Training
on
Revised Accounting Manual
and
Computerised Application System
May, 2011
A . F. Ferguson & Co.
Training Time Schedule
 Welcome Note and Overview of the Training Schedule
10.00 A.M. – 10.15 A.M.
 Classroom Training- General
10.15 A.M. – 11.30 A.M.
• Key Objectives of the Training
• Pre-Requisites to operate the system
• Key Roles & Responsibilities
• Introduction to Computerised Application System
• Understanding Master Data Preparation
• Interactive Session
 Classroom Training – Financial Accounting System
11.30 A.M. – 12.15 P.M.
• Abbreviation & Mapping of Input Forms of FAS
• Overview of Revised Accounting Manual
• Overview of Financial Accounting System
• Overall Process Flow of FAS
• Key Outputs of FAS
 Demonstration on Financial Accounting System
(Interactive Session)
-2-
12.15 P.M. – 01.30 P.M.
Training Schedule
 Lunch Break
01.30 P.M. – 02.00 P.M.
 Hands – on Exercise on the Financial Accounting
System (Interactive session)
02.00 P.M. – 03.00 P.M.
 Classroom Training – Store Information System
03.00 P.M. – 03.30 P.M.
• Abbreviation & Mapping of Input Forms of SIS
• Overview of Store Information System
• Overall Process Flow of SIS
• Key Outputs of SIS
 Demonstration on Store Information System
(Interactive Session )
03.30 P.M. – 04.30 P.M.
 Hands – on Exercise on the Store Information
04.30 P.M. – 05.45 P.M.
(Interactive session)
 Closing Session
05.45 P.M. – 06.00 P.M.
-3-
Key Objectives of the Training

To understand the key features of the Revised Accounting Manual
(including Store Procedures) - to be able to refer and relate to it while
making accounting and store related transactions.

To be familiar with the functionalities, features, use, requirements,
inputs – outputs, etc. of the Computerised Application System for
recording transactions/ events and generating required outputs.

