HFC - ormis.nhbonline.org.in Software/HFC User Manual... · HFC User Manual Submitted by Nelito...

User Manual

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HFC User Manual

Submitted by Nelito Systems Ltd

205-208, Building 2, Sector 1

Millennium Business Park, Mahape Navi Mumbai 400 710 (India)

(Version 1.0)

Telephone: +91 22 2778 2646, Fax: +91 22 2778 2643

URL: www.nelito.com

DOCUMENT REVISION HISTORY

Version

No Author Description of Version Date Completed

1.0 Nikita Shinde Document created for User 29-Apr-16

http://www.nelito.com/

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TABLE OF CONTENTS

Scope of Document ...................................................................................................................................... 5

Prerequisites for HFC Portal ...................................................................................................................... 5

1. Registration Screen ................................................................................................................................. 5

2. HFC Registration Mail ............................................................................................................................ 10

2.1 HFC Registration mail to HFC Head/Admin ................................................................................................ 11

2.2 Registration mail to HFC Admin .................................................................................................................. 11

2.3 Rejection mail to HFC Admin ...................................................................................................................... 11

3. HFC Login ................................................................................................................................................ 11

4. Change Password ................................................................................................................................... 12

5. Forget Password .................................................................................................................................... 14

6. Upload Digital Signature ....................................................................................................................... 15

7. HFC Master ............................................................................................................................................. 17

7.1 HFC Details ........................................................................................................................................... 18

7.1.1 Registered Office .................................................................................................................................... 19

7.1.2 Corporate Offfice ..................................................................................................................................... 20

7.1.3 Functional Head of HFC ........................................................................................................................... 20

7.1.4 Designated Director (As per KYC & AML Guideline) ................................................................................ 21

7.2 Statutory Auditor’s Details ................................................................................................................ 23

7.2.1 Add New Statutory Auditor’s Details ....................................................................................................... 23

7.2.2 Edit Statutory Auditor’s Details ............................................................................................................... 25

7.3 Details of Director ............................................................................................................................... 26

7.3.1 Add New Details of Director .................................................................................................................... 26

7.3.2 Edit Details of Director ............................................................................................................................. 28

7.4 Offices/Branches of HFC .................................................................................................................... 30

7.4.1 Add New Offices/Branches of HFC .......................................................................................................... 30

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7.4.2 Edit Office/Branch of HFC ........................................................................................................................ 32

7.4.3 Submit added Branch/Office details to NHB ........................................................................................... 33

7.4.4 Withdraw added Branch/Office details to NHB ....................................................................................... 35

7.4.5 View History added Branch/Office details to NHB .................................................................................. 36

7.4.6 Close Offices/Branches added Branch/Office details to NHB .................................................................. 37

7.5 Principal Officers (AS Per KYC & AML Guidelines) ......................................................................... 39

7.5.1 Add New principal Officers ...................................................................................................................... 40

7.5.2 Edit Principal Officers............................................................................................................................... 41

7.6 Compliance Nodal Officer .................................................................................................................. 42

7.6.1 Add New Compliance Nodal Officer ........................................................................................................ 43

7.6.2 Edit Compliance Nodal Officers ............................................................................................................... 44

7.7 Authorised Signatory Details ............................................................................................................. 46

7.7.1 Add New Authorised Signatory Details .................................................................................................... 46

7.7.2 Edit Authorised Signatory Details ............................................................................................................ 48

7.8 Grievance Redressal Officer .............................................................................................................. 49

7.8.1 Add New Grievance Redressal Officer ..................................................................................................... 49

7.8.2 Edit Grievance Redressal Officer ............................................................................................................. 51

8. User Master ............................................................................................................................................. 52

8.1 Add New User ............................................................................................................................................. 53

8.2 Upload Digital Signature ............................................................................................................................. 54

8.3 Edit User ..................................................................................................................................................... 57

8.4 Password Reset ........................................................................................................................................... 58

9. Allocate Returns .................................................................................................................................... 58

9.1 Edit Return-Assign checker and maker ....................................................................................................... 59

10. Upload Input Return File (by Maker) ................................................................................................ 61

10.1 Maker Dashboard ..................................................................................................................................... 61

10.2 Upload/Download Return Formats .......................................................................................................... 62

10.3 Add Schedule ............................................................................................................................................ 63

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10.4 Delete Schedule ........................................................................................................................................ 72

11. Verification of Uploaded Input Return File Data (By Checker) .................................................... 73

11.1 View Uploaded Input Return File .............................................................................................................. 74

11.2 View Additional Attachment’s .................................................................................................................. 75

11.3 Final Submit Input Return to NHB ............................................................................................................ 77

11.4 Reject Uploaded Input Return .................................................................................................................. 80

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Scope of Document

All Functionalities of HFC Portal is covered in this document & this can be used as Guide for

accessing HFC Portal.

Prerequisites for HFC Portal

Internet Explorer IE9 and Above

CAPICOM.exe should be installed on system, it is mandatory driver for Digital Signature access ( “CAPICOM.exe” can be download from login screen)

1. Registration Screen

Users have to visit NHB official website & has to fill and Submit the Registration Form, to get it registered officially with NHB. Also, “COR Number”, “COR Date” & “COR Type” filled in Registration Form should be same as issued by NHB.

