PRIME 2 - trvl.maricoapps.biz Processing Overview.pdf · Marico Limited Baddi BD Factory ... Copra...
Transcript of PRIME 2 - trvl.maricoapps.biz Processing Overview.pdf · Marico Limited Baddi BD Factory ... Copra...
PRIME 2
Invoice Processing Guidance
Process Rationalisation and Re-design for Improved Information Management towards Enhanced Excellence
Content
Purchase Order (PO)
DOA
Document Segregation
Invoice Processing
BPOpen
FAQ
Help
Purchase Order
Purchase Order – Creation Logic
• All material which are inventoried or capitalised must be routed through PO
• Services Procurement with Purchase Order (PO) only except for following:
o Statutory payments
o Utility payments
o Travelling Expenses (Car hire, air travel, train travel)
o Attending Conference, seminar
o Invoice less than Rs. 30,000/-
PO Policy – summary update
• PO creation
• with defined validity period – latest GRN date
• For service PO, item category is to be mentioned as “D”
• For FOH payments -GL Code & IO number needs to be mentioned
• For Capex PO, IO number, CEP number needs to be mentioned
• PO to be created with currency of transaction
• Approval of Purchase Orders as per DOA
• Advance only against an approved PO
• Modification in PO for Quantity, Price re-approved as per DOA
• Terms of payment cannot be modified
Refer PO policy on meramilaap under Guidelines tab
PO Creation – Must Have Hygiene
PO creation to be done with right applicable
Purchasing Organisation
and
Purchasing Group
Implication - PO Release Strategy gets triggered basis these
Create PO Screen
Release Purchase Orders
1. Select PO to be released by single click on relevant PO number
2. Clink on Release to Release PO.
3. Click Save to Save Changes to PO
Document segregation
Tray / Box for document segregation Tray type
Barcode
Documents /claims to be put in the tray
PO PO All invoices for which a PO has been created (excluding Capex/Commodities). Mention PO and GR number on the invoice
Commodities
CO A separate tray to segregate commodities (Copra / Edibles Oils/ Foods). Since these are PO based - PO and GR number must be mentioned
Non PO
NP All invoices for which PO has not been created as per PO policy but must be raised in Non PO Expense automation portal. Mention the Portal reference number. (only applicable for HO)
Travel TR All employee travel reimbursement claims raised through Travel Portal. Print out from travel portal with signature and supervisor signature for exceptions together with supportings. The supportings need to be pasted on A4 size paper and should be attached to print out from portal.
Capex CA All Capex invoices ie., invoices we would have raised a CEP. Mention CEP number, PO and GR number on the invoice
Urgent UR Urgent to be used judiciously with due caution for urgent payments like Copra
MIF Separate tray for MIF invoices (separate legal entity)MCCL Separate tray for MCCL invoices (separate legal entity)
Invoice /documents for scanning
• Invoice / Documents to be sent directly to Scanning location with segregation on type of barcode to be used
• For Head Office and Marks – scanner located at 4th floor, GP
• Document to be put in the relevant tray
• For Marks, the courier should carry separate sets of documents to be put in relevant trays
Location Breakup
Company Location NameLocation
CodeLocation Type
Marico Limited Baddi BD FactoryMarico Limited Perundurai PN FactoryMarico Limited Pondy PA FactoryMarico Limited KKD KK FactoryMarico Limited Guwahati GH FactoryMarico Limited Dehradun DN FactoryMarico Limited Ponta PO FactoryMarico Limited Jalgaon JA FactoryMarico Limited Paldhi PI FactoryMarico Limited Regional Office - Delhi RD Regional officeMarico Limited Regional Office - Hyderabad RH Regional officeMarico Limited Regional Office - Kolkata RK Regional officeMarico Limited Regional Office - Mumbai RM Regional officeMarico Limited Head office HO Head OfficeMarico Limited Buying office BO Coimbatore
