Re: MKP Group

Auto Antariksh (Maruti Division)

Name of Outlet: Maruti Suzuki Sangamner Date of Visit:17/01/2025

Ensure that the communication regarding commencement of audit is done to Mr. Anshay Patodia and Mr. Anjum
Risk
Sr. No. Area FPV Checkpoints Observation/ Instructions Process Owner
(L/M/H)
1 Cash Balances 1.1 Check whether the actual cash balance as on the date Cash balance as per cash docket = Rs. 2000 M Yogesh targe
of visit is in agreement with the cash records Physical cash balance = Rs. _____45930____________ Difference = Rs.
maintained as on that day and time. __1630___________
Reason for Difference: 2000 is retension so cash in drawer.
(Note: At any given point of time, the cash balances should match. If there is
difference in cash in excess of Rs. 10 i.e. rounding off, please escalate
immediately)
1.2 Check whether cash limit as prescribed by Head Retention limit prescribed by HO: Rs. ______2000__________ M
Office is maintained by the outlets, if the day end cash Average closing cash balance Rs. _____45930________
collection is in excess of the limits, obtain reason for
such excess cash.
1.3 Check whether such excess cash is disposed off by yes, cash collected by Ravi sir L
the outlets the next day either by depositing in the
Bank or by transferring to HO.
1.4 Check whether surprise verification of cash is carried Date of Surprise cash verification: _____________ L
out by any person nominated by HO, atleast once a Done by: ______________________
quarter. Has such verification documented by Signature available: _______________________
obtaining signatures on the cash statements. Remarks: Last 2 months come for verification

2 Bank Balances 2.1 Check whether the cheques are deposited (pay in The cheques are not deposited regulary on the date of cheque. L Yogesh targe
slip) on the date on which it is issued (cheque date). The pay in slips are not binded and stapled together for future reference.
Cheques of historical dates are not available in the cheque file.
2.2 Obtain list of PDC (against sales)/ Nil dated cheques No any cheque payment L
available at the outlets. Obtain reasons for non-
deposit of the Nil dated cheques. Check whether time
of minimum 8-12 days have been passed from the
sales. If yes, obtain reasons for non-deposit of such
cheques.
2.3 Whether the daily sales is reconciled with collections Dates on which the daily sales reconciliation verified are: 1/01/25,2/01/25,3/ M
(cash, cheques, credit and UPI) for the day. Check on
random basis for atleast 7 days in a month.

3 Inventory 3.1 Obtain a list of Inventory as on the date of visit of the Generate the inventory list at the time of visit and select the sample as mentioned L Yogesh targe
outlet. below from the list generated.
 Risk
Sr. No. Area FPV Checkpoints Observation/ Instructions Process Owner
(L/M/H)
3.2 List out random samples (10 value based, 5 quantity Part no of inventory verified are: L
based, 10 slow moving and 10 fast moving) and 82813M79M22-0PG:1QTY,99000M24120-
physically verify the quantity available with that of 758:1QTY,69410M68L00:1QTY,69420M68L00:1QTY,77190M60M00-
the system. Obtain reasons for discrepancies, if any. 5PK:5QTY,24155M86J00:1QTY,27270M79A10:1QTY,83922M60M000CB:1QTY,7
1743M53M00-
0PG:1QTY,38450M56R40:1QTY,83831M55R00:1QTY,48400M74L00:1QTY,8392
1M60M00-0CB:1QTY,83851M60M00:1QTY,83841M55R00:1QTY,71743M65L00-
0PG:1QTY,76170M60M00-V6N:1QTY,76180M60M00-V6N:1QTY,
In the following inventory discrpancies was observered. (Mention Part no.,
System Qty, Physical Qty & Diff)