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HFC REGISTRATION FORM SCREEN1

Detailed Description for HFC Registration Form is mentioned as follows:

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1.1 HFC Registration (Form A)

“Form A” is for submitting HFC (Housing Finance Company) Details

Name of HFC: User has to enter HFC Name (e.g. XYZ Private Limited). It is mandatory field.

Address of Registered Office: User has to enter Address of Registered Office. It is

mandatory field & can accept maximum 200 characters.

City: User has to enter City of HFC, it is mandatory field.

PIN Code: User has to enter PIN Code of HFC, it should be 6 digit only.

Phone No (With STD Code): User has to enter Telephone Number of HFC, it is mandatory

field & should be 11 digits.

Fax No (With STD Code): User has to enter Fax No of HFC, it is mandatory field & should

be 11 digits.

Website: User has to enter official Website of HFC.

E-mail ID of Head of the Institution: User has to enter E-mail ID of Head of the Institution

(e.g. Managing Director, CEO etc.), it is mandatory field (i.e. [email protected]).

Certificate of Registration (COR) issued by NHB: User has to enter Certificate of

Registration (COR) as issued by NHB, it is mandatory field.

Type of COR: User has to select Type of COR as issued by NHB, it is mandatory field.

Date of COR: User has to enter Date of COR as issued by NHB, it is mandatory field & will

not accept future date.

Date: User has to enter Date at time of Registration form data entry. It is mandatory field.

Place: User has to enter Place at time of Registration form data entry.

mailto:[email protected]

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1.2 HFC Registration (Form B)

“Form B” is for submitting HFC Admin User Details

Name of the User: User has to enter Name of Admin User, it is mandatory field.

Position within Organization: User has to enter Position within Organization, it is

mandatory field.

Department: User has to enter Department, it is mandatory field.

Employee ID: User has to enter Employee ID.

Whether Authorized Signatory: User has to select whether Admin User is Authorized

Signatory or not, it is mandatory field.

Office Address: User has to enter Address of Registered Office, it is mandatory field & can

accept maximum 200 characters.

Telephone No.: User has to enter Telephone Number of HFC, it is mandatory field & should

be 11 digits

Fax No.: User has to enter Fax No.

Mobile No.: User has to enter Mobile No.

E-mail ID. : User has to enter E-mail ID, it is mandatory field (i.e. [email protected]).

Order/resolution dated: User has to enter Order/resolution date.


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Submit: Submit details to NHB for HFC Registration.


Enter HFC Details Form A and Form B, Click on Submit button.

If HFC Name, Type of COR, Date of COR and COR Number as issued by NHB is not submitted

properly then system will display following message as follows:

Check COR No and Date Message window

HFC details correctly submitted to NHB, system will display following message as follows:

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Details Submitted successfully to NHB message window

User allows to re-submit the HFC Details, which was rejected by NHB, system will display

following message as follows:

Details Resubmitted Successfully to NHB message window

If HFC details is already submitted and still NHB has neither Registered nor Rejected, then

system will display following message as follows:

Duplicate message window

2. HFC Registration Mail

Once HFC gets registered by NHB Admin, System will send mail to registered email ID which entered

at time of registration of HFC Admin, with its Login Credentials & HFC Head gets notification on

registered email id.

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2.1 HFC REGISTRATION MAIL TO HFC HEAD/ADMIN

HFC ADMIN (HEAD) REGISTRATION MAIL WINDOW

2.2 REGISTRATION MAIL TO HFC ADMIN

REGISTRATION MAIL TO HFC ADMIN

2.3 REJECTION MAIL TO HFC ADMIN

When NHB admin rejects the HFC Registration request, system will send mail to HFC Admin as

display as follows:

REJECTION MAIL TO HFC ADMIN

3. HFC Login

HFC User Login Screen

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HFC LOGIN WINDOW

User Code: Admin user will enter User Code (User code as received in Registration mail)

Password: Admin user will enter Password (Password as received in Registration mail)

Log In: Click on Login button.

4. Change Password

1. For 1st time User login, the system will prompt to change the default password. System will

display following message to change the password mandatory.

PASSWORD CHANGE IS MANDATORY MESSAGE WINDOW

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2. Click OK on above message screen system will display following screen:

HFC LOGIN CHANGE PASSWORD WINDOW

3. Click on Click here Link button, system will display following Change Password

Screen:

HFC LOGIN CHANGE PASSWORD WINDOW

Change Password window is displayed with following details:

o Old Password: Enter Old password as received in registration mail.

o New Password: Enter New Password.

(Note: New password should be minimum 8 characters in length, minimum 1 Upper

Case character, minimum 1 Special character & minimum 1 Number)

o Confirm Password: Enter Confirm password which same as new password.

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Enter above Password details and Click on Save button, system will display following

Message and password will be change successfully.

PASSWORD UPDATED SUCCESSFULLY MESSAGE WINDOW

5. Forget Password

I. If User forgets the password, he/she can get new password on his Registered Email ID, by

Clicking on ‘Forget Password’ Link on Login Screen, on click, system will display following

message and send new Default Password on user registered email ID.

RESET PASSWORD SUCCESSFULLY MESSAGE WINDOW

II. Click on OK button, System will send new default password on users Registered Email ID,

Mail will be send as display as follows:

PASSWORD RESET MAIL WINDOW

III. Enter above received Password on HFC Login Screen,system will Login to the System

successfully.

