Employee User Manual - Miscellaneous Collection

Owned by Mrinalika Akula
Last updated: Jul 02, 2019
9 min read

About This Manual

This manual has been written to help the users of "Miscellaneous Collection" to understand and use the product. The sections in this manual are organized to present functional and operational capabilities of " Miscellaneous Collection". It explains the procedures to the ULB employees to complete their tasks.

In case of further assistance please send an email to contact@eovernments.org

Intended Audience

This manual is intended to assist and train Counter Employees and Field Employees who will use "Miscellaneous Collection" to collect miscellaneous payments from citizens.

Document Conventions


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Important topic or subject or mandatory information

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The following paragraph provides additional information

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The following paragraph provides suggestive use

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The following paragraph needs user attention

Mandatory field

Document History


Version NoDateDescription

1


Version1 of Miscellaneous Collection will help ULB employees to capture miscellaneous payments made by a citizen to the ULB. It will also have collection reports for the administrators.


Glossary


Term

Description


ULB

Urban Local Body.

Service Type

The service type is basically sub-type of service category. It is mapped to the service category. Example - Municipal Rents, Advertisement Taxes.

Service Category 

Service category is the facility for which citizen is being charged. Example - Rent, Taxes.


Payer Name

The name of the individual who is making the payment.

G-8 Receipt

Name of the manual receipt register in Punjab used to acknowledge the payment made by  Citizens.

Field Collection Fee

It is the extra charge that ULBs collect when they collect bills on the ground or on the field. 


Consumer Name

Name of the citizen who is availing the service.


Collections 

Payments made by Citizens to the Municipality.



Introduction to Miscellaneous Collection

Miscellaneous Collection helps ULB employees compute all miscellaneous payments made by citizens to the ULB. It helps in eliminating the paper-based process of issuing manual receipts to calculate payments like Advertisement Taxes, Parking Charges, and others. It also helps in streamlining the EoD(End of the Day) collection process in a ULB by digitizing all payment streams

Features of Miscellaneous Collection


Feature

Description

Capture Miscellaneous Collection

This feature for the ULB employee helps to collect payment on the field or at the counter for any type of services provided by the ULB. It eliminates the use of manual receipts in the ULBs and hence streamlines the EoD( End of the day) processes like remittances.

Search Receipt

This feature for the ULB employee helps search for receipts of past payments. The employee can search receipts for miscellaneous payments based on parameters like Receipt No., Service Category and Mobile Number.

Download Receipt

This feature for citizens and ULB employees helps to view, download and print previous receipts. In search results, a link to download the receipt is available.

Notification- SMS

Once the payment is collected, an SMS notification is triggered to the citizen with payment and receipt details, with a link to download the receipt. 

Reports

This feature for the ULB administrator helps to view ULB collections for different services, for different time periods, through various payment modes and collection channels. The reports enable them to understand shortfall, take decisions on possible revenue channels, streamline collection processes and plan collection drives. 


User Roles


User

Role

Counter Employee

An employee who is stationed at ULB  offices and is responsible for receiving payments.

Citizen 

A consumer of services provided by the ULB.

Field Employee 

An employee who collects payments from Citizens by being on the Field.

ULB Administrator

An Admin who is responsible for monitoring the collection drive and plan ULB revenue targets.



Using  Miscellaneous Collection  


Capture Miscellaneous Collection

Purpose 

The counter employee or field employee initiates the Miscellaneous Collection process in the system. The payment made by the citizen against a collection is recorded in the system during this process.

Screens 

Steps


To capture Miscellaneous Collection and download a receipt, follow these steps:

  1. Click on Miscellaneous Collection on the home page.

  2. Click on New Collection to launch New Collection page.

  3. Fill in the details on the New Collection page and click Next to capture payment in New miscellaneous collection page.

  4. Choose the payment mode, fill in the needed details and click Generate Receipt.

  5. This completes the payment process. A message indicating successful processing of the payment is displayed.

  6. Click on View Receipt to download receipt.







                                                                                                                        Fig 1: Screens for Capturing Miscellaneous Collection

Field Name

Description

City

The default location of the Consumer

Mobile No

Phone number of the Consumer

Consumer Name

The person or entity name

Service Category

Service category is the facility for which citizen is being charged. Example - Rent, Taxes.

Service Type

The Service type associated with the service category

From Date

Validity period start date

To Date

Validity period end date

The New miscellaneous collection page has three section

  • Fee Estimate Section

  • Capture Payment Section

  • G8 Receipt Details Section

Fee Estimate 



This section shows the Total Amount payable by the consumer.

