INDEX

SYSTEM REQUIREMENT .............................................................................................................. 2

MODULES WILL BE IMPLEMENTED ................................................................................................... 2
TECHNICAL REQUIREMENT ............................................................................................................. 2
LOCATION FROM WHERE USERS ACCESS ......................................................................................... 3
NUMBER OF USERS TO ACCESSS .................................................................................................... 3
BASIC REQUIREMENT .................................................................................................................... 3
INSTALLATION AND IMPLEMENTTION ERP PROCESS ......................................................................... 4

BUSIENSS PROCESS ................................................................................................................... 5

OVERVIEW OF COMPANY ............................................................................................................... 6
DEPARTMENTS ............................................................................................................................. 6
SALES AND MARKETING .............................................................................................................. 7
STRUCTURE OF SALES AND MARKETING ................................................................................ 8
SALES T EAM STRUCTURE .................................................................................................... 9
ALLOCATE NEW CUSTOMER................................................................................................. 8
SALES ORDER PROCESSING ................................................................................................ 9
PRICE MANAGEMENT …. ............................................................................. ……………….10
T RADE DISCOUNT ............................................................................................................. 11
FOLLOW-UP PAYMENT…………………............................................................................... 11
SALES RETURN- NON-SOLD /EXCESS MATERIAL ............................... …………………………. 12
SALES RETURN- DAMAGED/EXPIRY MATERIAL (SUB-DISTRIBUTOR)..... .ERROR! BOOKMARK NOT DEFINED.13
SALES RETURN - DAMAGED/EXPIRY MATERAIL (MODERN- RETAILER) ................................... 14
SHORT OF MATERIAL. ........................................................................................................ 15
SALES PROMOTION SCHEMES (SUB-DISTRIBUTOR) .............................................................. 16
SALES PROMOTION SCHEMES (MODERN RETAILER) ............................................................. 18
FMOT- IN-STORE ADVERTISING PROCESS ........................................................................... 19

PURCHASE DEPARTMENT .......................................................................................................... 21

PURCHAE ORDER PROCESSING (IMPORT) ............................................................................ 21
PAYMENT BY LETTER OF CREDIT ........................................................................................ 22
LC AMENDMENT ............................................................................................................... 25
PAYMENT BY T ELEGRAPH TRANSFER .................................................................................. 25
LOCAL PURCHASE ............................................................................................................ 27
SHORT OF MATERIAL RECIVED ........................................................................................... 28

STORE AND LOGISTIC ................................................................................................................ 29

O UTWARD MATERIAL ........................................................................................................ 29
I NWARD MATERIAL-IMPORT ................................................................................................ 31
FROM OTHER COUNTRIES ........................................................................................... 31
FROM INDIA .............................................................................................................. 32
OTHERS ............................................................................................................................ 33

ACCOUNT DEPARTMENT ............................................................................................................ 34

BANK GUARANTEE PROCESS ............................................................................................. 34
L OAN I NTEREST CALCULATION .......................................................................................... 35
ACCOUNT RECEIVABLE ..................................................................................................... 35
ACCOUNT PAYABLE.......................................................................................................... 35
CASH .............................................................................................................................. 35
EXPENSES BOOKING ........................................................................................................ 35
CREDIT/DEBIT NOTE ......................................................................................................... 35
SALES RETURN ................................................................................................................ 36
RECONCILIATION .............................................................................................................. 36
STOCK VALUATION ........................................................................................................... 37
GENERATING REPORT/REGISTER…..…...………………………………………………………….37

1
 System Requirement Study

Modules Requirement which will be implemented-

1. Sales and Marketing Module

2. Purchase Module
3. Store and Logistic
4. HRM Module
5. Account and Finance Module
6. System Administration Module

Technical Specification Requirement-

Requirement Deliverables by UDN Deliverables by Vendor

Its configuration as per
compatibility of ERP System
Hardware Requirement Server
(Vendor will provide Information of
the same)
Its configuration as per
compatibility of ERP System
Client
(Vendor will provide Information of
the same)
Router and Switches for
Networking
LAN/WLAN and Intranet/Internet
LAN- Server connected to LAN
and wireless LAN with Client
system at HO

Intranet Connectivity- Access to

the ERP application required
outside LAN environment.
Static IP address server is required
to access ERP in different location.
Internet Connectivity- Access to
the ERP from anywhere. Required
Public ID address and broadband
connection
Integration of this device with ERP
Specific Hardware Biometric /Card Swiping Device
System
Integration of Barcode Scanner
Barcode Scanner
with ERP System
As per compatibility ERP
Database like SQL Server, Oracle
Software Requirement application (Vendor will provide
which is installed in Server.
Information of the same)
Firewall software
Anti-Virus Software

2
 As per compatibility of ERP
Operating System for Server and
Operating System application (Vendor will provide
Client
Information of the same)
UDN will procure all the necessary
licenses for Operating system,
Licenses Software Database Servers and any other
commercial software needed to
deploy the solution
Remote Desktop Like Ammy, Team viewer

Location from where users access ERP System-

The location from where users will be access ERP system i.e. HO and its Multi-Warehouse and Birgunj Branch
through Intranet/Internet.

Number of Users to access ERP System-

Total number of users will access ERP System are

The Basic Requirement in ERP System-

S.No Features Details

Dashboard is required where the Top Management checks the
1 Dashboard
details at a glance of each department.
Reports required as per requirement in numerical format and
2 MIS Reports some in graphical format. The actual MIS requirement shall be
Finalized at implementation Stage.
3 Security Access , Task and Roles rights for users
Approval/Authorization facility is required
Audit Trail Facility required -Show the name of the user and
date on which the transaction was entered.
Email alerts facility to the Top Alerts user automatically for items falling below ReOrder Level
4
Management (ROL)
Daily Sale email alert
Purchase (inward material) details email alert
Overdue of customer email alert and etc.
5 Calendar Calendar should be in Nepali as well as English format
6 Nepali Financial Year Should be in Nepali Financial year i.e. "16 July - 15 July"
7 Backup of DB Facility Automatic daily Back -up facility
8 Import to data Facility Import data facility should be available
9 Export to data Facility Export to reports in Excel, Word and PDF format

10 Currency Conversion Facility Required provision of currency conversion in import case

Repository facility is required in ERP system to upload

11 Repository facility in system
important documents
The activity list shall contain activities which are important for
12 Monitoring of important activities monitoring. The date and time, details has to be displayed for
each activity for e.g. Logistic (inward/outward)

