Frequently Asked Questions

Managed Print Services

Managed print Services is an integrated bundle of end-to-end services, consulting, equipment, spare parts and supplies which optimize the existing and new print Infrastructure by enhancing productivity, reducing costs, and maintaining document security. A thorough assessment with detailed analysis helps to identify the existing print infra and offer customized print solution for the organization which reduces capital expenditure and help companies focus on their core offerings.

We analyze your office needs and existing print infrastructure to determine the best possible setup. For a free assessment, please contact us at +91 9019915746, info@wepdigital.com.

WeP MPS Device management solution has a system alert that notifies your service provider and/or IT administrator in case of any issue with your printer, and our support team will also be notified.

MPS will assist you in optimizing your print usage and workflows. You save energy and paper by doing so. Our secure print solution also helps in print wastage by providing quota management and print security.

With our WeP MPS solution, we offer different brands of printers based on what the customer needs, all under one contract. 

Any mid to big sized company’s printing expense is usually equal to 3% of a company’s revenue this is where Managed print services help to cut down the expenses. A MPS provider takes primary responsibility for managing the overall printer fleet, including devices, consumables, and service it  will free you and your employees from tedious work—allowing you to focus on more productive tasks. It will also free you from distractions (like when a printer goes down) and tracking inventory (such as when you need more toner). With MPS, it’s all taken care of for you. That way, your employees can focus on what’s actually important: your business.

By outsourcing some or all print ­management functions to a managed print service provider, businesses can save as much as 30 percent annually, according to IDC research.

No, paper is not included under MPS, the end-to-end service includes monthly preventive maintenance, toner/consumable supply, spare parts, equipment, Printer monitoring tool, other optional functions like Secure Printing Technology, PIN-based printing, Card based printing, follow me printing etc.

  1. Managing your printer is no more your headache, for any issue you can log a support call our engineer will visit and rectify the issue within assigned time frame.
  2. Printer management tool gathers all information about your printers on one dashboard and gives a comprehensive view of pages printed report, toner usage report, connectivity etc which helps in monitoring and eventually reducing the wastage.
  3. Cost saving with Managed print services you can use real-time usage dashboards and forecasting tools for your network of devices. This leaves you in a better position to manage your budget.
  4. Secure printing technology protect your IP security risks your organisation faces.
  5. With e-waste certified Managed print service provider you can reduce your carbon footprint by as much as 60%.
  6. Overall increase in productivity and efficiency. 

Printer management tool is a utility software that provide a comprehensive view of all your network of printers via single dashboard. It shows the live status of printer, total pages printed, overall health of a printer etc. With remote monitoring tool automatic supply and service alerts are sent to the appropriate department to address the issue such as no paper alert, paper jam alert, low toner alert etc.

Customer can pay for MPS services either by taking printer on monthly rental (Leasing) + Per page charges or by purchasing the device and Per page charges. In some cases, we offer Free copies or monthly fixed commitment, all these costs cover the cost of equipment, the consumables, spare parts, warranty, service and other MPS element. 

We provide box packed new printer to all our customer for Managed print services.

There are only three steps for managed print services:-

a) Assessment – We review your current printer infrastructure and provide detailed guidelines on a streamlined printing environment, including forecasting of potential future savings. Usually, a company saves up to 29% when they opt for Managed Printer Services.

b) Optimization – After the detailed assessment, we gather all required info about the print infra with that we consolidate the device that improves user-to-device ratios that increase productivity and reduces the cost.

c) Management – Continuous process improvement, training, remote management, and preventive maintenance to increase the printer uptime.

The first step of Managed print services is to provide complete picture of your current print infrastructure. The thorough assessment of printer Infra provides the complete details of no of printers installed, USB or network, Color or Mono, Single function or Multifunction. This analysis also helps to identify the employees to printer’s ratio, no of pages being printed on daily, monthly and annual basis. These detailed analysis helps us to take the informed decision to minimize the hidden cost of non-efficient printers and improve the overall IT productivity.

Everything relies on your needs for printing. If you are running a single location firm with five to ten printers, it's cheaper to manage them yourself. However, to expand soon across multiple towns and take into account the benefits of Managed Print Services such as the savings in hardware costs (CAPEX) and the supply costs, service costs, and resources (together referred to as your Total Cost Ownership or TCOs) then managed print service will definitely save your printing costs and surely allow your IT resources to focus on more valuable activities that align with your company's vision and mission.

Total Cost of Ownership (TCO) in printing is the cost of running and maintaining your printers and multifunction printers over their lifetime (5-10 years), which includes the cost of the printer, the ongoing need for toner, spare parts, dedicated resources to manage the printer and other hidden costs. You might be surprised to learn that the cost of running and maintaining your printers over their lifetime usually exceeds the original purchase price of the printer.

You will still have complete control over your printing environment. As your Managed Print Service Provider, we work on printer-related issues as an extension of your IT department. We manage your printers and strive to keep them operational through routine maintenance. All final decisions regarding your printer or copier fleet will be made solely by you.

Yes. WeP expert has the experience and training on multifunction and network print device technology, and how an organization’s workflow can be optimized. Utilizing a print environment is very important for reducing the cost. After a detailed assessment of print infrastructure, we improve user-to-device ratios that increase productivity and reduce cost.

Enterprise-class printers are designed specifically to serve businesses and differ from typical off-the-shelf printers. They offer a lower total cost of ownership due to their integrated business functionality and lower ongoing support costs. Through their onboard processing capabilities, they minimize the impact on networks and IT management time. Enterprise-class print solutions can also help protect sensitive documents by providing multiple secure printing capabilities. As an example, users can submit a print job from their computer or mobile device and then securely retrieve it from any solution-enabled printer.

Because every business is unique and has unique requirements, there are no “one-size-fits-all” solutions. WeP Managed Print Services is tailored to the needs of the individual customer, considering their current print environment, TCO, and future business and printing requirements. Your Managed Print Service contract will include the best options available for your company.

You will still have complete control over your printing environment. We work on printer-related issues as an extension of your IT department as your Managed Print Service Provider. We manage your printers and strive to keep them operational through routine maintenance so that you do not have to. All final decisions regarding your printer or copier fleet will be made solely by you.

Managing a printer fleet goes hand in hand with being environmentally concerned. WeP believes and encourages reducing wasteful printing and redundant resources. Reusing the old printer or R-code printers, make better use of the existing fleet by extending its useful life. Finally Disposing of supplies and printers in an environmentally friendly way.

Ricoh Printers/Consumables

The Shiny Materials Mode allows users to scan shiny and reflective materials, such as jewelry and watches, with better results. It works by adjusting the optical scanner’s light intensity to compensate for the object’s surface characteristics. This reduces the white lines caused by light reflected off metal and shiny surfaces in the final output.

GHS labels are used to inform workers about the hazards of specific chemicals and how to handle them safely. The information is usually represented as red and black pictograms (graphic symbols).  These devices’ support for GHS label printing allows us to target manufacturers, importers, suppliers, and end-users of hazardous chemicals.

Yes, GDI (Graphics Device Interface) and DDST (Dynamic Data Streaming Technology) are interchangeable terms. These printers are intended to accept output from a Microsoft Windows-based host computer. It serves as a bridge between all Windows-based applications and printers.  DDST printers are compatible with the GDI standard, however, Microsoft uses GDI terminology, whereas Ricoh uses DDST.

