PROPERTY AND EQUIPEMENT MANAGEMENT − BEAC DOUALA

DEDICATION:

AT
My family that they find here the
expression of my deep gratitude

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PROPERTY AND EQUIPEMENT MANAGEMENT − BEAC DOUALA

THANKS
In view of all the external support from which we have benefited for the
production of this report, I have been given the opportunity to proclaim loud and
clear my deep gratitude and my sincere thanks to:

* The ALMIGHTY, for his benefits and all his graces in my favour,

* My Parents Mr EBOGO NESTOR and Mrs EBOGO Née EYENGA

THERESE for her priceless sacrifices and their unconditional love,

* Mr. Pierre-Emmanuel NKOA AYISSI Director of BEAC Douala Agency

which allowed me to do an academic internship in the structure for which he is
responsible,

* Mr. SIMNOUE Paul in charge of Purchasing Orders and Bills for his warm
welcome and countless support during my stays,

* Mr. BESSONG Loudine. The Head of department of Asset Management and

Security for his availability and advice,

* Mr. HAYATOU Aladji incharge of Asset Management and Security office

*Mr. MBARGA NDONGO Patrick my professional supervisor for his

availability, advice and support,

* All the agents of the asset management and security department, I thank as
follows:

* Ms. EPOSSI Head of Budget Management Section,

* Mrs MEDI Elise, Mrs NADO, LONTSI Bernard

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for their availability, patience towards the trainees and their help for the
realization of this work. We also express our sincere thanks to all the staff of the
BEAC Douala agency who welcomed us and the same to our trainee promoters.

SUMMARY :

THANKS : ............................................................................................................................................5
FOREWORD:………………………………………………………………………………………………………………………… ….…7

LIST OF ABBREVIATIONS…………………………………………………………………………………………………………..8

CHAPTER I: GENERAL PRESENTATION OF BEAC .....................................................................................9

INTRODUCTION: HISTORY OF THE BEAC ............................................................................................9
SECTION I : BEAC MISSIONS ..............................................................................................................9
I-1 Its main mission .................................................................................Error! Bookmark not set.
I-2 His secondary missions ......................................................................Error! Bookmark not set.
SECTION II: ORGANIZATION AND OPERATION ...................................................................................9
Organization chart (see appendix) .................................................................................................9
II-1 Internal organization ...............................................................................................................9
a- The UMAC Ministerial Committee: ....................................................................................9
b- The Administrative Committee of the Bank: ......................................................................9
c- The Monetary Policy Committee: ......................................................................................9
d- The National Monetary and Financial Committees: ...........................................................9
Bank Government: .....................................................................................................................9
The College of Censors: .............................................................................................................9
The Audit Committee: ................................................................................................................9
PART II: COURSE OF THE COURSE ................................................................................................9
CHAPTER II: GENERAL PRESENTATION OF THE BEAC DOUALA AGENCY AND COURSE OF INTERNSHIP
...........................................................................................................................................................9
SECTION I: GENERAL PRESENTATION OF THE DOUALA AGENCY ...........................................................9
Direction ............................................................................................................................................9
The Human Resources Department (SRH) .........................................................................................9
The Medical Expenses Section .......................................................................................................9
The accounting and financial section .............................................................................................9

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Administrative section ...................................................................................................................9

The Protocol and Public Relations Department (SPRP) ......................................................................9
The Accounting and Financial Operations Department (SCOF) .........................................................9
The Balance of Payments Study Service (SEBP) .................................................................................9
The IT and Telecommunications Service (SIT) ....................................................................................9
The Funds Movement Service (SMF) .................................................................................................9
The Monetary Issue Service (SEM) ....................................................................................................9
The Management Service (SGES) .......................................................................................................9
Wealth management .........................................................................................................................9
SECTION II: THE DIFFERENT MANAGEMENT PROCEDURES RELATED TO HERITAGE AND INTERNSHIP
PROCESS: ...............................................................................................................................................9
II-1 Acquisitions .........................................................................................................................9
- Invoice without order ........................................................................................................9
- NOTICE OF PAYMENT .........................................................................................................9
- Regulations themselves .....................................................................................................9
Management of the Central African Remote Clearing System (SYSTAC) .......................................9
- The DATA Generator (GENDATA): ......................................................................................9
Entering Gendata: ......................................................................................................................9
The processing of data transfers before capture at SYSTAC: .....................................................9
III- THE MISSIONS OF INTERNSHIP .....................................................................................................9
A- PERSONAL CONTRIBUTION:
………………………………………………………………………………………………………………….. 34

B- HUMAN CONTRIBUTION:
……………………………………………………………………………………………………………………… .35

C- NOTES AND SUGGESTIONS:…………………………………………………………………………………………………….35

D- SUGGESTIONS:………………………………………………………………………………………………………………………… ….36

IV- GENERAL CONCLUSION:…………………………………………………………………………38

BIBLIOGRAPHY:………………………………………………………………………………………………………………………….39
LIST OF APPENDICES:…………………………………………………………………………………………………………………..40

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AVANT-PROPOS

The Central Bank being a financial regulator, plays an important role in the
economy. It is responsible for regulating the quantity of money put into
circulation to ensure monetary stability. To this end, commercial banks hold
their accounts at the Central Bank, so they are obliged to come to the latter for
all their financial needs which cannot be supported by their cash. The BEAC has
the following missions:

 Define and conduct CEMAC monetary policy;

 Issue fiduciary money (banknotes and coins that are legal tender and legal
tender in CEMAC);
 Conduct the CEMAC exchange policy;
 Hold and manage the official foreign exchange reserves of member states;
 Promote the proper functioning of payment and settlement systems;
 Promote financial stability.
Thus the BEAC Douala agency is structured in several departments and each
department is composed of a Head of department, agents and a secretariat.

