies are only accepted when they have the
vendors stamp on them.
3. PAN no, TIN no and Service Tax Registration no and Category to be printed on the invoice/cover letter.
4. Rates charged by the vendors should be in accordance with the contract/agreement they have entered into
with Jasper Infotech Private Limited.
Follow Up for
payments
with Banking
Team
Payment
Confirmation
to
vendors/users
Dealing with
vendor
queries
Ensure
compliance
with AP
closing
norms
Daily Invoice
Processing and
ensuring tax
compliances
Address on invoice Original invoices
PAN, TIN, Service Tax
Registration &
Category on invoices
Rates charged as per
agreements
Travel Desk
Check Points

2. All invoices submitted with the AP team will be done so only through Viranjan Kumar (AP team) who maintains an
invoice tracker. He ensures that all the submitted invoices have a ‘Received’ stamp on the date of submission and
passes on the invoices to the respective teams within the AP team.
On receiving the invoices, look for the following:
1. A checklist having employee details such as employee name, employee code and purpose of stay/travel
should be attached with every invoice. A Travel Requisition Form(TRF) might also accompany the invoices.
2. Approval mails containing the HOD/Manager approval for each hotel stay of every employee has to be
attached.
3. Invoices should have correct tax rates.
4. Maker (Kanchan) and approver (Gurpreet Rekhi) signatures on all bundles of invoices.
5. In case of New Joinees, ask Kanchan for the category, location and cost centre in which the invoice has to be
booked.
6. Excel Sheet of all invoices and Tax breakup sheets should be attached or given to Viranjan.
Note: In case any of the above is missing, the invoices will be rejected and sent back to the Travel Desk team via
Viranjan.
Vendor Creation
On receipt of invoices, check whether the vendor is open in the Oracle system. This can be done by checking the SD
Supplier Detail Report. If no vendor is open against a given PAN number, a new vendor will be created. The
following are the steps to be followed:
Approval Mails Correct Tax Rates
Maker & Approver
Signatures
Excel Sheets and Tax
Breakup
Checklist/TRF's
Get scanned copies of the vendor PAN card, Service Tax
Registration Form, Cancelled Bank Cheque and other vendor
details and match these to those printed on the invoices
Fill the vendor creation form and forward that along with
the scanned documents to Mr Rajender Arya for approval
On receiving approval of Rajender Arya, forward the same to
Ekta Arya who will then forward this to Ashraf Ansari
(Procurement) for vendor creation
Once vendor is created check for the following: 1) Bank details
appear at invoice entry level and 2) TDS rate is defined and
correct.

3. Note: Only 1 vendor will be opened against 1 PAN. In case 2 vendors have the same PAN but different
names/bank account numbers/sites, an additional vendor site will be opened. A new vendor will be created only
when no vendor with that PAN number exists in the system.
In case a supplier site has to be opened, directly send the scanned documents along with the vendor site creation
form to the ERP team comprising of Sandeep Pareek and Jai Prakash Shukla.
Processing an invoice
Invoice processing is the first step in making a vendor payment. Invoices are processed in ‘Batches’. Different teams
within the AP team have difference invoice batches. The Travel Batch currently being used is called Travel
Accommodation_Nov-2015
1. Log into Oracle and go to SD AP Invoice Analyst Invoice Entry  Invoice Batches
2. When the yellow textbox appears press F11. This yellow textbox is used to create a new batch (not to be
done by executives). In the blue textbox that now appears, type in the batch name followed by % sign and
press Ctrl+F11. Select the required batch from the list that appears.
3. Once in the batch, press the Ctrl+down arrow key to start a new invoice.
4. Fill in the details such as supplier name, supplier site, invoice number, invoice amount, terms of service(the
month in which the services were rendered by the vendor) and description. Do not change the terms of
payment. Press ALT+2 to go to Lines.
5. Fill in the amount to be booked in each line. Press Alt+D to go to distributions.
6. In the distribution, enter correct category, location, cost centre and GL.
7. Press Tab and go further in the line till you reach Tax category. Here select the TDS rate as applicable for the
vendor. Save changes and exit by Ctrl+F4.
8. Once the invoice amount has matched in both the header and ‘General’ tab, get the Voucher Number. This
number is to be written on top of the invoice hardcopy as well as updated in the invoice tracker on Google
Drive.
Validating an entry: Select the invoice and go to ‘Actions’ in the bottom left corner. Press Validate. Both the
standard and credit entries have to be validated. A credit entry is an entry that is automatically generated when TDS
is deducted in an invoice.
Once validated, a voucher has to be printed and attached to the invoice. In order to print the voucher:
Once the vouchers have been printed and attached to the invoices, two things have to be checked prior to signing
the voucher:
1. Match the invoice number and amount on the voucher with that on the bill.
2. TDS has been deducted
If both of these are correct, then sign the vouchers and pass on to Rajender Arya for approval.
Initiating Approval: Select the entry, go to Actions and click on Initiate. This entry has now been sent to Rajender
Arya(approver) for seeking approval. When approved by him, the invoice shows ‘Workflow Approved’ and will now
come up in the Due Report.
Requests
SD Invoice
Voucher Report
Fill in vendor
name, voucher
date and GL date
Click on Submit
and Find.
Print vouchers
and attach to
invoices