3
Installation and Implementation-

Phases ERP Coordinator's Task Vendor's Task

Deploy pre-requisite support software and Deploy pre-requisite support
Prior to ERP Implementation implement ERP System through remotely software and implement ERP
(if) System
Coordination with vendor for a ERP
Coordination with ERP
implementation through Remote Desktop,
Vendor
Skype or Internet phone

After installing ERP system the Mapping Mapping will be done by

Mapping will be done by ERP coordinator with vendor against Business
Vendor against Business Process Process

If gap would be found in ERP

Gap Analysis will be done by ERP system then customization
Gap Analysis
coordinator with Vendor would be done by Vendor as
per requirement

a. Prepare of documentation of gaps in

the system
b. Client Acceptance Testing and prepare
Documentation the document of existing bugs and fix
them by following up with vendor
c. Following up with Vendor to be
completed the requirements

Access Rights to the Users To define access rights to individual user

ERP Coordinator/Vendor shall provide

Provide Training to Users the training to the user at each
department of ERP system

If there is specific/additional
Specific/Additional Shall provide the Specific/Additional requirement of Users then
Requirement by Users Requirement to Vendor Vendor will do needful of the
same

Approval of detail plan of System

Approval
Integration.

Live Support will be given by

Live Support Vendor through
Skype/Internet Phone

4
 Business Process

Overview of Company-

United Distributors Nepal Private Limited (UDN) has been engaged in trading and distribution business and is
renowned company of Nepal. UDN imports FMCG product from different countries and distributes and
promotes their products across Nepal through the different distribution channels i.e. Stockiest (Sub-Distribution,
Modern Retailer and Wholesaler). UDN is working with some of the top most global FMCG companies such as
P&G, Ferrero, Mars International, GSK and many more.

The corporate office of UDN is situated at Thapathali, Kathmandu and its warehouses are located in different
location i.e. Bhaktapur and Lalithpur.

UDN's Branch is situated at Birgunj and its account, inventory and transactions like Sales Invoice, dispatch are
maintained separately and Sales & Marketing and Purchase are maintaining centralized.

Separate P & L Statements and Balance sheets are prepared for Corporate Office and Birgunj branch and
further the P&L and Balance Sheets for both are consolidated and finalized.

Departments are -

1. Sales and Marketing Department

2. Purchase Department
3. Inventory and Logistic Department
4. HRM Department
5. Account Department

5
 Department Sales & Marketing Department
Process Name Sales & Marketing Structure
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. S_001

Sale & Marketing Structure-

UDN

Sales
Department

Business Business Business

Group Group Group

Sales Team Sales Team Sales Team

Z1 Z2 Z1 Z2 Z1 Z2

A1 A2 A1 A2 A1 A2 A1 A2 A1 A2 A1 A2

SD SD SD SD SD SD SD SD MR MR MR MR

Consumers Retailers Sub Modern Consumer

Distributors Retailers

Secondary Sales Secondary Sales

Z- Zone, A- Area, SD- Sub-distributor, MR- Modern Retailer

6
Sales Team Structure-

Sales Head

ASM ASM ASM

STL STL STL STL STL STL

DSE DSE DSE DSE DSE DSE

Stockiest

Structure of Sales Description in points-

1. UDN's Customers are categorized in Sub-Distributor and Modern Retailer.

2. UDN is maintaining customer classification in zones wise like Zones are East1, East2, West, Mid and
Kathmandu and Area wise
3. Sales team are assigned as follow-
a. Business Group wise (e.g. P&G, GSK and etc) Sales Head are assigned.
b. Business Group wise/Zone wise Area Sales Manager(s) are assigned
c. Business Group wise/ Area wise Sales Team(s) are assigned

4. Stockiest (Distributor) also has his own sales men (DSE) whose incentives are paid by the UDN
Company as per plan (DRCP- Daily Route Coverage Plan) which is created by Sales Head of UDN. On
that plan (DRCP) basis, a DSE (from sub-distributor) reach out to all the Retailers in their regions to
take orders.
5. Finally SO/STL takes order of distributors and pass on the order to the MIS person by email or calling
6. Sales Head gives target to sales team based on Volume and Value of product.
7. Salesperson is done sales in two categories i.e. Primary and Secondary sales. Primary sale is UDN
deals with Sub Distributor/Modern Retailer and a secondary sale is sub-distributor deals with Retailer
likewise Modern Retailer deals with Consumer.
Reports-
1. Branch Wise Sale
2. Business Group wise sale report
3. Product Wise sale report
4. Zone/Area wise Sale Report
5. Zone/Area wise sale team report

7
 Department Sales and Marketing Department
Process Name Allocate New Customer (Sub-Distributor and Modern Retailer)
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. S_002
Flow Chart-

Sales Person check the area Sales person Enter the details of
Customer Create List of
to allocate new Sub- collects the profiles of
Creation Plan Potential
distributor/ Modern Retailer profiles of them Potential
Customer
(Potential Customer)

Approved the
P.Customer to Analysis the Sales Head
Cancel the Potential Finalize Potential check the
Customer as per
the
Customer if criterion TOT (Terms of Customer as profile of
customer
does not meet as per ? Trade) by Sales per TOT them
TOT Head

Finalize the new Credit/BG/Advance in

Customer based Cash, Payment terms,
on PAN/VAT No. of
customer

Process Details-

1. Sales Head make Marketing planning with sales team to allocate new Sub-distributor/Modern
Retailer/Wholesaler
2. UDN allocates Prospect Customer on following criteria
a. Geography
b. Size of opportunities
c. Financially Strong
3. Sales Person checks the area and generates list o new Potential customer and collects the profiles of
them.
4. Sales team forward potential customer‘s profiles to Sales Head for analyzing as per TOT.
5. After analyzing, the MD approved and finalized the potential customer to be customer as per Terms of
Trade
6. UDN finalize the new Sub-Distributor /Modern Retailer/Wholesaler based on Term of Trade are-
a. Bank Guarantee or Cash in Advance or Credit
b. Customer's PAN/VAT Number and
c. Payment Terms

7. Cancel the Potential if criterion does not meet as per TOT.

8
 Department Sales and Marketing Department
Process Name Sales Order Processing
Type of
Regular End of Period Occasional Rare
Process
Start Event Takes Order
Process End Account Receivable
No. S_003

