mis/fms implementation in icar implementation of management information system (mis) including...

MIS/FMS Implementation in ICAR

Implementation of Management Information System (MIS) including Financial Management System

(FMS) in ICAR

User Acceptance Testing – Financials


Agenda

Financial Processes Overview:

1) 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

4) General Ledger

a) Journal Entry Creation

b) Journal Entry Posting

c) Journal Entry Search


• Employee Payroll Processing • Pension Processing• GPF and Gratuity• Employee Loans and Advances

• EFC Budgeting Process• Annual Budgeting Process – Non Plan (BE/RE)• Annual Budgeting Process – Plan (Scheme wise)• Drawl and Disbursement of Funds

• 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

• 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

Procurement Process

Finance - DDO Cycle and Audit and Accounts

2

3

4

ICAR Finance Solution Overview

Grants and Budgeting1

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 POa) Manual Bill Creation without POb) Manual Bill Creation with TDS

2) Bill Creation for Advancesa) Vendor Advancec) Employee Advanced) Petty Cash Advance

3) LC Creation 4) Bill Creation with PO

a) Bill Creation – PO Matchedb) Bill Creation with LC – PO Matchedc) Bill Creation for Asset – PO Matchedd) Bill Creation for TDS – PO Matched


Bill Creation process

DDO Verifies the physical Invoice and

prepare the bill in the system

DDO forwards the File to Audit and Accounts

section

DDO Validates the Bill in the system

Bills received by Stores /Admin section

Initiate Approval of Bill in the system

Stores /Admin sectionperforms certification of material/ Verification of bill and forwards it to

DDO

DDO Apply the relevant TDS section


Bill Approval & Payment Process

After passing the bill File will be forwarded to Cash Section

Cheque printing/writing by Cash

Section

Payment made to Supplier/Employee

Mode of Payment

Generate the Electronic File and sends to bank

for NEFT/RTGS Payment

Electronic

SF&AO/ Section Incharge pass the

bill in System

Bank released the payment from the respective institute

account to the suppliers

Generate Payment Advice from system and send to Supplier

via Email

Invoice File received by

Audit & Accounts Section

Dealing assistant in A&A section will capture the ‘File Received date’ in

system and verifies the bill

Cheque

Cash Section Makes the

payment in the system

Cash Book is generated

automatically from system


Bill Creation - Manual Bill Creation

Bill Creation


Bill Creation - Manual Bill Creation…..cont.

Enter Invoice Line Details


Bill Creation - Manual Bill Creation…..cont

Enter Distribution Details (Account Information)



If TDS is applicable, select the applicable TDS section



Automatic Funds checking



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



Validate the Bill



Initiate Approval Process


Reports of Advances Given:

Objection Book Report For Employees

Objection Book Report For Petty Cash

Objection Book Report For Contingencies

ICAR_Objection_Book_Employee

Objection Book


Settlement of Employee Advance

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



Bill Numbers generated automatically once you save the transaction.

…..cont


Opening LC Account

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


Opening LC Account …..cont


Bill Creation (against LC) – PO Matched


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 Payment

Bill Payment:

1) Bill Payment to Supplier

2) Advance Payments to employee/supplier/LC


Bill Payment …..cont


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

ICAR_TDS_Unchallan_Report


TDS Challan Entry


Process TDS Payments


Generate TDS Certificate


Generate Form 16

Form 16


TDS Quarterly Returns

Form 27A


LC Register

ICAR_LC_Register


Electronic Fund Payment Report

ICAR_Electronic_Fund_Transfer


Invoice Register

ICAR_Invoice_Register


Cash Book

ICAR Cash Book:

Cash Book


Invoice Turnaround Report

ICAR Invoice Turnaround Report

ICAR_Invoice_Turnaround


Payment Voucher Report

ICAR Payment Voucher Report

ICAR_Payment_Voucher


Payment Advice Report

ICAR Payment Advice Report

ICAR_Payment_Advice


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

ICAR_Objection_Book_Employee


Fixed Asset Processes


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

Automatic Generation of: 1. Fixed Asset Register’2. Asset Schedule3. Asset Listing

Asset Bill passed in the system(Payables)

Manual Capitalization of Assets (Gifts/ Donations/

Transfers)

Capitalization of the Asset (Assets)

Depreciation Calculation


Asset Capitalization

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

invoiced.



Run “Mass Additions Create Report” to get the details of Asset and

Corresponding Invoices.

Mass_Additions_Create_Report



Creating Asset for the Invoice test test_LC_IN



Enter Depreciation Account, Asset Category, Asset Location etc and change

queue status to ‘POST’.



Enter Asset Key (Source of Fund)



Run “Post Mass Additions” to register the asset

Mass_Addition_Posting_Report


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 Retirement

Find Asset to Retire


Asset Retirement


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

ICAR_Asset_Transfer_Out_Register


Asset Transfer Report

ICAR Asset Transfer IN Register


Depreciation

Run Depreciation and Close Period


Fixed Asset Register

ICAR Fixed Asset Register Report

ICAR_Asset_Register


Fixed Asset Schedule

ICAR Fixed Asset Schedule Report

ICAR_Asset_Schedule_Report


Asset Listing Report

ICAR Asset Listing Report

ICAR_Asset_Listing


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

Automatic accounting entry debiting the Bank

and crediting the Revenue

Customer Invoice required

DDO Creates a Miscellaneous Receipt

in the system

Yes

DDO Creates an Invoice by selecting the

customer and the nature of revenue

No

Automatic Accrual entry (Customer is

Debited and Revenue is Credited) is

generated in system

Create a standard receipt against the

Invoice

Automatic receipt entry ( Bank account

is Debited and Customer is Credited) is generated in system

Treasury Receipt 5 (TR5) extracted from the

system


Bill for Sale to Customer


Receipt against Bill


Project Receipts


Receipts – Employee Advance Recovery


Treasury Receipt-5 (TR5)

ICAR_Treasury_Receipt_Report


General Ledger


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 – Search Journal

Searching Journal based on Source


General Ledger – Search Journal


General Ledger – Post Journal


General Ledger – Submit Schedules


Appendix

mis/fms implementation in icar implementation of management information system (mis) including...

Documents

bill slide

bill creation b bill

bill creation receipt

bill validation

po b manual bill creation

lc creation

lc po matched c bill

misfms implementation