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SSeeccttiioonn IIIIII

MMaannaaggeemmeenntt IInnffoorrmmaattiioonn SSyysstteemm ((MMIISS))

MMIISS FFoorrmmaattss

CCoommppiilleedd bbyy:: SSppaannddaannee

Compiled by Spandane Management Information System

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Index - Section III - MIS Formats

Format No. Para No. Subject

01 3 Daily Production data

02 3 Production Register / FG Stock (Day wise)

03 4 Order Register

04 4 Bill wise collection Register

05 4 Order book / UPR

06 4 Age wise analysis of Debtors

07 5 Material Inward Register

08 5 Material Receiving & Inspection Report (MRIR)

09 5 Material Issue Report (MIR)

10 5 Stock Register – Raw Material & Stores etc.

11 5 Stock Register – Work In Process (WIP)

12 5 Stock Register – Finished Goods (FG)

13 5 Stock Position – Raw Material Stock

14.1 5 Stock Position – WIP

14.2 5 Stock Position – FG

15 5 Purchase Order Status Register

16 6 Cash Statement

17 6 Bank Statement

18 6 Telephone Expenses

19 6 Power

20 6 Due date Diary

21 7 Interview Checklist

22 7 Personal Data Form

23 7 Staff Appraisal

24 7 Daily Attendance Report

25 9 Insurance Policy Register


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Format No. Para No. Subject

26 10 Record to be kept by security staff

27 10 Visitor’s Gate Pass

28 10 Record of Visitors

29 13 Profit & Loss Account

30 13 Expenses details

31 13 Capital Employed

32.1 13 Analysis of RM Stock & Production Yield (Qty)

32.2 13 Analysis of RM Stock & Production Yield (Qty)

33 13 Financial Highlights

Compiled by Spandane 1 Management Information System

Format No. 01 Subject Daily Production -- Process wise / Shift wise / Despatches Date

A Production Process wise (Qty.) Shift Remarks

1 2 3 Total

1 Process Name: Production Closing WIP




5 Process Name: Final Packing Production Closing WIP

B FG Despatches (Qty.)

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Format No. 02 Subject Production Register / FG Stock Day wise (Qty)

Product: _________________________Month: ___________________________Unit: ____________ Dates

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Production Less-Sales + Op. Stock Cl. Stock Dates

17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total

Production Less-Sales + Op. Stock Cl. Stock

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Format No. 03 Subject Sales Order Register Year

Order Customer’s Order Customer’s name, Address & CUS ID No.

Order details

No. Date No. Date Product Quantity Rs. Expected delivery

Billing details Invoice No. Date Qty billed Rs.

Sales Tax /VAT No. / Form

Remarks

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Format No. 04

Subject Invoice wise Collection Register

Month

Invoice Customer Invoice

value Collection Balance

No. Date Rs. Date Rs. Rs.

Note: Separate folios should be used in respect of each month.


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Format No. 05

Subject Order Book / UPR

Period

Unit

Product

Quantity

Nos.

Value

Rs.’000

UPR

Rs.

UEOB beginning of the year

Add: Cumulative Orders received till date.

Sub-Total

Less: Cumulative Orders cancelled till date.

Sub-Total

Less: Cumulative Sales to date

UEOB as at

Month’s Production

Budget order intake for the year.

Separate Report should be prepared for each Product.


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Format No. 06

Subject Agewise Analysis of Debtors

As on

LF Customer O/S Agewise Outstanding

Rs. Up to one month

> 1 month up to 3 M

> 3 months up to 6 M

> 6 Months


Format No. 07 Subject Material Inward Register

Period: ______________________________

Serial Purchase Order Supplier Item LR Chalan Qty Received No. Date No. Date No. Date No. Date Qty.

Purchase Bill Stock Register folio

MRIR

Bill no. Date Rs. PV No. No. Date

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Format No. 08 Subject Material Receiving & Inspection Report (MRIR)

Supplier Serial No of Material

Inward register

Purchase Order No. & Date MRIR No. Delivery Chalan No. & Date MRIR Date Vehicle No. Material Received on Material Inspected on

Sr. No.

