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A chart of Accounts (COA) is a listing of the Ledger codes that a State or ULBs has identified and made available for recording transactions in its general ledger. COA is a standard data that need to be set up as per the National Municipal Accounting Manual or Respective State-wise manual. Click here for the NMAM manual. The COA definition can consist of 3 or 4 levels of hierarchy. Ex: Major->Minor->Detailed (3 levels) or Major->Minor->Sub Minor->Detailed (4 Levels). It is up to the state to define the levels required depending on the reporting needs. Detailed code is the node or the level at which the transaction is done.
| Sr. No* | Major Code* | Major head Description* | Minor Code* | Minor Head Description* | SubMinor Code | SubMinor Head Description | Detailed Heads (Ledgers)* | Ledger Code* | Type | Account Detail Type | Function Required | Budget Required |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|---|---|---|---|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
The Center or State comes up with various government programs called schemes (Yojana) from time to time. These schemes could be either Central, state-specific or joint collaboration between the Centre and the states.
Schemes and sub-schemes defined by the Centre or state government to be associate with a fund and for a time. Similar Sub schemes can be defined under a scheme.
| Sr. No* | Scheme Code* | Scheme Name* | Fund* | Description | Start Date* | End Date* |
|---|
The data given in the table is sample data.
| Sr. No. | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all different types of Schemes on the basis of ULB’s functions.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
A bank account is a financial account maintained by a State in which the financial transactions between the bank and a customer are recorded. Each bank sets the terms and conditions for each type of account it offers, which are classified into commonly understood types, such as deposit accounts, credit card accounts, current accounts, loan accounts or many other types of account.
The list of banks account in which the ULB holds an account in various banks will have to be created here.
| Sr. No.* | Bank Branch* | Bank Branch Code* | Account number* | Fund* | Account Type (COA Grouping)* | Description | Usage Type* | Pay to |
|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the workflow template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all bank branch within the State.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
| Sr. No | Checklist Parameter | Example |
|---|---|---|
| Sr. No. | Checklist Parameter | Example |
|---|---|---|
All content on this page by eGov Foundation is licensed under a Creative Commons Attribution 4.0 International License.
| Sr. No | Checklist Parameter | Example |
|---|
| Sr. No. | Activity | Example |
|---|
All content on this page by is licensed under a .
| Sr. No | Checklist Parameter | Example |
|---|
| Sr. No. | Activity | Example |
|---|
All content on this page by is licensed under a .
1
110
Tax Revenue
110-01
Property Tax
110-01-01
Property Tax - General Tax
Property Tax - General Tax - Residential
110-01-01-01
Income
Yes/No
Yes/No
2
210
Establishment Expenses
210-10
Salaries and Wages
Basic Pay
210-10-01
Expenses
Yes/No
Yes/No
3
350
Other Liabilities
350-11
Employee Liabilities
Salaries Unpaid
350-11-01
Liabilities
Drawing Officer
Yes/No
Yes/No
4
410
Fixed Assets
410-20
Buildings
Office Building
410-20-02
Assets
Yes/No
Yes/No
1
Major Code
Alphanumeric
50
Yes
The Major Code can be any number of digits, (though NMAM suggest the first 3 digits) of the GL Code to be the Major code, this will help in collating the reports at the Nation level
2
Major head Description
Text
250
Yes
The short name given to the Major code to easily identify the Account Name for individual code
3
Minor Code
Alphanumeric
50
Yes
The Minor Code can be any number of digits, the digits are configurable. The Minor code will help in collating the reports at the State level. Also, the State has the flexibility to define the minor codes
4
Minor Head Description
Text
250
Yes
The short name given to the Minor code to easily identify the Account Name for individual code
5
SubMinor Code
Alphanumeric
50
No
The SubMinor Code can be optional, State/ULB can set up a sub minor level code based on their requirement, this would help in facilitating the additional level of reporting and also detail transaction-level information (The SubMinor code is not listed in NMAM manual)
6
SubMinor Head Description
Text
250
No
The short name given to the SubMinor code to easily identify the Account Name for individual code
7
Detailed Heads (Ledgers)
Text
250
Yes
The short name for the Ledger Code, wherein users use this account head name while posting the transactions into the system
8
Ledger Code
Alphanumeric
50
Yes
A General Ledger Code (GL Code) is a string of 7 to 9 digit numeric characters assigned to each financial entry in a State/ULB ledger. A GL Code can be assigned to different debit or credit entries to make accounting transactions
9
Type
Text
250
No