Flow Chart-

ASM or STL takes Cancel Order

Start order from
Customer
No

Send the order Prepare Order list Qty check in Item

of items with Stock against Yes
details to MIS by Available
email or calling ordered quantities order list in stock?
by MIS
Create Sales Order
by MIS person of
Cancel Order which available items
is not available
Account dept prepare
the Pre- Dispatch
Store person Challan against SO and
Appro Check the Sales
checks for the forward to the
Item ved? Order by Sales
stock against Pre- warehouse for
Available Head
in stock? Dispatch Challan confirmation of stock

Store person Pick the Validity Cancel Order

availability of items Cancel the of SO is Processing (based on
and keep in the Sales order over? pending payment or
outward zone Credit limit cross)

Store-Incharge sends the Pre-

dispatch Challan of availability
of items to Account Dept

Account Dept Forward Sales Loading the material

MIS person follow up
creates Sales Invoice to the into the truck as per Payment
with customer for the
Invoice against Pre- Warehouse and Sales Invoice and release?
payment
Dispatch Challan generate Dispatch Dispatch Challan
Challan against SI

Gate Keeper check final the Delivery material Customer payment Entry details of
Cartons of items against at Customer's site against SI as per Account
Sales Invoice and Dispatch payment terms Receivable as per
Challan 9 Credit Period
 Process Details -

1. DSE takes order from customer and forward the same to ASM/STL and then ASM/STL sends the
order details to MIS person through email or telephone and in order MIS person prepares the order
sheet of the same.
2. MIS person checks for the available stock against the Order sheet, and then he creates sales order
of available items and cancels the order which is not available in stock.
3. After creating SO, the MIS person forward the same sales order to the Sales Head for approval. If
the sales order is approved and then forward it to the account department. Otherwise it is kept on
hold on the basis of pending payment of customer or credit limit cross.
4. MIS person follow up with a customer for the pending payment, if the pending payment is released
by a customer, then sales order is approved and forward it to the account department. Otherwise,
cancel the order if the payment is not released within sales order's validity.
5. The account person forwards the Pre-dispatch Challan to the warehouse for confirmation the
availability of stocks. Store person checks for the material availability against Pre-dispatch Challan
and then intimate to account department for the same. He cancels the order which is not available
in stock and intimates the same to accounts dept.
6. Once confirmed of availability stock, the account person creates the Sales Invoice against Pre-
dispatch Challan and forward the same to the warehouse for dispatch.
7. Based on Sales Invoice the Store person generate the dispatch Challan
8. The store person picking and load the material into truck against the Sales Invoice and Dispatch
Challan and finally check by gate keeper the carton of item against Dispatch Challan and Sales
Invoice.
9. Against the Sales Invoice the payments is released by customer based on payment terms.

Note- 1. The Pre-dispatch Challan is internally used only which is created before Sales Invoice and based on
this the store person check and confirm the materials which are available in stock and pickup the material for
dispatch.

2. If order for Birgunj branch and the order is not completed due to non-availability of material at Birgunj and has
to complete the customer’s order, then rest of material dispatch from Kathmandu branch by creating another
sales invoice.

Price Management-The Selling price list is created by MD with effective date for different levels like Sub-
Distributor, Retailers, Modern Retailer, and Consumer and set the margin. The prices for items are set for
different channel partner based on MRP and changed the price based on changing MRP. The price list is
forwarded to the Account Dept to be applied the price for each item while creating Sales Invoice. Price list is
managed centrally. Some of purchase prices for same product are different as the purchases are done from
different countries.

Product and Trade Discount- Product and Trade discount are decided and finalized by MD and apply the
Product and Trade discount on sales invoice for Stockiest and Modern Retailer.

Reports requirement based on criterion-

1. Sales Order Report

2. Sales Summary Report
3. Order Status Report
4. Sale person wise Order report
10
 Department Sales and Marketing Department
Process Name Follow-up Payment
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. S_004

Z
Flow Chart-

Account Dept. sends Sales Head

email of the Debtor follow up with Customer Account Dept enter
If due
Ageing Receivable customer as per payment <
release payment details of Account
Report to Sales Head credit period 30 days as per credit Receivable
period

Remind customer If due

Is Bank
for payment by payment <
Guarantee
email or telephone 45 days
?

If due
Is payment < Follow up with Stop Order
Credit? 30 days of customer by Sales Processing
first Billing head
date

Release
Payment?

Z
Process Details-

1. Account dept send the Ageing Receivable report to the Sale Head for following-up the payment.
2. In Bank Guarantee case, Sales Head follow-up with customer for payment;
a. If the credit period is above 21 or 30 days (user to set the parameter of credit period) then
Sales Head follow up with customer for payment.
3. If payment is not release within 45 days then sales head stops the Order processing for customer
4. In Credit case , Sales Head follow-up with customer for payment
a. If the credit period is above 30 days of first billing date the sales head keeps Onhold the
customer's further order.

11
 Department Sales and Marketing Department
Process Name Sales Return- Non-Sold/Excess Materials
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. S_005

Flow Chart-
Sales person
Sales person Customer sends the
Customer intimate verify and
goes at debit note to UDN
to sales person for prepares sheet of
customer's site based on Non-Sold
Non-sold/Excess Non- Sold/Excess
for checking /Excess items
items items

Sales person Enter the details

Verify the Debit
Amend forward sheet to of debit note by
Verified note with sheet by
the DN Sales Head for Account Dept.
? Sales Head
verification

Approved the Send the credit Return the material

Debit Note by note to customer at UDN's
CFO/MD Warehouse

Process Details-

1. Based on the Non-sold material the Sub-Distributor intimate to sales person.

2. Sale person goes at customer's for verifies and prepares sheet of non-sold/Excess material
3. After verifying, the customer sends the Debit Note to the UDN and Account dept entries the details of
Debit Note.
4. Sales person forward the sheet to the Sales Head for verification.
5. Sales Head verifies the Debit Notes with report and if there is amendment in Debit Note the sales head
discuss with customer and amend the debit note accordingly.
6. After verifying it , the Sales Head send the Debit note to the CFO/MD for approval
7. Once approved the Account dept send the credit note to the sub-distributor
8. Customer returns the material to UDN's warehouse and Store person enter the return material in Sales
return register.

12
 Department Sales and Marketing Department
Process Name Sales Return- Damaged/ Expiry Material (Sub-Distributor)
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. S_006

Flow Chart-

Retailer returns the Sales team goes Sales team verifies Sub-Distributor
Damaged/Expiry at customer's site and prepares the sends the Debit note
material to Sub- for checking report of the to the UDN
Distributor damaged/expiry

Verify the DN Sales person Account dept

Adjust the Verified with report by forward the sheet enter the details
DN ? Sales Head to Sales Head of Debit Note

Approved the Account dept send Destroy the expiry

Debit Note by the the credit note to the material at
MD Sub-Distributor customer's site

In the case of damaged/expiry material is not returned physically by the customer, but the required amount to
be recovered for the losses are debited by the customer to UDN A/c.

