Sanghvi Movers Limited Order To Collection SOP V01 2024 PDF

Sanghvi Movers Limited Order to Collection - SOP - V01 ` Date of Release: 15th July 2024 Summary of SOP Reviewed by Approved by Sr. No. Scope...

Sanghvi Movers Limited Order to Collection - SOP - V01 ` Date of Release: 15th July 2024 Summary of SOP Reviewed by Approved by Sr. No. Scope Sub Areas (Process owners) (HOD) Organization Structure A Organisation Structure Nature of Process Receiving of Inquiry Technical Assessment of Inquiry B Inquiry & Order Acceptanace Finalise/Locate the Crane (SML-Fleet) Creation of Quotation & Amendment as per Negotiations Acceptance of Order Asset Based Pricing Model (ABPM) C Project Costing Monthly Rental Costing Mobilization & De-Mobilization Costing SO Creation, Approval & Communication to Client SO Management & Credit SO Amendment & Short closure D Terms Determination of Credit Terms SO Block & Release Invoice Creation Documentation Requirement Invoice Creation & Invoice Submission E Submission Invoice Amendment Debit Note/Credit Note (DN/CN) Sale of Assets Receipts Posting Receivable Outstanding Review F Receivable Management Provision & Recognition of Bad debts Legal Proceedings Customer Code Creation Customer Code Creation G & Background Verification Background Verification Strictly for internal circulation Sanghvi Movers Limited Order to Collection - SOP - V01 Date of Release: 15th July 2024 Organisation structure Rishi Sanghvi - MD Anand Deshpande - Manish Pandey - VP Sales VP Sales & Marketing & Marketing (Non Wind) (Wind) Kiran Gujrathi - AGM Vrunda Manerikar - Sr. Satyapal Singh Hazari - B Uma Mahesh - GM Ajinkya Parate - Assistant Suraj Rane - Sr. Manager Kiran Nair - GM Shailesh Patil - Sales & Sales & Marketing Manager Sales & GM Sales & Marketing Sales & Marketing, Manager Sales & Marketing Sales & Marketing Marketing Pune, MH Region Marketing Hyderabad, TS Region - Chennai, TN Nagesh Pawar - Sr. Manish Khajuria - B Md. Shariq - Assistant Mahesh Kumar Sahni - Manager Sales & J Venkatesh - Assistant Vidit Mittal - Area Sales Assistant Area Sales Area Sales Manager Area Sales Manager Marketing Pune, MH Area Sales Manager Manager Manager, Bangalore Durgapur, WB Vatsal Singh - Assitant Ayush Sharma - Assistant Chetanya Emandi - Prattush Sahoo - GET Area Sales Manager Samala Raju - Sales Area Sales Manager, Assistant Area Sales Sales & Marketing Pune, MH Manager New Delhi Manager Angul, OD Oruganti Sai Sasanka Vivek Bhatiya - Assistant Vardhan - Assistant Area General Manager Sales Manager Nature of Process Activity - It is a specific task performed Process - It is a series of activities that are interconnected and organized Control - Procedure designed to regulate process Strictly for internal circulation Sanghvi Movers Limited Order to Collection - SOP - V01 Date of Release: 15th July 2024 Inquiry & Order Acceptance Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed A Receiving of Inquiry Inquiry can be received from clients via various mode i.e. SML website, phone , sociel media, references or mail. Final Inquiry is to be received on official mail of the sales team or in case of tender process in client portal. Other modes of enquiry can be regular Client visits, Project mapping, Business Sales & Sales A1 Process Mail As and when Development, Pre bid Tie-ups, by sales team members with various clients at PAN Marketing Representative India level or through various tender portals of PSUs & corporate clients. Once the Inquiry is received from client, create the enquiry in SAP.(Tcode - VA11) 1. If customer code is already created - Put customer code Sales & Sales A2 2. If customer code is not already created - Select "One time Customer" Activity SAP As and when Marketing Representative Below listed parameters needs to be mandatory in SAP along with basic data validation controls to ensure accuracy and completeness based on inquiry from client : 1. Client details Sales & Sales A3 2. Sales office,organisation & district. Process SAP As and when Marketing Representative 3. Crane requirement 4. Mobilization & De-mobilization 5. Validity of enquiry 6. AASM Responsible Creation of Inquiry in SAP should be done on the same day of receiving of Inquiry Sales & Sales A4 on mail with basis requirement of clients. Process As and when Marketing Representative Monthly review should be conducted to monitor the open Inquiries. Sales & Sales A5 Control Open enquiries SAP Monthly Marketing Representative B Technical Assessment of Inquiry Additional details to be called from client if required Eg. Drawing, site plan , Sales & Sales B1 images, specification etc. Process Mail As and when Marketing Representative Technical data received from clients to be sent to the Technical/Drawing team. Sales & Sales B2 Process Mail As and when Marketing Representative Based on data received from sales team, Technical/Drawing team will understand & analyse the requirement of the client & suggest the specification & Manager configuration(Model Number) of the cranes as per requirement.