Section III
Management Information System (MIS)
MIS Formats
Compiled by: Spandane
Compiled by Spandane
Management Information System
Index - Section III - MIS Formats
Format No.
Para No.
Subject
01
3
Daily Production data
02
3
Production Register / FG Stock (Day wise)
03
4
Order Register
04
4
Bill wise collection Register
05
4
Order book / UPR
06
4
Age wise analysis of Debtors
07
5
Material Inward Register
08
5
Material Receiving & Inspection Report (MRIR)
09
5
Material Issue Report (MIR)
10
5
Stock Register – Raw Material & Stores etc.
11
5
Stock Register – Work In Process (WIP)
12
5
Stock Register – Finished Goods (FG)
13
5
Stock Position – Raw Material Stock
14.1
5
Stock Position – WIP
14.2
5
Stock Position – FG
15
5
Purchase Order Status Register
16
6
Cash Statement
17
6
Bank Statement
18
6
Telephone Expenses
19
6
Power
20
6
Due date Diary
21
7
Interview Checklist
22
7
Personal Data Form
23
7
Staff Appraisal
24
7
Daily Attendance Report
25
9
Insurance Policy Register
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2
Compiled by Spandane
Management Information System
Format No.
Para No.
Subject
26
10
Record to be kept by security staff
27
10
Visitor’s Gate Pass
28
10
Record of Visitors
29
13
Profit & Loss Account
30
13
Expenses details
31
13
Capital Employed
32.1
13
Analysis of RM Stock & Production Yield (Qty)
32.2
13
Analysis of RM Stock & Production Yield (Qty)
33
13
Financial Highlights
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Compiled by Spandane
1
Format No.
Subject
Date
A
Management Information System
01
Daily Production -- Process wise / Shift wise / Despatches
Production Process wise (Qty.)
Shift
1
1
Process Name:
Production
Closing WIP
2
Process Name:
Production
Closing WIP
3
Process Name:
Production
Closing WIP
4
Process Name:
Production
Closing WIP
5
Process Name: Final Packing
Production
Closing WIP
B
FG Despatches (Qty.)
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2
Remarks
3
Total
Compiled by Spandane
2
Format No.
Subject
Management Information System
02
Production Register / FG Stock Day wise (Qty)
Product: _________________________Month: ___________________________Unit: ____________
Dates
Æ
Production
Less-Sales
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
16
+ Op. Stock
Cl. Stock
Dates
Æ
Production
Less-Sales
+ Op. Stock
Cl. Stock
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Total
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3
Management Information System
Format No.
Subject
Year
Order
No.
Customer’s Order
Date
Invoice No.
No.
Customer’s name, Address &
CUS ID No.
Date
Date
03
Sales Order Register
Order details
Product
Billing details
Qty billed
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Rs.
Quantity
Rs.
Sales Tax /VAT
No. / Form
Expected
delivery
Remarks
Compiled by Spandane
4
Management Information System
Format No.
04
Subject
Invoice wise Collection Register
Month
Invoice
No.
Date
Customer
Invoice
value
Rs.
Note: Separate folios should be used in respect of each month.
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Collection
Date
Rs.
Balance
Rs.
Compiled by Spandane
5
Management Information System
Format No.
05
Subject
Order Book / UPR
Period
Unit
Product
Quantity
Value
UPR
Nos.
Rs.’000
Rs.
UEOB beginning of the year
Add: Cumulative Orders received till date.
Sub-Total
Less: Cumulative Orders cancelled till date.
Sub-Total
Less: Cumulative Sales to date
UEOB as at
Month’s Production
Budget order intake for the year.
Separate Report should be prepared for each Product.
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6
Management Information System
Format No.
06
Subject
Agewise Analysis of Debtors
As on
LF
Customer
O/S
Rs.
Agewise Outstanding
Up to one
month
> 1 month
up to 3 M
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> 3 months
up to 6 M
>6
Months
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7
Management Information System
Format No.