The Type indicates the Income, Expenses, Liabilities and Assets which are mapped to each individual GL code. User can easily identify the GL code by this mapping
10
Account Detail Type
Text
250
No
The account details type is the subsidiary ledger, The Suppliers, Contractors and Employees are standard subsidiary ledger. This will help the user to identify the subsidiary ledger details while processing any bill transaction in the system
11
Function Required
Text
250
No
A GL Code can be linked for the validation of the Function, the user while posting a transaction can select a particular function to which transaction will be linked and this will facilitate easy Function wise reporting
12
Budget Required
Text
250
No
A GL Code can be linked for the validation of a Budget. User can have a validation check while posting a transaction into the system, this will facilitate tracking the amount usage
1
Make sure that each and every point in this reference list has been taken care of
1
The Major, Minor and Sub minor Description Name should not contain any special characters
Tax Revenue : [Allowed]
#Tax Revenue! : [Not allowed]
2
The Ledger Codes that are defined by the state team should be alphanumeric and Unique
110-01-01-01
1 | The date format should be as per example and the Start date should be greater than the current date and end date | DD/MM/YYYY : [Allowed] YYYY/DD/MM : [Not allowed] |
2 | The name should be unique and should not contain any special characters | AMRUT : [Allowed] #AMRUT! : [Not allowed] |
1 | The Fund Name should not contain any special characters | Municipal Fund : [Allowed] #Municipal Fund! : [Not allowed] |
1 | 10 | AMRUT | Grant Fund | Amrut | 01/05/2018 | 01/06/2021 |
2 | 20 | Swachh Bharat Mission | Grant Fund | Swachh Bharat Mission | 01/06/2017 | 01/07/2020 |
3 | 30 | Finance Commission | Municipal Fund | Finance Commission | 01/03/2016 | 30/04/2019 |
4 | 40 | Housing for All | Municipal Fund | Municipal Fund | 01/04/2016 | 31/03/2021 |
1 | Scheme Code | Numeric | 50 | Yes | A unique code assigned to individual Scheme |
2 | Scheme Name | Text | 250 | Yes | The indicate Name of the Scheme, this will facilitate the user to record the transaction against the individual scheme and also helps in tracking the utilization of the Scheme |
3 | Fund | Text | 250 | Yes |
4 | Description | Text | 250 | No | A Short description provided to individual schemes |
5 | Start Date | Date | N/A | Yes | The Date on which the Scheme Started, will help to facilitate the receiving of funds from Central Sponsored Schemes and State-Sponsored Schemes |
6 | End Date | Date | N/A | Yes | The Date on which the Scheme will End, will help to facilitate the end date by when the funds from Central Sponsored Schemes and State-Sponsored Schemes need to be utilized |
1 | Make sure that each and every point in this reference list has been taken care of |
1 | HDFC Bank - Main City | HDFC147 | 00063897421 | Municipal Fund | 45020 - Balance with Banks – Main Municipal Fund | 45022 - Other Scheduled Banks | RECEIPTS_PAYMENTS | Commissioner |
2 | SBI Treasury Branch, Kurnool | SB0012 | 844102001001VN | Municipal Fund | 45021 - Nationalised Banks | PD Account-001 | RECEIPTS_PAYMENTS | Commissioner, KMC |
3 | ICICI Bank | ICIC550 | 02042417454076 | Municipal Fund | 45021 - Nationalised Banks | P.F. Secondary Edn.Staff | RECEIPTS_PAYMENTS | Commissioner |
1 | Bank Branch | Text | 50 | Yes | The Bank Branch location is the name of the branch of the bank which is registered with Central Bank. It helps to identify any specific branch of the bank |
2 | Bank Branch Code | Alphanumeric | 50 | Yes | A unique code that identifies the bank branch, this will help the user to easily identify the bank branch |
3 | Account number | Alphanumeric | 20 | Yes | The Account number is a Bank Account number in which State holds a bank account. With the bank account number, the bill payment can be made to the correct account, also while doing the RTGS fund transfer the amount can be transferred to the respective firms or individual account |
4 | Fund | Text | 50 | Yes |
5 | Account Type (COA Grouping) | Alphanumeric | 250 | Yes | The Account Type indicates the type of account which the state hold an account in a particular branch of the bank. This is also selected from the list of minor or sub minor codes under “450” Major head |
6 | Description | Text | 250 | No | A short description is given to the account type |
7 | Usage Type | Text | 250 | Yes | The Usage type indicates a bank account is used for, whether a particular account is used to make payments or used for collection purpose and used for both receipt & payment purpose |
8 | Pay To | Text | 100 | No | The “Pay To” indicates payments to be made to a particular bill or paying the relevant government department all the statutory remittances like Provident fund, TDS, etc using the particular bank account |
1 | Make sure that each and every point in this reference list has been taken care of |
A Bank is a financial institution licensed to receive deposits and make loans. Bank Offers Internet Banking Services, Mobile Banking Services, Accounts, Loans, Financial Services such as currency exchange and safe deposit boxes.
