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https://vaidicpujas.org website is enhanced with the capabilities to support requesting for an seva/event , handling online and offline payments , providing online receipts to the email of all the registered participants, generating cash and cheque challan for the offline payments, simple and effective reports for the finance admin to track the payments and reconciliation for any seva/event happening across India.

1. CAPABILITIES OF NEW FINANCIAL SYSTEM
1.1. HOW TO CREATE YOUR LOGIN
• Navigate to the following URL https://vaidicpujas.org/login
o You will see a page like this. Click on the “Register” and create the user for yourself.

2. Roles:
With the details of email id created and the role that this person is going to take care for that state/ashram please contact the National coordinator for the permissions of the roles in the system or send an email to [email protected].
The relevant permissions to access the system shall be provided accordingly

2.1 Roles in the System:
2.1.1 State Coordinator
 Approves the event and responsible for all the events happening across the state
2.1.2 Coordinator
 Creates the events and works along with the organiser. Once the coordinator announes the event the organiser logins are created for the organiser of that event.
2.1.3 Organiser:
• Once an event is created the organsier can login https://vaidicpujas.org/organiser/
Username:
password :

3. STAGES OF A SEVA/EVENT
3.1 Seva/Event : It means any puja or homa or upanayanam or samskara that is organized by VDS
The following are the stages that we have in any seva/event
With the new system let us explore as how this are handled in a simple

4. COORDINATOR DASHBOARD

The Coordinator can access the the coordinator dashboard in the website my navigating to the following page https://vaidicpujas.org/coordinator

• This is a password protected page hence it can be accessed via the password srisri1008
• This coordinator dashboard has the links for the coordinator. The links are as
o “Request for a seva”
 The coordinator can request for a particular private or Samoohik seva as per the request he has got.
 The requested seva/event shall go for an approval process. Once it is approved by the state coordinator it is available for public for registration of sankalpa for that seva/event
o “Manage All Seva”
 The list of all the seva that you are responsible is listed here
 You can monitor each seva status
 You can get the sankalpa participants and the payments against each event
 You can collect cash payments against that event.You can create the challan for the events where cash is collected
 Finally if all receipts and cash is deposited you can close that seva for finance team to take over and verify it.
o “Reports/Sankalpa List”
 Using this option he will be able to get the list of participants for specific seva/event.
o “Offline Payments”
 The coordinator/organizer can take the payments as cash,card,cheque on the day of the event. This is to support the registrations happening on the spot.
 The coordinator can either collect the payment if the participant already has done the registration and has the vds id Ex 13475 or can register the participant directly.

With the details of email id created and the role that this person is going to take care for that state/ashram please contact the National coordinator for the permissions of the roles in the system or send an email to [email protected]. The relevant permissions to access the system shall be provided accordingly

Roles in the System:

State Coordinator
Approves the event and responsible for all the events happening across the state

Coordinator
Creates the events and works along with the organiser. Once the coordinator announes the event the organiser logins are created for the organiser of that event.

Organiser:
Once an event is created the organsier can login https://vaidicpujas.org/organiser/
Username:
password :

Seva/Event : It means any puja or homa or upanayanam or samskara that is organized by VDS

The following are the stages that we have in any seva/event
With the new system let us explore as how this are handled in a simple

The Coordinator can access the the coordinator dashboard in the website my navigating to the following page https://vaidicpujas.org/coordinator

This is a password protected page hence it can be accessed via the password srisri1008
This coordinator dashboard has the links for the coordinator. The links are as
“Request for a seva”
The coordinator can request for a particular private or Samoohik seva as per the request he has got.
The requested seva/event shall go for an approval process. Once it is approved by the state coordinator it is available for public for registration of sankalpa for that seva/event
“Manage All Seva”
The list of all the seva that you are responsible is listed here
You can monitor each seva status
You can get the sankalpa participants and the payments against each event
You can collect cash payments against that event.You can create the challan for the events where cash is collected
Finally if all receipts and cash is deposited you can close that seva for finance team to take over and verify it.
“Reports/Sankalpa List”
Using this option he will be able to get the list of participants for specific seva/event.
o “Offline Payments”
The coordinator/organizer can take the payments as cash,card,cheque on the day of the event. This is to support the registrations happening on the spot.
The coordinator can either collect the payment if the participant already has done the registration and has the vds id Ex 13475 or can register the participant directly.

Coordinator clicks “Request for a seva” at the coordinator dashboard
The coordinator can request for a private or samoohik event/seva for this state.
The mandatory fields are entered. On click of save the relevant message comes across each fields that are mandatory
For Shravan Puja: Select the Category as “Shravan” and Seva as “Rudra Puja”. Select the locality(City,Town,Village) on the Standard sankalpa that loads up for Shravan.

The standard Sankalpa structure gets loaded as per the guidelines set Nationally. However if a new customized Sankalpa structure is needed for a seva/event then it can be added under the “Sankalpa Details” section by selecting the option “use the customized Sankalpa structure”
The list of coordinators for the state where the event is requested shall be listed and they can be assign themselves to a seva/event. This shall help all the events to have one coordinator assigned by default for later tracking purposes
Once the seva is created it shall reach out to the “State Coordinator” for the approval.
After the approval the seva gets listed in the website for the registrations.