Subject
07
Material Inward Register
Period: ______________________________
Serial
No.
Date
Purchase Order
No.
Date
Supplier
Item
LR
No.
Purchase Bill
Bill no.
Date
Date
No.
Chalan
Date
Qty.
Stock Register
folio
Rs.
PV No.
www.spandane.com
Qty Received
MRIR
No.
Date
Compiled by Spandane
8
Format No.
Subject
Supplier
Description
Unit
Rejected Material Collected by supplier on
Remarks
Stock
register folio
Quantity
Ordered
Stores keeper
08
Material Receiving & Inspection Report (MRIR)
Serial No of Material
Inward register
MRIR No.
MRIR Date
Material Received on
Material Inspected on
Purchase Order No. & Date
Delivery Chalan No. & Date
Vehicle No.
Sr.
No.
Management Information System
Received
Inspected
Accepted
Rejected
Letter issued to Supplier on to collect the Rejected Material
Material Inspected by
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Works Manager
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9
Management Information System
Format No.
Subject
09
Material Issue Report (MIR)
Batch No.
Sr.
No.
Description of Material
Stores Keeper
Unit
Qty. before
this issue
MIR No.
Qty. issued
Receiver’s Signature
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Balance
Qty.
Issued on
Stock
Folio
Authorised by
Remarks
Compiled by Spandane
10
Management Information System
Format No.
10
Subject
Stock Register
Category
Raw Material / Stores / Packing Material /
Item description
Month
Quantity
Date
Supplier
Unit:
Rate
MRIR
MIR
Ref.
Ref.
MRIR
Material Receiving & Inspection Report
MIR
Material Issue Report
Receipt
Issues
Separate folio should be allotted to each item of RM etc.
One item with different specification should be treated as different item.
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Balance
Compiled by Spandane
11
Management Information System
Format No.
11
Subject
Stock Register
Category
Work In Process (WIP)
Item description
Period
Quantity
Date
Batch No.
MIR Ref.
Receipt
Issues
Balance
Note: Separate folio should be used in respect of each of the intermediate product
produced.
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Compiled by Spandane
12
Management Information System
Format No.
12
Subject
Stock Register
Category
Finished Goods
Item description
Month
Unit
Date
Batch No.
Chalan
No.
Invoice
Date
No.
Receipts
Issues
Date
Separate folio should be allotted to each item of FG.
One item with different specification should be treated as different item.
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Balance
Compiled by Spandane
13
Management Information System
Format No.
Subject
13
Raw Material Stock Position - RM (Qty.)
As On_______________________
Stock
Folio
Raw Material
Item / Code
Unit
1
2
3
Opening
stock
beginning
of the year
4
Cumulative Cumulative
Issues to
Receipts to
date
date
5
6
Closing
stock at
end of the
month
7=4+5-6
Average
consumption
pm.
Ordering
Level
Remarks
8
9
10
Note: All items of important Raw Material (classified as A & B category) should be included in the above report.
The same form may be used for reporting monthly movement of stock of A category of Raw Material. The following changes may be
made such as Opening stock of the month and receipts / issues during the month should be reported under column 4, 5, 6.
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14
Management Information System
Format No.
Subject
14.1
Work in Process Stock Position –WIP (Qty.)
As On_______________________
Stock
Folio
WIP Item /
Code
Unit
1
2
3
Opening
stock
beginning
of the year
4
Cumulative Cumulative
Production Consumption
to date
to date
5
6
Closing
stock at
end of the
month
7=4+5-6
Average
consumption
pm.
8
Remarks
9
10
Note: All items of important WIP (classified as A & B category) should be included in the above report.
The same form may be used for reporting monthly movement of stock of A category of WIP The following changes may be made such
as Opening stock of the month and Production /consumption during the month should be reported under column 4, 5, 6.
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15
Management Information System
Format No.