There are several different kinds of banks including retail banks, commercial or corporate banks, and investment banks. In most countries, banks are regulated by the national government or central bank.
The list of banks in which the ULB would have an account and a possible list of banks from which citizens would pay the taxes and other fees using cheque will have to be created here.
List of RBI published banks.
None
List of RBI published banks
This page provides configuration details for Finance master data templates
Financial Module (FM) is a key module that is built on coexistence with DIGIT which enables municipalities to create and manage financial transactions like budget, revenue demand, receipt, advances, deposits, bills, payments, asset creation (capitalization), fund transfer and also reconciliations and reporting.
FM enables municipalities to maintain financial records of ULBs following established procedures and practices. Financial Module is a fund based double-entry accrual accounting system designed in line with the National Municipal Accounting Manual.
The financial module enables users to -
Posting of General Ledger
Bill Processing: Generation of bills for varied items such as purchases, works, and salaries
Payment Processing: Payments are processed based on the type of expense type
Receipts Processing - from other DIGIT modules or from any other third party application
Service Wise, Bank account mapping - Configurable
Collection Remittances - Configurable mode of collection wise
Budgeting: Upload Budgets, Budgetary Controls, Budget Enforcement & Budget Re-appropriations
Asset Management: Asset Categorizations, Depreciation, Capitalization & Improvement, Revaluation, sale and disposal
Contra Entry, Bank-reconciliation, Deduction Management & period End Activities.
Deduction Management - processing statutory and non-statutory deductions and its remittances.
Financial Management
Budget Reports
Accounting Reports
Deduction Reports
Revenue Reports
MIS Reports
A supplier is a person or business that provides a product or service to another entity. The role of a supplier in business is to provide high-quality products.
A supplier may also be referred to as a vendor who supplies required materials or a product to the State or ULB for the works which need to be executed. (Example: materials for street light, cable wires for street light etc)
| Sr. No* | Name* | Permanent Address* | Correspondence Address | Supplier Code* | Contact Person* | Email ID* | Mobile No.* | PAN No. | Registration No | GST/TIN No. | GST registered State/UT | Bank Name | Bank Account No. | IFSC Code |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|---|---|---|---|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all different types of suppliers.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
Sub schemes are defined under the schemes by the Centre or state government to be associate with a fund and for a time. The Sub scheme shall be defined under a scheme.
| Sr. No. | Scheme Code* | Sub Scheme Name * | Sub Scheme Code * | Valid From * | Valid To * | Department Code | Initial Estimate Amount |
|---|---|---|---|---|---|---|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|---|---|---|---|---|
Download the workflow template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all sub schemes with the State.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
A contractor is a person or firm who undertakes a contract to provide materials or labour to perform a service or do a job.
Contractors are basically who takes up the works which are awarded by the State or a ULB for a set period. For Example Construction of New Roads/Bridges, Maintenance of Parks etc.
| Sr. No* | Name* | Contractor Code* | Permanent Address* | Correspondence Address | Registration No.* | Contact Person* | Email ID | Mobile No.* | PAN No. | GST/TIN No. | GST registered State/UT | Bank Name | Bank Account No. | IFSC Code |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Data given in the table is a sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|---|---|---|---|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all different types of contractors.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
Functions shall represent the various functions or services carried out by the ULBs. Functions are provided through various responsibilities centres called Departments.
Functions of the ULB can have three levels within it.
The first level under this group represents various functions both obligatory and discretionary. Identified as 0 in the template.
The second Level in function would represent the particular type of service under a function, known as “Function Description”. Identified as 1 in the template
The third level will represent a particular cost centre, Known as “Cost Centre”, which provides the service. Identified as 2 in the template.
| *Sr. No. | *Name | *Code | *Level | Parent Type | Parent Code |
|---|---|---|---|---|---|
The data given in the table is sample data.
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all different types of Function in the ULB.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
A Fund is used to capture activities/ group of activities for which separate books of accounts are required to be maintained. The concept of Funds brings accountability and better transparency
Various Funds are set up in ULB for meeting certain objectives. Income and expenditure under these funds are to be identified and disclosed separately.
Fund Accounting is a self-contained accounting with its own assets, liabilities, revenues, expenditures and fund balance.
| Sr. No* | Name* | Code* | Identifier | Level* | Parent Fund |
|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all different types of Funds on the basis of ULB’s functions.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
The Sub-ledger category provides details behind entries in the general ledger used in accounting, which is also called subsidiary ledgers. The total of the Sub-ledger would match the line item amount on the general ledger. This corresponding line item in the general ledger is referred to as the controlling account.
