KINGDOM OF MOROCCO

General Treasury of the Kingdom ‫ﺓﻟﻤﻤﻠﻚﻝ ﻋﺎﻣﺔﺍﻝ ﺧﺰﻳﻨﺔﺍﻝ‬

TGR/DFP/DSGI/SGID/N°...
Date :08/03/2017

User guide (non-exhaustive): Payment file

Following the entry into force of decree N° 2-16-344 of 22/07/2016 setting the deadlines for
Payments and late interest related to public orders, published in BO No. 6488
from 04/08/2016, starting from the 1theJanuary 2017, the liquidation and the arrangement thereof
unordered and unpaid orders, as of that date, is now done via the button or the
payment file link.

The term 'Payment file' is a new term used in the GID application for
signifies the support that allows for the traceability of the entire payment process from the deposit and
the certification of the payment supporting documents, in particular the attachments,
invoices, architect's fee notes, and validated reports of services provided
important on studies, until the settlement by the accountant, through the liquidation and
the scheduling of the related expenses.

The purpose of this guide is to show the steps involved in creating a file.
payment linked to a public order from the entry of the act until its settlement.

Abbreviation and meaning

DP: Payment File
OSC: Work Order to Commence
Ord/[Link] : Ordonnateur/Sous Ordonnateur
Order Office
Emission Slip
CPJ: Complementary Supporting Documents
Table of contents
1. Certification phase 3
1.1. At the Approving Officer/Deputy Approving Officer 3
a) Creation of the DP via the link« Create» 3
b)Creation of the DP via the expense search module 5
2. Liquidation/scheduling phase 17
2.1. With the Controller/Deputy Controller 17
3. Settlement phase 21
3.1. At the Accountant's 21
4. Appendix 22
4.1. Acknowledgment of receipt 22
4.2. Show stay details 23

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Certification phase
1.1. At the Manager/Sub-Manager

To create a new payment document related to a public order, there are two
methods :

a) Creation of the DP via the link 'Create'

Click on the link Create/Manage expense/Execution tracking/Payment file

Click on the link 'Payment file', the window below appears.

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 Click on the button Create new act

The list of types of expenses in execution is displayed.

Choose the public order that interests you.

If you choose, for example, the market expense type, the system displays the list of
ongoing markets as shown below:

Click on the concerned expense, thetype DP selection screenappears.

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b) Creation of the DP via the search module of an expense

1- Click on Search/Expenses.
2- Enter the details of the expense to search.
3- Click on the Search button.
The expense consultation below is displayed

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Click on the payment folder button, the screen below appears.

In this example, we will work on a Works market (The DP type is Attachment)

See correspondence between types of expenses and types of payment files.

below:

Expense type Payment file type

Purchase order
Convention
Common law contract
Invoice
Supply market
Service markets other than research

Construction market Attachment

Service study and management markets
masterpiece Report/Document Or Invoice

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SERVICE ORDER
ARCHITECTURAL
Fee Note
SERVICE MARKET
ARCHITECTURAL - Subdivision
-SERVICES RELATED TO THE MARKETS OF
Attachement ou Facture
WORK

Return

The data entry screen of the DP is displayed as follows:

1-Choose the date of submission of the attachment (and if applicable, of the invoice, of the note
of fees or of the report/document), this is a mandatory field.

If the entered submission date exceeds the system date by one day, the message
the warning below appears, close the message and continue:

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2- Enter the DP reference (mandatory field).
3- Enter the amount of the DP (optional field).
4- Enter the subject of the DP being created (mandatory field).
5- Click on the Save button to save your DP entry, its status changes
In progress.

Click on the line that corresponds to your DP:

a. Click the Cancel button if you want to delete the DP.

b. Click on the Print button if you want to edit a draft of
the acknowledgment of receipt. (The mention below appears at the bottom of the
document to be edited

c. Click the Edit button to confirm the changes made.

if applicable.

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6- Click on the Confirm button to confirm the DP data, its status changes to
Confirmed seizure.

NB: Once the DP is set to 'Confirmed entry' status, you will not have the option.
do not change any information, it is an irreversible operation.
The 30-day countdown for the acknowledgment of the service rendered, as provided for in article 5
the decree takes effect from the date of deposit you confirmed.

