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Oracle Accounts Payables – User Manual Version 1.0

Oracle Accounts Payables – User Manual Version 1.0 1 of 78

ICAR Pension Solution – USER MANUAL DOCUMENT

Implementation of Management Information System (MIS)

Including Financial Management System (FMS)

Version No.: 1.0

Prepared by

IBM Project Team

DOCUMENT RELEASE NOTICE

Pension – User Manual Document

Version no: 1.0

Release no: All Releases

Date of Release : 29th April 2013

Client : Indian Council of Agricultural Research

Project : FMS & MIS Implementation : Pension Solution

Author : Nitin Batta

Reviewer : Date:

Approved by : Date:

Control Assurance by : Date:

REVISION HISTORY

Document No.:

Document Title: Payables– User Manual Document

Version No. Issue Date Change Details Owner Approved By Remarks

1.0 21th Mar ,2013 No Previous Document

DISTRIBUTION

Copy No. Name Location

1 Sh Devendra Kumar, Dir(Finance) ICAR HQ

2 Sh. Radhey Sham, Comptroller, IARI, New Delhi IARI, New Delhi

3 Sh SK Pathak, Dy. Director(F) ICAR HQ

4 Sh Dilip Roy, Under Secretary ICAR HQ

5 Mrs. Namrata Sharma, Deputy Secretary ICAR HQ

6 Dr. A.K. Choubey, HOD,IASRI IASRI,New Delhi

7 Dr. Alka Arora, Sr. Scientist, IASRI IASRI,New Delhi

8 Dr. Sudeep Marwaha, Sr.Scientist, Co-PI Project, IASRI IASRI,New Delhi

9 Dr. Shashi Dahiya, Scientist, Co-PI Project, IASRI IASRI,New Delhi

10 Mrs. Sanjeevan Prakash, Senior F&A Officer IARI, New Delhi

Table of Contents

1 INTRODUCTION ................................................................................................................................................................................................................................... 7

1.1 ABOUT THIS DOCUMENT ..................................................................................................................................................................................................................... 7 1.2 IMPORTANT KEYBOARD SHORTCUT .................................................................................................................................................................................................... 8

2 LOGGING INTO ORACLE APPLICATIONS ................................................................................................................................................................................... 9

3 ENTERING RETIREMENT DETAILS ............................................................................................................................................................................................. 10

3.1 PROCESS FOR ESTABLISHMENT ........................................................................................................................................................................................................ 10 3.2 PROCESS FOR ESTABLISHMENT ........................................................................................................................................................................................................ 11 3.3 PROCESS FOR ESTABLISHMENT ........................................................................................................................................................................................................ 12

4 PENSION SANCTION ......................................................................................................................................................................................................................... 13

4.1 PROCESS FOR DDO ASSISTANT ........................................................................................................................................................................................................ 13 4.2 PROCESS FOR DDO ASSISTANT ........................................................................................................................................................................................................ 14 4.3 PROCESS FOR DDO ASSISTANT ........................................................................................................................................................................................................ 16 4.4 PROCESS FOR DDO ASSISTANT ........................................................................................................................................................................................................ 17

5 PENSION AUTHORIZATION ............................................................................................................................................................................................................ 18

5.1 PROCESS FOR FINANCE (AUDIT & ACCOUNTS SECTION) .................................................................................................................................................................. 18 5.2 PROCESS FOR FINANCE (AUDIT & ACCOUNTS SECTION) .................................................................................................................................................................. 19 5.3 PROCESS FOR FINANCE (AUDIT & ACCOUNTS SECTION) .................................................................................................................................................................. 20 5.4 PROCESS FOR FINANCE (AUDIT & ACCOUNTS SECTION) .................................................................................................................................................................. 21 5.5 PROCESS FOR FINANCE (AUDIT & ACCOUNTS SECTION) .................................................................................................................................................................. 22 5.6 PROCESS FOR FINANCE (AUDIT & ACCOUNTS SECTION) .................................................................................................................................................................. 23 5.7 PROCESS FOR FINANCE (AUDIT & ACCOUNTS SECTION) .................................................................................................................................................................. 24

6 PENSION EXTRACT PROGRAM ..................................................................................................................................................................................................... 25

6.1 PROCESS FOR FINANCE (AUDIT & ACCOUNTS SECTION) .................................................................................................................................................................. 25

7 PENSION REPORTS ........................................................................................................................................................................................................................... 26

7.1 ICAR FORM 7 .................................................................................................................................................................................................................................. 26 7.2 ICAR FORM 5 .................................................................................................................................................................................................................................. 27 7.3 ICAR FORM 18 ................................................................................................................................................................................................................................ 28 7.4 ICAR FORM 3 .................................................................................................................................................................................................................................. 29 7.5 ICAR FORM 5 .................................................................................................................................................................................................................................. 30