Marico Innovation Foundation Head office HO Head OfficeMarico Consumer Care Limited Head office HO Head Office Company Company Name 2 Digit 2 Digits
Date Financial year 2014 4 DigitsLocation Location Name BD 2 DigitsDoc Type Document Code PO 2 DigitsSerial No Running Srial No 000001 6 Digits
PO invoice for Baddi will be ML2014BDPO000001
Bar Code LogicCompany_Date_Location_Serial No_Doc Type_Serial No
Bar Code LogicDocument Break UPDocument
codeDocument
Name
PO PO
NP Non POTR Travel
UR Urgent
CA CapexCO Commodities
Invoice Sample
Write PO number GRN number
Barcode
DOA
HO / Marks
Service PO & Capex
Function Manager Partner EVP/CXO
Reportee EVP/CXO MD
HO Marketing As per Portal
HO Others Upto 10 L 10 – 50 L >50 <100 L > 1 < 50 Cr > 50 Cr
Materials Function Manager
Head Agri / Non-agri / SC
Head Procurement EVP/CXO MD
Non- AgriProcurement < 0.5 Cr > 0.5 < 2 Cr > 2 < 10 Cr > 10 Cr < 50 Cr > 50 Cr
Edible < 0.5 Cr > 0.5 < 2 Cr > 2 < 10 Cr > 10 Cr < 50 Cr > 50 Cr
Copra Based on Portal - DOA to be mapped same as Edible
PO DOA is only for PO release in SAPwhile other existing DOA of contracting etc remains AS IS
Vendor Advance DOADOA for Advance Payments
Function Manager / FCM for Plants /
ROM for ROFunction Head Cluster head /
Head Procurement EVP
Copra Collection Centres Upto 15 lacs >15 <50 Lacs > 50 Lacs <10 Cr > 10 Cr
Edible Oils Procurement Upto 10 lacs >10 <50 Lacs > 50 Lacs <10 Cr > 10 Cr
Polymer Procurement Upto 50 Lacs >50 <250 Lacs > 250 Lacs <10 Cr > 10 Cr
Import - with documents Upto 50 Lacs >50 <250 Lacs > 250 Lacs <10 Cr > 10 Cr
Import – without documents Commercial Head < 100 lacs > 1 Cr
Other RM / PM Procurement Upto 10 Lacs >10 <50 Lacs >50 <250 Lacs > 250 Lacs
Capex Items Upto 20 Lacs 20 - 50 Lacs 50 -100 Lacs > 100 Lacs
Marketing advances As per DOA mapped in ASP Portal
Any other Advances upto 5 Lacs 5 - 25 Lacs 25-50 Lacs > 50 Lacs
Use Advance Portal | DOA mapped in the portal
Regions DOA
ROMDivisional Head
& Head Commercial
EVP
Services & Capex upto 10 L > 10 L < 100 L > 100L
Factory POs DOA
Function Manager &
FCMUnit Head
Cluster Head&
Head Commercial
EVP
Services & Capex upto 10 L > 10 L < 50 L > 50 L <100 L > 100L
Function Manager &
FCMUnit Head Cluster Head EVP
Material & Capex procurement upto 20 L > 20 L < 50 L > 50 L <100 L > 100L
Approver List – HO support function(as on May 29th 2015)
Function Purchase Org
Purchase Group
Plant Code
Manager0-10 L
Treasury CP22 TR1 H000 Manish BansalIR CP22 IR1 H000 Neha AgrawalM & A CP22 MA1 H000 Neha AgrawalSecretrial CP22 SL1 H000 Bhaveka RanpariaIndirect Tax CP22 ID1 H000 Bharat PadgulekarDirect Tax CP22 DT1 H000 Ritesh GarodiaAudit CP22 IA1 H000 Mandeep SinghCorp Fin CP22 CA1 H000 Nikisha KucheriaInsurance CP22 IS1 H000 Deepak DesaiPayroll CP22 PL1 H000 Nikisha KucheriaMarval CP22 MV1 H000 Akash JainBPT CP22 BP1 H000 Arpit JainCorp Comm CP22 CC1 H000 Pratyusha SarkarCPB BF CP22 BF1 H000 Darren LoboIBG BF CP22 IB1 H000 Snehal KolwanakarIBG MKTVC CP22 IE1 H000 ShashankIBG NCD CP22 NC1 H000 Vivek NahataMIS CP22 MS1 H000 Gaurav SardaHO - Mkt Comm CP22 MC1 H000 Mukesh JangirHO - Sales Comm CP22 SC1 H000 Dipesh AcharyaHO - Plant Comm CP22 PC1 H000 Shripad RaulMIF CP22 MIF H000 Amitabh VyasAdmin CP22 AD1 H000 Mona FernandesAdmin CP22 AD2 H000 Emerico SqueiraLegal CP22 LG1 H000 Ekta SarinHR CP22 HR1 H000 Nipun AgarwalOD CP22 OD1 H000 Nipun AgarwalIT CP22 SY1 H000 Sashiban Singh
