Presentation On CAS

2 Process flow Send for clarification USER AUTHORISER APPROVER CASHIER Send for clarification

3 Types of Expenses Statements Travel : For claiming all Local / Foreign Tour related expenses. Local Tour includes the tour outside city only. Other : Other than Travel & Worksheet Voucher e.g. Advance, Purchasing in Cash, Wages expenses, Travel expense within city etc Worksheet : For Field Inspectors Only, to claim their Weekly Expenses Voucher Management : For Managers Only, to claim their Monthly Expenses Voucher

4 Steps in preparing Cash Voucher Step 1 - Logon to the Application On First Logon, User must change Default Password and enter SGS address Username - Password -

5 Steps in preparing Cash Voucher User has to select appropriate voucher type as per his/her requirement and fill in the details in the voucher Step 2 – Preparation of Voucher

6 Steps in preparing Cash Voucher Step 2 – Preparation of Voucher If User needs the cash payment at some other location other than his/her origin location then user should select the proper location in the field “Payable At”. In this case, Voucher will be routed through that particular location’s Cashier after authorisation If User needs to Debit all the expenses to different Business / SBU then he/she can select the required Business / SBU. In this case, Voucher will go to that Business’ manager for approval and not to User’s reporting Manager If User has taken any advance and wants to settle the same alongwith this voucher then he should mention the advance amount already taken in “Less Advance” field and fill in the Advance voucher number in the “Advance voucher reference number” field “Comments” option is provided to record the written communication among User, Approver, Authoriser & Cashier

7 Steps in preparing Cash Voucher In case the User wants to debit the particular voucher’s all expenses to a different location then the user has to mention the same in “Special Instructions For Cashier” field provided under the Comments option User can either save the voucher as Draft or “Send For Approval” alert will be sent to the Approver based on the Authorisation matrix defined for that employee Business SBU Amount Approver Matrix Send For Approval … contd

8 Steps in preparing Cash Voucher Step 3 – Approval Process Approver can either send back the voucher to the User for Clarifications (“Resend Draft”) Or Approve & Send the same further for Authorization In both the cases, will be sent to the concerned person (User / Authoriser) informing about the status of the voucher Business SBU Amount Authoriser Matrix

9 Steps in preparing Cash Voucher Step 4 – Authorisation Process Authoriser can either send back the voucher to the User for Clarifications (“Resend Draft”) Or Authorise & Send the same further to the Cashier Authoriser can also send back the voucher to the Approver in case he needs some explanation from the approver. In this scenario, will be sent only to the Approver and not to the user In case of “Resend Draft”, will be sent to the User & Approver In case of “Authorised”, will be sent to the User informing about the status of the voucher

10 Steps in preparing Cash Voucher Step 5 – Payment Cashier can either send back the voucher to the User for Incomplete / No supporting documents (“Resend Draft”) Or make the Payment In case of “Resend Draft”, an alongwith “Cashier’s Comments” will be sent to the Approver & Authoriser All Supportin g OK Payment Yes Clarification No

11 Steps for Cashier Cashier will have access to change the Location for Debiting the expenses if User has mentioned the same in “Special Instructions for Cashier” field under Comments option Cashier has to enter all Cash Receipts transactions (e.g. Cash withdrawal from Bank, Cash collected from clients) In case Net Payable amount of voucher exceeds Rs.20,000/- then “Cash Payment” option will be disabled automatically. Cashier will transfer the payable amount directly to the employee’s bank account In case Net Payable amount of voucher is Zero then Cashier should click on “Non Cash” option. “Cash Payment” option will be disabled automatically Lastly, Cashier “MUST” do a “Day Book Closing” on a daily basis and “MUST” select the “Next Cash Book Opening Date” before End Of Day. Facility to reconcile day closing balance with the help of Currency denominations

12 Authorisation Matrix 2 Types of Authorisation Matrix EmployeeDivision ApproverDivision Authoriser Divisionwise Authority Matrix e.g. Voucher prepared by Agri employee will go to Agri Supervisor / Asst Manager for approval and then it goes to Agri Manager / Branch Manager for Authorisation EmployeeApproving ApproverAuthorising Manager Employeewise Authority Matrix e.g. Voucher prepared by Employee A will go directly to Employee B for approval and then it goes to Employee C for Authorisation

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