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Login User window

6. Upload Digital Signature

I. Once HFC Admin user login to the HFC Portal, System will open following screen to Upload

Digital signature which is mandatory to Create/Update any new Users (Maker,Checker) ,to

submit HFC Details, to view Dashboards, etc.

UPLOAD DIGITAL SIGNATURE WINDOW1

II. Click on Get Signature button ,after attaching the DS device to the local machine,system

will display following screen:

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III. Click on Yes button to upload Digital Signature,system will display Confirm Certificate

window with Authorised Signatory Name as display as follows:


IV. Select the device name from above screen and Click on OK button, system will Prompt for

device password :

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ENTER ETOKEN PASSWORD WINDOW4

Enter password & click on OK button, system will display ‘Save Successfully’ message &

Digital Signature will be uploaded for Admin User & HFC Portal home screen will be

displayed.

HFC PORTAL HOME WINDOW

7. HFC Master

Click on HFC Master from above screen, system will display following screen:

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HFC MASTER DETAILS WINDOW1

7.1 HFC Details

Click on HFC Master to fill General details & for tabs:

o Registered Office

o Corporate Office

o Functional Head of HFC

o Designated Director (As per KYC & AML Guidelines)

Name of HFC: This field is disabled & it is set by NHB Admin while HFC gets registered

CIN No.: User has to enter CIN No,it is mandatory field & should be 21 digits only.

Date of Certificate of Incorporation: User has to enter Date of Certificate of Incorporation, it is

mandatory field.

Date of Certificate of Commencement: User has to enter Date of Certificate of Commencement ,

it is mandatory field.

COR Type: This field is disabled & it is set by NHB Admin while HFC gets registered

COR No.: This field is disabled & it is set by NHB Admin while HFC gets registered

COR Date: This field is disabled & it is set by NHB Admin while HFC gets registered

Whether Notified under SARFAESI Act, 2002: User has to select whether HFC is Notified under

SARFAESI Act, 2002 or not, it is mandatory field.

Date of Notification (If Notified under SARFAESI): If HFC has selected “Yes” in whether Notified

under SARFAESI Act, 2002 then user has to enter Date of Notification else it is disabled.

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Total Assets Size (In Absolute Figures): User has to enter Total Assets Size, it is mandatory field.

w.e.f. Date for Assets Size: User has to enter w.e.f. Date for Assets Size, it is mandatory field.

Outstanding Public Deposits (In Absolute Figures): User has to enter Outstanding Public Deposits,

it is mandatory field.

w.e.f. Date for Public Deposit: User has to enter w.e.f. Date for Public Deposit, it is mandatory

field.

PAN No.: User has to enter PAN No., it is mandatory field.

Note : (It should be 10 Alphanumeric characters & first 5 should be characters 4th position should be

‘C’, 6th to 9th position should be Numbers & last should be Character(eg. AIPCR1234N))

7.1.1 REGISTERED OFFICE

Registered Office tab, system will display following screen:

HFC MASTER DETAIL WINDOW2

Address: User has to enter Address of Registered Office,it is mandatory field & can accept

maximum 200 characters

Phone No. (With STD Code): User has to enter Phone Number, it is mandatory field &

should be 11 digits.

E-mail: User has to enter E-mail ID, it is mandatory field (i.e. [email protected]).

City: User has to enter City of Registered Office,it is mandatory field.

State: User has to enter State of Registered Office,it is mandatory field.

Fax No. (With STD Code): User has to enter Fax No. of Registered Office


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Website: User has to enter official Website of Registered Office (e.g. www.nhb.org.in).

7.1.2 CORPORATE OFFFICE

Click on Corporate Office tab, system will display following screen:

HFC MASTER DETAIL WINDOW3

Address: User has to enter Address of Corporate Office,it is mandatory field & can accept



should be 11 digits


City: User has to enter City of Corporate Office,it is mandatory field.

State: User has to enter State of Corporate Office,it is mandatory field.

Fax No. (With STD Code): User has to enter Fax No. of Corporate

Website: User has to enter official Website of Registered Office (e.g. www.nhb.org.in).

7.1.3 FUNCTIONAL HEAD OF HFC

Click on Functional Head of HFC tab, system will display following screen:

http://www.nhb.org.in/


http://www.nhb.org.in/

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Name: User has to enter Name of Functional Head, it is mandatory field.

Designation: User has to enter Designation of Functional Head, it is mandatory field.

Official Address: User has to enter Official Address,it is mandatory field & can accept


City: User has to enter City of Functional Head, it is mandatory field.

Mobile (With STD Code): User has to enter Mobile Number, it is mandatory field & should

be 10 digits

State: User has to enter State of Functional Head, it is mandatory field.


should be 11 digits

Fax No. (With STD Code): User has to enter Fax No of Functional Head

E-mail: E-mail of Functional Head of HFC, it is mandatory field (i.e. [email protected]).

7.1.4 DESIGNATED DIRECTOR (AS PER KYC & AML GUIDELINE)

Click on Designated Director (As per KYC& AML Guideline) of HFC tab, system will display

following screen:


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Name: User has to enter Name of Designated Director, it is mandatory field.

Designation: User has to enter Designation of Designated Director, it is mandatory field.

Official Address: User has to enter Official Address,it is mandatory field & can accept


City: User has to enter City of Designated Director, it is mandatory field.

