Process Description

GL Creation

Input

Requirement from
Units / HO

FICO

Ver.

Last Modified

Prepared By

Suraj Prakash

Output

Requirement
based on New or
Break up purpose

Approval by
Finance HOD

Creation by
Manager Accounts

Communication to
the Requestor and
Units about the
new GL

End

List of GL

Process Description
Bank Master Creation

Input

Requirement from
Units / HO

FICO

Ver.

V 2.0

Last Modified

Prepared By

Suraj Prakash

Output

Approval by
Finance HOD

Creation by Manager
Accounts

End

List of Bank

Process Description

Document Type Master / Loan Type

Input

Requirement from
Units / HO

FICO

Ver.

Last Modified

Prepared By

Suraj Prakash

Output

Approval by
Finance HOD

Creation and Grouping

for With GL Recon

End

List of Document
Type

Process Description

Ver.

Asset Master Creation

Input

FICO

Create Asset
Master

Generate Asset
Number

Send detail to
User

End

Prepared By

Suraj Prakash

Output

Approved HOD

Receive request
from User Dept.

Last Modified

Details of asset class,

description, depreciation
rate/useful life need to be
determined in consultation
with Corporate Finance

Process Description

Ver.

Debit Notes/Credit Notes-Supplier/Customer

Input

FICO

Dr Note/Cr Note
Request

Last Modified

Prepared By

Suraj Prakash

Output

Posted at respective
location where PO, WO &
SO. prepared

Purchase Dept
Approver will be one level
higher than the person
who authorised WO or PO.
In case of Sales, the
approver will be Marketing
HoD & CFO

Entry Posted by
Accountant, after
Purchase Dept /
QM dept approval

Print Copy of Dr/Cr

Note

Control required for

1.Cr note on Creditors

Dr/Cr Note

Signed By HoD

Reports
Send to Supplier/
Customer

End

Process Description

Ver.

Last Modified

Bill Passing-PO-Services

Input

Prepared By

Suraj Prakash

FICO

Output

Invoice from
Vendor
Document Requirement:
1. Invoice
2. Service Order Reference
3. Service Entry
Acceptance No

Service
Acceptance from
User Dept

Other than Trans

Service Type?

Transport

Overseas
Invoice verification
and Posting with
considering TDS &
WCT.

Pay applicable
TDS & Service
Tax

Verify and post

considering GTA
Payment and TDS

Verify and post

considering
Liability and Credit
availment
Service tax
process for
Availment

Pymnts_Ft for
Payment &
Overseas
Services for
Availment

See GTA
process for
cenvat
availment

Payment

Reports

End of Process

Process Description

Ver.

Last Modified

Payments-Vendor and Statutory Payments(Local)

Input

Suraj Prakash

FICO

Prepare payment
due list

Prepared By

Output

The following payments

are covered:
1.Supplier Payment
2.Service Vendor Payment
3.EMD/Deposit repayment
4.etc

Select vendors for

payments

Consider payment terms

as per PO
If any advance, LD and
retention condition
If service vendor
consider TDS

Interface
Cheque
Prepration
SBI?

Process By SBI
Location Upload and
Retrive Authority
CBE & CHE

Process Cheque
and Print / Prepare
Cheque

Sent to HO for
signature and
receive signed
cheques

Factory
Pymnt?

Print Chq at Location

N

RTGS

Reports

DD

N
Dispatch to
Vendor with
advice

End

Credit to Vendor
Account by Bank

Hand over Cheque

with bank and get
DD

Process Description

Ver.

Payments-Employee-Salary Related

Input

HR

FICO

Last Modified

Prepared By

Suraj Prakash

Output

Accept Advice /
loan approval

Post Payment
Entry

The following payments

are covered:
1.Salary related
2.Bonus
3.OT
4.Employee Advances

Transfer Money
Vis through online
banking
Reports

Confirmation from
employee

End

Process Description

Ver.

Last Modified

Payments-Advances and Deposits

Input

Suraj Prakash

FICO

Output

The following are the types

of advances/deposits:
1. Trade Advance
2. Deposits with Statutory
Authorities
3. DownPayments
4.Staff Advance
5. EMD
6.Admin fee for Distillery

Verify with PO, if

applicable or other
supporting document

User Request with

approval

Prepared By

Prepare Cheque
post entry for
Deposit (CA)

Factory
Payment?
Reports

Sent to HO for
signature and
receive signed
cheques

RTGS?

Credit to Vendor
Account by Bank

DD?

Dispatch to
Vendor with advice

End

Send Cheque to
Bank for DD

Process Description

Inter Bank Transfer

Input

Request by HoD
Unit/Corp/HO

FICO

Ver.

Last Modified

Prepared By

Suraj prakash

Output

Accept request by
HoD Finance

Post document for

fund transfer

Reports
Both books of accounts
automatically updated for
payment and receipt

Prepare Cheque / Advice

for requested amount and
send to bank for RTGS /
Account Trans

Send email to requester

End

Process Description

Ver.

Receivable (Cheque, DD & RTGS)

Input

V 2.0

FICO

Receive
instrument

Customer

Marketing
The following Receipts are
covered:
1.Customer
2.EMD/Deposit repayment,
etc

Once Receive
Confirmation from
bank Entry is
closed

End

Prepared By

Suraj Prakash

Output

Cheque/DD

Check Deposit/RTGS/Cash

With Respect to receive

Instrument post entry in
the system

Last Modified

Deposit the same

in bank for
collection

Deposit Voucher
with instrument

Process Description

Ver.