Any other type of Sub-ledgers other than standard Sub-ledgers available in the system is to be created here. Standard sub-ledger available in the system is Contractor, Supplier and Employee.
| Sr No. | Name* | Description* |
|---|
| Sr. No. | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all different types of sub-ledger category.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
A Bank branch or banking centre is a retail location where a bank offers a wide array of face-to-face and automated services to its customers.
The list of banks branches(under Bank list from master) in which the ULB would have an account in will have to be created here.
| Sr. No. | Bank* | Bank Code* | Branch Name/Location* | Branch Code* | MICR | Address* | Contact Person | Phone Number | Narration |
|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the workflow template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all bank branches in the state which holds the bank account.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
A deduction master is defined to create a reference between ledger codes and the standard and statutory deductions that are deducted in various creditor bills. By defining this deduction master, the accounts department can process the remittance of all the deductions done for a time period at once and keep track of the same.
An example of a deduction is what is deducted from salary bill as income taxes.
| Sr. No* | Deduction Name* | Deduction Code* | Subledger Category | Account Code* | *Remitted To | IFSC Code | Account No | Description |
|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all different types of deduction.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
Once the is created the Subledger master need to be defined. The Subledger master will help to record the transaction at the most detailed level. Subledger category is referred to as “Account detail type” here.
By recording the transaction at the Subledger level, detailed reports can be generated.
| Sr. No | Account detail type* | Name* | Code* | Narration |
|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the workflow template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all subledger master details.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
The debit or credit balance of a ledger account brought forward from the old accounting period to the new accounting period is called the opening balance. This will be the first entry in a ledger account at the beginning of an accounting period. The opening balance is being captured based on Department, fund, function etc are based on how the system is configured.
If a ULB is using another accounting system, firstly ULB should close financial statements in that system. Then the closing balance of the accounts should be updated as an opening balance in the new application.
| Sr No* | Financial Year* | Department* | Fund Code* | Function Code* | Account Code* | Subledger Category | Entity | Debit | Credit |
|---|
The data given in the table is sample data.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand the meaning of them by referring 'Data Definition' section.
Make sure all the headers, its data type, field size and its definition/ description is understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all the Ledger Codes for which opening balance need to be entered.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
This checklist covers the activities which are specific to the entity.
To indicate the Fund name against each scheme. This will facilitate in support to track the scheme funds, receipts and utilization by attaching scheme code to the financial transaction. Click on to view the Fund master data
The Fund indicate the Fund name against each bank account. This will facilitate in support to track the fund amount, receipts and utilization by individual bank account. Click on to view the Fund master data
All content on this page by eGov Foundation is licensed under a Creative Commons Attribution 4.0 International License.
All content on this page by is licensed under a .
| Sr. No | Checklist Parameter | Example |
|---|---|---|
| Sr. No. | Activity | Example |
|---|---|---|
All content on this page by eGov Foundation is licensed under a Creative Commons Attribution 4.0 International License.
| Sr. No | Checklist Parameter | Example |
|---|---|---|
| Sr. No. | Activity | Example |
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| Sr. No | Checklist Parameter | Example |
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| Sr. No. | Activity | Example |
|---|---|---|
All content on this page by eGov Foundation is licensed under a Creative Commons Attribution 4.0 International License.
| Sr No | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
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| Sr. No | Checklist Parameter | Example |
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| Sr. No. | Checklist Parameter | Example |
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All content on this page by eGov Foundation is licensed under a Creative Commons Attribution 4.0 International License.
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| Sr. No. | Activity | Example |
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1
ABC Supplies
#5 6th main cross opp to ICICI bank Punjab
NIL
ABC134
Ramesh
abcsupplies@gmail.com
98XXXXXX21
APRFN9561B
Nil
22AAAAA0000A1Z5
NIL
ICICI
2XXXX1234XX4
ICICI00XXXX7
2
Suresh Traders
10 main road Punjab
#62 5th main road ITPL Punjab
MB0099
Rakesh
sureshtraders@xyz.com
98XXXXXXX95
ARIZG9874C
AYR145U
22BBBBA0000A1Z5
22BBBBA0000A1Z5
HDFC
98XXXXX5X4
HDFC00XXX51
1
Name
Text
250
Yes
The register Name of the Company or an Individual Person Name, this will help the user to easily identify the supplier to raise a Purchase Order and also while generating the bills.
2
Permanent Address
Text
250
Yes
Company permanent address or an Individual Person permanent address, this will help the user to send the hard copy of a Purchase order to the Supplier.
3
Correspondence Address
Text
250
No
Alternative address of a Company or an Individual Person
4
Supplier Code
Text
50
Yes
A unique code that identifies the supplier of the goods
5
Contact Person:
Text
250
Yes
Details of a contact person of an individual or a Company, the user can contact the supplier to get the information and status of the delivery of the goods ordered.