(Refer SOP for Technical/Drawi B3 Activity Technical Mail As and when Operations for detailed process of Technical Drawing Team) ng Department If the crane configuration as per requirement suggested by Technical/Drawing team does not match with crane configuration asked by client, sales team will Sales & Sales B4 inform the client about changes required as per requirements of client. Process Mail As and when Marketing Representative Sales team will inform the client about the Capacity of the crane & receive the confirmation from the client. Sales & Sales B5 Process Mail As and when Marketing Representative C Finalise/Locate the Crane (SML-Fleet) Strictly for internal circulation  Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed Identifying the crane (Tcode - ZEQ_STATUS ) : 1. As on date - To identify all crane available as per model number Sales & Sales C1 2. Future date - To identify cranes engaged currently, but will available at future Activity SAP As and when Marketing Representative date. Parameters to be considered on selection of the available cranes : 1. Available in minimum distance from the client location 2. Availability for the required period as per enquiry Sales & Sales C2 Process - As and when 3. Year of manufacturing (If required) - It should be justified for full duration of Marketing Representative workorder. After identification of multiple crane available, confirmation needs to be received from respective site managers about the availability of the crane on future date as Sales & Sales C3 Process Mail As and when per clients requirement on mail. Marketing Representative In case no cranes are available, mail to VP Sales all necessary details of inquiry i.e. client details, crane required, configuration, period for which crane required & any other detail as per required by VP Sales. On request from Sales Sales & Sales C4 Process VP Sales As and when representative, VP Sales will provide inputs whether to decline or accept the Marketing Representative inquiry based on client relation, financials & any other inputs. Finalisation of cranes available to assign to the the client : 1. Equipment number is mandatory in this stage. Sales & Sales C5 Process - As and when 2. Equipment number can be more than one. Marketing Representative D Creation of Quotation & Amendment as per Negotiations Creation of Quotation in SAP after finalisation of costing.(Tcode - VA21) 1. With reference of Inquiry - Put Inquiry Number 2. Without reference of Inquiry - Select "One time customer" Sales & Sales D1 Process SAP As and when Marketing Representative (Refer slide "C" for Project Costing) Below listed parameters needs to be mandatory in SAP along with basic data validation controls to ensure accuracy and completeness based on inquiry from client : 1. Client details(Text) Sales & Sales D2 2. Crane details(Text) Activity SAP As and when Marketing Representative 3. Monthly rental Cost 4. Mobilization & De-mobilization Cost 5. Validity of Quotation 6. Plant(Depo) & Shipping Amendment in existing Quotation in SAP as per Negotiations.(Tcode - VA22) 1. If changes required in quotation terms - Amend the terms in current quoation. 2. If different crane required than earlier decided - Amend the existing quotation. 3. If additional crane required with existing quotation - Add additional crane details in existing quotation. 4. If additional crane required with separate quotation - Create New Sales & Sales D3 Process SAP As and when quotation.(Need to perform all earlier steps starting from Technical Assessment ) Marketing Representative Quotation should be approved as per authority matrix defined in SAP. Unapproved Quotation Sales & Sales D4 Control SAP As and when Marketing Representative Automail of quotation sent to client after approval as per defined authority matrix. Sales & Sales D5 Process SAP As and when Marketing Representative Strictly for internal circulation  Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed Quotation should be closed after 15 days of the last date of the validity of the Acceptance of order after Sales & Sales D6 Control SAP Monthly quotation & no response is expected from the client on monthly basis. the validity of quotation Marketing Representative E Acceptance of Order Documented Work Order/LOI/LOA is mandatory to obtain from client. Sales & Sales E1 Activity Mail As and when Marketing Representative In case of delay of receipt of work order from client & the work is urgent, obtain mail confirmation from client with the approval of respective Senior Manager. Sales & Sales E2 Process Mail Senior Manager As and when Marketing Representative Verify whether the terms of the work order is as per final quotation sent to client. Sales & Sales E3 Contol Acceptance