Finance Module

This user manual is prepared to explain the end-to-end Finance Module functionality on Samhita Project Builder. Refer below process flow for the same.

Once the project is created, the Project team will map the Key Intervention, Sub-Intervention and Instruments to the project.

Once the funder is added to the project, Project team can map the Key Intervention, Sub-Intervention and Instruments from the respective dropdown lists. In these dropdown lists, the system will show only those options which are added in Project Detail section for Key Intervention, Sub-Intervention and Instruments. 

Once the Partner is identified then it will also be added to the project then Key Intervention, Sub-Intervention and Instruments will also be mapped.

Draft MoUs shall be uploaded by the Program team along with vertical and entity wise tagging within MoU section for the funder and partner.

Signed MoUs shall be uploaded by the Finance team along with vertical and entity wise tagging within MoU section for the funder and partner.

Project Builder→ Finance→ this section has three tabs Funder Tranche, Partner Tranche and Cash Flow:

System will allow the finance team to define funder tranches for different deliverables and for the same project team can request for grant amount.

Finance team can define the funder tranches with deliverables and fund type (committed or additional). 

Multiple deliverables can be added for a funder by clicking on +Add Deliverables button. All deliverables should be mapped to the MoU for which funder tranches needs to be defined. After entering deliverables and MoU mapping user needs to click on Save button.

On click of Save button, deliverables will be saved with a message on screen as in image no.2.

After adding deliverables, funder tranches can be defined by clicking on +Add Funder Tranche button and on click of this button, below screen will appear. 

On selecting the required funder from Entity Name dropdown, Entity Type, Entity ID fields will be auto-fetched from the system and the remaining fields will be filled as per following:

1. Deliverables: In this dropdown added deliverables will be listed and can be selected to define committed or additional funds in a tranche. It is a mandatory input field to create a Funder Tranche.

2. Fund Status: In this dropdown, Committed and Additional options are available and can be selected to define committed or additional funds in a tranche. It is a mandatory input field to create a Funder Tranche.

3. Fund Type: In this dropdown, Programmatic and Secretariat options are available and can be selected to define committed or additional funds by fund type in a tranche. It is a mandatory input field to create a Funder Tranche.

4. Intervention: In this dropdown, Intervention mapped to the selected entity and the user can select required option to define intervention wise funds.

5. Instruments: In this dropdown, Instruments mapped to the selected entity and the user can select required option to define intervention wise funds

6. Impacted Participants: No. of impacted/ target participants, which will also be considered to calculate unit cost for the selected intervention.

7. Planned Amount: Planned amount, which will also be considered to calculate unit cost for the selected intervention. It is a mandatory input field to create a Funder Tranche.

8. Date: Date on which funds has been committed. It is a mandatory input field to create a Funder Tranche.

9. Remarks: Remark, if any

After giving all inputs as per above image no. 3, on click of the Submit button a funder tranche will be recorded as in below image no. 4 and it will also be reflected in the Cash flow tab as in image no. 5. On click of Reset  button, all the input fields shall be reset.

Funder tranches will be displayed in the Entity Details section for that specific funder to request grant amount by Project team. 

To raise grant requests, the Project team will click on the button available in the Grant Request column as in below image no. 1 and 2.

On click of Grant Request button, a screen will appear as indicated in image no. 3:

On this screen, Grant request will be raised with required documents and finance team will be notified for the same:

• 1. Amount: Auto-fetched based on the selected tranche

  2. Tranche:  Auto-fetched based on the selected tranche

  3. Due Date:  Auto-fetched based on the selected tranche

  4. Tax Invoice No.: It will be auto generated 

  5. Upload UC/ Invoice: Utilisation certificate or invoice can be uploaded

  6. Grant Request Letter: Grant request letter to be uploaded and it is a mandatory field

  7. Remarks: Remark/ request to finance team can be mentioned and the same will be sent to the finance team in request mail content.

On click of Send finance for Fulfilment button, following actions will be performed:

1. An email will be triggered with uploaded documents to the following users:

• To: finance@samhita.org, CC: Requested user from Project, From: samhitacares@samhita.org 

• Refer image no. 5 for the same.

2. Status and User column will be updated as Grant Request and <Requested User Name> respectively. This will be reflected in the Entity Details section as well as in the Funder Tranches tab of the Finance section. Refer image no. 6 and 7 for the same.

A tranche can be deleted before grant request and its approval as in image no 8, 9.

Uploaded documents for Grant Request can be downloaded from the Finance section as in image no. 10:

Once the grant request is fulfilled and the grant amount is disbursed then a disbursement entry will be made by clicking on three dot option→ Add Fund Details button as shown in image no. 11:

On Add Fund Details screen, all fields will be auto-fetched from system except following fields:

• 1. Date- Actual Date of Disbursement (mandatory field)

  2. Transaction ID: Transaction ID (mandatory field)

  3. Amount: Actual disbursed amount (mandatory field)

  4. Remark: Remark, if any

After giving all input, the user will click on the Submit button and the following actions will be performed:

• Status and User columns’ values will be changed to Fulfilled and <User name who has done the disbursement entry> respectively as in image. This will be reflected in Entity Details and Finance both sections. Refer image no. 13 and 14.

