The Army Fuel
Management Solution
STEP WISE MODALITIES OF ARMY INVOICE WORKFLOW
APPLICATION

The Army Fuel Management Solution
DISPATCH OF INVOICE FROM DEPOT TO DGS&D
 DEPOT RECEIVES THE ACKNOWLEDGED INVOICE OF ARMY CONSIGNEE AT THE DEPOT.
 THEY NEED TO PUT FEW DETAILS IN THE INVOICE WORK FLOW APPLICATIO N FOR ARMY
INVOICE.
 EACH INVOICE WILL BE SHOWN IN THE APPLICATION.
 DEPOT OFFICER HAS TO SELECT THE INVOICE WHICH HE WANTS TO SEND TO DGS&D


The Army Fuel Management Solution
 Depot has to put details like CRV No., Date, Shortage Quantity, temperature etc. if any in the fields
that gets populated for each Invoice
 Depot can also scan the Invoice and upload (Though this is currently not mandatory but desirable
so that we have a copy of acknowledged document in case the same gets misplaced.)
 Similarly all the Invoices which need to be sent to DGS&D will be selected and details have to put
in as above.
 After the above Depot has to click a Create Batch Option which will create Batch of the invoices
that need to be sent along with Batch Number.
 Then print covering letter option to be clicked which will generate PDF copy of Covering ;letter
addressed to DGS&D with Invoice Details and signature of Depot User.
 Courier Details/Person details in case by hand need to be keyed in the Application Portal and the
same will be physically dispatched to DGS&D thru courier or hand as applicable.

LOGIN: HP Portal >Business links>Army Invoice
Workflow
Login with the
credentials

Create Batch
Go
to
create
batch
tab
How to create a
batch of
Invoices?

SEARCH INVOICE
Select Date
range and Depot
Enter Mandatory
Details
UPLOAD
Invoice
Select
Check
Box
for
each
invoice

Depot has to click a
Create Batch Option
which will create Batch of
the invoices that need to
be sent along with Batch
Number
After selecting the various
invoices and entering details a
Click create batch tab

Printing Covering Letter
Print covering letter option to
be clicked which will generate
PDF copy of Covering ;letter
addressed to DGS&D with
Invoice Details and signature of
Depot User
o to Print Covering letter and
elect the new Batch created

Courier Details/Person details in case
by hand need to be keyed in the
Application Portal and the same will
be physically dispatched to DGS&D
thru courier or hand as applicable
Click Add courier details :
Enter Courier or Delivery By
Hand details

Receipt of Invoices by DGS&D
When DGS&D receives the Invoices thru Courier or by hand as applicable they can see the batch
in the Application
They can open each Invoice in the Application and see the information entered by the Depot
which can be verified with the physical Invoices received.
DGS&D checks and receives each and every Invoices sent thru that Batch one by one in the
system
Any Invoice which have any discrepancy can either be edited by DGS&D or sent back to Depot
with comments thru another return batch.
In case of return, Depot has to receive the same , rectify the discrepancy and re submit thru
another new batch.

LOGIN
Login with the
credentials

Select Location
lick Acknowledge tab
When DGS&D receives the Invoices
thru Courier or by hand as applicable
they can see the batch in the
Application
Select
Location

Click On the Batch
ID to check the
details
DGS&D can open each Invoice in the
Application and see the information
entered by the Depot which can be
verified with the physical Invoices
received

Check each invoice and Acknowledge
Take
Action
And
Give
remarks
Invoice
Details
DGS&D checks and receives each and every Invoices sent thru that
Batch one by one in the system.
Any Invoice which have any discrepancy can either be edited by DGS&D
or sent back to Depot with comments thru another return batch.

After Submitting the Batch
Click Tab Print Covering letter
Check the details in Covering
letter

Courier Details/Person details in
case by hand need to be keyed in
the Application Portal and the
same will be physically
dispatched to DGS&D thru
courier or hand as applicable
Click Add courier details :
Enter Courier or Delivery By
Hand details

Click Tab Generate BR summary
Select different
batches and click
Generate BR

Invoice Workflow
BR No get generated
for Invoices

BR Note PDF for
generated BR No

Invoice Search