prime 2 - trvl.maricoapps.biz processing overview.pdf · marico limited baddi bd factory ... copra...

PRIME 2

Invoice Processing Guidance

Process Rationalisation and Re-design for Improved Information Management towards Enhanced Excellence

Content

Purchase Order (PO)

DOA

Document Segregation

Invoice Processing

BPOpen

FAQ

Help

Purchase Order

Purchase Order – Creation Logic

• All material which are inventoried or capitalised must be routed through PO

• Services Procurement with Purchase Order (PO) only except for following:

o Statutory payments

o Utility payments

o Travelling Expenses (Car hire, air travel, train travel)

o Attending Conference, seminar

o Invoice less than Rs. 30,000/-

PO Policy – summary update

• PO creation

• with defined validity period – latest GRN date

• For service PO, item category is to be mentioned as “D”

• For FOH payments -GL Code & IO number needs to be mentioned

• For Capex PO, IO number, CEP number needs to be mentioned

• PO to be created with currency of transaction

• Approval of Purchase Orders as per DOA

• Advance only against an approved PO

• Modification in PO for Quantity, Price re-approved as per DOA

• Terms of payment cannot be modified

Refer PO policy on meramilaap under Guidelines tab

PO Creation – Must Have Hygiene

PO creation to be done with right applicable

Purchasing Organisation

and

Purchasing Group

Implication - PO Release Strategy gets triggered basis these

Create PO Screen

Release Purchase Orders

1. Select PO to be released by single click on relevant PO number

2. Clink on Release to Release PO.

3. Click Save to Save Changes to PO

Document segregation

Tray / Box for document segregation Tray type

Barcode

Documents /claims to be put in the tray

PO PO All invoices for which a PO has been created (excluding Capex/Commodities). Mention PO and GR number on the invoice

Commodities

CO A separate tray to segregate commodities (Copra / Edibles Oils/ Foods). Since these are PO based - PO and GR number must be mentioned

Non PO

NP All invoices for which PO has not been created as per PO policy but must be raised in Non PO Expense automation portal. Mention the Portal reference number. (only applicable for HO)

Travel TR All employee travel reimbursement claims raised through Travel Portal. Print out from travel portal with signature and supervisor signature for exceptions together with supportings. The supportings need to be pasted on A4 size paper and should be attached to print out from portal.

Capex CA All Capex invoices ie., invoices we would have raised a CEP. Mention CEP number, PO and GR number on the invoice

Urgent UR Urgent to be used judiciously with due caution for urgent payments like Copra

MIF Separate tray for MIF invoices (separate legal entity)MCCL Separate tray for MCCL invoices (separate legal entity)

Invoice /documents for scanning

• Invoice / Documents to be sent directly to Scanning location with segregation on type of barcode to be used

• For Head Office and Marks – scanner located at 4th floor, GP

• Document to be put in the relevant tray

• For Marks, the courier should carry separate sets of documents to be put in relevant trays

Location Breakup

Company Location NameLocation

CodeLocation Type

Marico Limited Baddi BD FactoryMarico Limited Perundurai PN FactoryMarico Limited Pondy PA FactoryMarico Limited KKD KK FactoryMarico Limited Guwahati GH FactoryMarico Limited Dehradun DN FactoryMarico Limited Ponta PO FactoryMarico Limited Jalgaon JA FactoryMarico Limited Paldhi PI FactoryMarico Limited Regional Office - Delhi RD Regional officeMarico Limited Regional Office - Hyderabad RH Regional officeMarico Limited Regional Office - Kolkata RK Regional officeMarico Limited Regional Office - Mumbai RM Regional officeMarico Limited Head office HO Head OfficeMarico Limited Buying office BO Coimbatore

Marico Innovation Foundation Head office HO Head OfficeMarico Consumer Care Limited Head office HO Head Office Company Company Name 2 Digit 2 Digits

Date Financial year 2014 4 DigitsLocation Location Name BD 2 DigitsDoc Type Document Code PO 2 DigitsSerial No Running Srial No 000001 6 Digits

PO invoice for Baddi will be ML2014BDPO000001

Bar Code LogicCompany_Date_Location_Serial No_Doc Type_Serial No

Bar Code LogicDocument Break UPDocument

codeDocument

Name

PO PO

NP Non POTR Travel

UR Urgent

CA CapexCO Commodities

Invoice Sample

Write PO number GRN number

Barcode

HO / Marks

Service PO & Capex

Function Manager Partner EVP/CXO

Reportee EVP/CXO MD

HO Marketing As per Portal

HO Others Upto 10 L 10 – 50 L >50 <100 L > 1 < 50 Cr > 50 Cr

Materials Function Manager

Head Agri / Non-agri / SC

Head Procurement EVP/CXO MD

Non- AgriProcurement < 0.5 Cr > 0.5 < 2 Cr > 2 < 10 Cr > 10 Cr < 50 Cr > 50 Cr

Edible < 0.5 Cr > 0.5 < 2 Cr > 2 < 10 Cr > 10 Cr < 50 Cr > 50 Cr

Copra Based on Portal - DOA to be mapped same as Edible

PO DOA is only for PO release in SAPwhile other existing DOA of contracting etc remains AS IS

