account payables as_is
TRANSCRIPT
CURRENT BUSINESS BASELINE IVY COMPTECH Private Limited AS IS Document for Account PayablesAuthor: Creation Date: Last Updated: Document Ref: Version:
Approvals: Approver 1 Approver 2 Approver 3 Approver 4
Document ControlChange Record4
Date
Author
Versio n
Change Reference
ParticipantsParticipant Name Organization
Reviewers
Name
Position
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Contents
Document Control...................................................................................ii Background.............................................................................................1 Solution Objectives.................................................................................2 Objective and Overview .........................................................................3 Account Payables Functionality............................................................4 Process Diagrams -AS IS Process ...........................................................5 Process Diagrams -AS IS Process (Establishment-4) Advance to Employee................................................................................................6 Process Diagrams -AS IS Process (Establishment-4) Loan to Employee ................................................................................................................7 Process Diagrams -AS IS Process (Establishment-1) Office Travel / LTC Advance..................................................................................................8 Process Diagrams -AS IS Process (Establishment-1) Office Travel / LTC Advance Refunds....................................................................................9 Process Diagrams -AS IS Process (Store Audit Section) Stores Invoicing ..............................................................................................................10 Process Diagrams -AS IS Process Imprest Billing..................................11 Process Diagrams -AS IS Process Imprest Recoupment/Refund............12 Process Diagrams -AS IS Process (Establisment-1) Trainee Stipend.....13 Process Diagrams -AS IS Process (Establisment-4) Contingent Bills / Hired Vehicle Payments........................................................................14 India Taxes AS IS.................................................................................15 As Is Process Payables Reports..........................................................16 Current Business Process Documentation............................................17 Critical Requirements......................................................................17 Current Benchmark Activities..........................................................17 Current Bottlenecks.........................................................................17 Open and Closed Issues for this Deliverable.........................................18 Open Issues.....................................................................................18 Closed Issues...................................................................................18 5 of 17
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Background
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Solution ObjectivesThe objectives of the Project are to establish an integrated operations and management information system together with all associated support systems that will enable the Port to: Improve its business processes and work practices Closely monitor the performance in all areas of operations and management Provide improved levels of operations and efficient service delivery to its internal and external customers
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Objective and OverviewPayables (AP) to control and process your payments for purchases of materials and services, employee loan and advances, taxes, rents, and so forth Overview: After the completion/procurement of any services/goods or in case of Employee(s) requires any advance or Loan, Vendor(s)/Employee(s) send their Bill(s)/Request(s) to the concern department. Concern department will scrutinize and certified the Bill(s) with proper approvals and send it to the Finance department. Finance department will register the Bill(s) in the system and generate the sequence number and dispatch or acknowledge to the concern section for Auditing. Assistant Account Officer of the concern Audit Section will prepare the Debit Advice Cum Payment Voucher and authorizes it. After authorization Audit Section sends it to the Cash Section. Cash Section generates the Payment Voucher number and process the Payment.
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Account Payables FunctionalityThe present functionality of Account Payables is as follows: Recording of Requisition Recording of Purchase Order Recording of Inventory Handling of Invoices Handling of Payments Handling of Operational Reports
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Process Diagrams -AS IS ProcessQuotation has been prepared by concern departments
Pre Tender Qualifications
Briefly covered in PO Tender Process
Lowest bidder will get the tender Work is awarded to the bidder on the basis of Authorization of Works by respective departments and Higher Management After the completion of certain Milestone bill has been raised by respective departments Respective department measure the work and certified the work done and send it to FADM FADM allots the Seq. No and Enters the Bill details in Olifs Bill along with Measurement Book sent to the Work Section for Auditing. AAO assign it to Case worker, Case Worker prepares the Pass Order (Debit Invoice cum Payment Voucher) if it is as per the agreement in the Tender documents and sends it to the AAO for scrutinizing, after scrutinizing AAO send it for approval(s). If Amount is less than 5 Lacs then it will requires only One Level Approval i.e. AO but if greater than 5 Lacs it will requires 2 Level of Approval i.e. AO and DY. CAO. Finance department will make all the recoveries pertaining to Service Tax, Income Tax etc. After getting the approval Work Section sent it to the Cash Department for Payment processing.
