Asaan Limited | Portal

🏠Payment Home — work in progress

Every GRN still being worked on. After final approval: click 📨 Send to Treasury on any GRN of the memo (today's date goes on all its GRNs), then enter the Cheque # — select cells and Ctrl+C / Ctrl+V like Excel (works for Cheque # and Comment). Enter the Cheque Amount and Cheque Received Date once (double-click or ✎; the date has a 📅 calendar or can be typed, e.g. 20-Dec-2026, 20/12/26, 20122026) — they fill every GRN with that cheque number. When every GRN of the memo is complete, the ➜ arrow sends the whole memo to Payment Master (history).

0GRNs on Home

0Pending Invoice

0Invoiced

0Flagged duplicate

0Invoiced, ready for memo

0Excluded (added by vendor, unverified)

0Memos ready for Master

⬆Upload

Step 1a — Populate

Upload the QA33 and ME2N reports exported from SAP, then click Populate. Every GRN is matched to its rate and description by Purchasing Document + Material and added to Payment Home as Pending Invoice. GRNs already in Master are left untouched and flagged red as a possible duplicate upload.

QA33 Report (.xlsx) ME2N Report (.xlsx)

Step 1b — Generate data for vendor

Downloads every Pending Invoice GRN not sent before — one spreadsheet per vendor, each with its own Reference Number — for the vendor to fill in Invoice # and Invoice Date. GRNs already sent are skipped so nobody is billed twice. A QA33 file usually covers several vendors, so several files download at once.

Upload invoices

Upload the same file Generate Data produced, after the vendor filled in Invoice # and Invoice Date. Each row is matched to Master by GRN; the invoice is recorded and the GRN marked Invoiced. Rows without an invoice number stay Pending Invoice. Upload each vendor's file as it comes back.

Columns are found by header name, not position — re-ordered or re-formatted columns are fine as long as the header row and header texts are intact.

Vendor-filled Statement (.xlsx)

🗃Payment Master — history

Finished GRNs only: approved, forwarded to Treasury and paid by cheque, sent here from Payment Home memo by memo. Nothing is changed here; all work happens on Payment Home. Duplicate checks still look at every GRN, on Home and in Master.

0GRNs in Master

0Total GRN weight (KG)

0Total amount (Rs)

0Pending Invoice

0Invoiced

Vendor	GRNs	Total Weight (KG)	Total Amount	Pending	Invoiced	Share of total amount

📋GRN history

🧾Payment Upload Log

When	By	Action	File	Processed	Added	Updated	Skipped	Notes

✅Payment Approvals

Memos sent by Payment Ops, one memo at a time: the Lead approves first, then the Manager gives final approval. Click a row to see its GRNs before approving.

0Awaiting your approval

0With the other approver

0Fully approved

	Memo #	GRNs	Total Amount	Sent On	Status

📊Payment Dashboard

Rollup by memo number. Click a memo to see its GRNs, invoice numbers and cheque status.

0Total Memos

0Awaiting approval

0Approved

0Cheque added

0Whole cycle completed

	Memo #	GRNs	Total Amount	Approval	Cheque	Cycle

📈Monthly Money — Material vs Transport

🍩Breakdown

📦Monthly Quantity — Bought vs Dispatched (KG)

🕐Recent Entries

Date	Type	Segment	Vendor / Vehicle	Location	Qty / Recv KG	Value / Payment	Status

🧴Add Material Entry

Date *

Vendor *

Location (auto-filled)

Quantity (KG) *

Price / KG (Rs) *

Conversion / KG (Rs)

Value (Rs) — auto

Payment Details

Payment Type

Remarks (optional)

📋Material Entries — Spot

Date: Vendor: Status:

#	Date	Vendor	Location	Qty (KG)	Price/KG	Conv/KG	Value (Rs)

🔍Filter & Select Entries for Memo

Entry Type

🧴 Material 🚛 Transport

Segment

Spot Partnership Own

Vendor

None yet

Location

None yet

Delivered To

KHI Plant SKP Plant

Date Range

to

Select entries for memo (transport: only Delivered entries)

	Date	Type	Segment	Vendor / Vehicle	Location	Qty (KG)	Value / Payment	Status	Approval

📋 Material Memo — Site Summary Lines

ℹ️ Auto-calculated: "Material received at site" and "Material dispatched" lines are filled automatically from system data, based on quantities up to the date of the previous memo for that site.

No entries selected

📁Master Memo Table (click any row to view memo)

📒Vendor Ledger

Segment

Vendor

🏷Add Vendor

New vendors appear immediately in the vendor lists of the entry forms, price settings and partner accounts.

Segment *

Vendor Name *

Location *

Mobile Number

Contact Person

Account Holder

Bank Name

Account Number / IBAN

📋Vendors

Segment	Vendor	Location	Mobile / Contact	Bank Details	Entries	Action

🚛Add Transporter

Transporters appear in the 3PL transport entry form; their bank details and mobile fill in automatically.

Transporter Name *

Mobile Number

Contact Person

Bank Accounts (leave empty if the transporter is paid in cash; add more than one if they use several)

📋Transporters

Transporter	Mobile / Contact	Bank Details	Entries	Action

💰Set Partnership Price / KG

Select Vendors (same price applied to all selected)

Price from Date *

Price to Date *

Price / KG (Rs) *

Notes

📋Active Price Rates

Status	Vendor	From	To	Price/KG	Notes	Action

🎯Set Spot Price / KG — per product

Same process as partnership: the Lead enters the rate for a date range, the Manager approves it. At delivery each product's material cost comes from the rate valid on the vehicle loaded date.

Select Spot Vendors

Select Products (same price applied to every selected vendor × product)

Price from Date *

Price to Date *

Price / KG (Rs) *

Notes

📋Spot Price Rates

Status	Vendor / Product	From	To	Price/KG	Notes	Action

⚙️Set Partnership Conversion Cost / KG

Locked separately from price — set it once for a longer period; it applies to every entry in that date range regardless of price changes.

Select Vendors (same conversion cost applied to all selected)

Conversion from Date *

Conversion to Date *

Conversion Cost / KG (Rs) *

Notes

📋Active Conversion Costs

Status	Vendor	From	To	Conv/KG	Notes	Action