Implementation of Management Information System (MIS) including Financial Management System (FMS) in ICAR User Acceptance Testing – Financials

Agenda Financial Processes Overview: Payable Processes a) Bill Creation b) Bill Payment 2) Asset Processes a) Asset Addition b) Asset Retirement 3) Receivable Processes a) Bill Creation & Receipt against the Bills b) Receipts without bills General Ledger a) Journal Entry Creation b) Journal Entry Posting c) Journal Entry Search

ICAR Finance Solution Overview EFC Budgeting Process Annual Budgeting Process – Non Plan (BE/RE) Annual Budgeting Process – Plan (Scheme wise) Drawl and Disbursement of Funds Grants and Budgeting 1 Procurement Process Requisitioning Process with Budgetary Control PO Creation Process with Budgetary Control and EFC Linkage Receiving of Material and Inspection process of Items Tracking of Inventory Items maintained in Stores 2 DDO - Bill Preparation, Expenditure Sanction TDS Deductions, Bill Validation and Payment Processing Cash Books Preparation Handling of Advances Employee Expense Reimbursements with Budgetary Controls Revenue Bookings and Collections Fixed Assets Maintenance Trial Balance, Balance Sheet and Consolidated Financial Reporting Finance - DDO Cycle and Audit and Accounts 3 Employee Payroll Processing Pension Processing GPF and Gratuity Employee Loans and Advances 4 Finance and Payroll Integration

1. Logging into Oracle Application

Payables Processes Payables processes are classified into two: 1) Bill Creation 2) Approval & Payment of the Bill

Bill Creation Bill Creation : Bill Creation will be done by DDO (Drawing and Disbursement Officer). 1) Bill Creation without PO a) Manual Bill Creation without PO b) Manual Bill Creation with TDS 2) Bill Creation for Advances a) Vendor Advance c) Employee Advance d) Petty Cash Advance 3) LC Creation 4) Bill Creation with PO a) Bill Creation – PO Matched b) Bill Creation with LC – PO Matched c) Bill Creation for Asset – PO Matched d) Bill Creation for TDS – PO Matched

Bill Creation process

Bill Approval & Payment Process

Bill Creation - Manual Bill Creation

Bill Creation - Manual Bill Creation…..cont. Enter Invoice Line Details

Bill Creation - Manual Bill Creation…..cont Enter Distribution Details (Account Information)

Bill Creation - Manual Bill Creation…..cont If TDS is applicable, select the applicable TDS section

Bill Creation - Manual Bill Creation…..cont Automatic Funds checking

Bill Creation - Manual Bill Creation…..cont In case of TDS Invoices, 1 Credit Memo on Supplier and 1 TDS Invoice on Commissioner of Income Tax is generated automatically.

Bill Creation - Employee Advance

Bill Creation - Employee Advance …..cont

Bill Creation - Employee Advance …..cont

Bill Creation - Employee Advance …..cont Validate the Bill

Bill Creation - Employee Advance …..cont Initiate Approval Process

Objection Book Reports of Advances Given: Objection Book Report For Employees Objection Book Report For Petty Cash Objection Book Report For Contingencies

Settlement of Employee Advance After paying advances (shown in Payment Process), we need to adjust that advance.

Settlement of Employee Advance

Settlement of Employee Advance Bill Numbers generated automatically once you save the transaction. …..cont

Settlement of Employee Advance

Settlement of Employee Advance

Settlement of Employee Advance

Settlement of Employee Advance

Opening LC Account Basic steps (for LC Invoice) before entering Bill for LC

Opening LC Account …..cont

Opening LC Account …..cont

Opening LC Account …..cont

Bill Creation (against LC) – PO Matched

Bill Creation (against LC) – PO Matched …..cont

Bill Creation (against LC) – PO Matched …..cont

Bill Creation (against LC) – PO Matched …..cont

Bill Passing – Audit & Accounts Bill Processing: 1) Capturing the ‘File Received Date’ by Dealing Assistant 2) Bill passing by the SF & AO

Bill Passing – Audit & Accounts …..cont

Bill Passing – Audit & Accounts …..cont

Bill Payment Bill Payment: 1) Bill Payment to Supplier 2) Advance Payments to employee/supplier/LC

Bill Payment …..cont

Bill Payment …..cont

Bill Payment – Electronic Payments

Bill Payment – Electronic Payments

Bill Payment – For Bills with TDS After Receiving the Bill net payment to be paid to the supplier after deducting TDS and TDS amount need to be paid to Commisioner of Income tax.