Payment Process done by Cash Section
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Process Diagrams -AS IS Process (Establishment-4) Advance to EmployeeEmployee requests for Advance to his/her HOD
After the recommendation of HOD, the request release to Central Payroll Finance (CPR)
On the basis of recommendation on request, CPR prepares the Sanction Order (Emp. ID, Emp. Name, Designation, Amount) followed by Consolidated Advance Bill
Establishment-4 Audited/ Passes the Bill and send it to the AO for Authorization
Concerned Officer (AO) will authorize the Bill and send it to the Cash Section for Payment through Establishment -4
Cash Section will make the Payment Voucher
*Note: Recovery against Salary in installments
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Process Diagrams -AS IS Process (Establishment-4) Loan to EmployeeEmployee requests for Loan to his/her HOD
After the recommendation of HOD, the request release to CPR
On the basis of recommendation on request, CPR prepares the Sanction Order (Emp. ID, Emp. Name, Designation, Amount) followed by Consolidated Advance Bill
Establishment-4 Audited/ Passes the Bill and send it to the AO for Authorization
Concerned Officer (AO) will authorize the Bill and send it to the Cash Section for Payment through Establishment -4
Cash Section will make the Payment
*Note: Recovery against Salary in Installments *Note: After every recovery Adjustment accounting process have been done in Establishment-4(Manually)
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Process Diagrams -AS IS Process (Establishment-1) Office Travel / LTC Advance
Employee requests for Travel Advance to his/her HOD
After the recommendation of HOD, the request release to CPR
On the basis of request, CPR prepares the Sanction Order (Emp. ID, Emp. Name, Designation, Amount) followed by Consolidated Advance Bill
Establishment-1 audited the Bill and sends it to Cash Section
Cash Section will make the Payment
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Process Diagrams -AS IS Process (Establishment-1) Office Travel / LTC Advance RefundsAfter returning from Official Travel Employee submits all the documents to his/her HOD
Is advance is equal to expendit ure No
Yes
Adjust bill(s) against the advance
Excess Advance
Is Advance Amount Excess or Short
Short Advance
Excess Advance Statement will be prepare by the CPR and send to the Establishment 1 for audit
Short Advance bill will be prepare by the CPR and send to the Establishment 1 for audit
CPR issues the Letter of Authority against the Excess Payment
Establishment-1 verifies the Letter of Authority and process to Cash Section
Establishment-1 audited the entire bill presented by the employee and passes the bill for Payment / Adjustment and process to Cash Section
Excess Amount is remitted into the Cash Section
Residual Cash is remitted to Employee by the Cash Section
CPR Section will prepares the final Bill for Adjustment
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Process Diagrams -AS IS Process (Store Audit Section) Stores InvoicingFADM allots the Sequence No and Enters the Bill Details in Olifs
AAO Enters the Date and assign it to the Case Worker
Case Worker prepares the Pass Order (Debit Invoice cum Payment Voucher) and sends it to the AAO for scrutinizing, after scrutinizing AAO send it for approval(s). If Amount is less than 5 Lacs then it will requires only one Approval i.e. AO but if greater than 5 Lacs it will requires 2 Level of Approval i.e. AO and DY. CAO After getting the Approval, Case Worker enters the bill in the manual register and then process the bill to Cash Section
Cash Section will make the Payment
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Process Diagrams -AS IS Process Imprest BillingOfficer prepares a proposal for Imprest Cash
HOD/Chairman approves the Proposal
On the basis of approval, concern department prepares the Sanction Order/ Bill and send it to the Finance Department
Finance Department Audited/ Passes the Bill and send it to the AO for Authorization
Concerned Officer (AO) will authorize the Bill and send it to the Cash Section for Payment
Cash Section will make the Physical Payment to the Employee
* Note: Imprest not more than 10,000 can be paid in cash.
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Process Diagrams -AS IS Process Imprest Recoupment/RefundOfficer submits all the related bills against the Imprest Cash
HOD/Chairman approves the purchase Bills
On the basis of Approval, concerned department prepares the bill and send it to the Finance Department
Finance Department audited the Bill and passes the Adjustment entry and sends it to the Cash Section
Recoupment done by the Cash Section in respect of Permanent Imprest only
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Process Diagrams -AS IS Process (Establisment-1) Trainee StipendTrainee will get the appointment letter indicating Period of Work, Name of Department and Amount of Stipend
Trainee will record their presence in the Attendance register maintain by concern department officer
Concern department will send the attendance records of the Trainee(s) by the end of the month to the Administration Department
Administration department will prepares the Stipend Bill(s) and send it to the Establishment-1 for Auditing
Establishment-1 will Audit the Bill(s) , prepares Debit Advice cum Payment Voucher and send it to the Cash Section for Payment
Cash Section will make the Payment
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Process Diagrams -AS IS Process (Establisment-4) Contingent Bills / Hired Vehicle Payments
Department(s) will send their Contingent Bills to the Finance Department after getting approval from their concerned HOD
Finance Department will Audits all the Contingent Bill(s)
AO will authorize the Bills and send it to the Cash Section
Cash Section will make the payment
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India Taxes AS ISI. Tax Liability 1. Service Tax Service Tax Payable ( Collected by NMPT) Service Tax Receivable ( Paid by NMPT) Excise Duty Receivable ( Paid by NMPT) 2. TDS Receivable ( Collected by Agents) Port Services 3. TDS Payables ( Collected by NMPT) Salaries & Pensions Contractors, Professional Charges and Others 4. TCS ( Collected by NMPT) Scrap Sales Parking Lot and Others 5. KVAT Works Contract Tax Scrap Sales 6. Royalty 7. Professional tax II. Registrations PAN Number ST Code ST Registration Number TIN Number NMPT TAN Number RCHW TAN Number Returns : AAALN0057A : AAALN0057AST001 : (PRT)(RIS)(CBL)(MAK)/MNG/ST-1/01/2001: 29260000 : BLRF00825G : BLRR03544C
NMPT
III. 1. 2. 3. 4. 5.
Quarterly TDS Returns Half-Yearly Service Tax Returns Form 16 issued yearly Form 16A issued monthly Professional Tax Annual Return
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As Is Process Payables ReportsS. No 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 Transactions Transactions Transactions Transactions Transactions Transactions Transactions Transactions Transactions Transactions for for for for for for for for for for Report Name Estt I Estt II Estate Stores Works Cash RCHWAW Co-Ord Estt 4 Books
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Current Business Process DocumentationThis component documents insight discovered during working sessions, and contains the following sections: Critical Requirements Current Benchmark Activities Current
Bottlenecks
Critical RequirementsAs per existing requirements analysis of Account Payables, following functionality is found to be critical: RA Bills generation RCHW Wage calculation
Current Benchmark ActivitiesNA
Current BottlenecksNA
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Open and Closed Issues for this DeliverableOpen Issues
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
Closed Issues
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
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