Every step of the GeM fulfillment chain has a strict deadline. The gap between sellers who master order management and those who don't shows up directly in cash flow. This is the complete sequence from a seller's-eye view.
Direct Purchases: Orders arrive from buyers purchasing straight from your listing (how limits work).
Bid Awards: Won tenders resulting in contracts (how bidding works) or RA conclusions.
The Acceptance Window: Must accept or reject within the prescribed timeframe. Lapsing leads to auto-outcomes and penalties; check dashboards daily with notifications routed to an active phone.
Pre-Acceptance Screening: Re-read the PO thoroughly for items, specs, quantities, consignee address, delivery dates, and ATC terms before committing.
| PO Field | Why it bites |
|---|---|
| Consignee vs buyer | Goods go to the consignee; questions go to the right office. (Two different roles) |
| Delivery period + start trigger | The clock usually runs from acceptance — count calendar days honestly. |
| Specs/model as ordered | Inspection happens against these specs — supply exactly this, never an "equivalent". |
| Price components | Inclusive-of-GST structure and freight assumptions must align with costing. |
| Special conditions | Installation, training, or staggered delivery define the scope you priced. |
Match exact specs: Items, models, and quantities must mirror the PO. Informal substitutions ("just as good") are immediate rejection fuel.
Mandatory documents: Include delivery challan referencing the PO/order number, packing list, warranty cards, and valid test certificates where specified.
Handover evidence: Retain signed/stamped challan copies, handover photos, and receiving-person details. This file is your ultimate leverage for later disputes.
Prompt portal updates: Complete delivery confirmation entries per current workflows to trigger the PRC (arrived) → inspection → CRAC (accepted) chain.
CRAC Quantity Mismatches: Partial acceptances require re-aligned invoices before payment files can move forward.
GST Errors: Ensure accurate GSTIN entry, rate alignment with the PO structure, and proper e-invoice compliance where applicable.
Reference Gaps: Invoices that fail to tie cleanly to order/PO numbers get lost in internal reconciliation queues.
Post-CRAC, payments process through the buyer's payment chain (DDO/PAO roles) and PFMS rails within prescribed timelines:
1. PFMS-Clean Bank Details: Name or account mismatches will immediately bounce outgoing funds.
2. Track Order Status: Monitor your dashboard ("gem status" checks) to track life-cycle state progression.
3. Structured Follow-ups: Chase delays using explicit references — order number, CRAC date, and invoice number.
4. Strategic Escalation: Persistent delays past official timelines require raising an incident with the full audit trail.