Process Details:

1. Retailer returns the expiry material to the Sub-distributor and based on the expiry material the sales
person goes at client's site and verify and prepares the sheet for the same.
2. Sub-distributor send the Debit note to the UDN and account dept entries the details of Debit Note
3. Sales person forward the report of Expiry/Damages material to the Sales Head for verification.
4. Verify the debit note with report by the Sales Head
5. After verifying it, the Sales Head send the Debit note to the CFO/MD for approval. If there is amendment
in debit note the sales head discuss with customer and amend the debit note accordingly.
6. Once approved, account dept send the credit note to the sub-distributor
7. Afterward the sales team goes to customer's site for destroying the expiry material as per report.

13
 Department Sales and Marketing Department
Process Name Sale Return- Damaged/ Expiry Material (Modern Retailer)
Type of Process Regular End of Period Occasional Rare
Start Event
Process End
No. S_007

Flow Chart-
Expiry/ Damaged Sales team goes Sales team verifies Modern Retailer
Material at at customer's site and prepares the sends the Debit
Modern Retailer's for checking report of the expiry note to the UDN
se material

Account dept
Adjust the Verified Verify the DN Sales person
enter the details
DN ? with report by forward the sheet
of Debit Note
Sales Head to Sales Head

Approved the Account dept send Sales Return at Destroy the expiry
Debit Note by the the credit note to the UDN's warehouse material
MD Modern Retailer

Enter the
details of sales
return

In the case of sales material rejection by modern retailer, material is received at UDN’s warehouse and giving
credit to customer.

Process Details-

1. Based on the expiry/damaged material the Modern Retailer intimate to sales person.
2. Sale person goes at customer’s for checking and verifies and prepares sheet of expiry/damaged
material
3. After verifying, the customer sends the Debit Note to the UDN and Account dept entries the details
of Debit Note.
4. Sales person forward the sheet to the Sales Head for verification.
5. Sales Head verifies the Debit Notes with report and if there is adjustment in Debit note the sales
head discuss with customer and adjust the debit note accordingly.
6. After verifying it , the Sales Head send the Debit note to the CFO/MD for approval
7. Once approved it, the Account dept send the credit note to the Modern Retailer
8. Modern Retailer returns the expiry material to UDN’s warehouse and afterward the UDN destroy
the expiry material.
14
Department Sales and Marketing Department
Process Name Short of Material
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. S_008

Short of Material-

In case of short of material is received by customer, the UDN verifies where from the short of material is done, if
the short of material is done while transit and then UDN claim from the transporter for the same by sending
Sales Invoice and send credit note to the customer against the debit note of short of material which is sent by
the customer. If the short of material is done at UDN end then the required amount to be recovered for the loss
is debited by the customer to UDN A/c.

Reports requirement based on criterion-

1. Sales Return Report- Damaged/Expiry

2. Sales Return wise Credit note/Debit Note report

15
 Department Sales and Marketing Department
Process Name Sales Promotional Schemes (Sub-Distributor)
Type of
Regular Monthly End of Period Occasional Rare
Process
Start Event
Process End
No. PS_001

Flow Chart-

UDN prepares trade

promotion
Budgets and proposes to Account dept enter
run quarterly offers (Consumer
Promotional Schemes offers) on Sales
Invoice
Sales Head prepare
the sheet of monthly
Promotional schemes Approved the
Supplier approves
based on approval sheet by
for Quarterly
Promotional from supplier i.e. CFO/MD
schemes Trade Promotion Plan
If on
Invoice
(Primary
Promotion)
Claim sheet is verified Sales Person prepare The sales person check
?
with Secondary Sales the Secondary Sales the stock at Customer's
Report (SSR) by Finance Report with Ops and site based on
Dept Cls stock of customer Secondary Sales
(SSR)
Not
Tally At the end of
with Off invoice
Month the Channel
SSR? Adjust done in (Secondary
Partner sends
claim sheet promotion)
Claim Sheet to
offer to
UDN
Channels
Partner
Approved the
Claim sheet by CFO

The Account Dept Approved the

generates the Credit Credit Note by Send it to the
Note based on claim CFO/MD Customer
sheet

Send it to the Approved the The Finance dept

Supplier Debit Note by generates the Debit
CFO/MD Note as per Approve
Plan

*SSR- Secondary Sales Report

16
 Sub Distributors Secondary Promo Retailers

Retailers/ Modern Consumers

Primary Promo/ Consumer
Retailer

Promotional Schemes Process:

The Promotional Schemes run under Supplier and UND and centrally manage promotions.

UDN proposes to run quarterly Promotional Scheme for Retailer/Consumers and takes an approval of
Promotional scheme from the Supplier. Some Promotion Schemes run by UDN itself for making more Business
opportunities.

After approving the Promotional Schemes, the sales head creates the monthly Trade Promotion Plan sheet as
per approved plan e.g. giving discount/offer (Rs off, Buy 1 get 1 free and etc) on specific products and their
quantities and then forward the same sheet to MD for approval.

There are different types of promotion scheme like Primary Promotion, Consumer offer Promotion and
Secondary Promotion scheme.

a) Primary and Consumer Promotion:

If there is Primary/Consumer Promotional Schemes, then apply the discount/offer while creating Sale Invoice.

b) Secondary Promotions:

If there is a Secondary promotional scheme then give off-invoice like Quantity Purchase Scheme/
discount/Product offer to channel partner and channel partner claim the same from UDN to send Claim Sheet at
the month end. The finance department verifies the claim sheet based on the status of Opening and closing
stock at channel partner's site to ensure that they are claiming as per sale the product under schemes to
retailer, if there is discrepancy in claim sheet then finance department discuss with sales head and adjust it
accordingly. After verifying it, the finance dept generates credit note based on claims sheet and CFO/MD
approves the credit note and sends it to customer.

Subsequently, UDN's account dept generates debit note for claims based on Approve Plan and approved it by
CFO/MD and send it to the Supplier. Note- the UDN claims as per the promotional scheme plan which is
approved from supplier on specific items and approval quantities.

Display Promotions:

In case of Display Product scheme, the sub-distributor offers to retailers for shelf space with Promotional
display and monthly/quarterly sum is paid to the retailers for the display space and then sub-distributor claim the
same charges from UDN by sending Display Contract bill and UDN claims the same by sending the Debit Note
to Supplier (Principal).

