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Digital Signing of Multiple Documents in e-Bill | GIFMIS PFMS Guide

Digital Signing of Multiple Documents in e-Bill | GIFMIS PFMS Guide | Government Employee Hub

Digital Signing of Multiple Documents in e-Bill

Complete Guide for GIFMIS PFMS Users | Government of India

Official Reference: File No. 1-12024/2/2023-CGA/e-14519/507 | Date: 11 November 2025 | Ministry: Department of Expenditure, Ministry of Finance | Authority: Controller General of Accounts (CGA)
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📑 Table of Contents

📌 Introduction to Multiple Digital Signing Feature

The Controller General of Accounts (CGA) has introduced a groundbreaking feature in the Public Financial Management System (PFMS) that allows users to digitally sign multiple documents simultaneously at one go in the e-Bill scenario. This innovative development marks a significant step towards streamlining government financial processes and reducing manual workload.

🎯 Key Feature: Users (DDO, DH, AAO, PAO) can now select and sign multiple e-Bills, Pass orders, Return orders, and Return Memos simultaneously through a separate menu, instead of signing each document individually.

What is PFMS?

The Public Financial Management System (PFMS) is a web-based application designed for:

  • Payment and accounting of Government transactions
  • Reconciliation of financial records
  • Integration of various standalone systems
  • User-friendly interface for efficient module operations

What is e-Bill?

e-Bill is an online bill generation system integrated within PFMS where:

  • Bills are generated online in PFMS
  • Payment is processed through a complete paperless workflow
  • Claims are registered and processed against sanctions
  • Multiple documents can be managed and processed in bulk

🎯 Objectives & Key Benefits

Primary Objectives

The multiple digital signing feature has been designed with the following objectives:

✓ Primary Objective: Provide directions and detailed instructions for digitally signing multiple documents online at one go in the e-Bill module within PFMS.

Key Benefits for Government Employees

Benefit Description
⏱️ Time Efficiency Drastically reduces time required compared to signing each document individually
📉 Reduced Manual Effort Significantly decreases manual work by enabling bulk document processing
🔄 Improved Workflow Makes document signing a quick and productive activity
⚡ Enhanced Efficiency Improves overall workflow efficiency across all processing levels
📊 Better Processing Streamlines business processes and reduces processing bottlenecks
💡 Impact: This feature is particularly beneficial for departments handling high volumes of bills and sanctions, enabling faster payment processing and improved service delivery to vendors and claimants.

📚 Important Terms & Glossary

Understanding the key terminology is essential for effectively using the multiple digital signing feature. Here are the important terms used in GIFMIS/PFMS:

Abbreviation Full Form Definition
AAO Assistant Accounts Officer Financial authority responsible for accounts verification and approval
DDO Drawing & Disbursing Officer Authorized official responsible for bill generation and initial disbursement
DH Dealing Hand Official who processes and distributes bills at intermediate level
PAO Pay & Accounts Officer Senior financial authority overseeing final payment authorization
DSC Digital Signature Certificate Digital credential used to electronically sign documents with legal validity
PFMS Public Financial Management System Web-based application for government payment and accounting
CCA Chief Controller of Accounts / Certifying Authority Senior finance official or authorized entity for digital certificates
Checker Approving Authority Official authorized to verify and approve sanctioned documents
Claimants Vendors/Payees Individuals or entities to whom government payments are due
PD Program Division (Administrative Division) Ministry/Department administrative division receiving vendor claims
Maker Data Entry Operator / Dealing Hand Official responsible for initial data entry and document preparation
FY Financial Year Government financial year (April to March)
Vendor Code Unique PFMS Identifier System-generated unique code against bank account number (one-to-many relationship)

⚙️ System & Digital Signature Requirements

System Requirements

To effectively use the multiple digital signing feature, your computer system must meet the following specifications:

Hardware Requirements

  • Operating System: Windows 10 and above (64-bit)
  • RAM: Minimum 8 GB
  • Processor: Intel i3 or equivalent, AMD Ryzen 3 or similar
  • Internet: Stable internet connection for PFMS access

Software Requirements

  • Window DSC Utility: Must be downloaded from PFMS portal (if using DSC for signing)
  • Web Browser: Modern browser with JavaScript enabled
  • DSC Reader: Compatible card reader for Digital Signature Certificate

Digital Signature Certificate (DSC)

⚠️ Important: Digital Signature Certificates must be obtained from a Certifying Authority authorized by the Controller of Certifying Authority of India (CCA).