of different Mail As and when Marketing Representative terms than agreed terms. Incase of variation in terms of work order & quotation, inform the client & receive Sales & Sales E4 the work order as per final quotation. Activity Mail As and when Marketing Representative Work order received from clients should get verified from respective departments (Eg. Legal , HR , Accounts, etc) in case of any unfavaourable terms & conditions Sales & Sales E6 Contol Acceptance of onerous Mail Legal Head As and when mentioned by clients before acceptance of order. Marketing Representative clauses. Obtain WBS element from PPC team for the assigned crane on mail. Sales & Sales E5 Process Mail As and when Marketing Representative Strictly for internal circulation Sanghvi Movers Limited Order to Collection - SOP - V01 Date of Release: 15th July 2024 Project Costings Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed A Asset Based Pricing Model (ABPM) ABPM is costing tool in SAP to calculate Monthly Rental, Mobilization & De- Sales & Sales A1 mobilization costs based on certain criterias defined in backend software. Process SAP As and when Marketing Representative ABPM can also be used to calculate contribution margins by putting quotation Sales & Sales A2 price. Process SAP As and when Marketing Representative On receipt of inquiry & after conduction of technical assessment sales representative should calculate project costing on ABPM (Tcode - ZABPM) Sales & Sales A3 Activity SAP As and when Marketing Representative Below listed parameters needs to be mandatory in SAP along with basic data validation controls to ensure accuracy and effectiveness of ABPM tool based on inquiry from client : 1. Diesel Scope 2. Working Hours, days & shift Sales & Sales A4 Process SAP As and when 3. Project duration Marketing Representative 4. Mobilization & De-mobilization Distance 5. Distance within site 6. Equipment numbers 7. Project region & city ABPM Tool should be contineously updated to maintain & improve the A5 effectiveness of the tool by SAP backend team. Process IT IT - Manager SAP As and when ABPM should be contineously monitored to check correctness & effectiveness by Inaccurate calculation of A6 analysing ABPM report ( Tcode- ZABPM_REPORT) Control IT IT - Manager SAP Quarterly costing. B Monthly Rental Costing After calculation of costs from ABPM, Sales reprsentative should mail to person as per authority matrix to provide the price to be quoted to customers with all Sales & Sales B1 Process Mail As and when necessary details & screenshot of costs calculated as per ABPM tool. Marketing Representative Authority matrix defined to provide the quote price is provided in Annexure. Sales & B2 Process Mail As and when Marketing Responsible person will provide price to be quoted to sales representatives based on various criterias & approved minimum rate list. Sales & Senior Manager, B3 Activity Mail MD As and when Marketing VP Sales Some of the criterias which can influence the price to quoted to customers : 1. Client Relations 2. Market Condition 3. Seasonality Sales & Senior Manager, B4 4. Crane availability Process As and when Marketing VP Sales 5. Competitive quote 6. Availability of better opportunity, etc. C Mobilization & De-Mobilization Costing Sales team will obtain packing list from the maintenance department for all the available cranes.(Refer SOP for Operations for detailed Packing list process) Manager - C1 Process Maintenance Mail As and when Maintenance Strictly for internal circulation  Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed Sales team will send the request to Trasportation team to provide estimated Mobilisation & De-mobilisation cost with the following details : 1. Crane equipment number Sales & Sales C2 2. Packing list received from maintenance department Activity Mail As and when Marketing Representative 3. Details of client location 4. Other details as may be required. Transportation team will provide estimated Mobilisation & De-mobilisation cost. (Refer SOP for Operations for detailed process of Mobilization & De-mobilization) Manager - C3 Process Tranportation Mail As and when Trasportation Sales representative will compare cost as per ABPM tool & cost provided by Transportaion Team (which ever is higher) with addtion to adequote margins to Sales & Sales C4 Activity Excel As and when conclude on final price to be quoted. Marketing Representative Strictly for internal circulation Sanghvi Movers Limited Order to Collection - SOP - V01 Date of Release: 15th July 2024 SO(Sales Order) Management & Credit Terms Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed A SO Creation, Approval & Communication to Client On receipt of Sales confirmation from customer Sales order(ZDOM) is created in SAP with reference to Quotation number sent to client. (Tcode - VA01) Sales & Sales A1 Activity As & when Marketing Representative