Description Unit Quantity Stock register folio

Remarks

Ordered Received Inspected Accepted Rejected

Rejected Material Collected by supplier on Letter issued to Supplier on to collect the Rejected Material

Stores keeper Material Inspected by Works Manager

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Format No. 09 Subject Material Issue Report (MIR)

Batch No. MIR No. Issued on

Sr. No.

Description of Material Unit Qty. before this issue

Qty. issued Balance Qty.

Stock Folio

Remarks

Stores Keeper Receiver’s Signature Authorised by

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Format No. 10

Subject Stock Register

Category Raw Material / Stores / Packing Material /

Item description

Month

Quantity Unit:

Date Supplier Rate MRIR

Ref.

MIR

Ref.

Receipt Issues Balance

MRIR Material Receiving & Inspection Report

MIR Material Issue Report

Separate folio should be allotted to each item of RM etc.

One item with different specification should be treated as different item.


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Format No. 11


Category Work In Process (WIP)

Item description

Period

Quantity

Date Batch No. MIR Ref. Receipt Issues Balance

Note: Separate folio should be used in respect of each of the intermediate product

produced.


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Format No. 12


Category Finished Goods

Item description

Month

Unit

Date Batch No. Chalan Invoice Receipts Issues Balance

No. Date No. Date

Separate folio should be allotted to each item of FG.

One item with different specification should be treated as different item.


Format No. 13 Subject Raw Material Stock Position - RM (Qty.)

As On_______________________ Stock Folio

Raw Material Item / Code

Unit Opening stock

beginning of the year

Cumulative Receipts to

date

Cumulative Issues to

date

Closing stock at

end of the month

Average consumption

pm.

Ordering Level

Remarks

1 2 3 4 5 6 7=4+5-6 8 9 10 Note: All items of important Raw Material (classified as A & B category) should be included in the above report.

The same form may be used for reporting monthly movement of stock of A category of Raw Material. The following changes may be

made such as Opening stock of the month and receipts / issues during the month should be reported under column 4, 5, 6.

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Format No. 14.1 Subject Work in Process Stock Position –WIP (Qty.)

As On_______________________ Stock Folio

WIP Item / Code

Unit Opening stock


Cumulative Production

to date

Cumulative Consumption

to date

Closing stock at

end of the month

Average consumption

pm.

Remarks

1 2 3 4 5 6 7=4+5-6 8 9 10 Note: All items of important WIP (classified as A & B category) should be included in the above report.

The same form may be used for reporting monthly movement of stock of A category of WIP The following changes may be made such

as Opening stock of the month and Production /consumption during the month should be reported under column 4, 5, 6.

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Format No. 14.2 Subject Finished Goods Stock Position –FG (Qty.)

As On_______________________ Stock Folio

FG Item / Code Unit Opening stock


Cumulative Production

to date

Cumulative Sales to

date

Closing stock at

end of the month

Orders on hand

Production budget for

next month

Remarks

1 2 3 4 5 6 7=4+5-6 8 9 10 Note: All items of important FG (classified as A & B category) should be included in the above report.

The same form may be used for reporting monthly movement of stock of A category of FG The following changes may be made such

as Opening stock of the month and Production /sales during the month should be reported under column 4, 5, 6.

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Format No. 15

Subject Purchase Order Status

Purchase Order Supplier &

Supplier ID

Item /

Material

Qty. Exp. Date of

delivery

MRIR Purchase Bill Bill Paid on

No. Date No. Date No. Date Rs. on Rs.


Format No. 16

Location Factory / Branch / Head Office

Subject Cash Statement

Period

Date Particulars Cash V. No. Receipts Payments Balance

Rs. Rs. Rs.

Total

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Format No. 17

Location Factory / Branch / Head Office

Subject Bank Statement

Bank A/C with

Period

Date Particulars Cheque No. Bank V.

No.

Receipts Payments Balance

Rs. Rs. Rs.

Total

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Format No. 18 Subject Telephone Location Year

Telephone Number : Telephone Number : Telephone Number :

Period No. of Calls Rs. Period No. of Calls Rs. Period No. of Calls Rs.