4. Cancelling an entry: In order to cancel an entry, first change the invoice number to an arbitrary number. Then go to
Actions and cancel invoice. This is done because the system does not accept two entries having the same invoice
number. Make sure to cancel both the Standard as well as Credit entries.
Notes:
1. TDS rate to be used depends on the whether a given supplier/vendor is a Company or Firm or Individual and
the nature of services provided.
For Hotel Vendor PAN cards having 4th
alphabet as C and F Company/Firm194C@2%Others
For Hotel Vendor PAN cards having 4th
alphabet as P or H Individual 194C@1%Others
Other TDS Rates: 194HCommission/Brokerage
194JProfessional/Technical Fees
194C Contractors/Subcontractors
TDS Exemptions: No TDS is to be deducted for Lionel India Pvt Ltd due to the nature of its service (Flight
booking agents)
2. GL codes to be used:
-Travel Accommodation- 5202512- For all hotel stays
-Meeting and Conference Expense- 5201220- For hall bookings for meetings
-Relocation- 5202515- Mainly for New Joinee Relocation
-Tour and Travel Food Expense- 5202511- For all hotel stays where hard copy of the food bill is provided or
where tax breakup of the invoice mentions food separately
- Local Conveyance- 5200501- For bus, taxi or shuttle services.
3. When a standard entry is booked, two additional entries- Credit and Income Tax- are automatically
generated by the system. The Credit entry is a TDS entry that shows the amount of TDS deducted against the
invoice. The Income Tax entry is one that shows the amount of tax to be paid to the government against the
invoice. In many cases, this entry is not visible in the system.
Due Report
A due report is a report that shows all the payments that are ready for payment after being validated and approved
in the system. The report is run on the day the batch is supposed to be sent to the banking team for payment.
Once the report has been fetched, find all the payments in your batch and copy them to another sheet. Cross check
all the invoice amount and TDS amount for each invoice as well as the GL being used. Further, sum the column ‘Due
amount’ and this will give you the Projection Amount. Save and send this report to Ekta Arya along with the Batch
Name and Projection amount clearly mentioned in the mail. She will forward this to Abhinav Aggarwal (Banking
Team)
Check points in the Due Report:
1. All invoices should have TDS entries
2. All 4 columns containing bank details across all invoices should be checked and bank details confirmed.
Requests
SD AP Payment
Due Report
Fill in the Due Date
From as 2 months
before the date of
running the report
Fill in the Due Date
To as the date of
running the report
Submit and Find