6
Email ID
Text
250
Yes
Company email Id or an individual person email Id, with the email Id the supplier can receive the notification related to purchase order and payments.
7
Mobile No
Alphanumeric
12
Yes
Company Mobile number or an individual person mobile number, the supplier can receive SMS alerts after the bills are processed.
8
PAN No
Alphanumeric
10
No
Company registered PAN number or an individual person PAN number
9
Registration No
Alphanumeric
21
No
Company/Firm registered number, it’s a unique number assigned by the Registrar of Companies.
10
GST/TIN No
Alphanumeric
15
Yes
Company registered GST/TIN number is a Tax Identification Number is a unique 15-digit number.
11
GST registered State/UT
Alphanumeric
15
Yes
The company/Firm has multiple businesses with the state or union territory a separate registered GST number is a Tax Identification Number.
12
Bank Name
Text
50
No
Company Bank Name in which they hold the account or an individual person Bank account name which he/she holds the account
13
Bank Account No
Alphanumeric
25
No
Company Bank Account number or an individual person Bank Account number. With the bank account number, the bill payment can be made to the correct account, also while doing the RTGS fund transfer the amount can be transferred to the respective firms or individual account.
14
IFSC Code
Alphanumeric
11
No
The Bank IFSC code pertaining to the bank account of the Company or an Individual person holding a bank account, the IFSC code will be a validation check for the bank account provided by the contractor and useful for the user while doing a bill payment via RTGS.
1
Make sure that each and every point in this reference list has been taken care of.
1
The Supplier Code should be alphanumeric and unique
ABC134
2
The Email ID should be valid Id, email Id should contain the Company/Firm name or an individual personal name before the “@” and the “XXXXX.com” after the “@”
1
10
Storm Water Drains
1003
01/05/2018
01/06/2021
PHS
2500000
2
20
Solid Waste Management- SWM
SBM02
01/06/2017
01/07/2020
TP
1000000
3
30
Street Lights
5001
01/03/2016
30/04/2019
TP
2000000
1
Scheme Code
Alphanumeric
50
Yes
A unique code assigned to individual Scheme, this will facilitate the user to assign the sub-scheme under the individual scheme and also helps in tracking the utilization of the Scheme. Click on Schemes to view the scheme master data
2
Sub Scheme Name
Text
50
Yes
The Sub Scheme Name will facilitate the user to record the transaction against the individual sub-scheme and also helps in tracking the utilization of the sub-scheme
3
Sub Scheme Code
Alphanumeric
50
Yes
A unique code assigned to individual Sub Scheme
4
Valid From
Date
N/A
Yes
The Date on which the Scheme Started, this will help to facilitate the receiving of funds from Central Sponsored Schemes and State-Sponsored Schemes
5
Valid To
Date
N/A
Yes
The Date on which the Scheme will End, this will help to facilitate the end date by when the funds from Central Sponsored Schemes and State-Sponsored Schemes need to be utilized
6
Department Code
Text
250
No
The sub-scheme can be linked to the individual department, so user while recording the transaction can assign the department. Click ULB's Departments for the master data
7
Initial Estimate Amount
Numeric
50
No
The initial Estimate Amount approved amount under the sub-scheme can be updated while creating the sub-scheme master record. This will facilitate the user in utilizing the amount within the estimated amount
1
Make sure that each and every point in this reference list has been taken care of
1
The date format should be as per example and the Start date should be greater than the current date and end date.