Vendor Advance DOADOA for Advance Payments

Function Manager / FCM for Plants /

ROM for ROFunction Head Cluster head /

Head Procurement EVP

Copra Collection Centres Upto 15 lacs >15 <50 Lacs > 50 Lacs <10 Cr > 10 Cr

Edible Oils Procurement Upto 10 lacs >10 <50 Lacs > 50 Lacs <10 Cr > 10 Cr

Polymer Procurement Upto 50 Lacs >50 <250 Lacs > 250 Lacs <10 Cr > 10 Cr

Import - with documents Upto 50 Lacs >50 <250 Lacs > 250 Lacs <10 Cr > 10 Cr

Import – without documents Commercial Head < 100 lacs > 1 Cr

Other RM / PM Procurement Upto 10 Lacs >10 <50 Lacs >50 <250 Lacs > 250 Lacs

Capex Items Upto 20 Lacs 20 - 50 Lacs 50 -100 Lacs > 100 Lacs

Marketing advances As per DOA mapped in ASP Portal

Any other Advances upto 5 Lacs 5 - 25 Lacs 25-50 Lacs > 50 Lacs

Use Advance Portal | DOA mapped in the portal

Regions DOA

ROMDivisional Head

& Head Commercial

EVP

Services & Capex upto 10 L > 10 L < 100 L > 100L

Factory POs DOA

Function Manager &

FCMUnit Head

Cluster Head&

Head Commercial

EVP

Services & Capex upto 10 L > 10 L < 50 L > 50 L <100 L > 100L

Function Manager &

FCMUnit Head Cluster Head EVP

Material & Capex procurement upto 20 L > 20 L < 50 L > 50 L <100 L > 100L

Approver List – HO support function(as on May 29th 2015)

Function Purchase Org

Purchase Group

Plant Code

Manager0-10 L

Treasury CP22 TR1 H000 Manish BansalIR CP22 IR1 H000 Neha AgrawalM & A CP22 MA1 H000 Neha AgrawalSecretrial CP22 SL1 H000 Bhaveka RanpariaIndirect Tax CP22 ID1 H000 Bharat PadgulekarDirect Tax CP22 DT1 H000 Ritesh GarodiaAudit CP22 IA1 H000 Mandeep SinghCorp Fin CP22 CA1 H000 Nikisha KucheriaInsurance CP22 IS1 H000 Deepak DesaiPayroll CP22 PL1 H000 Nikisha KucheriaMarval CP22 MV1 H000 Akash JainBPT CP22 BP1 H000 Arpit JainCorp Comm CP22 CC1 H000 Pratyusha SarkarCPB BF CP22 BF1 H000 Darren LoboIBG BF CP22 IB1 H000 Snehal KolwanakarIBG MKTVC CP22 IE1 H000 ShashankIBG NCD CP22 NC1 H000 Vivek NahataMIS CP22 MS1 H000 Gaurav SardaHO - Mkt Comm CP22 MC1 H000 Mukesh JangirHO - Sales Comm CP22 SC1 H000 Dipesh AcharyaHO - Plant Comm CP22 PC1 H000 Shripad RaulMIF CP22 MIF H000 Amitabh VyasAdmin CP22 AD1 H000 Mona FernandesAdmin CP22 AD2 H000 Emerico SqueiraLegal CP22 LG1 H000 Ekta SarinHR CP22 HR1 H000 Nipun AgarwalOD CP22 OD1 H000 Nipun AgarwalIT CP22 SY1 H000 Sashiban Singh

Approver List – Procurement function(as on May 29th 2015)

Purchase Group details Purchase Group Code

PO first approver

Corn Oil Purchases CRN PrathmeshRICEBRAN OIL Purchase RBO ArunKARDIseed/Oil KRD AmanOther RM ORM RishabhHDPE/LDPE PLM PravinLLP LLP RishabhOther PM OPM RaviFoods FOD Aditya3P - Domestic THP Pradeep A.

Invoice Processing

1. Write details on invoice

• PO & GR number for PO based invoice. Add CEP number as well in case of

Capex Invoice.

