CURRENT BUSINESS BASELINE IVY COMPTECH Private Limited AS IS Document for Account Payables

Author: Creation Date: Last Updated: Document Ref: Version:

Approvals: Approver 1 Approver 2 Approver 3 Approver 4

Document Control
Change Record
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Author

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Change Reference

Participants
Participant Name Organization

Reviewers

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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 Objectives
The 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 Overview

Payables (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 Functionality

The 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 Process

Quotation 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 Employee

Employee 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 Employee

Employee 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 Refunds
After 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 Invoicing

FADM 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 Billing

Officer 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/Refund

Officer 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 Stipend

Trainee 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 IS
I. 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 Reports

S. 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 Documentation

This component documents insight discovered during working sessions, and contains the following sections: Critical Requirements Current Benchmark Activities
Current

Bottlenecks

Critical Requirements
As per existing requirements analysis of Account Payables, following functionality is found to be critical: RA Bills generation RCHW Wage calculation

Current Benchmark Activities

NA

Current Bottlenecks
NA

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Open and Closed Issues for this Deliverable

Open Issues

ID

Issue

Resolution

Responsibility

Target Date

Impact Date

Closed Issues

ID

Issue

Resolution

Responsibility

Target Date

Impact Date

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