Mobile: User has to enter Mobile Number, it is mandatory field & should be 10 digits

State: User has to enter State of Designated Director, it is mandatory field.


should be 11 digits

Fax No. (With STD Code): User has to enter Fax No. of Designated Director

E-mail: User has to enter E-mail ID of Designated Director, it is mandatory field (i.e.

[email protected]).

Save: Click on “Save” button to save all the filled General & tabs HFC Details

Edit: Once HFC details are filled and saved, then user should click on “Edit” button to

update/modify any saved details

Submit: Click on “Submit” button to submit the saved HFC Details data to NHB

Reset: Click on “Reset” button to Reset the HFC Input Details


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7.2 Statutory Auditor’s Details

Click on Statutory Auditor’s Details tab, system will display following screen:

HFC MASTER STATUTORY AUDITOR’S DETAILS WINDOW1

7.2.1 ADD NEW STATUTORY AUDITOR’S DETAILS

Click on New Button on above screen, system will display following screen:


Status: If Statutory Auditor is currently working with HFC, then it’s status will be Active

else it should be InActive

Firm’s Name: User has to enter Firm’s Name of Statutory Auditor, it is mandatory field

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Firm’s Registration No.: User has to enter Firm’s Registration No. of Statutory Auditor, it is

mandatory field

Official Address (Max 200 characters) : User has to enter Official Address,it is mandatory

field & can accept maximum 200 characters

City: User has to enter City of Statutory Auditor, it is mandatory field

State: User has to enter State of Statutory Auditor, it is mandatory field.


Phone No.(With STD Code): User has to enter Phone Number, it is mandatory field &

should be 11 digits


Website: Website: User has to enter official Website of Statutory Auditor (e.g.

www.nhb.org.in).

Effective date of appointment of Firm: User has to enter Effective date of appointment

of Statutory Auditor.

Date of AGM in which appointed: User has to enter Date of AGM in which appointed of

Statutory Auditor.

Save: Click on “Save” button to save the filled Statutory Auditor Details.

Reset: Click on “Reset” button to Reset the Statutory Auditor Details.

Enter above input fields & click on “Save” button, system will display the record in grid as

in following screen:



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7.2.2 EDIT STATUTORY AUDITOR’S DETAILS

To change/update the already saved Statutory Auditor’s details, click on “Edit” button


Select the existing Statutory Auditor’s Details record and click on Edit button, system will open the

record in Edit Mode as displayed as follows:

HFC MASTER EDIT STATUTORY AUDITOR’S DETAILS WINDOW5

Statutory Auditor’s will display all fields in edit mode, except Firm’s Name & Effective date of

Appointment firm.

Change any field value and click on “Save” button, modified record will be displayed in grid as in

following screen:

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7.3 Details of Director

Click on Details of Director Details tab, system will display following screen:

HFC MASTER DETAILS OF DIRECTOR WINDOW1

7.3.1 ADD NEW DETAILS OF DIRECTOR


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Name: User has to enter Name of director, it is mandatory field.

DIN No.: User has to enter DIN No of director, it is mandatory field.

PAN No: User has to enter PAN No. of director ,it is mandatory field

Note : (It should be 10 Alphanumeric characters & first 5 should be characters 4th position

should be ‘P’, 6th to 9th position should be Numbers & last should be Character(eg.

AICPR1234N))

Residential Address(Max 200 characters): User has to enter Residential Address,it is

mandatory field & can accept maximum 200 characters

Residential City: User has to enter City of Residential, it is mandatory field

Residential State: User has to enter Residential State of director,it is mandatory field.

Official Address(Max 200 characters): User has to enter Official Address,it is mandatory


Official City: User has to enter Official City of director, it is mandatory field

Official State: User has to enter Official State of director, it is mandatory field


should be 11 digits




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Date of Appointment: User has to enter Date of Appointment of Director, it is mandatory

field

Date of AGM in which appointed: User has to enter Date of AGM in which appointed of

Director

Date of last review/re-appointment: User has to enter Date of last review/re-appointment

of Director

Date of cessation: User has to enter Date of cessation of Director

Status of Directors: User has to select Status of Director,it can be Executive/Non

Executive/independent/Nominee/Others & it is mandatory field

Whether Woman Director?: User has to select whether Director is “Female” or not

Save: Click on “Save” button to save the filled Statutory Auditor Details.


Enter above input fields & click on “Save” button, system will display the record in grid as in

following screen:


7.3.2 EDIT DETAILS OF DIRECTOR

To change/update the already saved Details of Director, click on “Edit” button

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Select the existing Details of Director record and click on Edit button, system will open the record

in Edit Mode as displayed as follows:

HFC MASTER EDIT DETAILS OF DIRECTOR WINDOW5

Details of Director will display all fields in edit mode, except Name.


following screen:

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7.4 OFFICES/BRANCHES OF HFC

Click on Offices/Branches of HFC tab, system will display following screen:

HFC MASTER OFFICES/BRANCHES OF HFC WINDOW1

7.4.1 ADD NEW OFFICES/BRANCHES OF HFC

Click on Open New Branch/Office button on above screen, system will display following

screen:

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Address (Max 200 characters): User has to enter Official Address,it is mandatory field &

can accept maximum 200 characters

City: User has to enter City of HFC Branch/Office, it is mandatory field.

District: User has to enter District of HFC Branch/Office.

Country: User has to enter Country of HFC Branch/Office, it is mandatory field.

