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CAO Cash Collection New Operation Process

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Presentation on theme: "CAO Cash Collection New Operation Process"— Presentation transcript:

1 CAO Cash Collection New Operation Process
19th Sep, 2016

2 Existing Process ⑤ Record the cash collection in SAP
Finance 2 AR Dept MEB Yangon (2) ⑤ Record the cash collection in SAP ④ Report to Finance 2 　 AR Dept ③ Deposit Cash / Cheque to MEB Yangon (2) next business day. Sule TRA Office ② Daily report to TRA Office 　　together with cash/cheque 　　at the end of the day TRA Counter (No.10) TRA Counter TRA Counter ① Collect cash/cheque from the customer

3 Sub Collection counters(YGC)
Existing Process How to deposit Cash into MEB Services type Collection points No. of chalans CAO counters (11) ADSL 1chalan 1 chalan forTotal cash collection per day MEB Bank CAO counters (10) Fiber 1chalan 1 chalan for Total cash collection per day Private (Auto, GSM, CDMA) CAO Counters (1 to 9) Paid by cash Government (Auto, GSM, CDMA) 1chalan Sub Collection counters(YGC) (7counters) 1 chalan for Total cash collection per day Private (Auto, GSM, CDMA)

4 How to deposit Cheque into MEB
Existing Process How to deposit Cheque into MEB One Chalan for All private bank cheque collection per day.(Eg. CB, KBZ) Services type Collection points No. of chalans CAO counters (11) ADSL One Chalan for All MEB(2) cheque. Chalans for ADSL cheque Collection One bank Chalan for All MEB (1,3,4,5) & down town MEB bank cheque per day. CAO counters (10) Fiber Paid by cheque Chalans for Fiber cheque Collection One bank Chalan for one MEB(outside down town) &Transfer (separate the chalan based on township by township) Maximum 18 township transfer per day Private (Auto, GSM, CDMA) CAO Counters (1 to 9) Government (Auto, GSM, CDMA) Chalans for Private & Gov chequeCollection One Chalan for one bank (Online payment) All counters separate the chalans based on above categories.

5 Existing Process Problem
Discrepancy between Bank Statement and SAP Entry Example Cash Collection on Bank Statement for Sep’16 Service Cash Cheque Total GSM 10,000 5,000 (MEB 0001) 15,000 CDMA 3,000 (MEB 0002) 8,000 PSTN 30,000 7,000 37,000 ADSL 40,000 20,000 (CB a001) 60,000 IP-Star Fiber Internet (SAP Invoice) 50,000 (2 customer) (KBZ abc1) 150,000 45,000 195,000 Date Debit Credit Balance 45,000 40,000 65,000 5,000 10,000 85,000 150,000 155,000 165,000 05, 20,000 185,000 195,000 Total

6 Existing Process Problem
Discrepancy between Bank Statement and SAP Entry Example Cash Collection on SAP Entry Dr. Bank CAO MEB Postpaid 135,000 Cr. AR-Billing System GSM ,000 Cr. AR-Billing System CDMA ,000 Cr. AR-Billing System PSTN 37,000 Cr. AR-Billing System ADSL 60,000 Cr. AR-Billing System IP-Star 15,000 Dr. Bank CAO MEB Postpaid 25,000 Cr. AR-SAP Customer 25,000 Dr. Bank CAO MEB Postpaid 10,000 Cr. AR-SAP Customer 10,000 Total 195, ,000 Document Date: Posting Data: Service Cash Cheque Total GSM 10,000 5,000 (MEB 0001) 15,000 CDMA 3,000 (MEB 0002) 8,000 PSTN 30,000 7,000 37,000 ADSL 40,000 20,000 (CB a001) 60,000 IP-Star Fiber Internet (SAP Invoice) 50,000 (2 customer) (KBZ abc1) 150,000 45,000 195,000

7 Existing Process Problem
Discrepancy between Bank Statement and SAP Entry Bank Statement for Sep’16 SAP Entry Dr. Bank CAO MEB Postpaid 135,000 Cr. AR-Billing System GSM ,000 Cr. AR-Billing System CDMA ,000 Cr. AR-Billing System PSTN 37,000 Cr. AR-Billing System ADSL 60,000 Cr. AR-Billing System IP-Star 15,000 Dr. Bank CAO MEB Postpaid 25,000 Cr. AR-SAP Customer 25,000 Dr. Bank CAO MEB Postpaid 10,000 Cr. AR-SAP Customer 10,000 Total 195, ,000 Document Date: Posting Data: Date Debit Credit Balance 45,000 40,000 65,000 5,000 10,000 85,000 150,000 155,000 165,000 05, 20,000 185,000 195,000 Total Nothing Match between the Bank Statement and SAP Entry!!