To Gain hands on knowledge on using the Computerised Application
System for Accounting and Store related transactions.
-4-
Key Roles and Responsibilities
The Overview of the Key Roles and Responsibilities of the Offices of UPJN under
Computerised Environment are provided below:
Head Office – EDP Cell
Head Office – Accounts Function
• Create/Manage User ID’s and passwords for all • Regularly monitor activities of all Locations to
units
ensure effective utilisation of the Computerised
Application System. E.g. timely closing of books of
• Codification of relevant Masters as per data
account, analysing reasons for unreconcilled IUT’s
received from accounting units
and delays in posting transactions etc.
• Provide Technical Support during
implementation
• Overall Monitoring and Supervision of the
Computerised Application System
• Generate and analyse financial statements etc.
• Provide Functional Support to all offices as
required during implementation
Zonal Offices
Accounting Units (at Head office/Zone
Office/Division Office)
• Create Trainers at the Zone Office level to
provide continous support to Division Offices
during the intital and implementation stages.
• Prepare Master Data in required formats including
opening balances
• Undertake all key roles and responsibilities of
the HO – Accounts Function for its Divisions
• Enter the required Master data into respective
modules i.e. FAS and SIS
• Co-ordinate between Offices at HO/ Other Units • Operate the application system for accounting and
to assist in smooth and effective implementation
store related transactions
of the Computerised Application System
-5-
Key Roles and Responsibilities
The Overview of the Key Roles and Responsibilities of various Personnel of UPJN at
the Accounting Units under Computerised Environment are provided below:
Accounting Staff
Assistant Engineer (AE) / Junior Engineer (JE)
• Prepare Master Data and Opening Balances
for FAS and SIS (with required assistance
from JE/ AE/ EE)
• Provide assistance to prepare Master Data
and Opening Balances for SIS to the
Accounting Staff
• Enter the relevant master data and opening
balances
• Enter the transactions pertaining to stores
and materials in SIS
• Enter the transactions pertaining to FAS
• Verify and Authorise the transactions
recorded in SIS
• Verify and Authorise the transactions
recorded in FAS (as per privileges)
• Ensure the completion of all activities on
time to get correct material position at all
times
• Check, Reconcile and ensure timely
finalisation of all entries and activities
pertaining to FAS
• Generate various reports pertaining to
stores e.g. DTR and Stock Ledgers, etc.
• Generate required reports, statements,
books of account etc.
Key Roles and Responsibilities of Executive Engineer (EE)
• Authorise the transactions entered in the FAS and SIS (as per privileges)
• Provide support required ( e.g. mediating with required officials/sections of UPJN, resolving queries
etc.) for effective utilisation of the Computerised Application System
• Regularly monitor and supervise the activities pertaining to Computerised Application System to ensure
correctness, completeness and timeliness in all transactions.
-6-
Pre - Requisites
Pre – Requisites to operate the Computerised Application System:
• Computer (Desktop/ Laptop)
• Connectivity of the Computer to the Servers located at Head Office (HO).
Contact EDP Cell at HO* for required support for connectivity.
• Get the User ID and Password from EDP Cell- at Head Office.
• Initially, each location has been assigned an user ID which is the same as
Location Code. At a later stage, as required, EDP Cell - HO shall issue
individual User IDs.
• On first time login, the system prompts for password change. The user needs
to define the new password which should have minimum 6 characters
consisting of atleast one upper case alphabet, one lower case alphabet, one
numeric digit and one special character.
*Contact Details.:
EDP Cell 2610113
Email- edpjnlu-up@nic.in
Click here for List of Locations
Ramender- 9532501813
-7-
Introduction to Computerised
Application System
Overview of Computerised Application System
The Computerised Application System is the application developed for UPJN to
capture the data/transactions/events relating to Accounting and Store and generate
the desired output in form of Vouchers/ Books of Account/ Reports/ Registers etc. on
real time basis
The Computerised Application System of UPJN has two integrated modules
Financial Accounting System
(FAS)
Store Information System
(SIS)
Financial Accounting System (FAS) is