Below listed parameters needs to be mandatory in SAP along with basic data validation controls to ensure accuracy and completeness based on workorder received from client : 1. Customer code 2. Crane details 3. Payment terms Sales & Sales A2 Process As & when 4. Material Code Marketing Representative 5. Period of crane deployement 6. Monthly rental charges 7. Mobilization & De-mobilization charges 8. WBS Elemebts for each line item (Auto populated after approval) 9. Any other charges if applicable. Sales order created should be approved by authority matrix defined. Sales & Sales Senior Manager & A3 Process As & when Marketing Representative VP Sales Sales order should not be created if the mail confirmation/Work order is not Sales & Sales A4 received from client Process As & when Marketing Representative Documented Work order is mandatory to upload in SAP before approval of Sales Sales & Sales A5 order. Control As & when Insufficient documentation Marketing Representative B SO Amendment & Short closure On request of client for any amendment/closure in/of work order, sales Sales & Sales B1 representative shall inform respective Senior Manager - Sales & check for any Process Senior Manager As & when Marketing Representative terms & conditions in work order about the same. Senior Manager - Sales shall ascertain any loss of revenue due to amendment or closure of sales order & decide if any penalty to be charged from client for this loss Sales & B2 of revenue or any other charges & get approval of VP-Sales on mail. Activity Senior Manager VP Sales As & when Marketing On approval of VP-Sales, Sales representative shall communicate about penalty & charges to client & obtain mail confirmation from client before any amendment in Sales & Sales B3 Process VP Sales As & when SO. Marketing Representative Based on client requirement sales order can be amended or short closed with the approval as per defined authority matrix in SAP & upload copy of sales Sales & Sales B4 Control Unauthorised changes in As & when confirmation on SAP.(Tcode - VA02) Marketing Representative SO. After the short closure of the SO, no invoice shall be created for short closed Sales & Sales B5 period of a closed SO. Control As & when Marketing Representative Strictly for internal circulation  Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed Following can be acceptable reasons for short closure of SO : 1. Completion of client work before time period initially decided. 2. Delay from client side (Equipment delay, Site not prepared , etc.) 3. Due to unfavourable whether conditions. 4. Due to unfavourable socio-economic or political reasons. 5. Closure & recreation of SO due to change in customer credentials (Private to Sales & Sales B6 Process As & when Public company , GSTN, etc.). Marketing Representative Note : In case reason of short closure is other than reasons mentioned above & loss of revenue is more than 20% or 50% of the SO value obtain approval of CFO or MD respectively for the same. Following can be acceptable reasons for amendment in SO : 1. Change in work order period ( Extention ,reduction & postpone of work order period). 2. Change in payment terms. 3. Change in crane configuration. 4. Change in work location Sales & Sales B7 Process As & when 5. Any additional requirement from client leading to increase in SO value. Marketing Representative Note : In case reason of short closure is other than reasons mentioned above & loss of revenue is more than 20% or 50% of the SO value obtain approval of CFO or MD respectively for the same. Log of amendment/short closed done in SO shall be maintained and reviewed on Too much amendment in Sales & B8 periodic basis by Senior manager - Sales. Control Senior Manager VP Sales Monthly SOs. Marketing C Determination of Credit Terms Credit terms consists of below mentioned two terms : 1. Credit period - Days of credit. Sales & C1 Process As & when 2. Credit limit - Maximum amount of credit allowed to customer. Marketing Credit Period should be decided at the time of negotiations before acceptance of Sales & C2 workorder from client. Activity Senior Manager VP Sales As & when Marketing No credit period should be allowed to new clients for the first project, One month Sales & Sales C3 rental charges & mobilization charges should be collected before creation of SO in Control As & when Marketing Representative SAP. However VP-Finance can approve for the exception. Loss of profit Credit Limit should be uploaded in SAP at the time of customer code creation for C4 new customers by MBM team on approval of VP Sales. Process MDM Team MDM Manager As & when For existing customers, VP Sales should review & revise credit limit on half yearly Excess/short credit limit to Sales & C5 (June & December) basis & obtain approval of CFO. Control VP Sales CFO & MD Half-yearly customers. Marketing Customer wise calculation of credit