State: User has to enter State of HFC Branch/Office, it is mandatory field.


should be 11 digits


Fax No. (With STD Code): User has to enter Fax No. of HFC Branch/Office.


Proposed Date of Opening: User has to enter Proposed Date of Opening of HFC

Branch/Office it is mandatory field & Proposed Date of Opening greater than or equals with

system date.

Save: Click on “Save” button to save the filled HFC Branch/Office Details.



following screen:


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7.4.2 EDIT OFFICE/BRANCH OF HFC

To change/update the already saved Officers/Branches of HFC, click on “Edit” button

HFC MASTER EDIT OFFICES/BRANCHES OF HFC WINDOW4

Select the existing Officers/Branches of HFC record & click on Edit button, system will open the


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following screen:


7.4.3 SUBMIT ADDED BRANCH/OFFICE DETAILS TO NHB

Select the record & click on “Submit” button, system will display following screen:

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Click on Submit button, system will prompt for Confirmation message whether to submit selected

branch to NHB.

OFFICES/BRANCHES OF HFC GRID WINDOW

Click on OK button, system will display “Intimation Date of Proposed Date of Opening to NHB” as

System date along with “Withdraw” button in grid as shown in following screen:

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OFFICES/BRANCHES OF HFC GRID WINDOW

7.4.4 WITHDRAW ADDED BRANCH/OFFICE DETAILS TO NHB

If User has not set the “Actual Opening Date” & if he changed his mind then user can “click on

Withdraw” button to withdraw the opened Branch/Offices, system will display following screen:

WITHDRAW OFFICES/BRANCHES MESSAGE SCREEN

On above screen, system will prompt for “Confirmation to Withdraw”, click on “OK” button for

withdrawal, system will display following screen & will update Withdrawal status & Withdrawal

date.

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OFFICE /BRANCH WINDOW UPDATED MESSAGE SCREEN

7.4.5 VIEW HISTORY ADDED BRANCH/OFFICE DETAILS TO NHB

User can click on “View History” link button to view old details when any Branch/Office is

withdrawn. On click, system will display details as shown in following screen:

View history of offices/Branches of HFC screen

On above screen, withdrawn Branch/Office details along with it’s Proposed Date & Intimation Date

to NHB are maintained.

Open the added details Record in Edit Mode to change/update any fields or to enter “Date of

Opening”. (Note:- Here, Date of Opening should be between “Intimation Date of Proposed date of

Opening to NHB” & System Date)

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EDIT OFFICES/BRANCHES OF HFC SCREEN

On above screen, as “Date of Opening” is set & click on “Submit” button, then “Date of Opening

Intimation to NHB” will auto set as System date.

7.4.6 CLOSE OFFICES/BRANCHES ADDED BRANCH/OFFICE DETAILS TO NHB

User can “Close” the already opened Branch/Office, select the record and click on “Close

Branch/Office”, system will display following screen:

CLOSE OFFICE/BRANCHES SCREEN

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SAVE OFFICE/BRANCHES SCREEN

On button click, set the “Proposed date of Closing”, & click on “Submit” button, than system will

update “Intimation Date of Proposed date of Closing to NHB” as System date & also if “Proposed

Date of Closing” is less than minimum 3 months (i.e. 90 days) than of “Intimate Date of Proposed

Date of Closing to NHB” then system will show message as in following screen:

OFFICES/BRANCHES OF HFC CLOSE MESSAGE SCREEN

Here, on above screen, system displays message that HFC admin should intimate 3 months before,

to NHB for closing of branch/office.

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EDIT MODE OFFICES/ BRANCHES OF HFC

Select the record in “Edit” mode to set the “Date of Closing”. As “Date of Closing” is set, & click on

“Submit” button, than “Date of Closing Intimation to NHB” gets updated with System date.

(Note: - Here “Actual Date of Closing” should be between “Date of Proposed Closing Intimation to

NHB” & System Date)

7.5 Principal Officers (AS Per KYC & AML Guidelines)

Click on Principal Officers (As per KYC & AML guidelines) tab, system will display following screen:

PRINCIPAL OFFICERS (AS PER KYC & AKL GUIDELINES) GRID WINDOW

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7.5.1 ADD NEW PRINCIPAL OFFICERS


ADD NEW PRINCIPAL OFFICERS WINDOW

Name: User has to enter Name of Principal Officers, it is mandatory field.

Official Address (Max 200 characters): User has to enter Official Address,it is mandatory


Designation: User has to enter Designation of Principal Officers, it is mandatory field.

City: User has to enter City of principal officers, it is mandatory field.

State: User has to enter State of Principal Officers, it is mandatory field.


should be 11 digits

Fax No. (With STD Code): User has to enter Fax No. of Principal Officers

E-mail: User has to enter E-mail ID, it is mandatory field (i.e. [email protected])


Date of Appointment: User has to enter Date of Appointment of Principal Officers, it is

mandatory field.

Date of Cessation: User has to enter Date of Cessation of Principal Officer.

(Note:- Date of Cessation has to be greater than Date of Appointment)

Save: Click on “Save” button to save the filled Principal Officers Details.