In the case of an app such as Microsoft Word or PowerPoint, the application uses the GDI to translate the requests of the person into commands that the output device driver understands. The output device driver transmits the instructions to the monitor or printing unit and the images and prepared texts are displayed on the screen or on paper for the person as an image.

Automatic Document Feeder (ADF) is a printer capacity that allows a device to automatically scan a stack of paper. There are two types of the automatic document feeder.  Single Pass Document Feeder (SPDF) also called DADF which scans both sides of a page simultaneously. In other words, the page must only go through the feeder once. The scanning speed of these ADFs is higher.  An automatic reverse document feeder (ARDF) scans one side of a page before flipping or reversing it to scan the other side. Due to this reverse mechanism, the scanning speed of ARDF is usually lower than SPDF.

Scan to Email allows files to be scanned and sent to email addresses directly from supported Ricoh printers or multifunction printers (MFPs). Documents are scanned on the platen glass or the document feeder. When the Scan to Email function is selected, the scanned document is sent to one or more email addresses over the internet or the intranet, via the mail server.  Scan to Email supports single-page TIFF, JPEG, PDF, PDF/A, and high compression PDFs, as well as multi-page TIFF, PDF, PDF/As, and high compression PDF file formats.

Scan to Email supports SMTP and POP before SMTP authentication, to prevent unauthorized access to the mail server. Users can also add a digital signature using the Scan to Digitally Signed PDF feature.

And to ensure the emails are only sent to authorized destinations, the administrator can configure these settings at the device:

  1. Disable the manual entry of email addresses—restricting the user to enter email addresses from the device address book only.
  2. Restrict users from adding to or changing the address book.

EZ Charger Suite Embedded is an affordable cost accounting solution that is ideal for SMBs. It provides all the important features required to accurately monitor and control MFP resources and user operations. For example, it gives administrators the ability to track copy, print, scan, and fax operations, as well as set usage quotas for individual users. EZ Charger Suite Embedded doesn’t require a connection to a server. It supports tracking and monitoring for up 10 devices and up to 2,000 users. It supports devices with Ricoh’s second-generation Smart Operation Panel and is also compatible with Ricoh Interactive Whiteboards (IWBs). The solution can be upgraded to the server-based EZ Charger Suite Server if customers need to monitor more than 10 devices.

Multifunction printers (MFPs) allow users to send scanned documents to shared folders on various networks. Compatible MFPs support these three methods of Scan to Folder:

  1. Scan to SMB (for Windows environments)
  2. Scan to NCP (for Novell NetWare environments)
  3. Scan to FTP (for environments with mixed operating systems).

Scan to Folder supports single-page TIFF, JPEG, PDF, PDF/A, and high compression PDFs, as well as multi-page TIFF, PDF, PDF/As, and high compression PDF file formats. Users can also add a digital signature using the Scan to Digitally Signed PDF feature.

Optical Character Recognition (OCR) is a Recognition of printed or written text characters by scanning the text character-by-character. Each character is analyzed for light and dark areas, to identify the letter or number. The character is then translated into text.

Ricoh Multifunction Printers are equipped with numerous connectivity features; you can connect your mobile phone via Bluetooth, Direct Wifi, NFC, or QR code to print, scan, copy, and perform other tasks; however, you must first download and install the Ricoh Smart Device Connector App in you mobile.  Watch the video below to learn how to connect your mobile device to your Ricoh MFP through QR code and print using the Ricoh Smart Device Connector.  (Video Link) - https://www.youtube.com/watch?v=scFtiedhp_c 

The duty cycle refers to the maximum number of prints/copies per month that the machine can generate. This is a manufacturer-supplied number.  Ricoh MP2555 SP, for example, with a monthly duty cycle of 100,000 prints/copies. While this machine is capable of producing up to 100,000 high-quality prints each month theoretically, servicing difficulties will quickly accumulate. The equipment was not designed to operate at this level on a monthly basis it will lead to machine breakdown before completing its life.

Ricoh's MP 2014 series is an entry-level, 20ppm black and white multifunction printer. MP 2014 is capable of copying, printing, and scanning. It lacks duplexing feature(dual-sided printing), which means you must manually change the paper to print on the reverse side. Additionally, it lacks an ADF (automatic document feeder) that can scan stacks of documents. It comes with a platen which is capable of scanning only one document at a time, While the MP 2014D includes copy, print, and scan capabilities in addition to a duplex unit, the MP 2014AD includes copy, print, and scan capabilities in addition to a duplex unit with ARDF.

The duty cycle of Ricoh MP 2014 is 30,000 copies per month.

Ricoh MP 2014 comes with a standard tray with a capacity of 350 sheets; however, you may add two alternative paper trays with a capacity of 500 pages. Thus, you may add up to 1350 sheets of paper in total.

The core difference between Ricoh M2701 and Ricoh M2700 is that the M 2700 comes with a platen cover as standard while the M 2701 is equipped with an ARDF, which reduces manual document handling time.

Ricoh IM 2702 is also a 27 PPM A3 black & white printer which is equipped with an ARDF and there are other standard features like Wireless Lan, Wifi-Direct through 7-inch smart operation panel 

Additionally, the device supports Ricoh Smart Integration which offers cloud workflow applications to connect the device to external cloud services and third-party apps. The IM 2702 also supports a range of Ricoh productivity, document security, and device management software such as Enhanced Locked Print NX, Card Authentication Package, Device Manager NX, and more.

Ricoh printer naming convention is very simple to let’s understand with an example of Ricoh IM430F. This printer is an A4 size printer with Fax capability.

If Numbers in the name is 3 digits, then it will be A4 size printer (430 is 3 digit), and If there are 4 digits then it will be A3 size printer, First 2 digits of the number denotes the printing speed, like in the example the printing speed is 43 ppm.

IM denotes – Intelligent Multifunctional Printer 

P denotes – Printer  

C – Colour 

Let’s take one more example Ricoh IM 2702 is a 27 ppm Intelligent multifunction printer with A3 size printing capability

Unit life generally denotes the lifespan of a printer in terms of copies printed. For example, Ricoh IM 2702 has a unit life of 6,00,000 copies or 5 years whichever comes first. At maximum, it can reach extra 3-4 years if the machine is used optimally.

Ricoh MP 2555SP is a 25 ppm A3 black and white MFP, these devices have a high duty cycle of up to 200,000 copies per month and an outstanding unit life of up to 3,200,000 copies or 5 years.

Electronic sorting allows customers to easily identify the different sets of copies on a single tray. This will increase productivity as customers will not be required to manually sort the order of the pages.

e-Invoice Portal

As per Rule 48(4) of CGST Rules, notified class of registered persons have to prepare invoice by uploading specified particulars of invoice (in FORM GST INV-01) on Invoice Registration Portal (IRP) and obtain an Invoice Reference Number (IRN). After following above ‘e-invoicing’ process, the invoice copy containing inter alia, the IRN (with QR Code) issued by the notified supplier to buyer is commonly referred to as ‘e-invoice’ in GST. Because of the standard e-invoice schema (INV-01), ‘e-invoicing’ facilitates exchange of the invoice document (structured invoice data) between a supplier and a buyer in an integrated electronic format. Please note that ‘e-invoice’ in ‘e-invoicing’ doesn’t mean generation of invoice by a Government portal.

As per Rule 48(4), notified person has to prepare invoice by uploading specified particulars in FORM GST INV-01 on Invoice Registration Portal and after obtaining Invoice Reference Number (IRN).  As per Rule 48(5), any invoice issued by a notified person in any manner other than the manner specified in Rule 48(4), the same shall not be treated as an invoice.  So, the document issued by notified person becomes legally valid only with an IRN.

