Van Sales. Ver : 1.6 AT/F/PR 07 Date : 12/07

Transcription

1 1. Objective The objective of this procedure is to describe all the activities associated with handling the accounts of. 2. Scope The scope of the activities defined in the procedure is applicable to the Finance Department of Axiom Telecom UAE 3. Inputs Sales / Stock Reconciliation Sheet Schedule Stock Requisition Form Credit Monitoring Report 4. Hierarchy and responsibility If the organization structure doesn t provide Senior ; all the tasks will be handled by with the full coordination with Account Supervisor. Page 1 of 17

2 5. Requirements Document No:AT/F/SOP Activity : Pre-activities Requirements KPI: Customers set up in system Manual Invoice P.O.S. (Laptop) Define Customer in ERP Define Site in ERP (each customer should be linked to particular site). In case of more than one van need to sell same customer, the site in ERP should be defined accordingly. Define Customer in ERP & Vision Define Site in ERP (each customer should be linked to particular site). In case of more than one van need to sell same customer, the site in ERP should be defined accordingly. If Customer with Credit: Credit limits/ credit in days to be recommended by Channel Manager, reviewed by Country Finance Manager and should be approved by Country VP in charge. Customers paying by cheques will be considered credit customers and limits need to be set initially since cheques take 2-4 days to be collected (in addition to bouncing back risk). Bouncing cheques When cheque bounced back; credit limits should be stopped, and payment collection transfer customer to cash or VP approval. No customer is allowed to be sold by more one van unless Account Supervisor is informed (by ) in order to updated in system Page 2 of 17

3 6. Activities Activity :Daily Collection (1) Input / Reference (POS Interface) Process Sequence Deliver Cage to warehouse & get signatory of Security confirming cage handover & no loose stock available in Van Salesman to start data inter- face and Day End Process (In Case of manual invoice due to data problem, correction should be in same day in coordination with IT) max. next day morning). KPI: Process Step Document No:AT/F/SOP-7A To ensure On-Time & Correct payment collection from van sales man Responsibility Salesman/ Security Salesman Record Generated Cage clearance Voucher issued by security 2 copies (new process) Day End Process and data transfer to ERP (Manual Invoices ERP/Order) Salesman/ captures sales order in ERP Sales order In ERP (POS Interface) (Manual Invoices ERP/Order) Sales reconciliation Customers Wise Payment Report (Vision) Billing History Report (ERP) Salesman/ accountant Vision/ ERP Report ERP Report (POS Interface) or (Manual Invoices ERP/Order) (Manual Invoices ERP/Order Confirm from manual invoice book that; all the invoices have been captured (from customer account in the system) to insure that no manual invoice is still pending (in case of any pending to be listed in the daily reconciliation) Confirm availability of Cage clearance Voucher received & collect copy to be kept with sales document. Upon receiving the amount & cheques, accountant will approve Customers Wise Payment Report (confirms data match in ERP is a must) in case customer wise report not available sales report to be used. Sales & return analysis report (vision) Billing History Report (ERP) (Customers Wise Payment Report) Sales & return analysis report (vision) or Sales report. Billing History Page 3 of 17

4 Billing History report (per customer) & reconcile the full money received as bulk since ERP doesn t have details of payment to be allocated at receipt creation level the details will be only possible Report(ERP) Sign and stamp (dated stamp) the above report Either sales return analysis/ sales report or billing history) as proof of receiving the money & documents. Moneys hand over (Salesman) to Van sales Issue money receipt voucher to the salesman identifying physical cash received & total cheques received in two different fields matching total sales in the report. Issue document listing all cheques received from that sales man (list of cheques received & customer name signed by salesman to be able to track bounced cheques responsible). Sales Return Analysis or Billing History & stamp in two copies one with & one with Salesman + money receipt voucher + list of cheques received by salesman signed. Place money in accountant Safe. Cash & cheques entry in system Process AR receipts according to payment mode per customer per van. (For cash, to be processed as one batch for all customers/ vans of that area & receipt reference will be money receipt voucher #s) (For cheques, the receipt number will be the cheque number with money receipt voucher #). ERP Applied or Unapplied Receipt Voucher Report. Receipts notes to match respective invoices Process Receipt Summary Report to catch receipts voucher and match it with related invoices ERP Summary Receipts Report & Applied or Unapplied Receipt Voucher Report. Page 4 of 17

