How to use this document: Each question shows our recommended default based on what we built in the mockup. Click Confirm if our approach is correct, Change if you want it different (and describe in the note field), or leave blank to discuss in the next meeting.
1
Bill Entry & Validation
4 questions
Q 1.1
Should the RB Number (Running Bill No.) be auto-generated sequentially, or entered manually by the user?
Affects how engineers add new bills. Auto-generation prevents duplicates but loses flexibility for back-dated entries.
RECOMMENDED: Auto-generate (RB #1, RB #2, …) — system increments based on existing bills for that bridge.
Your decision:
Q 1.2
Can a Bill Date be back-dated (earlier than today) or future-dated?
Back-dating is common in govt projects (catch-up entries). Future-dating usually indicates an error.
RECOMMENDED: Allow back-dating up to the work-order date. Disallow future dates. Each new bill date must be ≥ the previous bill's date.
Your decision:
Q 1.3
Should the system block adding a bill if Sub Division Amount would push cumulative total above the Sanctioned Work Value?
Financial Progress > 100% is technically possible if extra items or rate revisions apply. The UI behaviour matters.
RECOMMENDED: Warn the user but allow the entry. Show Financial Progress capped visually at 100% with an "Over-run: ₹X" badge.
Your decision:
Q 1.4
Beyond Sub Division Amount, should we capture Star Rate & Price Adjustment values in the entry form (even though they don't drive Financial Progress %)?
Currently mockup only shows Sub Division Amount. Star Rate / Price Adjustment exist in seed data but aren't entered or shown in the table.
RECOMMENDED: Yes — add two more columns (Star Rate, Price Adjustment) in the table, optional inputs. Display total bill value = sum of all three. Financial % calculation stays based on Sub Division Amount only.
Your decision:
2
Lock & Delete Behaviour
3 questions
Q 2.1
Once saved, an entry is locked from editing — confirmed. But who is allowed to delete a locked entry?
RECOMMENDED: Only Administrator role can delete. Site Engineer can add but not delete. Audit trail records who deleted and when.
Your decision:
Q 2.2
Should delete be a "soft delete" (entry hidden but retrievable for audit) or a "hard delete" (record fully removed)?
Govt audits often require justification for any deletion of financial records.
RECOMMENDED: Soft delete with mandatory reason field. Deleted entries visible to Administrator only, with strike-through styling. Restorable within 30 days.
Your decision:
Q 2.3
If a bill has status "Paid", can it still be deleted? Or only entries in "Approved/Draft" state?
RECOMMENDED: "Paid" entries cannot be deleted — only reversed by adding a negative correction entry. "Approved" entries deletable by Administrator. "Draft" deletable by Site Engineer.
Your decision:
3
Status Workflow & Approvals
3 questions
Q 3.1
What are the valid bill statuses, and what is the workflow between them?
RECOMMENDED: Draft → Approved → Paid (three stages). Optional "Rejected" state from Approved. Status change records user + timestamp.
Your decision:
Q 3.2
Who has the authority to move a bill from "Approved" to "Paid"?
RECOMMENDED: Only Accounts/Finance role. They mark the bill paid with payment-voucher reference and date. Site Engineer cannot change status to Paid.
Your decision:
Q 3.3
Should the system send email/SMS notifications when bill status changes (e.g. to contractor when "Paid")?
RECOMMENDED: Yes for status = Paid (email to contractor + concerned officer). Configurable in Master Settings; off by default for other transitions.
Your decision:
4
Calculation & Display
4 questions
Q 4.1
Is the Sub Division Amount entered per-bill (incremental) or as a cumulative running total?
RECOMMENDED: Per-bill incremental (current mockup behaviour). System computes cumulative automatically. Less error-prone than asking user to track totals.
Your decision:
Q 4.2
Where does the Physical Progress % shown in the chart come from?
Currently the chart shows Physical at 71.5% — sourced from existing BMS component/work-status modules.
RECOMMENDED: Pull from existing Section-wise Progress module (already in BMS). Snapshot taken at each bill date. No manual entry on Financial Details page.
Your decision:
Q 4.3
Should retention money, GST, TDS deductions be tracked as separate columns or fields per running bill?
Govt running bills typically deduct 5–10% retention plus tax components. Not in current mockup.
RECOMMENDED: Add a collapsible "Deductions" panel per bill: Retention %, GST %, TDS %, Other. Net Payable shown alongside Sub Division Amount.
Your decision:
Q 4.4
Currency display — show full rupees (₹6,75,00,000) or summarised lakhs/crores (₹6.75 Cr)?
RECOMMENDED: Full Indian-format rupees in the table (audit-friendly). Summary in lakhs/crores on stat cards and chart axis (readability).
Your decision:
5
Audit & Compliance
3 questions
Q 5.1
Should each running bill allow attaching supporting documents (signed measurement book, scanned bill, payment voucher)?
RECOMMENDED: Yes — file upload per bill (PDF / JPG / Excel). Max 5 files, 10 MB each. Stored against the bill, viewable from the row's actions.
Your decision:
Q 5.2
What level of audit trail is required — just create/delete, or every status change and field edit?
RECOMMENDED: Full audit log per entry — created by/at, every status change (who/when), delete (who/when/reason). Viewable from the row's actions menu by Administrator.
Your decision:
Q 5.3
Is digital signature / DSC required for bill approval, or is in-system role-based approval acceptable?
RECOMMENDED: In-system role-based approval is sufficient for Phase 1. DSC integration to be considered in Phase 2 if needed for audit compliance.
Your decision:
6
Reporting & Export
3 questions
Q 6.1
Export format for the running bills table — Excel, PDF, or both?
RECOMMENDED: Both. Excel for accounting workflows, PDF for printed records / submissions. Single Export button with format dropdown.
Your decision:
Q 6.2
Should there be a multi-bridge portfolio-level financial dashboard (sum across all bridges in a division)?
Not part of current mockup (this is single-bridge view). Worth scoping for Phase 2.
RECOMMENDED: Yes — add to Dashboard module. Shows total sanctioned, total paid, average financial vs physical lag across all bridges. Drill-down to individual bridge. Treat as separate task after Financial Details.
Your decision:
Q 6.3
Should the chart support time-based view (monthly/quarterly) in addition to the per-bill milestone view?
RECOMMENDED: Phase 1: per-bill view only (current mockup). Phase 2: add toggle for monthly/quarterly aggregation. Most users only need bill-cycle view for now.
Your decision:
7
Permissions & Roles
2 questions
Q 7.1
Which user roles can view the Financial Details tab? Should it be hidden from certain roles?
RECOMMENDED: Visible to Administrator, Engineer, Accounts roles. Hidden from "Read-only Viewer" / external auditor roles unless explicitly granted. Contractor sees only their own bills.
Your decision:
Q 7.2
Is contractor self-service in scope — i.e. contractor logs in and submits a running bill themselves, awaiting Engineer approval?
RECOMMENDED: Out of scope for Phase 1. Engineer enters bills on contractor's behalf. Contractor portal can be Phase 2 if cost-benefit justifies it.
Your decision:
Sign-off
Once decisions are confirmed, development will proceed on the agreed scope. Any change after sign-off may impact timeline.
Client representative — Name & Designation
Date
Aveosoft — Project Lead
For Aveosoft
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Bridge Monitoring System · Financial Details Feature · Questions Document v1.0 · Prepared by Aveosoft