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Introduction

This document provides a step-by-step guide for preparing and uploading vendor claim files in CRM. It is intended for new users of the CRM system to ensure accurate and efficient claim processing.

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Preparing the Vendor Claim File in Excel

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1. Accessing the CRM MIS Upload Format

  • Open the payout claim format file.
  • Refer to the “CRM MIS Upload Format” sheet.

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2. Following Instructions

  • The first row contains instructions and explanations for each column.
  • Pay close attention to the mandatory fields, which must be filled accurately.

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3. Starting from the Second Row

  • Begin entering data from the second row, where the headers are located.
  • Do not use the first row for data entry.

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4. Selecting Data from Drop-Down Lists

  • Use the drop-down lists for fields like month and bank names.
  • Avoid manual typing to ensure data consistency.

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5. Mandatory Fields

  • Customer Loan Number: Enter the customer’s loan number.
  • Split Disbursal Date: Enter the disbursal date.
  • Loan Amount: Enter the loan amount.
  • Vendor PAN Number: This is a critical field. The PAN number must be mapped under your CRM profile.
  • Bank Name: Select the appropriate bank name from the drop-down list.
  • Product: Select the main product (e.g., PL, BL, HL, LAB) rather than sub-products.
  • Rate/Ratio: Specify the rate or ratio committed to the vendor.
  • Business Category: Select the appropriate business category (e.g., 11 for Loan to VC).

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6. Optional Fields

  • Customer Name: Enter the full name of the customer.
  • City Leader Name/Code & Sub Leader Name: Leave blank if you don’t have the code.
  • Vendor’s Name: If available, enter the vendor’s name.
  • Vendor Remark: Add any relevant comments or remarks.

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7. Understanding Codes

  • Bank Codes: After selecting the bank, the corresponding bank code will appear. If you see “N/A” or a similar error, the bank may not be listed, or the format may be corrupted.
  • Product Codes: Selecting the main product will populate the corresponding product code.

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8. Handling Corrupted Files

  • If the format is corrupted, request a new file.
  • Alternatively, copy the necessary codes from the product master file.
  • Do not use corrupted files.

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9. Rate vs. Ratio

  • Rate: A fixed percentage paid to the vendor irrespective of the bank’s payout.
  • Ratio: A percentage of the payout received from the bank that is passed on to the vendor.
  • Select the appropriate option based on your commitment to the vendor.

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10. Split Payments

  • Avoid split payments to multiple vendors for a single case.
  • Split payments complicate the TDS process.

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11. Borrower and Company Names

  • For BL (Business Loan) or LAB cases, the loan is typically booked under the company’s name.
  • Capture the company name in the “Borrower Name” column and the proprietor/director name in the “Company Name” column.
  • If unsure, mention the customer name and bank name in columns V and W, respectively.

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12. Business Category Codes

  • Select the appropriate business category code.
  • “11” is generally used for fresh loan cases (Loan to VC).
  • “21” is used for tranche cases (Loan TR) when uploading subsequent tranches of a home loan.

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Uploading the Vendor Claim File in CRM

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1. Preparing the Data

  • Select the data from the second row to the last row with data.
  • Copy the selected data (Ctrl+C).
  • Open a new Excel file (Ctrl+N).
  • Paste the copied data using “Paste Special” and select “Values.”
  • Format the date columns to a standard date format.

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2. Saving the File

  • Save the file with a descriptive name, including the month, lot number, and date (e.g., “VendorClaims_December2024_Lot1_03052025”).
  • Proper naming conventions help in tracking files within CRM and in logs.

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3. Uploading to CRM

  • Log in to CRM.
  • Navigate to “Lead Form” > “Payout Claims” > “Pending Import” > “Upload Excel.”
  • Select the prepared file and open it.
  • Click “Add” to upload the file.

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4. Processing and Verification

  • The system will take a few minutes to load the data.
  • Once loaded, the cases will appear in the pending section.
  • Verify the uploaded data for accuracy.
  • Update the rate or ratio if needed.

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5. Sending to ERP

  • Select the cases.
  • Click “Send to ERP.”
  • The selected cases will move to the “Sent to ERP” section.

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6. Verifying Submission

  • In the “Sent to ERP” section, check for the internal UE and CRM ID.
  • The generation of these IDs confirms that the claim has reached the MIS team in Mumbai.

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Troubleshooting

  • File Errors: If you encounter errors during upload, ensure that all mandatory fields are correctly filled and that the file format is correct.
  • Bank/Product Codes: If bank or product codes are not populating, verify the bank and product names and ensure that the master file is not corrupted.
  • Duplicate Claims: If you receive a duplicate claim error, ensure that you are using the correct business category code (e.g., “21” for tranche cases).

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FAQ

Q: Which row should I start entering data in the Excel file? A: Start entering data from the second row, where the headers are located. The first row contains instructions. Q: What should I do if the bank or product codes are not populating? A: Verify that you have selected the correct bank and product names from the drop-down lists. If the issue persists, the format file may be corrupted, and you should request a new file or copy the codes from the product master file. Q: How do I handle split payments to multiple vendors? A: Avoid split payments, as they complicate the TDS process. It is better to make one-to-one payments. Q: What is the difference between ‘Rate’ and ‘Ratio’ when specifying vendor commitment? A: ‘Rate’ is a fixed percentage paid to the vendor irrespective of the bank’s payout. ‘Ratio’ is a percentage of the payout received from the bank that is passed on to the vendor. Q: What business category code should I use for fresh loan cases? A: Use business category code “11” for fresh loan cases (Loan to VC). Q: What should I do if I get a duplicate claim error? A: Ensure that you are using the correct business category code. For tranche cases, use “21” (Loan TR). Q: How long does it take for the data to load into the CRM system after uploading the file? A: The system typically takes a few minutes to load the data.

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Additional Resources

  • Refer to other CRM training videos for a better understanding of the system.
  • Contact the support team for any queries or assistance.