5 Prepare cheques deposit as per bank standard rules of deposit (i.e. one deposit = one cheque, or 1 deposit = for several cheques listed per available fields, or if bank is having automated cheques deposit facility then no manual deposit done.) Bank deposit prepared 1- Consolidate all money receipt voucher against either sales return analysis or billing history reports for all vans. Verify total physical cash & cheques received (for each van sales accountant) match consolidated money receipt voucher End of shift & hand over to Senior accountant (If organization chart provide Senior else Van sales account Supervisor) Hand over is done with each & every van sales accountant separately (if more than one accountant in same location) 2- Verify list of cheques received & customer name signed by salesman against cheques available to insure nothing is missing. 3- Verify bank deposit slips for the cheques (if any) 4- Review ERP Applied or Unapplied Receipt Voucher Report confirming execution of entries related to that van sales accountant. / Senior (or Van sale Account Supervisor) Hand over receipt (Note: Handover Receipt is one book and different in serial number than money Receipt Voucher book per warehouse). 5- Issue hand over receipt to the consolidating all cheques + cash values received matching money receipt vouchers consolidated Senior 6- Place money in Senior / Supervisor Safe. Page 5 of 17

6 Deposit the money in the bank, and bring back the bank deposit slip to Senior as proof of deposit, and attached to the money & deposit collection receipt. Money Collector/ Senior Bank deposit slip If organization chart provides Senior or Money Collector Once bank deposit is done & deposit slip available (process receipt remittance through format remittance option in ERP. Senior Cash management updated Once online banking show money realized; clear the receipt from cash management. Senior Bank GL account is updated & cash management is cleared In case or Senior are located in different location of Van sale Account Supervisor Forward the consolidated sheets (Money receipt + Either Sales & Sales Return Analysis or Billing History Reports + customer cheque list + Applied & Unapplied Receipt Voucher Report + Bank deposit slip to Van sale Account Supervisor for review & approval. / Senior / Van sale Account Supervisor. Journal voucher of posted bank deposit entry. Note: if is not located in the same area then the full documents could be fax (scanned & e- mailed Recommended) for review & approval. If bank deposit slip is not available yet, internet banking could be used for verification. Page 6 of 17

7 Discrepancy (Cash Shortage) Incase of cash shorted found & verified while money is being collected from Sales man, to inform the Van Sales Supervisor prior to handover. After that; the form will be signed by both the & the Van Sale Supervisor mentioning the discrepancy found & obtain the Sales man signatory as proof of shortage. Note: Van sale Account Supervisor/ Country Finance Manager to be informed first thing in the morning. Senior & Van sale Supervisor Discrepancy signed to Van sale Account Supervisor/ Country Financial Manager. Discrepancy (Bounce Cheque) For Fuel Expenses Control In case of any cheque bounce problems, inform to the Sales man / Van sale Supervisor to take necessary actions. Any cheque bounces the replacement will be done thro' cash only nor by cheques. Also, any credit limit exceeds further clearance will be done thro' cash only. Warehouse Security should maintain Mileage Track Sheet for each van to be filled in daily basis. The mileage meter for each Van should be recorded before & after the daily rooting. The sheet should be reviewed - on monthly basis - by accountant to insure the fuel consumptions within the norms. Further, Supervisor should approve the same. / Senior, Salesman & Van Sale Supervisor Warehouse Security, Van Sales, Supervisor Activity Decision Review & Approval Mileage Track Sheet Page 7 of 17

8 Activity :Daily Collection (2) Input / Reference Process Sequence KPI: Process Step Document No:AT/F/SOP-7A To ensure On-Time & Correct payment collection from van sales man Record Responsibility Generated Receivable reconciliation done for all payment received on daily basis for any reconciliations + Confirm van receivables accounts nullified (Preparation of all ERP entries and receipts) Senior / / Account Supervisor Reconciliation Report Credit Note : Price reduction / any discount as per agreement Updates coming from sales for all products under price reduction. By sending by Manager to Account Supervisor. ( Account Supervisor inform his subcoordinates by ). Manager/ Van sales Account Supervisor Send for notification Issue Credit Note per customer The Sales man based on information received will prepare the Credit Note per customer Sales man Credit Note Can also recorded in the Invoice for proper control Credit note checked by the Van Sales. Verify the customer Credit Note against invoices sold in previous period (max 3 days old), verify price and received & book the CR in ERP. Credit Note / Invoice verified. Review Credit Note and approve/ modify if required. Deliver Credit Note to Sales man. Credit note to be used as mean of payment (deduction) from the next issued invoice to the customer. Senior / Account Supervisor Approved Credit Note Activity Decision Review & Approval Page 8 of 17