Reports Requirement based on criterion-

1. Trade Promotion Plan

2. Channel (MR, Distributor, Wholesaler) wise Promotion and Primary/Consumer and Secondary wise
Promotion report required
3. Customer and Product Wise claim report required
4. Secondary Sales Report- Stock status report of customer for analyzing the sales

17
 Department Sales and Marketing Department
Process Name Sales Promotional Schemes (Modern Retailer)
Type of
Regular Monthly End of Period Occasional Rare
Process
Start Event
Process End
No. PS_002

Flow Chart-

UDN (Sales Head)

make trade promotion Start
Budgets

Sales Head prepares

UDN proposes to Supplier approves the sheet of Monthly Approved the
supplier to run monthly Promotion schemes sheet by
quarterly Promotional Promotional CFO/MD
Schemes schemes

The account dept Account dept enter Gives Trade

Approved the generates the Debit Promotion discount Discount &
Debit Note by Note as per Approve on Sales Invoice Consumer offers
CFO/MD Plan

Send it to the
Supplier

Promotion Schemes Process:

Consumer Promotion-

UDN makes a trade promotion budgets for Retailer/Consumer and then proposes to Supplier to run quarterly
Promotional Scheme and takes an approval of Promotional scheme from the Supplier as well. After approving
the Promotions Schemes, the sales head creates the monthly Trade Promotion Plan sheet of Consumer Offers
and Trade Promotion discount on specific products and their quantities and forward the same sheet to MD for
approval. After approving it, the account dept entries consumer offers and Trade promotion for product on Sales
invoice

Display Schemes-

In case of Display Product scheme, Modern Retailer runs the scheme and they claim the same from UDN by
sending Display Contract bill.

Subsequently, the UDN claims from Supplier on promotional schemes based on Approve Plan. Account dept is
prepared sheet for claims and approved it by CFO/MD and send it to the Supplier.

Note:- the UDN claims as per the promotional scheme plan which is approved from supplier on specific items
and approval quantities.

Reports Requirement based on criterion-

1. Trade Promotional Plan report

18
Department Sales and Marketing Department
Process Name First Moving of Truth (FMOT): In-store Advertising/Promo Material
Type of
Regular Quarterly End of Period Occasional Rare
Process
Start Event
End Event
No. FM_001

Flow Chart-

UDN proposes to Principal sends Procurement Plan

Approved by
Principal to launch approval for of Advertising
CFO/MD
In-store Advertising launching In-store material by Sale
Quarterly advertising Head

Request for
Vendor selection Comparison of
Quotation entry Quotation from
and Approve by Quotations by
Vendors
Sales Head Sales Head

Purchase Dept Vendor place the

Create PO by
Approve send the PO to order at UDN's
Purchase Dept the PO by Vendor warehouse
against Quotation CFO/MD

Store person check

Account Dept enter Sales Head check Store person send
and enter the details
the details in and approve the Bill the Bill cum Challan
of material inward
account Payable and forward to to Sales dept
register against Challan
Account Dept

UDN claim the Account dept Approved the UDN send the
same from generate debit Debit Note by debit note to the
Principal note CFO/MD Principal

Issues advertising material-

Sales Head send the Store person issue

Enter the details in Issues FMOT
email to Store Head the Promo material
issues material Product to
for requisition of against requisition
register by Store Distributors
Promo Materials email

19
FMOT is In/out-store advertising (Promo- items), the various forms of advertising articles on the store premises
like Banner, pamphlet, and etc.

Process Details-

1. The Sales head proposes for launching the In-store advertising and takes an approval the same from
Supplier.
2. Then Sales head plan for procure the in-store advertising articles and approve it from the CFO/MD
3. Once Approved, Quotation from different vendors are demanded for advertising articles requirements
then quotation comparison is done on various parameters of quality, delivery schedules, and payment
terms. On this parameter basis the sales head select and approve the vendor.
4. After approving the Vendor then Sales Head forward the approved quotation to the Purchase dept for
creating the PO.
5. Once the PO created, the Purchase dept send the PO to the CFO/MD for approval
6. Once approved the PO, then Purchase dept send the PO to the Vendor for order and vendor place the
order at UDN's warehouse against Challan and store person enter the details in inward register against
Challan

Issues advertising material-

1. For requisition the advertising articles, the Sales Head send the email of the same to the Store dept
The store person issues to Distributors the material against requisition email and maintains the stock of
the same.

Reports requirement based on criterion-

1. Advertising material purchased Report

2. Issue advertising material Report

20
 Department Purchase Department
Process Name Purchasing Processing (import)
Type of
Regular End of Period Occasional Rare
Process
Start Event Reorder level
Process End Submit Proforma Invoice to Bank
No. P_001

Flow Chart:

Purchase planning Start

analysis by Purchase
Dept

Source wise Order

Pads (OP) Receive
from Principal Modify the PO
Qty by
Purchase

Receive Proforma
Update source wise Invoice (PFI)
Send PO to
Purchase Order in Order Check PO Qty Appro against PO from
Supplier
Pad based on Purchase by CFO/MD ved? Supplier at
Planning by Purchase Dept Purchase Dept

Submit PFI to Bank Check the PFI Enter details of

A for opening a LC or and approved by PFI in Order Pad
TT CFO/MD as Order Revision

Send the PFI to

Approv the Supplier for
ed? Revision

Process Details-

1. Receive the source wise Order Pad from Principal and update the Order Pad in system
2. Then Purchase Dept creates Purchase Order source wise by updating quantities in Order Pad on the
basis of Purchase Planning to considering all the parameters like available stock, Average Business
Sale, Pending ( to be received) and reorder level of stocks and approve the PO by CFO/MD. If there
are changes in PO then send it back to purchase department for modification.
3. Once approved it, the Purchase dept. send PO to the Supplier and receive the Proforma Invoice from
supplier based on Purchase Order and then CFO/MD check the Proforma Invoice, if there is
amendment in PI, then send it back to the Supplier for amendment, otherwise approved it.
4. Once PI approved, account dept submit the Proforma Invoice to the Bank to open a Letter of Credit or
Telegraphic Transfer

21
 Department Purchase Department
Process Name Payment by LC Process
Type of
Regular End of Period Occasional Rare
Process
Start Event Applying for LC
Process End Close LC
No. P_002