Total Total Total

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Format No. 19 Subject Power / Electricity Location Year April to March

Meter Number : Meter Number : Meter Number :

Period No. of units Rs. Period No. of units Rs. Period No. of units Rs.

Total Total Total

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Format No. 20 Subject Due Date Diary

Month: ___________Year____________

Date Job to be done 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31


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NOTES:

a Separate page should be used for each month.

b The various matters requiring the track of due dates are illustrated below. The

said list is not exhaustive but should be revised / updated / enhanced in the light

of experience.

1 Renewal of insurance policy.

2 Repayment of Term loan installment.

3 Renewal of Cash Credit Limit.

4 Submission of Stock Statement to Bank and other data such as QIS statement etc.

5 Payment of Power bills, Telephone bills, water charges, property tax etc.

6 Payment of Rent, Society charges, service charges etc.

7 Payment of Statutory dues such as PF, ESIC, Prof. Tax, TDS, Advance Income

Tax, Sales/VAT Tax, Service Tax, excise duty, custom duty etc.

8 Renewal of factory license, Pollution control and various other licenses necessary

for the business.

9 Payment of Wages, Salaries, OT, Advance to workers etc.

10 Staff Appraisal and salary increment etc.

11 Filing of Income Tax Return, Tax Audit Reports.

12 Filing of certified copies of Audited Accounts, Annual Return etc. with Registrar

of Companies.

13 Filing of returns under various applicable Acts & Rules.

14 Filing of returns under various applicable Acts & Rules such as Income Tax,

Companies Act, PF Act, ESIC Act, Sales Tax, Professional Tax, Service Tax, Excise

duty, Customs etc.

15 Bank guarantees issued to customers.

16 Payment to be made of material received under LC.

17

18


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Format no. 21 Subject Interview Checklist

Name Post applied Interview date & Time

Ranking Sr. No.

Checklist Actual Minimum

expectation A Objective Factors: 1 Qualifications 2 Experience 3 Theoretical / Subject knowledge 4 Job Knowledge 5 Communication skills

B Subjective Factors: 1 Ambition /drive 2 Attitude towards work 3 Leadership ability

C General: 1 Family background 2 Salary expectations 3 References

GRADES: A-Excellent C-Average B-Above Average D-Below average

Signature of the person conducting interview




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Format No. 22 Subject Personal Data Form

1 Name: Mr./Mrs./Miss

(In block letters)

2 Father’s name /Husband’s name 3 Date of Birth & Birth place 4 Marital Status & Number of children

5.1 Employee code no. 5.2 Department 6 Local Address:

7 Permanent Address:

8.1 Contact details: Residence Telephone 8.2 Contact details: Mobile 8.3 Contact details: Email ID 9 Date of Joining:

10 Date of Confirmation: 11 Provident Fund No. 12 ESIC No. 13 Blood Group

14 Educational qualifications: Please attach certified copies of Mark list & passing certificates. Existing employees should give mark list etc. of courses passed during the year. Degree/Diploma Name of the

University Year of Passing

% Marks obtained

Class


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15 Previous Experience: Please attach the copies of experience certificates in case of new recruits. Existing staff should give details of experience in the company since joining.

Period of service Post Last salary drawn

Reason for leaving

Name & Address of employer

From To

16 References:

Give name & addresses of two persons not related to you and not ex-employees. Not applicable for existing staff. Name Address, Telephone no.,

email id etc. Position held

17 Salary on Joining: 18 Present Post & Salary Last 4 years statistics to be given.

As on Rs. pa. Post 31-03- 31-03- 31-03- 31-03

19 In case accident, please notify name

and address of the person to be contacted.

Date: ______________ Signature: _______________________ Note: The said format may be used at the time of recruitment.


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Format no. 23 Subject Staff Appraisal Date

1 Name

2 Address

3 Phone Number Residence: Mobile: 4 Qualifications

5 Present Designation

6 Job Responsibilities

7 Date of Joining 8 Designation at the time

of joining

9 Last promotion 10 Observations discussed

with concerned staff on

CRITERIA GRADE 1 Job Knowledge 2 Work Accuracy 3 Work speed 4 Follow up required 5 Sense of Responsibilities 6 Initiative 7 Awareness of Department Jobs 8 Ability to get the work done 9 Relationship with Colleagues & Assistants Overall Recommendation

GRADES: A: Excellent B: Above Average C: Average D: Below Average E: Poor

Signature of immediate superior boss.

