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It is certified by ISO – 9000. BIBLIOGRAPHY PREFACE For the compulsory training required for my course M. section Head of finance & Accounts division --------------------. Mainly. I have experienced the automated accounting process and other efficient payment procedure. 4 .• • • INVOICE YELLOW SLIP WHITE SLIP 61 62 62 63 W. I have explored many other areas of finance & accounts division. H. I would like to extend my sincere thanks to the factory authority for allowing me for this training .Finance Officer & ----------------------. I have selected HEINZ INDIA PRIVATE LIMITED. Heinz Company is a well known player in FMCG category. It stands second in the world among food product companies next to nestle. During my training I have been associated with different areas of finance & accounts division of HEINZ INDIA PRIVATE LIMITED & learned about how to bridge gap between theoretical knowledge & practical working . ALIGARH.A. MANZURGARHI.for sparing there valuable time for this purpose.B. Heinz India Limited is one of the American paradigms. J.

who gave me their precious time. His moral support and continuous guidance has enabled me to carry out my work effectively. This project report is the culmination of the Six weeks project work undertaken by me at HEINZ INDIA PRIVATE LIMITED.R. MANZOORGARHI ALIGARH.ACKNOWLEDGEMENT No task is a single man effort various factors. 5 . assistance and valuable suggestions throughout this project and report preparation. I am heartly grateful to -----------------------------------------(Charted Accountant) for giving me the opportunity of working at HEINZ INDIA PRIVATE LIMITED. Several people with whom I have interacted have contributed significantly to the successful completion of my summer project. Finally. And for enlightening me about the subject of the project as well as for his continuous encouragement. situations and persons integrate to provide the background for accomplishment of task. I am very grateful to ---------------------------------------.R) and ---------------------------.(Assistant in H.) who willingly responded to my innumerable questions and whose contribution is invaluable. This project would not have been completed effectively without their participation.(Assisstent in Finance) for his support.(Senior Assistant in H. without which this summer project wouldn’t have been success. I am thankful to -------------------------------------.

HEINZ AT A GLANCE The H. The company has a world-class portfolio of powerful brands.S.000 employees in the U. Meals and Snacks. The world’s Favourite Ketchup.000 employees worldwide and 11. taste and nutrition to people eating at home. at restaurents.Johnson. Heinz provides superior quality. Under the leadership of chairman. and a market capitalization of approximately $15 billion. with 150 brands holding number-one and number-two positions across five continents and more than 50 countries. with more than $10 billion in global sales as of Fiscal 2009.J. showcased by Heinz Ketchup. President and CEO William R. Infant/Nutrition. TOP 15 BRANDS 6 . the company continues to deliver on its tradition as the “ Pure Food Company”.Heinz Company is one of the world’s leading marketers and producers of nutritious foods in three categories : • • • Ketchup and Sauces.-based food company. at the office and “on-the-go”. Heinz is most international U. The company has more than 30.S.

makes Heinz like no other company on earth. For millions of families the world over. Foodservice.S.” 7 . We sell 650 million bottles of Heinz ketchup every year and approximately two single-serve packets of ketchup for every man. Heinz provides delicious. Our commitment to providing a variety of wholesome foods. The First Name in Ketchup Throughout the world.J. with an unwavering emphasis on health and wellness. In more than 50 of those countries. nutritious and convenient foods for families in 200 countries around the world. Heinz Company. woman and child on the planet. is the most global of all U. Europe. “if it isn’t Heinz. headquartered in Pittsburgh. Famous for our iconic brands on five continents.-based food companies. Pennsylvania. Heinz is synonymous with ketchup.HEINZ A World of Good Food The H. U. Key Heinz markets are segmented as North American Consumer Products. Asia Pacific and Rest of World.S. it isn’t ketchup. we enjoy the number-one or number-two market position.

Our core products include ketchup. This manufacturing facility is HACCP certified and follows GFMP (Good Food Manufacturing Practices) to deliver nutritious and safe food products to our discerning consumers. 8 . Nycil and Sampriti. INRODUCTION OF HEINZ INDIA Heinz came to India in 1994 by taking over the Family Products Division of Glaxo with powerful brands such as Complan.creating new products. and a great investment with tremendous growth potential.The Good Food Company Beyond ketchup.500 employees of Heinz are hard at work. meals..Mahek bhara swaad..with extra growing power. Among them are our 15 Power Brands.the most effective prickly heat powder and Sampriti Ghee . Glucon-D . snacks. dining out. Nycil . or “on the go!” Satisfying Tastes and Appetites Around the World At any given moment.the refreshing energy drink. Heinz India is fully integrated into the global Heinz operations employing high standards in quality at its state-of-the-art manufacturing facility at Aligarh in the State of Uttar Pradesh. Heinz is a trusted name for consumers. perfecting fresh ideas. which comprise approximately 70% of our global sales. the 32. on any given continent. and developing nutritious and innovative foods for today's families. In short. Heinz also markets an ever-expanding selection of other great tasting foods. a valued partner in the community. and infant/nutrition. Heinz is committed to enriching your family’s eating experience. sauces. Glucon-D. whether you’re at home. Heinz in India provides taste and nutrition through globally trusted products like Heinz Tomato Ketchup and strong local products like Complan .

“Today.” HEINZ VISION “The words Premier Food Company Offering Nutrition. Delivering high quality products.Heinz products synergize the three pillars of the Heinz tradition namely TRUST. Be a company with a strong and motivated workforce. Adhering to standards. TASTE & NUTRITION. to people everywhere”. iconic brands like Complan & Heinz and category leaders like Glucon D & Nycil are being nurtured with a combination of formulation and flavour upgradation. Satisfying customer’s needs. packaging innovations and new positioning strategies with strong equity quotients. To become renounced in commercial as well as social.      Premier Values     Passion Risk tolerance Excellence Motivation 9 . Superior Tasting Food.

and long-term.We embrace great ideas from everywhere and everyone and respect all individuals. Results . 10 .We spot consumer and customer needs and meet them with simple. Heinz Worldwide: A Pure Food Company HEINZ VALUES  Team Building & Collaboration . act with the highest ethical standards and ensure that our products are of the highest quality.   Innovation Empowerment Respect Chairman’s Four Imperative     Drive Profitable Growth Remove the clutter Squeeze the cost Measure & Recognize Performance.We always tell the truth. creative solutions. sustainable future and create the path to achieve it.We deliver on commitments.We define a compelling.   Vision .  Innovation .  Integrity . take accountability and balance the short.