1- Click on the Print button to edit the receipt [Link], seeexample

accusedin annex.
2- Case Suspend for Correction
After the submission of the DP, if you notice that there are errors to be corrected by the holder,
click on the button Suspend Rectification to enter the reason for suspension and
to subsequently stop the meter of the Ord/[Link] and activate the meter of the holder.

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 a. Provide the date of submission of the correction request, this date must be
equal to or later than the date of submission. (This is the date you send your letter to
holder
b. Enter the correspondence reference (letter reference or any other
document that you sent to the holder).
c. Enter the subject/reason for the correction request.
d. Click the Confirm button to save the entered information, the status of
DP changes to "Suspended for correction", the holder's meter is triggered and
the counter of the Ord/[Link] is suspended.

Once the holder responds to your correction request, click on the "Suspended" link.
For Rectification » to display the list of DPs that have this status or to search for the DP in
question and click on this link.

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 Click on the line that corresponds to your DP to be resumed and then enter the
Information on the resumption, the capture below is displayed:

a. Click on Show stay details if you want to view the stays of

DP, see details.
b. Enter the date of the effective resumption, this is the actual date of the response of
holder.

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The start date retained is calculated automatically. (This date is
displayed only for works contracts and supply contracts

NB:
If the type of expense is a construction or supply contract and if the deadline
elapsed since the date of sending the correction request to the holder of the
market exceeds 15 days, as planned at the level of the CCAG-T, the date of
withholding resumption is equal to 16themeday
counting from the date of sending the
request for correction, see message below.

For the other types of expenses covered by decree N° 2-16-344, the date
The effective resumption date is the same as the chosen resumption date.

d. Click on the Resume button, the status of the DP becomes 'Resumed'

rectification, the holder's meter is stopped and that of the Ord/SOrdest
triggered.

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 Click on the link 'Revised Correction' to display all the DPs that are in the status
Reissued after correction.

Click on the DP that concerns you and that you want to certify. (See case 3 below)

3- Cas certification
To certify your DP, click on the Certify button and enter the information of the
service completion report.

1- Click on the Print button if you want to reprint the receipt.

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2- Click on the Certify button to display the information entry screen.
certification.

1- Enter the effective certification date, i.e. the date when the responsible monitoring agent
the public procurement has certified the payment file;
The selected certification date is a date that cannot be entered; it is calculated.
automatically by the system after entering the effective certification date. For
the system checks if the certification counter Ord/SOrd exceeds the 30-day timeframe
days.

If this is the case, it displays the warning message below indicating that the deadline
réglementaire (de 30 jours à compter de la date du dépôt en prenant en compte les
possible suspensions by the Ord/SOrd and resuming after rectification by the holder
for the certification of the DP is exceeded and the system shows you the regulatory date
and which will be taken as the date of recognition of the service rendered.

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 3- Click on the Confirm button to validate the date of the service completion report.
(the certification date), the DP moves to the "Certified" state.

NB:
If there is already another DP related to this expense in the state "Certified" and it has not yet been settled, the
the system displays the warning message (non-blocking message) below, close it and
continue.

Note:
You can view the list of DPs attached to an expense via the 'File' tab.
payment "as shown in the screenshot below

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2. Liquidation/ordering phase
2.1. Chief Financial Officer/Deputy Chief Financial Officer

Once the DP is passed to the "Certified" state, the Authorizing Officer/Sub-Authorizing Officer can liquidate it or the
suspend for additional supporting documents.

1- Case Suspend CPJ

Click on the Suspend CPJ button if there are any missing documents to be provided by the
holder for the liquidation/ordering.

a- Provide the sending date for the additional supporting documents.

Enter the reason/object for the suspension for CPJ.

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 Click on the Confirm button to validate the entered information at this moment.
the DP goes to the state "Suspended for CPJ", the scheduling counter of
The Authorizing Officer/Sub-Authorizing Officers stops and that of the holder is triggered.

When the holder responds to the request for sending CPJ, the Officer/Sub-Officer
Click on the link "Suspended For CPJ", the window below appears

a- Select the effective resumption date.

b- Click on the Resume button, at that moment the holder's counter for
the scheduling stops and that of the Approving Officer/Sub-Approving Officer
The scheduling is triggered as follows, the status of the DP becomes 'Resumed CPJ'.