Approver List – Procurement function(as on May 29th 2015)
Purchase Group details Purchase Group Code
PO first approver
Corn Oil Purchases CRN PrathmeshRICEBRAN OIL Purchase RBO ArunKARDIseed/Oil KRD AmanOther RM ORM RishabhHDPE/LDPE PLM PravinLLP LLP RishabhOther PM OPM RaviFoods FOD Aditya3P - Domestic THP Pradeep A.
Invoice Processing
1. Write details on invoice
• PO & GR number for PO based invoice. Add CEP number as well in case of
Capex Invoice.
2. Instead of sending invoices to AP/Commercial team, put up in the relevant
trays (PO/Capex/Commodities) with scanning team (for eg: HO 4th floor room)
3. Documents will be scanned and sent to CG
4. Queries, if any, will be raised by CG through BPOpen, Capgemini portal. (Query
resolution by PO first approver)
Material (PO) Invoice Processing
For detailed process, refer Prime 2 SOP in milaap under microsites tab
Do’s and Don’ts - Material Buying
Buyer to ensure invoice contains • PO Number• GRN in the system• Required supportings
Buyer to give invoice to the scanner
Buyer to respond to queries raised by Capgemini team via BPOpen
× Do not send invoice to CG without • PO Number on Invoice• GRN Number on Invoice• Required supporting
× Do not sign invoice before sending it to scanning team; Capgemini will not process invoice based on the signature
× Do not send invoice to the AP team for processing
Query will be directed to the PO first approver as per SAP
1. Write details on invoice
• PO & GR number for PO based invoice
2. Instead of sending invoices to AP/Commercial team, put up in the relevant tray
(PO) with scanning team (for eg: HO 4th floor room)
3. Documents will be scanned and sent to CG
4. Queries, if any, will be raised by CG through BPOpen, Capgemini portal. (Query
resolution by PO first approver)
5. All Service invoices need to be approved in BPOpen. (Approval by last PO
approver for HO and unit Finance Manager for Regions and Plants)
Service (PO) Invoice Processing
For detailed process, refer Prime 2 SOP in milaap under microsites tab
Do’s and Don’ts - Service Buying
Any service >30k will need PO in SAP as per PO Policy
Service requestor to ensure invoice contains • PO Number• Service entry in SAP (GRN)• Required supporting
Give invoice along with supporting to the scanner
Final PO approver to approve invoice in BPO open for Capgemini to process payment
PO first approver to respond to queries raised by Capgemini team via BPOpen
× Do not send invoice to CG without • PO Number• Service entry in SAP• Required supporting
× Do not sign invoice before sending it to scanning team; Capgemini will not process invoice based on the signature
× Do not send invoice to the AP team for processing
Capgemini team will NOT process payment without approval from last PO approver (for Plants & ROs – Unit Finance Manager)
1. Raise the request in Non PO Expense Automation portal in meramilaap
• Approval in portal by Manager, no approval if raised by Managers & above
• Mention IO no. and GL code in Portal
• Unique no.( TF No.) generated by portal at time of submission of request
• For payment to be made through “One time vendor code” users have to ensure
adherence of one time vendor policy
2. Write details on invoice
• Expense automation portal reference number beginning with “TF”
3. Documents will be scanned and sent to CG
4. Instead of sending invoices to AP/Commercial team, put up in the relevant tray (Non PO)
with scanning team (for eg: HO 4th floor room)
5. Queries, if any, will be raised by CG through BPOpen, Capgemini portal. (Query resolution
by approver/ requestor if Manager and above)