9 Activity :Credit Controlling / market collection Input / Reference Process Sequence KPI: Process Step Document No:AT/F/SOP-7B Monitor & Control the Credit Terms are maintained all Times Record Responsibility Generated Based on the credit Terms / Payment Terms The will run the Credit Monitoring Report after all transcriptions are completed in system (daily) Senior / Van Sales Supervisor Credit Monitoring Report The same report has been verified by the for credit limits / terms control Senior / Van Sales Supervisor Credit Monitoring Report The same has been given to the concerned man for follow up - to understand the available credit limits on each customer. Senior / Van Sales Supervisor t Credit Monitoring Report Where touching the limits / Exceeding the limits Any outstanding / Exceptional cases will be informed to Van Sales Supervisors/ Country Finance Manager for necessary actions Supervisor/ Country Finance Manager Activity Decision Review & Approval Page 9 of 17

10 Document No:AT/F/SOP-7C Activity :Inventory KPI: Variation should be Nil Input / Reference Process Sequence Process Step Responsibility Record Generated Weekly, based on the schedule the physical Inventory has been updated in the system Based on the internal account schedule, the will prepare for stock take for van warehouse (cage) Van Daily full stock counts on scheduled vans. Process to be started in the morning after cage stock refill. Van Note: process to be verified by accountant. Salesmen with off-line laptops to post all his transaction through data transfer on-line & once finished start working off-line Salesman/ Van accountant. Before stock take Confirm all SLO, SLI or Move orders posted in the system IT/ Van accountant IT confirmation e- mail Conduct the count & Generate the report from vision or ERP for reconciliations against physical. Van accountant / Salesmen Salesman sign physical stock count result Verify adjustment for variance if any in System Account Van sales Supervisor/ IT department Inform the Supervisor for necessary actions & approval. In case of shortage, send info for payroll to do salary deduction & inform CFM & Channel manager for gap. Account Van sales Supervisor Country Finance manager approve cycle count CFM Stock updated. Page 10 of 17

11 Activity Decision Review & Approval Document No:AT/F/SOP-7C Activity :Bank Reconciliation Cash / Credit KPI: Tallying bank account with books Input / Reference Process Sequence Process Step Responsibility Record Generated Cheques (both on time/pdc) reconciliation should be prepared on daily basis. Cheques should be kept in s safe as per maturity date sequence. (Daily; Receipt Journal report shows all matured cheques need to be deposited in Bank) Account Supervisor must insure that all the matured cheques for the day have been deposited before bank closing time. Prepare the reconciliation with supporting document for all pending payments ( Bounced/ PDC cheques, cash for the days deposit not yet done only non working days of the end of the month should be pending for cash deposits / Van sales Supervisor Receipt Journal Report , Reconciliation Report Recommendation: Cash management & bank reconciliation should be segregated & managed By GL to have job segregation & controls from different division. Coordinate cash bank account reconciliation with GL on daily basis to insure all bank deposits are cleared. Or accountant to do reconciliation depending on country setup GL / Van sales accountant Activity Decision Review & Approval Page 11 of 17

12 Activity : Day to Day Follow up (Manual invoices) KPI: Document No:AT/F/SOP-7C Input / Reference Initial manual invoice books handed over to each van-records to be provided to van sales account team for future control (van sales to issue the books when required in future) Process Sequence Insure that all manual invoices are captured into the system & system generated number reflected on the manual invoice & vise versa (manual invoice number included in the remark once being captured in the system). (Cancelled invoices to be provided by salesman to van accountant). Manual Book Log Sheet summery submitted with daily sales documents confirming the records of used/ cancelled Manual invoices, & verified by Van accountant. Confirm the serial number of manual invoices available with Vans match the records. (Last invoice number in the book per Van already captured into the system). Process Step Responsibility Account Supervisor Salesman/ Van accountant Account Supervisor/ Van sales Supervisor Record Generated Prepare weekly status on unresolved issues pending during the week to the Country Finance Manager. Pending issues related for more than one week time need to be addressed on top priority to insure repetitive mistakes are avoided. Activity Decision Review & Approval Account Supervisor/ Country Finance Manager Page 12 of 17