limit & appoval document should be properly Sales & C6 Process VP Sales As & when maintained for future references by VP Sales. Marketing Credit limit should be calculated based on 3 months expected monthly rental Sales & C7 charges. Process VP Sales As & when Marketing After approval of credit limit by VP Sales should forward upadated credit limits to Sales & C8 MBM team for updation of credit limits in SAP. Process VP Sales As & when Marketing Approved credit limit should be atleast 30% secured in the form of bank guarantee, security deposit or both, bur felxibilty should be provide as per HOD Sales & C9 Control VP Sales Half-yearly approval. Marketing Unsecured debtors D SO Block & Release SAP should block creation of new SO, for the client if the net overdue to the client touches the defined credit limit for the customer. SO may be created as per HOD Sales & D1 Control Over exposure to customer As & when permission for crrtical or special cases. Marketing than credit terms Strictly for internal circulation  Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed An intimation should be sent to HO Operation team to stop the site operations on within 10 days if no further intimation received to continue operations via SAP. Sales & D2 Process As & when Marketing Sales representative should inform the client & ask for immidiate payment from the Sales & Sales D3 client. Activity As & when Marketing Representative On receipt of payment from the client, Accounts Executive should post receipt entry in system then Manager Finance should release the blocked SO in SAP. Accounts D4 Process Accounts Manager Accounts As & when Executive Sales representative should inform HO Operations team to continue operation on Sales & Sales D5 receipt of payment. Process As & when Marketing Representative VP Sales can direct HO Operation team to continue operations without payment Sales & D6 receipt on approval of management. Process VP Sales CFO As & when Marketing Strictly for internal circulation Sanghvi Movers Limited Order to Collection - SOP - V01 Date of Release: 15th July 2024 Invoice Creation & Submission Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed A Invoice Creation Accounts Manager shall create invoice in SAP with reference to SO created by Accounts A1 Activity Accounts SAP As & when sales representative.(Tcode - VF01) Manager Below listed parameters needs to be mandatory in SAP along with basic data validation controls to ensure accuracy and completeness based on workorder received from client (based on need) : 1. Customer code 2. Crane details Accounts A2 3. Payment terms Process Accounts As & when Manager 4. Material Code 5. Period of crane deployement 6. Invoice amount 7. Overtime charges (If any) 8. Breakdown Deductions (If any) - Working hours mentioned in Text. Performa Invoice should be created only if required by client. Affter approval of Accounts A3 performa invoice , tax invoice should be created. Process Accounts SAP As & when Manager All invoice created should be approved as per authority matrix defined in Accounts Senior Accounts A4 SAP.(Tcode -VF02). Process Accounts SAP As & when Manager Manager Turnaroud time (TAT) for creation of invoice on receipt of intimations from HO Opearations Team : 1. Mobilization Invoice - Same day 2. Monthly Rental Invoice - Within 10 days of month end. Accounts A5 3. De-mobilization Invoice - Along with last monthly Invoice Control Accounts As & when Manager 4. Lumpsum amount project & Windmill project - Same day of intimation of work completion as per WO , when it become due. 5. Any other Invoice - Same day of when it become due. Delay in invoice creation Tracker should be maintained for all ongoing project to track all invoice which Manager A6 needs to be created. Control HO Operations Excel As & when Missing of invoice creation Operations B Documentation Requirement Accounts manager shall obtain all necessary documents before creation of Invoice Accounts B1 in SAP. Process Accounts SAP As & when Manager Below mentioned document can be considered to create invoice : 1. Mobilization Invoice - Load test certificate 2. Monthly Rental Invoice - Signed log sheet 3. De-mobilization Invoice - Last month log sheet 4. Lumpsum amount project & Windmill project - Work Completion Certificate Accounts B2 Process Accounts SAP As & when 5. Final Invoice - Mail Intimation about the crane return to depo. Manager 6. Any other Invoice - Any document as it deems to provide insight about invoice amount or completion of work. Accounts Manager shall check for correctness & authentication of documents Accounts B3 recieved before creation of invoice. Activity Accounts As & when Manager Strictly for internal circulation  Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed Incase any document or details in document found to be incorrect or misleading, Accounts Senior Accounts B4 he shall inform to