Heinz – the original Pure Food Company – is dedicated to the sustainable health of people." HEINZ INDIA BRANDS HEINZ KETCHUP  11 . the planet and our Company.Heinz India Private Limited Mission Statement "As the trusted leader in nutrition and wellness.


Production Department 2. There are eleven departments in the campus.(Personal) Department 5. its functions are: 13 . moveable chairs. Every separated area is allotted to every single employ. Finance department 10. Distribution & Planning Department 7. Purchase Department 6. They are as follows:1. The capacity of water cooler is 60ltr/hr. m and the entire area is divided into small wooden partition. Quality Assurance Department 3.Total area covered by the building of department is appro. Engineering Department 9.It is concerned with the accounts and budgets preparation. Safety Department FINANCE DEPARTMENT: . 24hrs chilled and pure water supply. H.R. 500sq. fans. Factory Service Unit(FSU) 8. Milk Procurement Department 11. Retail Packing Unit 4. There are many tube lights.

Statutory and audit compliance. Their functions are: I: Processing area: • • To conduct the dairy activities effectively To dry up the skimmed milk for the preparation of COMPLAN. Training. excise duty. Maintaining the personal record. PRODUCTION DEPARTMENT: -This department is concerned with production of FMCG goods. Revenue budgeting and sending it to the main corporate office. II: R .• • • • • • • Fund management and budgetary control.This department is concerned with managing people and matters therewith. Wages administration. Their functions are: • • • • Selection and Recruitment of employees. Maintaining the record of temporary casual. promotion. contract. PERSONNEL DEPARTMENT: . Variance analysis and information technology. Estimation of taxes – sales tax. income tax. Welfare activities: 14 . Mandi-Samiti tax. and apprentice workmen. Purchase and expenses accounts control. and job rotation.U: This unit is set up for the purpose of packaging the products.P . service tax.

SPORTS CLUB: . • Establishing and Maintaining appropriate operating and monitoring procedure necessary for controlled production and every person is responsible for product integrity and safe guarding quality environment competent to carry out his responsibilities.Its main function are as follows: • To provide support to operation and maintenance of various equipment used in production process. it is a collective work of intelligent people with a team of well trained and experienced people in quality assurance department. Company almost Bear a loss of Rs. Development . 15 . picnic tours. G.In this committee there are 14 members. keeping focus on needs of customer by establishing and maintaining proper facilities necessary for controlled production consistency in a sanitary manner . It has different timing for lunch of management staff and workers and is situated in one building only.As the name indicates quality is just not an accident . production and Marketing of safe clean wholesome foods of high quality . so as to ensure that customers confidence is generated and maintained consistency. ENGINEERING DEPARTMENT: . annual function of cultural programmes. HEINZ INDIA PRIVATE LIMITED is committed to: • Procurement . • To provide effluent treatment and pollution control. games.CANTEEN: Canteen is providing food on highly subsidies rate. The committee coordinates the activities of sports club members like annual sports. QUALITY ASSURANCE DEPARMENT: . Company`s own staff only runs canteen. Activities are also coordinated by members of canteen .It caters approx 500 person daily.M operation is the president of the sports club. Lakhs per annum. REST ROOMS: -There are 4 rest rooms to facilitate the workers in the evening and nightshift both.

SAFETY DEPARTMENT: -For the purpose of providing safety and security to the company from various contingencies. To provide storage and refrigeration to the milk. To conduct quality test of raw material and Packaging materials.This department is concern about management of inventory and control. occupation health and environment standards establishing internal review procedures to ensure compliance of applicable laws and regulation.Its main functions are • • • • Collection of milk from the various collecting centers. Its main functions are – • Ensure storage of material under hygienic condition and meet good food manufacturing practice standards. Asking for quotation and their evolution.• Achieving high safety. 16 . Ensure safe unloading of stocks and no discrepancy with ledger balance. To conduct milk purity test. MILK PROCURMENT UNIT: . STORAGE DEPARTMENT: . PURCHASE DEPARTMENT: -Its main functions are • • Material procurement. Safe transportation of milk collecting centers to the company . It has been divided into several zones. • • Ensure compliance of ISO norms. Its main functions are: - • • Maintenance of quality assurance department and lab equipments.

The company is also obeying the rule of U. Security alert around the factory / boundary wall area. Watch the working condition like water facility. At the time of any contingency. Companies own staff is engaged for security. Their main functions are – • • • • • • • • Safety of employee and company` s property. the security officers appointed for different zoned & perform their responsibilities. food facility etc.Every department in the company has been equipped with fire extinguishers and first aid boxes. Its aim to make safety and health working condition to the employees in the organization.P state FACTORY ACT1950. The working condition of the organization is obeying the FACTORY ACT1948. PLANT FINANCE EFFICIENCY 17 . Controlling and guarding the movement of guards at the gate.

N(Goods Receipts Note) Quality Assurance Department Plant Finance 18 .Budgeting Planning Schedule Production/ Procurement (purchase) Request for Quotations Quotations P.R.O(Purchase order ) Materials Factory Stores PLANT ACCOUNTING G.

Firstly. transactions and events which are of a financial character and interpreting the results thereof. PLANT ACCOUNTING is recording of information in monetary terms. 19 . PLAN have so many meanings but here. firm. In simple.:-Accounting is the art of recording . Book-keeping is art as well as science of recording business transactions of an individual.PLANT ACOUNTING Plant Accounting comprises two words that is PLANT and ACCOUNTING. According to American Institute of Certified Public Accountants ( AICPA). company. classifying and summarizing in a significant manner and in terms of money. PLANT mean a unit that is established in ALIGARH for manufacturing purpose. In simple Accounting is Book-keeping. and other association of persons and institutions in a certain prescribed rules and regulations on the basis of some definite system for fulfillment of certain objects. corporation. in a manufacturing unit that is established in ALIGARH.

