AS-IS PROCESS

DOCUMENTATION
ELECTRONIC UTILITY BILLS PAYMENT
SYSTEM (EUBS)

NAME: KHURRAM
FAISAL
STUDENT ID: 4486
COURSE: ERP
MBA (W) PROGRAM
 FACULTY: MR. A.R.
PARACHA

PROCESS PRE REQUISITE:

* E-Banking Subscription Form

PROCESS OBJECTIVES:
KASB Bank has an established Electronic Utility Bill Payment switch
through which
customers can pay their utility bills on ATMs, Call Center and through
our Website.
The customers are saved from the hassle of waiting in long queues in
order to pay
their bills, and can pay their bills from home 24 hours a day. The
bill amount is
transferred from the customer’s account into utility company’s account
in real time
and the paid bills info is available to the utility company
immediately.

PROCESS CONTROLS:

Any party may escalate the issue as per the Escalation Matrix defined
below:

Phase I

The case will be escalated to Phase II if not resolved within 24 hours of

the standard TAT or as deemed appropriate.

1. Officer EUBS Operations

2. Relevant Branch Customer Services Officer

Phase II

The case will be escalated to Phase II if not resolved within 48 hours of

Phase I.

1. Supervisor EUBS Operations

2. Relevant Branch Operations Manager / Branch Manager
Phase III

The case will be escalated to Phase III if not resolved within 72 hours of
Phase II.

1. Manager EUBS Operations

2. Relevant Branch Regional Head

Phase IV

The case will be escalated to Phase V if not resolved within 2 days of

Phase IV.

1. Chief Information Officer

2. Head of Branch Banking Operations

Phase V

The cases will be escalated to the president if not resolved within 2

days of Phase IV.

1. Chief Executive Officer / President

PROCESS FLOW:

1. SIGNING IN:

The teller/user is already provided with a user id and password. The

user opens the
login page on the browser and signs in using this user id and password.

2. SELECTION OF OPTIONS:

After signing in, the user is taken to the home page.

Here he/she is provided with two options:

 Pay Bills
 View Transaction Report

In order to make payment of a bill, Pay Bill icon should be clicked.

3. PASSING ENTRY INTO SUSPENSE ACCOUNT:

The teller/user is supposed to take the cash, equal to

the bill amount, and pass an entry against this amount in
the Suspense Account that is opened in every branch. The
entries to be passed are as follows:
Debit: Cash in Hand
Credit: Suspense Account

4. PAY BILLS:

Clicking on Pay Bill icon takes the user to the first step of
Electronic Bill Payment. The user is required to enter the
consumer number, as given in the Utility Bill, and select
the correct Utility Company. Clicking on Next takes the
user to the second step of Electronic Bill Payment.

5. PAYMENT MODE:

The user is shown Bill amount and Due date of the bill. An
appropriate Payment Mode is to be selected (Cash for
over the counter payments) and Payment Reference
Number (for future reference) is entered. On clicking Pay
Bill button, a Funds Transfer Transaction takes place,

transferring the Bill Amount from the Suspense Account

to the respective Utility Company Sundry Account. The
entries are
given as follows:
Debit: Suspense Account
Credit: Utility Company Sundry Account

6. BILL PAYMENT CONFIRMATION:

On completion of the transaction, the user is taken to the

third step of
Electronic Bill Payment. The payment of the bill is
confirmed and some specifications of the bill such as
Utility Company Name, Consumer Number, Bill Amount,
etc. are displayed.

6. GENERATE A RECEIPT:

The Receipt button is clicked in order to generate a receipt

of the payment just made. This receipt can be printed for
proof keeping. In case a user tries to pay a bill that has
already been paid, a suitable message is displayed.

7. TRANSACTION REPORT:
In Step 2, clicking on View Transaction Report icon
enables the user to generate a comprehensive report
showing the details of the bill payment transactions made
by the user over a selected period of time. A Transaction
Report in PDF format is generated showing details of Bill
Payment Transaction such as Consumer Number, Utility
Company, Bill Amount, and Payment Reference Number.

8. SETTLEMENT PAYMENT AT DAY END:

At the end of the day, the user is required to park the total
amounts of bills paid, into the Collection Accounts of each
Utility Company. The entries required are given as follows:
Debit: Utility Company Sundry Account
Credit: Collection Account of particular Utility Company
The closing balance of the Suspense Account at the end
of day should ideally be Zero. The user can reconcile the
payments made through out the day, by looking at the
Transaction Report and comparing it with the Account
Statement of the Suspense Account.

PROCESS NAME:

Electronic Utility Bills Payment System Process

PROCESS FLOW CHART:

 Customer visits the branch with the
following utility bill
PTCL , KESC , SSGC , SNGPL & IESCO

STUBS
Branch Pays The Bills Through e -UBS Application Stubs are sent
Then
to ITD e -UBS
Deptt .

If the bill is not payable through

e-UBS due to any reason
END

REASONS

1) After Due Date Bill

2) Correction Bill
3) Installment Bill
4) Amount Differs
Between e -UBS
and Physical Bill

THEN

DATA
Data is sent in designated
template through email on
eubshelp @kasb .com
FUNDS
MANUAL STUBS
Funds are transferred to
relavant utility company A /C Branches send the manual
and inform to bills stubs for processing as
eubshelp @kasb .com with per defined procedure
complete details .

END