Particulars Timeline to Timeline to Documents need to be attached Procedure(steps) of File routing

share for Audit complete

Audit (if
observation
clarified)
Vehicle Repair bill before 7th of 10th of the Signed bill with correspondence of file routing procedure 1. Request from staffs//user
the month month 2. Confirm by site admin after checking the actual
status
3. Repair requirement send by admin & approved
by PRO & OM
4. 3 Quotations against any outside repair ,if not
done from listed suppliers
5. Invoice need to be signed by user for
confirming that repair done & correct as
mentioned in the bill
6. After above signed, shared the same with
Accounts team for record keeping and
checking .Once posting done ,send to auditor
for verification with signature of all above
portion ,FM & Accountant
7. Verified by Auditor
8. approved by AGM then process for payment
Purchase Order 1st half Before 4 PM LPO copy with correspondence of file routing procedure 1. Link of process
( Morning) or of same day  MRI with PO
2nd half or Within 1st  PO with GRN
half of next  GRN with Original Invoice and Receipt
day & Issue entry in ERP
respectively  Issue Measurement unit shall be match
with GRN measurement
Unit(Mandatory)
 FIFO method shall be follow up for
stock Quantity issue & rate.need to
automate stock issue rate & stop
manual issue rate entry

If any variation shall not be accepted by

ERP. It will be accept after approval of OM
& FM if matter relating to quantity & Price
 respectively.(Remark of modification shall
be mention in the ERP)
2. Quantity requested by supervisor to store for
the particular projects along with project code
& confirm from PC
3. MRI requested by Store if stock not available
4. MRI need to be confirm by OM & PC
5. 3 Mail quotations need to be collected for any
MRI which is confirmed by FM,AGMs
6. PO prepared by Accountant for Lower bidder &
verified by Auditor
7. PO approved by AGM
Office petty cash Before 8th of 12th of the Signed bill with correspondence of file routing procedure 1. Bills shall be signed by user
expenses every month month 2. Bills verified & signed by the Reporting
Authority of the User
3. Same bills counter signed by (both HOD of
finance & operation)
4. Bills posted in Accounts
5. After bill posted in Accounts but before
payment to outsider should be verified by
Auditor
6. After Auditor verification same should be
approved by AGM for payment process under
the custody of finance manager.
Phase 1,2 3 salary Before 10th of 15th of the 1. List of staffs against salary advance adjusted
every month month 2. List of staffs against excess Vodafone bill adjusted
3. Details with approval for any deduction & addition in
salary
4. Separate sheet of WPS for staffs & Technicians (same like
wps file)
5. Reason of salary advance not adjusted against any staffs ,if
any
WPS salary Before 1st of 3rd of the 1. Unmodified Biometric attendance sheet of staffs
every month month 2. Time card of Technicians duly signed by OM & supervisor
Employee code shall be in the sheet
3. Soft copy of Email approval for leave, if any
4. List of technicians/staffs already claimed till date salary
for the month
 5. List of staffs rejoin, left & on vacation during the month
Payment plan Before 2 days of within end of Supporting’s with approval against any specific payments. After Auditor verification same should be
schedule to pay 2 days approved by AGM for payment process under the
Details of expenses figure earlier approved/confirmed & the custody of finance manager.
figure included in payment plan.
Vehicle rent bill Before 7th of 9th of the Signed bill with correspondence of file routing procedure 1. Shall be signed by user of vehicle, Confirmed
the month month by PRO & acknowledge by his Reporting
manager of user.
2. After above signed, shared the same with
Accounts team for record keeping and
checking. once posting done ,send to auditor
for verification with signature of all above
person, FM & Accountant
3. Approved by AGMs for payment
9.
Fuel Bills Every Monday Next day Signed bill with correspondence of file routing procedure 1. Log Book shall be mentioned by every USERs
2. Log book shall be signed by staffs & his
reporting authority
3. After above signed, shared the same with
Accounts team for record keeping and checking
.Once posting done ,send to auditor for
verification with signature of all above
portion ,FM & Accountant
4. Fuel claim sheet/ bill will be claim/payment to
vendor (weekly / monthly respectively)
5. After above procedure done ,share to auditor
for verification
6. Approved by AGM then process for payment
7. fuel will be release against the office use only
Incentives Before 10th of 15th of the same as per current
every month month
Bonus Before 10th of 15th of the same as per current
every month month
Interim before 2 days of 1 day in a Settlement copy with correspondence of file routing 1. Claim sheet need to be checked & signed by
settlement schedule to pay week procedure Payroll accountant & FM
2. confirmed from PRO & OM/AGM regarding any
other deductions
3. After above done ,send to auditor for
 verification & verified by auditor

Management Before 120th of 25th of the same as per current

MRM/other every month month
MRM minimum 3
days before
Costing File Before 17th of 22ND same as per current
every month of the month
Bills against Before 7th of 18th of the Signed bill with correspondence of file routing procedure 1. Summary data need to be share against the
operation every month month purpose of advance asked & the purpose of
Advance fund utilized with amount.
2. Same data with bills shall be signed by OM.
3. After OM signature shared the same with
Accounts team for record keeping and checking.
Once posting done, send to auditor for
verification with signature of all above portion.
Salary advance Before 10th of 15th of the same as per current
adjustment every month month
Credit card before 7th of 12th of the Signed bill with correspondence of file routing procedure 1. Every credit card expenses shall be signed by
payments the month month all AGMs, PRO& FM.
2. After above signed, shared the same with
Accounts team for record keeping and
checking .Once posting done ,send to auditor
for verification

Rent ,kharama,sp before 5th of before 7th Signed bill with correspondence of file routing procedure same as per current
onsor fees the month
VISA expenses before 5th of before 7th same as per current
the month
Stock Verification Quarterly Quarterly physical audit
Cash verification Surprise Surprise check
check
Commercial 1st half Before 4 PM 1. Requested By- PC
invoice ( Morning) or of same day 2. Prepared By- Account executive
2nd half or Within 1st 3. Confirmed by - OM & FM
half of next 4. Approved By- AGM
day 5. Auditor will only check receipt copy of invoices
respectively by customer
Advance Invoice 1st half Before 4 PM 1. Requested By- PC
( Morning) or of same day 2. Prepared By- Account executive
2nd half or Within 1st 3. Confirmed by - OM & FM
half of next 4. Approved By- AGM
day
respectively
Till date Salary 1st half Within 2 days 1. Settlement copy with correspondence of file routing 1. Request from staffs
( Morning) or from data procedure 2. Confirm by site admin along with
2nd half received 2. Attendance sheet confirmation of any other deductions in loop
of AGM/OM
3. Prepared By Payroll along with signature of
FM ,PRO & HR/payroll Accountant
4. Verified by Auditor
5. approved by AGM
Final Settlement 1st half Within 2 days Settlement copy with correspondence of file routing 1. Request from staffs
( Morning) from data procedure 2. Confirm by site admin along with
received confirmation of any other deductions in loop
of AGM/OM
3. Prepared By Payroll along with signature of
FM ,PRO & HR
4. Verified by Auditor
5. Approved by AGM
8.
Other expenses 1st half Before 4 PM Signed bill with correspondence of file routing procedure 1. Bills shall be signed by user
( Morning) or of same day 2. Bills verified & signed by the Reporting
2nd half or Within 1st Authority of the User
half of next 3. Same bills counter signed by (both HOD of
day finance & operation)
respectively 4. Bills posted in Accounts
5. After bill posted in Accounts but before
payment to outsider should be verified by
Auditor
6. After Auditor verification same should be
approved by AGM for payment process under
the custody of finance manager.