To know about the progress or downfall of Business. To know as to what amount is to be paid to a particular person or what amount is to be received from a certain person on a particular date. To satisfy the taxation authorities. To make estimates for future. 5. To know about the errors and frauds of employee. To the case of the companies to comply the provisions of the Companies Act. 2-Other objects:• • • • • • • To know about the position of goods. To know the requirements of business at a particular time.OBJECTS OF PLANT ACCOUNTING 1-Main objects are:• • • • • To know profit or loss of Business for a certain period. To know the position of cash.Analysis & Interpretation 20 . To have detailed information about capital employed in the business. 1956 as under this Act it is compulsory for the companies to maintain accounting record. To know the assets and liabilities of the Business at a particular date.

Analysis & Interpretation 21 . Journal or its Subsidiary Books Purchase Book Sales Book Purchase Return Book Sale Return Book Bills Receivable book Bills Payable Book Cash Book Journal book 2. Final Accounts Manufacturing Account Trading Account Profit & Loss Account Balance sheet 5. Classification (Ledger) 3. Trial Balance 4.ACCOUNTING PROCESS AT A GLANCE Transactions 1.

USERS OF PLANT ACCOUNTING INFORMATION Following chart indicates various types of users of Plant Accounting Information that utilize information in best manner:- USERS OF PLANT ACCOUNTING INFORMATION Internal user’s External users Proprietor Management Employees Investors Creditors Government Consumers Foreigners Research Scholars Other Persons 22 .

FUNCTIONS OF PLANT ACCOUNTING Following functions are given below: To Record Business Transactions To Indicate Earning Capacity And Financial Position To Satisfy Govt. Ltd. Record of a Unit which is established in Aligarh and It is Heinz Pvt. It is FMCG Company and the owner of this company is H. i.e.Heinz. Officers To Comply Legal Requirements To Assist Management To Protect Assets To Depict True And Fair Position        PLANT ACCOUNTING is a Book keeping. 23 .J.

FLOW CHART Planning Purchase Department Request for Quotation Purchase order Quotation Screening Material Received Quotation Finalization Checking by FSU Factory Store GRN in SAP by 103 movement GAN by Quality Assurance Department Material Passed / Approved Issue to Production Invoice Finance Department Bill Process and Others Payment to Vendor 24 .

1. estimate required fund. Production Budget: . periods. areas etc. money-wise & period-wise information about the materials to 25 . It gives quantity-wise. make budget.The budget forecasts the quantity & value of purchase required for production. 3. items. 4.  Planning is a main department of any organization. needs and demand company purchase raw material.  Planning is decided the future needs and demand. Most of the planning relate to individual proposals According to this production required raw materials purchase with this following procedure: Make a list for required raw material with the help of indent. areas etc.The budget of forecast total sales in terms of quantity. It forecast quantity of production in terms of item.PLANNING DEPARTMENT Planning & Control has become the primary function of management these days. values.  Make target according demand of product in market the manager select the target. Budget: . Check with shortage department.The budget provides a guidance regarding the amount of capital that may required for procurement of capital assets during the budget period. periods. Sales Budget: . 2.The budget is based on sales budget.  After that they make a budget. Purchase be purchased.  According to future plan. Capital Expenditure Budget: .

26 . required time limit.  In all the condition if the company bearing loss.The budget is a forecast of cash position by time period for a specific duration of time. It states the estimation amount of cash payment receipt and the estimation of cash payment and the likely balance of cash in hand at the end of different period.  If any wrong details about payment procedure that create a delay in payment at a time.  If the target is not accurate like demand is more and supply is less than that’s create a problem and company going in loss.  No accurate/proper idea about inventory material in factory store. Than they are not fulfill all payments or time and property. Purchase Requisition: . 6.  And make final purchase requisition. 4. Cash Budget: .  Less coordination with other department.It is a slip which contains required material list with other specification ---1.5.If any disturbances that create a problem. Purchase requisition should be clear Required product name Product quantity Product quality Time Terms & Conditions  And send it in purchase department Problem in Planning and Control Department: If the estimated product is more than requirement than they create a problem. forecasting etc. According to step by step they make a budget and make whole things and procedure in advance . 3. 2. 5.  If planning is not accurate about purchase of raw material.

If the requirement of goods is available in stores so they can received goods from factory stores. PURCHASE REQUISITION After issued the indent slip user send the indent in store and storehouse workers check the requirement of the user and issue the purchase requisition.PREPARATION OF INDENT. PR.O. Misprinting.D send to engineering on behalf of the indent slip. which contains the required material with standard quality and quantity and time and make after singing of H. Misplacing in sending to planning department 27 . Writing problem. Indent signed by H.D not present than delay in signing.D of concern department it complete. PROBLEMS IN PURCHASE DEPARTMENT:• • • • • Standard may be incorrect and wrong.O. INDENT It is a slip. If H. It the required material is not available in stores then they purchase department prepare indent Firstly we have to understand what is indent. PO After planning in planning department purchase department’s duties and responsibility arise means purchase department forecast the demand of FMCG product and they check that material is available in stores or not .O.


» Purchase department get quotation and then select it in following way» Purchase department may be negotiating with vendors on the basis of quotations. It contains – * Purchase order no * Vendor’s full name and address * Delivery address * Delivery time * Terms and conditions 29 . “It is a Document which is made by purchase department and sends to selected vendor or vendors”. This is making for vendor’s quotation and this is a pre stage for making purchase order.4Parties ). (3.Request for proposal is a slip which contains information about material quantity and required time for product. » When the vendor receipts this request for proposal than they send quotation . » Then purchase department make a purchase order.PURCHASE ORDER Purchase department raised a purchase order (P.) when they accept or get purchase requisition that they make a request for proposal Request for proposal: . » This request for proposal sends to specific vendors. Quotation:-Quotation is a type or rate list of required material and make by the vendor’s according to standards of required material.O.

system of Heinz India Private Limited.A. 30 .* Standards * Product quantity * Product quality * Specified time * Product rate * Tax code/ rate * Made of payment * Payment credit period * Payment place * Transportation name and address * And many other information » All the fields are properly checked by purchase department and send to vendors by post.P. » Purchase department make its entry in S.