Receipt-Advances and Deposits

Input

Receive
instrument
The following are the types
of advances/deposits:
1. Trade Advance
2. EMD

Prepared By

Suraj Prakash

FICO

MM / SD

Last Modified

Output

Cheque/DD

Deposit the same

in bank for
collection

RTGS

Post entry in finance

book for collection &
Advance (CL)

Confirmation from
Bank for receipt or
internet for Credit
with reference to
UTR nos

Release payment
after the job /
Period completed

End

Reports

Payment
Vendor

Process Description

Cheque Dishonor

Input

FICO

Ver.

Last Modified

Prepared By

Suraj Prakash

Output

Reverse receipt
entry

Advice from Bank

Post entry for bank

charges

If delivery is complete,
send legal notice

Inform Marketing
about dishonor &
Bank Charges

Dr Note
Process
SD

End

Reports

Process Description

Ver.

Internal Order Master-Capital

Input

Approved CEP

FICO

Update Budgets
for Internal Order

Release Internal
Order
Internal order will be
subject various levels of
release before it is ready
for posting.

Maintain
Settlement Rules

End

Prepared By

Suraj Prakash

Output

Create Internal
Order Master

Asset
Capitalization
-Overhead
Order

Last Modified

Process Description

Ver.

Last Modified

Suraj Prakash

Asset Retirement-Scrap & Deletion

Input

CEP

Output

FICO

Prepration of
aprroval from the
concern Unit

Prepared By

There should be the format

Details in the format:
1.Asset Name & History
2.Value & Depreciation
Provision

Format will go to
the Corporate for
approval

Approval based on
HOD

Depreciation
Provision needs to
be considered

Based on decision
entry will be
passed in the
Books of Accounts
(Scrap / Disposal)

End

Report

Process Description

Ver.

Last Modified

Suraj Prakash

Sale of Asset

Input

CEP

Output

FICO

Prepration of
aprroval from the
concern Unit

Prepared By

There should be the format

Details in the format:
1.Asset Name & History
2.Value & Depreciation
Provision

Format will go to
the Corporate for
approval

Approval based on
DAO

Report

SD Sales
Process

Post entry for gain/

loss on disposal

Collection
process

End

Entries will be made to

reverse existing provision
and account for gain/loss
on sale

Process Description

Ver.

Prepared By

Suraj Prakash

Asset Acquisition

Input

Last Modified

Output

FICO

CEP
Receive Invoice
with reference of
PO, MIN & Internal
Order

Approval as per
DoA

Internal Order

Excise / Customs
duty should be
avail cenvat credit

PO

MM-PO & MIN

Process

Direct

Direct / throuch
AUC

Directly usable
assets are booked
in Asset groung

CWIP

Directly not usable

assets are booked
in CWIP

Reports

After
commissioning &
Erection, Engineer
should certify for
commencement

Asset no allotment

Capitalization of
asset

End

Capitaisation
&
Depreciation

Process Description

Ver.

Period End-BRS

Input

Period End

Last Modified

Prepared By

Suraj Prakash

FICO

Output

Receive/Download
Bank Statement

Automatic Upload/
Manual Entry of
Bank Statement in
SAP

Run Clearing
Program

Check open items

in clearing account

End

Post clearing entries

between main bank
account and bank
transactions account

Items not cleared in the

bank transactions account
represent reconciliation
items.

Reports

Process Description

Ver.

Last Modified

FICO-45 :Asset Capitalization

Input

Approved CEP

Output

Internal Order
Type ?

Budget

Create Asset
Master

Asset will be
posted to AUC
with reference to
IO

MMPO Process

AUC
completed ?

IO will be posted a
specific GL expense
account until the
order is settled.

MM-GR
Process

Asset will be
posted to IO with
reference to a cost
center

Month-End
ProcessSettle IO-

Create Asset
Master

Y
Date of GR
will be date
of
capitalisation

Overhead

Investment

Direct
PO will be
created with
reference to an
asset number
generate at the
completion of
the previous
step.

Suraj prakash

FICO

Direct/
Budgeted?

Cap

Expense/
Capital?

Master Exists?
Maintain
Settlement Rules
Expense
Y

Prepared By

Maintain
Settlement Rules

Settle to Asset

End

Charge to
Appropriate
Expense

Process Description

Ver.

Month End

Prepared By

Suraj Prakash

Depreciation

Input

Last Modified

Output

FICO

Capitalisation
Ensure capitalization /
Settlement completed

Depreciation Key
assigned to the asset
master for Depreciation
run

Income tax Depreciation

will be processed
automatically and parallely
with Sch.VI Depreciation
process

Run depreciation
process & atomatically
entry will be passed in
the books of accounts

Automatically
asset register will
be updated

End

Reports

Process Description

C Form Tracking

Input

FICO

Ver.

Last Modified

Prepared By

Suraj Prakasj

Output

MM-PO
Creation
Receive
notification for all
PO/SO relevant for
C Form

Update C form
register with
details of vendor/
customer

Form 8-Issue
Form 10Receivable
Industrial input
Declaration Form
receivable
workings

End

Reports

SDSale Order