Subject
14.2
Finished Goods Stock Position –FG (Qty.)
As On_______________________
Stock
Folio
FG Item / Code
Unit
1
2
3
Opening
stock
beginning
of the year
4
Cumulative Cumulative
Sales to
Production
date
to date
5
6
Closing
stock at
end of the
month
7=4+5-6
Orders on
hand
8
Production
budget for
next
month
9
Remarks
10
Note: All items of important FG (classified as A & B category) should be included in the above report.
The same form may be used for reporting monthly movement of stock of A category of FG The following changes may be made such
as Opening stock of the month and Production /sales during the month should be reported under column 4, 5, 6.
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Purchase Order
No.
16
Management Information System
Format No.
15
Subject
Purchase Order Status
Supplier &
Item /
Supplier ID
Material
Qty.
Exp. Date of
MRIR
Purchase Bill
Bill Paid on
delivery
Date
No.
www.spandane.com
Date
No. Date
Rs.
on
Rs.
Compiled by Spandane
17
Management Information System
Format No.
16
Location
Factory / Branch / Head Office
Subject
Cash Statement
Period
Date
Particulars
Cash V. No.
Total
www.spandane.com
Receipts
Payments
Balance
Rs.
Rs.
Rs.
Compiled by Spandane
18
Management Information System
Format No.
17
Location
Factory / Branch / Head Office
Subject
Bank Statement
Bank A/C with
Period
Date
Particulars
Cheque No.
Bank V.
Receipts
Payments
Balance
Rs.
Rs.
Rs.
No.
Total
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Compiled by Spandane
19
Management Information System
Format No.
Subject
Location
Year
Telephone Number :
Period
Total
No. of Calls
18
Telephone
Telephone Number :
Rs.
Period
No. of Calls
Total
Telephone Number :
Rs.
Period
Total
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No. of Calls
Rs.
Compiled by Spandane
20
Format No.
Subject
Location
Year
Meter Number :
Period
Total
No. of units
Management Information System
19
Power / Electricity
April
to March
Meter Number :
Rs.
Period
No. of units
Total
Meter Number :
Rs.
Period
Total
www.spandane.com
No. of units
Rs.
Compiled by Spandane
21
Format No.
Subject
Management Information System
20
Due Date Diary
Month: ___________Year____________
Date
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Job to be done
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22
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Management Information System
NOTES:
a
Separate page should be used for each month.
b
The various matters requiring the track of due dates are illustrated below. The
said list is not exhaustive but should be revised / updated / enhanced in the light
of experience.
1
Renewal of insurance policy.
2
Repayment of Term loan installment.
3
Renewal of Cash Credit Limit.
4
Submission of Stock Statement to Bank and other data such as QIS statement etc.
5
Payment of Power bills, Telephone bills, water charges, property tax etc.
6
Payment of Rent, Society charges, service charges etc.
7
Payment of Statutory dues such as PF, ESIC, Prof. Tax, TDS, Advance Income
Tax, Sales/VAT Tax, Service Tax, excise duty, custom duty etc.
8
Renewal of factory license, Pollution control and various other licenses necessary
for the business.
9
Payment of Wages, Salaries, OT, Advance to workers etc.
10
Staff Appraisal and salary increment etc.
11
Filing of Income Tax Return, Tax Audit Reports.
12
Filing of certified copies of Audited Accounts, Annual Return etc. with Registrar
of Companies.
13
Filing of returns under various applicable Acts & Rules.
14
Filing of returns under various applicable Acts & Rules such as Income Tax,
Companies Act, PF Act, ESIC Act, Sales Tax, Professional Tax, Service Tax, Excise
duty, Customs etc.
15
Bank guarantees issued to customers.
16
Payment to be made of material received under LC.
17
18
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23
Format no.
Subject
Management Information System
21
Interview Checklist
Name
Post applied
Interview date & Time
Sr.
No.