the
finance
module
wherein
all
accounting transactions can be recorded
and
processed
to
generate
the
accounting
vouchers,
books,
trial
balances, income and expenditure
account, balance sheet and other reports
Store Information System (SIS) is the
store module to record and process
transactions related to material movement
and generate the transaction vouchers
such as GRN, MTN, etc. and various
reports like daily transaction register, stock
ledger and other reports
In addition, a Security Module houses the access controls and security features for
both FAS and SIS.
-9-
Key Features of Application System
Automatic Updation
•
Automatic updation of voucher in Journal Book or Cash and Bank Book,
General Ledger, Subsidiary Ledger, Trial Balance and upto generation of
financial statements
•
Immediate updation of Daily Transaction Register and Stock Ledger on
approval of source document viz. Goods Receipt Note, Material Transfer
Note, Material Consumption Note, etc.
•
Automatic calculation of per unit rate on materials receipts, issues, sales,
etc. – currently need to calculate rates on a manual basis for every material
movement
•
Better communication between various locations
- 10 -
Key Features of Application System
Time Analysis (Manual Vs Computerisation)
•
Immediate Updation of all books of account on closing the day– currently
updation of books of account takes 1-2 months or more
•
Immediate Updation of Stock Ledger as soon as source documents are
entered – currently updation of Stock Ledger takes 10-12 months or more
•
Finalisation and consolidation of Monthly Accounts within 4-5 days of
month end instead of 3-4 months currently
•
Finalisation and consolidation of Annual Final Accounts within one month
instead of 8-9 months currently
- 11 -
Key Features of Application System
Quick Monitoring Reports
Readily available key accounting and store information viz.:
•
As on date materials stock position through Stock ledger at various levels
e.g. project level, programme level, Unit level, HO level
•
Project wise receipt of materials during the year / as on date
•
Centage earned on various projects/programmes.
•
Outstanding liabilities and assets on various accounts across various
offices, various account heads, etc.
•
Outstanding loan (received / advanced) balances, interest accrued and
due, principal and interest component of loan, etc.
•
Liquidity position across various offices / bank accounts
- 12 -
Understanding the Basic Terminology
A brief description of the basic terminology used under the Computerised
Environment is provided below:
Location
Location refers to the relevant unit/ office of the Head / Zonal/ Circle/
Division Office.
Masters
Masters are the forms that capture the one time information (Master
Data), required to support the operations of the system in context of
transactions and analysis.
Transactions
Transactions are the input forms/ vouchers used to capture data
w.r.t. various events/ transactions to be used for analytical output.
Process
Process refers to the process of closing a particular period for
transactions and to generate reports upto/ for the period closed.
Reports
Reports are the outputs generated in form of vouchers, records,
reports, books of account, etc. based on the Masters and
Transactions entered and Processes completed.
Security
Security refers to the security related aspects such as change of
password, user priviligies etc.
- 13 -
Process Flow of Computerised Application System
- 14 -
Initiating the Computerised Application System
Initiating the System
Open the UPJN Home Page by typing URL in the Address Bar of
Web Browser
Click on the Accounting and Store System on the Home Page to
access the Login Screen of Computerised Application System
Enter the User ID, Login Module, Location code and Password
on the Login Screen
Click Login Button and enter into Application System
Select the Relevant Options to Operate the System
- 15 -
Home Page
- 16 -
Login Screen
- 17 -
Application Main Menu
- 18 -
Visual Attributes
All fields of the Computerised Application System have been provided with color coding
that help the user identify the nature of the field.
•
Blue Colour -
Mandatory fields
•
Green Colour -
Optional fields
•
Yellow Colour -
Display fields
- 19 -
Menu Icons
The Menu Icons (as visible on all screens) of the System and their functions
are provided below:
Menu Icon
Description/ Function
Save
Exit
Enter Query
Execute Query
Insert Record
Remove Record
Previous Block
Previous Record
Next Record
Next Block
Display Error
- 20 -
Keyboard Functions (Short keys)