Yes. For entities not having their own ERP/Software solutions, they can use the free offline utility (‘bulk generation tool’) downloadable from the e-invoice portal.

Yes. The QR code (containing, inter alia, the IRN) which comes as part of signed JSON from IRP, shall be extracted and printed on the invoice.

Yes, it is possible to use different colors.

Yes. Whenever it is outward supply for a registered person.

Navigate to the sidebar & click on -- Download Documents. You will be able to download all the documents available for download.

Yes, subject to condition mentioned in Rule 48(4) of CGST Rules but Invoice Reference Number is not required to issued in case of Delivery Challans.

  1. Invoices
  2. Credit Notes
  3. Debit Notes

when issued by notified class of taxpayers (to registered persons (B2B) or for the purpose of Exports) are currently covered under e-invoice.  Though different documents are covered, for ease of reference and understanding, the system is referred as ‘e-invoicing’.

Multiple modes are available so that taxpayer can use the best mode based on his/her need:  

  1. API based (integration with Taxpayer’s System directly)
  2. API based (integration with Taxpayer’s System through GSP/ASP)
  3. Free Offline Utility (‘Bulk Generation Tool’, downloadable from IRP) Web-based / mobile app-based modes will also be provided in future.

The QR code will consist of the following key particulars of e-Invoice: 

  1. GSTIN of Supplier
  2. GSTIN of Recipient
  3. Invoice number, as given by Supplier
  4. Date of generation of invoice
  5. Invoice value (taxable value and gross tax) 
  6. Number of line items
  7. HSN Code of main item (line item having highest taxable value)
  8. Unique IRN (Invoice Reference Number/hash)
  9. IRN Generation Date

The size of the printed signed QR code can be 2 X 2 inches. However, it depends on the size of the space available on the invoice. But it should be readable from the QR code scanners.

Needs to be generated.

Supplies to registered persons (B2B), Supplies to SEZs (with/without payment), Exports (with/without payment), Deemed Exports, by notified class of taxpayers are currently covered under e-invoice.

‘Schema’ simply means a structured template or format. ‘e-invoice’ schema is the standard format for electronic invoice. It is notified as ‘Form GST INV-1’.

Yes. Apart from the QR code relating to IRN, the supplier is free to place any other QR Code which is required as per business needs or otherwise mandated by any other statutory requirement. In such cases, the QR Codes need to be marked clearly so that they can be distinguished easily.

e-Way bill will be generated when there is a movement of goods in a vehicle/ conveyance of value more than Rs. 50,000 (either each Invoice or in aggregate of all invoices in a vehicle/conveyance) -

  • In relation to a ‘supply’
  • For reasons other than a ‘supply’ (say a return)
  • Due to inward ‘supply’ from an unregistered person.

 No. Reporting B2C invoices by notified persons is not applicable/allowed currently. However, they will be brought under e-invoice in the next phase.

Invoice details in prescribed schema (INV-01) have to be reported to IRP in JSON format.  ‘JSON’ stands for JavaScript Object Notation. It can be thought of as a common language for systems/machines to communicate between each other and exchange data.  As the ERP or Accounting software will generate it, taxpayer need not worry about it. This format is also used in GST system for reporting all data to GST System.

 Yes. The cancellation request can be triggered through ‘Cancel API’ within 24 hours from the time of reporting invoice to IRP  However, if the connected e-way bill is active or verified by officer during transit, cancellation of IRN will not be permitted.In case of cancellation of IRN, GSTR-1 also will be updated with such cancelled status.

There is no much difference indeed. Registered persons will continue to create their GST invoices on their own Accounting/Billing/ERP Systems. These invoices will now be reported to ‘Invoice Registration Portal (IRP)’. On reporting, IRP returns the e-invoice with a unique ‘Invoice Reference Number (IRN)’ after digitally signing the e-invoice and adding a QR Code. Then, the invoice can be issued to the receiver (along with QR Code). A GST invoice will be valid only with a valid IRN.

Yes, e-invoicing is applicable for supplies by notified persons to SEZs.

The limit is kept at 1000 presently. It will be enhanced based on requirement in future.

No, once an IRN has been cancelled, the invoice number associated with it cannot be used to generate another e-invoice/IRN. In the event that it is used again, IRP will reject it when it is posted to IRP.  This is because IRN is a one-of-a-kind string derived from the Supplier's GSTIN, Document Number, Document Type, and Financial Year.

GSP does in batch whereas to govt site it goes as bulk.

e-Invoicing is not applicable for import Bills of Entry.

Presently, From October 1, 2020 e-invoicing is mandated for businesses with annual turnover of more than ₹500 crore. By January 1, 2021 it is available to taxpayers having turnover more than ₹100 crore a year. It will be finally made available to all taxpayers for B2B transactions from April 1, 2021.

As per latest notification, e-invoicing will be mandatory w.e.f. 1st January, 2021, for notified classes of registered persons (those having aggregate annual turnover at PAN level more than Rs. 100 Crores).

e-invoice has many advantages for businesses such as Auto-reporting of invoices into GST return, auto-generation of e-way bill (where required). e-invoicing will also facilitate standardisation and inter-operability leading to reduction of disputes among transacting parties, improve payment cycles, reduction of processing costs and thereby greatly improving overall business efficiency.

Businesses will continue to issue invoices as they are doing now. Necessary changes on account of e-invoicing requirement (i.e. to enable reporting of invoices to IRP and obtain IRN), will be made by ERP/Accounting and Billing Software providers in their respective software. They need to get the updated version having this facility.

e-Invoice is required to be issued to the issued mandatorily for B2B (Business to Business) B2G (Business to Government) Exports Supplies through e-commerce operators Reverse Charge Transactions

No, only unique invoice from a taxpayer will be accepted by the e-invoice system. E-invoice system will check in Central Registry of GST system to ensure that same invoice from same supplier pertaining to same financial year is not being uploaded again for generating one more IRN.

Currently, there is no configuration provided for the users to change the position of QR code in invoice.

Yes if they have the specified turnover and fulfilling other conditions of the notification.

If there is a mistake, incorrect or wrong entry in the e-invoice, then it cannot be edited or corrected. Only option is to cancel that invoice/IRN and report a new document (with new number) and generate a fresh IRN.

This error occurs due to some technical issue or if any comma’s (,), extra space or any special character is present in the CSV file.

This error occurs when customer has not updated the username and password into the WeP Portal. 

Master Management → Add GSTIN → e-Invoice Username & Password.

This error occurs when mentioned GSTIN is Inactive/Suspended.

Data will be available for 18 Months.

Yes, Within 30 days.

An e-Invoice cannot be partially cancelled, it has to be cancelled fully. Once cancelled, it will need to be reported into the IRN within 24 hours. A cancellation done after 24 hours cannot be done on the IRN and needs to be manually cancelled on the GST portal before the returns are filed.

Yes

SAP, Oracle, Microsoft Dynamics/AX.

IRN Consists of 64 characters

Invoice Reference Number

The e-wаy bill will continue to be mandatory for the transportation of goods, based on invоiсе vаluе norms, as it has been in the past. When this mеchаnism is nоtified by the government, this аspеct will be nоtified by the government.

The values in an e-invoice cannot be changed or modified once it has been generated. An invoice can't be changed once it's been prepared, according to GST rules. This idea also applies to an E-Invoice if it is prepared.