3.3 Comment on the location of the stock, whether the stock available at designated location at one place L
stock was available at the designated locations at one
place or at various places at the outlet. Obtain
reasons for keeping stock at multiple locations.
3.4 Check whether the stock was properly stacked in the yes,rejected stock kept separately L
bins. Check whether stock was lying in the common
area. What steps are taken at the outlet to identify
good stock and items returned through "sales
return"/ "rejected stock".
Whether the wrong / short part/ product received
has been escalated immediately by an email to the
RO/ Warehouse/ Company from where the material
is received?
3.5 Check whether credit note is properly raised in DMS No sales return policy L
for stock returned by the customer.
3.6 Check whether all the stock transfer notes are signed Yes,its updated in DMS L
by the person receiving the stock and of the person
verifying the stock. Whether the stock received
physically has been updated in DMS immediately.
Differences, if any, are escalated by email on the
same day.
3.7 Check whether the items are sold on FIFO basis, Yes L
specifically in case of goods having shelf life (rubber
based products, Oil, etc)
3.8 Check whether Perpetual Inventory is done by the Yes,its is on a daily basis L
outlets, discrepancies, if any in such stock
verification is escalated to the management on the
same day and rectified in DMS immediately after
receipt of approval.
3.9 Whether the damaged/ rejected material received at Yes,damaged material sent to chakan at that time L
RO has been segregated seperately from other
material? Whether the damaged/ rejected material
has been sent to the warehouse for further action?
3.10 Has the various promotional products been displayed Yes M
promptly at the counter?
3.11 Whether material is dispatched on challan basis or No,when DMS server down only then do they give L
writing in a book. Whether all the challans are linked
to invoice?
 Risk
Sr. No. Area FPV Checkpoints Observation/ Instructions Process Owner
(L/M/H)

4 Sales 4.1 In case DMS is not operational for reasons beyond Yes L Yogesh targe
the control of outlet, Check whether invoices are
issued physically and later updated in DMS
4.2 Check whether there are any invoices pending in All invoices updated L
DMS for e-invoicing.
4.3 Check whether E-way bill is generated in every case There is no E-way bill generated M
where the Invoice value/ stock transfer challan is in
excess of Rs. 1 lakh
4.4 Check whether discount is properly calculated for the Yes,discount policy calculated as per policy,and credit note issued monthly M
customers as per the policy and credit note is issued
on monthly basis:
25K to 50K - 4%
50K to 150K - 6%
150K to 250K - 8%
250K and above - 10%
(To check calculation with head office)
4.5 Has the outlet maintained Lost sale register? Has the Yes,sales register is maintained L
summary of such lost sales briefied in weekly
meeting to the RO Head?

5 Security 5.1 Check whether the customers do not have direct Yes,customer do not access to stock L Yogesh targe
Aspects access to stock kept at the outlets.
5.2 Check whether the CCTV recordings are available for Yes,CCTV recordings are avialable from 1/01/2025 to 17/01/2025 If L
atleast 30 days. Please mention the no. of days of CCTV recording is not available, immediately contact vendor and
recording available at outlet. troubleshoot the issue. Contact Anshay
5.3 Check whether fire extinguishers are available and Its expired but sent to renewal L
are properly refilled at the time of AMC.
5.4 Check whether the computers/ laptops available at Yes M
the outlet are operated with microsoft licenses
5.5 Check whether antivirus are properly installed and Yes,its up to date M
up to date on the computers/ laptops available at
outlets.

6 Human 6.1 Check whether the attendance record for employees Yes,attendence record maintained and updated CCTV also updated L Yogesh targe
Resources are maintained and updated on daily basis. Cross
check daily attendance with CCTV recording for
last 30 days.
6.2 KYC Documents and other records of new joinees are No,new joining at outlet L
forwarded to the accounts/ HR department. Code of
Conduct has been signed by the newly joined
employees. Check whether MPIN is created in
sytstem.
6.3 Whether the new joinees are provided with training/ No L
induction at the time of joining. Whether register of
such training conducted is maintained at the outlet.

6.4 Whether a medical kit is available at the outlets and No L

medicines are refilled in the medical kit.

7 Administration 7.1 Check whether the electricity bill payments are made Yes,eletricity bills are paid on timely L Yogesh targe
on timely basis and the discount offered by the MSEB
are availed promptly.
 Risk
Sr. No. Area FPV Checkpoints Observation/ Instructions Process Owner
(L/M/H)
7.2 Check whether a incident register for non-operation Yes L
of DMS has been maintained along with the details of
the incident.
7.3 Check whether computers, scanners, printers are in All working properly and set L
working condition.
7.4 Check whether clean desk policy has been No, clean desk policy not implemented at outlet M
implemented at the outlets and warehouse. No loose
papers/ copies of invoices/ delivery challan/ stock
transfer indent, etc are available in the drawers.

7.5 Whether the washrooms are properly sanitised at all Yes L

times and soap is available at all times.
7.6 Password for the windows, gmail, astutebuddy, Password Changed on (date): L
DMS to be changed. Windows:No password changed
Gmail: no password changed from last 1 year
Astutebuddy: No
DMS:No
Check whether there are atleast 4 thermal rolls for
7.7 printing of counterfoils of swipe machines. No,1 thermal rolls are available L

Audited by: Manager: Approved by:

Abhishek
Name santosh shinde
Date 1/17/2025 Yogesh targe
Contact 7499302792