The short keys (keyboard functions) and their description specific to the System
are provided below:
Keys
Description
Keys
Description
F3
Duplicate Field/Item
Shift+Tab
Previous Field/Item
F4
Duplicate Record
Shift+F4
Clear Record
F6
Insert Record
Shift+F5
Clear Block
F7
Enter Query
Shift+F6
Delete Record
F8
Execute Query
Shift+F7
Clear Form
F9
List of Values
Shift+F8
Print
F10
Save
Ctrl+E
Edit Field/Item
Delete
Delete Forward
Ctrl+Q
Exit
Backspace
Delete Backward
Ctrl+U
Update Record
Tab
Next Field/Item
Ctrl+F1
Show Keys
- 21 -
Understanding Master Data Preparation
Codification Structure of Master Data
•
Master Data is the base information required to perform the transactions on the
Computerised Application System. This data is generally defined in the system at the
onset of initiating the system and used while entering transactions/ records.
For e.g. Employee Data, Programmes and Projects, Locations of UPJN, Items/
Materials procured and used by UPJN etc.
•
Each Master Data Type has a defined codification structure and data within that
master is given an unique code. Thus, each master data (for e.g. Employee,
Programme, Project, Location, Items) is identified by a unique code and name.
•
Initially majority of the masters shall be defined at Head Office. Master Data in the
required format shall be provided by the respective Locations.
•
Masters common to both FAS and SIS shall be defined in either of the modules.
•
Refer to the relevant sections of the Revised Accounting Manual (Including stores
Procedures) and User Manual for further detailed information
•
Illustrative codification structure of certain masters is provided below:
- 23 -
Codification Structure of Location Master
•
•
•
•
The Location master is required for both, FAS and SIS related transactions.
Location code represents the Unit to which the transactions relate.
These codes provide the linkage of hierarchical reporting and help in consolidation
of accounts.
Illustrative codification structure of Location Master is provided below:
Offices
Head
Office
Zone
Office
Circle
Office
Division
Office*
10 digit
Location Code
Head Office
1
00
00
00000
1000000000
Zone Office – 1
1
01
00
00000
1010000000
Circle Office – 1 of the Zone
Office – 1
1
01
01
00000
1010100000
Division – 1 of the Circle
Office 1
1
01
01
00110
1010100110
Division – 2 of the Circle
Office 1
1
01
01
00120
1010100120
* The last digit of Division Office represents the sub-division. In absence of a sub division, it shall be ‘0’.
- 24 -
Codification Structure of Projects
•
•
•
The Programme and Project master are required for both FAS and SIS related
transactions
The combination of Works Project Component and General Ledger Account is used for
recording and monitoring the financial transactions related to Works project.
The Works Project Component Code is defined under following levels:
Work
Group
•
Work
Class
Work
Type
Progra
mme
Project
Project
Component
Illustrative codification structure of Works Project Component Code is provided
below:
Work
Group &
Code
Work
Class &
Code
Work
Type &
Code
Program
me Code
Project &
Code
Project
Component
& Code
Works Project
Component &
Code
R – Rural
Developm
ent
NNormal
Constru
ction
WWater
Supply
RN01WProg A
001Project A
01 –
Component
A
RN01W00101
U – Urban
Developm
ent
M- O&M
S–
Sewera
ge
001Project B
01 –
Component
A
UM02S00101
UM02SProg B
- 25 -
Codification Structure of Chart of Accounts
•
The Chart of Accounts (COA) represent the entire structure of Accounting Codes and
Heads and are structured to have in-built linking with grouping of accounts and
schedules of Income and Expenditure Account and Balance Sheet. (Applicable to FAS).
The Codification Structure for (COA) - Components of COA is provided below:
Schedules represent the highest level in COA
and reflect directly in Balance Sheet and Income
and Expenditure Account
Schedules
Accounts Category Heads
Accounts Group
Head
General
Ledger
Accounts Category Heads are “Liability”,
“Asset”, “Income” and “Expenditure” which
facilitate categorisation of detailed General
Ledger Accounts included under each of these
Account Group Heads
Accounts Group Heads represent the broad
Group of Accounts under the above Accounts
Category Heads. The General Ledgers are
defined under the Accounts Group Heads
General Ledger are the Accounts Head used for
passing the accounting entries (i.e. natural head
of accounts)
Note: Please refer to the Revised Accounting Manual (including Stores Procedure) for the detailed Chart
of Accounts
- 26 -
Codification Structure of Chart of Accounts