2. and all goods rejected for inferior quality and/or failure to satisfy our specifications / samples / drawings will be returned at the supplier's expense. All goods delivered are subject to our inspection and approval before acceptance. For Raw and Packing Materials. INSPECTION & REJECTION: The goods shall be in accordance with the sample and/or satisfy our specifications fully. Till they are not removed. The supply quantities shall be strictly within the tolerance allowed and any quantity beyond this limit will not be accepted. Printing Cylinder Development. 31 . without approval from Purchase Department. tolerance is ± 5%. For other materials tolerance is 2%. the rejected materials will lie entirely at supplier's risk and responsibility. QUALITY. Prior approvals has to be taken in case of developmental works before commercial supply such as in Printing Plates making.TERMS AND CONDITIONS FOR PURCHASE ORDER 1. QUANTITY: The supplier will be responsible for any shortage / pilferage / leakage at any point / time prior to receipt of goods by the buyer. The supplier will have to make its own arrangements to remove the rejected materials at its own expense either from the buyer's factory or from any other place of storage. Materials received after the physical verification will be further subjected to Quality Inspection and the rejects on this account along with that rejected online while on packing will be intimated to the vendor for replacement or cost debited to the vendors account depending on the quantity of rejection. Replacement of such defective goods shall be dispatched with in 48 hours from the receipt of information of rejection. etc# 3. Die & mould making.

c) Certificate of Analysis is a must along with the consignment for the applicable material without which. 6. along with the additional transportation costs will be debited to the vendor's account. extension of delivery time will be granted. the buyer shall have the rights to impose a penalty & 0. quantity.O. PACKING: i. the vendor can inform the buyer in writing 15 days in advance of the scheduled delivery date quoting reasons for such delays. If the consignment cannot be delivered within the delivery date mentioned in this order. the consignment is liable for rejection. Goods must be securely packed to withstand all hazards up to the destination.5% per week on the total value of the ordered items. if any. Buyer has the right to refuse acceptance of the material in case of delayed delivery. In case of Ex-Godown / F. The net weight/length/numbers and batch number/item name should be marked clearly and conspicuously on each container / package iii. DOCUMENTATION: Along with the consignment to the destination:a) Duplicate copy of the Excise Commercial Invoice / Gate pass cum Invoice depending on applicability of Excise Duty (Original invoice must be sent to person raising purchase order) b) Original copy of Challan mentioning the item. 32 . If the reasons are found to be acceptable. rate and Purchase Order no. ii.B deliveries the vendor will be responsible for transit worthy packaging of goods to eliminate any chance of pilferages 5. DELIVERY: In the event of delivery not being effected by due date mentioned in this order. The buyer also reserves the right to make alternate sourcing and the cost differential. otherwise we will make alternate sourcing arrangement.4.

PENDING ORDERS: 33 .d) RR/AWB. In the event of your subsequently . The materials to be supplied under this purchase order shall comply with all the local legislation and regulations. These are to be returned to the vendor immediately on completion of the work without tampering. SECURITY: All designs / drawings / patterns / artworks etc provided by the buyer will remain sole property of the buyer and shall be maintained securely by the vendor and shall not be used for any other purpose than authorized by the buyer. 9. e) Duplicate copy of the Road permit / Waybill duly endorsed by the sales tax authorities at the check post. you shall be liable to forthwith refund to us such amount of refund without our having to make any claim on you in this behalf. JURISDICTION: Any dispute arising out of this contract shall be subject to the Jurisdiction of courts having jurisdiction over the area where the buyer's registered office is situated. STATUTORY & LEGALITY: Whenever the prices charged by you includes excise duties whether or not shown separately in the invoice you shall furnish a Gate Pass clearance invoice in support of such payment of any other permitted document in accordance with the excise law to enable us to claim set off of such amount under the Modvat CENVAT scheme wherever available or failure to furnish such document will entitle us to deduct the appropriate excise duty amount from your payment. concerned tax authorities for any reason whatsoever. 7. duties etc. 10.obtaining a refund of the whole or any part of such taxes.LR in case of Domestic vendors clearly mentioning the consignee / destination and the company name. 8. where ever road permits / waybills are applicable f) The equipments and spares are to be guaranteed / waranteed for the maximum period from the date or receipt and shall be replaced along with replacement cost in case of premature failure within the warrantee/guarantee period.

U. Its functions are as follows: » Cleaning the production units.S. The Co. has F.S. » Pests control and infestation control. ROLE OF FSU F. machines. 34 . » To provide fumigation to the raw material and packed Products. » Maintaining temperature for different goods. which mainly looks after the hygiene delivery of goods INTO the factory is located. » Maintaining account for incoming and outgoing materials.. Godown and Other places in the factory. Separate challans / invoices should be prepared for separate pending orders.U (Factory Service Units):ALL MATERIALS Factory EXAMINATION FACTORY SERVICE UNIT (FSU) NON INFESTED INFESTED CHAMBER INSIDE FACTORY NON INFESTED Heinz has a wide range of products. which are mainly the food products.Delivery challans/ invoices should be raised as per pending orders.

QUALITY ASSURANCE DEPARTMENT:• It is a quality assurance department that checks specified quality of product.» Examination of every material Truck or Vehicles carrying material is conducted by FSU according standard parameters to curb infestation. • And if reject than given code is 124 and product is returned back to vendor. • Goods are accepted after only checking the of quality department. • Any rejection in quality assured product is going on vendor and given code is 122. » chamber is a place where infested material is made disinfested. Material Factory receive note 103 Goods Received Acceptance Note 105 Finance 35 . • If the product is up to mark with required quality than that check and give the code is -105.

