1. Raaj Unocal Standard Operating Procedures Order to cash
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Raaj Unocal Standard Operating Procedures Order to cash

2. Chief Executive Officer
Version management
Order to cash — Standard Operating Procedures
Version number
Version 1.1
Date of roll out
XX, 2012
Date of last amendment NA
Approved by
Chief Executive Officer
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3. Key Sub-Processes 1 Sales budgeting 2 Customer management 3
Order processing and dispatch 4
Collection management 5
C Form tracking 6
Trade spend management
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4. Organization Structure
Board of Directors
Chief Executive Officer
General Manager - Operations
Quality Manager
Materials Manager
Stores-in-Charge
Production Manager
Finance Manager
Finance Executive
Marketing Managers
Marketing Executives
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5. 1. Process Flow: Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
1. Process Flow: Sales budgeting
Actual sales for previous year relevant quarter 1 2 3
Industry growth trend
Expected growth and market expansion plan
Start 1
Prepares quarterly business plan basis actual sales in previous year’s relevant quarter and target growth
Forwards quarterly plan to regional sales executive
Performs moderations in quarterly plan and prepares fortnightly targets for self
Forwards fortnightly target for the quarter to CEO 2 3 A B
Chief Executive Officer
Chief Executive Officer
Regional sales executive
Regional sales executive
Board approval No
Yes
Perform monthly target achievement analysis
Performs discussions with the regional executive in monthly review meeting
Rolling target for next month cascaded to regional executive
Stop
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It is important to thoroughly check the presentation to ensure that no further formatting is needed. C
Accounts executive
Chief Executive Officer
Accounts executive
Quarter’s business plan
Fortnightly quarter target
Monthly target achievement analysis A B C

6. Legend Document Input Off Page Reference Process Input Output Document
Start /Stop Terminator
Input Reference 1
Process Workstep
Output Reference A
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Decision Box

7. 2. Process Flow: Customer management
Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
2. Process Flow: Customer management
Market survey 1
Start 1
Identifies new customer
Updates customer registration form and forwards to RSE
Reviews form for adequacy and completeness and forwards to CEO
Board approval A
Sales team
Sales team
Regional sales executive No
Yes
Receives approved customer registration form and competes all engagement documents
Receives request for customer master updation along with file opening
Updates customer master in Spreadsheet and Tally
Stop
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It is important to thoroughly check the presentation to ensure that no further formatting is needed. B
RSE
Accounts executive
Accounts executive A B
Customer registration form
Customer master

8. 3. Process Flow: Order processing and dispatch
Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
3. Process Flow: Order processing and dispatch
Customer purchase order 1
Start 1
Is material ready for dispatch
Receives customer purchase order
Fills order form, forwards to Account executive and production
Reviews order form for adequacy and updates order master
Confirms material availability for dispatches from PM for the day (daily) A B
Sales team
Sales team
Accounts executive
Accounts executive No
Yes
Receives packing slip from PM and verifies item and quantity details with order form
Obtains transport permit (if any), vehicle arrived, goods loaded, raises invoice in tally, obtains GR from transporter
Updates order dispatch master
Monthly reporting of order dispatch master along with root cause analysis of delays
Stop
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It is important to thoroughly check the presentation to ensure that no further formatting is needed. C D
Accounts executive
Accounts executive
Accounts executive
Accounts executive A B C D
Order form
Order master
Invoice in tally
Order dispatch tracker with reasons

9. 4. Process Flow: Collection management - Monitoring
Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
4. Process Flow: Collection management - Monitoring
List of pending invoices 1 1
Generates pending invoices report, prepares debtor ageing and forwards to RSEs, CEO
Carries out discussions with sales team on high aged debt and formulates action for recovery
Reports critical cases of recovery along with recovery action to MD Office
Start
Stop A B
Accounts executive
CEO
Accounts executive
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It is important to thoroughly check the presentation to ensure that no further formatting is needed. A B
Invoice wise ageing report
Recovery action plan

10. 4. Process Flow: Collection management – Knocking off Invoices
Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
4. Process Flow: Collection management – Knocking off Invoices
Physical cheque/ Cash 1
Start
In case of cash / cheque:- hands over collection to accounts .
Knocks off invoice for the customer on a first in-first out basis
Stop No 1
Receives payment through cheque / cash / wire transfer
Is collection through wire transfer?
Sales team
Accounts executive
Sales Team
In case of transfers , sends payment receipt details to accounts
Yes A
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Sales Team A
Payment receipt details

11. Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
4. Process Flow: Collection management – Balance confirmation/ reconciliation
Balance confirmation certificate 1
Start
Requests sales team to obtain balance certificate from customers 1
Receives balance certificate from customer, forwards to Account Executive
Matches balance with Tally balance
Does balance match with books?
Accounts Exectuive
Sales Team
Sales Team
Yes No
Performs reconciliation with customer
Approves reconciliation statement
Updates reconciled entries in Tally
Stop
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It is important to thoroughly check the presentation to ensure that no further formatting is needed. A
Accounts Exectuive
CEO
Accounts Executive A
Reconciliation statement

12. 5. Process Flow: C form tracking
Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
5. Process Flow: C form tracking
CST invoice details from Tally 1
Start 1
Prepares customer wise CST form requirement along with invoice details (One month before D.O. filing)
Forwards to RSE for collection of C forms
Receives C form and forwards to Accounts Executive
Updates C form tracker in Tally
Pending C forms? A
Accounts Executive
Accounts Executive
RSE
Accounts Executive No
Yes
Stop
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C form tracker

13. 6. Process Flow: Trade spend management
Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
6. Process Flow: Trade spend management
Trade spend budget for the quarter region wise 1
Start 1
Identifies need for schemes basis slump in sales, seasonality
Prepares schemes and forwards to CFO
Review and approve scheme
Float scheme in the market
Stop A B
RSE, CFO
RSE
CFO
RSE
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It is important to thoroughly check the presentation to ensure that no further formatting is needed. A B
Proposed scheme
Approved scheme

14. 6. Process Flow: Trade spend management
Sales budgeting
Customer management
Order processing and dispatch
Collection management
C Form tracking
Trade spend management
6. Process Flow: Trade spend management
Trade spend claim forms 1
Start 1
Submit trade spend claims
Verifies trade spend claim with respect to rate and quantity from trade scheme
Reprocesses the claim in line with scheme gets customer’s signature
Is claim in line with the scheme No
Customer
RSE
RSE
Yes
Forwards the claim to Accounts executive for approval from CEO
RSE
Approves the claim and forwards to Accounts Executive
CEO A
Processes claim, raises credit note in tally, cheque made and sent to CEO for signature alongwith approvals
Accounts executive B
Quarterly budget vs actual analysis
Discusses budget vs actual variances with RSE
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Stop A B C D
Approved claim form
Credit note
Cheque
Budget vs actual analysis