TDS Challan Entry

TDS Challan Entry

Process TDS Payments

Generate TDS Certificate

Generate Form 16

TDS Quarterly Returns

LC Register

Electronic Fund Payment Report

Invoice Register

Cash Book ICAR Cash Book:

Invoice Turnaround Report ICAR Invoice Turnaround Report

Payment Voucher Report ICAR Payment Voucher Report

Payment Advice Report ICAR Payment Advice Report

Objection Book Reports for Advances: ICAR Objection Book Report For Employees – Employees Advance and settlement ICAR Objection Book Report For Petty Cash – Petty Cash Advance ICAR Objection Book Report For Contingencies – Contingencies Advance

Fixed Asset Processes IBM Confidential

Asset Processes In Fixed Assets the main activities are: 1) Asset Addition a) Asset Addition against Invoice b) Manual Asset Addition in case of Gift, Donation, Transfer etc 2) Asset Retirement a) Complete Asset Retirement in case of total damage etc b) Partial Asset Retirement in case of partial damage c) Retirement of Asset with selling price in case of Buyback, Transfer 3) Asset Depreciation

Asset process

Asset Capitalization Run “Mass Additions Create” report from Payables to transfer Asset that are invoiced.

Asset Capitalization Run “Mass Additions Create Report” to get the details of Asset and Corresponding Invoices.

Asset Capitalization Creating Asset for the Invoice test test_LC_IN

Asset Capitalization Enter Depreciation Account, Asset Category, Asset Location etc and change queue status to ‘POST’.

Asset Capitalization Enter Asset Key (Source of Fund)

Asset Capitalization Run “Post Mass Additions” to register the asset

Asset Capitalization

Asset Addition (Gift/Donation) In case of any other “Mode of Acquisition” apart from ‘Transfer’, Institute would be ‘000’(default). For transfer, institute would be destination institute.

Asset Addition (Gift/Donation)

Asset Addition (Gift/Donation)

Asset Retirement Find Asset to Retire

Asset Retirement

Asset Retirement

Asset Retirement

Asset Retirement

Transfer of Asset from One Institute to Other Institute

Transfer of Asset from One Institute to Other Institute For Transfer, note the NBV value as selling price should be equal to Net Book Value. For BUYBACK, it might be NBV or Negotiated price.

Asset Transfer Report ICAR Asset Transfer Out Register

Transfer of Asset from One Institute to Other Institute

Asset Transfer Report ICAR Asset Transfer IN Register

Depreciation Run Depreciation and Close Period

Fixed Asset Register ICAR Fixed Asset Register Report

Fixed Asset Schedule ICAR Fixed Asset Schedule Report

Asset Listing Report ICAR Asset Listing Report

Revenue and Receipts Processes Receivables Processes 1) Bill Creation 2) Receipt against Bill 3) Recovery of Employee Advance 4) Project Receipts 5) Recovery of Loans

Receivable process

Bill for Sale to Customer

Bill for Sale to Customer

Bill for Sale to Customer

Receipt against Bill

Receipt against Bill

Receipt against Bill

Settlement of Employee Advance

Settlement of Employee Advance

Project Receipts

Project Receipts

Receipts – Employee Advance Recovery

Receipts – Employee Advance Recovery

Treasury Receipt-5 (TR5)

General Ledger IBM Confidential

General Ledger In General Ledger user will have following activity 1) Entering Journal Manually 2) Searching Journal from particular source 3) Posting Journal Manually

General Ledger – Enter Journal

General Ledger – Enter Journal

General Ledger – Search Journal Searching Journal based on Source

General Ledger – Search Journal

General Ledger – Post Journal

General Ledger – Submit Schedules

General Ledger – Submit Schedules

Appendix