•
Codification Structure for COA - Defining Accounts Group Head Code (Illustrative
Data)
Schedule
Name
Capital Grant,
Subsidy,
Contribution
Sche Accoun Accounts Accounts Group Head Two Accounts
dule
ts
Category
Digit
Group
Code Categor
Head
Code
Head
y Head
Code
Code
01 Liability
1
Capital Grant from GoI
01
01.101
Current
Assets, Loans
and Advances
09
Asset
2
Current
Liabilities and
Provisions
Centage
Income
10
Liability
1
12
Income
3
Capital Subsidy from
GoI
Cash Balance in Hand
10
01.110
30
09.230
Imprest
with
Employees
Creditors
Staff related liabilities
50
09.250
05
09
10.105
10.109
Centage Income Construction Works
Project
01
12.301
- 27 -
Codification Structure of Chart of Accounts
•
Codification Structure for CoA - Defining General Ledger Account Code (Illustrative
Data)
Accounts Group
Head
Accounts
General Ledger
Group Head
Account
Code
Capital Grant from
01.101
Capital Grant from
GoI
GoI
Cash Balance in
09.230
Cash
Hand
Imprest
with
09.250
Permanent Imprest
Employees
Temporary Imprest
Creditors
10.105
Account Payable –
Contractor
Account Payable –
Supplier
Centage Income 12.301
Centage Income Construction Works
Construction Works
Project
Project
- 28 -
Four digits General Ledger
code
Account code
0010
01.1010010
0010
09.2300010
0010
0020
0010
09.2500010
09.2500020
10.1050010
0020
10.1050020
0010
12.3010010
Codification Structure of Subsidiary Ledgers
•
•
•
•
Subsidiary Ledgers are used to further separate the accounts of General Ledgers..
The various categories of subsidiary ledgers are Employees, Suppliers, Contractors,
Works Project Component, Financial Years, etc.
Under each of these categories, subsidiary ledgers and 10 digit subsidiary ledger codes
are defined.
Illustrative Categories and codification for Subsidiary Ledgers are provided below:
General Ledger
Account
Subsidiary Ledger
Description
Subsidiary Ledger
Illustrative
Subsidiary Ledger
Codes
Permanent Imprest
Employee Name
Employee 1
EMPO000001
Permanent Imprest
Employee Name
Employee 2
EMPO000002
Account Payable Contractor
Contractor Name
Contractor 1
CON0000001
Account Payable –
Supplier
Supplier Name
Supplier 1
SUP0000001
- 29 -
Codification Structure of Item Master
•
•
•
Each item/material shall be defined by an unique code for the purpose of maintaining
stores and recording all transactions of stores (i.e. SIS related transactions).
Each item shall be classified into 5 levels for the purpose of defining the codes.
Illustrative codification structure of items is provided below:
Level 1
Level 2
Level 3
Level 4
Level 5
Item
Description
Item Code
01Cast
Iron
01 –
Pipe
01 –
Double
Flanged LA
Class
001 – 150
mm dia
1–
Make A
Cast Iron Pipe
Double Flanged
LA Class 150mm
dia - A
0101010011
01Cast
Iron
01 –
Pipe
02 –
Double
Flanged A
Class
001 – 200
mm dia
1–
Make A
Cast Iron Pipe
Double Flanged A
Class 200 mm dia
–A
0101020011
05- Mild
Steel
01 –
Orific
Pipe
01 –
Double
Flanged
Ends
001 –
100mm dia
x 500mm
long
1–
Make A
Mild Steel Orific
Pipe Double
Flanged Ends
100mm dia x 500
mm long - A
0501010011
- 30 -
Codification Structure of Store Master
•
•
•
Store Master refers to the Stores defined. Store, herein, is any physical/ logical entity
used to receive, issue, consume or stock the material for a specific programme
(applicable to SIS related transactions).
Stock of items is maintained at the project level under these stores.
Illustrative codification structure of stores is provided below:
Programme
Name
JE / AE Name
Store Name
Store Code
Programme A
JE A
Programme A – JE A
001
Programme A
JE B
Programme A– JE B
002
Programme B
JE A
Programme B– JE A
003
Programme B
JE B
Programme B– JE B
004
Programme C
JE B
Programme C– JE B
005
Click here
Master Data Sheet
List of Defined Items
- 31 -
List of defined Programmes
Overview of Revised Accounting
Manual
Structure of the Revised Accounting Manual
The Revised Accounting Manual has been structured as under:
Section Structure
Subject Structure
•
•
•
•
• Subject Background
• Step by step procedure covering:
 Activities / Action
 Person / Section responsible for the
activity
 Frequency / Timing of the activity
• Documents / Records covering:
 Format reference
 Document title
 Document type
 Frequency
 Person responsible
 Distribution to Office / Section
 Accounting entries
 Additional internal controls / checks, if any
Section Background
Accounting Policies
Coverage of Section
Subjects
Click here
Revised Accounting Manual
- 33 -
Accounting Manual Formats
Coverage of the Revised Accounting Manual
The following sections have been covered in the revised Accounting
Manual:

Chart of Accounts

Cash and Bank

Stores

Inter Unit Transactions

Works Expenditure

Preparation of Accounts

Loan, Deposits, Grant and

Formats for:
Investment
•
Books of Account,

Fixed Assets
•
Subsidiary Records / Register

Revenue and Collection
•
Forms

Revenue Expenses
•
Monthly / Final Accounts

Personnel
(including Significant Accounting
Policies & Notes to Accounts )
- 34 -
Key Features of the Revised Accounting Manual
Structure of Accounting Manual
•Improved grouping of subjects – provides separate sections to deal with
specific transaction e.g. Inter unit transactions, transactions relating to
employees, cash and bank, etc.
•Each section and subject provides a brief background about it to
understand the accounting procedure in the right context
•Provides section wise Accounting policies for various nature of
transactions viz. fixed assets, materials, loans, deposits, grant, investment,
expenses, revenue, etc. in lines with the Generally Accepted Accounting
Principles
•Defined frequency / timing for every activity/ action in an accounting
procedure –would facilitate completion of transactions/ chain of transactions
within defined timelines
- 35 -
Key Features of the Revised Accounting Manual
Structure of Accounting Manual
•Logical categorization of books of accounts/ registers/ forms - including
subject wise format references, frequency, responsibility of preparation,
distribution, if any, to concerned person/ section for easy understanding of the
user
•Detailed description of Accounting Entries to be passed highlighting the
event of transaction, nature of voucher, source document for voucher, person/
section responsible and account heads to be debited/ credited - Assists in
easy understanding of accounting procedure
Reporting/ MIS
•Revised format of final accounts i.e. Balance Sheet, Income and
Expenditure Account and sample accounting policies and notes to
accounts provided as part of final accounts - in line with Generally Accepted
Accounting Principles
- 36 -
Key Features of the Revised Accounting Manual
Strengthened Internal Controls
•More internal controls included in the procedures, in terms of aspects to be
considered in case passing of suppliers’ and contractors’ bills, accounting of
expenses, creating provisions, making payments, etc.
Compatibility with Computerisation
•Facilitates computerization of accounting and store systems e.g. Codification
structure of Chart of Accounts, concept of General Ledger Account and
Subsidiary Ledger Account compatible for use in the computerised
environment.
•Classification of vouchers into Cash, Bank, Journal and Transfer/ Contra to
generate cash book, bank book and journal book
- 37 -
Overview of Financial Accounting
System (FAS)
Abbreviations
Acronym
Full Form
FAS
Financial Accounting System
COA
Chart of Accounts
GL
General Ledger
SL
Subsidiary Ledger
IUT
Inter Unit Transaction
CRV
Cash Receipt Voucher
CPV
Cash Payment Voucher
BRV
Bank Receipt Voucher
BPV
Bank Payment Voucher
JV
Journal Voucher
TRV
Transfer Voucher
- 39 -
Mapping of Input Forms - FAS
Purpose
Document currently being
used by UPJN
Receipts in Cash
Money Receipt
Cash Receipt Voucher (CRV)
Payments in Cash
Cash Disbursement Order
Cash Payment Voucher (CPV)
Receipts through Bank
Money Receipt
Bank Receipt Voucher (BRV)
Payments through Bank
Cash Disbursement Order
Bank Payment Voucher (BPV)
Inter Bank and Cash-Bank
Transactions
Money Receipt and Cash
Disbursement Order
Transfer Voucher (TRV)
Transactions other than
Receipts and Payments
Transfer Entry Order
Journal Voucher (JV)
Inter Unit Transactions (IUT)
ATD/ ATC to respond to the
relevant raised ATD/ ATC and
Transfer Entry Order
IUT Responding Voucher
- 40 -
Input Forms of FAS
Overview of Financial Accounting System (FAS)
Security Module
Masters
Data from SIS
 Schedule Master
 Group Head Master
 General Ledger
Master
 Subsidiary Ledger
Master
 Project Master
 Function/Analysis
Master
 Cost/Profit Center
Master
 Location Master
 Budget Master
 Opening Balance
Master, etc.
Intra Modular
Bridge
FAS and SIS
Day Closing Process
Month Closing Process
Year Close
Transactions
 Cash Receipt
Voucher
 Cash Payment
Voucher
 Bank Receipt
Voucher
 Bank Payment
Voucher
 Transfer Voucher
 Journal Voucher
 IUT Responding
Voucher
Final Accounts
Balance Sheet
Income & Expenditure A/c