Receive the Receive

Original Confirmation of Submit PI to Bank
for opening a LC
A
documents from the LC from the
the Bank at UDN Bank

Entry the LC details Apply for an Insurance Entry details of

with LC fees by certificate and pay Insurance by Acc.
Account Dept. premium in insurance Dept against LC No.
company

Clearance to
material and pay
Delivery the Receive the UDN send the Appoint the clearance fee by
From
material by material at documents at Clearing Agents clearing agent at
India?
Supplier Calcutta Port clearance office Port

Clearance to material and

Reached at UDN send the pay custom duty & VAT by Material reached
Border (Birgunj) documents to clearing agent at custom at Border (Birgunj)
Custom office office (Birganj)

Enter the details in inward Account Payable

Material Received at
Register by Store person against Commercial
Warehouse against
against Pragyapan Patra and Invoice
Pragyapan Patra and
Packing List
Packing List

Partial Mat recvd

completel
shipment y

Close LC

22
Purchase (Import) by LC Process-

1. Once confirmed the LC by UDN's bank, the Bank sends the original document to the UDN and
account dept maintain the documents of LC and supplier's document.
2. After receiving the document from Bank, the account dept submit the LC details to insurance
company for applying an Insurance certificate and pay the premium.
3. In the case of import from India, the UDN sends the copy of LC with insurance to the custom office
(Birgunj). The UDN appoints to Clearing Agent and he performs all the clearing formalities and
documentation and pays the custom duty with VAT at custom office based on the soft copy sent to
him.
4. In the case of import from other countries, the UDN send the copy of LC with insurance to the
clearance office at Calcutta port. The UDN appoints to Clearing Agent and he performs all the
clearing formalities and documentation and pays the clearance fees at Calcutta port. After
clearance from Calcutta port the material reached at Birgunj and there clearing agent performs all
the clearing formalities and documentation and pays the custom duty at custom office based on the
soft copy sent to him.
5. Then Material receives at UDN's warehouse with documents (against Pragyapan Patra and
Packing List). If partial shipment is allowed, the partially shipment is done otherwise the LC is
closed. Then Payment is done against Commercial Invoice of supplier.
6. In the case of damaged or loss material during transit, then Insurance company/supplier (if
CIF) is responsible for damaged or loss material until material are delivered to the carrier at the port
of destination and if damage during transits, UDN claims of damage or loss from Insurance
company. if there discrepancy on value between LC Value and CI Value (if less received than
actual), then UDN request to insurance company for refund the premium amount of differences
7. If LC is expired at the time of shipment of material from supplier, then UDN send letter to Bank for
extending the date of LC.
8. The payment to Clearing Agent is paid mostly in advance.

Reports Requirement based on criterion-

1. Purchase Order (import) Reports 2. Proforma Invoice against PO

4. Amendment PI history with

3. Proforma Invoice against LC
effective date against PO

5. Material Received (GRN) against LC 6. Pending Material against LC

7. Material Received (GRN) against PO 8. Pending Material against PO

9. Tracking of Letter of Credits opened against Purchase Invoice.

23
Department Purchase Department
Process Name LC Amendment
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. P_003

Flow Chart-

Receive Receive the Original Entry the LC details

Submit PI to Bank
Confirmation of documents from the with LC fees by
for opening a LC
the LC from the Bank at UDN Account Dept. (UDN)
Bank

UDN send the Approve the letter for Account Dept. If

letter for amendment in LC by create the Letter amend
amendment in LC CFO/MD for amendment ment?
LC

Receive Receive the Original Entry details with

Confirmation of documents from the Amendment fee of
the LC from the Bank at UDN amended in LC with
Bank effective date

Process Details-

1. After receiving the original document of LC from bank, if there is amendment in LC then UDN sends the
Letter of amendment LC on approval basis from CFO/MD.
2. Amend the LC to increase the quantity; UDN creates another PO for additional quantity under same LC.
3. Bank amend the LC and confirm the LC based on agreement from supplier
4. After confirming, the Bank sends the amended original LC to UDN.

Report requirement based on criterion-

1. LC Amendment History with effective date

24
Department Purchase Department
Process Name Payment by TT Process
Type of
Regular End of Period Occasional Rare
Process
Start Event Applying for TT
Process End Received Material
No. P_004

Flow Chart-

Applying for Bank Transfer the Receive the

TT as per PI in money to document of TT
Bank Beneficiary at UDN

Entry the details of

TT with fee
charges by Acc
dept.
Clearance to
material and pay
Receive the UDN send the
Delivery the Appoint the clearance fee by
From material at documents of
material by India? Clearing clearing agent at
Calcutta TT at clearance
Supplier Agent Port
Port office

Clearance to material
Reached at UDN send the and pay custom duty & Reached at
Border (Birgunj) documents to VAT by clearing agent at Border (Birgunj)
Custom office custom office (Birganj)

Material Received Entry the details in inward

at Warehouse Register by Store person
against Pragyapan against Pragyapan Patra and
Patra and Packing Packing List
List

25
Process Details-

1. Purchase Dept. creates Import Purchase orders for Material on Reorder Level based and it is
approved by the CFO/MD, if there are changes in PO, then send it back to purchase department for
modification. Once approved it the Purchase dept. send to the Supplier.
2. Receive the Proforma Invoice from supplier based on Purchase Order at the Purchase Dept and
approve it by Manager, if there is amendment in PI, then send it back to the Supplier for
amendment.
3. Once PI approved, account dept submit the Proforma Invoice to a Bank for applying the
Telegraphic Transfer (TT) and transfer the money to beneficiary.
4. Once transfer the money, the supplier delivery material with documents.
5. In the case of import from India, the UDN sends the copy of Proforma Invoice with TT to the custom
office (Birgunj). The UDN appoints to Clearing Agent and he performs all the clearing formalities
and documentation and pays the custom duty with VAT at custom office based on the soft copy
sent to him.
6. In the case of import from other countries, the UDN send the copy of Proforma with TT to the
clearance office at Calcutta port. The UDN appoints to Clearing Agent and he performs all the
clearing formalities and documentation and pays the clearance fees at Calcutta port. After
clearance from Calcutta port the material reached at Birgunj and there clearing agent performs all
the clearing formalities and documentation and pays the custom duty at custom office based on the
copy of TT sent to him.
7. Then Material receives at UDN's warehouse against Pragyapan Patra and Packing List and store
person entries the details in inward register.
.