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Reset: Click on “Reset” button to Reset the Principal Officers Details.


following screen:

SAVE PRINCIPAL OFFICERS GRID WINDOW

7.5.2 EDIT PRINCIPAL OFFICERS


EDIT PRINCIPAL OFFICER’S DETAILS



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following screen:


7.6 Compliance Nodal Officer

Click on Statutory Auditor’s Details tab, system will display following screen:

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COMPLIANCE NODAL OFFICER

7.6.1 ADD NEW COMPLIANCE NODAL OFFICER


ADD NEW COMPLIANCE NODAL OFFICER WINDOW

Name: User has to enter Name of Compliance Nodal Officers, it is mandatory field.



Designation: User has to enter Designation of Compliance Nodal Officers, it is mandatory

field.

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City: User has to enter City of Compliance Nodal Officers, it is mandatory field.

State: User has to enter State of Compliance Nodal Officers, it is mandatory field.


should be 11 digits

Fax No. (With STD Code): User has to enter Fax No. of Compliance Nodal Officers



Date of Appointment: User has to enter Date of Appointment of Compliance Nodal

Officers, it is mandatory field.

Date of Cessation: User has to enter Date of Cessation of Compliance Nodal Officers


Save: Click on “Save” button to save the filled Compliance Nodal Officers.

Reset: Click on “Reset” button to Reset the Compliance Nodal Officers.


following screen:


7.6.2 EDIT COMPLIANCE NODAL OFFICERS



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following screen:

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EDIT GRIEVANCE REDRESSAL OFFICER

7.7 Authorised Signatory Details

Click on Authorised Signature Details tab, System will display following screen as follows:

AUTHORISED SIGNATURE DETAILS WINDOW

7.7.1 ADD NEW AUTHORISED SIGNATORY DETAILS


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AUTHORISED SIGNATURE DETAILS WINDOW1

Name: User has to enter Name of Authorized Signatory, it is mandatory field.

Designation: User has to enter Designation of Authorized Signatory, it is mandatory field.



City: City of Authorized Signatory, its mandatory field.

State: Designation of Authorized Signatory, its mandatory field.


should be 11 digits.

Fax No. (With STD Code): User has to enter Fax No. of Authorized Signatory



Date of Appointment: User has to enter Date of Appointment of Authorized Signatory, it is

mandatory field.

Date of Cessation: User has to enter Date of Cessation of Authorized Signatory


Save: Click on “Save” button to save the filled Authorized Signatory Details.

Reset: Click on “Reset” button to Reset the Authorized Signatory Details.


following screen:


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7.7.2 EDIT AUTHORISED SIGNATORY DETAILS

To change/update the already saved Authorized Signatory details, click on “Edit” button

AUTHORISED SIGNATURE DETAIL WINDOW3

Select the existing Authorized Signatory Details record and click on Edit button, system will open

the record in Edit Mode as displayed as follows:

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following screen:


7.8 Grievance Redressal Officer

Click on Grievance Redressal Officer tab, system will display following screen:

GRIEVANCE REDRESSAL OFFICER WINDOW

7.8.1 ADD NEW GRIEVANCE REDRESSAL OFFICER


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ADD NEW GRIEVANCE REDRESSAL OFFICER WINDOW

Name: User has to enter Name of Grievance Officers, it is mandatory field.



Designation: User has to enter Designation of Grievance Officers, it is mandatory field.

City: User has to enter City of Grievance Officers, it is mandatory field.

State: User has to enter State of Grievance Officers, it is mandatory field.


should be 11 digits

Fax No. (With STD Code): User has to enter Fax No. of Grievance Officers



Date of Appointment: User has to enter Date of Appointment of Grievance Officers, it is

mandatory field.

Date of Cessation: User has to enter Date of Cessation of Grievance Officers


Save: Click on “Save” button to save the filled Grievance Officers Details.

Reset: Click on “Reset” button to Reset the Grievance Officers Details.


following screen:


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GRIEVANCE REDRESSAL OFFICER GRID WINDOW

7.8.2 EDIT GRIEVANCE REDRESSAL OFFICER


EDIT GRIEVANCE REDRESSAL OFFICER WINDOW

Select the existing Grievance Redressal Officer Details record and click on Edit button, system will

open the record in Edit Mode as displayed as follows:


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following screen:


Grievance Redressal officer will display all fields in editable & except Name, Date of

Appointment.

8. User Master

Once HFC Admin User save all Above HFC Masters Details & refresh, system will display Home page

with following available more options as shown below:

HFC ADMIN HOME WINDOW

Click on “User” menu, to create new user (e.g. Admin,Maker & Checker) system will display

following screen as shown below:

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HFC Admin HOME SCREEN

8.1 ADD NEW USER


HFC ADMIN USER MASTER SCREEN

Role: Admin User has to select Role, it is mandatory field

(Note: If Admin user, select role as “Checker” then admin has to select Name from the List which

contains all Statutory Auditor’s for HFC)

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HFC ADMIN USER MASTER SCREEN

Name: Admin User has to enter Name , it is mandatory field.

Designation: Admin User has to enter Designation.

Mobile No.: Admin User has to enter Mobile Number, it is mandatory field & should be 10 digits

Email ID: Admin User has to enter E-mail ID, it is mandatory field (i.e. [email protected]).

Status: If Admin User is currently working with HFC, then it’s status will be Active else it should be

InActive

Save: Click on “Save” button to save the filled User Details.

Reset: Click on “Reset” button to Reset the User Details.

