MISFMS Implementation in ICAR Implementation of Management Information

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

MIS/FMS Implementation in ICAR 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

MIS/FMS Implementation in ICAR Finance Solution Overview 1 2 Grants and Budgeting • • EFC Budgeting Process Annual Budgeting Process – Non Plan (BE/RE) Annual Budgeting Process – Plan (Scheme wise) Drawl and Disbursement of Funds 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 • • 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 • • Employee Payroll Processing Pension Processing GPF and Gratuity Employee Loans and Advances 3 Finance - DDO Cycle and Audit and Accounts 4 Finance and Payroll Integration

MIS/FMS Implementation in ICAR 1. Logging into Oracle Application

MIS/FMS Implementation in ICAR Payables Processes Payables processes are classified into two: 1) Bill Creation 2) Approval & Payment of the Bill

MIS/FMS Implementation in ICAR 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

MIS/FMS Implementation in ICAR Bill Creation process

MIS/FMS Implementation in ICAR Bill Approval & Payment Process

MIS/FMS Implementation in ICAR Bill Creation - Manual Bill Creation

MIS/FMS Implementation in ICAR Bill Creation - Manual Bill Creation…. . cont. Enter Invoice Line Details

MIS/FMS Implementation in ICAR Bill Creation - Manual Bill Creation…. . cont Enter Distribution Details (Account Information)

MIS/FMS Implementation in ICAR Bill Creation - Manual Bill Creation…. . cont If TDS is applicable, select the applicable TDS section

MIS/FMS Implementation in ICAR Bill Creation - Manual Bill Creation…. . cont Automatic Funds checking

MIS/FMS Implementation in ICAR 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.

MIS/FMS Implementation in ICAR Bill Creation - Employee Advance

MIS/FMS Implementation in ICAR Bill Creation - Employee Advance …. . cont

MIS/FMS Implementation in ICAR Bill Creation - Employee Advance …. . cont

MIS/FMS Implementation in ICAR Bill Creation - Employee Advance …. . cont Validate the Bill

MIS/FMS Implementation in ICAR Bill Creation - Employee Advance …. . cont Initiate Approval Process

MIS/FMS Implementation in ICAR Objection Book Reports of Advances Given: Objection Book Report For Employees Objection Book Report For Petty Cash Objection Book Report For Contingencies

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

MIS/FMS Implementation in ICAR Settlement of Employee Advance

MIS/FMS Implementation in ICAR Settlement of Employee Advance Bill Numbers generated automatically once you save the transaction. …. . cont

MIS/FMS Implementation in ICAR Settlement of Employee Advance

MIS/FMS Implementation in ICAR Settlement of Employee Advance

MIS/FMS Implementation in ICAR Settlement of Employee Advance

MIS/FMS Implementation in ICAR Settlement of Employee Advance

Opening LC Account Basic steps (for LC Invoice) before entering Bill for LC MIS/FMS Implementation in ICAR

Opening LC Account …. . cont MIS/FMS Implementation in ICAR

MIS/FMS Implementation in ICAR Opening LC Account …. . cont

Opening LC Account …. . cont MIS/FMS Implementation in ICAR

MIS/FMS Implementation in ICAR Bill Creation (against LC) – PO Matched

MIS/FMS Implementation in ICAR Bill Creation (against LC) – PO Matched …. . cont

MIS/FMS Implementation in ICAR Bill Creation (against LC) – PO Matched …. . cont

MIS/FMS Implementation in ICAR Bill Creation (against LC) – PO Matched …. . cont

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

MIS/FMS Implementation in ICAR Bill Passing – Audit & Accounts …. . cont

MIS/FMS Implementation in ICAR Bill Passing – Audit & Accounts …. . cont

MIS/FMS Implementation in ICAR Bill Payment: 1) Bill Payment to Supplier 2) Advance Payments to employee/supplier/LC

MIS/FMS Implementation in ICAR Bill Payment …. . cont

MIS/FMS Implementation in ICAR Bill Payment …. . cont

MIS/FMS Implementation in ICAR Bill Payment – Electronic Payments

MIS/FMS Implementation in ICAR Bill Payment – Electronic Payments

MIS/FMS Implementation in ICAR 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.