Senior Manager Accounts & person from whom those Activity Accounts Mail As & when Manager Manager documents are received & ask for correct documents. After receipt of correct documents he shall create the Invoice. Accounts B5 Activity Accounts SAP As & when Manager All necessary documents should be uploaded in SAP at the time of Invoice Accounts B6 creation. Process Accounts SAP As & when Manager C Invoice Submission Once the invoice in created in SAP, HO Operation team shall download the Manager C1 Process HO Operations SAP As & when Invoice & supporting documents from SAP. Operations Manager-Operations HO shall send the invoice to client incase of Invoice needs to be sent via mail. If the invoice needs to be sent via post, he shall print the Manager C2 downloaded invoice & post the invoice through post office within same day. Process HO Operations Mail As & when Operations All invoices should be submitted by Site operations team within 2 days of creation Manager C3 of Invoice to client. Control HO Operations As & when Operations Invoice Submission Tracker should be maintained to track the submission of Manager C4 invoices to client as per the TAT defined. Activity HO Operations Excel As & when Operations Invoice Submission tracker should contain the below mentioned mandatory filelds : 1. Invoice Date 2. Invoice Number 3. Invoice Period 4. Customer Name 5. Invoice Creation Date Manager C5 6. Invoice Submission/posting Date Process HO Operations SAP As & when Operations 7. Difference in (5) & (6) 8. Client Acknowledgement Date 8. Reasons for delay in submission(If any) Invoice submission tracker should be reviewed on quarterly basis by VP Sales & Dealy in submission of Manager VP Sales & VP C6 VP Operations for major cases. Control HO Operations Excel Quarterly invoices Operations Operations D Invoice Amendment Incase any amendment is needed in Invoice on client request if it does not decrease the invoice value, HO Operations team shall inform the Accounts Manager D1 Process HO Operations Mail As & when Manager to amend the invoice as required. Operations Incase any amendment results to decrease in the Invoice value , Accounts manager shall obtain approval from HO Operation Manager & Senior Manager Accounts VP Sales & VP D2 Activity Accounts Mail As & when Sales before making such amendment. Manager Operations After creation of amended invoice , HO Opearations team shall submit the updated Manager D3 invoice to client within the above mentioned time limit. Process HO Operations SAP As & when Operations Log of amendment in Invoices should be maintained in SAP & reviewed on Unauthorised changes in Accounts D4 Quarterly basis. Control Accounts SAP Quarterly Invoices Manager E Debit Note/Credit Note (DN/CN) On receipt of intimation from Site Operation Manager for preparation of DN/CN to customer Accounts Manager shall obtain approval from HO Ops & VP Sales, then Accounts E1 Process Accounts Mail As & when intimate respective sales representative to prepare Debit/Credit Note Order in Manager system. Proper documents with reasons for DN/CN should be obtained from Site Accounts E2 Operations Manager. Process Accounts Mail As & when Manager Strictly for internal circulation  Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed Sales representative shall prepare DN/CN Order in SAP ( Tcode -VA01). Accounts E3 Activity Accounts SAP As & when Manager DN/CN Order should be approved as per authority matrix defined in SAP. Accounts E4 Process Accounts SAP As & when Manager Once the DN/CN order is prepared , Accounts Manager shall create DN/CN & Accounts E5 mention "Reason for rejection" in SAP.(Tcode - VF01) Process Accounts SAP As & when Manager Once the DN/CN in created in SAP, HO Operation team shall download the Site Operations E6 DN/CN & supporting documents from SAP and submit to client as per above Activity HO Operations SAP As & when Manager defined process. F Sale of Assets Incase of there is a need for sale of any asset, "Asset Disposal Form" should be prepared by respective department & approved by MD, then it should be trasfered Respective F1 to Purchase Manager to obtaining of quotation for sale of Asset. Activity Manager Mail MD As & when Department Minimum of 3 quotation should be obtained & Cost comparion sheet(CCS) should be prepared by Purchase Manager. Based on which, Highest(H1) quote should be Purchase Purchase F2 Activity Mail As & when selected. Department Manager Reason should be mentioned in CCS in case any quote other than H1 is selected. Purchase Purchase F3 Process Mail As & when Department Manager All asset should be made with first preference to advance payment from customer Loss of recivable from Purchase Purchase F4 or second preference to payment at the time of handover. Control As & when client. Department Manager Sale of Assets should be approved by MD, before sending the confirmation to Purchase