Its main functions are: - • Maintenance of quality assurance department and lab equipments. then the quality assurance department will prepare GAN . so as to ensure that customers confidence is generated and maintained consistency. HEINZ INDIA PRIVATE LIMITED is committed to: • Procurement . • Achieving high safety. Development . if the bulk quantity is according to specimen and the term and condition. After that information record is in Factory stores. production and Marketing of safe clean wholesome foods of high quality . occupation health and environment standards establishing internal review procedures to ensure compliance of applicable laws and regulation. 36 . keeping focus on needs of customer by establishing and maintaining proper facilities necessary for controlled production consistency in a sanitary manner . ROLE OF QUALITY ASSURANCE DEPARTMENT When the material enter in the company firstly cleaned in FSU and then match the sample with bulk quantity by the Q/A department. • Establishing and Maintaining appropriate operating and monitoring procedure necessary for controlled production and every person is responsible for product integrity and safe guarding quality environment competent to carry out his responsibilities. Check invoice for quality department and factory receive note.

GREEN SLIP: infestation. is infested or not an issue White /Red /Green slips.  PCI (Pest Control India) check the material to find out the consignment.It shows the clearance of material from PCI. Form 38/ Form C & any Laves Form. PROCESS OF WORKING IN FACTORY STORE OF HEINZ INDIA PRIVATE LIMITED  Firstly Factory Store receives the material from the Gali house and match the material from Purchase order. Goods Carrier Note In Factory Stores material is unloaded in designated place /Godown : 37  . if infested : - WHITE SLIP. This slip is given when material is returned to the supplier due to  Now material reach to the factory store & factory store check all the document  As :    Excise Invoice.• To conduct quality test of raw material and Packaging materials. Material is fumigated in quartine chamber .

 In case of General Consummerable Goods. For Self. Factory stores make GRN ( Goods Received Note ) and make the entry in SAP software and give a code to this entry in 103 movement. they make GAN (Goods  Factory stores . it is directly sent to the supplier.quality Assurance Department having a right to reject this and make the entry of rejection in SAP & give a code to this entry in124 movement. Quality Assurance Department does not check the goods i. In case of Raw & Packaging material . the amount of rejected material is adjusted in other Acceptance Note) and make the entry of this in SAP and give a code to this entry in  consignment or makes Credit Note for supplier. According to the quality of the material. Quality Assurance Department check the quality of the material :  105.  Factory Store checks the material `s quality at the time of receiving of Goods. For supplier.  Factory stores make the GRN for :   Raw Material & Packaging material. 38 . General Consummerable goods.e. In case of rejection. Factory store make 3 copies of GRN :    For Purchase department. If material`s quality is according to the purchase order and everything is ok .  According to the nature of the material.  If the quality of material is not according to our standard .. after checking & receiving the material by If the material is according to our standard.

Material in excess of the capacity is returned to the supplier / has to be seggrated  for fault are diverted to the city / Godown. note is written on delivery  challen of the supplier and company is obtained a damage / shortage certificate from the transports / driver of the truck. other purchased material cannot issue. Foreman of dep..  If the material and other inventories send to other heads / dep.It is note which is made for supplier to return the amount and in case of excess of material. company make the Material return report For supplier. If the material is returned to the supplier .  HEINZ INDIA` s store Dep.  and make 4 copies of this:       HEINZ INDIA PRIVATE LIMITED use FIFO (first in first out) method of pricing of material i. In this condition supplier is Creditor of the company. 39 .CREDIT NOTE: . make the Material Requisition Slip and send to the factory stores. For Purchase Dep.e. In case of damage / Shortage. When it is not finished. For Account Dep. For Factory Stores. Any damage / Shortage is recorded in consignment. is issued first. does all the transaction in MIGO. company`s planning & stock control Department is  informed for the insurance survey before making GRN. which material is come first in stores. from factory stores .

Misprinting problem. Make entry at the time of receiving.PROBLEM IN FACTORY STORES          Material comes according to lot size. Data is not entering at the time of receiving of material. Expenditure control procedure. Vendor name is misprint and unclear. Improve the system efficiency of this system. Order quantities do not match with purchase order. Connectivity Problem. 40 . Tax code problem. Typing Problem. SUGGESTION FOR FACTORY STORES     Material purchase after making Purchase order. Factory manager having limit but increase its limit size.

The company used its 40B version.P. The company used very advance.A. 41 .P. was developed I 2000 in Heinz India Private Limited. 6. The using S.P.A.P. SYSTEM ANALYSIS AND PROCESS (SAP) Heinz India Private Limited is a full computerized company. analysis and process).. Advantage of S.P. Its monitored and controlled by head quarter in Mumbai. Warning system. 1. 3. Online. S. name S.A. All the clerical work done through S.A. Application software. Aligarh. 2.A. (System. Company makes accountability and responsibility and employees do their work very quickly. It is based on standard costing. Easy track of all locations Losing paper work. Fast service. Easily handle. 5. 4.

Nothing is deleting only edit. Full data available. Aligarh. Visibility. while Heinz India Private Limited is full-computerized company and it use SAP as recoding tool for all the information and data with specified SAP number. Stores Q. verification User Department Finance Department Goods Receivable Note (GRN) Goods Acceptance Note (GAN) Rejected Goods/Material SAP Entry 103 105 124 103: Material supplies by vendor to company is check for the quantity at the time of receiving of goods by stores department and makes goods receivable note (GRN) and make an entry in SAP system of the received material / assets and it provided a code in SAP as 103. SAP as Recording Tool in the Company System Analysis and Process (SAP) is ERP software package. The Company used its 40B version.7... 9. Example of SAP Entry: Material Eng. 42 . 8. It is monitored and controlled by head quarter in Mumbai. SAP was developed in 2000 in Heinz India Private Limited.

it defined as follows:Credit (Cr. • Assets (e. ENTRY PATTERN OF ACCOUNTS IN THE COMPANY All the entries of accounts of the company are processed through MIRO. → → → Dr. Dr.105: After receiving the material it provided to Q. Cr. The Excise Credit also provided to the goods/material in SAP with 105 at the time of making GRN. Dr. Turbine) → Note:-In SAP System the entry pattern of accounting is done with the symbol of Negative (− and ) positive (+) for credit and debit respectively. Cr.g.) → (− ) 43 . Final Stage (Ready to Use) Cr. Cr. • WIP → Dr. Transaction Pattern in MIRO is as follows: User/Engineering Department • WIP (work in progress) • GR/IR • Basic Excise Duty • Aligarh Cenvat Clearing ↓ Finance Department • GR/IR • Aligarh Cenvat Clearing • Vendor ↓ → → → → Dr. department to check the quality of received goods according to the standard of the company and then makes a goods acceptance note (GAN) and makes an entry in SAP with code 105 and Rejected goods which has not standard quality has coded in SAP with 124. MIRO is a transaction by which all the entries are to be made in the SAP.A.

