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

2. 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

3. 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

4. 1. Logging into Oracle Application

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

6. 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

7. Bill Creation process

8. Bill Approval & Payment Process

9. Bill Creation - Manual Bill Creation

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

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

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

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

14. 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.

15. Bill Creation - Employee Advance

16. Bill Creation - Employee Advance …..cont

17. Bill Creation - Employee Advance …..cont

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

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

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

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

22. Settlement of Employee Advance

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

24. Settlement of Employee Advance

25. Settlement of Employee Advance

26. Settlement of Employee Advance

27. Settlement of Employee Advance

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

29. Opening LC Account …..cont

30. Opening LC Account …..cont

31. Opening LC Account …..cont

32. Bill Creation (against LC) – PO Matched

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

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

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

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

37. Bill Passing – Audit & Accounts …..cont

38. Bill Passing – Audit & Accounts …..cont

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

40. Bill Payment …..cont

41. Bill Payment …..cont

42. Bill Payment – Electronic Payments

43. Bill Payment – Electronic Payments

44. 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.

45. TDS Challan Entry

46. TDS Challan Entry

47. Process TDS Payments

48. Generate TDS Certificate

49. Generate Form 16

50. TDS Quarterly Returns

51. LC Register

52. Electronic Fund Payment Report

53. Invoice Register

54. Cash Book
ICAR Cash Book:

55. Invoice Turnaround Report
ICAR Invoice Turnaround Report

56. Payment Voucher Report
ICAR Payment Voucher Report

57. Payment Advice Report
ICAR Payment Advice Report

58. 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

59. Fixed Asset Processes
IBM Confidential

60. 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

61. Asset process

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

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

64. Asset Capitalization
Creating Asset for the Invoice test test_LC_IN

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

66. Asset Capitalization
Enter Asset Key (Source of Fund)

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

68. Asset Capitalization

69. 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.

70. Asset Addition (Gift/Donation)

71. Asset Addition (Gift/Donation)

72. Asset Retirement
Find Asset to Retire

73. Asset Retirement

74. Asset Retirement

75. Asset Retirement

76. Asset Retirement

77. Transfer of Asset from One Institute to Other Institute

78. 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.

79. Asset Transfer Report
ICAR Asset Transfer Out Register

80. Transfer of Asset from One Institute to Other Institute

81. Asset Transfer Report
ICAR Asset Transfer IN Register

82. Depreciation
Run Depreciation and Close Period

83. Fixed Asset Register
ICAR Fixed Asset Register Report

84. Fixed Asset Schedule
ICAR Fixed Asset Schedule Report

85. Asset Listing Report
ICAR Asset Listing Report

86. 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

87. Receivable process

88. Bill for Sale to Customer

89. Bill for Sale to Customer

90. Bill for Sale to Customer

91. Receipt against Bill

92. Receipt against Bill

93. Receipt against Bill

94. Settlement of Employee Advance

95. Settlement of Employee Advance

96. Project Receipts

97. Project Receipts

98. Receipts – Employee Advance Recovery

99. Receipts – Employee Advance Recovery

100. Treasury Receipt-5 (TR5)

101. General Ledger
IBM Confidential

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

103. General Ledger – Enter Journal

104. General Ledger – Enter Journal

105. General Ledger – Search Journal
Searching Journal based on Source

106. General Ledger – Search Journal

107. General Ledger – Post Journal

108. General Ledger – Submit Schedules

109. General Ledger – Submit Schedules

110. Appendix