For more information on DSC procurement, visit: https://cca.gov.in/

The DSC is used to electronically sign documents with legal validity and is mandatory for all users involved in the bill signing process.

📋 Digital Signing of Multiple Bills at DDO Level

Understanding the Payment Flow

Before initiating multiple bill signing, it's important to understand the document flow:

  1. PD Maker prepares sanctions and forwards to PD Checker
  2. PD Checker approves and digitally signs the eSanction individually
  3. Sanctions land at DDO level in PFMS for bill generation after approval
  4. DDO generates bills against these sanctions
  5. DDO then digitally signs multiple bills simultaneously

Step-by-Step Process for DDO Multiple Signing

🔑 Steps to Follow:

  1. Access Multiple Signing Menu:
    • Navigate to: eSanctions → Multiple Signing
    • The system will display all sanctions with pending DSC at DDO level
  2. View Pending Bills:
    • By default, sanction status shows as "PendingDDODSC"
    • All checkboxes are enabled for multiple signing on the first page
  3. Review Bill Documents:
    • Click on 'View' hyperlink to review the e-Bill PDF generated by system
    • Verify all bill details before signing
  4. Select Documents to Sign:
    • Tick the multiple checkboxes for bills you want to sign
    • Certificate checkbox is mandatory - must be ticked
  5. Apply Digital Signature:
    • Click 'Apply Digital Signature' button
    • Note: Maximum 10 documents can be signed simultaneously per page
  6. Confirm Action:
    • A confirmation popup appears
    • Click 'OK' to proceed
  7. Open Digital Signature Interface:
    • Click 'Open Digital Signature' button on next popup
    • The PFMS Digital Signature interface will launch
  8. Verify Signature Details:
    • System displays:
      • Number of sanctions to be signed
      • Total sanction amount
    • Click 'Digital Sign' button
  9. Enter DSC PIN:
    • System prompts for DSC PIN entry
    • Enter your personal Digital Signature Certificate PIN
    • Click 'Digital Sign' button
  10. Success Confirmation:
    • Popup displays: "Digital Signature Certificate applied successfully"
    • Click 'OK' button
  11. Check DSC Status:
    • Click 'Get DSC Status' button on multiple signing screen
    • Success message will be displayed
    • Click 'OK'
  12. Verify Updated Status:
    • Status updates to 'DigitalSignedByDDO'
    • Bills are now ready for distribution to DH level
📍 Important Note: If a sanction is returned by DDO, an eSanction return order will be generated. To digitally sign return orders, select status 'PendingDDODSCReturnOrder' from the dropdown menu and follow the same process.

📦 Bill Distribution Process

Role of Bill Distributor

After bills are digitally signed by DDO, the Bill Distributor takes the next step in the workflow:

Bill Distribution Steps:

  1. Login and Access Menu:
    • Navigate to: eSanctions → Bill Distribution
  2. Select Dealing Hand:
    • Choose the concerned Dealing Hand from dropdown menu
  3. Select Bills for Assignment:
    • Tick checkboxes to select single or multiple bills for assignment
    • Bills with status 'DigitalSignedByDDO' are available for distribution
  4. Assign Bills:
    • Click 'Assign' button to assign selected bills to the chosen Dealing Hand
  5. Confirm Assignment:
    • Success message displays: "Selected bill(s) has been successfully assigned to dealing hand [Name]"
    • Click 'OK'
  6. Bills Ready for Processing:
    • Assigned bills are now available at DH level for next-stage processing
🔄 Workflow Continuation: The "Pull Back & Reassign" feature is also available, allowing Bill Distributors to reassign bills if needed, providing flexibility in the distribution process.

✅ Digital Signing at DH, AAO & PAO Level

Dealing Hand (DH) Level Process

Initial Bill Review and Action

The Dealing Hand performs crucial verification and decision-making on assigned bills:

DH Bill Processing Steps:

  1. Login and Access:
    • Navigate to: eSanctions → Manage eSanctions
  2. Open Sanction Details:
    • Click on sanction number hyperlink to view complete bill details
  3. Verify Bill Information:
    • Review e-bill with all PDF documents and supporting files
    • Verify payee details, amounts, and transaction codes
  4. Select AAO Authority:
    • Choose appropriate AAO from dropdown menu
  5. Certify Bill Details:
    • Tick the certification checkbox confirming bill verification
  6. Take Action - Two Options Available:
    • Option A - Pass Bill: Click 'Forward To AAO (Pass)' to approve and send forward
    • Option B - Return Bill: Click 'Forward To AAO (Return)' if corrections needed
  7. Handle FIFO Bypass (if applicable):
    • If FIFO (First-In-First-Out) logic is being bypassed
    • Enter required FIFO remarks in the system
    • Proceed with forward action
  8. Confirm Action:
    • System prompts: "Are you sure you want to submit this record?"
    • Click 'OK' to confirm