Non PO Invoice Processing (for HO only)
For detailed process, refer Prime 2 SOP in milaap under microsites tab
Do’s and Don’ts- Non PO Non PO Payments: Payments for which
creation of Purchase order is not required will fall under this category. Refer PO Policy for details. For eg: Any service <30k
Service requestor to ensure invoice contains • Reference number of Non-PO Expense
Automation Portal• Required supporting
Service Requestor to give invoice along with supporting to the scanner
Manager of the function to approve in Non PO Expense Automation portal
Manager to respond to queries raised by Capgemini team via BPOpen
× Do not send invoice to CG without • Reference number of Non-PO Expense
Automation Portal• Required supporting
× Do not sign invoice before sending it to scanner; Capgemini will not process invoice based on the signature
× Do not send invoice to the AP team for processing
Capgemini team will NOT process payment without Non PO Expense Automation Portal Reference number
1. Raise PO in SAP and get the same approved in SAP
2. Raise the advance request in Vendor Advance Portal
• Basis PO number, the details of Vendor will be fetched in the Portal
• Upload Proforma invoice in Portal. In case it is not available, please update
the reason
• If advance is not matching PO payment terms, justify the reason
3. Approval of Advance in Portal as per DOA
4. Once approved, it will trigger email to Capgemini team for further processing
5. Queries, if any, will be raised by CG through BPOpen, Capgemini portal. (Query
resolution by PO first approver)
Advance to Vendor
For detailed process, refer Prime 2 SOP in milaap under microsites tab
Do’s and Don’ts - Advance Payment Advance payment for services and materials
will be paid against an approved PO only and as per the advance policy
Advance requestor should raise request in Advance portal and input
• PO Number• Amount
Check advance policy and DOA before raising request for advance in system
Required approver MUST approve advance request in the Advance portal for processing
Capture in portal reason for non-matching PO terms of payment and non-availability of Proforma Invoice
× Do not request advance without PO reference number
× Do not raise advance request manually; Capgemini will not process manual advance payment request
× Do not raise advance without PO
Capgemini team will NOT process advance payment without approval in the Portal
1. Raise Travel expenses claim in Travel Portal
• The travel claim must contain travel ticket booked by company, if any
• For any further details, refer Travel policy attached to the Portal
2. Paste supportings on A4 size paper and attach to print out from Travel portal.
The travel ticket along with Boarding Pass must be attached for air travel.
3. Sign the expense claim and take supervisor signature for exception reporting
4. Instead of sending invoices to AP/Commercial team, put up in the relevant
Travel tray with scanning team (for eg: HO 4th floor room)
5. Documents will be scanned and sent to CG
6. Queries, if any, will be raised by CG and to be resolved by replying to same
email without change in the subject
Travel Claim – Summary
For detailed process, refer Prime 2 SOP in milaap under microsites tab
Travel Portal Submission
Submit Travel Expense Claim in Travel Portal
Supporting Sample
Paste supportings on
A4 page before
submitting to scanner
Sample Email for Query From: [email protected] [mailto:[email protected]] Sent: Tuesday, December 30, 2014 12:22 PMTo: [email protected]: G, VenkatramanSubject: Message ID:36-9766:AP-66. Workitem Number: MANMRCAP30122014051759766 pending resolution.