7.6 ICAR FORM 12 ................................................................................................................................................................................................................................ 31 7.7 ICAR FORM 1A ................................................................................................................................................................................................................................ 32 7.8 ICAR PENSION CGHS FORM ........................................................................................................................................................................................................... 33 7.9 ICAR PENSION AUTHORIZATION LETTER ........................................................................................................................................................................................ 34 7.10 ICAR PENSION CALCULATION SHEET .............................................................................................................................................................................................. 35 7.11 ICAR PENSION PAYMENT ORDER .................................................................................................................................................................................................... 36 7.12 ICAR PENSIONER’S SLIP .................................................................................................................................................................................................................. 37

8 PENSION TO BE DISBURSED BY THE INSTITUTE .................................................................................................................................................................... 38

8.1 PROCESS FOR DDO ASSISTANT ........................................................................................................................................................................................................ 38 8.2 PROCESS FOR DDO .......................................................................................................................................................................................................................... 41 8.3 BUSINESS PROCESS FOR AUDIT & ACCOUNTS SECTION ................................................................................................................................................................... 51 8.4 BUSINESS PROCESS – PAYMENT ....................................................................................................................................................................................................... 59

8.4.1 Concurrent programs ............................................................................................................................................................................................................. 67

9 PAYMENT OF PENSION THROUGH BANK.................................................................................................................................................................................. 73

9.1 RUN ‘XX ICAR PENSION PROGRAM’ ............................................................................................................................................................................................. 74 9.2 RUN ‘ICAR GL PENSION PROCEDURE’ ........................................................................................................................................................................................... 77

1 Introduction

1.1 About this document

Oracle Applications re-implementation covers the following module:

Pension

This document contains the “To Be” processes for Oracle Financials identified from the analysis of the “To Be” processes carried out in different circles. The

document has been developed by the IBM Team based on the inputs from the ICAR Team.

1.2 Important Keyboard shortcut

Function/Purpose Keyboard Shortcut

Enter into query mode F11 Query with partial information Prefix or suffix with % Execute query CTRL + F11

Close/Exit screen F4

Invoke List of Values CTRL + L

Insert duplicate field SHIFT +F5

Insert duplicate record SHIFT +F6

To query the form:

1. For query, first press F11. 2. Give partial information on screen like partial invoice name, number and prefix or suffix with %. 3. Execute the query by pressing CTRL and F11.

List of Value (LOV)

LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down list would require excessive scrolling.

Search within LOV list

1. Click on the LOV icon. 2. The list of LOV is displayed. 3. If short list then scroll and select the required value. Press OK. 4. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as prefix and suffix is also

used where the subsequent word(s) of the total value is used for query. 5. Then click Find button. 6. This displays a shortened list of values that will match the query submitted. 7. Select the value desired and click OK. The original text entry screen is populated.

2 Logging into Oracle Applications

Navigation

Open the link for the Oracle Instance

http://fms.iasri.res.in:8005/ (For User Training Instance)

Screenshots and

Enter the Username and password as provided (individual user name/password to be used). Password need to be changed on first time

login.

On logging into the application, a new page consisting of the responsibilities assigned to the user and the active

notifications for the user will open up

3 Entering Retirement Details

3.1 Process for Establishment

Navigation Applicable HRMS Manager Responsibility People Enter & Maintain

Query for the Employee for whom Retirement Details have to be entered.

Click on Personal Info and then double click on Retirement Details.

Enter the Reason and Relevant Dates before retiring an employee.

4 Pension Sanction

4.1 Process for DDO Assistant

Navigation IASRI Pension Sanction

This Page will be used to Sanction a Pension Case.

Enter the Employee Number and Click on Go Button.

DDO can verify Qualifying Years of Service & Pension Calculation by Clicking on Qualifying Years Report & Pension Calculation Sheet respectively.

Click on Check Boxes by verifying with Hardcopies before Confirming Sanction.

5 Pension Authorization

5.1 Process for Finance (Audit & Accounts Section)

Navigation ICAR Pension Authorization

Clicking on Pension Authorization responsibility will open the Page as shown in the picture.

Search for the employee for whom Pension has to be authorized and click on “Open Pensioner’s Case for Authorisation”

Clicking on “Open Pensioner’s Case for Authorisation” button will open the page as shown in the picture.

Verify the Pension details by clicking on : “Click here to Calculate Pension”

Verify all the details with hardcopies of the Forms & Service Book before checking all the Boxes in the Form.

Enter the PPO Number, Type Of Pension, and Mode Of Payment before Clicking on Authorise button.

Once the Pension Case is Authorized, Automated Email will be triggered to Dealing Hands for the disbursement of Commutation & Gratuity Payment.