Checklist
Ranking
Actual
A
1
2
3
4
5
Objective Factors:
Qualifications
Experience
Theoretical / Subject knowledge
Job Knowledge
Communication skills
B
1
2
3
Subjective Factors:
Ambition /drive
Attitude towards work
Leadership ability
C
1
2
3
General:
Family background
Salary expectations
References
GRADES:
A-Excellent
B-Above Average
Signature of the person
conducting interview
Minimum
expectation
C-Average
D-Below average
Signature of the person
conducting interview
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Signature of the person
conducting interview
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24
Format No.
Subject
1
2
3
4
5.1
5.2
6
7
Management Information System
22
Personal Data Form
Name: Mr./Mrs./Miss
(In block letters)
Father’s name /Husband’s name
Date of Birth & Birth place
Marital Status & Number of children
Employee code no.
Department
Local Address:
Permanent Address:
8.1
8.2
8.3
9
10
11
12
13
Contact details: Residence Telephone
Contact details: Mobile
Contact details: Email ID
Date of Joining:
Date of Confirmation:
Provident Fund No.
ESIC No.
Blood Group
14
Educational qualifications:
Please attach certified copies of Mark list & passing certificates.
Existing employees should give mark list etc. of courses passed during the year.
Degree/Diploma
Name of the
Year of
% Marks
Class
University
Passing
obtained
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25
Management Information System
15
Previous Experience:
Please attach the copies of experience certificates in case of new recruits.
Existing staff should give details of experience in the company since joining.
Name & Address of
Period of service
Post
Last salary
Reason for
employer
drawn
leaving
From
To
16
References:
Give name & addresses of two persons not related to you and not ex-employees.
Not applicable for existing staff.
Name
Address, Telephone no.,
Position held
email id etc.
17
18
Salary on Joining:
Present Post & Salary
19
Last 4 years statistics to be given.
As on
Rs. pa.
31-0331-0331-0331-03
Post
In case accident, please notify name
and address of the person to be
contacted.
Date: ______________
Signature: _______________________
Note: The said format may be used at the time of recruitment.
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26
Format no.
Subject
Date
1
Name
2
Address
3
4
Phone Number
Qualifications
5
Present Designation
6
Job Responsibilities
7
8
Date of Joining
Designation at the time
of joining
Last promotion
Observations discussed
with concerned staff on
9
10
Management Information System
23
Staff Appraisal
Residence:
Mobile:
CRITERIA
1
2
3
4
5
6
7
8
9
GRADE
Job Knowledge
Work Accuracy
Work speed
Follow up required
Sense of Responsibilities
Initiative
Awareness of Department Jobs
Ability to get the work done
Relationship with Colleagues & Assistants
Overall Recommendation
GRADES:
A: Excellent
B: Above Average
Signature of immediate
superior boss.
C: Average
D: Below Average
Signature of Department
head
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E: Poor
Personnel Manager
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27
Management Information System
Format No.
Subject
Date
24
Daily Attendance Report
Location: _____________________
Sr. No.
1
2
3
4
5
Number of employees
Employees Present
Employees on sanctioned leave
Employees on office duty (outside work, tour etc.)
Employees absent
Employees on Muster Roll (1 to 4)
Sr. No.
1
2
3
Employees on Sanctioned Leave:
Sr. No.
1
2
3
Employees on Office Duty:
Sr. No.
1
2
3
Employees Absent:
Sr. No.
1
2
3
Late comers:
4
5
6
4
5
6
4
5
6
4
5
6
Comments if any:
Time Keeper
Manager
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Director
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28
Format No.
Subject
Year
Sr.
No.
Policy No.
Insurance Period
From
To
Insurance
Company
Sum Insured
Rs’000
Management Information System
25
Insurance Policy Register
Property Insured
Cheque No.
www.spandane.com
Property Location
Premium
Paid on
Risk Covered
Remarks
Rs.
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29
Format No.