DD/MM/YYYY : [Allowed]
YYYY/DD/MM : [Not allowed]
2
The name should be unique and should not contain any special characters
AMRUT : [Allowed]
#AMRUT! : [Not allowed]
3
The scheme name mapped should be as per the scheme master entity
AMRUT, SWM
1
Rakesh
RAK00123
#141/25 2nd Cross koramangala Bangalore
#62 5th main road
ITPL Bangalore
NIL
Rakesh
Rakesh@gmail.com
98XXXXXX45
AFRXXXX64N
NIL
NIL
ICICI
000XXXX1234
ICICI0XXXX97
2
ABC Constructions
ABC00143
#1/1 8th Main JP Nagar Bangalore
NIL
Z12345KA2020PTC097654
Mahesh
contact@abcconstruction.com
987XXXXXX65
PNBXXXX78U
22AAAAA0000A1Z5
22AAAAA0000A1Z5
HDFC
987XXXXX64
HDFC0XXXX51
1
Name
Text
50
Yes
The register Name of the Company/Firm or an Individual Person Name, this will help the user to easily identify the contract assigned and also while generating the bills
2
Contractor Code
Alphanumeric
50
Yes
A unique code that identifies the contractor of the works
3
Permanent Address
Alphanumeric
250
Yes
Company/Firm permanent address or an Individual Person permanent address, this will help the user to send the hard copy document to the contractor. Example, A signed hard copy of the contract
4
Correspondence Address
Alphanumeric
250
No
Alternative address of a Company/Firm or an Individual Person Alternative address
5
Registration No
Alphanumeric
21
Yes
Company/Firm registered number, it’s a unique number assigned by the Registrar of Companies
6
Contact Person
Text
100
Yes
Details of a contact person of an individual or a Company/Firm. This will help the user to contact a person in case of any information required
7
Email ID
Alphanumeric
250
No
Company/Firm email Id or an individual person email Id, with the email Id the contractor, can receive the notification related to works and payments
8
Mobile No
Alphanumeric
12
Yes
Company/Firm Mobile number or an individual person mobile number, the contractor can receive SMS alerts after the bills are processed
9
PAN No
Alphanumeric
10
No
Company/Firm registered PAN number or an individual person PAN number
10
GST/TIN No
Alphanumeric
15
Yes
GST/TIN No: Company/Firm registered GST/TIN number is a Tax Identification Number
11
GST registered State/UT
Alphanumeric
15
Yes
The company/Firm has multiple businesses with the state or union territory a separate registered GST number is a Tax Identification Number
12
Bank Name
Text
50
No
Company/Firm Bank Name in which they hold the account or an individual person Bank account name which he/she holds the account
13
Bank Account No
Alphanumeric
25
No
Company/Firm Bank Account number or an individual person Bank Account number. With the bank account number, the bill payment can be made to the correct account, also while doing the RTGS fund transfer the amount can be transferred to the respective firms or individual account
14
IFSC Code
Alphanumeric
11
No
The Bank IFSC code pertaining to the bank account of the Company/Firm or an Individual person holding a bank account, the IFSC code will be a validation check for the bank account provided by the contractor and useful for the user while doing a bill payment via RTGS
1
Make sure that each and every point in this reference list has been taken care of
1
The Contractors Code should be alphanumeric and unique
RAK00123
2
The Email ID should be valid Id, email Id should contain the Company/Firm name or an individual personal name before the “@” and the “XXXXX.com” after the “@”
ABCLtd@xeror.com
1
General Administration
10
0
Nil
Nil
2
GENERAL ADMINISTRATION: Administration
1011
1
General Administration
10
3
General Department
101100
2
GENERAL ADMINISTRATION: Administration
1011
4
Public Works
20
0
Nil
Nil
5
PUBLIC WORKS: Roads and Pavement
2021
1
Public Works
20
6
Roads and Building Maintenance
202101
2
PUBLIC WORKS: Roads and Pavement
2021
1
Name
Text
250
Yes
To indicate the Function name, User can select a particular function code while recording a transaction in the system. This will facilitate in generating a report at the function level
2
Code
Alphanumeric
50
Yes
The unique code is given to the individual function. Child functions have to follow number pattern starting with the parent code
3
Level
Numeric
50
Yes
As per NMAM, the Function can be defined in the tree structure, so the Level indicates the structure in which the function would be setup. Root nodes will be level 0 and the next level funds will have value as 1 and the next level as value 2
4
Parent Type
Text
250
No
If the ULB’s using multiple Functions then a Hierarchy of “Parent-Child “can be set up for the Function, so under each Parent Function a multiple child function can be set up
5
Parent Code
Alphanumeric
50
No
The unique code representing the parent type function
1
Make sure that each and every point in this reference list has been taken care of.
1
The Function Name should not contain any special characters
General Administration : [Allowed]
#General Administration! : [Not allowed]
2
The Function Code that is defined by the state team should be alphanumeric and Unique.