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ABREVIATIONS LIST

AEF: French Equatorial Africa

AOF: French West Africa
AP: Account Payable (Invoice Processing Interface)
BAO: Bank of West Africa
BCEAEC: Central Bank of Equatorial African States and Cameroon
BEAC: Bank of Central African States
CCF: Flexible Accounting Key
CCFL: CAISSE Centrale de France Libre
CCFOM: CENTRAL Fund of France Overseas
CEMAC: Economic and Monetary Community of Central Africa
COBAC: Central African Banking Commission
CRO: Report of Operations
FCFA: Franc of the African Financial Community
GENDATA: Data Generator
GMI: Mobile Intervention Group
GL: General Ledger
MAD: Provision
MAQ: Docking
PCS: Control and security post
PO: Purchasing Oder (Order Management Interface)
SCOF: Accounting and Financial Operations Department
ESMS: Management Service
SYSCOBEAC: Accounting System of the Bank of Central African States
SYSTAC: Remote compensation system in Central Africa

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UMAC: Monetary Union of Central Africa

GENERAL INTRODUCTION :

The bank is a credit institution which carries out the usual operations of
collecting funds from the public, granting credit and making it available to
customers and managing means of payment. It also carries out operations which
are related to the banking activity, in particular foreign exchange operations,
operations in gold and precious metals.

The BEAC (Bank of Central African States) is an organization which,

unlike primary or commercial banks, is not subject to the common law of credit
institutions. The activities and operations it routinely performs are different from
those mentioned above for this purpose. These operations are among others:
purchases of goods and services, offers, bill payments. These operations relate
either to its assets (equipment and furniture, land and buildings) or to office
supplies (pen, equipment paper, cleaning product, initials, etc.).

As part of our internship report, we will be much more interested in

operations related to the heritage of the BEAC agency in Douala.

For a better understanding of our theme, it will be a question of making in

the first part, a general presentation of the BEAC and the second part, the
presentation of the Douala Agency and the course of the internship as for it
relates to different procedures of the asset management and business criticism.

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CHAPTER I: GENERAL PRESENTATION OF BEAC

To present a company is to give an overview of what defines it; for this, it

is up to us to talk about the history and missions of the BEAC agency first and
then to present its organization.

 HISTORY OF BEAC

The Bank of Central African States is an African international public

institution, which exercises the privilege of issuing banknotes that are legal
tender in the six member countries of the CEMAC sub-region (Economic and
Monetary Community of Central Africa). ).

June 29, 1901: Creation of the Bank of West Africa "BAO" authorized to issue
the franc in AOF to continue the activities of the Bank of Senegal (December
21, 1853);
1920 : Extension of the privilege of issuing BAO in French Equatorial Africa
(AEF);
December 2, 1941 : Creation of the Caisse Centrale de la France Libre
(CCFL), responsible for issuing money in Central Africa, which rallied to Free
France;
July 24, 1942 : Ordinance authorizing the CCFL to issue currency from August
1, 1942;
February 2, 1944 : Creation of the Caisse Centrale de la France d'Outre-mer
(CCFOM) to replace the CCFL;
December 25, 1945 : Creation of the Franc of the French colonies in Africa
(FCFA) with the parity of 1 Franc CFA = 1.70 FF;
December 17, 1948 : Change of parity of the F CFA with respect to the FF: 1

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F CFA = 2FF;
January 20, 1955 : Creation of the Emission Institute of the AEF and
Cameroon
December 26, 1958 : Change of parity of the FCFA vis-à-vis the FF: 1 FCFA
= 0.02 FF
April 14, 1959 : Creation of the Central Bank of Equatorial African States and
Cameroon (BCEAC);

November 22, 1972 : Creation of the Bank of Central African States (BEAC)
and the Franc for Financial Cooperation in Central Africa
“ CFA francs”;
April 2, 1973 : Start of BEAC activities;
January 1, 1977 : Transfer of the Headquarters of the Central Services of the
BEAC from Paris to Yaoundé;
April 1, 1978 : Appointment at the BEAC of an African Governor and Vice-
Governor;
January 1, 1985 : Entry of Equatorial Guinea into the BEAC;
October 16, 1990 : Important reforms of the Central Bank's intervention rules
and creation of the Central African Banking Commission "COBAC"
January 12, 1994 : New parity: 1 FCFA = 0.01 FF;
January 1, 1999 : Pegging of the F CFA to the Euro at the rate of 1 Euro =
655.957 F
The nominal values of the CFA Franc fiduciary currency issued by the
BEAC are as follows: 10,000; 5,000; 2,000; 1,000; and 500. The metallic
currency values are: 500; 100; 50; 25; 10; 5; 2; and 1.

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 BEAC MEMBER STATES

CAMEROON
GABON
EQUATORIAL-GUINEA
DR CONGO
CENTRAL AFRICA REPUBLIC
CHAD

 SECTION I: BEAC MISSIONS

In accordance with article 20 of title II of the convention governing the

Monetary Union of Central Africa (UMAC), the States have confirmed to the
Bank of Central African States the exclusive privilege of the Monetary issue on
the territory of each Member State of the Union.

This privilege of issuing banknotes and metallic currencies which are

legal tender and have legal tender in the States of the Union, also recorded in the
statutes of the BEAC, is accompanied by a certain number of obligations which
constitute the fundamental missions of the BEAC. These missions are as
follows:

 Define and conduct the monetary policy applicable in the member

countries of the union;
 Conduct foreign exchange transactions;
 Define and manage the foreign exchange reserves of member countries;
 Assist States in public missions.
 Ensure the centralization of balance sheets as well as that of unpaid
checks and bills;
 Promoting the proper functioning of payment systems in the Union.

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To best accomplish these numerous tasks, the structure of the BEAC relies
on a solid internal organization as well as a smooth operation.

 SECTION II: ORGANIZATION AND OPERATION

All of BEAC's activities revolve around an organization set up to ensure

security, management and support for the bank's general economic policies.

Organization chart (see appendix)

II-1 Internal organization
The various bodies and structures below participate in the administration,
management and control of the bank.

 The UMAC Ministerial Committee:

Governed by the Convention of the Monetary Union of Central Africa, the
Ministerial Committee, composed of two (2) ministers for each State, including
the Minister of Finance, examines the main orientations in terms of economic
policy of the States and ensures their consistency with the common monetary
policy. The role of the Ministerial Committee is:

 decide on the increase or drafting of the bank's capital,

 give an assent to the proposed amendments to the bank's statutes
submitted by the board of directors,
 ratify the bank's annual accounts approved by the Board of Directors and
decide, on the latter's proposal, on the allocation of the results,
 decide, on a proposal from the Board, on the creation and issue of
banknotes and metallic coins as well as on their withdrawal and
cancellation.

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 The Bank's Administrative Committee:

The Board of Directors administers the bank and oversees its proper
functioning. The Board of Directors is made up of fourteen (14) members: two
directors for each Member State and two for France. Each director has a
designated alternate for the duration of his term of office. In the event of
simultaneous impediment, the latter appoints another administrator or a
temporary administrator designated by his State; a notification of this mandate is
made to the Chairman of the Board. The administrators are appointed for a
renewable term of three (3) years, by their respective States.

 The Monetary Policy Committee:

The Monetary Policy Committee is the decision-making body of the
BEAC in terms of monetary policy and management of foreign exchange
reserves. In addition to the Chairman, the Monetary Policy Committee is made
up of fourteen (14) members, two (2) per member country and two (2) France.
The chairmanship of the Monetary Policy Committee is ensured by the
Governor of the Central Bank and, in the event that the latter is unable to attend,
by the Vice-Governor. A member of the Government reports on the items on the
agenda in accordance with the provisions of the internal regulations of the
Monetary Policy Committee.

 The National Monetary and Financial Committees:

A National Monetary and Financial Committee is created in each Member
State, near the National Directorates of the Central Bank, whose role, within the
limits of the powers delegated to it and according to the directives given by the
Board of Directors and the Committee of Monetary policy, in particular to
examine the general financing needs of the economy of the Member State and to
determine the appropriate means of meeting them, as well as to formulate
proposals for the coordination of national economic policy with the common
monetary policy. The National Monetary and Financial Committee as follows:

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 the Ministers representing the Member State on the Ministerial Committee or

their representatives,
 the representatives of the Member State on the BEAC Board of Directors,
 the representatives of the Member State on the Monetary Policy Committee
of the BEAC,
 a personality appointed by the Government of the Member State because of
his skills and qualifications in economic matters. monetary and financial,
 the Governor of the Central Bank or his representative.
The Committee is chaired by the Minister of Finance of the Member State or
his representative.

 The Government of the Bank:

The Bank's Government is made up of six (6) members, the Governor, the
Vice-Governor, the Secretary General and three (3) Managing Directors.

Under the authority of the Governor, the Government of the Central Bank
ensures the direction and day-to-day management of the institution, in
compliance with the statutes as well as the provisions of treaties, international
conventions, laws and regulatory texts in force.

The Bank's Government is appointed by the CEMAC State Conference.

Since January 17, 2010, the mandate of the Government of the Bank is rotating
in alphabetical order and lasts seven (7) years non-renewable. The Governor is
assisted in the performance of his duties by a Vice-Governor, a Secretary
General and three (3) Directors General, appointed for a non-renewable term of
six (6) years, by the Conference of Heads of State of CEMAC.