2. Instead of sending invoices to AP/Commercial team, put up in the relevant

trays (PO/Capex/Commodities) with scanning team (for eg: HO 4th floor room)

3. Documents will be scanned and sent to CG

4. Queries, if any, will be raised by CG through BPOpen, Capgemini portal. (Query

resolution by PO first approver)

Material (PO) Invoice Processing

For detailed process, refer Prime 2 SOP in milaap under microsites tab

Do’s and Don’ts - Material Buying

Buyer to ensure invoice contains • PO Number• GRN in the system• Required supportings

Buyer to give invoice to the scanner

Buyer to respond to queries raised by Capgemini team via BPOpen

× Do not send invoice to CG without • PO Number on Invoice• GRN Number on Invoice• Required supporting

× Do not sign invoice before sending it to scanning team; Capgemini will not process invoice based on the signature

× Do not send invoice to the AP team for processing

Query will be directed to the PO first approver as per SAP


• PO & GR number for PO based invoice

2. Instead of sending invoices to AP/Commercial team, put up in the relevant tray

(PO) with scanning team (for eg: HO 4th floor room)




5. All Service invoices need to be approved in BPOpen. (Approval by last PO

approver for HO and unit Finance Manager for Regions and Plants)

Service (PO) Invoice Processing


Do’s and Don’ts - Service Buying

Any service >30k will need PO in SAP as per PO Policy

Service requestor to ensure invoice contains • PO Number• Service entry in SAP (GRN)• Required supporting

Give invoice along with supporting to the scanner

Final PO approver to approve invoice in BPO open for Capgemini to process payment

PO first approver to respond to queries raised by Capgemini team via BPOpen

× Do not send invoice to CG without • PO Number• Service entry in SAP• Required supporting

× Do not sign invoice before sending it to scanning team; Capgemini will not process invoice based on the signature


Capgemini team will NOT process payment without approval from last PO approver (for Plants & ROs – Unit Finance Manager)

1. Raise the request in Non PO Expense Automation portal in meramilaap

• Approval in portal by Manager, no approval if raised by Managers & above

• Mention IO no. and GL code in Portal

• Unique no.( TF No.) generated by portal at time of submission of request

• For payment to be made through “One time vendor code” users have to ensure

adherence of one time vendor policy


• Expense automation portal reference number beginning with “TF”


4. Instead of sending invoices to AP/Commercial team, put up in the relevant tray (Non PO)

with scanning team (for eg: HO 4th floor room)

5. Queries, if any, will be raised by CG through BPOpen, Capgemini portal. (Query resolution

by approver/ requestor if Manager and above)

Non PO Invoice Processing (for HO only)


Do’s and Don’ts- Non PO Non PO Payments: Payments for which

creation of Purchase order is not required will fall under this category. Refer PO Policy for details. For eg: Any service <30k

Service requestor to ensure invoice contains • Reference number of Non-PO Expense

Automation Portal• Required supporting

Service Requestor to give invoice along with supporting to the scanner

Manager of the function to approve in Non PO Expense Automation portal

Manager to respond to queries raised by Capgemini team via BPOpen

× Do not send invoice to CG without • Reference number of Non-PO Expense

Automation Portal• Required supporting

× Do not sign invoice before sending it to scanner; Capgemini will not process invoice based on the signature


Capgemini team will NOT process payment without Non PO Expense Automation Portal Reference number

1. Raise PO in SAP and get the same approved in SAP

2. Raise the advance request in Vendor Advance Portal

• Basis PO number, the details of Vendor will be fetched in the Portal

• Upload Proforma invoice in Portal. In case it is not available, please update

the reason

• If advance is not matching PO payment terms, justify the reason

3. Approval of Advance in Portal as per DOA

4. Once approved, it will trigger email to Capgemini team for further processing



Advance to Vendor


Do’s and Don’ts - Advance Payment Advance payment for services and materials

will be paid against an approved PO only and as per the advance policy

Advance requestor should raise request in Advance portal and input

• PO Number• Amount

Check advance policy and DOA before raising request for advance in system

Required approver MUST approve advance request in the Advance portal for processing

Capture in portal reason for non-matching PO terms of payment and non-availability of Proforma Invoice

× Do not request advance without PO reference number

× Do not raise advance request manually; Capgemini will not process manual advance payment request

× Do not raise advance without PO

Capgemini team will NOT process advance payment without approval in the Portal

1. Raise Travel expenses claim in Travel Portal

• The travel claim must contain travel ticket booked by company, if any

• For any further details, refer Travel policy attached to the Portal

2. Paste supportings on A4 size paper and attach to print out from Travel portal.

The travel ticket along with Boarding Pass must be attached for air travel.