• Cash flow will also be updated with disbursement entry as in image no. 15.

Once the grant amount is received then the Project team does payment requests for partners. System will allow the Project team to define Partner Tranches for different deliverables and the same will be requested from the Entity Details section.

Project team can define the partner tranches with deliverables and fund type (committed or additional). 

Multiple deliverables can be added for a funder by clicking on +Add Deliverables button. All deliverables should be mapped to the MoU for which partner tranches needs to be defined. After entering deliverables and MoU mapping user needs to click on Save button.

After adding deliverables, partner tranches can be defined by clicking on +Add Partner Tranche button and on click of this button screen will appear as in image no. 4.

Entity Name dropdown, Entity Type, Entity ID fields shall be auto-fetched from the system and the remaining fields shall be filled by following:

1. Deliverables: In this dropdown added deliverables will be listed and can be selected to define committed amount in a tranche. It is a mandatory field to create a Partner Tranche.

2. Fund Status: In this dropdown, Committed and Additional options are available and can be selected to define committed or additional funds in a tranche. It is a mandatory field to create a Partner Tranche.

3. Fund Type: In this dropdown, Programmatic and Secretariat are available and can be selected to define committed/ additional funds by fund type in a tranche. It is a mandatory field to create a Partner Tranche.

4. Intervention: In this dropdown, Intervention mapped to the selected entity and the user can select required option to define intervention wise funds, not a mandatory field

5. Instruments: In this dropdown, Instruments mapped to the selected entity and the user can select required option to define intervention wise funds. 

6. Impacted Participants: No. of impacted participants to calculate unit cost for the selected intervention, not a mandatory field

7. Planned Amount: Planned amount to calculate unit cost for the selected intervention. It is a mandatory field to create a Partner Tranche.

8. Date: Date on which funds has been committed, It is a mandatory field to create a Partner Tranche.

9. Remarks: Remark, if any

After giving all inputs as in image no. 5, on click of the Submit button, following action will be performed:

• Tranche will be recorded in Entity Details section and Finance section, refer image no. 6 and 7 

• It will also be reflected in the Cash flow tab as in image no. 8

On click of Reset  button, all the input fields shall be reset.

On click of Cashflow button, project team can see funder/ partner tranches as in below images:

On click of < Entity Details button, user will be redirected to Entities.

To raise payment requests for a partner, the Project team will select the required Implementation Partner from the Entity Details section and will click on the button available in the Payment Request column. On click of this button, Payment Request screen will appear with following fields:

1. Amount: Auto-fetched based on the selected tranche

2. Tranche:  Auto-fetched based on the selected tranche

3. Due Date:  Auto-fetched based on the selected tranche

4. Tax Invoice No.: It will be auto generated 

5. Upload Invoice/ GRL (mandatory field): Invoice can be uploaded

6. Upload Fund Utilization Report: Utilization Report to be uploaded

7. Approval (mandatory field): Required Approver user can be added from this dropdown

8. Remarks: Remark/ request to the selected approver and the same will be sent via Email with uploaded docs and via WhatsApp Notification

9. Other Documents: To add other documents other than Invoice or UC

After providing input in the above mentioned fields, requester will click on the Send for approval button. On click of Send for approval button, payment request will be notified to the approver. 

Samhita Staff can raise multiple payment requests for a partner tranche.

In the second payment request, the initiator will not be permitted to modify any documents that were uploaded during the first payment request for the same tranche.

Once the previous request is approved then only the system will allow it to raise again.

Approval tab under partner tranches:

Approvers shall receive all payment request under this tab which displays payment requests to the selected Approver only for approval/ rejection.

• For each payment request, the approver will see Approve and Reject buttons. Upon clicking either button, a popup will appear prompting the approver to add an approval or rejection remark. 

• Approver adds remark(s) and click on submit button to Approve the request.

Following updates will be displayed under Partner Tranches section post approvals:

• Status and User columns will be updated as Payment Request and <Payment Requester Name> respectively. This will be reflected in the Entity Details section as well as in the Partner Tranches tab of the Finance section, refer image no. 3 and 4.

• Last Approved By will be updated as per the last approver who approved the payment request.

• Payment request entry will also reflect in the Cash Flow tab.

Once the payment request is approved then it will be fulfilled and disbursed by Finance team and a disbursement entry will be made for the same under Finance section→ Partner Tranche→ Required Tranche→ three dot option→ Add Fund Details→ on click of this button, all fields will be auto-fetched except below fields:

1. Date: Actual disbursed date

2. Amount: Actual disbursed amount

3. Transaction ID: Transaction ID 

4. Approved By: Approvers' names who had been selected during payment request

5. Remark: Remark, if any

Uploaded documents for payment requests can be downloaded from Finance section→ Partner Tranche

On click of Submit button, Tranche record will be updated with following actions:

1. Status and User columns’ values will be changed to Fulfilled and <Finance team user who has added this entry>, this will be reflected in both sections i.e. Entity Details and Finance as in image no 7 and 8.

2. Cash flow will also be updated with disbursement entry as in image no. 9.

User can apply sorting and filtering on the all three tabs of finance module as per below: