Finance Department

Finance department is like a father of a family. Like a father, the finance department will take care of funds of an organization. It is the basic department without which an organization could not run the business at all. The preparation of financial statements requires the management to make estimates and assumptions considered in the reported amounts of assets and liabilities including the disclosure of contingent liabilities as of the date of the financial statements and the reported income and expenses during the reporting period. The Chief Financial officer (CFO) is responsible for formulating, Executing, and analyzing and preparing the Department¶s budget;

developing Department-wide accounting and financial policies and procedures and performing Department ±wide accounting reporting.

Accounts Department will handle the following:  To send funds position to the management on a daily basis  Maintenance of Bank book & Reconciliation on a daily basis  Maintenance of Imprest Petty Cash  To Maintain Books of Accounts (All Branches)

 To collect and consolidate branch Accounts and preparation of P& L and Balance Sheet on a quarterly basis.  Coordinate with purchase department and making payment to the supplier  Employees official Expenses reimbursed  Taking care of all Statutory payments and returns on time. .

FINANCE DEPARTMENT STRUCTURE IN AIKI LOGISTICS CHIEF FINANCE OFFICER GENERAL MANAGER ASSISTANT GENERAL MANAGER SENIOR EXECUTIVE SENIOR EXECUTIVE CASHIER (SUBRAMANIAN) EXECUTIVE (JAGAN) .

FINANCE DEPARTMENT FUNCTIONS Budget preparation Budget administration Cost allocation Accounts payable Payroll Fringe benefits Grants administration Monitoring service providers Technical assistance to service providers Contract administration Billing Property inventory General accounting records Fixed assets records Custody of funds Distribution of pass-through funds y y y y y y y y y y y y y y y y .

y y y y y y y y Cash flow Investments Debt administration Risk management Internal financial reports External financial reports Statutory reports Tax reports Marketing Department The term marketing has changed and evolved over a period of time. The Chartered Institute of Marketing define marketing as 'The management process responsible for identifying. anticipating and satisfying customer requirements profitably'. . these benefits will be provided and a transactional exchange will take place. today marketing is based around providing continual benefits to the customer.

planning. . Marketing requires co-ordination. competitor strategies analyzed. anticipated and exceeded. while at the same time ensuring that the satisfaction of these needs results in a healthy turnover for the organization. Marketing objectives. Through effective use of market and marketing research an organization. implementation of campaigns and a competent manager(s) with the appropriate skills to ensure success. goals and targets have to be monitored and met. should be able to identify the needs and wants of the customer and try to delivers benefits that will enhance or add to the customers lifestyle.Marketing Service SERVICE FOR INFORMATION IN MARKET If we look at this definition in more detail Marketing is a management responsibility and should not be solely left to junior members of staff.

HR department is very important for every organization. Human Resource Management is defined as planning. Personnel department is divided into three departments like: 1) Human Resource department 3) Employee relations department The main functions of HR department are as follows:  Recruitment and Selection  Induction  Performance management  Employee welfare  Training and Development  Employee Motivation  Administrative activities The main functions of Personnel department are as follows: . Organizing. individual and societal goals are accomplished . Directing and Controlling of Procurement. Maintenance and Suppression to the end that organizational. Development.HUMAN RESOURCE DEPARTMENT: According to Flippo. Compensation. Integration.

HRD STRUCTURE IN AIKI LOGISTICS . Policy matters  Wage board  Time office  Leaves of employees  Bonus  Statutory The Employee Relations department deals with following activities:  Disciplinary actions  Gratuity  Provident fund  Employee Standing Orders  Attendance  Manage Contract Labor  Trade union matters  Counseling  Statutory submission to government.

. Even personal counseling is also provided to the employees if needed.HR MANAGER SENIOR MANAGER ASSISTANT MANAGER ASSISSTANT MANAGER SENIOR EXECUTIVE EXECUTIVE EXECUTIVE EXECUTIVE EXECUTIVE In AIKI. They conducting trainings for those employees who needs training. recruitment is done either by consultancy or employer referral or by direct walk-ins.

This department has the expertise that allows them to prepare and process the documentation and perform related activities pertaining to international shipments. and road. y Obtaining. cost transit time and security. sea. Functions: y Researching and planning the most appropriate route for a shipment. excise and insurance requirements.Organization Functions: a. importer or another company or person. Freight Forwarding Departments typically arrange cargo movements to an international destination. the best means of transport. y Arranging appropriate packing. climate. y Offering consolidation services by air. weight. freight forwarder array. packing specifications and compliance with overseas countries regulations and fiscal regimes. Taking account of climate. Taking into account the type of goods and the customer¶s delivery requirements. checking and preparing documentation to meet customs. terrain. sometimes including dealing with packing and storage. delivery or warehousing of goods at their final destination. Taking account of the perishable or hazardous nature of the goods. airlines or road and rail freight (Indian Markets) operators. using the services of shipping lines. y Ensuring cost effective and secure solutions to small shippers with . A freight forwarder organizes the safe efficient movement of goods on behalf of an exporter. nature of goods and cost.

y Liaising with third parties to move goods by road. y Arranging charters for large volumes out of gauge or project movements by air and sea. such as sea freight or air freight. air or sea in accordance with customer requirements. political situations and other factors that could affect the movement of freight y At more senior level. y Arranging insurance and assisting the client in the event of a claim. y Transmitting data by internet and satellite systems.sufficient cargo to utilize their own dedicated units. y Acting as broker in customs negotiations worldwide to guide the freight efficiently through complex procedures y Arranging courier and specialist hand carry services y Maintaining visibility and control through all phases of the journey. including the production of management reports and statistical and unit cost analysis y Acting as consultant in customs y Maintaining current knowledge of relevant legislation. enabling real time tracking and tracing of goods. the role may also involve managing staff and overseeing activities within a department or specializing in a particular area. . y Arranging payment of freight and other charges or collection of payment on behalf of the client.

provides information on the rates. y viii. place of exports. Listing out the transshipment details and do the follow up. y Enquire about the place or commonly referred to as the destination port to which the shipper would like to export the cargo. y The type of container and the number of containers that the shipper would like to take. y Convincing the shipper of the services that company provides to be better than the other shipping service providers. y Analyzing the rate the shipper expects from his cargo movement . that he would like to export. y Informing the shipper the rate and negotiating with him. the schedules. y Enquire about the type and quantity of the cargo.b. Logistics Field: Bulk Operations The main function in this department includes identifying the customers and collecting information about the amount of material to be exported. name of the ship. Functions y Identifying the customers by the marketing person of this department. the arrival. the product. 1 7 . departure time. The department also undertakes cargo booking.Scheduling the arrival and department time of the vessel ix. transshipment details and does the follow up.

Warehousing A warehouse is a commercial building for storage of goods.c. etc. importers. y Arrival and clearance of vessels. y Nature and description of documents to be filed with kinds of bills of entry & shipping bill. exporters. y Check offences under the act y Refund procedures. Functions y Preparation of various kinds of bill of entry and shipping bill. e. wholesalers. customs. y Determination of value for assessment. They come equipped with loading docks to load and unload . y Conversion of currency. y Re-importation and conditions for free re-entry. y Procedures for assessment and payment of duties. y Prohibitions on imports and exports items. appeals and revision petitions. transport businesses. y Examination of merchandize at the customs stations. Warehouses are commonly used by manufacturers. The documentation process and clearing activities are done by this department. They are usually large plain buildings in industrial areas of cities and towns. Clearing and Forwarding (C & F) The main function of C&F department is to undertake the customs formalities on behalf of the exporters or importers.

or sometimes are loaded directly from railways. They also often have cranes and forklifts for moving goods. fire. Warehousing is an age old concept which can be used as sharp tool by original manufacturers to reach out directly to consumers leaving aside or bypassingimporters or any other middle agencies or person. The Warehouse are to be well guarded with safety provisions to counter pilferage. These systems are often installed in refrigerated warehouses where temperatures are kept very cold to keep the product from spoiling. The pallets and product are moved with a system of automated conveyors and automated storage and retrieval machines coordinated by programmable logic controllers and computers running logistics automation software. as automated storage systems can use vertical space efficiently. The Warehouses are in convenient locations & well connected by roads to facilitate on time delivery to customers. Most warehouses are completely automated. or Warehouse Management System. a database driven computer program. with some over 20 meters high. floods & other calamities. with no workers working inside. .airports. or seaports. The WMS is used by logistics personnel to improve the efficiency of the warehouse by directing putaways and to maintain accurate inventory by recording warehouse transactions. Modern warehouses are also used at large by exporters/manufacturers as a point of developing retail outlets in a particular region or country.trucks. and also where land is expensive. These high-bay storage areas are often more than 10 meters high. which are usually placed on ISO standard pallets loaded into pallet racks. This concept reduces the end cost of the product to the consumer and thus enhance the production sale ratio. The direction and tracking of materials in the warehouse is coordinated by the WMS.