13 Activity : Day to Day Follow up (SLO, SLI) Sales return for Warehouse Retail Accounts Each day end report of pending SLO & SLI to be run to insure that all previous day orders, move orders and back orders are posted in Vision, ERP & logistic system. In case if pending transactions, inform Finance manager, logistic & managers for action. KPI: Document No:AT/F/SOP-4C Ensure daily Control on stock movement and on time status of store inventory Account Supervisor / logistic/ Van sales team Pending SLO, SLI Report Sales return for Phone care Each day end report of Pending SLO & SLI & move orders between van sales, phone care & service city to insure repair stock is followed up & inventory controlled. In case if pending transactions, inform Finance Manager, Phone care & Van sales managers for action. Account Supervisor/ Country Finance manager Pending SLO, SLI Report Prepare weekly status on unresolved issues pending during the week to the Country Finance Manager. Pending issues related for more than one week time need to be addressed on top priority to insure repetitive mistakes are avoided. Activity Decision Review & Approval Page 13 of 17

14 Activity :Stock controlling ( Issue / Receipt ) Input / Reference The Supervisor will also allocate the special items- Recommendation Process Sequence Requisitions Form - Van Salesmen - given for items needed to the Store Keeper for issue in evening KPI: Process Step Document No:AT/F/SOP-7D To maintain the physical stock variations as Nil Responsibility Sales man Record Generated Stock Requisition Form ( limits of distribution Loading of Items to be defined ) Check the stock Availability in system ( warehouse) Store Keeper All stock in system transfer will have their own reference no. to be matched for transfer between the locations Prepare available stock for deliver; prepare stock transfer out form (warehouse location out, Van location In). Capture SLO or move order / Store keeper each enter his location Stock Transfer movement Load the items in the van in presence of van driver, Van Salesman, Security & Store Keeper & get signatory of Salesman & Security Store Keeper Salesman, Security Update the Stock Transfer Out SLO for stock transfer done and approve the same Store Keeper Stock Transfer Out SLO Then the will verify the approval of Salesman, Security & Store Keeper Confirm - in (SLI) or Mover order for van location posted in the system Stock Transfer In SLI Stock Return Form will be made for items to be returned and given to the warehouse Salesman Stock Requisition Form (return) Page 14 of 17

15 Proper approval signatures to be made in Stock Transfer Out, Stock Transfer In, Stock Return Form Return physical stock in the presence of Salesman, Security & Store Keeper, generate the SLI or Mover order in warehouse location Store Keeper Signed Stock Requisition Form (return) by Security, Salesman & Store Keeper to verify the approved form & posting done of SLO or mover order in van location. Stock Transfer Out (form). Warehouse based on the Stock Transfer Out, the Stock Transfer In SLI or move order posted, the stock is updated in system. Store keeper Stock Transfer Out / Stock Transfer In Inspection of material during the receipt to be evidenced & Recorded, any damages to be recorded & Actions to be initiated for improvement- Recommendation Activity Decision Review & Approval Page 15 of 17

16 Document No:AT/F/SOP-7E Activity :Commissions KPI: Input / Reference Process Sequence Process Step Responsibility Record Generated AS PER COUNTRY STRUCTURE FOR COMMISSIONS Page 16 of 17

17 7. Outputs Receipt Voucher Cash / Cheque Deposit receipt Reconciliation Report Stock Transfer Out Credit Monitoring Report 8. Monitoring and Measurement Refer to Process Control Sheet 9. Forms and Records Name Sales / Stock Reconciliation Sheet Receipt Voucher Cash / Cheque Deposit receipt Invoice Reconciliation Report Credit Note Stock Transfer Out Stock Requisition Form Credit Monitoring Report Reference 10. Interfaces None 11. Process Tailoring None Page 17 of 17