Signature of Department head

Personnel Manager


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Format No. 24 Subject Daily Attendance Report Date

Location: _____________________ Sr. No. Number of employees

1 Employees Present 2 Employees on sanctioned leave 3 Employees on office duty (outside work, tour etc.) 4 Employees absent 5 Employees on Muster Roll (1 to 4)

Sr. No. Employees on Sanctioned Leave:

1 4 2 5 3 6

Sr. No. Employees on Office Duty:

1 4 2 5 3 6

Sr. No. Employees Absent:

1 4 2 5 3 6

Sr. No. Late comers:

1 4 2 5 3 6

Comments if any:

Time Keeper Manager Director


Format No. 25 Subject Insurance Policy Register Year

Sr. No.

Policy No. Insurance Company

Property Insured Property Location Risk Covered

Insurance Period Sum Insured Premium Remarks From To Rs’000 Cheque No. Paid on Rs.

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Format No. 26 Subject Record to be kept by Security Staff

Date: ________________

Sr. No.

Chalan Item Quantity Vehicle Time Remarks

Number date As per Chalan

Received Type Vehicle Number

In Out

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Format No. 27 Subject Visitor’s Gate Pass

VGP No:

Date:

Time In: Time Out:

Name of the Visitor & Address

Purpose of Visit

Name of the person to be met & Department

Signature of the Visitor

Signature of the person met & Time

Name & Signature of the watchman


Format No. 28 Subject Record of Visitors

Date Name of the visitor Time Purpose of visit

Name of the person to be met

Visitor’s signature

Watchman’s signature

Remarks

In Out

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Format No. 29

Subject Profit & Loss Account Month Value Rs.’000

This Month Cumulative to date Budget Actual % Actual % Budget % This year % 1.1 Sales 1.2 Excise duty 1.0 Net Sales (1.1 – 1.2) 2.0 Cost of Sales: 2.1 Raw Material consumed 2.2 Wages & Benefits 2.3 Manufacturing expenses 2.4 Sub-total (2.1 to 2.3) 2.5 Opening WIP & FG 2.6 Sub-total (2.4 + 2.5) 2.7 Closing WIP & FG 2.0 Cost of Sales ( 2.6 – 2.7 ) 3.0 Gross Profit ( 1 – 2 )

4.1 Salaries & Benefits 4.2 Administration & Selling expenses 4.3 Interest 4.4 Depreciation 4.0 Total (4.1 to 4.4) 5.0 Profit before Tax (PBT) ( 3-4 ) 6.0 Income Tax Provision 7.0 Profit After Tax (PAT) ( 5 – 6 ) 8.0 Depreciation 9.0 Internal Generation ( 7 + 8)


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Format No. 30

Subject Expenses Month Value Rs.’000

This Month Cumulative to date Budget Actual % Actual % Budget % This year %

1 Power 2 Fuel 3 Water Charges 4 Stores & Spares 5 Carriage Inward 6 Packing Material consumed

7 Total Manufacturing Expenses

1 Rent 2 Rates & Taxes 3 Repairs – Building 4 Repairs – Plant & Machinery 5 Repairs – Others 6 License Fees 7 Insurance 8 Printing & Stationery 9 Travelling

10 Conveyance 11 Postage 12 Telephone 13 Advertisements

Compiled by Spandane Management Information System 34

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This Month Cumulative to date Budget this year Actual % Actual % Budget % %

14 Commission 15 Carriage Outward 16 Electricity 17 Audit Fees 18 Legal & Professional expenses 19 Bank Charges 20 Vehicle expenses 21 Misc. Expenses

22 Total Administration & Selling Expenses


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Format No. 31

Subject Capital Employed As on Value Rs.’000

Last year end This Month Budget Actual Actual Budget This Year

1.1 Gross Fixed Assets 1.2 Less: Cumulative Depreciation 1.0 Net Fixed Assets (1.1 – 1.2)

2.0 Investments

3.0 Current Assets: 3.1 Stock of RM, WIP & FG 3.2 Debtors 3.3 Cash & bank balances 3.4 Loans & Advances 3.0 Total (3.1 to 3.4)

