integrated Debtors Management System ( iDMS ) by CS&IT

integrated Debtors Management System ( iDMS ) Background:  In Cash collection meet dated 6 th June 2011, the concern was raised by Dir (Fin) for large Sundry Debtor & CF3 data population by collecting agencies  In June,2011 MCM Concerns were expressed over the anomalies /disputes in verification of bills.  It was desired that a system be developed To highlight such disputed case/anomalies. To track C-forms. Daybook Detail capturing at Sites.

integrated Debtors Management System ( iDMS ) In the Task Force held on 01-Jul-11 following Global Templates were finalized for data transfer into Corporate Central Server:  Total Outstanding Invoices  LR/RR detail for the outstanding Invoices  Withheld Data with Reason code for the outstanding Invoices  C-FORM detail  Collections for the Outstanding Invoices  Invoice Item List for the Outstanding Invoices (Data updation to be done on daily basis. )

integrated Debtors Management System ( iDMS ) In the same Task Force Meeting following Additional Fields were also identified for effective monitoring of Invoices : ( Following Fields are required in Invoice Template only for outstanding invoices generated on or after 01-Mar-2011)  INVOICE DESPATCH DATE  INVOICE RECEIPT DATE BY CUSTOMER  INDICATOR - WHETHER ALL NECESSARY DOCUMENTS ARE ATTACHED  DEALING PERSON STAFFNO FOR THAT INVOICE(DEALING PERSON OF THE PROJECT)  LOCATION OF INVOICE(Customer stores / Customer Contract Department /Customer Finance – Site / Customer – HQ / Customer – Financing Agency)

integrated Debtors Management System ( iDMS ) Data Upload Mechanism as per GLOBAL TEMPLATES. Data upload to Central Servers from all Units/ Regions / Business Sectors can be done in 2 ways.  Database Transfer ( i.e. Unit Oracle Table to Central Server Oracle Table)  Text file upload where ever Data base is not available ( i.e. Formatted Text File can be loaded into Central Oracle Table ; Provision is already given in the system )

integrated Debtors Management System ( iDMS ) Frequency of Data Upload  Data upload into Central Server will be on Daily basis.  Whenever Data is loaded into Central Server, the Previous Day Complete Data will be replaced with the new one.  If data is not loaded into Central Server on any particular day, the last loaded data will be available in the Central Server.

integrated Debtors Management System ( iDMS ) ROLE of REGIONS:  Provision is given in the System for the Regions ( Sites) to update the DB Number and DB Date as and when any consignment reaches the site against RR / LR already provided by the Units.  The updated Daybook detail will speed up the generation of MRC Invoice by the respective Units thereby the Cash collection process will be speeded up.

integrated Debtors Management System ( iDMS ) ROLE of Collecting Agencies  Provision is given in the Cash Collection System (CCS system – Separate System under use for Collection absorption and accounting ) to account collection against Invoices(CF3) for every cheque Collection.  This will help in retiring right Invoices by the Units / Regions.

integrated Debtors Management System ( iDMS ) Reports available.  Customer wise / Project Wise / CPC wise Cumulative Sundry Debtor against each Unit.  The Cumulative figure against each Unit can be drilled down to Invoice level.  The Invoice level can be further drilled down to know the field level details.  DB Detail against RR/LR

integrated Debtors Management System ( iDMS ) Reports available for Units/ Regions/ Business Sectors.  Template wise Data Loaded into the Central Server.  Status of the Additional Fields in the Invoice loaded into the Central Server.  All reports developed for Top Management limited to their Unit.

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