10, 1011 or 101100
1 | Municipal Fund | 01 | 1 | 0 | Nil |
2 | Grant Fund | 02 | 2 | 0 | Nil |
3 | Public Fund | 03 | 3 | 0 | Nil |
4 | Pension Fund | 04 | 4 | 0 | Nil |
1 | Name | Text | 50 | Yes | To indicate the Fund name, if there are multiple funds and by following the Fund Accounting method to record the transaction user can select a particular Fund |
2 | Code | Numeric | 50 | Yes | The unique code gives to the individual fund |
3 | Identifier | Numeric | 50 | No | A single character or number which is used as a unique identification for the fund. This identifier is used in the voucher number format |
4 | Level | Numeric | 50 | Yes | The Funds can be defined in the tree structure, so the Level indicates the structure in which the funds would be set up. Root nodes will be level 0 and the next level funds will have value as 1 and the next level as value 2 |
5 | Parent Fund | Text | 50 | No | If the ULB’s using multiple Funds then a Hierarchy of “Parent-Child “can be set up for the Fund, so under each Parent Fund multiple child funds can be set up |
1 | The Fund Code that is defined by the state team should be numeric and Unique. | 01 |
2 | The Fund Name should not contain any special characters | Municipal Fund : [Allowed] #Municipal Fund! : [Not allowed] |
1 | Telephone | Telephone |
2 | Other Creditors | Other Creditors |
3 | ULB and Other Dept | ULB and Other Departments |
1 | Name | Text | 50 | Yes | The Name indicates the sub-ledger category, this will facilitate the user to record the transaction at the Sub-ledger level. (Example: While creating a bill, user can select the Sub-ledger details as a contractor to whom the bill need to be paid and the same can be recorded under the sub-ledger GL code which is mapped to the contractor) |
2 | Description | Text | 50 | Yes | A short description provided to the name of the Sub-ledger |
1 | The name should be unique and should not contain any special characters | Contractor : [Allowed] #Contractor! : [Not allowed] |
1 | The Branch Code should be unique | 006305, 7849 |
1 | The name should be unique and should not contain any special characters | Telephone : [Allowed] #Telephone! : [Not allowed] |
1 | The Amount cannot be entered in both the Debit and Credit column for a particular GL code. | Debit:100000 [Allowed] Debit:10000 Credit:10000 [Not Allowed] |
2 | If for a particular account code the data is captured at sub-ledger level then the Sub-ledger and entity should be selected, | Account Head: Security Deposit Subledger Type: Contractor: Entity: Cont003 (Test Contractor) |
1 | Telephone | 0999784563 | 001 | Telephone Number |
2 | Other Creditors | Park Welfare Society | Park Welfare | Park Welfare |
1 | Account Detail Type | Text | 100 | Yes | The Account detail type indicates the name of the subledger category name, this will help the user to identify the subledger account while recording the transaction |
2 | Name | Alphanumeric | 50 | Yes | The name of the subledger master, wherein the user will record the transaction at the most detailed level |
3 | Code | Alphanumeric | 50 | Yes | The unique code gives to the Subledger master |
4 | Narration | Text | 250 | No | A short narration provided to the subledger master |
1 | Make sure that each and every point in this reference list has been taken care of |
1 | Make sure that each and every point in this reference list has been taken care of |
1 | STATE BANK OF INDIA | SBI | SBI Treasury Branch, Kurnool | 006305 | 518002007 | COLLECTOR COMPLEX DISTT KURNOOL ANDHRA PRADESH | Branch Manager | 0408743462 | Operating Current Accounts |
2 | KOTAK MAHINDRA BANK | KKBK | Ucon Plaza Kurnool | 7849 | 518064002 | Ucon Plaza, Park Road Kurnool | Branch Manager | 0812756943 | Nationalized Bank |
3 | ANDHRA BANK | ANDB | KRISHNANAGAR (KURNOOL) | 001430 | 518011010 | 80/112 Aabbas Nagarabbasnagar,Kurnool 518002 | Branch Manager | 022-2261759 | Nationalized Bank |
1 | Bank | Text | 100 | Yes |
2 | Bank Code | Alphanumeric | 50 | Yes | The Unique code which represents each bank |
3 | Branch Name/Location | Text | 50 | Yes | The Branch Name/Location is the name of the branch of the bank which is registered with Central Bank. It helps to identify any specific branch of the bank |
4 | Branch Code | Alphanumeric | 50 | Yes | A unique code that identifies the bank branch, this will help the user to easily identify the bank branch |
5 | MICR | Alphanumeric | 50 | No | The MICR Code is used in Local clearing (this will be in the bottom portion of the cheque). IFSC Code used for RTGS, IMPS and NEFT transactions in India |
6 | Address | Alphanumeric | 50 | Yes | It's the address of the bank where the account is held by the State, the address is likely printed on a bank statement or in the cheque book |
7 | Contact Person | Text | 100 | No | A contact person who acts as a channel of communication between the bank and the customer, a contact person is the one who provides relevant information as and when required by the customer |
8 | Phone Number | Alphanumeric | 12 | No | A phone number is the registered number of the bank, wherein a customer can contact a bank representative for any kind of banking-related information |
9 | Narration | Text | 250 | No | A short narration which represents the bank and branch |
1 | Make sure that each and every point in this reference list has been taken care of |
1 | CPF Deduction | CPF | Employee | 3502003 - CPF Deduction | Central Provident Fund Board | UBIN0XXXX69 | 2XXXX1234XX4 | CPF Deduction |