5. In case of any issue with the invoices, put them on hold.
Invoices on Hold: If a particular invoice whose payment is not to be done that day shows up in the Due Report ,
a hold has to be put on the invoice through the system.
In Oracle, find the invoice Go on the 3rd
tab labelled Hold Under Hold Name type in Hold and save. Both the
standard and credit entries of the invoice have to be put on hold.
Note: The due report is to be sent to Ekta Arya before 12 noon.
Review Report
Once a confirmation mail is sent by Abhinav Aggarwal giving the names of the batches run, a review report is to be
obtained. For this report, approach Sachin Khera since he has the rights required to run the report.
Check points in the Review Report:
 Payment Review Report payment amount should be equal to the Due Report Projection amount.
 The last 4 columns of each invoice having banking details need to be checked against the scanned copy of
each vendors cancelled cheque.
If there are no issues with the Review Report, forward this report to Ekta Arya who will further send these to
Abhinav Aggarwal for payment.
If case of any issues with the banking details, ask banking team to put a hold on the invoices.
Note: Prior to running the batch, right to put hold on invoices is with us. Post batch run, banking team will be
required to hold any invoice that is in the review report.
RTGS Report
An RTGS report is generated once the payments have been uploaded in the Oracle system and are ready for
payment. Abhinav Aggarwal will share this report . He fill further share the UTR numbers against all vendors when
the payment has been made. This report along with the UTR numbers is to be forwarded to Kanchan Singh (Travel
Desk)
Uploader/WebADI
Preparing an uploader means that multiple entries are being uploaded in the system together. This is done when we
get invoices in bulk such as the travel bills for Yatra.com and Eco rent a car etc. The only condition to be met in order
to prepare an uploader is that the service tax amount on all invoices should be the same.
1. Go to invoice excel Create a copy of the main sheet called ‘Working’
2. Add 8 columns  Company, Category, Location, Cost Centre, GL, Value 1, Value 2, GL combination
3. In a column next to the Gross amount column, use formula: Gross amount+Management Fees+Service Tax-
Discount Amount-Postpaid Amount and cross check the obtained amount against the final bill amount.
Finally, in a column, subtract management fees and service tax from the gross amount to get the amount to
be uploaded against each invoice.
4. At the bottom of the sheet, add 2 lines for Management fees (cumulative) and Service tax (cumulative) to be
added to the final amt.
5. Use Vlookup against Employee ID’s to get Category, Location and Cost Centre values
6. For convenience, at the bottom of the sheet, copy the Supplier Name, Supplier Number, Supplier Site,
Invoice Number and Batch Name.

6. 7. In ‘Company’ column, use Company Code i.e. 11 for all lines
8. Category, Location and Cost Centre to be obtained using VLookup
9. Value1- 99 (Default)
10. Value2- 9999 (Default)
11. Obtain the GL Combination and the Description.
12. GL combination for Management fees- 11.10702.2202.A01.5202512.99.9999 (Booked to admin)
13. GL combination for Service Tax- 11.99999.9999.999.3333102.99.9999
Note- The GL combination for service tax will always be the same.
For invoices after 15th
Nov i.e. invoices that contain the Swach Bharat Cess, only the service tax
amount excluding the Swach Bharat Cess will be booked in a separate line. The Swach Bharat Cess is to be
included in the ‘total amount’ of each line. Reason- CENVAT is claimed on service tax excluding the Swach
Bharat Cess.
Uploading the prepared document
1. Login into OracleSnapdeal AP Invoice Web ADI Create excel sheet and open it.
2. In the doc, Source will be Manual Entry.
3. Invoice Date- Date of last invoice
4. Invoice Amount- Total amount
5. After filling in the details, remove all the extra rows using the following formulas
ALT+TPP  to remove cell protection
Shift+Space to expand cells
Ctrl+-  to delete rows
Use ALT ESV- Paste Special
6. Go to Plug insOracleUpload
Note: In case of unsuccessful uploading due to ‘Invalid Code Combination’, take a screenshot of the same
page and forward to the ERP team to resolve the issue.
Post Successful Uploading
1. Run and check 2 reports- 1) SD AP Invoice Upload Program 2) Payables Open Interface Import.
2. Go to the uploaded invoice All Distributions
3. Copy the Management Fees amount and go to ‘Lines’ at invoice level. In Amount, Press F11 Paste fee
amount Press Ctrl+F11 Go to distribution and cut TDS only on this line
4. Save, validate and initiate approval.
Note: A single voucher will be generated for a bulk on invoices uploaded together. The TDS cut on all invoices
will also be shown in a single line in the voucher.
Purchase Order (PO) Invoices
PO is made by the Procurement Team. A PO is basically a threshold on the amount of money that can spent by the
user team within a given period of time on a particular good or service. No agreement is required for a PO invoice. A
PO is generated prior to the usage/purchase of a service/good. Once the good/service has been
purchased/rendered, an invoice is generated against the PO. On receipt of the invoice, a Goods Received
Note(GRN)/Service Received Note(SRN) is made by the User/Admin Team to verify that the good/service has been
purchased/used and is less than or equal to the amount specified in the PO.
On receiving PO invoice, request a cancelled cheque to cross check bank details.
2 kinds of PO invoices-