8 Realize SAP Entry and Bank Statement to match
To be process from Realize SAP Entry and Bank Statement to match Utilize KBZ bank account JO has opened the bank account in KBZ, so we will deposit the cash/cheque there. KBZ branch is closer than MEB and easy to check the status of the clearance through the internet banking. Sule TRA Office (Sales Support Dept) and AR Dept have to work together to realize this. Created the Microsoft Access Database. This database will be stored in the file server, so both Sales Support Dept and AR Dept can access to it.

9 Daily Report to TRA Office
To be process from Daily Report to TRA Office Own Shop Sule TRA Office ② Daily report to TRA Office 　　together with cash/cheque 　　at the end of the day Own Shop TRA Counter (No.10) TRA Counter TRA Counter ① Collect cash/cheque from the customer

10 Example of Cash Collection in 03.10.2016
To be process from Example of Cash Collection in Type Service Cash Cheque No. Amount Total Advance GSM 10,000 MEB 0001 5,000 15,000 PSTN 20,000 MEB 0002 CB a001 3,000 28,000 AR CDMA ADSL 6,000 Transfer IP-Star MFTB 0001 SAP B2B Fiber Internet KBZ 0001 30,000 40,000 B2B Colo. Server Others 1,000 Pre day 1 51,000 65,000 116,000 Own Shop GPO Sule Pansodan Total Sales 10,000 35,000 1,500 46,500 B2B SIM 15,000

11 Sule Collection System
To be process from Sule Collection System ③ Enter Cash/Cheque collection Information Own Shop Sule TRA Office ② Daily report to TRA Office 　　together with cash/cheque 　　at the end of the day Own Shop TRA Counter (No.10) TRA Counter TRA Counter ① Collect cash/cheque from the customer

12 To be process from Open Sule Collection System

13 Enter Cash/Cheque Collection Information
To be process from Enter Cash/Cheque Collection Information Select the receipt date. Receipt date is the actual collection date at the counter 2. Click on Collection Entry

14 Enter Cash Collection Information
To be process from Enter Cash Collection Information 1 Entry for All Type and Services other than Own Shop Select the date of deposit to KBZ bank. Basically, it should be the next business day. Enter Type, Service and Amount. Click on the next record.

15 Enter Cheque Collection Information
To be process from Enter Cheque Collection Information 1 Cheque = 1 Entry For Cheque collection, please click on the check box. Select the bank of Cheque. Enter Cheque No. Enter customer name. Enter all the Type / Service covered under this Cheque Leave blank for the cheque Click on the next record.

16 Enter Cash Collection Information (Own Shop)
To be process from Enter Cash Collection Information (Own Shop) 1 Entry = 1 Own Shop For Own Shop, please click on the check box Select the date of deposit to KBZ bank. Basically, it should be the next business day. Enter, type, service and amount Click on the next record.

17 Enter Cash Collection Information (B2B SIM at Own Shop)
To be process from Enter Cash Collection Information (B2B SIM at Own Shop) 1 Customer = 1 Entry For B2B SIM at Own Shop, please click on the check box Select the date of deposit to KBZ bank. Basically, it should be the next business day. Enter, type, service and amount Click on the next record.

18 Checking Total Cash/Cheque Collection of the Day
To be process from Checking Total Cash/Cheque Collection of the Day Select the receipt date. Receipt date is the actual collection date at the counter 2. Click on Summary Report

19 Checking Total Cash/Cheque Collection of the Day
To be process from Checking Total Cash/Cheque Collection of the Day Total Amount of Cash / Cheque Collection of the Day (= Total Amount to be deposited at KBZ)

20 Checking Detail of the Collected Cheque of the Day
To be process from Checking Detail of the Collected Cheque of the Day Select the receipt date. Receipt date is the actual collection date at the counter 2. Click on Cheque Detail

21 Checking Detail of the Collected Cheque of the Day
To be process from Checking Detail of the Collected Cheque of the Day Above are cheques to be deposited to KBZ