  1. Special Economic Zone Units.
  2. insurer or a banking company or a financial institution, including a non-banking financial company.
  3. goods transport agency supplying services in relation to transportation of goods by road in a goods carriage.
  4. Suppliers of passenger transportation service.
  5. Suppliers of services by way of admission to exhibition of cinematograph films in multiplex screens.

No it is not applicable.

Invoice Registration Portal (IRP) is the website for uploading/reporting of invoices by the notified persons.  Notification no. 69/2019-Central Tax dated 13.12.2019, ten portals were notified for the purpose of preparation of the invoice in terms of Rule 48(4).

A system/utility to report e-invoice details in JSON format to IRP and to receive signed e-invoice in JSON format from the Portal.

No. The seller will not be able to create IRN. This will only be returned by the IRP (portal).

Where e-invoicing is applicable, there is no need of issuing invoice copies in triplicate/duplicate. This is clearly specified in Rule 48(6).

No. Invoice no. (e.g. ABC/1/2019-20) is assigned by the supplier and is internal to the business. Its format can differ from business to business and is also governed by relevant GST rules.  IRN, on other hand, is a unique reference number (hash) generated and returned by IRP, on successful registration of e-invoice.

IRN is a unique 64-character hash, e.g. 35054cc24d97033afc24f49ec4444dbab81f542c555f9d30359dc75794e06bbe

Yes. Once the IRP returns the signed JSON, it can be converted into PDF and printed, if required.

No. It’s optional. IRN is anyway embedded in the QR Code to be printed on the invoice.

The QR code will be part of the signed JSON, returned by the IRP. It will be a string (not image), which the ERP/accounting/billing software shall read and convert into a QR Code image for placing on the invoice.

No. It must be completely cancelled. There is no partial cancellation of a reported e-invoice permitted. Invoice cancellation is controlled by Accounting Standards as well as any other applicable rules/regulations.

Yes. When invoice details are successfully reported to IRP, the invoice data (payload), including the IRN, is saved in the GST System. The GST system will auto-populate them into the supplier's GSTR-1 and the appropriate receivers' GSTR-2A/2B.

If the e-invoice schema includes both Part-A and Part-B of the e-way bill, the details will be used to construct the e-way bill.

If Part-B details are not provided when reporting an invoice to IRP, they must be provided by the user via the 'e-way bill' tab in IRP log in or the eWay Bill Portal in order to generate an e-way bill.

Yes, subject to the conditions specified in Rule 48(4) of the CGST Rules, however Invoice Reference Numbers are not needed to be supplied in the case of Delivery Challans.

Yes, it must be produced.

e-Invoice API's

All APIs have to be tested on the sandbox environment. Each API with at least 50 success cases and 50 failed cases with different errors to be tested.

Signing of invoice is required by the rules notified by the Government of India. A placeholder for digital signature has been added in the e-invoice schema and hence if a signed e-invoice is sent to IRP, the same will be accepted.

The e-invoice will be digitally signed by the IRP after it has been validated. The signed e-invoice along with QR code will be shared with creator of document as well as the recipient.

Once it is registered, it will not be required to be signed by anyone else.

When customers face Inactive GSTIN or GSTIN not available error it is advised by NIC to use Sync API to Sync the details for the given GSTIN.

The mandatory fields are those that MUST be there for an invoice to be valid under e-Invoice Standard.

The optional ones are those that may be needed for the specific business needs of the seller/business. These have been incorporated in the schema based on current business practices in India.

The registration of an e-invoice will only be possible once it has ALL the mandatory fields uploaded into the Invoice Registration Portal (IRP).

An optional field not having any value can be reported with null or can be omitted from the payload.

e-Invoice/ Generate IRN API allows for maximum of 1000 line items per document

The printed signed QR code can be up to 2 X 2 inches in size. However, this is dependent on the size of the invoice's available space. However, it should be readable by QR code scanners.

GSP operates on a batch basis, whereas government sites operate on a bulk basis.

No, e-invoicing is not applicable to nil-rated or wholly-exempt supplies as in these cases, only a bill of supply is issued and not a tax invoice.

Yes, assuming they have the specified revenue and meet all other notification requirements.

GST Filing

Quarterly Return, Monthly Payment of Taxes (QRMP) Scheme is a scheme to simplify compliance for small taxpayers. Under this scheme, taxpayers having an aggregate turnover at PAN level up to Rs. 5 crores can opt for quarterly GSTR-1 and GSTR-3B filing. Payment can be made in the first two months by a simple challan in FORM GST PMT-06. For the ease of taxpayers, system has assigned quarterly frequency to small taxpayers automatically.

No, only unique invoice from a taxpayer will be accepted by the e-Invoice system. e-Invoice system will check in Central Registry of GST system to ensure that same invoice from same supplier pertaining to same financial year is not being uploaded again for generating one more IRN.

 For more info: info@wepdigital.com

Yes. It is possible under master management -- Add GSTIN.

a) without opting for the same?
 

A: Taxpayers eligible for the simplified compliance scheme were assigned quarterly frequency by the GST system. All taxpayers were informed regarding the frequency assigned to them by e-mail and SMS.

b) even when my aggregate turnover on PAN is greater than Rs. 5 crores?
 

A: For determining the eligibility for QRMP, the turnover was determined based on the values declared by taxpayers in Table-3.1 of GSTR-3B (except inward supplies attracting reverse charge) for the Financial Year 2019-20. If a component of the turnover, like exempted or non-GST turnover, was not declared by a taxpayer in GSTR-3B or was declared in next financial year, then the turnover computed by the system for such taxpayers could be less than Rs. 5 crores. Such taxpayers may have been assigned to QRMP based on values declared by them in GSTR-3B. Such taxpayers are advised to opt-out of scheme for quarter Apr-Jun’21 by 30th April 2021.

c) even when my aggregate turnover on PAN is up to Rs. 5 crores?
 

A: At the time of assigning the frequency by the system, system considered the aggregate turnover of the taxpayer and the filing status of FORM GSTR-3B for the month of October 2020. If the said GSTR- 3B was not filed till 30th November 2020, the taxpayer was assigned to monthly frequency. The system allows the taxpayer to opt for QRMP scheme only if the last applicable return in FORM GSTR-3B, whose due date is over, is filed.


Illustration:
If the taxpayer is trying to opt for QRMP Scheme on 25th Feb’21, from Quarter Apr-Jun’21 onwards then it will be allowed only if the return in form GSTR-3B is filed for the month Jan’21.

If the taxpayer is trying to opt for QRMP Scheme on 19th Feb’21, from Quarter Apr-Jun’21 onwards then it will be allowed only if the return in form GSTR-3B is filed for the month Dec’20.

The last date to choose or change the filing frequency for the quarter of January to March 2021 was 31st January 2021. After 31st January 2021, the filing frequency cannot be changed for the quarter January to March 2021.
 

However, for the quarter of April to June 2021, taxpayers may change their filing frequency from quarterly to monthly from 1st February 2021 to 30th April 2021.
It may be noted that profile selection is not a recurring requirement every quarter. Once a frequency has been opted for, it is applicable for all future periods unless changed further.
 

Invoice Furnishing Facility (IFF) is an optional facility made available as per Rule-59(2) of the CGST Rules, 2017. This is provided for those quarterly taxpayers who want to pass on input tax credit (ITC) to their recipients (buyers/customers) in first two months of a quarter. Since IFF is an optional facility, it poses no additional compliance burden. It is a facility for those quarterly filers who intend to pass ITC to their recipients in first two months of the quarter. It may be noted that since IFF is an optional facility, IFF for a month will expire after the due date of 13th of next month and cannot be filed after this date.
 