                                                                                                                                              Fig 2:  Fee Estimate

Capture Payment 

Miscellaneous Collection allows 4 payment options. Payment through Cash/Cheque/DD/Credit/Debit Card. Choose the appropriate mode of payment to proceed.



Payment mode: Cash-

  1. Fill in the needed details and click Generate Receipt.

                                                                                           Fig 3  Capture Payment - Cash 

Input Field

Description

Paid By

 Entity who is paying the tax. It can be the owner or someone else on his behalf.

Payer Name

Name of the Payer.

Payer Mobile No

Phone number of the Payer for correspondence.



Payment mode: Cheque -

  1. Fill in the needed details and click Generate Receipt.

                                                                                     Fig 4  Capture Payment - Cheque

Input Field

Description

Paid By

Entity who is paying the tax- could be the owner or someone else on his behalf

Payer Name

Name of the Payer

Payer Mobile No

Phone number of the Payer

Cheque No

Number on the Cheque 

Cheque Date

Date of the Cheque issual

IFCS Code

IFSC code of the Bank issuing the Cheque

Bank Name

Name of the Bank issuing the Cheque

Branch Name

Branch of the cheque issuing bank



 

Payment mode: DD( Demand Draft)

  1. Fill in the needed details and click Generate Receipt.

                                                                                                       Fig 5  Capture Payment - DD

Input Field

Description

Paid By

Entity who is paying the tax it could be the owner or someone else on his behalf

Payer Name

Name of the Payer

Payer Mobile No

Phone number of the Payer

DD No.

Number on the Demand Draft

DD Date

Date on which the Demand Draft was drawn

IFCS Code

IFSC code of the Bank issuing the Demand Draft

Bank Name

Name of the Bank issuing the Demand Draft

Branch Name

Branch Name of the DD issuing bank



 

Payment mode: Credit/Debit Card

  1. Fill in the needed details and click Generate Receipt.

                                                                                   Fig 6  Capture Payment - Credit/Debit Card

Input Field

Description

Paid By

Entity who is paying the tax. It could be the owner or someone else on his behalf

Payer Name

Name of the Payer

Payer Mobile No

Phone number of the Payer

Last 4 digits

Last 4 digits of the card

Transaction No.

Transaction number generated for the transaction

Re-enter  Transaction No.

Re-enter the above transaction number

G8 Receipt Details

It is the manual receipt register and varies for each state.

                                                       Fig 7: G8 Receipt Details



Upon successful processing of the payment, a receipt with a unique receipt number is generated.

Click on View Receipt to view and download receipt

                                                                                  Fig 8 Payment Status Message

Payment Receipt 

Search Receipt – Employee

Purpose

The ULB employee can search receipts for miscellaneous payments made in the past based on parameters like Receipt No., Service Category and Mobile Number.



To search for receipts of past payments.

  1. Click on Miscellaneous Collection on the Landing Page.
  2. Set a minimum of 2 search parameters.
  3. Click on
  4. Search results are displayed on the screen.


                                                                                                    Fig 9  Search Receipt Screen

Input Field

Description

Receipt Number

Unique identifier for a Receipt

Service Category

Service category is the facility for which citizen is being charged. Example - Rent, Taxes.

Mobile No

Consumer or Payer Mobile Number

Download Receipt


Purpose

This feature for citizens and ULB employees helps to view, download and print receipts for previous payments.



The search results for a receipt return : 

1. A link to download receipt is available in search results.

2. Click on the link to download the receipt

                                                                                         Fig 10  Download Receipt Screen 

Notification- SMS


Purpose 

Once the payment is concluded citizens are notified by SMS on their registered mobile number. 





An SMS notification is triggered to the citizen with payment and receipt details, with a link to download the receipt. 

                                                                     

                                                                                      Fig 11  SMS Notification 

Reports     

Purpose 

ULB administrators can generate and view reports on collections received across different services and time periods. These reports help them in planning collection drives and in devising revenue optimization steps.   




To view the reports.

  1. Click on Reports on the home page.
  2. Collection Register Page is launched.
  3. Fill in the details and click on Search to fetch the reports.



Input Field

Description

ULB

Urban Local Body for which collection status is to be ascertained.

Service Category

Service category is the facility for which citizen is being charged. Example - Rent, Taxes.

Payment Mode

Payment Mode helps to generate summarized reports for different payment options like Cash/Cheque/DD/Card/Online.

Collection Channel

Collection Channel helps to generate channel wise reports. Channels can be Counter, Field or both.

From Date

Start date of the time period for which report is required.

To Date

End date of the time period for which report is required.

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