Khanal Group

K-Projects

Issue work orders, make contractor RA bills and pay them

K-Projects takes a contractor from work order to paid bill. Every step that involves money is approved by a second manager.

Last updated

Open K-ProjectsAll K-Projects guides

What you need

  • The contractor in Contractors & suppliers with full KYC: PAN, GST, bank account and MSME details
  • Two people with the Project manager or Organisation admin role (maker and checker)
  • The work order lines and rates, retention %, mobilisation advance and TDS terms
  • Your company's bank account added in Settings → Bank accounts (for payment sheets)

Issue the work order

  1. Open the project and click the Contractors tab.
  2. Open New work order, choose the contractor and fill in scope, dates, cost head, Retention %, mobilisation advance and TDS 194C % (leave blank: 1% individual or HUF, 2% others, 20% without PAN).
  3. Click Save draft.
  4. Add each line with its unit, quantity and rate and click Add line.
  5. Ask another manager to check the lines and click Approve and issue.

Record and check measurements

  1. On the work order, the site engineer opens Record a measurement.
  2. Choose the Line, the date, the Location and the Quantity, then click Record measurement.
  3. A manager who did not measure clicks Check. A checked measurement is final.

Make and approve the RA bill

  1. On the work order, open Make the next RA bill.
  2. Choose Period up to and the Bill date, and add any other deductions with the reason.
  3. Click Make bill. K-Projects takes every checked measurement in the period and works out GST, TDS, retention and advance recovery.
  4. Ask another manager to check the quantities and deductions and click Approve bill.

Pay through a payment sheet

  1. Click Payments in the left menu and click Make sheet with the date and the account to pay from.
  2. On each line, pick the vendor, the amount, the site and cost head, the purpose and the bill it pays. Click Save lines.
  3. Click Submit for approval. Another manager clicks Approve sheet.
  4. Click Download bank file (CSV) or Download bank file (Excel, XLSX) and upload it in your bank.
  5. When the bank has paid, click Mark paid with the UTR. The bill lines are recorded as payments on the bill.

Good to know

  • For a single payment outside a sheet, open the bill and use Record payment.
  • MSME vendors with bills older than 45 days come first on the payment sheet and are warned about.
  • Bank account numbers show as XXXX1234. Show full account numbers is recorded in the audit log, and a change of bank details waits for another manager.
  • The Contractors tab has a bills CSV, and Contractors & suppliers has the TDS register.

Common errors

"Another manager must approve this bill. You made or changed it (maker-checker)."

Ask a different project manager or admin to approve it. The same rule applies to work orders and payment sheets.

"N measurements dated up to … not checked. Check or delete them first."

A manager must check (or the engineer delete) every measurement in the period before the bill is made.

"The last bill is waiting for approval. Approve or delete it before making the next one."

Only one bill can wait at a time. Approve or delete the draft bill first.

"Add the lines of the work order before issuing it."

Open the draft work order, add at least one line with Add line, then ask another manager to issue it.

The contractor shows KYC incomplete

Open the party in Contractors & suppliers and complete PAN, GST, bank and MSME details. Until then it gets no payment, new work order or PO.

Related articles

Still stuck?

Email hello@khanals.in with the app name, what you clicked and the exact message you saw. Do not send passwords, PINs or authenticator codes. You can also use the contact page.