Validation Guidelines
Bill Content Requirements
Supplier Name (must match approved vendor list)
Valid GSTIN (15-digit alphanumeric format) - Optional
Bill Date (within last 60 days)
Total Amount (numeric, positive)
PO Number - Optional
GST Bill mention or GST breakdown (CGST/SGST/IGST)
No Performa Invoice allowed
Must be in Company Name (not personal name)
Approval Matrix
Up to ₹10,000: BU Head OR Segment/Zonal Head
₹10,001 - ₹20,000: BU Head + Finance Head
Above ₹20,000: BU Head + Finance Head + K K Sir
1
Up to ₹10,000
BU Head OR Segment/Zonal Head approval required
2
₹10,001 - ₹20,000
BU Head + Finance Head approval required
3
Above ₹20,000
BU Head + Finance Head + K K Sir approval required
Non-GST Bills
Non-GST bills are purchase invoices that do not contain a GSTIN or lack GST breakdown.
These bills are NOT marked invalid but flagged for Manual Verification.
Supplier Name: Flag for Manual Verification if missing
Bill Date: Flag for Manual Verification if older than 60 days
Total Amount: Flag for Manual Verification if invalid
Company Name: Flag for Manual Verification if incorrect
Prohibited Terms: Reject if "Performa" or "Estimate" found
Policy Compliance
No duplicate bills allowed
All bills must be raised in ERP within 30 days
Avoid cash payment (flag if "Cash" mentioned without UPI justification)
For fuel expenses: must mention KM travelled
Company assets must be purchased in company name