Debit (Dr. or der In voice C re ation of se rvice specifications S ou rce determ ination V e ndor selec tion B id invitation process (iss ue o R FQ s f ) E nter/com pare quotation s ? = Invoice verifica tion S ervic e acceptance E ntry of services pe rform ed P urchas e orde r m onitoring P urc hase order © SA P AG 1999 44 .50 0 P a ym ent Pu r.) → (+) S tep s in th e P rocurem ent o f E xtern al S ervices D e term ination ofre quire m e nts Kar l E instein D ate U ser depa rtm e nt P M P lant M aintena nce P S P roje ct S ys te m S M S ervice M anage m ent R FQ B an k tran sfe r 9.


Planning department check the material in store and estimate the future requirement of product. which is suitable as rate and standard by comparing in all quotation. which contains the whole description about quality. this slip goes to planning department. After that this indent goes to H.O.PAYMENT PROCEDURE IN HEINZ INDIA PVT.D. Purchase manager select any quotation. Purchase department make a request for proposal and send to all different and specific vendor for quotation. He/she send a chalaan list with purchase4 order to wards vendor. He/she may be select 2 or 3 quotation with small quantity and part purchase of product and finally make a purchase order. machine part etc. He/she may be negotiating on this rate list with vendors. quantity. Make a purchase requisitation in which whole description of required product is present with stander quantity and specifically mention time limit. rate and time limit and also includes all taxes and extra charges of transportation. the vendor sends the quotation – in quotation clearly mention the rates of every product with standard are present they also include tax rate and transportation rates of product.D. Purchase requisitation goes to send purchase department. Purchase order is a slip. quantity and standards. of the same concern department and after accepting and signing by H. 46 .Makes an indent slips for requirement of product with full description of quality. According to company demand of product. If margin of rates is hedge in vendor’s quotation than purchase manager ask to vendor for this difference. What is the difference in product with other? And after whole comparison he/she selects the quotation.O. LTD Firstly the direct user of product.

Department Goods acceptance notes 105 Finance department After that finance department manager/ person checks all entry. 47 . factory store and quality assurance department with invoice. Aligarh used a new technique of payment is electronic fund transfer or retail time gross settlement. If the material is not up to mark of our standards than quality department having ■ : After checking and receiving of material /goods by factory store. If all are correct and right then they clear bill for payment with the help of different modes and ways basically all raw material purchase by bill of exchange and other payment is done by cheque. quality of product. quality department check the  a right to reject and on acceptance of that goods and make a reject material entry in SAP system with the code of 124 Material Factory Store Goods receivable notes 103 Q. which is done by purchase department. Finance manager check all details tax and code. In Heinz India Private Limited.Vendor supplies goods towards a delivery place.  If the product is according to our standards than they make a goods acceptance notes (CAN) and make this entry in Heinz India Private Limited SAP system and gave a code is 105. A. Firstly goods check the product quantity at a time of receiving or goods and make goods receivable notes (GRM) and make an entry in SAP system of the product and gave a code to this entry is 103.

repair & maintenance. 1. 5. 25.000 Upto Rs.000 Upto Rs. Any exceptions should be approved by the Vice President Finance and CFO.5000/.00.000 Upto Rs.000 Upto Rs. 1.or more. warehouse/ office rent. 7.00. 50.00. 5. 5.00. • The limits for authorization of purchase order of services areBranches Over Rs. Payment of cash for services received should preferably be avoided. 5. 3.should be signed by the functional head and the Managing Director. 10.000 Upto Rs. Payment for services should be made by cheque only against original bill/ invoice / cash memo and supported by purchase order.00.000/. 5.000 Upto Rs.00.000 Upto Rs.000 Upto Rs.00.50.000 Management Level Managing Director Vice President/ Director Vice President General Manager Grade I Grade II Grade III Grade IV 48 .000 Upto Rs.10. courier charges etc.00. 5.000 Upto Rs. professional fees.SERVICE BILLS • • • • • • Service expenses will include expenditure on freight . A purchase order should be raised for services of value Rs. co-packer charges.000 HO & Factory Over Rs.000 Upto Rs.00. Purchase of all services should be done from approved vendors and routed through the purchase department. 10.50. Service Agreement/ Contracts whose total value exceeds Rs.00.000 Upto Rs.00.

1. Generalmanager 8.000 up to 25. authority limit over 50.ADVANCE PAYMENT • Fuel. The concerned department should take appropriate follow –up action to settle the advance amount. 3.000 upto10. Vice president 7. 00. All such advance should ideally be adjusted in the same month in which they are should preferably be approved by the finance controller.000 up to 5. No fresh advance should be given to the same vendor until previous advances have been settled and accounted for any acceptations solved by Financial Manager and Directors. Sugar capital machinery. 10. 2.The advance payment request prepared by the procurement Department Should be signed by General Manager-Supply .00. 49 . 11. 000 Every quarter end list of pending advance should be prepared by the finance department and circulated at their respective location. Vice president/Director 6. Managing director authority for over 50. Management level 4. MD 5.00.00. Chain and financial controller besides authorized by appropriate levels of management as per applicable limits.with authority of planning manager and general manager. Grade 1 9. Advance payment for availing cash discounting on purchases of coded raw and packing material and service should be paid as per instruction of procurement department .00.000 advances payment. Spare etc .000 up to 50.00.

Packing materials.00. The authority limits for approval of purchase order is given below :Management level Coded item M. Intermediate products and fuels.30.00.000 over 30 lakh 30 lakh 30 lakh over Rs.50.000 7.D. Director Vice president General president Grade 1 Grade II Grade III UP to 30 lakh 30 lakh 30 lakh 30 lakh 7. 50. Coded items include all ingredients.Coded itmes include all items other than ingredients and packaging materials 50 .000 Affiliate purchase include finished product purchased for high sea sales.00.000 5.000 5 lakh 5 lakh 1 lakh 50 thousands.50.12. non-coded 5 lakh 5 lakh 30 lakh 15 lakh 7.000 Affiliate Purchase over 5. Non.

