How to Place and Manage Orders on The GeM Portal?

Here is a step-by-step process on how to place an order in the GeM Portal:

Getting Started as a Buyer on the GeM Portal

To make any purchase on the Government e-Marketplace (GeM), the first step is creating a buyer account. The authorised official must register on the GeM website using an official email ID and organisational details. Once the email and mobile number are verified through a One-Time Password (OTP), your login credentials will be created. This will then allow you access to the portal.

Setting Up Roles on GeM

After registration, the primary user or head of department manages the user access. From the dashboard, additional roles such as buyer, consignee, Drawing and Disbursing Officer (DDO), and Paying Authority (PAO) can also be created.

Searching and Selecting Goods or Services

The buyer can log in to the portal to search for the required product or service. The GeM Portal offers multiple filters such as pricing, specifications, delivery timelines, and seller ratings. You can use these filters to narrow down the search as per your requirements

Choosing the Applicable Procurement Method

You can browse through multiple listings. Once the item or service is shortlisted, you can select the appropriate procurement route as prescribed under GFR Rule 149. Depending on the value and nature of the purchase, this may include L1 comparison, direct purchase, bidding, or Reverse Auction (RA).

Creating Demand and Placing the Order

The buyer can initiate the purchase by raising a demand on the GeM Portal. After internal approvals, a sanction order will be generated, followed by the creation of a contract order. The order is considered final once it is placed on the system.

Delivery of Goods and Invoice Submission

After receiving the order, the seller delivers the goods or completes the service within the agreed timeline. Once delivery is completed, the seller raises an online invoice directly on the GeM Portal, which triggers the post-delivery verification process.

Confirmation of Receipt and Acceptance

The consignee needs to log in to confirm receipt of the goods or services. A Provisional Receipt Certificate (PRC) is issued shortly after delivery. After verifying quality and compliance with specifications, the consignee will generate the Consignee Receipt and Acceptance Certificate (CRAC) within the prescribed time limit.

Processing Bills and Releasing Payment

After the CRAC is issued, the buyer has to initiate bill processing on the GeM Portal. The bill is then forwarded to the DDO and PAO or the relevant paying authority. Payments made through the Public Financial Management System (PFMS) or other approved modes must be completed within the defined timelines. This ensures timely payment for sellers.

Alternative Payment Arrangements

For organisations that do not use PFMS, payment documents are forwarded to the designated paying authority, such as through the State Bank of India (SBI) e-Pay or other approved channels. In such cases as well, the overall payment timeline remains linked to the date of CRAC generation.

Rule 149 of the General Financial Rules (GFR), 2017, lays down how government buyers should procure goods and services through the GeM Portal. This depends on the total value of the purchase. Here’s what you need to know:

Direct Procurement for Purchases up to ₹50,000

If the total value of the purchase is up to ₹50,000, buyers can directly place an order on GeM with any seller available on the platform. The seller must meet the required quality standards, specifications, and delivery timelines. In such cases, the buyer or procuring authority must ensure and record that the price paid is fair and reasonable.

Procurement Above ₹50,000 and Up to ₹30 Lakh

For purchases that exceed ₹50,000 but are within ₹30 lakh, buyers are required to choose the lowest-priced seller from a minimum of three different manufacturers listed on GeM. All eligible sellers must meet the defined quality, technical specifications, and delivery conditions.

If permitted by the competent authority, buyers may also opt for online bidding or reverse auction tools available on the portal. The procuring authority must certify that the selected rates are reasonable.

Procurement for Purchases Above ₹30 Lakh

When the purchase value goes beyond ₹30 lakh, competitive bidding becomes mandatory. Buyers must use GeM’s online bidding or reverse auction features to invite bids. The order is awarded to the seller offering the lowest price while complying with the required quality, specifications, and delivery requirements. As with all other procurement categories, the procuring authority must formally record that the final price is justified and reasonable.

Who Is Eligible to Register as a Buyer on the GeM Portal?

The GeM Portal is open to a wide range of government and public sector organisations. These include the following:

Government Ministries and Departments

All Central Government and State Government ministries and departments are eligible to use GeM. This also includes their attached offices and subordinate offices that are authorised to carry out procurement activities.

Autonomous Bodies and Public Sector Units

Central and State autonomous bodies, along with Central and State Public Sector Undertakings (PSUs), are also permitted to procure through the GeM Portal, provided they follow applicable procurement rules and internal approvals.

Local Bodies and Other Government Organisations

Local authorities such as municipalities and other government organisations are also eligible to register as buyers on GeM and carry out purchases as per GeM guidelines.

Now that you know how to buy a product from the GeM Portal, you must also know how to pay for it. Below are the steps for the same:

Step 1: Log in to the GeM Portal

Start by logging in to the GeM Portal using your User ID, password, and captcha. Once logged in successfully, you will be taken to the dashboard.

Step 2: Access the Bills Section

From the dashboard, navigate to the “Bills” section and select the option to process the bill related to the completed order.

Step 3: Process the Bill and Apply Deductions

Scroll down to open the bill processing page. If any deductions are applicable, such as Liquidated Damages (LD charges), select “Yes” to impose deductions. You can add multiple deductions by using the “Add Deduction” option.

If no deductions are required, simply select “No” and proceed.

For service orders, the PFMS bill details must be filled out online. For product orders, the offline bill format should be checked and verified.

Step 4: Save Draft Bill

After entering all required details, save the bill as a draft. This allows you to review the information before it moves to the next stage.

Step 5: Final Bill Generation by DDO

Once the buyer has drafted the bill, the DDO reviews it and generates the final bill. The DDO can again choose to apply additional deductions, if necessary.

Step 6: Edit or Submit the Final Bill

At this stage, the DDO can edit the final bill if corrections are required. If everything is in order, the DDO submits the final bill for payment processing.

If approvals or documents are missing, the bill can be returned to the buyer for correction and re-upload of the required approvals.

Step 7: Verify and Make payment

After the final submission, the DDO verifies the bill and initiates payment. An OTP is sent for authentication. Once the OTP is entered and verified, the payment is processed.

Step 8: Payment Status

If the payment is successful, the bill status on the GeM Portal is marked as “Paid.”

If the payment fails, the DDO has the option to return the bill to the buyer for correction or reprocessing.

It is important to know how to use the GeM Portal as a buyer. This includes understanding how to order in the GeM Portal, process payments, and manage other related tasks. The more familiar you are with the portal, the more efficiently you can carry out procurement activities.

Understanding the GeM Portal is equally important for sellers, too. Running a business through the portal comes with its own set of challenges, and knowing the ins and outs can make operations much smoother.

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