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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
ICAR Finance Solution Overview
1
2
Grants and Budgeting
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EFC Budgeting Process
Annual Budgeting Process – Non Plan (BE/RE)
Annual Budgeting Process – Plan (Scheme wise)
Drawl and Disbursement of Funds
Procurement Process
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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
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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
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•
•
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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 :
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
Stores /Admin section
performs certification of
material/ Verification of
bill and forwards it to
DDO
Bills received by
Stores /Admin section
Initiate Approval of Bill
in the system
DDO forwards the File
to Audit and Accounts
section
DDO Validates the
Bill in the system
DDO Apply the
relevant TDS section
DDO Verifies the
physical Invoice and
prepare the bill in
the system
MIS/FMS Implementation in ICAR
Bill Approval & Payment Process
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
SF&AO/ Section
Incharge pass the
bill in System
After passing the
bill File will be
forwarded to
Cash Section
Cash Section
Makes the
payment in the
system
Cheque printing/
writing by Cash
Section
Cheque
Mode of
Payment
Electronic
Generate the Electronic
File and sends to bank
for NEFT/RTGS
Payment
Cash Book is
generated
automatically from
system
Generate Payment
Advice from system
and send to Supplier
via Email
Payment made to
Supplier/Employee
Bank released the
payment from the
respective institute
account to the suppliers
MIS/FMS Implementation in ICAR
Bill Creation - Manual Bill Creation
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
MIS/FMS Implementation in ICAR
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
Opening LC Account …..cont
MIS/FMS Implementation in ICAR
Opening LC Account …..cont
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
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
ICAR Cash Book:
MIS/FMS Implementation in ICAR
Invoice Turnaround Report
ICAR Invoice Turnaround Report
MIS/FMS Implementation in ICAR
Payment Voucher Report
ICAR Payment Voucher Report
MIS/FMS Implementation in ICAR
Payment Advice Report
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
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
MIS/FMS Implementation in ICAR
Asset process
Asset Bill passed in the
system(Payables)
Capitalization of the Asset
(Assets)
Automatic Generation of:
1. Fixed Asset Register’
2. Asset Schedule
3. Asset Listing
Manual Capitalization of
Assets (Gifts/ Donations/
Transfers)
Depreciation Calculation
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 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
MIS/FMS Implementation in ICAR
Asset Retirement
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
ICAR Fixed Asset Register Report
MIS/FMS Implementation in ICAR
Fixed Asset Schedule
ICAR Fixed Asset Schedule Report
MIS/FMS Implementation in ICAR
Asset Listing Report
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
DDO Creates an Invoice
by selecting the
customer and the nature
of revenue
Automatic Accrual
entry (Customer is
Debited and Revenue
is Credited) is
generated in system
DDO Creates a
Miscellaneous Receipt
in the system
Create a standard
receipt against the
Invoice
Automatic receipt
entry ( Bank account
is Debited and
Customer is Credited)
is generated in system
Automatic accounting
entry debiting the Bank
and crediting the
Revenue
Treasury Receipt 5
(TR5) extracted from the
system
Customer Invoice
required
Yes
No
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 (TR5)
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