7. 1) Based on amount: In such PO’s, look for 3 way match between the PO, GRN and Invoice.
2) Based on rate: Check for correct rate in line with that mentioned on the PO.
Below are the steps for booking a PO invoice:
 Go to Travel Accommodation batch
 In a new line, type the PO number as given in the PO.
 Fill in all the details till ‘Description’.’ Match Action’ should be set on ‘Receipt’.
 Click on ‘Match’ on the right bottom corner.
 Put in the Receipt number and check the box next to the correct GRN number.
 Ctrl+S and go to ‘General’ tab.
 Tools Matched Invoice Tax Details Copy Close and Save.
Credit Notes
Passing a Credit Note is similar to booking an invoice. The only difference is:
1. Type of invoice changes from Standard to Credit Memo
2. Amount entered will be done so with a negative sign since this is the amount that is to be taken from the
vendor and not to be paid to him/her.
Note: For the supplier ‘Lemon Tree’, it has been agreed that no service charge is to be charged by the supplier.
Check point in Lemon Tree invoices is that no service charge is to be added in the bills. In case they do include it,
a credit note is to be provided along with the invoices
PREPAYMENTS
Prepayments for vendors are made on requests by vendors and require the approval of Anuj Madan (Sr. Director,
Finance).
Making Prepayments is similar to booking an invoice. The only difference is:
1. Type of invoice changes from Standard to Prepayment
2. The category, cost centre and location is automatically picked up by the system as ‘unspecified’. The GL to be
used is Prepayment to Other Vendors-3331005.
3. TDS will be deducted on prepayments.
Reverse Charge
In order to curb tax evasion by small firms and individuals, the government came up with the concept of reverse
charge for specific services wherein it made the company receiving the service by the individual/firm liable to pay
the tax to the government.
Sr
No.
Description of
Service
Detail of
Service
Abatement
for
Receiver
on Gross
Provider
Type
Provider
%
Receiver Type Receiver
%
Effective
Rate on
Gross
1 Transportation
of goods by
road/rail/vessel
in respect of
services
provided or
agreed to be
70% A Goods
Transport
Agency
0% PERSON
LIABLE TO PAY
FREIGHT IS,—
(a)A
100% 4.2%

8. provided by a
goods
transport
agency in
respect of
transportation
of goods by
road
factory;
(b)Company;
(c)Corporation;
(d)Society;
(e)Cooperative
society;
(f)Registered
dealer of
excisable
goods; (g)Body
corporate; or
(h)Registered
partnership
firm
2 Import of
Services
in respect of
any taxable
services
provided or
agreed to be
provided by
any person
who is located
in a non-
taxable
territory and
received by
any person
located in the
taxable
territory
0% Any person
in a
nonTaxable
territory
0% Any person in
a Taxable
territory
100% 14%
3 Advocate
Services
in respect of
services
provided or
agreed to be
provided by
individual
advocate or a
firm of
advocates by
way of legal
services
0% Any
individual
advocate of
firm
of advocates
0% Any business
entity
100% 14%
4 Hiring/Renting
of motor
vehicles
designed to
carry
passengers
in respect of
services
provided or
agreed to be
provided by
way of renting
of a motor
vehicle
designed to
carry
passengers on
abated value
to any person
60% (if
abatement
taken by
provider
with
condition
to Cenvat
credit not
taken)
An
individual,
a
HUF, a firm
or an
AOP
0% A body
corporate
business entity
[not
involved in
such hiring or
renting].
40% 5.6%