2 | TDS Deduction | TDS | Contractor | 3502001 - TDS Deduction | Central Government | ICICI00XXXX7 | 6XXX97156XX5 | TDS Deduction |
3 | TDS from Employees | TDS Employees | Employee | 3502008 - TDS Employee | Central Government | HDFC00XXX51 | 9XXXX759691XX7 | TDS from Employees |
1 | Deduction Name | Text | 250 | Yes | The name for the deduction head, wherein users use this deduction head name while posting the transactions into the system and also user can generate an individual report using the deduction name. |
2 | Deduction Code | Alphanumeric | 20 | Yes | A unique code that identifies the deduction name, this will help the user to easily identify the deduction type while doing a transaction. |
3 | Subledger Category | Text | 250 | No |
4 | Account Code | Alphanumeric | 50 | Yes | A particular GL code would be mapped for the deduction code, these accounts codes would be used in the transaction when a deduction needs to be made. If the sub-ledger type is present then the GL code has to be a control code of that sub-ledger. If sub-ledger type is blank, then the GL code mapped will be a non-control code |
5 | Remitted To | Text | 250 | Yes | The “Remitted To” represent the relevant government department to which all the statutory remittances like Provident fund, TDS, CPF and ESI etc are deducted and remitted as per the Act. So while making the payment the “Pay To” will be set to this value |
6 | IFSC Code | Alphanumeric | 11 | No | The Bank IFSC code pertaining to the bank branch to which the payment will be made for this particular deduction |
7 | Account No | Alphanumeric | 25 | No | The Bank account number represents the account number to which all the deduction which are made would be remitted |
8 | Description | Text | 250 | No | A short description shows the deduction details for which the remittance made to the relevant government department |
1 | Make sure that each and every point in this reference list has been taken care of. |
1 | Deduction Code should be unique and no special character is allowed. | CPF : [Allowed] #CPF! : [Not allowed] |
2 | The format of the Account Code to be 7 to 9 digits numeric and unique no repetitive code should be entered. Only detailed account code should be listed here and this should be an active code in the COA master. | Click on Chart of Accounts for master details. |
1 | Make sure that each and every point in this reference list has been taken care of |
1 | 2020-21 | Account Branch | 01 | 000300 | 4101010 | NIL | NIL | 1000000 | |
2 | 2020-21 | Street Light | 01 | 202406 | 3301010 | NIL | NIL | | 2000000 |
3 | 2020-21 | Street Light | 01 | 202406 | 3401002 | Contractor | MH003 | | 1000000 |
1 | Financial Year | Number | 10 | Yes | The Financial year indicates the year for the which the opening balances will be entered for the GL accounts. This can be the opening balance of the year or the date from which the system is going live |
2 | Department | Text | 250 | Yes | A department indicates to which the GL code is linked, the user while entering the opening balance can select a particular department to which amount will be entered |
3 | Fund Code | Alphanumeric | 50 | Yes | A GL Code can be linked for the validation of the Fund Code, the user while entering the opening balance can select a particular fund code to which amount will be entered |
4 | Function Code | Alphanumeric | 50 | Yes | A GL Code can be linked for the validation of the Function Code, the user while entering the opening balance can select a particular function Code to which amount will be entered |
5 | Account Code | Alphanumeric | 50 | Yes | A General Ledger Code (GL Code) is a string of 7 to 9 digit numeric characters assigned to each financial entry in a State/ULB ledger. A GL Code can be assigned to different debit or credit entries to make opening balances. A detailed GL code to be provided to update the opening balance |
6 | Subledger Category | Text | 250 | No |
7 | Entity | Alphanumeric | 50 | No | When the Sub Ledger is linked to the individual entity, the user can select an entity while entering the opening balances. So when a sub-ledger is “Contractor” then the value here will be “Contractor code” |
8 | Credit | Number | 50 | No | If the opening balance for a Financial year or a period of a particular GL account is a credit Balance then the user needs to update the amount under the Credit column |
9 | Debit | Number | 50 | No | If the opening balance for a Financial year or a period of a particular GL account is a Debit Balance then the user needs to update the amount under the Debit column |
1 | Make sure that each and every point in this reference list has been taken care of |
The Bank Name defines the name of the bank in which the individual or an organization hold the different type of accounts. Click for the list of RBI published banks
The Subledger type is the value which will tell the party type associated with the deduction. This will be aligned with the standard set of sub-ledger types in DIGIT like - Contractor, Supplier and Employee. Example: When payment to be made for a contractor, TDS deduction is done and “Contractor” would be mapped to the sub-ledger type. Click for the master details
The Sub Ledger type indicates if the GL code is linked to a sub-ledger account which is contractor, supplier and employee then the user can select the sub-ledger type while entering the opening balances. Click for the master details