8.2 UPLOAD DIGITAL SIGNATURE

On “Save” button click, system will prompt for Digital Signature of Admin user as display in

following screen:


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HFC USER MASTER PLEASE UPLOAD DIGITAL SIGNATURE MESSAGE WINDOW

Click on OK button from above screen, system will display following screen:

HFC USER MASTER UPLOAD DIGITAL SIGNATURE MESSAGE WINDOW

Click on Get Signature button ,after attaching the DS device to the local machine,system will

display following screen:


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Click on Yes button to upload Digital Signature,system will display Confirm Certificate window with

Authorised Signatory Name as display as follows:


Select the device name from above screen and Click on OK button, system will Prompt for device

password :


Enter password & click on OK button, system will display ‘Save Successfully’ message box as

shown in following screen:

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DETAILS SUCCESSFULLY SAVED MESSAGE SCREEN

8.3 EDIT USER

To change/update the already saved User details, click on “Edit” button

EDIT USER WINDOW SCREEN

Select the existing Admin user Details record and click on Edit button, system will open the record

in Edit Mode as displayed as follows:

EDIT USER WINDOW SCREEN1

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System will update/change fields in Editable mode & will prompt for Digital Signature of Admin

user as described in 8.2 Section.

8.4 PASSWORD RESET

Select the User from grid->Click on Reset Password button, system will display following message

and default Password will be send to registered email ID while creating user by Admin.

EDIT USER WINDOW2

9. Allocate Returns

Once HFC Admin User save all HFC Master Details, system will display Home page with following

available more options as shown below

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ALLOCATE RETURN WINDOW1

Click on Return Master, system will display list of all Input Returns which every HFC has to submit

to NHB.


9.1 EDIT RETURN-ASSIGN CHECKER AND MAKER

Select the return from above screen and click on Edit button, system will open the return in

Edit Mode as display as follows:

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Select the record display in grid and click on Edit button, system will open the record in Editable

Mode as displayed in following screen:


Save: Click on “Save” button to save the details.

Reset: Click on “Reset” button to reset the assigned checker & Maker in return Master.

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10. Upload Input Return File (by Maker)

Maker will login to HFC Portal with credentials he got over mail on registered email id when HFC

Admin created user.

On Login, maker will be able to view menu as display in following screen:

MAKER DASHBOARD WINDOW1

HFC Maker Home page is displayed with following details:

View Status: Dashboard to view status of all uploaded Input Returns by Maker Upload/Download

Return Formats: Input Return files which HFC has to submit, can be downloaded with formats &

uploaded with additional attachments if any & will be submitted to Checker for verification & final

submission to NHB

10.1 MAKER DASHBOARD

Click on View Status link button, system will display following screen:


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On above screen, status of Uploaded Input Return file along with other details like Return Name,

Financial Year, Uploaded Input Return File with data, additional Attachments for that Return file,

Uploaded date and uploaded by will also be recorded

10.2 UPLOAD/DOWNLOAD RETURN FORMATS

Click on “Excel Upload” link button, system will display following screen:


Above screen shows the list of Input Returns with following details which HFC has to submit to NHB.

Return Code: This is short form abbreviation for Input Return File Name

Return Name: This is original Input Return File Name which Maker has to upload

Status: This shows the status of Input Return File format whether it is Active (A) or not.

Processing: Maker has to click on “Click Here” link button and following screen will display


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10.3 ADD SCHEDULE

On “Add Schedule” button click, system will display following screen:


Maker needs to “Add Schedule” based on “As on date” i.e. period for which he has to upload Input

Return file.

Schedule Type(s): Schedule type can be Monthly, Half Yearly & Quarterly or Yearly based on the

type of Input Return File

Return Type(s): Maker has to select Return type which can be Provisional, Final, Rev-1 & Rev-2

based on the Input Return file to upload

Position as on date: Maker has to set date from the Calendar control i.e. for the Period for which

Input Return file to upload

Click on “Add Schedule” button after selecting “Schedule Type”, “Return Type” & “Position as

on date”, system will display Confirmation message as shown in following screen:


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“Add Schedule” record details are described as follows:

Schedule ID: Schedule ID of Input Return file to be uploaded.

Return ID: Return ID of Input Return File to be uploaded.

Schedule Type: Schedule Type of Input Return File to be uploaded.

Return Date: Date of Input Return File on which Schedule has been added.

As On Date: As On Date is “Period” for which schedule has been added to upload Input Return file

Return Type: Return Type of Input Return File to be uploaded.

Download: Will download the Input Return file format to be filled and uploaded. Maker has to click

on “Click Here” link button, system will display following screen:


Open the downloaded “Input Return file”, enter data in file & attach “Digital Signature” (DS) in

Excel file as displayed in following screen:

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Click on Yes button to upload Digital Signature,system will display Confirm Certificate window with

Authorised Signatory Name as display as follows:

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Select the device name from above screen and Click on OK button, system will Prompt for device

password :


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Upload: Will upload the filled Input Return file with data. Maker has to click on “Click Here” link

button & following screen will display:


Browse Input Return file on local machine & click on “Submit” button, system will display message

as shown in following screen:

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Upload Attachment: Maker will upload additional attachments which need to be upload along with

Input Return file


Submit to Checker: Maker has to click on “Submit to Checker” link button once Input Return file is

uploaded, system will display following screen:

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Submitted Date: Submitted Date is the date on which Input Return file has been submitted to

Checker

Submitted By: Submitted By is the name of Maker who has upload the Input Return file and

submitted to Checker

Status: Status of Input Return files which has been uploaded by Maker. It can be “Submitted” if file

has been successfully submitted to Checker & “Pending for Re-submission” if file has been rejected

by Checker.


