Designing procedures

1. INITIAL JOB OBJECTIVES
1. Preparation of 06 sets of financial statements.
2. Reconciliation of inventory including valuation.
MAJOR DATABASE AMENDMENTS
PERMANENT WORK
F O R M S L E V E L
SETUP:
1) Creation of users with their names and restrict them to their limited options and reports.
2) Plugin Audit Trails for each level of transaction.
3) Maintenance of Chart of Accounts. (Still needs improvement and level wise COA). Restrict account and inventories
heads not to delete/inactivate if there is any transaction found.
4) Creation of appropriate accounting heads and correct categorization.
5) Inactivation of DELETE option in all forms.
DATA ENTRY FORMS:
1) Introduction of double entry system to maintain trial balance with no difference.
2) Permanent removal of General Purchase form and unused Import form (old).
3) Creation of Journal Vouchers. Restriction for cash/bank accounts and some additional restrictions for the users.
4) Creationof all invoice booksissuance form (Pre-numbered Sales invoices for each sale category e.g. (KD, KM, LD &
KS), Purchase invoices, Godown Transfers and Sales/Purchase Returns).
5) Smart filtration of inventory for the accurate data entry of Sales invoices, Purchases and Import etc.
6) Creation of Inventory Adjustment form.
7) Creation of Godown Transfer form.
8) Restriction for negative inventory on all inventory related forms.
9) Categorization of General Sales Tax, Addition General Sales Tax, Custom Duty and Income Tax on Trial Balance.
10) Introduction of weighted average inventory valuation process.
11) Plugging-in of 04 separate Cash and Bank receipts and payments forms.
12) Auto ticking in Cash/Bank Receipts and Payments forms to manage Aging report.
13) Cash/bank transfer form to be made.
14) Accurately working of Discount in all forms to be done.
R E P O R T S L E V E L
1) Preparation of Six columns Trial Balance.
2) Preparation of new Stock Detail Typed wise report including profit and loss on each sale transaction.
3) Preparation of Stock Adjustment Report (valuation).
4) Preparation of Stock Summary/Valuation Report (Qty, Rate and Amount) accurately verified with other inventory
reports (weighted average).
5) Preparation of Stock Taking Report. (Qty on hand)
6) Preparation of separate cash and bank payments/receipts reports.
F I N A N C I A L Y E A R C L O S I N G
1. Data Purging:
 Deletion of more than 1200 non-movement heads of accounts.
 Deletion of more than 1400 non-movement inventories.
2. Defined procedures for accurate stock taking.
3. Defined systematic procedure to accurately transfer all data to next financial year’s database. (Annexure A)