4.0 Current Liabilities: 4.1 Sundry Creditors 4.2 Customer advances 4.3 Others 4.4 Total (4.1 to 4.3)

5.0 Net Current Assets (3 – 4 ) 6.0 Preliminary Expenses

7.0 Capital Employed (1 +2 +5 +6 )

Financed By:

8.1 Share Capital 8.2 Reserves & Surplus 8.0 Total Net Worth

9.1 Term Loans 9.2 Cash Credit 9.3 Unsecured Loans 9.0 Total Debt

10.0 Capital Employed ( 8 + 9 )


Format No. 32.1 Subject Analysis of RM Stock & Production Yield (Qty)

For the Month: _____________________ Raw Material Opening

Stock Purchases for the month

Consumption during the month

Closing Stock Level of Stock in terms of Production

Level of Stock in terms of months

1 2 3 4 5 6 = 3 + 4 - 5 7 8 = 6 / 5 Add: Opening WIP Less: Closing WIP

1 Raw Material Consumed (Actual) 2 Standard Production ( units per Kg) 3 Standard Production (1 / 2 ) 4 Actual Production for the month 5 Production Loss (3 – 4) 6 Standard Consumption (4 x 2 ) 7 Actual Consumption (as above 1 ) 8 Material Loss (7 -6 ) 9 Production Yield = Actual Production / Std. Production

In case raw materials of different units are consumed say nos. /kgs/litres etc., it may not be possible to work out the variances as described above. In that case actual consumption will have to be compared with standard consumption as per Format No. 32.2

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Format No. 32.2 Subject Analysis of RM Stock & Production Yield (Qty)

For the Month: _____________________ No. Raw Material Unit Opening

Stock Purchases

for the month

Consumption during the

month

Closing Stock

Level of Stock in terms of

Production

Level of Stock in terms of months

1 2 3 4 5 6 7 = 4 + 5 - 6 8 = 7 / Col.5 below

9 = 7 / 6

No. Raw Material Unit Consumption

during the month

Standard consumption

per unit of production

Standard Consumption

5 x production

Raw Material

Loss

1 2 3 4 5 6 7 = 4 - 6

In case raw materials of different units are consumed say nos. /kgs/litres etc., it may not be possible to work out the variances as described above. In that case actual consumption will have to be compared with Bill of Material to arrive at the RM Loss/ Production Loss.


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Format No. 33 Subject Financial Highlights

For the Month: _____________

This Month Cumulative to date Actual Actual Budget

Budget This Year

A Production: Cost of Production Production Qty. Unit: Cost per unit Rs. Installed Capacity in terms of quantity Capacity Utilization % Production Yield %

B Marketing: Net Sales Rs.’000 Sales Quantity Unit: Unit Price Realization (UPR) Rs. Quantity Rejected Unit: Rs.’000 Rejections as % to Sales

C Debtors: Opening Debtors Add: Invoicing Less: Collections Closing Debtors Debtors Turnover Ratio days


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Age wise Analysis: This Month Cumulative to date Actual Actual Budget

Budget This Year

Up to 30 days >30 days and up to 90 days > 90 days and up to 180 days > 180 days

D Sundry Creditors: Opening balance of Sundry Creditors Add Purchases Less Payments Closing balance of Sundry Creditors Creditors Turnover Ratio days

E Inventory: Raw Material Work in Process Finished Goods Stores & Spares Packing Material Total RM Stock Turnover Ratio days FG Stock Turnover Ratio days

F Statutory Dues: Advance Income Tax Income Tax deducted at source Sales Tax/ VAT /GST PF / FPF


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ESIC Professional Tax Service Tax Custom duty This Month Cumulative to date Actual Actual Budget

Budget This Year

G Overdue Payment to Financial Institutions:

Interest Loan Installment

H Ratios:

In case of Multi product, Quantity details need not be given under serial number A & B. Separate Product wise Report may be generated.

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