 The College of Censors:

The College of Censors is made up of three (3) Censors, one (1) of whom is
appointed by France. The Censors are appointed for a term of three (3) years

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renewable once (1). Each Censor has a deputy appointed for the duration of his
term.

The Censors Control the execution of the Bank's budget and propose to the
Board of Directors any recommendations or appropriate measures resulting from
this control. They attend, in an advisory capacity, the meeting of the Board of
Directors and that of the National Monetary and Financial Committees where
their opinions are obligatorily recorded in the minutes.

 The Audit Committee:

The main tasks of the Audit Committee are:

 supervising the Bank's control system and particularly the activities of the
external audit,
 to participate in the programming of external control activities,
 examine the state of the Bank's control system,
 to analyze the annual internal control report and the reports of the Censors
and Statutory Auditors, as well as any other ad hoc investigation relating to
the Bank's news,
 to report to the Government of the Bank and to the Board of Directors on the
conclusions of their work.
The Audit Committee is chaired by a member director appointed by the
Board of Directors. The College of Censors attends the work of the Audit
Committee in an advisory capacity.

 The Audit Committee is composed of five (5) members:

Four (4) directors, at the rate of one director per Member State not represented
on the College of Censors, appointed by a simple majority by the Board of
Directors. In the event of impediment, the administrator is replaced by his
substitute;
 an external personality, appointed by a simple majority of the Board of

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Directors for his skills in auditing, from a list of five (5) candidates proposed
by the government of the Central Bank, for a renewable three (3) year term
one (1) time. A substitute is appointed under the same conditions.
The Bank of Central African States is located in all CEMAC member
countries. In Cameroon, there are six (6) agencies: Douala, Yaoundé (Central
Services and National Direction), Bafoussam, Limbe, Garoua and Nkongsamba.

Ultimately, the BEAC for more than forty-four (44) years has ensured
through its missions the proper functioning of the economic and monetary
system of the sub-region through its various agencies, the largest of which is that
of Yaoundé. Thus, we are going to present to you the course of the internship .

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PART II: COURSE OF THE INTERNSHIP

In this part we will talk about the different tasks we carried out
during our internship at the BEAC Douala Agency. Thus, we will
make the presentation of the latter through the various services that
constitute it and present " The management of Operations related to
the heritage of the BEAC".

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 CHAPTER II: GENERAL PRESENTATION OF THE BEAC

DOUALA AGENCY AND COURSE OF THE INTERNSHIP

The internship took place within the BEAC Agency in Douala located at the
corner of avenue De Gaulle Bonanjo and rue Pierre Loti, we were received by
the managers of the Personnel Department where we were instructed on
discipline and dressing. Then we were directed to the various departments where
we had to perform the internship. Our office was the Management department.

After an interview with the Head of Management Department, we were made

available to our supervisors to actually start the internship and see how the
Douala Agency works.

SECTION I: GENERAL PRESENTATION OF BEAC DOUALA

AGENCY

The Douala Branch was inaugurated on November 22, 1971, and was
renewed in 1997 in order to meet the requirements of modernization and
compliance with the reputation of the bank. We find in the agency, several
services dependent on the Deputy Director and the Director of the Agency. They
are each made up of a head of service, a secretariat and Agents. Thus we can
cite:

 The Human Resources Department (SRH)

 the Protocol and Public Relations Service (SPRP)
 the Management Service (SGES)
 the Accounting and Financial Operations Department (SCOF)
 the Studies and Balance of Payments Service (SEBP)
 the IT and Telecommunications Service (SIT)
 the Funds Movement Service (SMF)
 the Monetary Issue Service (SEM)

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 The Management
The Douala agency is placed under the authority of Mr Pierre Emmanuel
NKOA AYISSI, Agency Director who coordinates, controls and orders all
activities at the agency level.

The Director is assisted in his duties by his deputy Mr NKEM MUNGONG

who supports the main Directorate in its actions, each of which is attached to a
secretariat which is responsible for coordinating the related activities.

 The Human Resources Department (SRH)

He is responsible for the overall management of human resources. At the
head of this service is Mrs. NDI Périne .

It is composed of three (3) major sections, namely the medical expenses section,
the accounting and financial section and the Administrative section.

 The Medical Expenses Section 

The bank is responsible for reimbursing the agent eighty percent (80°/ ° ) of
the amount paid for the purchase of medicines and hospitalization costs
following the prescription of a doctor or regularized by the medical adviser.
BEAC; he is recruited by the bank in order to take care of and assist the bank in
the care of its agents.

 The Accounting and financial section

She is responsible for taking care of all the bank's accounting operations,
with regard to human resources, namely: payroll, interim expenses, mission,
leave and end-of-month statements.

 The Administrative section

It is responsible for organizing recruitment, the national competition, the
monitoring of trainees and internal training for agents. It also draws up
attendance sheets and reports of delays which give an idea of the bank's staff but

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also investigations of agents in order to see if they comply with schedules and
regulations.

The legal affairs department is responsible for the management of seizures,

attributions, legal decisions of the competent and different courts that the bank
could have with third parties.

 The Protocol and Public Relations Service (SPRP)

This Department is responsible for the reception, accommodation, care and
comfort of the Bank's personalities and its guests. He also takes care of public
relations. The protocol section is organized into three (3) sub-sections: the
protocol sub-section, the public relations sub-section and the invoice processing
sub-section.

 The Accounting and Financial Operations Department (SCOF)

It is responsible for centralizing accounting operations, analyzing SYSTAC
clearance accounts, maintaining the position of cash accounts, centralizing all
public accounting operations. He also deals with operations with the treasury,
presides over clearing operations with commercial banks, processes good
transfers, checks and transfers. This service includes the following three
sections: general accounting and budget control treasury.

The accounting department uses an application called SYSCO BEAC: the

Head of this department is Ms. FEUDJIO ASSOMO Nathalie.

 The Balance of Payments Study Service (SEBP)

He is responsible for studying the relations between Cameroon and its
various collaborators, in order to determine at a given moment whether its
situation is surplus or deficit. In addition, this service is responsible for the
collection of business information, the distribution and collection of business
questionnaires, the distribution of newspapers, the management of the library
and finally the development of the note situation and the Agency report.

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 The IT and Telecommunications Service (SIT)

It is responsible for developing computer applications, distributing computer
applications and software, managing, maintaining and operating computer
equipment, securing systems and networks, assisting employees in the use of
computer equipment. In addition, this service assigns security clearances related
to the use of computer equipment by BEAC staff. The head of this service is Mr
André NJEPEL.

 The Funds Movements Service (SMF)

This is a service that can only be found at the central services of the BEAC,
and at the Douala branch, in the other branches this service is attached to the
monetary issue. It is the service responsible for receiving and distributing funds
throughout the sub-region. Douala being the Pilot Center, it receives instructions
from the Central Services for the receipt and distribution of funds, in strict
compliance with the quotas set.

 The Monetary Issue Service (SEM)

The Head of this service is Mr BESSONG. It proceeds to the recognition,
following the payments made by the commercial banks of the banknotes listed
during the sorting state. This service also receives tickets sent to it by other
Member States. He is responsible for sending and receiving funds between the
Douala Agency and the other Agencies. This service is subdivided into three
sections: cash register, sorting and study and statistics.

 The Management Service (SGES)

The Administrative Management Service occupies a very important place

within the Douala Branch, because it is at the center of the bank's management
activity. Mrs. Myriam Solange ABEGA, is responsible for this service, she is
responsible for;

-Development of the budget and the collective budget.

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-Monitoring of commitments and execution of the budget. Purchasing center

(purchasing rationalization to control expenses and benefit from economies of
scale.

- Supplier relationship management.

-Management of relations with consumers of articles and services.

- Follow-up of stocks in stores and commissaries.

- Follow-up of inventories and calculation of depreciation.

- Provision of securities (checks from agents, transfers, direct debits) and

compensation (SYSTAC).

 Wealth management 

Its section head is Mr EFON Patrick, whose role is:

 The purchase and inventory of office and housing equipment,

 Monitoring the maintenance of office and housing equipment,
 Monitoring of contracted services,
 Maintenance and fueling of liaison vehicles,
 Scrapping and accidental removal of equipment from inventory,
 The various supply of housing,
 The purchase of small supplies and spare parts for services under contract,
 The collection of pro forma invoices for the preparation of the equipment
and investment budget,
 The purchase of equipment on behalf of other centers.

It is because of its broad field of activity and its connection with the other
Services that the Management Service is split in two. Throughout the course we

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were in turn in its different sections and cells. Our journey has enabled us to
collect information on the functioning of the different sections and the choice to
focus on this aspect related to the heritage of the ESMS.

After the presentation of the different services that make up the BEAC
Douala agency, we will talk about the course of the internship within this
structure.

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SECTION II: THE DIFFERENT MANAGEMENT PROCEDURES

RELATED TO HERITAGE AND INTERNSHIP PROCESS:

Asset management is done in two ways: the assessment of the company's

asset balance sheet, management according to the person's risk aversion, their
hopes of gain and their long-term objectives and finally the management of risk
and profitability of assets as well as financial flows in order to cover daily,
recurring and exceptional expenses.

All the actions we perform in Oracle SYSCOBEAC generate accounting entries.

II: ACQUISITION AND REGULATIONS

 II-1 ACQUISITIONS
A- Productions

These are constructions made by the company which extend over several
periods and which will only be depreciated upon final acceptance. The
construction follows several stages including:

 Preparation of the construction program: clear detail of the bank's needs.

 The architectural competition: for the construction of branches and
offices, the Bank calls upon the architects of the State concerned.

On the other hand, when it comes to national directorates, it calls upon

architects established in the CEMAC zone.

 The summary, detailed preliminary project and the call for tenders;
 The choice of the control office, decorating agents;

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 Settlement, provisional then final acceptance: the latter always takes place
at least one year after the provisional one. The amounts are definitively
settled after the last receipt.

Purchases of goods and services (equipment and furniture, office supplies,

cleaning products, etc.) are initiated following an observed need. Equipment and
furniture are acquired locally or abroad. Sellers must be able to provide after-
sales service. It is the responsibility of the management department to negotiate
the terms of purchase and the price. To this end, he must periodically review the
conditions of sale with the suppliers. The latter are either chosen following a call
for tenders or following consultation with at least three suppliers.

B - Purchase of fixed assets

The choice of land is linked to certain constraints, including the need for a
large land. In fact, the space must be acceptable from the point of view of the
bank, that is to say close to other banks and public buildings. In short, the site
must be interesting. It is also a function of a topographical and geographical
study which makes it possible to determine the quality.

The choice to operate, then comes the establishment and signing of the
contract. Negotiations are long. The land titles are kept by the central services
and the copies by the centers concerned and the National Directorate.

Buildings are generally not acquired. They are most often constructed.

 PURCHASE PROCEDURE
- Needs

The Agents express their needs in a request according to a well-defined

form, they describe their needs there. This request includes the signature of the
applicant, his head of section, his head of department and then the visa of the
head of the management department. It is then sent to asset management, which
is responsible for collecting pro-forma invoices from suppliers. The needs
expressed by the service provider company under contract after their various
visits are contained in their report which serves as a request. The latter does not
require all the aforementioned signatures.

A note of opportunity is then written addressed to the Director of the Agency

entitled "NOTE TO THE ATTENTION OF THE DIRECTOR" requiring

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his approval. The Management Department proposes to the director the most
advantageous supplier, gives the account number in which the expenditure will
be allocated as well as the availability of this account, if the available ones are
insufficient, choose another management account that can support transaction or
send a fax to Central Services requesting a credit extension. This note bears the
visa of the Agent who entered the case and that of the Head of Section who
transmits it to the Head of the Management Department for visa, to the CIC for
budgetary control and then to the Deputy Director for his opinion.

The agreement gives rise to the establishment of the purchase order.

 Order

The order must give rise to offers from at least three suppliers. Each Center
makes its own purchases. The establishment of the purchase order occurs
following that of the detailed state of the charge orders.

 Detailed statement of order allocations (EDIC)

The detailed statement precedes the order form, it indicates the details of the
accounts that will be charged during the operation and allows the funds that will
be used for payment to be reserved. It is established in the PO module
( purchasing Oder) of the Oracle software using the pro-forma invoice. Entering
the EDIC requires several pieces of information related to the pro-forma invoice
(supplier name, pro-forma invoice number, pro-forma invoice date, goods,
choose the category concerned) then enter the "details" of the invoice pro-forma
in "description" then delivery, charges, provision: responsibility center (Douala)
date GL (General Ledger ), charge, record the purchase order number generate,
deliver and charge, approve reserve, submit for approval , send, confirm to ok.
This document requires online validation by the Agency's hierarchy. The
physical part of the document follows the same path to the approval circuit
(workflows).

 Purchase order
This is a document on the basis of which the operation will be carried out. It
is drawn up in duplicate: the original is given to the supplier and the copy kept
by the Bank for the sake of traceability, that of the supplier must specify that the
Bank is exempt from any tax. Its approval circuit is as follows: after the visa of
the Agent and that of his Head of Section, it is sent to the Head of Management
Department, then to the Deputy Director, then to the CIC (internal control unit)

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and finally to the Director agency for signature. The procedure is also done in
Oracle PO.

 The Reception
This operation is done in two stages: physical and system reception.

 Physical reception
It is made by the PCS in the presence of budget control, the Agent initiating
the order and the CIC. It is done using the delivery note and the order form. The
PCS verifies the authenticity of the equipment and furniture delivered. A partial
receipt can take place but the system receipt will only take place when the total
delivery. The delivery note bears the signatures of all the Agents present during
the inspection.

 Docking (MAQ)
This is the system receipt made in PO. Which consists of ticking in front of each
element of the order in the box to certify receipt. Which generates the docking
number, note it on the invoice after having affixed the docking stamp on it, and
the mention "good to pay". Validate then stamped by the Agent who made the
system reception then the file is transmitted to the accounting so that the
provision of funds is made.

 Reception available (MAD)

This is the reception relating to the registration of the items delivered in the
PO module; the order being previously recorded in the same module. This
system is manifested by the transformation in the GL module of the commitment
in charge actually charged to the dedicated natural account. This is done by the
Agent initiating the order and the Budget Control Agent, using the delivery note.
Indeed, the initials containing the receipt number of the MAQ will be sent to the
Accounting Department, more particularly to the Budget Control Officer who
will proceed with the MAD , that is to say, the taking into account and the
validation of the delivery note number, still in the PO module and it is at this
stage that the charge account is actually impacted in the system. Following this

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step, comes the receipt of the invoice. The file is then returned to the
Management department so that the invoice can be processed.

 Rules

 a-Invoice without order

The process previously described for processing invoices with orders
remains the same, with the exception of the opportunity note, the purchase order
and the physical receipt. Unlike invoices with order, the procedure begins with
the receipt of the invoice for processing in the AP module. There is no order to
establish because the invoices processed are linked to contracts concluded well
beforehand with service provider companies. These can be invoices (upkeep or
maintenance). These are more royalties paid, contracts acting as orders or
subscription sheets at regular intervals in view of the contractual clauses
respected.