CONSEQUENCE OF DELAY IN PAYMENT • Less trust of vendors • Stop production • Delay in supply product • Take more cost • Old and good vendor do not want to retain a business relations • Less in good will in market • Mostly work done on goodwill o Advanced payment o Credit product o Any mishappening o Good relation o Negotiation in price of production o Profit making effect • Vendors do not want to supply product they want advance payment 51 .

A. vendor name delivery address. date. address.P. • If the payment amount is less than purchase order amount than finance manager for payment of this invoice. INVOICE: 52 .• Money block in advance payment • More working capital requirement • May be delay in payment and delay in supply and goods and this stage production will be stopped. by purchase department factory store and quality assurance department • • Match with invoice which given by vendor with goods Check details like tax code. originality of invoice. • Individually and properly check all the entry by finance manager in detail before clearing a payment. purchase order no.. • And if the invoice payment amount is more than purchase order amount than finance manager does not allow for payment of this invoice. if they require material is not present POINTS RELATED WITH PAYMENT SYSTEM • Check the entry in S.

Send by the vendor when they place goods 3. g. It should be original 2. Delivery date c. Vendor Name f. It is a slip which contains the const/ rate invoice is a type of bill and send by the vendor/ supplier. PROBLEM IN INVOICE FOR DELAY IN PAYMENT • If invoice is not original. Company name. b. All the entry is correct and clearly mention. Purchase order no. Transportation name and address h. Its characteristic are 1. And other terms and condition 4. Specified product name. It should having proper elements a. Delivery place. • If payment rate is more than purchase order rate 53 . i. It is important for payment and other work. j.It is a legal document for any company. Rate e. Include all taxes k. photocopy or duplicate • If not having any one of them element which is shown above. Purchase date d.

• If having any incorrect entry DEPARTMENT RELATED WITH PAYMENT SYSTEM Engineering/ User Department ↓ Planning Department ↓ Purchase Department 54 .

• According to Income Tax Act under section 40(a) (3) the payment through the cash of not more than Rs. 20000/-. generally payment through at PAR Cheque.↓ Factory Store ↓ Quality Verification Department ↓ Finance Department ↓ Payment MODE OF PAYMENTS • After verify the invoice /bill the finance manger has right to make payment with different mode of payment. 55 .

E.PAYMENT Traditional Modern CASH CHEQUE B. Cash payment is avoided in Heinz But still used @2% o In less amount o Urgent payment  Cheque: 56 .O. NEFT RTGS  Cash: • • • Cash payment means direct payment in monitory terms.

special or restricted In case of not negotiable crossing the title of the transferee can be better than of transferor • A cheque may be crossed by the drawer. or the holder or the banker 57 . the Cheque is said to be crossed • • • The payment of a crossed Cheque can be obtained only through another banker The crossing may be general.• • Cheque is a bill of exchange drawn on a specified banker and payable on demand (see 6 of negotiable instrument) It is species of a bill of exchange with two additional qualifications o It is always drawn on a specified banker o It is always payable on demand • • • 90% payment is done by Cheque in Heinz India Private Limited (Aligarh unit) Crossing of Cheque: When a Cheque bears across its face two parallel transverse line.

 Bill of Exchange:
A bill of exchange is an instrument in writing containing an unconditional order, signed by the maker, directing a certain person to pay a certain sum of money only to, or to order of a certain person or to the bearer of the instrument (Section 5 of negotiable instrument). Parties to a bill: There are three parties to a bill of exchange 1.Drawer 2.Drawee 3.Payee

Drawer: A person who gives the order to pay or who makes the bill is called the drawer.

• • • •

Drawee: The person who directed to pay is called the drawee. Acceptor: When the drawee accepts the bill, he is called acceptor Payee: the person to wqhom the payment is to be made is called the payee Bearer: When the payee name is in a bill is a fictitious or non existing person, the bill is treated as a payable to bearer

In some cases, the drawer and the payee, or when a principal draws and the drawee may be one and the person.

• • •

The drawer of the payee who is in possession of the bill is called the holder. The holder must present the bill to the drawee for his acceptance. Indorser: When the holder indorses the bill, note or cheque to another he is called the indorser.

Indorsee: The person to whom the bill note of cheque is indorsed is called indorse 58

Essential element: o It must be in writing o It must contain an order to pay o It must be unconditional o It requires three parties - drawee, drawee, payee o It must be signed by the drawer o The sum payable must certain o It must contain an order to pay money o The formalities relating to number date place and consideration, through usually found in bills are not essential in law

A bill as originally drawn cannot be made payable to bearer on demand.

• Normal format of bill of exchange.

Rs 5,000

Bombay June 10/2007

Three months after date pay to Ram or order the sum of five thousand rupee, for value received To Sham 235, Subash Stamp Delhi -110006
 . EFT(Electronic fund Transfer):

Accepted Sham


It is a modern technique by which money send one bank to another bank with the help of internet in a short period of time.     This technique is implemented by Heinz India PVT.LTD. It is a easy and secured way of transferring money. Less time consuming. In this way we send the information of payment to bank and bank transfer the money in vendor’s account directly.

• It is same like EFT but having a small difference is that – it is used when the company’s bank and vendor’s bank both are different ,then a reputed bank make as a mediator in between two bank and help in transferring money this process is called RTGS. • Company make payment all over India by the help of this new technology.


Cash report, providing a comparison of actual developments with forecasts figure; are helpful in controlling and revision of cash forecast on a continue basis. Several types of cash report may be prepared. The importance ones are:  Daily Cash Report: The daily cash report shows the opening balance, receipts, payment and the closing balance on a daily basis.