MIS/FMS Implementation in ICAR TDS Challan Entry

MIS/FMS Implementation in ICAR TDS Challan Entry

MIS/FMS Implementation in ICAR Process TDS Payments

MIS/FMS Implementation in ICAR Generate TDS Certificate

MIS/FMS Implementation in ICAR Generate Form 16

MIS/FMS Implementation in ICAR TDS Quarterly Returns

MIS/FMS Implementation in ICAR LC Register

MIS/FMS Implementation in ICAR Electronic Fund Payment Report

MIS/FMS Implementation in ICAR Invoice Register

MIS/FMS Implementation in ICAR Cash Book:

MIS/FMS Implementation in ICAR Invoice Turnaround Report

MIS/FMS Implementation in ICAR Payment Voucher Report

MIS/FMS Implementation in ICAR Payment Advice Report

MIS/FMS Implementation in ICAR 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

MIS/FMS Implementation in ICAR Fixed Asset Processes

MIS/FMS Implementation in ICAR Asset Processes In Fixed Assets the main activities are: 1) 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

MIS/FMS Implementation in ICAR Asset process

MIS/FMS Implementation in ICAR Asset Capitalization Run “Mass Additions Create” report from Payables to transfer Asset that are invoiced.

MIS/FMS Implementation in ICAR Asset Capitalization Run “Mass Additions Create Report” to get the details of Asset and Corresponding Invoices.

MIS/FMS Implementation in ICAR Asset Capitalization Creating Asset for the Invoice test_LC_IN

MIS/FMS Implementation in ICAR Asset Capitalization Enter Depreciation Account, Asset Category, Asset Location etc and change queue status to ‘POST’.

MIS/FMS Implementation in ICAR Asset Capitalization Enter Asset Key (Source of Fund)

MIS/FMS Implementation in ICAR Asset Capitalization Run “Post Mass Additions” to register the asset

MIS/FMS Implementation in ICAR Asset Capitalization

MIS/FMS Implementation in ICAR 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.

MIS/FMS Implementation in ICAR Asset Addition (Gift/Donation)

MIS/FMS Implementation in ICAR Asset Addition (Gift/Donation)

MIS/FMS Implementation in ICAR Asset Retirement Find Asset to Retire

MIS/FMS Implementation in ICAR Asset Retirement

MIS/FMS Implementation in ICAR Asset Retirement

Asset Retirement MIS/FMS Implementation in ICAR

MIS/FMS Implementation in ICAR Asset Retirement

MIS/FMS Implementation in ICAR Transfer of Asset from One Institute to Other Institute

MIS/FMS Implementation in ICAR 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.

MIS/FMS Implementation in ICAR Asset Transfer Report ICAR Asset Transfer Out Register

MIS/FMS Implementation in ICAR Transfer of Asset from One Institute to Other Institute

MIS/FMS Implementation in ICAR Asset Transfer Report ICAR Asset Transfer IN Register

MIS/FMS Implementation in ICAR Depreciation Run Depreciation and Close Period

MIS/FMS Implementation in ICAR Fixed Asset Register Report

MIS/FMS Implementation in ICAR Fixed Asset Schedule Report

MIS/FMS Implementation in ICAR Asset Listing Report

MIS/FMS Implementation in ICAR 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

MIS/FMS Implementation in ICAR Receivable process

MIS/FMS Implementation in ICAR Bill for Sale to Customer

MIS/FMS Implementation in ICAR Bill for Sale to Customer

MIS/FMS Implementation in ICAR Bill for Sale to Customer

MIS/FMS Implementation in ICAR Receipt against Bill

MIS/FMS Implementation in ICAR Receipt against Bill

MIS/FMS Implementation in ICAR Receipt against Bill

MIS/FMS Implementation in ICAR Settlement of Employee Advance

MIS/FMS Implementation in ICAR Settlement of Employee Advance

MIS/FMS Implementation in ICAR Project Receipts

MIS/FMS Implementation in ICAR Project Receipts

MIS/FMS Implementation in ICAR Receipts – Employee Advance Recovery

MIS/FMS Implementation in ICAR Receipts – Employee Advance Recovery

MIS/FMS Implementation in ICAR Treasury Receipt-5 (TR 5)

MIS/FMS Implementation in ICAR General Ledger

MIS/FMS Implementation in ICAR General Ledger In General Ledger user will have following activity 1) Entering Journal Manually 2) Searching Journal from particular source 3) Posting Journal Manually

MIS/FMS Implementation in ICAR General Ledger – Enter Journal

MIS/FMS Implementation in ICAR General Ledger – Enter Journal

MIS/FMS Implementation in ICAR General Ledger – Search Journal Searching Journal based on Source

MIS/FMS Implementation in ICAR General Ledger – Search Journal

MIS/FMS Implementation in ICAR General Ledger – Post Journal

MIS/FMS Implementation in ICAR General Ledger – Submit Schedules

MIS/FMS Implementation in ICAR General Ledger – Submit Schedules

MIS/FMS Implementation in ICAR Appendix