Once both the Payments are made, Search for the same employee and Click on Disburse Pension Button

Check the Check Box to Confirm that Commutation & Gratuity Amount has been Paid and Click on Start Pensioner’s Pension to Start Monthly Pension.

6 Pension Extract Program

After the Pension case has been completely Authorized, Run the Process as shown in the Picture to transfer the information to Finance for Pension Disbursement.

7 Pension Reports

7.1 ICAR Form 7

Navigation Applicable HRMS Responsibility

7.2 ICAR Form 5

7.3 ICAR Form 18

7.4 ICAR Form 3

7.5 ICAR Form 5

7.6 ICAR Form 12

7.7 ICAR Form 1A

7.8 ICAR Pension CGHS Form

7.9 ICAR Pension Authorization Letter

7.10 ICAR Pension Calculation Sheet

7.11 ICAR Pension Payment Order

7.12 ICAR Pensioner’s Slip

8 Pension to be Disbursed by the Institute

Navigation IASRI Pension Section Bill Processing

IASRI Pension section Click on Bill processing

Screenshots and

Steps for DDO

Assistant

DDO Assistant shall receive a pension file from the Pension section. A bill is being already created through an automated program.

Upon receiving the file, he shall search for the bill created in the system.

The Invoice number shall be the PPO Number-Month.

Enter the PPO number%Period% to search for the bill.

To search the Bill, press F11.

Enter here

Screenshots and

Steps for DDO

Assistant

Press CTRL+F11.

Now the bill opens. Bill is already created and Assistant shall review the details of the bill using the file received.

And will then forward the file to DDO for further actions.

8.2 Process for DDO

Navigation IASRI Pension Section Bill Processing

Screenshots and Steps

for DDO

DDO shall Log in and search for the Pension bill using the file.

IASRI Pension section Click on Bill processing

Screenshots and

Steps for DDO

DDO shall receive the pension file from DDO Assistant

Enter here

Press CTRL+F11.

Now the bill opens

Screenshots and

Steps for DDO

He will Check for funds availability.

When you click on Check funds, it will check whether there are sufficient funds available in the respective fund type and scheme or

Go to Actions and click on Check Funds.

Screenshots and

Steps for DDO

If funds are available, it will show below message “This Invoice, line or distribution passed budgetary control”

It means that the funds are available for the bill created.

Screenshots and

Steps for DDO

If DDO is satisfied as to the correctness of the bill, he shall validate the Bill.

Click on Actions…1.

Screenshots and

Steps for DDO

Check the Validate.

Click on OK to validate the invoice.

Screenshots and

Steps for DDO

The status of the bill will change as “Validated’

Screenshots and

Steps for DDO

Once the Bill is validated submit it for approval.

Click on Actions...1 and check Initiate Approval.

Click on OK to submit.

Bill is submitted to concerned person for approval.

Screenshots and

Steps for DDO

The status of the bill has changed to Initiated.

8.3 Business Process for Audit & Accounts Section

Navigation

Home Page opens up

Screenshots and steps

for Audit & Accounts

Section

The Dealing assistant or the Finance & accounts officer will receive the Bill file from the DDO

He shall then enter the file received date.

Click on IASRI Pension section then Click on Bill processing to open the Bill form as shown in above fig:

1. Click on IASRI Pension section

2. Click on Bill Processing

Screenshots and steps

for Audit & Accounts

Section

Enter here

Screenshots and

steps for Audit &

Accounts Section

Press CTRL+F11.

Now the bill opens

Screenshots and

steps for Audit &

Accounts Section

The Dealing assistant or the Finance & accounts officer. will now enter the date on which the the bill file is received.

Click on DFF, select Invoice file from list then enter date in File Received Date as shown in fig.

Query the invoice and enter the Invoice file Received date in invoice header DFF (Additional Information).

Click on the LOV button.

Click on DFF to enter file

received date

Click on LOV button

Screenshots and

steps for Audit &

Accounts Section

Following screen opens.

Here enter the file received date and click on OK.

Save it and close the bill screen.

Screenshots and

Steps for Senior

Finance and Audit

Officer (S.F&AO)

When DDO sends the bill for approval, it will come to the Senior Financial and Audit Officer (S.F&AO) for his approval.

The Audit and Accounts section shall receive the bill file physically.

Also the Senior Finance and Audit Officer (S.F&AO) will get an alert from the DDO asking for the approval of the bill.

This alert will automatically flow in the system, once DDO initiates approval.

When Senior Finance and Audit Officer (S.F&AO) will login, all such alerts can be seen on the Home screen itself as shown:

Click on the alert to view the details of the bill.

Screenshots and

Steps for Senior

Finance and Audit

Officer (S.F&AO)

The following screen will appear.

It will show all the details of the bill including supplier name, invoice number, description, PO number, Quantity invoiced, amount.