Day Books & FAS Reports
•
•
•
•
•
Bank Book
Cash Book
Journal Book
IUT Letter
Other FAS Reports
Monthly Reports
• Works Register
• Works Register
Summary
• Project Status
Report
• General Ledger • Trial Balance (GL/ SL/
Group Head/ Schedule/
(GL/SL/Analysis/
wise)
Function/CC
wise etc.)
- 41 -
Overall Process Flow of FAS
- 42 -
Key Outputs of FAS
Voucher Reports
Ledgers
General Ledger
Subsidiary Ledger
Input Vouchers
Day Books
Trial Balance
Cash Book
Bank Book
Journal Book
Trial Balance – Schedule
Level
Trial Balance – Group Level
Trial Balance – General
Ledger Level
Reports
IUT Originated but not
Responded
IUT Letter
Works Register
Works Register Summary
Project Status Report
Final Accounts
Income and Expenditure
Account
Balance Sheet
Demonstration on FAS
Hands-on Exercise on FAS
- 43 -
Overview of Store Information System
(SIS)
Abbreviations
Acronym
Full Form
SIS
Store Information System
GRN
Goods Receipt Note
MTN
Material Transfer Note
MCN
Material Consumption Note
MAN
Material Adjustment Note
UOM
Unit of Measurement
DTR
Daily Transaction Register
- 45 -
Mapping of Input Forms - SIS
Purpose
Document currently
being used by UPJN
Instruction to Supplier for supply of
material
Dispatch Instruction
Dispatch Instruction
Record inspection done by supplier
before delivering materials
-
Supplier Site Inspection
Record Material arrival information like
supplier/store, vehicle details, arrival time
etc.
Gate Entry Register
Store Entry
Record details of Material received
including quantity received and
accepted/ rejected etc.
Goods Receipt Note
Daily Receipt Form
Record information of materials being
sent for inspection to third party
inspection agency by UPJN after receipt
of materials
-
Intimation For Inspection
Record details of inspection done by
third party inspection agency
-
Inspection Note
Record receipt of materials including rate
(material reflects in stock ledger)
Goods Receipt Note
Goods Receipt Note
- 46 -
Input Form of SIS
Mapping of Input Forms - SIS
Purpose
Document currently
being used by UPJN
Record Transfer of Materials from store
to contractor/ store to store/ one project
to another within same store.
Material Transfer
Note/ Advance
Material Requisition
Note
Material Transfer Note
Record details of Materials going out of
its store premises
Gate Pass
Materials Out Gate Pass
Record details of materials consumed/
returned unconsumed by Contractor
Material Requisition
Note
Materials Consumption Note
Record Departmental consumption by
UPJN
Material Requisition
Note
Self Consumption Note
Record Sale of Material
Material Transfer
Note
Material Sale Note
Record receipt / issue of items for which
stock is not required to be maintained
-
Miscellaneous Receipt Issue
Record physical stock of materials as per
physical verification and analysis of
shortage/ surplus if any as per stock
ledger
Physical Verification
Report
Physical Verification
Rectify any errors of quantity/value made
during receipt/ issue of materials or to
write off the suspense materials
Relevant Material
Movement Notes
Material Adjustment Note
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Input Forms of SIS
Overview of Store Information System (SIS)
Masters
 Document Series Master *
 Document Type Master
 Reason Master
 Store Master*
 Project Master
 Item Level-1/Level2/Level-3/Level-4 Master
 Item Master
 UOM Master
 Supplier/Contractor/Party
Master
 Inspection Agency Master
 Material Opening
Balances Master
Security Module
Transactions
Data from FAS
STORE
 Dispatch Instruction
 Supplier Site Inspection
 Store Entry
 Daily Receipt
 Intimation For Inspection
 Inspection Note
 Goods Receipt Note
 Materials Transfer Note
 Materials Out Gate Pass
 Materials Consumption
Note
 Self Consumption Note
 Material Sale Note
 Miscellaneous Receipt
Issue
 Physical Verification
 Material Adjustment Note
Intra Modular
Bridge
FAS & SIS
Data Authorisation
Reports and Registers
•
•
•
Transaction Reports (DI, GRN, MTN,
MCN, SCN, MAN, etc.)
Daily Transaction Register (DTR)
Stock Ledger
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* Blue Text- Frequently used
* Green Text – Infrequently used
Overall Process Flow of SIS
- 49 -
Key Outputs of SIS
Transaction Reports e.g. GRN/MTN/MCN etc.
Stock Ledger
Daily Transaction Register
Demonstration on SIS
Hands-on Exercise on SIS
- 50 -
Thank You