Purchase F5 customer & Accounts team for further processes. Process Mail MD As & when Department Manager After such approval, Accounts Manager will prepare SO for sale of asset. (Refer Accounts F6 sheet "D" for process of sales order creation) Process Accounts SAP As & when Manager Based on such SO, Accounts Executives shall prepare Inbound Delivery of the Accounts F7 asset in SAP under movement type number 242. (Tcode - MIGO) Process Accounts SAP As & when Executive Outbound delivery should be prepared in SAP with reference to SO mentioning the Accounts F8 picking quantity in SAP. (Tcode - VLO1N) Process Accounts SAP As & when Executive With reference to outbound delivery , Asset sales invoice should be created in SAP after confirming the payment from the customer & sent to Operations Accounts F9 Manager (Sushant) for creation of "Letter of Handover" for the asset. (Tcode - Process Accounts SAP As & when Executive VF01) Operations Manager will send "Letter of Handover" along with Asset sale invoice Opearation F10 to Stores Department for the handover of asset to customer. Process HO Operations Mail As & when Manager Strictly for internal circulation Sanghvi Movers Limited Order to Collection - SOP - V01 Date of Release: 15th July 2024 Receivable Management Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed A Receipts Posting Treasury A1 Manager-Treasury Department will download the bank statement from bank portal on daily Process basis. Treasury As & when Manager Manager-Treasury Department will Identify the receipts in banks & send the details Treasury A2 to Accounts Manager on daily basis. Activity Treasury Mail As & when Manager On the basis of Payment Advice received from sales representatives, Accounts Manager should pass entry in customer ledger for receipts within same day after adjustment of TDS(If any). Manager A3 Activity Accounts SAP As & when (Tcode for advance receipt - F-29) Accounts (Tcode for receipt against Invoice - F-28) Payment Advice should be mandatorily collected by Sales representative from Sales & Sales A4 Process Mail As & when client as soon as possible and sent to Accounts Manager. Marketing Representative In case Payment Advice not received, Accounts Manager will ask for payment Manager A5 advice from Sales representative to post the receipt entry in SAP. Process Accounts Mail As & when Accounts Invoice to receipt adjustment should be done along with receipt posting in Manager A6 customer basis if payment is against the invoice. Activity Accounts SAP As & when Accounts B Receivable Outstanding Review Accounts Manager shall extract receivable ageing from SAP on daily basis to discuss with sales managers. Senior Manager B1 Process Accounts SAP Daily (Tcode - ZCAGEING) Accounts The Senior Accounts Manager is required to hold a Daily Outstanding Review Meeting with the respective sales managers. These meetings should occur at least Senior Manager B2 three times a month, depending on the availability of each sales manager. Activity Accounts Teams Daily Accounts Proper reasons with debtor ageing should be documented & sent to CFO & respective HOD's at the day end on daily basis. Senior Manager B3 Process Accounts Excel CFO & VP Sales Daily Accounts Monthly Outstanding Review should be conducted based on debtor ageing for top Sales & Sales B4 cases with CFO, Sales HOD's & respective sales managers. Control CFO & VP Sales Monthly Long pending receivables Marketing Representative Meeting document with proper reasons should be approved by CFO & documented for future references. Senior Manager B5 Process Accounts Teams CFO Monthly Accounts C Provision & Recognition of Bad debts Accounts Manager shall extract receivable ageing from SAP on quarterly basis. (Tcode - ZCAGEING) Accounts C1 Process Accounts SAP Quarterly Manager Accounts Manager shall prepare ECL(Expected Credit Loss) working as per Accounts C2 applicable Ind AS & defined criterias. Activity Accounts Excel Quarterly Manager ECL working should be finalised after approval of CFO. Accounts C3 Process Accounts CFO Quarterly Manager Strictly for internal circulation  Application Application Consulted / Sr. No. To be process Nature Key Risk Department Responsible Accountable Timeline Used Used Informed Overdues from the customers could be written-off if : 1. Customer denied the payment. 2. Customer is unable to make the payment in case of insolvency & other legal Accounts C4 issues. Process Accounts Quarterly Manager 3. Amount overdue for more than 3 years. 4. Any circumstances where amount is unlikely to receive in near future. Any write-off of the receivable amount should be approved by CFO. Accounts C5 Process Accounts SAP CFO Quarterly Manager D Legal Proceedings Sales HOD based on Monthly Outstanding Review Meeting on approval of CFO will decide whether to go for legal proceeding in case of long pending receivables. Sales & D1 Process VP Sa