Upload
dwayne-banks
View
230
Download
2
Embed Size (px)
Citation preview
File Covers the next cell of this flow chart
Purchase indent
Indent Approval
Purchase Order
PO checking
PO Approval
Gate Entry
Quantity MRRQA – QC
Bill Passing Paymentx
Computer at the Main Gate
Data Entry by “Front Store”
or by the “Security Guards”.
No editing rights
No facility except Gate Entry
Sub-Topics Covered
Fields available for gate entry.. As Gate person do not required so much function so as per his requirement only 3 buttons are allowed to him
As Gate operator selects the Supplier Name System show all pending Entries with the Supplier name, Usualy, no PO, then no Gate Entry
He fills up vendor bill number , dateTime in ( automatic )
1. Item received2. Quantity as per the Vendor bill3. Outer packages he received
Gate entry slip is ready
Some people print it on a small stickerThis sticker is pasted on the back side of the vendor
bill – This is non-pealable / non replaceable
Gate Entry registerHas the Colm for Manual signatures too
So, when Gate Stores gives vendors bill to the main stores, he gets signatures of main stores
Reduces risk of “missing documents”
BenefitMajor Problems reduced , if you have a ERP
running at the Main gate computer
1. Vendor cannot send anything excess2. Vendor cannot send the wrong material3. Auto alert to the stores4. Reduction of manual work of stores team
Gate Entry Series = How many ?
Best business Practice = 1. Single Series, single register, nothing allowed
in back date.2. Finsys has the capability to give you reports
separately for a) Material against POb) Cash / local market purchase material without POc) Customer Rejectionsd) Material From Job Workers,e) Material from customers for incoming job workf) Excisable / non excisable
Next Sticker or Stamp on the main gate ?
Best business Practice = Options are a) Bar Coded sticker pasted on back of
vendor’s bill ?b) Non Bar coded sticker (pasted on back of
vendors bill ?c) No sticker, just the traditional rubber
stamp continues as usual ?
Sticker or Stamp on the main gate ?
Best business Practice = 1. Finsys has the capability to give you
Stickersa) Paste them on back of the vendors billb) Will never be generated “twice”c) Rubber stamp can be done in back date,
this sticker will not allow that without your knowledge
d) Duplicate printout, even if allowed, will carry the words “ DUPLICATE” in bold
If you think that Security Guards cannot do this… think again.
More than 100 factories of our clients are working at main gate via the “security guard supervisor” doing the materials gate entry.
It also adds “discipline”.
SOP for “Local Market Purchases”If the item is a production item / or is significant and you want a proper record Make a PO + approve it as usualMake a MRR + QC as usualPass it in the books, as usual Only in this case, the vendor name will be “Local market” and it will be creditedAs soon as the field person, or purchase person gives an evidence that he has paid to this vendor, pass the entry ( Local Market , bill no xxx debit, and Mr ABC imprest account credit ) This is a model method. Full history is maintained of the inventory inwards and stock in handFull history is maintained of the PriceFull history is maintained of the consumption patterns Full history is maintained of the volume of funds moving via “local market” routeRisk of double payment claim by vendor is mitigatedYou also have a knowledge of which imprest person is holding how much money of the company, not yet squared off.
SOP for “Back Date Purchases”Simple Answer
Sorry, Not Allowed
=========================================================
Can you enter Gate entry In back date = NO, not permitted
Can you enter Gate entry by inserting a entryExample : between 1102 and 1103, can I enter a 1102A = NO, not permitted
=========================================================For expert Tax advice, contact Finsys Directors or your Chartered Accountants