 Invoice processing
The development of the CRO: On receipt of the invoice, the Management
Department draws up the report of the operations which reports the expenditure
incurred and the accounts moved in the AP ( Accounting Payable) module of
Oracle. (Specify if the invoice is or name based on a purchase order)
This CRO must reach the Branch Director for signature via the Head of
Section, the Head of Service, Budget Control and the SCOF.
The CRO must be validated and signed. It follows the same path as the
opportunity note. This document which certifies that the invoice processing
operation has been carried out.
The evolution of the CRO can be followed thanks to the workflow in the AP
and PO interface.

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In the Oracle, the yellow theme of the boxes is mandatory; the GL date
generally represents the transaction date added by a few days. It makes it
possible to limit or even avoid the suspension in accounting.

Payment occurs some time after the invoice has been processed. It is carried
out by another Agent of the Management Service (SGES) who ensures
beforehand the effective approval of the invoice by the hierarchy, and then
proceeds either to an internal method of payment (cash), or by bank transfer. At
this level, the circuit is shorter. The edited and endorsed payment notice is
signed by the Head of the Management Service (SGES) and the Branch
Manager. Once made, the transfer is presented to STAC (Central African
Remote Compensation System).

 PAYMENT NOTICE
Payment notices are processed by the Heads of Section in the AP module
after the return of the CRO. It is on the basis of this document that the settlement
will occur. The procedure is done in AP payment, the notice of payment follows
the usual circuit without passing to the CIC and finally transmitted to the Agent
in charge of the seizure.

-Regulations themselves
The entry of the opinions is done in the data generator if the document is
valid and signed by the Director, it is entered and then generated by the Head of
Service who prints it the State of the DATA Generated to transmit it to
SYSTAC which checks the agreement between the payment notices and the
status of the transactions generated. In the case of an internal payment, the
advice of payment is sent to the fund which takes care of the payment.

So to better understand the functioning of SYSTAC and GENDATA we will

present their missions in the structure.

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C- System of the Central African Remote Clearing System

(SYSTAC)
SYSTAC is a clear, secure, automated and dematerialized system that
processes large volume debit transactions that are not urgent, and whose unit
amount is less than 100 million CFA francs. More simply, it is a system
developed with the aim of dematerializing the means of payment of the BEAC;
but above all, it allows,

To carry out the compensation between the various primary banks which
had until then to send representatives within the BEAC, within the framework of
this operation.

The processing of data transfers before SYSTAC capture is an essential step

in the principle of payment of supplier invoices, it is the task in which the
service provider's account cannot be credited.

 The DATA Generator (GENDATA):

Gendata is a utility developed by the SYSTAC project team, to ensure the chain
of automation of the settlement of operations in SYSTAC from the service
initiating the operation .
The Gendata has an automatic control system, which makes it possible to
avoid the double entry of the same transfer and to carry out a database audit.
However, the Data Entry Agent keeps a record book of data information
(payment advice), and a classification of the transfer statements already
presented for capture, to enable the Service not only to monitor its operations
but also to respond effectively to requests from potential service providers.

 Gendata entry :
After making the delivery, the Agent produces a remittance advice
containing invoice and supplier information. This document is then transmitted
to another Agent of the same Service who, in turn, records the main data
specified by the payment notice. This step finally leads to the production of a

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report of Data transfers entered. This state has the particularity of containing
additional elements such as the supplier's bank account statement. It is therefore
on the basis of this report that the Head of Management in turn produces a report
of the Data Generated.

 The processing of data transfers before capture at SYSTAC:

This is an essential step in the process of paying bills. The DATA Generator
is the interface from which these transfers are entered. A data file is generated at
the capture station and routed through the SYSTAC and SYGMA interfaces.

D-REAL ESTATE MANAGEMENT AND MAINTENANCE:

Maintenance it constitutes:
- Recent buildings: these are buildings with complex installations. The control
must be careful.
- Old furniture: these are buildings with reduced facilities and simple
maintenance is provided through contracts with local companies.
- High-rise buildings: buildings whose habitable floor is 27 meters high (the
central headquarters)

 inventory and disposal.

 inventory
Physical inventory is a process of ensuring that fixed assets in a company's
production system match those actually in the structure. The company manually
verifies that the fixed assets match those in the system and that their locations
and unit counts are correct. To better locate the furniture in the Services. The
inventory number corresponding to each piece of furniture is affixed to it, must
be entered into the machine in FA exploitation, the process of calculating
depreciation also, it is done monthly. The depreciation method used by the
BEAC is linear. At the end of the month, we launch the processing of
depreciation and the program for creating accounting documents and
centralizing them in GL.

 Disposal

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The equipment and furniture transferred or discarded gives rise to

withdrawals from inventories, which must be materialized by a report signed by
the Head of Agency. A copy of this report is sent for the report to the National
Management and another to the Central Services. Items that have become
unusable must be destroyed or landfilled. For the rest, the Bank favors the
auction of equipment and furniture to its Agents, after having determined the
residual value. The determination of the session value and the disposal decision
are made in collaboration with the General Administration Directorate.