The following page loads which has all the details of the event that is been requested.It is imporant to note the “event id” as for all further tracking and reports this id is necessary.
The organiser details are stored which can be used for later purposes.
If customized sankalpa structure is requested based upon approval it gets open to public for registrations. Sample customized sankalpa can be as

Description Amount Pass
Entry For Both Ashta Lakshmi Homa And Maha Rudra Puja – 4 People 40000 4
Family Of 4 – Ashta Lakshmi Homa – 18th March From 6PM Onwards 25000 4
Family Of 3 – Ashta Lakshmi Homa – 18th March From 6PM Onwards 11000 3
1 Couple – Ashta Lakshmi Homa – 18th March From 6PM Onwards 5000 2
1 Person – Ashta Lakshmi Homa – 18th March From 6PM Onwards 1100 1
Attending personal? Show courier prasadam :
These are options that once requested in the event/seva it appears during registrations which shall help anyone to register for a sankalpa and mention he is not attending. This shall help the coordinator to take sankalpa on his behalf. More like virutal sankalpa or on behalf of sankalpa.
With courier prasadam it helps the organiser and coordinator to decide as to whom the prasadam has to be couriered.

The state coordinator shall login into the system with the Url https://vaidicpujas.org/login
On successful login it will load the state coordinator dashboard

With the following dashboard the state coordinator shall be able to get the list of all the requests he has got the state.
In case of sevas/events where there are customized Sankalpa option requested then he will verify and the approve it.
In the dashboard he also has all the options to manage the organisers, pundits and swamijis assigned to his state.( in future release)
If there is a customized Sankalpa structure requested then the action shall display as “Verify”. If the standard structure is used then it shall be “Approve”
The following in the screenshot of the state coordinator dashboard

Based upon the seva he has selected the following approval pages gets loaded
The State coordinator enters the Swamiji and the pundits who are going to perform this seva and approves the event
The cashier is also allocated for the event by the State Coordinator. The organiser or the coordinator can be made as a cashier. So based upon the approvel the organiser gets the link for offline payment to collect cash , create the challans and to deposit in the bank.
The requested imprest amount gets displayed and it can be approved here. The details of the imprest transaction can also be updated here.

On the successful approval the following information gets updated and seva is now ready for registrations

As a coordinator you will be able to edit an event which has action “Payments Open”. Click on that button and a list of actions open up and select the “Edit Approved Seva”.

This opens up the edit of seva screen. The edit screen also looks same as the “Create Event”. So you can make the relevant changes that you want and then click on the “Update Event” button at end of the page.
This shall put the event back to requested state and the state coordinator shall verify and approve the event.

The list of events/seva that are approved by the state coordinator shall be made available as open for registrations.
URL : https://vaidicpujas.org/events or from the menus Upcoming Seva-> Seva Across India.All the ashram can see their events against each ashrams under the menu Upcoming Seva
On the successful approval the following information gets updated and seva/event is now open for registrations.
The register link across each event shall help to register anyone for this event.
Only all the samoohik event/seva that is approved by the state coordinator gets listed here at “Upcoming Seva-> Seva Across India.” There is a very powerful generic search option provided in the List View to search across the parameters that users wants.
For all the private event/seva separate email with their requested event and payment option shall be made available.Refer the section 2.1.12

All the samoohik seva are made available for the public under the menu Upcoming Seva -> Seva across India

On clicking “Seva Across India” it takes to the list of seva across india. All ashrams shall use the corresponding pages.

On click of Details the following details page loads up.

On click of register the following payment options page gets loaded

All the required fields are filled and on click of contribute the following page loads up

Online Payments: If “Proceed to payment gateway” is clicked then the following screen opens up that enables the online payment via card, netbanking, wallet and UPI

If “Proceed to payment gateway” is clicked then the above following screen opens up that enables the online payment via card, netbanking, wallet and UPI
Offline Payment : If “Cancel” is clicked then the pariticipant can note the reference number and provide it at the counter before the event and pay it via cash or card or provide cheque.

The organiser or the coordinator shall have the acess to offline payments depending upon the approval provided by the state coordinator.
Organiser handling cash :
If the organsier is given permission as “Cashier” then when the organiser logs in to the system he/she get the link “CASH” for those event. By clicking this link cash the organiser can collect cash for that event and later he shall settle it in the bank. Refer the image below:

Coordinator Handling Cash:
The Coordinator can access the the coordinator dashboard in the website my navigating to the following page https://vaidicpujas.org/coordinator and in that dashboard he can click on the “Manage All Seva” or access the “Offline payment” page directly if he knows the reference number or the details of the event. On the Manage All Seva against all the event there is link “Cash” that supports the collection of cash.