Invoice Furnishing Facility (IFF) is an optional facility to those taxpayers who want to pass on input tax credit (ITC) to their recipients (buyers/customers) in first two months of a quarter. Those taxpayers who do not have to pass credit to their recipients need not file IFF in the first two months of the quarter. They may declare their outward supplies in the quarterly FORM GSTR-1. It may be noted that since IFF is an optional facility, IFF for a month will expire after the due date of 13th of next month and cannot be filed after this date.

While remitting payment through challan, the taxpayer has to select “Monthly Payment for Quarterly Taxpayer” option. In first two months of the quarter, payment of liability can be made by either of the following two methods:
 

a) Fixed Sum Method: Portal will generate a pre-filled challan in Form GST PMT-06. The system generated pre-filled challan in this case is commonly also known as 35% challan.

b) Self-Assessment Method: The actual tax due is to be paid through challan, in Form GST PMT-06, by considering the tax liability on inward and outward supplies and the input tax credit available for the period as per law.

The due date for making payment by challan is 25th of the next month.
 

In fixed sum method, the taxpayer is required to pay a system generated challan in the first two months of a quarter. The system generated pre-filled challan in this case is commonly also known as 35% challan. If fixed sum method is opted for by the taxpayer & there is no ITC to be passed in that month, then except for paying system generated challan, no other compliance requirement is there in the first two months of the quarter.
 

Under the fixed sum method, depending on the filing frequency in the previous quarter, the 35% challan is calculated by either of the following methods:
 

Method (a):
An amount which is equivalent to the amount paid as tax from electronic cash ledger in their GSTR-3B return for the last month of the immediately preceding quarter, where the GSTR-3B return was furnished on monthly basis.

OR

Method (b):
35% of amount paid as tax from electronic cash ledger in their return for the preceding quarter, where the GSTR-3B return was furnished on quarterly basis; or
It may be noted that since QRMP scheme is introduced in January 2021, all taxpayers were monthly filers in December 2020. Hence, the 35% challan will be populated as per method (a) for the quarter of January to March 2021 for quarterly filers.
 

Illustration:
 

Method (a):
Taxpayer paid liability by cash amounting to Rs. 5500/- [IGST: Rs. 2,000/-, CGST: Rs. 1,000/-, SGST: Rs. 2,500/-] in monthly GSTR-3B for December 2020. The 35% challan generated as per the fixed sum method for January to March 2021 quarter will be of Rs. 5,500/- with the same head-wise break-up.

Method (b):
Taxpayer paid liability by cash amounting to Rs. 7000/- [IGST: Rs. 1,000/-, CGST: Rs. 2,000/-, SGST: Rs. 4,000/-] in quarterly GSTR-3B for January to March 2021. The 35% challan generated as per the fixed sum method for April to June 2021 quarter will be of Rs. 2,450/- [IGST: Rs. 350/-, CGST: Rs. 700/-, SGST: Rs. 1,400/-].
 

Supplies made to unregistered persons (also called B2C supplies) are not required to be declared in IFF. These may be declared in FORM GSTR-1 for the quarter.

Taxpayers will be provided with a draft GSTR-3B, which will contain the details of the liability to be paid by taxpayers in the quarterly GSTR-3B. This will be prepared based on the supplies declared in FORM GSTR-1 for the quarter. It will also contain data from the optional IFF, if any is filed in either of the first two months of the quarter. The said system computed values will also be auto- populated in quarterly GSTR-3B.

In first two months of the quarter, no declaration pertaining to ITC is required to be made. The available ITC for the entire quarter will be made available by the system in quarterly FORM GSTR-2B. This quarterly facility will be in addition to the FORM GSTR-2B being made available on monthly basis, which can still be used for doing self-assessment.
 

Filing frequency either monthly or quarterly can be selected as per timelines mentioned in below table.

Kindly navigate: Services > Returns > Opt-in for Quarterly Return
 

Effective Quarter (1)Period during which filing frequency can be selected
 (2)
Last date for selecting the filing frequency
(3)
January–February– March1st November to 31st January31st January
April – May – June1st February to 30th April30th April
July – August – September1st May to 31st July31st July
October – November – December1st August to 31st October31st October

QRMP taxpayers can only file refund applications for the quarter.

GST Services

The Goods and Services Tax (GST) is a tax on the supply of goods and services. It is essentially a tax on the value addition at each stage and a supplier at each stage is permitted to claim set-off, through an input tax credit mechanism i.e. the tax paid on the purchase of goods and services is available for set-off against the tax to be paid on further supply of goods and services. The Act, Rules and the rate of GST across all Indian states including union territories are uniform.

The rate structure consists of four slabs i.e. 5, 12, 18 and 28 per cent, GST compensation cess on selected goods besides goods which are taxed at nil rate (fully exempt). GST tariff should be referred to, to know tax rate for respective goods and services.

Only supplies made to SEZ has been notified as Zero rated supply. Supplies to EOU has not been notified under Zero rated supply so it shall be treated as normal taxable supplies.

If reverse charge is applicable on a particular supply then the composition dealer has to pay GST under reverse charge as a recipient of supply at normal GST rates as applicable.

Exports are classified as zero-rated supplies under GST. These are not exempted services therefore tax invoice is required to be issued in case of export of services.

There are a total of 11 types of returns under the GST.
• GSTR-1: monthly return for outward supplies
• GSTR-2: monthly return for inward supplies
• GSTR-3: monthly return containing details from other monthly returns filed by the     taxpayer (GSTR-1, GSTR-2, GSTR-6, GSTR-7)
• GSTR-4: quarterly return
• GSTR-5: variable return to be filed by Non-Resident Taxpayers
• GSTR-6: monthly return to be filed by input service distributors
• GSTR-7: monthly return to be filed for Tax Deducted at Source (TDS) transactions
• GSTR-8: monthly return to be filed by e-commerce operators
• GSTR-9: annual return
• GSTR-10: final return to be filed when terminating business activities permanently
• GSTR-11: to be filed by taxpayers with a Unique Identity Number (UIN)

  1. Ease of compliance: The foundation of India's GST regime is built on a robust and comprehensive IT system. As a result, all taxpayer services, such as registrations, returns, payments, and so on, would be available to taxpayers online, making compliance simple and transparent.  
  2. Tax rate and structure uniformity: The GST would ensure that indirect tax rates and structures are consistent across the country, improving certainty and making doing business easier. To put it another way, GST would make doing business in the country tax-neutral, regardless of where you do business.  
  3. Cascading is eliminated: A system of seamless tax-credits across the value chain and across state borders would ensure that there is minimal tax cascading. This would cut down on the costs of running a company that isn't visible. 
  4. Improved competitiveness: Lowering transaction costs of doing business would eventually improve commerce and industry's competitiveness.

Except for exempted products and services, goods that are outside the scope of GST, and transactions that are below the stipulated threshold limitations, the Central GST and the State GST will be levied simultaneously on every transaction of supply of goods and services. Furthermore, unlike State VAT, which is paid on the value of the items plus Central Excise, both would be levied on the same price or value.

GST is divided into two parts in India's federal structure: central GST (CGST) and state GST (SGST). GST will be levied across the value chain by both the Centre and the States at the same time. Every provision of goods and services will be subject to taxation. On all transactions within a State, the Centre would levy and collect the Central Goods and Services Tax (CGST), while the States would tax and collect the State Goods and Services Tax (SGST). At each stage, the CGST input tax credit would be available for discharging the CGST duty on the output. Similarly, SGST paid on inputs would be allowed to be used to pay SGST on output. There would be no credit cross-utilization allowed.