22 To be process from Prepare Deposit Slip to Submit at KBZ for Cash

23 Deposit Cash / Cheque at KBZ
To be process from Deposit Cash / Cheque at KBZ Prepare Deposit Slips for Cash And Deposit Deposit All the Cheques TRA Counter Collection MEB 0001 MEB 0002 Own Shop (GPO) Own Shop (Sule) Own Shop (Pansodan) CB a001 MFTB 0001 B2B SIM Customer A B2B SIM Customer A B2B SIM Customer A KBZ 0001

24 Checking Detail of the Collected Cheque of the Day
To be process from Checking Detail of the Collected Cheque of the Day Select the receipt date. Receipt date is the actual collection date at the counter 2. Click on Deposit Slip

25 Checking Detail of the Collected Cheque of the Day
To be process from Checking Detail of the Collected Cheque of the Day Please print out and fill in the name and phone no of the person who is going to MEB

26 Sule Collection System
To be process from Deposit Cash / Cheque at KBZ KBZ Sule Collection System ④ Deposit Cash / Cheque on the 　　next business day. ③ Enter Cash/Cheque collection Information Own Shop Sule TRA Office ② Daily report to TRA Office 　　together with cash/cheque 　　at the end of the day Own Shop TRA Counter (No.10) TRA Counter TRA Counter ① Collect cash/cheque from the customer

27 Sule Collection System
To be process from ⑤ AR Dept will check the internet banking and update the status of clearing in Sule Collection System Finance 2 AR Dept Internet Banking KBZ Sule Collection System ④ Deposit Cash / Cheque on the 　　next business day. ③ Enter Cash/Cheque collection Information Own Shop Sule TRA Office ② Daily report to TRA Office 　　together with cash/cheque 　　at the end of the day Own Shop TRA Counter (No.10) TRA Counter TRA Counter ① Collect cash/cheque from the customer

28 Check Internet Banking and Update Sule Collection System
To Be Process from Check Internet Banking and Update Sule Collection System Bank Statement Date Reference Debit Credit Balance CAO-Post paid collection 51,000 MPT Own Shop (GPO) 10,000 61,000 MPT Own Shop (Sule) 35,000 96,000 MPT Own Shop (Pansodan) 1,500 97,500 B2B SIM (Customer A) 15,000 112,500 Cheque: KBZ 0001 147,500 Cheque: MEB 0001 5,000 152,500 Cheque: CB a001 157,500 Cheque: MFTB 0001 167,500 Total Uncleared Cheque Amount MEB 0002 10,000

29 Click on Clearing Date Entry
To Be Process from Check Internet Banking and Update Sule Collection System Click on Clearing Date Entry

30 Check Internet Banking and Update Sule Collection System
To Be Process from Check Internet Banking and Update Sule Collection System Select the Clearing Date Click on Cleared check box if it is shown in the internet banking

31 Sule Collection System
To Be Process from Uncleared Cheque 5. Confirm the clearance Internet Banking Finance 2 AR Dept KBZ 1. Inform that there is uncleared cheque 2. Confirm the reason 6. Update Sule Collection System Sule TRA Office 4. Take necessary action 3. Inform the Customer Customer

32 Click on Review Upload File
To Be Process from Upload to SAP Select Clearing Date Click on Review Upload File

33 To Be Process from Upload to SAP – Only Cleared Entry will be Uploaded 1. There will be 1 Dr. Bank entry per 1 Collection Entry made by Sule TRA office, which will be same as bank statement. 2. Document Date: Actual collection date at TRA counter. Posting Date: Actual clearing date at the bank (= the date shown in the bank statement).

34 Advance Receipt-Billing System
To Be Process from Upload to SAP – Only Cleared Entry will be Uploaded 3. Credit side journal entry as below. Based on the type, GL code will be determined. 4. AR-Suspense accounts will be used for SAP controlled services (Fiber Internet, Colocation, Dial-up, Public IP and Web Hosting), since AR-SAP customer will be recorded by Cash Collection System. 5. Own shop and B2B SIM will not be recorded through this Sule Collection System because they are recorded separately. Type GLcode GLname Advance Advance Receipt-Billing System Transfer AR - Billing System AR Others Other Revenue Pre day 1 Due to MPT SAP AR - Suspense

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