Reference Number Payments : Already registered but not made payment: If the person has already registered then he can provide the VDS payment ID at the counter and he can pay it via cash,card or cheque. This shall enable quick payment and avoid all the time spend on filling the form at counter and long queues. The participants can register with the help of their mobile devices also and can just do the payment at the event spot.
Date and Place has to be entered while the offline payments are been done.

On the Spot Registration and payment: In case if the participant has not made it online then the coordinator can fill all the details as described in the above form and can enroll him for this event. Note the event id needs to be known by the coordinator.
This feature shall help the later manual work of filling and writing the details again in the receipt.
By entering directly into the system will also provide the receipt instantly the participant as an email.
By entering the details also helps the coordinator to get the filled up bank payment challan with the support to tally the total he has collected.

Option 1: The Coordinator can access the the coordinator dashboard in the website by navigating to the following page https://vaidicpujas.org/coordinator and in that dashboard he can click “manage seva”. He gets his list of Seva and the “participants” link is available against each of the seva.

Option 2: If the coordinator is aware of the Event ID for his seva then on the coordinator dashboard he can directly access the link “Reports/Sankalpa List” or access the offline payment page directly with the following link https://vaidicpujas.org/coordinator_reports/

On the click of “Genereate/Download Reports” the following “Coordinator Search” page gets loaded
The Coordinator can search the list of registrations using the event id.

The search can also be further refined by entering other parameters as Event Date or Purpose/Event Name, status, payment Type, Transaction number, name , amount, Attending Personally, Courier Prasadam
The following screen shot displays the list of registrations for the event id : E000041
Search, Download and Print Challan are the options that the coordinator gets here.

Transaction Status: All, Not Initiated, Captured, Settled, Failed, Final
Not Initiated : The person had filled the form and attempted to pay but at last moment did not pay. We can use this data to follow up before the event start
Captured : The person has successfully made the payment online and it has reached the Razorpay account.
Settled: Razorpay has verified the payment and it is successful and they have done the settlement of this payment to our Vaidic Dharma Sansthan Account.
Failed : The online payment is not successful.
Final : It is a combination of Settled and Captured. The settlement from Razorpay takes 3 days hence if a person have made a payment a day before the seva date the status will be captured. This “Final” status can be handy for the coordinator to get the final list of participants who have done payment for the seva and are eligible to participate in the Sankalpa or the training

The above search result can be closely observed to check the various status . The following explains the flow of the payments and the various status

If the “Download” button is clicked then the search results can be downloaded as a excel file which has additional information.
The “Download Link” option comes up and on click of it the file with name VDS_Report.csv file gets download. Refer screenshot

The excel file has more detailed information with regards to the registrations for that event/seva. This can be taken as printout and can used at the venue to track the entry.

Once the payment is done successfully and email goes automatically to the registered provided email id by the participant confirming his payment. It also has the receipt as attachment.An SMS is also sent to the mobile number with the details of the receipts number

The option of downloading the receipt is also available and the receipts looks as. The Coordinator can also track the status of the email and also can resend the receipt in case duplicate is requested or download it again. Getting duplicates is made easy now.

The Coordinator/organiser can go to the Participants list and there is a blue button “Print Challans”. By clicking the button it enables the generation of challans for cash and cheque for that specific event.

When the make challan page loads it get the sum of all the cash collected and updates it against “offline payments”. There is an option to enter the Aarthi money and the final money to deposit gets updated.

The

Note this Event id has two cheque/DD as per the search criteria and the cash as total of 120

On click of Print Challan the system will generate a single PDF that has the cash challan and two separate Cheque/DD Challans.
The coorinator can just printout give his signature and deposit it to the bank directly.
The following pdf gets download and it has the 2 cheque challans and one cash challan.

The coordinator shall request the private puja by selecting the SevaType as “Private”.
While creating the request the corodinator has to provide the details of the Host who is having this puja.

The host will be able to login from the following link once the seva/event is sucessfully requested by the coordinator
Vaidicpujas.org->Upcoming Seva->Private Seva or https://vaidicpujas.org/private-seva/
Username : email id as provided during request by the coordinator
Password : host’s 10 digit mobile number

After sucessful login the host shall be getting his/her dashboard as below image in the following page.
They will be able to see the list of all puja/samskara or homa they have requested and against each of their request they will have the link “Contribute” that will enable for online payments.
On successful payment the receipts is emailed and sms is sent by the system directly.
Note: As per government norms we are not supposed to collect cash of more than Rs.2000.

Once a seva/event is requested by the coordinator the organiser details are captured for that seva .Refer ot the following “Request for a seva” screen.
The email id and the mobile number entered here becomes the username and password for the organiser to login.
If the State Coordinator has approved the organiser to handle cash then the “Cash” link gets enabled and the organiser can collect and deposit the cash to the bank with the challans generated from the system.

The organiser shall access to their login via the following link https://vaidicpujas.org/organiser/
Username : email id as provided during request by the coordinator
Password : host’s 10 digit mobile number

If the organiser has been provided wih the permission to collect cash then he gets the links of “Online”,”Cash” and he will be able to create the challans for the cash payments.