In short, the management of assets at the BEAC is a process whose

operations range from the need in a request for intervention to the auction or
sale, passing through the order, the physical and system reception, the payment
of the invoice , immobilization of movable and immovable property and
depreciation.

SECTION III: THE COURSE OF THE INTERNSHIP

The internship we carried out within the Agency at BEAC Douala, began on
July 2 to August 31, 2018. The schedule is from 7 a.m. to 3 p.m. with two (2)
breaks of 30 minutes to 8 a.m. and at 12:30 p.m. within the Agency.

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 III- THE MISSIONS OF THE INTERNSHIP 

We met the Head of Heritage Section Mr EFON Patrick, who presented the
entire Service to us. In accordance with the program established by our
supervisor Ms. EBENYE who gave us the codification of the ESMS. It was a
question for us of familiarizing ourselves with the procedures and the mode of
operation of the service. We were also given the opportunity to deepen the
information made available to us by the supervisors of the other Sections of the
ESMS. Our internship program therefore allowed us to go through the Heritage
Section, the Budget Section, the service providers section under contract, and
that of supplies and spare parts. We focused on the different management
procedures related to the BEAC's assets.

A. PERSONAL CONTRIBUTION

The objective of our academic internship was to understand the functioning

of the structure, and to adapt ourselves to a work environment which imposes
certain rhythms and constraints. It is appropriate at this level to share our
acquired experience:

B. HUMAN CONTRIBUTION

This internship reminded us of the theoretical concepts studied, allowed us

to cultivate the team spirit of punctuality and assiduity, the atmosphere was
relaxed between subordinates and respect for the hierarchy, we had some advice
from life and even personal development.

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Their hospitality and their devotion to supporting us with their precious time
that they devoted to us were most pleasing to me.

We have developed our skills of decision-making, reflection, responsibility

and professionalism, but also one of the greatest lessons we have acquired is that
of humility.

C.TASK PERFORM

Our passage allowed us to learn to:

 Write memos;
 Count the signatures and classify the accounting documents;
 Keep the store stock card
 Fill in the GENDATA register of the management service
 Better understand bank accounting;
 Take physical inventory;
 Take system inventory
 The handling of working software (ORACLE, WORK, EXCEL);
 Archiving;

D. NOTE AND SUGGESTION

 POSITIVE NOTE:

We have during our internship period made many positive and negative
remarks.

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The BEAC takes care of the health of its Agents by reimbursing their
medical expenses of at least 70% of the amount;
 In order to perfect and facilitate the mobility of its employees, it trains
them through internal courses and seminars;
 The order tracking system and the document approval circuit, although
long and cumbersome, make it possible to limit or even avoid any risk of error;
 Separation of functions: the system gives each Bank Agent a profile
specific to him through his registration number. Data Entry Agents cannot
validate their own work;
 Security and information are very important aspects. Security is applied at
all levels, both architecturally and on the IT network level; thus preserving the
security of goods, people and data;
 The presence of the bailiffs in charge of the delivery of the initials in the
Agency;
 The applied training of trainees;

 NEGATIVE REMARKS.

 The BEAC site is not updated causing some information to be unreliable;

 The BEAC does not have an up-to-date procedure manual (the “C”
codification of which we were aware dates from before 1999);
 Some tensions are perceptible between the Agents;
 The SYSCOBEAC is somewhat faulty, sometimes Oracle does not open
or if so very slowly;
 Slowness in the regularizations which leads to suspense;
 Slow internet connection

C. SUGGESTIONS.

At the end of this report, it will be desirable for us to propose some

suggestions.
 Update the BEAC website each year to provide the public with reliable
information on the Bank;

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 Update procedure manuals to facilitate internal control and training of

new employees and trainees;
 Improve relations between Agents by creating an activity to relax the
atmosphere and pressure related to work;
 Update the maintenance of the local network and the computer software
in order to offer optimal performance allowing all the services of the
company to be able to carry out transactions without ambiguity;
 Negotiate payment terms with suppliers;
 Improved the quality of the internet connection.

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IV-GENERAL CONCLUSION
At the end of this report, our period of two months of internship within the
BEAC Agence Douala, in particular in the Management Department, we
brought together the theory of the courses and the practice in the company. We
understand that all Bank Services are related in one way or another to the
Management Service.

This internship period allowed us to enrich our knowledge and skills in

management. We were able to develop many skills while making great strides in
our training thanks to the accomplishment of the various tasks described in the
report.

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BIBLIOGRAPHY :

Unpublished works : BEAC document

BEAC, "Codification "C" Management, Bank of Central African States,

23/03/1998"
 The FA module step by step
 Budget management: BEAC training and performance course
 The draft BEAC contract model
 Manual of operating methods at the level of the initiating accounting units
"PROCESSING IN GENDATA"

Sites visited:

www.beac.int

Actu.finance.fr

WWW.google.CM

LIST OF ANNEXES

 BEAC organization chart.

 Organization chart of the BEAC Douala Agency.
 Letter of recommendation for our internship.
Academic internship program.

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