DMS

A document management system is the most efficient way of capturing, managing, & sharing documents through a centralized repository. 

By using DMS, you can:-

  1. Find the documents within a few clicks. 
  2. Reduce unnecessary physical costs for paper, printing & storage.
  3. Documents are encrypted for security.
  4. Save time & boost productivity.

Document repository is a system or storage used to capture & store electronic documents such as PDFs, PPTs, records & digital images of paper-based content.

A document repository can either be online on cloud or offline at premises. Find out more on this with the link below.

https://wepdigital.com/document-management-services

Scanning documents only takes care of paper-based physical documents & paper is not the only mode through which documents arrive in any organization. Scanning does not take care of emails, PC & network files & spooled files but this can be taken care of by an electronic document management system. It digitizes every document & stores them all in a centralized repository.

Enterprise document repository hosted on cloud providers like Azure/AWS takes care of the system & disaster recovery. Along with usability & accessibility, cloud storage comes with exceptional security through AES-256 (256-bit Advanced Encryption Standard) securing your communications & documents in the system.

The search on windows explorer is easy when there are no nested folders. With the document management system, your documents & folder organization can be standardized. When documents are stored & indexed in a unified manner, it is easy to search and retrieve documents faster through file name, meta data or content search.

WeP Document Management System (DMS) features powerful search options to find what you are looking for that is stored in the repository.  

  1. Standard File/Folder Name Search: This is a basic search method where the user can enter the name of the file or folder & retrieve the search results. 
  2. Metadata Search: A search method wherein the user can index the file by giving properties of the file as tags. With tags, the file that the user is looking for can be retrieved.
  3. Content Search: Incase the user is not able to recollect the name of the file, if the user recollects any of the content present in that file/document, the same can be inputted in the search bar through which the powerful search engine retrieves results, provided the document is OCR enabled.

Whilst there are a number of benefits to list down, following are some key benefit highlights of the WeP document management system. 

  1. A centralized document repository that will provide a common storage for all enterprise content & its management.
  2. Unified document access for all involved parties/stakeholders/users. 
  3. Folder automation that will enable specific documents/files to automatically be uploaded in the required folders by users.
  4. Build simple to complex workflows to automate business processes.
  5. Audit trials to improve & adhere to necessary compliances. 
  6. Industry standard AES 256-Bit Encryption.
  7. Seamless integration for ERPs, HRMS or any third party apps using RESTful APIs.

Metadata is the data that provides information about other data but not the content of the data such as the text of a message or the image itself. it is structured reference data that helps to sort & identify attributes of the information it describes.

There are various distinct types of metadata:-

  1. Descriptive metadata: Descriptive information about a resource. This is used for discovery & identification. It includes elements such as title, abstract, author, & keywords.
  2. Structural metadata: Type of metadata that indicates how compound elements are put together. For instance, how pages are ordered in chapters. It describes the types, versions & other characteristics of digital materials.
  3. Administrative metadata: Information to help manage a resource, like a resource type, permissions & how & when it was created.
  4. Reference metadata: Information about the contents & quality of statistical data.
  5. Statistical metadata: This type of metadata is also called process data & describes processes that collect, process, or produce statistical data.
  6. Legal metadata: This provides information about the creator, copyright holder, & public licensing if provided & mentioned in the first place.

Yes. Amongst the various types of deep search WeP Document Management System offers, metadata search enables an additional level of search within the system through the file attributes.

Yes, the content search is possible within a file provided the file is OCR-Enabled. This will enable the user to search/retrieve a file through the words or characters present in the contents of files.

A document management system (DMS) is an automated software solution used in organizations for capturing, organizing, securing, managing, storing & tracking down documents that may be valuable for various departments within the organization. The storage is usually on the cloud but can also be on-premise.

The document management system is also used to automate business processes in form of tasks & a lot more with workflow automation built-in to most document management solutions these days that are available in the market.

Find out more of our page about document management! https://wepdigital.com/document-management-services 

Optical Character Recognition (OCR) is a technology that enables the user to convert different types of documents such as scanned paper documents or PDF files & images as well captured by a digital camera into editable & searchable data that can be looked up.

OCR enabled would refer to softwares/tools that provide the option to read documents that are OCR enabled. WeP DMS offers OCR enabled readability to search within a document or image.

Legacy documents are enterprise essential documents that are stored in an obsolete format. This could be physical copies or even old Microsoft word document files. Digitization would mean converting it to the digital format & uploading it to the cloud document repository that the organization maintains all their documents. 

WeP offers digitization of legacy documents & further then uploaded to designated folders on WeP DMS.  

Folder automation is the process of automating specific folders to automatically collect files with designated attributes. For instance, HR may segregate documents based on active & inactive users. HR can even segregrate based on offroll & onroll employees. Respective documents will be collected automatically in designated folders.

Partner space is a virtual workspace or a department within a solution which enables internal & external stakeholders such as vendors, consultants, background verification teams to interact, update on agreements, approvals & more!

WeP DMS offers a dedicated partner space enabling interaction, tracking, approvals with external parties seamless.

Folder structure is the way in which various folders are organized on a computer or a cloud solution. As folders add over a period of time, a defined folder structure would reduce clutter & confusion.

Example: Folder structure defined in employee records management would be organizing various employee records based on employee ID beneath which the folders would segregate to location, department, etc. 

Workflow Automation

Workflow is the completion of small tasks. Also defined as the repeatable actions taken to ensure info, docs in form of tasks flow between departments or company. 

Examples: 

  1. Signing a document/agreement
  2. Data Entry
  3. Mail approvals

As per various researches, maintaining business processes across the organization, especially middle & large size organizations through paper & emails is tedious & tracking all the required steps will increase the effort & in the process, loss of information probability is deemed high.

Majorly when it comes to storing data in a proper manner will also be challenged & it will incur high costs when it comes to paper-based business processes. These can be eliminated with the deployment of workflow automation for business processes.

Automating sequence of repeatable tasks directing to delivery of crucial information, product/service to internal/external parties.

Examples:

  1. Employee/Candidate Onboarding
  2. Vendor Management
  3. Billing

One of the major advantages of workflow automation is the 0% chance of data loss. Automation of complete business processes will enable centralized & easy accessibility of data at any time & place. The sole requirement would be a stable Internet connection. This would in turn provide end-to-end information of the processes with audit trails In the process, it will also promote ease of use for the user.

  1. Workflow automation is the automation of specific tasks whilst process automation is the automation of a sequence of tasks resulting in delivery of a service.
  2. Workflows make completion of individual tasks easier & faster. Process automation makes operational steps involving multiple steps to complete a project/deliver service more effective.
  3. Workflow automation is micro-level whilst process automation is macro-level.

There are a lot of options in the market that one can choose from but while looking for one & shortlisting options, you want your workflow automation software to be reliable at all times, fast & flexible to any changes & ultimately tends to your needs.

