Integrated Business Information Systems (IBIS)

Training Document

Cash Requisitions

Version 1.4.0
April 2012

Copyright SABMiller © 2005

This programme may not be used by sources outside of the Company without the written permission
of the Hub.
 Cash Requisitions

Learning Outcomes:

This training document provides detail and procedures to complete the following:

• Create a Cash Advance Requisition using a Cost Centre Cost Allocation

• Settle the Cash Advance using a Cost Centre Allocation
• Create a Cash Claim Requisition using a Project Cost Allocation

Prepared By

Document Owner(s) Project/Organisation Role Signature

Melany McMorran IBIS

Version Control

Version Status Date Author Change Description

v0.001F Final 24/04/2012 M McMorran Create Document

Approved By

Version
Name Project / Organisation Role Date
Approved
Kevin Mann IBIS Project Manager

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Table of Contents
CASH REQUISITION .......................................................................................................................4

1 CASH REQUISITION – ADVANCE .........................................................................................4

1.1 Create a Cash Requisition – Advance ..................................................................... 4
1.2 Requestor Notification ............................................................................................. 6
1.3 Advance Payout ....................................................................................................... 7

2 CASH REQUISITION – ADVANCE SETTLEMENT ................................................................8

2.1 Cash Advance Settlement ....................................................................................... 8
2.2 Print Advance Settlement Report ..........................................................................10
2.3 Requestor Notification ...........................................................................................12

3 CASH REQUISITION – CASH CLAIM ...................................................................................13

3.1 Create a Cash Requisition – Cash Claim ..............................................................13
3.2 Print out Cash Claim Report ..................................................................................15
3.3 Requestor Notification ...........................................................................................16
3.4 Claim Payout..........................................................................................................17

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 Cash Requisitions

Cash Requisition

1 CASH REQUISITION – ADVANCE

MyProcess → Requisitions → Cash Requisition

1.1 Create a Cash Requisition – Advance

MyProcess → Requisitions → Cash Requisition

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 Cash Requisitions

Step 1 Select the Cash Requisition Type from the dropdown list : Advance.

Step 2 Click on the Unsettled Advances link to view any unsettled advances. No new advance can
be initiated if there is an unsettled advance against the logged-in user.

Step 3 Select the Cost Allocation from the dropdown list, either Cost Centre or Project.

Select the correct Site Code which is the Depot.

The Account Type will always be 12 : Debtors. This is automatically populated and cannot
be changed.
Select the Cost Centre - ‘000 : No Cost Centre’ for a cash advance (always).
Select the GL code - there is only be one GL code available for selection.

Step 4 Select the Product Class from the dropdown list.

Step 5 Select the Pay Location from the dropdown list (mandatory).

Step 6 Select the Currency from the dropdown list (mandatory).

Step 7 Enter the Advance Value and Tab. Note: Never use any commas in a value field.

Step 8 Select a Settlement Date from the date picker (mandatory) on which the advance will be
settled.

Step 9 Enter a motivation in the Comments field (mandatory) for the advance.

Step 10 Browse to select an attachment (if applicable) to attach for the process.

Step 11 View the Local Total for the advance.

Step 12 Tick the Submit Requisition tick box and click on Submit.

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Always make a note of the Requisition Number as this number is required to track progress on
the cash requisition – advance. Before the money is paid out, the next step in the process is
for the requisition to be approved. This will be routed to the Cost Centre Manager or the
Project for approval.

1.2 Requestor Notification

MyActionList → Requisitions

The requestor will be notified of the outcome of the advance requisition in the form of a
notification. This will either state that the advance has been approved or declined.

Step 1 View the outcome of the Advance.

Step 2 Click on the ‘Click HERE to view details’.

Step 3 View all the comments and supporting documents relating to the cash advance.

Step 4 Tick the Acknowledge tick box and click on Submit.

The process is complete and has been archived.

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1.3 Advance Payout

MyActionList → Requisitions

The process will not be complete until the cash office has indicated that the money has been
paid out to the originator.

Step 1 View the advance amount (will show in local currency as well as selected currency).

Step 2 View all the comments and supporting documents relating to the cash advance.

Step 3 Enter any relevant comments pertaining to the payout.

Step 4 Tick the Acknowledge Payout tick box and click on Submit.

The process is complete and has been archived.

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2 CASH REQUISITION – ADVANCE SETTLEMENT

MyProcess → Requisitions → Cash Advance Settlement

2.1 Cash Advance Settlement

MyProcess → Requisitions → Cash Advance Settlement

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 Cash Requisitions

Step 1 Select the Advance Number from the dropdown box.

Step 2 Hover over the yellow file to view the Advance Details.

Step 3 Select the Cost Allocation to settle the Advance against : either a Cost Centre or a Project.

Step 4 Select the correct Site Code which is the Depot OR the Project Code.

Step 5 Select the Cost Centre from the dropdown box.

Step 6 Enter relevant comments in the Comments field for internal communication.