Multiple Digital Signing at DH Level

After individual bill processing, DH can sign multiple pass/return orders simultaneously:

Multiple Signing at DH Level:

  1. Access Multiple Signing:
    • Navigate to: eSanctions → Multiple Signing
  2. Filter by Status:
    • Search/Filter sanction status as 'PendingDHDSCPassOrder'
    • This displays all pass orders pending for DH digital signature
  3. View Pass Order PDFs:
    • Click 'View' hyperlink to examine pass order PDF before signing
  4. Select Multiple Orders:
    • Tick multiple checkboxes for pass orders to sign
    • Certificate checkbox is mandatory
  5. Apply Digital Signature:
    • Click 'Apply Digital Signature' button
  6. Process Confirmation:
    • System displays: "Please do not press reload or back button"
    • Wait for processing to complete
  7. Open Digital Signature Interface:
    • Click 'Open Digital Signature' button
  8. Verify Signature Details:
    • PFMS Digital Signature popup displays:
      • DSC Serial Number
      • Number of sanctions to sign
      • Total sanction amount
    • Click 'Digital Sign' button
  9. Enter DSC PIN:
    • System prompts for PIN verification
    • Enter your DSC PIN (use soft keyboard if available)
    • Click 'Digital Sign' button
  10. Signature Success:
    • Popup confirms: "Digital Signature Certificate Applied Successfully"
    • Click 'OK'
  11. Check DSC Status:
    • Click 'Get DSC Status' button
    • Verify all orders have been successfully signed

Return Order Handling at DH Level

If bills are returned by DH for corrections:

  • Return order will be automatically generated in PDF format
  • To digitally sign return orders, select status 'PendingDHDSCReturnOrder'
  • Follow the same multiple signing process as pass orders

AAO and PAO Level Process

After DH processing, the same workflow continues at higher levels:

Level Responsibilities Signing Status Filter
AAO (Assistant Accounts Officer) Verifies financial accuracy and compliance with budget provisions PendingAAODSCPassOrder / PendingAAODSCReturnOrder
PAO (Pay & Accounts Officer) Final authorization and payment approval at senior level PendingPAODSCPassOrder / PendingPAODSCReturnOrder
🔄 Process Consistency: AAO and PAO levels follow the identical multiple signing process as demonstrated at DH level. Users can sign multiple pass/return orders simultaneously using the same steps and menu path (eSanctions → Multiple Signing).

🎓 Conclusion & Key Takeaways

The introduction of multiple digital signing feature in GIFMIS PFMS represents a significant modernization in government financial management systems. This feature provides substantial benefits to all stakeholders involved in the bill processing workflow.

Summary of Key Benefits:

  • ✅ Efficiency: Process multiple documents in significantly less time
  • ✅ Reduced Workload: Minimize repetitive signing tasks
  • ✅ Improved Accuracy: Systematic approach reduces errors
  • ✅ Better Workflow: Streamlined process at all levels (DDO, DH, AAO, PAO)
  • ✅ Faster Payments: Quicker processing benefits vendors and claimants

Important Reminders for Users:

  • System Requirements: Ensure your computer meets all specified hardware and software requirements
  • DSC Validity: Keep your Digital Signature Certificate valid and updated
  • Maximum Limit: Remember to sign maximum 10 documents per page
  • Certificate Mandatory: Always tick the certificate checkbox before signing
  • Processing Time: Don't refresh or use back button during signature processing
  • PIN Security: Never share your DSC PIN with anyone

Getting Help & Support:

For technical support, queries, or clarifications regarding GIFMIS PFMS, contact:

📢 Recommended Action: All CCAs, Principal CCAs, and senior finance officials are requested to give wide publicity to this new feature within their respective Ministries/Departments and sensitize users accordingly for maximum benefit.

Source Document: Controller General of Accounts (CGA), Department of Expenditure, Ministry of Finance

File Reference: 1-12024/2/2023-CGA/e-14519/507 | Date of Issuance: 11 November 2025

Official Portal: www.gifmis.cga.gov.in

This article has been compiled from official government documentation and is intended to assist central government employees in understanding the multiple digital signing feature in PFMS. For official clarifications, please refer to the original documentation or contact your department's finance section.

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