Following are a few must-haves in the workflow automation software that is of priority!

a) Ease of use

The main requirement for automation is to make processes simpler for the user & the organization which translates to the product itself being easy to use. Look for a simple & friendly UI, low-code solution & and most importantly a drag-and-drop designer module.

b) Cloud-Based

Cloud-based workflow automation software is easier to maintain & run. They offer easy accessibility, security & data scalability. Cloud-based workflow automation software will enable omnipresence.

c) 3rd Party Integration

Most cloud-based software these days comes default with integration provisions with other cloud-based applications. This will enable cross-platform operations for the user & the organization.

d) Customizable features

Every business & its processes are unique in their own ways. It is necessary to keep in check the workflow automation software can handle complex cases like conditional steps & multiple branches.

e) Reports and analytics

Periodic reviewing is of significant importance to any organization for constant improvement & changes. An ideal workflow automation software will offer in-built reporting to examine & monitor every step.

f) Mobility

In today’s world where everything is mobile, & can work to get things done from any place & any device, the workflow automation software should offer mobility for the user. From notifications to approvals, make sure the software works for users on the go.

  1. Reduce time spent on tasks
  2. Reduce repeating tasks/steps
  3. Monitor & assess performance of tasks & process
  4. Connect people, departments
  5. Streamline daily activities

With WeP DMS, we not only provide basic cloud/on-premise document storage but also provide Workflow automation. Here, the offering is such that we provide the support for complete workflow automation from designing to the deployment of the automation. WeP DMS allows the user to configure custom workflows based on requirements by drag & drop methodology which decreases the efforts in designing the automation & promoting ease of use. WeP DMS will provide a designer space where the user can take different actions on the process & all the actions will be stored securely. The platform for business process management also provides reports based on automation to keep track of the complete process & monitor it periodically.

With everything going in the direction of automation in today’s world, it is indeed a need to adopt a workflow automation system to automate processes that are recurring in nature & require manual & human effort.  Maintaining business processes across an organisation through paper & emails is tedious & tracking all the required procedures inturn can be difficult & will also incur high costs.  Deployment of workflow automation for business processes in an organization can eliminate above challenges.  Workflow and process automation takes a look at your existing workflows, finds inefficiencies & automates critical processes to increase efficiency, productivity, accuracy & accountability.

While every organization has a procurement process of its own, there are companies which are still using a traditional approach. The procurement process can be made more efficient by automating manual, repetitive & time-intensive tasks within the process. This can give time & allow an involved team to focus on strategic decisions & building relationships with suppliers rather than completing administrative tasks.  Procurement teams are routinely dependent on paper-based processes or outdated systems that aren’t flexible to change. With those systems it’s impossible to gain insight into the thousands of suppliers they work with and assess business continuity.  Automation can help procurement to increase collaboration & engagement along the entire procurement value chain, including planning, sourcing, contract management, order delivery, payment control & supplier management.  Automating the procurement process is an effective way to help a critical business function to operate more effectively. This is considered more relevant at the pandemic times wherein there is disruption in the process.

Yes! Our workflows can be customised to specific hierarchy structure for approvals. From simple to complex workflows, WeP DMS offers organizations to leverage power of workflows. 

Find out more on workflow automation here: https://wepdigital.com//workflow-automation-software

Workflow design is the process of laying out all tasks & processes on a workflow designer screen which will give a basic outline of the entire process linked to the users involved. 

WeP DMS offers a dedicated easy to follow workflow designer module enabling workflow preparation.

Procure-To-Pay

The procure to pay process is how an organisation procures the goods & services it needs to continue business. Also known by other terms such as purchase to pay and P2P cycle, procure to pay is the process of requisitioning, purchasing, receiving, paying for and accounting for goods and services covering the entire process from point of order right through to payment.

Purchase Requisition is a document used when team members need to make a purchase on behalf of their organization.

It is an internal document used to inform department managers or purchasing officers about a decision to make a purchase. This prompts the purchasing department to initiate the purchasing process.

Find out more on how your purchase requisition can be automated & handled with the link below.

https://wepdigital.com/procurement-to-pay

A purchase order or PO is an official document issued by a buyer committing to pay the seller for the sale of specific products or services to be delivered within a period of time.

Purchase Indent is an internal document used by companies to authorize the requisition of purchase of raw materials, consumables, capital items, etc. needed by the company. It is usually prepared by the store-in-charge for the replenishment of stocks or by end-users of the department for new requirements.

Creating a Purchase Indent & setting up a workflow for its approval are crucial elements in defining the purchase process of an organization.

Find out more on how you can create an indent & setup workflows for the same to be approved! 

https://wepdigital.com/procurement-to-pay

Automating the procure to pay process offers a range of benefits to not just the involved procurement & accounts teams but organisation as a whole. These benefits include:  Streamline Processes: Procure to pay automation can drive cost savings and process efficiencies by eliminating time-consuming and error-ridden manual processes in procure to pay operations. By automating your procurement and payable processes, you can capture 100% of your financial data and achieve the highest levels of visibility across the supply chain.  Improve Supplier Relations: By automation, you can connect with your suppliers in a digital and streamlined manner. Engagning with suppliers and exchange data in form of documents & other resources is more easier! P2P automation also increases on-time payment performance and provides suppliers with real-time visibility into transaction status thereby improving supplier relations and collaboration.  Cost Control & Expenditure: An electronic procurement solution with automation enables end users to quickly find and order items that they exactly need. A solution that offers a user-friendly interface with guided purchasing can drastically control costs.  Increased Visibility & Control: Cost control is a strategic priority for every organization. Procure to pay automation solutions offers a detailed view into your supplier spend from a dashboard to enable better strategic decision-making. When you have data and visibility into spending, you will have better control over spend, eliminate risks and manage the entire supply chain.

  1. The Flexibility: Sourcing and procurement management software applications will give the users /organization the option to access anywhere, anytime & on any computing device – laptop, tablet or phone.
  2. All Under One Roof: The unified procure to pay solution that includes all functionalities at its core will offer workflow automation, monitoring & MIS reporting all under one roof unlike modular solutions. ERP integration is seamless eliminating any room for glitches.
  3. Process Speed & Saving Time: With the power of workflows & low code development, the procurement software is designed to work with max efficiency thereby completing tasks & the overall process a lot more faster than the traditional way. This is eventually saving a lot of time in the process.
  4. Increased Productivity: A procure to pay solution with its defined workflows will make sure there are no delays in any step leading to any stepback in later stages. The purchase to pay software also features a centralized repository for holding all the process files & information such as requisitions, orders, purchases & payment information.
  5. Improved Tracking & Monitoring: With a procure to pay solution in place, transparency is maintained in the process which improves visibility of all actions & transactions in the procurement cycle. With accurate MIS reports available at the click of a button, authorizations & compliances can be maintained at check at all times.
  6. Standardization & Cost Savings: Workflows, forms & approvals for purchase orders, quotation & proposal requests can all be standardized with a procurement software which inturn will limit the possibility of wasteful spending & cash leaks thereby inducing cost savings.

Here are some core things to remember & see if the procure to pay solution ticks the boxes. Lets find out!  

  1. Mobile Accessibility: Remote procurement is the way of the future. Everyone in your company will save a lot of time if your procurement software comes with a mobile or desktop app.
  2. Ease Of Use: A software is supposed to make your job easier & be user-friendly. Before you invest in a procurement solution, check how easy it is to use for every end user in your company. Sign up for a free trial and do a walkthrough of your company’s procurement process.
  3. ERP & 3rd party Application Integration: A modern procure to pay solution will provide seamless integration with most available ERPs such as Oracle, SAP, Microsoft Dynamics, etc. which enables seamless flow of data in & out keeping all the parties informed at all times.
  4. Fast Onboarding, Implementation & Customer Support: You don’t want any downtime while you’re onboarding to a new procurement software hence you will need a software that you can switch to quickly & start using at the earliest.
  5. Fully Customizable Workflows: A modern procure to pay solution should have the feature of workflow automation! This will enable drag & drop workflow construction in a dedicated designer window.  With this, one can design a workflow as per their organization’s procurement cycle & specific custom needs.
  6. Vendor Management: Better supplier relations means better outcomes for your company (discounted bulk pricing, higher quality service, etc). So you’ll want to invest in procurement software that can help with vendor management.