Step 7 The values displayed are the original advance value and the value of the amounts that are
distributed in the detail section. The advance settlement screen will not submit until the un-
reconciled balance is zero.

Step 8 To add the Settlement Information and Returned Details, click on the Plus button on the
Settlement Information area and Returned Details area.

Step 9 The Settlement Information must be selected / entered. The Account Type, General Ledger
Account must be selected from the dropdown boxes.

Step 10 The Supplier information must be entered as well as the description of goods/services
rendered.

Step 11 The currency and VAT Rate must be selected from the dropdown boxes and the tick box
must be ticked / un-ticked to indicate whether VAT is included or not.

Step 12 The value must be entered.

Step 13 Browse to select a scanned file (proof of purchase) which is mandatory.

Step 14 The Returned Details must be selected / entered.

Step 15 Click on the Refresh button to refresh the detail line and re-calculate the un-reconciled
balance.

Step 16 Tick the Submit Settlement tick box and click on Submit.

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2.2 Print Advance Settlement Report

MyActionList → Requisitions

Upon submission of the previous screen the Advance Settlement Report screen will be
displayed.

Step 1 Comments are displayed and supporting documents can be viewed by clicking on the view
document link.

Step 2 The Advance Settlement Report must be viewed and printed by clicking on the link.

Step 3 The Advance Settlement can be rejected at this stage and re-captured if the originator is not
satisfied that it is accurate.

Step 4 If the information is correct, tick the Submit Settlement tick box and click on Submit.

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 Cash Requisitions

All the cash slips must be attached to this document and taken it to the line Manager for
signature before the Manager can electronically approve this Advance Settlement.

Before the advance is settled, the next step in the process is for the advance settlement to be
approved. This will be routed for approval.

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2.3 Requestor Notification

MyActionList → Requisitions

The requestor will be notified of the outcome of the advance settlement in the form of a
notification. This will either state that the advance settlement has been approved or declined
and if it has been declined, it will need to be re-captured.

Step 1 View the outcome of the Advance Settlement.

Step 2 Click on the ‘Click HERE to view details’.

Step 3 View all the comments and supporting documents relating to the cash advance settlement.

Step 4 Tick the Acknowledge tick box and click on Submit.

The process is complete and has been archived.

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3 CASH REQUISITION – CASH CLAIM

MyProcess → Requisitions → Cash Requisition

3.1 Create a Cash Requisition – Cash Claim

MyProcess → Requisitions → Cash Requisition

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Step 1 Select the Cash Requisition Type from the dropdown box : Claim.

Step 2 Select whether the cash claim is against a Cost Centre or a Project (in this example :
Project).

Step 3 Select a Product Class form the dropdown list.

Step 4 Select the Pay Location from the dropdown list.

Step 5 Select the Project Reference from the dropdown list.

Step 5 Enter any relevant comments in the Comments field for internal communication.

Step 6 To add the Settlement Information, click on the Plus button on the Settlement Information
area.

Step 7 Select a GL Account from the dropdown list (the GL account linked to the Project).

Step 8 Enter the Supplier name and Description information for the Cash Claim.

Step 9 Select a Currency, VAT Rate and tick the tick box to indicate whether VAT is included or not.

Step 10 Enter the Value of the claim.

Step 11 Browse to select a scanned attachment (mandatory).

Step 12 Tick the Submit Requisition tick box and select Submit.

Before the money is paid out, the next step in the process is for the cash claim report to be
printed and then the requisition to be approved.

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3.2 Print out Cash Claim Report

MyActionList → Requisitions

Step 1 Comments are displayed for ease of reference and supporting documents can be viewed by
clicking on View Document.

Step 2 Click on the View Cash Claim Report link to view and print the Report. An example is below.

Step 3 Tick the Submit Requisition tick box and select Submit.

All the cash slips must be attached to this document and taken it to the line Manager for
signature before the Manager can electronically approve this Cash Claim.

Always make a note of the Requisition Number as this number is required to track progress on
the cash requisition – claim. The Cash Claim will be routed for approval.

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3.3 Requestor Notification

MyActionList → Requisitions

The requestor will be notified of the outcome of the claim requisition in the form of a
notification. This will either state that the claim has been approved or declined.

Step 1 View the outcome of the Cash Claim.

Step 2 Click on the ‘Click HERE to view details’.

Step 3 View all the comments and supporting documents relating to the cash claim.

Step 4 Tick the Acknowledge tick box and click on Submit.

The process is complete and has been archived.

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 Cash Requisitions

3.4 Claim Payout

MyActionList → Requisitions

The process will not be complete until the cash office has indicated that the money has been
paid out to the originator.

Step 1 View the cash claim amount (will show in local currency as well as selected currency).

Step 2 View all the comments and supporting documents relating to the cash claim.

Step 3 Enter any relevant comments pertaining to the payout.

Step 4 Tick the Acknowledge Payout tick box and click on Submit.

The process is complete and has been archived.

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