Report requirement based on criterion-

1. Proforma Invoice against PO

2. Proforma Invoice against TT
3. Material Received against TT
4. Pending Material against TT
5. Pending Material against PO
Amendment PI history with effective date against PO

26
Department Purchase Department
Process Name Local Purchase Process
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. P_005

Purchase (Local) Details-

1. Local purchase is not done in large scale but some materials are purchased against purchase
order. The materials of local purchase are capital goods, consumables and admin items and other
trading materials also.
2. The Admin Dept issues the admin items to the employee on approval basis.

Report requirement based on criterion-

1. Purchase Order (Local) Reports
2. Admin/Capital Goods Received Report
3. Issue items Report- Employee wise/Item wise

27
 Department Purchase Department
Process Name Short of Material Received
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. P_006

Flow chart-

Dispatch person send Account Dept Check Is short Account Dept creates
the Tally Sheet (GRN) in Tally sheet (GRN) with Mat recvd the Purchase Return
from
excel with shortage of Commercial Invoice for Principal?
Invoice (PRI) based
material to Account discrepancy on short of material

Approve
PRI by
CFO/MD

Is short Is short
UDN bear loss Mat at Mat
of shortage custom during
material office? transit?
Send the PRI to
Supplier

Account dept send UDN claims of

Sales Invoice of the shortage material
same to from Transporter
Transporter

Process Details-
1. The dispatch person send the Tally Sheet in excel format to the account dept
2. Based on Tally sheet (GRN) Account Dept check quantity with Commercial Invoice, if the material is
short from the principal the account dept generates Purchase Return Invoice based on shortage of
material and approve it by the CFO/MD and send it to the Supplier.
3. If the material is short while material transit from custom office to Warehouse then UDN claims of
shortage material from Transporter to send the Sales Invoice of shortage material. If transporter is
failed to pay the claim against losses, then UDN itself bear of losses.

Report requirement based on criterion-

1. Short Material Received Report- PO wise/Vendor wise/items wise

28
 Department Store and Logistic Department
Process Name Outgoing Material Process
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. I_001

Flow chart-

Intimate to the
Acc person of
non-availability
stock

Received Pre- Check the material

Item Picking available Receive Sales
dispatch against Challan in
Start Available material and put Invoice from
Challan at Store 1 or 2 or ?
at outward zone Account Dept
Warehouse Birgunj Branch's
store
Loading Loading Entry the Billty Receive Billty Booking
Dispatch
from Transport as
Material to charges details the Details by
Transporter per Sale
Customer Entry material Dispatch Dept.
Invoice

Delivered material
at Customer' site
Entry the dispatch and take Customer Send debit
details in Outward Acknowledgement To Pays freight note to
Register. Pay?
on Sale Invoice charges UDN

Account dept
Receive Bill from generates Credit
Transporter at Note
Account Dept
(HO)

Send Credit Approved it

note to the by CFO/MD
The Transport's Bill
details entry by Customer
Account Dept.

29
Process Details-

1. After receiving the Pre-dispatch Challan, the Store person checks for the material against the Pre-
Dispatch Challan, if the materials are available in stock, then store person picks available materials
and put them at outward material zone. The Account dept. generates the Sales Invoice of available
materials and forwards it to the Store Department.
2. As per sales invoice Store Department book the transport and receive the hard copy of Billty from
transporter and entries details of Transport’s Details like Transporter name, Billty No. and Date,
Billty booked carton/case.
3. Loading the material for customer and entries the same details in outward register and
loading/unloading bill send to the Account dept. at HO
4. After delivering the material to Customer, the transporter sends the hard copy of Transport bill to
the UDN. In some cases, the freight charges are 'to pay' i.e. the freight charges will be borne by the
customer at the time of receiving material and afterward the customer send debit note to UDN for
the same. The account dept generates the credit note and approved it from CFO/MD and send it to
the customer.
5. In case of sales material return, material is received at UDN's warehouse from Customer and
freight charges of transport are borne by the UDN.

30
Department Store and Logistic Department
Process Name Import from other Countries
Type of
Regular End of Period Occasional Rare
Process
Start Event Reached Material at Calcutta Port
Process End Reached Material at Birgunj
No. I_002

Reached the
material at Calcutta Start
Port

Get an intimation of Clearance to goods Book the Transport The Transport's

once material reached by Agent at (by road) at Bill details entry
at Port by email to Calcutta Calcutta for Birgunj by Account Dept.
UDN by UDN

Get an intimation of
Reached the
material dispatched
B Material at
from Calcutta by email
Border (Birgunj)
to UDN

Process Details-

1. In case of import from other countries, once the container of material are reached at Calcutta Port,
UDN gets an intimation of material received at port by email to be monitoring of transport logistic
activities. The clearing agent carries out all clearing formalities at Calcutta Port.
2. Then, UDN book the transport (by road) from Calcutta to Birgunj and gets an email of intimation of
material dispatched from Calcutta.
3. At Birgunj the containers are destuffed and UDN book again transport (by road) from Birgunj to
Kathmandu after clearance to material from custom office.

31
 Department Inventory and Logistic Department
Process Name Import from India
Type of
Regular End of Period Occasional Rare
Process
Start Event Reached Material at Birgunj
Process End Reached Material at KTM Warehouse
No. I_003

Book the Transport Unloading &

Reached the Clearance to Receive
(by road) at Border loading the
Material at Border material at information of the
(Birgunj) for Material at Border
(Birgunj) custom office same at UDN
Kathmandu by UDN
at Border

Unloading Unloading the Receive the Loading/Unloading

Stock
charges details Material at Material at UDN's details entry
Update
entry Store of UDN Store 1 or Store 2
or Birgunj’ Branch

Entry the details by Check material Receive Bill The Transport's Bill
Store person in and send Tally from Details entry by
inward Register Sheet to Acc Dept Transporter Account Dept. at
against Pragyapan HO
Patra and packing list

Process Details-

4. In case of import from India, once reached the material at Border from supplier, receive the
information of the same to UDN by email and UDN book the Transport at border (Birgunj) and
unload/load the material and bring the material to Kathmandu after clearance to material from
custom office.
5. Receive the material at UDN's warehouse (Store 1 or Store 2 or Birgunj Branch's store).
6. Unload the material and check the material by Store person against packing list and entries the
same details in inward register and send the Tally sheet to Account department at HO. In Tally
sheet, all the details of received material and transports with short of material are mentioned. The
actual entries of received material against Commercial Invoice (supplier) for Kathmandu or Birgunj
in system by account person in HO.
7. After receiving the material at Kathmandu’s warehouse, Loading/unloading bills and the
transporter's bills send to the account dept at HO.

