Presentation On CAS

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Process flow

Send for clarification

Send for

clarificatio

n

USERAUTHORISER

APPROVER

CASHIER

Send for clarification

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Types of Expenses Statements

Travel : For claiming all Local / Foreign Tour related expenses. Local Tour includes the tour outside city only.

Other : Other than Travel & Worksheet Voucher e.g. Advance, Purchasing in Cash, Wages expenses, Travel expense within city etc

Worksheet : For Field Inspectors Only, to claim their Weekly Expenses Voucher

Management : For Managers Only, to claim their Monthly Expenses Voucher

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Steps in preparing Cash Voucher

Step 1 - Logon to the Application

On First Logon, User must change Default Password and enter SGS Email address

Username - <emp code>Password - <emp code>

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Steps in preparing Cash Voucher

User has to select appropriate voucher type as per his/her requirement and fill in the details in the voucher

Step 2 – Preparation of Voucher

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Steps in preparing Cash Voucher

Step 2 – Preparation of Voucher

If User needs the cash payment at some other location other than his/her origin location then user should select the proper location in the field “Payable At”. In this case, Voucher will be routed through that particular location’s Cashier after authorisation

If User needs to Debit all the expenses to different Business / SBU then he/she can select the required Business / SBU. In this case, Voucher will go to that Business’ manager for approval and not to User’s reporting Manager

If User has taken any advance and wants to settle the same alongwith this voucher then he should mention the advance amount already taken in “Less Advance” field and fill in the Advance voucher number in the “Advance voucher reference number” field

“Comments” option is provided to record the written communication among User, Approver, Authoriser & Cashier

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Steps in preparing Cash Voucher

In case the User wants to debit the particular voucher’s all expenses to a different location then the user has to mention the same in “Special Instructions For Cashier” field provided under the Comments option

User can either save the voucher as Draft or “Send For Approval”

Email alert will be sent to the Approver based on the Authorisation matrix defined for that employee

BusinessSBU

AmountApprover

Matrix

Send For Approval

… contd

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Steps in preparing Cash Voucher

Step 3 – Approval Process Approver can either send back the voucher to the User for Clarifications (“Resend

Draft”) Or Approve & Send the same further for Authorization

In both the cases, Email will be sent to the concerned person (User / Authoriser) informing about the status of the voucher

BusinessSBU

AmountAuthoriser

Matrix

Sent For Authorization

Sent For Clarification

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Steps in preparing Cash Voucher

Step 4 – Authorisation Process Authoriser can either send back the voucher to the User for Clarifications (“Resend Draft”) Or Authorise &

Send the same further to the Cashier

Authoriser can also send back the voucher to the Approver in case he needs some explanation from the approver. In this scenario, email will be sent only to the Approver and not to the user

In case of “Resend Draft”, Email will be sent to the User & Approver

In case of “Authorised”, Email will be sent to the User informing about the status of the voucher

Sent For Payment

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Steps in preparing Cash Voucher

Step 5 – Payment Cashier can either send back the voucher to the User for Incomplete / No supporting

documents (“Resend Draft”) Or make the Payment

In case of “Resend Draft”, an Email alongwith “Cashier’s Comments” will be sent to the Approver & Authoriser

All Supporting OK

Payment

Yes

Clarification

No

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Steps for Cashier

Cashier will have access to change the Location for Debiting the expenses if User has mentioned the same in “Special Instructions for Cashier” field under Comments option

Cashier has to enter all Cash Receipts transactions (e.g. Cash withdrawal from Bank, Cash collected from clients)

In case Net Payable amount of voucher exceeds Rs.20,000/- then “Cash Payment” option will be disabled automatically. Cashier will transfer the payable amount directly to the employee’s bank account

In case Net Payable amount of voucher is Zero then Cashier should click on “Non Cash” option. “Cash Payment” option will be disabled automatically

Lastly, Cashier “MUST” do a “Day Book Closing” on a daily basis and “MUST” select the “Next Cash Book Opening Date” before End Of Day. Facility to reconcile day closing balance with the help of Currency denominations

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Authorisation Matrix

2 Types of Authorisation Matrix

Employee Division Approver Division Authoriser

Divisionwise Authority Matrix

e.g. Voucher prepared by Agri employee will go to Agri Supervisor / Asst Manager for approval and then it goes to Agri Manager / Branch Manager for Authorisation

Employee Approving Approver Authorising Manager

Employeewise Authority Matrix

e.g. Voucher prepared by Employee A will go directly to Employee B for approval and then it goes to Employee C for Authorisation

Thank you