3. Sign the expense claim and take supervisor signature for exception reporting

4. Instead of sending invoices to AP/Commercial team, put up in the relevant

Travel tray with scanning team (for eg: HO 4th floor room)


6. Queries, if any, will be raised by CG and to be resolved by replying to same

email without change in the subject

Travel Claim – Summary


Travel Portal Submission

Submit Travel Expense Claim in Travel Portal

Supporting Sample

Paste supportings on

A4 page before

submitting to scanner

Sample Email for Query From: [email protected] [mailto:[email protected]] Sent: Tuesday, December 30, 2014 12:22 PMTo: [email protected]: G, VenkatramanSubject: Message ID:36-9766:AP-66. Workitem Number: MANMRCAP30122014051759766 pending resolution.

Hi,

Accounts Payable is in receipt of the attached document and a clarification requires your immediate intervention.

Please follow the instructions given below to resolve this query.:

1. Read the [Operator Comments] in the Document Details table below.2. Respond by using the [Reply to All] option in your email.3. Enter your response in the space [Resolution Comments] in the table below.4. Click on the [Send] button.

Note: Please ensure that you DO NOT modify the subject line yourself when responding to this automated email message in any way.

Do’s and Don’ts - Travel ExpenseMember to ensure all travel claims are

routed via the travel portal

Member to ensure travel is approved by the supervisor (in portal)

Member to send top sheet from travel portal, along with supporting to the scanner

Member to paste supportings on A4 page

Member to respond to queries raised by Capgemini team via Email

× Do not send manual travel claims to CG for processing

× Do not send travel claims without the approval of the supervisor

× Do not send travel claims without • Top Sheet from travel portal• Necessary supporting


× Do not edit subject when responding to email

Travel claims will not be processed if not raised via Travel portal and Travel ticket to be claimed under travel booked by Company

BPOpen

* The BPOpen® toolset incorporates Capgemini's extensive experience and process expertise to ensure consistent delivery of world-class BPO services across global network

Here, Internet Explorer is displayed for illustrative purpose only.

Login to BPOpen®

Enter the production URL on your browser’s Address Bar to access the BPOpen®login screen.

Enter your login credentials (username, password) and click on ‘Login’ to enter the application.

‒ BPOpen Link- https://marico.bpopen.capgemini.com/portal/login.do

‒ Login id and Password have been provided to relevant members (email from

GLOBAL, SERVICE DESK BPO [email protected])

Email trigger to outlookType your email address, next click on “Save Changes”

The preference setting does not change. It remains constant across modules, for a user

The Email alerts will get triggered to the users only on updation of the email id in the preference setting

BPOpen Query Screen

Refer BPOpen SOP for detailed steps

BP-Open Screen – Invoice Approval

Refer BPOpen SOP for detailed steps

FAQ• What to do on planned leave

– PO Release in SAP• Refer Delegation SOP in milaap

– BPOpen• Activation of Delegation rights (refer delegation SOP in meramilaap)

• Delegation to peers

• What to do in case of unplanned leave – PO Release in SAP

• Raise request in GRC portal– BPOpen

• Supervisor can assign/delegate the workitems

FAQ• Forgot Password of BPOpen

– Write email to GLOBAL, SERVICE DESK BPO [email protected]

• BPOpen showing error– Recommended usage of Internet explorer 8, Mozilla firefox– Turn Compatibility settings

• Boarding pass given, why travel ticket copies are asked– It is as per our Travel policy (no change with Prime 2)– PNR number of ticket will help in knocking off

Invoice Processing Help

• Login to BPOpen for real time status on invoices

• Capgemini Processing Team

‒ BPOpen Link- https://marico.bpopen.capgemini.com/portal/login.do

‒ Email - For any queries on invoice status, please write to

‒ Error reporting email id being created

• Commercial Team plays the Lead role

• Central Coordinator for any escalations

• Deepak Desai - Email - [email protected]

[email protected]

Transition HelpTo CC

TravelRoutine Query Mathi/Sandhya Raman, VenkatReminder Mathi/Sandhya Raman, VenkatFast Track query Raman , Venkat G . Prabhkaran,Muthu,DDFT -Reminder G prabhakarn Depak Desai,Ankit JainInvoice and payment relatedRoutine Query Raman Venkat,MuthuReminder Raman Venkat,MuthuFast Track query Raman Venkat,Muthu,G Prabhkaran,Deepak DesaiFast track Reminder G prabhakarn Depak Desai,Ankit Jain

Mathi [email protected]

Sandhya [email protected]

Raman [email protected]

Venkat [email protected]

Muthu [email protected]

G, Prabhakaran [email protected]

Thank You