Find out more on WeP Procure To Pay (P2P) which ticks all the boxes above! – https://wepdigital.com/procurement-to-pay

The average Purchase Requisition (PR) Approval Time could usually take in between weeks to months. The approval time in the manufacturing industry is 1-8 months. This is usually due to a wide hierarchical approval process which would take time.  Find out how this can be significantly reduced with WeP P2P solution! https://wepdigital.com/procurement-to-pay 

Yes. WeP P2P procurement software offers a detailed dashboard which gives insight into complete expense management. It can also be customized to meet user demands.

The WeP P2P solution has a dedicated vendor space to manage, track & interact with your vendors in one window. Details such as delivery time, pricing & performance records will be made available.  The vendor space also helps the user to choose the right vendor with desired quotation for product selection.  Find our more on the procurement solution! https://wepdigital.com/procurement-to-pay 

Yes! The solution is built on workflow automation & will allow any kind of process automation that is required by the user.

A 3-Way Match is the process of comparing the purchase order, supplier invoice & goods receipt note to validate a supplier’s invoice before approving & paying it. The 3-Way Match process helps determine if invoices should be paid partly or in full & reduces risk by preventing cash leaks at a later stage with unauthorized purchases.  WeP Procurement software supports 3-Way Match. Find out more here! https://wepdigital.com/procurement-to-pay 

WeP P2P offers a dedicated contract management space where you can manage all contracts be it, existing or new effortlessly! Standardize & streamline various contracts from approvals, creation & renewals.

Azure hosted repository will also store & archive contracts & can be pulled when required.

  • 1.Digital Signature Provisional Capability
  • 2.Audit Trails Ready
  • 3.Time-Sensitive Reminders For Renewals Over Notifications & Alerts

It is the term used in solutions which enables an organization and the teams involved to shortlist, manage & procure suppliers & supplies in form of raw materials or goods/services required by the firm in a cost effective manner.

employee records management

There are multiple challenges a HR/HR team faces in an organization. Mainly:-

  1. Tracking Employee Documents.
  2. Concerns On Possible Data Breach.
  3. Securely Sharing Employee Data With Auditors/BGV Team.
  4. Search & Retrieval Of Employee Documents.

Other Challenges includes:-

  1. Manual Management Of Employee Data/Records  With an employee file management software, the HR can easily manage a large number of employee data digitally with a records repository in the HR File management software. This would not only eliminate manual management but also ensure the data is organized well. 
  2. Reduction Of Employee Records Volume & Storage Size  With traditional physical records keeping, there is a large consumption of physical space in the form of cabinets & drawers with files used. This poses as a challenge for most HR personnel.  One such solution, the WeP Employee Records Management has the workflow automation with which HR can collect the data from the candidate directly & then store it on document management repository (DMS). This way the physical documents at HR side can be reduced to an extent. 
  3. Effective Search & Retrieval  With the storing of employee data/records in place, the next challenge that comes along with it is the search & retrieval process of individual employees. This poses as the main challenge for most HR personnel in organizations.  

WeP Employee Records Management offers 3 types of search & retrieval options. 

  1. Metadata Search: When a document is uploaded & stored in the DMS, it has alongside certain tags that are related to that document. Using those tags, the HR can search for specific documents easily. 
  2. Content Search: If a document is OCR enabled, then the document the HR is looking for can be searched with in-document content. 
  3. File Name & Folder Name Search: This is the more traditional form of search wherein basic search can be achieved through searching with names of respective files & folders.

Record Keeping is the act of keeping track & maintaining of the history of a person’s or organization’s activities, generally by creation & storage of consistent & formal records.

These will contain various documents such as activity sheets, academic certificates, etc.

Yes, the HR can send a mail with the required fields & attachments to be added by the candidate directly from WeP DMS & need not send a mail from another application separately. The mail would then go to the candidate’s inbox.

Absolutely! WeP DMS workflow automation system enables all kinds of customization as the users desire thereby enabling custom hierarchical approval processes for any organization based on demand.

Employee Records Management which is also abbreviated as ERM is the process of maintaining physical employee documents which may be health records, education marks sheets & so on in a centralized repository in a defined organized structure.

Modern employee records management is done digitally with the help of on the cloud document repositories with workflow technologies. Find out more of this! https://wepdigital.com/employee-records-management-system 

Employee records can consist of the following!

  1. Job application
  2. CV/Resume
  3. Role Description
  4. Educational Marks Sheets – Schooling/UG/PG
  5. Medical Records
  6. Emergency Contact Information
  7. Bank Details (Payroll)
  8. Performance Appraisal Records
  9. Training Records
  10. Other documents relating to employment if any

These are some of the common constituents that comprise employee records in most organizations.

Yes! Most organizations do maintain an archive of ex-employees records in their repository as they may need to contact the employee or at a point in time, the ex-employee may contact the employer for specific needs.

It is a good protocol for the organization to keep them. Although some may discard the details after a time period.

There are two common ways in which employee records are stored & managed –

  1. Manual record-keeping (physical means)
  2. Software record-keeping (digital means

Yes! WeP ERM with its state of the art workflow system offers customization as well on the employee onboarding workflow process as per an organization/team’s needs.

Yes! WeP DMS ERM offers advanced levels of search & retrieval of which one method of search is content search. This will enable the user to search based on the content that is in the document/record. 

This can come handy when the user does not remember the employee ID or other core details thus can locate the document with content itself

Legacy documents are enterprise essential documents that are stored in an obsolete format. Digitization can reduce storage costs, save time in retrieval, can be shared universally & more efficiently tracked for compliance & meet demand.

Digitizing documents in the organization can provide a scalable solution for record management. In today’s world, digitization of legacy documents can be considered a necessity. 

Hierarchical approvals would mean the structure at which an approval is undertaken & cleared passing through multiple levels of approvals right from lower level designation to higher level management. 

Every organization has it’s own structure of hierarchy for approvals & other activities. With WeP Employee Records Management (ERM) backed by workflows, any type of approval hierarchy structure can be custom designed & executed for use.

In today’s world, with everything being on the cloud & having to be accessible anytime/anywhere by the respective users in the system, cloud storage is the way to go although some companies may prefer on-premise due to security concerns. 

WeP ERM offers both forms of storage for the user/entity. 

Yes! WeP ERM offers real-time notifications for various activity alerts. The HR can enable the option to be notified of candidates post submission of their onboarding forms through mail. 

As a mandate, companies need to maintain employee records for a minimum of 3 years atleast while some entities may archive records for 5-10 years based on their protocols defined by management. 

Yes! This is possible on the platform. The system also offers the option to notify/hold candidate onboarding forms which do not have fields filled that are mandatory or have documents missing.

With the flexibility WeP ERM offers, the system enables the user to build forms & add fields based on requirement. The workflow designer also offers option to pre-define approval/reject points if the candidate fails to fill a field/attach a document that may be mandatory.

BGV stands for “Background verification”.  Investigation of past records of the to-be-employees of the organization & reassure the information given by the candidate during onboarding in order to abide to company’s required mandates. 

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