Subject
Management Information System
26
Record to be kept by Security Staff
Date: ________________
Sr.
No.
Chalan
Number
date
Item
Quantity
As per
Chalan
Received
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Vehicle
Type
Vehicle
Number
Time
In
Out
Remarks
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30
Format No.
Subject
Management Information System
27
Visitor’s Gate Pass
VGP No:
Date:
Time In:
Time Out:
Name of the Visitor & Address
Purpose of Visit
Name of the person to be met & Department
Signature of the Visitor
Signature of the person met & Time
Name & Signature of the watchman
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31
Format No.
Subject
Date
Name of the visitor
Time
In
Purpose
of visit
Name of the person to
be met
Out
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Management Information System
28
Record of Visitors
Visitor’s
signature
Watchman’s
signature
Remarks
Compiled by Spandane
32
This Month
Actual
%
1.1
1.2
1.0
2.0
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.0
3.0
Sales
Excise duty
Net Sales (1.1 – 1.2)
Cost of Sales:
Raw Material consumed
Wages & Benefits
Manufacturing expenses
Sub-total (2.1 to 2.3)
Opening WIP & FG
Sub-total (2.4 + 2.5)
Closing WIP & FG
Cost of Sales ( 2.6 – 2.7 )
Gross Profit ( 1 – 2 )
4.1
4.2
4.3
4.4
4.0
5.0
6.0
7.0
8.0
9.0
Salaries & Benefits
Administration & Selling expenses
Interest
Depreciation
Total (4.1 to 4.4)
Profit before Tax (PBT) ( 3-4 )
Income Tax Provision
Profit After Tax (PAT) ( 5 – 6 )
Depreciation
Internal Generation ( 7 + 8)
Management Information System
Format No.
29
Subject
Month
Value
Profit & Loss Account
Cumulative to date
Actual
%
Budget
www.spandane.com
Rs.’000
%
Budget
This year
%
Compiled by Spandane
33
This Month
Actual
%
1
2
3
4
5
6
Power
Fuel
Water Charges
Stores & Spares
Carriage Inward
Packing Material consumed
7
Total Manufacturing Expenses
1
2
3
4
5
6
7
8
9
10
11
12
13
Rent
Rates & Taxes
Repairs – Building
Repairs – Plant & Machinery
Repairs – Others
License Fees
Insurance
Printing & Stationery
Travelling
Conveyance
Postage
Telephone
Advertisements
Management Information System
Format No.
30
Subject
Month
Value
Expenses
Cumulative to date
Actual
%
Budget
www.spandane.com
Rs.’000
%
Budget
This year
%
34
Compiled by Spandane
This Month
Actual
%
14
15
16
17
18
19
20
21
Commission
Carriage Outward
Electricity
Audit Fees
Legal & Professional expenses
Bank Charges
Vehicle expenses
Misc. Expenses
22
Total Administration & Selling
Expenses
Cumulative to date
Actual
%
Budget
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Management Information System
%
Budget this year
%
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34
Management Information System
Format No.
31
Subject
As on
Value
Capital Employed
Last year end
Actual
1.1
1.2
1.0
Gross Fixed Assets
Less: Cumulative Depreciation
Net Fixed Assets (1.1 – 1.2)
2.0
Investments
3.0
3.1
3.2
3.3
3.4
3.0
Current Assets:
Stock of RM, WIP & FG
Debtors
Cash & bank balances
Loans & Advances
Total (3.1 to 3.4)
4.0
4.1
4.2
4.3
4.4
Current Liabilities:
Sundry Creditors
Customer advances
Others
Total (4.1 to 4.3)
5.0
6.0
Net Current Assets (3 – 4 )
Preliminary Expenses
7.0
Capital Employed (1 +2 +5 +6 )
Financed By:
8.1
8.2
8.0
Share Capital
Reserves & Surplus
Total Net Worth
9.1
9.2
9.3
9.0
Term Loans
Cash Credit
Unsecured Loans
Total Debt
10.0
Capital Employed ( 8 + 9 )
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Rs.’000
This Month
Actual
Budget
Budget
This Year
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35
Management Information System
Format No.