32
Perform activities by Store in-charge as following-

1. Store person maintains the log of stocks in Carton/Case, piece wise and SKU wise.
2. UDN's warehouses are located in different location Store-1 and Store-2 and maintain the stock
respectively.
3. For Birgunj branch the stock is maintained separately and send the Stock Report at HO
weekly/Monthly
4. The stock is maintained in rack wise and tracking the stock by Batch no/ Lot no. / Serial
Number.
5. Maintain the log of Transport’s Details of outward/inward material.
6. Maintain the Minimum Level Stock
7. Tracking Manufacturing and Expiry Date of the item and maintain log for the same.
8. Maintaining records of incoming and outgoing materials and sales return.
9. Customer's end Expiry/Damaged material is destroyed and maintains log for the same
10. Godown Expiry/Damaged material is destroyed and maintains log for the same.
11. Maintain record of Slow and Fast moving Items based on daily/monthly consumption of items.
12. Physical stock is taken at the end of each month.
13. Stock valuation is done by taking physical stock on FIFO basis
14. Maintain the stock of In-store Advertising material
15. Stock Transfer is done from Birgunj branch to Kathmandu or vice-versa against Challan
Note- Carton size of products is not fixed, it may be changeable.

Reports Requirement based on criterion-

1. Stock Report with Carton and Piece wise, SKU wise

2. Stock Opening and Closing Report
3. Batch no/ Lot no./Serial Number wise item Report
4. Location wise Stock Report
5. Branch wise/ Consolidation stock Report
6. Transport's details Report- with Freight and Loading/Unloading Charges
7. Reorder Level Stock Report
8. Manufacturing and Expiry date items wise Report
9. Incoming Material Register
10. Outgoing Material Register
11. Sales Return Register
12. Damaged and Expired Material Report
13. Slow and Fast moving items Report
14. Stock Valuation on FIFO basis Report
15. Reorder Level wise Stock Shortage report
16. Supplier wise stock status

33
Department Account /Finance Department
Process Name Bank Guarantee Process
Type of
Regular End of Period Occasional Rare
Process
Start Event
Process End
No. A_001

Flow Diagram:

UDN send the letter to customer

for requesting BG to allow Credit
Exposure

Customer Submits
Bank Guarantee

Based on BG Account Dept Finance Dept enter the

set parameter of Credit details of BG with Value in
limit and Credit Days of system and maintains BG
customer in System file

Periodically/Regularly
check the Expiry Date
of BG

Finance Dept sends

If BG is the letter to customer
getting for Renewal of BG
expiry?

34
Process Details-

1. After finalizing the Customer as per Terms of Trade policy, the UDN send the letter to customer for
requesting BG to allow Credit Exposure
2. The customer Submit the BG to UDN and enter the details of BG with Value in system by Finance
Department
3. Account department set the parameter of Credit Limit and Credit Period based on BG. for e.g. if BG is
1, 00,000 NRP, the account manager set the Credit limit 110,000 NRP based on financial strength of
customer.
4. Finance Dept check regularly/periodically the expiry date of BG, if the BG is getting expiry then Finance
Dept sends the letter to customer for Renewal of BG.
5. Receive the BG from customer and Update the Renewal BG details in system.

Report requirement based on criterion -

1. Customer wise Bank Guarantee

2. Utilization of credit limit report
3. Expiry BG Report
4. Revised Credit limit based on BG

Loan -

The UDN takes loan against Letter of Credit/ TT and then UDN maintains Bank wise disbursement of
Loan interest along with variable rates and terms of interest and on weekly, the reconciliation is done by
receiving the Bank Statement from Bank.

Account Receivable -

1. The payment is made by customer in Credit or Bank Guarantee or the advance in cash as per
Payment terms.

Account Payable-

1. In Purchase (import) case the payment is done through LC/TT/DAP and in local purchase case the
payment is done in credit.
2. In UDN the import is done in large scale so transaction in multiple foreign currency and account is
maintained in NRP (Nepali Rupees)

Cash-

Cash is accounted on approval basis against expenses sheet and sometimes advance payment is also
made.

35
 Expenses booking-

Expenses booking are done on approval. In general all payments to parties are paid for against
valid bills and related documents.

Sales Return-

In case of sales material rejection, material is received at UDN's warehouse from Customer and
giving credit to customer. In some cases the damaged/expiry material is not returned physically by
the customer, but the required amount to be recovered for the losses is debited by the customer to
UDN A/c.

Credit/Debit Note-

1. The UDN issues the credit note to customer against as following are-
a. Short of material at customer site.
b. Sale return- Expiry material/Damaged Material/ Excess material
c. Freight Charges (to pay) which is paid by customer during delivery time
a. Promotions Schemes claim like Trade promotion/Consumer promotion./Display

2. The account dept. issues the debit note to the Supplier against as following are-
a. Short of Material/Damage Material received
b. Promotion schemes claim as per Approval Plan
c. FMOT In-store advertising claim as per Approval Plan

Transactions-

1. Bank Receipt and Payment transaction

2. Cash Receipt and Payment
3. Contra Voucher
4. Journal Voucher
5. Purchase and Sale voucher
6. Credit/Debit Note

Reconciliation-

1. Bank gives a soft or hard copy of bank account at month end and reconciliation the Bank Statement
2. Creditor/Debtors Reconciliation is done at the end of Month/financial year (as per Nepal Fiscal
year).

Statutory Taxes-

1. Monthly returns for VAT

2. Monthly Payment report of TDS

36
Fixed Assets-

The rate of depreciation for fixed asset is maintained as per Company act.

Stock Valuation-

Stock valuation is done by physical stock taking by stores on FIFO basis. Stock adjustment required in
system for physical stock.

Generate Register/Reports-

1. Maintains register for following are:

a. With VAT and Without VAT of Sales/Purchase register
b. TDS (Tax Deducted at Source) register
c. Fixed Assets with depreciation register
d. Stock/Sales/Purchase Register
2. Maintain Stock valuation on FIFO basis report
3. Ledger Report
4. Trading account
5. Trail balance (Branch Wise/ Consolidations)
6. Balance Sheet and Profit & Loss A/c. (Branch Wise/ Consolidations)
7. Cost Center wise Report
8. Overdue Receivables report
9. Overdue Payables report
10. Bank Reconciliation
11. Creditor/Debtors Reconciliation
12. Ageing Receivable/Payable Report
13. Department/Employee Wise Expenses
14. Expenses Report (Employee/Branch)
LC Register Receipt/Payment Register

37