As Input Return file gets “Successfully Submitted” to Checker, “Link button” for “Upload Input

Return file” & “Upload Attachment” gets disabled.

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10.4 DELETE SCHEDULE

Click on “Delete” button to delete the already added Schedule, system will display following screen

with Confirmation Message:



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11. Verification of Uploaded Input Return File Data (By

Checker)

Checker will login to HFC Portal with credentials he got over mail on registered email id when HFC

Admin created user.

On Login, Checker will be able to view menu as display in following screen:

CHECKER HOME VIEW RETURN FORMATS SCREEN

Click on View return formats link on above screen, system will display following screen:

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CHECKER RETURN LIST SCREEN

Above screen details are described as follows:

Period: Period is for which “Period” Input Return file has been uploaded. It can be Monthly,

Quarterly, Half Yearly & Yearly based on Input Return file

Return Type: Return Type is for which “Type” Input Return file has been uploaded. It can be

Provisional, Final, Rev1 & Rev2 based on Input Return file

Return Name: Return Name is list of all “Input Return files” which have been assigned by NHB for

submission

Financial Year: Financial Year is for which “Year” Input Return file has been uploaded (e.g. 2015-

2016)

Search: Click on “Search” button to search for any specific uploaded Input Return files based on

Period, Return Type, Return Name & Financial Year

11.1 VIEW UPLOADED INPUT RETURN FILE

Click on “Click Here” link button under “View Return” column, system will display following screen:

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VIEW UPLOADED RETURN FILE

On above screen, Return file will be downloaded which was uploaded by Maker. Checker can open

the file and can verify all details before final submission to NHB.

11.2 VIEW ADDITIONAL ATTACHMENT’S

Click on “Click Here” link button under “View Attachment” column, system will display following

screen:

Here, If “Attachment” is not assigned to any Input Return file, then on “Click Here” link button,

system will display following screen:

VIEW ADDITIONAL ATTACHMENT

If “Attachment” is assigned to any Input Return file, then on “Click Here” link button, system will


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VIEW ATTACHMENT SCREEN

Click on Open button from above screen, system will open Attachment as display in following

screen:

ATTACHMENT OPEN SCREEN

Checker can verify data in attachments before final submission to NHB

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11.3 FINAL SUBMIT INPUT RETURN TO NHB

After verification of data in uploaded Input Return file & Attachment’s (if any), checker has to click

on “Click Here” link button under “Submit to NHB” column for final Submission, system will display

following screen:

FINAL SUBMIT INPUT RETURN TO NHB

On above screen, “Click Here” will prompt for “Digital Signature” of Checker while submitting

Input Return file along with Attachment (if any) to NHB. Click on “Yes” button, system will display

following screen:

CONFIRM CERTIFICATE NAME

Click on “OK” button, system will display following screen:

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WEBSITE CREATES DIGITAL SIGNATURE SCREEN

Click on “Yes” button, system will prompt for “DS device” password

ENTER PASSWORD TO DIGITAL SIGNATURE

Click on “OK” button, here system will check for following criteria:

Case 1: If applied “Digital Signature” on local system of Checker, matches with the “DS” recorded

in database by HFC admin while creating user, then system will show “Message” as displayed in

following screen:

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APPROVED MESSAGE SCREEN

On above screen, Input Return file will get “Successfully Submitted to NHB” & Acknowledgement

mail will be send to Checker registered email id as shown in following screen:

ACKNOWLEDGEMENT MAIL SEND TO CHECKER

Case 2: If applied “Digital Signature” on local system of Checker, not matches with the “DS”

recorded in database by HFC admin while creating user, then system will show “Message” as

displayed in following screen:

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NOT VALID VERIFIER MESSAGE SCREEN

On above screen, system will Prompt for “Not a Valid Verifier” message

Case 3: If “Digital Signature” is not applied on local system of Checker, then system will show

“Message” as displayed in following screen:

PLEASE ATTACH DIGITAL SIGNATURE

On above screen, system will prompt to attach “Digital Signature” of Verifier on local system

11.4 REJECT UPLOADED INPUT RETURN

If data in Uploaded Return file along with its Attachment (if any), uploaded by Maker, is not correct

than Checker will “Reject” the Input Return file.

Click on “Click Here” link button under “Reject Return” column, system will display following

screen:

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DO YOU WANT TO REJECT RETURN MESSAGE SCREEN

On above screen, “Click Here” will prompt for “Confirmation Massage” from Checker while

rejecting Input Return file along with Attachment (if any) to NHB. Click on “Ok” button, system will


RETURN REJECTED MESSAGE SCREEN

On above screen, system will prompt for “Return Rejected” message & Status column will be

changed to “Pending for Re-Upload” as shown in following screen:

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PENDING FOR REUPLOAD SCREEN

Also, same “Schedule” along with all enabled link button to Re-Upload Input Return files & it’s

attachment (if any) will be shown to Maker.

Maker will login with its credentials, system will display following screen:

REUPLOADED RETURN FILE LINK GETS ENABLES SCREEN

On above screen, Status for specific Input Return file which got rejected by “Checker” will be

shown as “Pending for Re-Submission”. Follow the steps again as explained in 10th section above,

for Re-Uploading file & attachment (if any).

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