If he wants to get some more information regarding the bill, he can query the bill and see the detailed description of the bill.

The process for querying the bill is explained above in the Audit and accounts section.

He can do the following actions:

o Approve-To give his acceptance for payment.

o Reject- If not satisfied as to the correctness of the bill, he can reject the bill for payment.

o Reassign- To assign the task of reviewing and giving acceptance to F&A.O. or other officer.

o Request Information-to directly ask for some explanations from the DDO as to why acceptance shall be given.

Senior Finance and

Audit Officer

(S.F&AO)

Whatever is his action, it will be intimated to the DDO through an alert or a mail.

Once any action is taken on the alert, it will not appear on the home page.

After taking any action, the officer can click on full list.

It will show all requests that have been ever received.

8.4 Business Process – Payment

Payment Process

for Cash section

officer

Click on IASRI Cash section then Click on Payments to open Payments form as shown in above fig:

2. Click on Payment.

Navigation IASRI Cash section Payment

Payment Process

Screenshots and

Steps for Cash

section officer

Cash section shall make payments for the Bills which have been accepted by the Audit and Accounts section for payment.

The Process for payment of any type of bill shall be the same.

He shall receive the Bill file of the accepted bills from the Audit & Accounts section.

He will then proceed for paying the accepted bills using the Bill file.

Click on payments

Payment Process

Screenshots and

Steps for Cash

section officer

Payment form opens up.

Enter the details like Vendor/employee name, Site, payment date, etc.

Vendor name Type as Quick Select site

Payment Process

Screenshots and

Steps for Cash

section officer

Enter the details as shown.

Then click on “Enter/Adjust Invoices” to select the Bill against which do you want to make the payment.

Enter the relevant

Bank account Select Payment

Process profile

Click here

Payment Process

Screenshots and

Steps for Cash

section officer

Place the cursor on invoice num and select the invoice from the LOV as show in fig:

Click here

Payment Process

Screenshots and

Steps for Cash

section officer

Select the invoice number for whom the payment is to be made.

Once you select the required invoice then click on OK

After selecting the invoice click on the DFF on the right as shown. It will populate the respective Bill number of the selected invoice.

Click on the DFF [ ] and a screen will

pop up showing the bill number

Payment Process

Screenshots and

Steps for Cash

section officer

After selecting the bills, following shall be the screen.

You can see that in the total field, only the Net balance of the selected bills is coming i.e. Rs 22500.

It means that this vendor/Employee will be paid this amount.

Save it and on saving the payment will be done.

Click on the save button to make the

payment

Total amount which will be paid once

save is clicked

Payment Process

for Cash section

officer

The amount of payment will now come in the payment amount field showing that the payment has been made.

Here it will show the amount that is

8.4.1 Concurrent programs

8.4.1.1 “ICAR Payment Voucher Report”

Run the Concurrent

program “ICAR

Payment Voucher

Report”

Once the payment is made, the Cash section officer shall run the following concurrent program.

Run the Concurrent program “ICAR Payment Voucher Report”

With the help of ICAR Payment Voucher report, it will generate the Voucher related information like Voucher number and Voucher

Navigation: View Request

Concurrent program

“ICAR Payment

Voucher Report

Submit a New Request

Concurrent program

“ICAR Payment

Voucher Report

Single RequestOK

Oracle Process-

Concurrent program

“ICAR Payment

Voucher Report”

Enter the parameters as shown in fig:

Click on OK and again click on submit Button.

Oracle Process-

Concurrent

programs —

screenshots for steps

Program should be completed with status as Normal. As shown in fig:

To View the result click on View output.

Take a print of the payment voucher and file it along with the bill file.

ICAR payment advice.pdf

9 Payment of Pension through Bank

Overview There is another way of pension disbursement. When bank will directly pay the pensioner the amount of pension.

Thereby, the bank shall send the details of the payment, in the form of a bank scroll.

That scroll will be uploaded in the General Ledger Module and recorded thereon.

Run ‘ ‘XX ICAR

Pension Program’ Navigation: General Ledger Super User

9.1 Run ‘XX ICAR Pension Program’

Overview ‘XX ICAR Pension Program’ shall pick the file from the path, where the Bank scroll is saved and will upload it into a temporary table.

Navigation Navigation: View Request

Run ‘ ‘XX ICAR

Pension Program’

Submit a New Request

Run ‘ ‘XX ICAR

Pension Program’

9.2 Run ‘ICAR GL Pension Procedure’

Overview ICAR GL Pension Procedure’ shall import the data file from temporary table to the General Ledger Interface.

Navigation Process for running any concurrent report is the same as discussed above.

In Org Id, select the relevant PAU

Select the relevant PAU

of the Institute in the

Org Id

Enter the Period for

which the pension

relates to.

icar pension solution user manual document · oracle accounts payables –user manual version 1.0...

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