 Daily Treasure Report:

the daily treasury provides a comprehensive picture of changes in cash. This involves the following— Payment should be made only as and hence they fall due. reducing productive bank balance at the regional office and investing fund more effectively.  Promoting Billing: Often there is time lag between the dispatch of goods and provisions of service and the sending of bills.  Control of Payables: By a proper control of payables a firm can conserve its cash recourses.An amplification of the daily cash report.    Optimal Cash Balance: If a firm maintains small cash balance. marketing file securities debtors and creditors. it has to sale its marketable securities more frequently than if it holds a large cash balance.  Monitoring Collection and Receivable: To enhance the efficiency of cash management. This helps in consolidating funds at the head office.  Arrangements may be made with suppliers to set due dates of their bills to match with the company’s period of peak receipt.  Monthly Cash Report: This report has shown the actual cash receipts and payment on a monthly basis. collection and disbursements must be properly monitored. Hence the trading or transaction cost will 61 . By preparing and sending the bill promptly a firm can ensure easier remittance. The actual are compared with budget figures and variance is calculated. Payables and their disbursement may be centralized.

Every document relating to the payment of cash needs the official authorization of the account executives. REASONS FOR DELAY IN PAYMENT After analysis of plant accounting. vi. the opportunity costs balance increases. we find out various reasons for delay in payment – i. repayment. virtually a risk free investment.  Cash management In The Company: This Company follows the centralized management of cash. or some other purpose. However. vii. At one end of the spectrum is the term deposit in a bank. which can produce highly volatile returns. v. at the other end of the spectrum is the investment in equity shares.trend to diminish if the cost balance becomes large. iv. Absentism of employees Holidays Supplied goods are not approved by the quality assurance department at a right time System failure Supplier does not give proper document Sudden increase in the price of material during the course of transaction During the period of account closing 62 . iii. virtually a risk free investment. ii. These funds may be deployed in variety of ways. at the other end of the bank.  Option For Investing Surplus Funds: A company often has surplus funds for short periods of time before they are required for capital expenditure. lone.

4. 7. Maintain the adequate cash balance. Company should laid such a policy strictly which ensure the payment on due date. 10. RECOMMENDATIONS 1. Train employee relating to payment system. ix. Laying at flexible policies according to the market condition. 6. xiii. Conducting the special seminar for main supplier. x. Assign another employee during the absenteeism of a regular employee. Minimize the account closing period. xii. which are having goodwill in the market. Non availability of adequate cash Work load Shortage of staff Misprinting and typing problem Non-following of the payment procedure Wrong entry in tax code. Instructing the suppliers for sending the proper document while placing the order. 8. 5. 3. xi.viii. 9. Minimize the paper work. Choosing suppliers. 63 . 2. delivery in purchase order and in invoice.

18. 19. salary. 20.11. 12. Electronic fund transfer does payment and real time gross statement than it should fast rather than cheque and bill of exchange and transportation cost will be reduced. Department is better coordinated with each other. Request for proposal is on web page of Heinz India Private Limited. 16. Company gets more quotations and having different rates for more choice for selection to select a perfect quotation. I have observed that the company (Heinz) effectively utilized the fund efficient operations of manufacturing that include all commercial activities like purchase of raw material. Better coordination among the entire department related to payment system. Everyone gets benefit to see and send its quotations. The company consists of latest technology to maintain best quality. 13. Product sale is also handover in Aligarh unit may be the use of on line trading and traditionally. Company should launch the internal website for its Indian branch which should include detailed information about Aligarh branch as well as other production unit. 64 . CONCLUSION The Heinz India private limited is one of the leading food companies in the world. Purchase order is send by the internet. I have thoroughly examined all the aspects regarding payment system and have drawn following conclusion: 1. Try to modify the software. It has solid financial position. 21. 15. 17. payment of taxes. production etc. 14. Company invest his extra money in stock exchange and other place as for their need and demand—short term as well as long term investment or complete payment on discount rate of bills.

Company gave full government tax and other duty with complete honesty. 4. Some time paper work makes a problem and it is also reasons for delay in payment. S. A.2. 6. including qualitative details and situation for fixed assets. 7. P. FORMAT OF INVOICE 65 . The company is maintained proper records showing full particulars. The entire employee related to payment system is well trained. 5. 3. is a very good software programme and it makes payment system very easy and save the time. The company has kept proper book of accounts as required by law.


XX Truck/Material Clearance Slip Heinz India From: PEST CONTROL transporter M/s……………………………………….White slip FS-F-XX Rev No.Dispatched by Truck No……………………………………….…… ……………………………………………by Truck No……………………. ALIGARH M/s……………. ALIGARH To : FACTORY STORES. Has been checked and found O.received from BIBLIOGRAPHY 67 . Signature Date: Please note that material……………………………………..K Extraneous material…………………………… Transshipment Yes/No.. Amount Cr. • Accounting Standards (AS 6 and AS10) • Company Web sites: Date Particular • Other Web Sites: www.incometaxindia.heinzindia. • Data from the Past Records of the Company. Amount 68 .• Company Records & Manual.

00 Dr.00 808. Cess A/c To S. Cess Payable A/c (Being goods sold to the buyer) Bank A/c To Buyer A/c (Being Amount received by buyer) CVAT Payable A/c Edu.00 546612.00 1613. 505000.00 Dr.G.00 41612. Dr.00 1613. Dr. 41504.00 404. 546612. 505000.E. 1091816.08/05/08 08/05/08 23/5/08 15/05/05 15/05/08 1705/08 17/05/08 Inventory A/c BED A/c Education Cess A/c S. Edu.Cess A/c To GRIR A/c To CVAT A/c (Being Goods receive in factory) GRIR A/c CVAT A/c To Vender A/c (Being entry create liability of vender) Vender A/c To Bank A/c (Being payment to vender) Buyer A/c To F.00 80696. Dr.00 404. Edu. Edu.00 404000.00 Dr.00 404000.00 505000.00 41504.00 1091816. Dr.00 Dr. 80696.00 Dr.00 108700. Cess Payable A/c To BED A/c To Edu.00 Dr.00 41504. Cess A/c To PLA A/c (Being transfer the tax amount in their account) PLA A/c To Bank A/c (Being Total Dr.00 41612. Cess Payable A/c To S. A/c To CVAT Payable A/c To Edu.00 546612. Dr.00 69 .00 808.00 806.00 806. 1091816. Dr. Cess Payable A/c S.

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