9. who is not
engaged in
the similar
line of
business
5 Hiring/Renting
of motor
vehicles
designed to
carry
passengers
in respect of
services
provided or
agreed to be
provided by
way of renting
of a motor
vehicle
designed to
carry
passengers on
non abated
value to any
person who is
not engaged
in the similar
line of
business
0% (if
abatement
not taken
by
provider
with
condition
to Cenvat
credit
taken)
An
individual,
a
HUF, a firm
or an
AOP
50% A body
corporate
business entity
(involved in
such hiring or
renting).
50% 7%
Lionel India
All Lionel India Bills are submitted to Sachin directly by the vendor. No signatures of any HOD/Manager are present
on the invoices. However, mails containing instructions for booking of flights is attached with each invoice.
Line Amount Calculation- Amount on which service tax of 14.5% is applied will be booked in one line. Remaining
amount in another line. No TDS is to be cut on either line.
1. GL
2. For Insurance Policy Bills, GL code to be used is Insurance-Travel5200904 and no TDS/Service Tax is to be
charged.
Tour and Travel Director (F)- Fare  5202507  for foreign travel tickets/Visas  For Kunal Bahl and Rohit Bansal
Tour and Travel Director (Dom)- Fare 5202503  for domestic travel tickets For Kunal Bahl and Rohit Bansal
Travelling Fare 5202514 for domestic/foreign travel tickets/Visas For all other users

10. AP Closing
The Account Payable closes every month at 12 midnight of a specified date (usually on 28th
/29th
). Closing implies that
all invoices punched into the system till the closing date will need to fulfil atleast one of the two criteria cited below:
1. Invoices have been validated and approved.
2. Invoices are on Hold
If there are invoices in the batch that are not validated or approved and are also not on Hold then AP will not close
for that month. Hence, it has to be ensured that all invoices meet atleast one of the above mentioned criteria before
the closing.
Once you verify that there are no unvalidated and unapproved invoices in the batch, a confirmation mail has to be
sent to Rajender Arya citing that AP is closed from your side.
Post AP closing, entries can only be made using the GL date of the next month.
Points of Contact
Team Person 1 Person 2 Person 3
Admin: Travel Desk
(Hotels)
Kanchan Singh Priyanka Verma Gurpreet Rekhi (Sr.
Manager)
Admin: Airfare (Lionel)
(From February 2016
onwards)
Gurpreet Rekhi
Admin: Travel
(Conveyance)
Deepak Rao- Gurgaon (Om
Tours)/Pankaj Malik –Delhi
Office(Honza and Om)
Anil Nair(AM Admin) Manish Bhardwaj (Head of
Admin, Delhi Office)
Procurement- PO Bills Badri
Chaubey/Mandeep/Vikash
Sharma
Vivek Mishra
(Manager)/Ayush Gupta
(Manager) [for agreement
+ PO related issues]
Anuj Madan (Head of
Procurement)
Banking Team Abhinav Aggarwal/Anjani
ERP Team Sandeep Pareek/Jai
Prakash Shukla
Satish Ravikanth (Manager)
GRN Team Rehma Tarab Ravi Dhyani
Taxation Team Dheeraj Nagpal (Direct
tax)/Manoj Tyagi (Indirect
tax)
Vishal Bhatia

11. Challenges Faced
Absence of agreements/contracts for Hotel vendors. All
incoming invoices are being booked on a daily basis
however no payment can be made till the vendor contracts
have been provided.
Unsatisfactory checking of invoices at the Travel Desk level.
Multiple issues arising due to absence of required employee
information at the time of processing is leading to
unnecessary delays
Random submission of bills on any day by the Travel
Desk
Delays caused due to time taken in new vendor creation