Hi,
Accounts Payable is in receipt of the attached document and a clarification requires your immediate intervention.
Please follow the instructions given below to resolve this query.:
1. Read the [Operator Comments] in the Document Details table below.2. Respond by using the [Reply to All] option in your email.3. Enter your response in the space [Resolution Comments] in the table below.4. Click on the [Send] button.
Note: Please ensure that you DO NOT modify the subject line yourself when responding to this automated email message in any way.
Do’s and Don’ts - Travel ExpenseMember to ensure all travel claims are
routed via the travel portal
Member to ensure travel is approved by the supervisor (in portal)
Member to send top sheet from travel portal, along with supporting to the scanner
Member to paste supportings on A4 page
Member to respond to queries raised by Capgemini team via Email
× Do not send manual travel claims to CG for processing
× Do not send travel claims without the approval of the supervisor
× Do not send travel claims without • Top Sheet from travel portal• Necessary supporting
× Do not send invoice to the AP team for processing
× Do not edit subject when responding to email
Travel claims will not be processed if not raised via Travel portal and Travel ticket to be claimed under travel booked by Company
BPOpen
* The BPOpen® toolset incorporates Capgemini's extensive experience and process expertise to ensure consistent delivery of world-class BPO services across global network
Here, Internet Explorer is displayed for illustrative purpose only.
Login to BPOpen®
Enter the production URL on your browser’s Address Bar to access the BPOpen®login screen.
Enter your login credentials (username, password) and click on ‘Login’ to enter the application.
‒ BPOpen Link- https://marico.bpopen.capgemini.com/portal/login.do
‒ Login id and Password have been provided to relevant members (email from
GLOBAL, SERVICE DESK BPO [email protected])
Email trigger to outlookType your email address, next click on “Save Changes”
The preference setting does not change. It remains constant across modules, for a user
The Email alerts will get triggered to the users only on updation of the email id in the preference setting
BPOpen Query Screen
Refer BPOpen SOP for detailed steps
BP-Open Screen – Invoice Approval
Refer BPOpen SOP for detailed steps
FAQ
FAQ• What to do on planned leave
– PO Release in SAP• Refer Delegation SOP in milaap
– BPOpen• Activation of Delegation rights (refer delegation SOP in meramilaap)
• Delegation to peers
• What to do in case of unplanned leave – PO Release in SAP
• Raise request in GRC portal– BPOpen
• Supervisor can assign/delegate the workitems
FAQ• Forgot Password of BPOpen
– Write email to GLOBAL, SERVICE DESK BPO [email protected]
• BPOpen showing error– Recommended usage of Internet explorer 8, Mozilla firefox– Turn Compatibility settings
• Boarding pass given, why travel ticket copies are asked– It is as per our Travel policy (no change with Prime 2)– PNR number of ticket will help in knocking off
Help
Invoice Processing Help
• Login to BPOpen for real time status on invoices
• Capgemini Processing Team
‒ BPOpen Link- https://marico.bpopen.capgemini.com/portal/login.do
‒ Email - For any queries on invoice status, please write to
‒ Error reporting email id being created
• Commercial Team plays the Lead role
• Central Coordinator for any escalations
• Deepak Desai - Email - [email protected]
Transition HelpTo CC
TravelRoutine Query Mathi/Sandhya Raman, VenkatReminder Mathi/Sandhya Raman, VenkatFast Track query Raman , Venkat G . Prabhkaran,Muthu,DDFT -Reminder G prabhakarn Depak Desai,Ankit JainInvoice and payment relatedRoutine Query Raman Venkat,MuthuReminder Raman Venkat,MuthuFast Track query Raman Venkat,Muthu,G Prabhkaran,Deepak DesaiFast track Reminder G prabhakarn Depak Desai,Ankit Jain
Mathi [email protected]
Sandhya [email protected]
Raman [email protected]
Venkat [email protected]
Muthu [email protected]
G, Prabhakaran [email protected]
Thank You