2- Liquid cases
Click on the Liquidate button to proceed with the liquidation of the expense.

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 Click on the link for the type of statement concerned, the window below will appear to
enter the information from the statement:

Once the user chooses the type of counting, the page above is displayed.
The system retrieves the deposit date and the number from the payment file.
invoice, the amount of the invoice and the date of the service performed (date of certification of the DP), if
this coincides with the date of completion of the service execution,
The user will not change anything regarding this date; otherwise, they have the ability to modify it.

NB:
There is no change for the entry of the other information of the statement.

After the validation and confirmation of the count, it will automatically attach.
on the DP on which was created.
Search for the relevant expense and then click on the 'Payment File' tab.
the system displays the list of DPs created for this expense as indicated in the capture
below:

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 . The 1eracolumn indicates the DP number.
. The 2emeColumn displays the budget year during which the DP was created.
. The 3themecolumn displays the type of payment file.
. The 4themecolumn displays the amount of the DP (the optional amount that was entered during
from the creation).
. The 5themeThe column displays the date of the DP submission.
. The 6islandthe column displays the current status of the DP.
. The 7themecolumn displays the number of the breakdown attached to the DP.

If you try to create another countdown (via the Liquidate button of the DP) on an already existing DP
attached to an account that is not canceled, the system displays a blocking error message
below:

Generate the OP, attach it to the BE and send it to the accountant for review and payment.

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3. Settlement phase
3.1. At the Accountant's
Once the accounting user is logged in, follow the steps described below.

Go to the link 'Register incoming mail'.

2- Choose the Ord/[Link] that initiated the DP act.
3-Choose the type of operation Slips.
4- Click on the filter button.
5-Check the BE of the chosen actor.
6-Choose the arrival check-in date.
Note:
Be careful when selecting this date.
Once this date is validated, the Ord/SOrd counter stops and the accountant's counter continues.
Triggers. It must correspond to the date of receipt of the paper BE at the office.
of the accountant's order.

7- Click on the Cancel button to cancel the mail recording if you want to cancel.
the recording.
8- Click on the Validate button to confirm the receipt of the BE.

The DP changes to the status "Under Review"

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4. Annex
4.1. Acknowledgment of receipt

Return

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4.2. Display stay details

Return

Column Description of the column

This column displays the DP states by phase.

Phase Certification
This phase describes the exchanges between the holder and the authorizing officer/Sub
organizer:

1-Status 'Entry Confirmed': the DP takes this status when the Ord/[Link]
click on the Confirm button after the invoice is submitted,
attachment..etc

2-State 'Suspended For Correction': the DP takes this state when

the Ord/[Link] clicks on the Confirm button when entering the
information on the suspension for rectification.

3-State 'Revised Correction': the DP adopts this state when

State
the Ord/[Link] clicks on the Resume button during date entry
of resumption after rectification.

Scheduling Phase
This phase describes the exchanges between the Ord/[Link], the accountant and
possibly the holder.

1-State 'Certified': the DP takes this state when the Ord/[Link] confirms
the certification and verification of the service performed.

2-State "Suspended for CPJ": the DP takes this state when

the Ord/[Link] to the holder a request for a compliment of the
supporting documents required during liquidation/payment order, namely
before or after a possible rejection of an OP by the accountant.

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 3-State "Revised for CPJ": the DP takes this state when the Ord/SOrd
Click on the Resumes button when entering the date of resumption.

4-State "Under study": the DP takes this state once the

The accountant clicks the Validate button when recording.
arrival BO of the BE attached to the DP (Be careful during data entry
from this date).

5-State "Returned with observation": if the BE attached to the DP is

rejected by the accountant, the DP takes this state.

6-State "Settled": At the time of validation for sending to the CNT and by
the regulation of the OP attached to the DP takes the state
settled.
Observation Corresponds to the text entered in the 'Subject' fields of each
state
Start date It is the date entered by the user.
Effective end date This is the date entered by the user
End date of retention This is the date automatically calculated and retained by the system for
the calculation of deadlines.
Stay It is the accumulated delay for each actor (Ord/SOrd, holder or
accountant
At the actor's Ord/SOrd, holder or accountant

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