Subject
32.1
Analysis of RM Stock & Production Yield (Qty)
For the Month: _____________________
Raw Material
1
1
2
3
4
5
6
7
8
9
2
Opening
Stock
3
Purchases for
the month
Consumption
during the
month
Closing Stock
Level of Stock
in terms of
Production
4
5
6=3+4-5
7
Level of
Stock in
terms of
months
8=6/5
Add: Opening WIP
Less: Closing WIP
Raw Material Consumed (Actual)
Standard Production ( units per Kg)
Standard Production (1 / 2 )
Actual Production for the month
Production Loss (3 – 4)
Standard Consumption (4 x 2 )
Actual Consumption (as above 1 )
Material Loss (7 -6 )
Production Yield = Actual Production / Std. Production
In case raw materials of different units are consumed say nos. /kgs/litres etc., it may not be possible to work out the variances as
described above. In that case actual consumption will have to be compared with standard consumption as per Format No. 32.2
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System
36
Management Information
Format No.
Subject
32.2
Analysis of RM Stock & Production Yield (Qty)
For the Month: _____________________
No.
Raw Material
Unit
Opening
Stock
Purchases
for the
month
Consumption
during the
month
Closing
Stock
1
2
3
4
5
6
7=4+5-6
No.
Raw Material
Unit
Consumption
during the
month
1
2
3
4
Standard
consumption
per unit of
production
5
Standard
Consumption
5x
production
6
Level of
Stock in
terms of
Production
8 = 7 / Col.5
below
Level of
Stock in
terms of
months
9=7/6
Raw
Material
Loss
7=4-6
In case raw materials of different units are consumed say nos. /kgs/litres etc., it may not be possible to work out the variances as
described above. In that case actual consumption will have to be compared with Bill of Material to arrive at the RM Loss/
Production Loss.
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Management Information System
37
Format No.
Subject
33
Financial Highlights
For the Month: _____________
This Month
Actual
A
B
Production:
Cost of Production
Production Qty.
Cost per unit
Unit:
Rs.
Installed Capacity in terms of quantity
Capacity Utilization
Production Yield
%
%
Marketing:
Net Sales
Sales Quantity
Unit Price Realization (UPR)
Quantity Rejected
Rs.’000
Unit:
Rs.
Unit:
Rs.’000
Rejections as % to Sales
C
Debtors:
Opening Debtors
Add: Invoicing
Less: Collections
Closing Debtors
Debtors Turnover Ratio
days
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Cumulative to date
Actual
Budget
Budget This
Year
Compiled by Spandane
Management Information System
38
Age wise Analysis:
This Month
Actual
Up to 30 days
>30 days and up to 90 days
> 90 days and up to 180 days
> 180 days
D
E
F
Sundry Creditors:
Opening balance of Sundry Creditors
Add Purchases
Less Payments
Closing balance of Sundry Creditors
Creditors Turnover Ratio
days
Inventory:
Raw Material
Work in Process
Finished Goods
Stores & Spares
Packing Material
Total
RM Stock Turnover Ratio
FG Stock Turnover Ratio
days
days
Statutory Dues:
Advance Income Tax
Income Tax deducted at source
Sales Tax/ VAT /GST
PF / FPF
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Cumulative to date
Actual
Budget
Budget This
Year
Compiled by Spandane
Management Information System
39
ESIC
Professional Tax
Service Tax
Custom duty
This Month
Actual
G
Overdue
Payment
Institutions:
Interest
Loan Installment
H
Ratios:
to
Cumulative to date
Actual
Budget
Budget This
Year
Financial
In case of Multi product, Quantity details need not be given under serial number A & B. Separate Product wise Report may be
generated.
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