[+]How to feed the data for the Official / Officer transferred in / out after 31.03.2008. Since the data feeding for the voucher w.e.f. 01.04.2010. For instance an official transferred from DO Nalgonda (SB16) to RO Hyderabad(SB11) after 31.03.2008, on feeding of the payment voucher to the said official the location is displayed as SB16 (DO Nalgonda) as the official earlier worked at DO Nalgonda. Whereas the official presently working in RO Hyderabad (SB11) requires the location as SB11 (RO Hyderabad). This may please be sorted out. Dated: 14-Jun-14
Where an employee has been transferred from one unit to another unit, a new site for the employee supplier should be made for the present unit with present unit accounting at site level. The old unit site should be made inactive.
[+]How to feed the voucher with advances paid during the previous year to be adjusted by year end. Example all Imprest / TA adjustment vouchers for previous year received in April. Dated: 14-Jun-14
In this case a credit memo with negative amount should be made first in GL Date 31.03.2010. In the distribution of the credit memo same liability account should be taken. Then an invoice should be made when the bill for adjustment is received and instead of paying the current invoice it should be applied to the credit memo. The following accounting entries would be generated by the system. (e.g. TA advance). For Credit Memo
31/03/2010 Dr. Liability Account| No accounting
Cr. Liability Account | impact For invoice Dr. TA Expense Account
Cr. Liability
On applying: final entry:
Dr. Expense Account
Cr. TA advance
[+]How to feed the payment voucher of single party having more than one invoice (Bills) and payment is released by issuing single cheque to the party. Ex: Party X has submitted 03 Invoices (Bills) and each bill is passed for Rs.6,00,000/-. Dated: 14-Jun-14
You have to enter three separate invoices for the party. The payment should be made as per point number 28 of AP user guide.
[+]How to feed the single voucher payble to more than one party. Ex:- Voucher has pass order for Rs.10,000/-. And amount Paybel to X is Rs.6,000/- and to Y Rs.4,000/-. Dated: 14-Jun-14
Two separate invoices should be entered in the name of respective parties.
[+]Since most of our officers and officials are having their Bank account with the same SBI Bank where we have our CC account for R.O Hyderabad the payments like T.A and other payments to those officials are made by issuing one single yourself check to that SBI Bank with list of names and amount payable is enclosed for necessary credit to their respective account. How to feed such a payment. Dated: 14-Jun-14
Please refer point number 30 in AP user guide to enter such transactions.
[+]How to feed the BE-2 voucher with ECS/EFT payments. Example Salary and Conveyance payments where we are sending only softcopy(floppy) to SBI Bank where we have our CC account. Dated: 14-Jun-14
The full functionality for the ECS payment is working for which may please refer point number 31 of the user guide. However the soft copy should be generated by the system which is not working presently for which we are looking technically. Till then soft copy of ECS payment should be prepared manually as is being done in case of manual payments.
[+]Re-assigning of Approval of Documents in case of Inter-company Transactions: It may please be observed that only names are displayed in the screen for re-assigning. But we are finding it difficult to identify the person dealing with the concerned inter-office transactions and it is highly difficult to remember the same in respect of all the units. It will be helpful, if the responsibility to whom it is attached is also mentioned there or an excel sheet of concerned persons may be placed on FCI-Financials website. Dated: 14-Jun-14
The FAP has the full functionality of IOG/IOR/IOM entries where the accounting for transactions for both units is completed by single entry and in case of entries made in GL module the invoice approval should be reassigned through workflow to the user of another unit for approval so that the other unit is knowing that entry involving his unit has been passed. However at present all the units are not working on FAP and even for some of the units data has also not been uploaded. It should be ascertained by the unit making the intercompany entries if the other unit is on FAP or not. If the other unit is on FAP it would be the duty of the transferor unit to enter the transaction in FAP and reassign it to the other unit for approval. On approval of the transaction by the other unit the Accounts of both the units would get updated. Where the other unit is not on FAP the Intercompany transactions should be passed taking the current unit only with respective zero account (0911/0921/0931 etc.). In the intercompany segment of zero account the unit code of the unit with whom IOG entry has been made should be entered to distinctly know the transaction. After the cutover dates as per circular 1061/Accts all units should enter the intercompany transactions through FAP only.
[+]What are the reports to be printed to see the original books of entries generated by the system? Dated: 14-Jun-14
Name of Book Report BE-1 Receipt of Cash Book FCI India Cash/Bank Book Report BE – II & III Payment Cash Book & Petty Cash Book -do- BE-IV Purchase Day book FCI Purchase Day Book FCI Payables Invoice Register BE-V Sales Day Book FCI Sales Day Book BE-VI Register for InterOffice Transfer In FCI Transfer In-Stocks received BE-VII Register for InterOffice Transfer Out FCI Transfer Out report BE-VIII Register for Railway credit Notes FCI Payables Invoice Register BE-IX Register for Claims Recoverable FCI Recoverables Invoice Register BE-X Journal Journal Day Book
[+]Kindly provide Guidance for operating IOR (1) How to check/ see data already feeded?
(2) How to rectify/ reverse wrong data submitted?
(3) How to check/see data received/ Import from other Region/District?
(4) How to reconcile between IOR and Bank Statement?
Dated: 14-Jun-14
The IOR transactions are to be entered by each district office using the user guide. For entering the IOR transactions it is necessary to have the bank details of ZCC account. The Zonal offices are not required to make any IOR entry for ZCC accounts as the entries made by district offices would automatically update the cash book of Zonal ZCC accounts. The IOR transactions are automatically transferred to Cash Management module for reconciliation. The Bank statement received from the Banks in excel format should be uploaded as per the instructions given in the user guide for cash management module and reconcile the cash book using the standard functionality.
[+]How to make the entries of Salaries where number of transaction is very high and at least 10 account heads are for expenses is to be debited. The process would be very time consuming. Can it be done by making a joint supplier for supplier payment. Dated: 14-Jun-14
The payroll module will take care of all the required data entry which would send automated invoices to the Oracle Apps. However Payroll module has not been rolled out for want of changes being made due to wage revision of staff and labour. Till then to make the process easier it is advised that a General entry in the GL module may be passed for all account heads in Salary Bill with credit to liability account. Thereafter separate JEs should be made for payment action clearing the liability in the GL Module.
[+]IOCPF : As per the User guide there is a provision for entering the same through Intercompany Payables Responsibility. But in such case, the invoice raised by the CPF Division will be shown as outstanding since the payment is made at the District office level. The case will be same in respect Prepayment (CPF Advance) as well as Standard invoices (Final Payments). The procedure in this regard may please be clarified. Dated: 14-Jun-14
The Zonal office while forwarding a credit IOG to field offices should raise an standard invoice with credit to the respective employee and in the distribution should take the corresponding new account of old account head 5.127FP, 5.127PW and 5.127AD. Similarly new account head for labour and DPS should also be taken. The respective unit will query the invoice and make the payment of this invoice to clear the liability. This procedure is to be applied for Temp Adv, Part Final and Final payments.
[+]YOURSELF cheque issued for purchase of D.D.s in favour of-
1. First Party - Rs.85,255/-
D.D.Comm Rs. 215/-
2. Second Party - Rs.1,13,226/-
D.D.Comm Rs. 285/-
3. Third Party Rs.42,912/-
D.D.Comm Rs. 108/-
Cheque for Rs. 2,42,001/- issued to State Bank of India, Pune for purchase of above Demand Drafts.
In such cases after using the actual cheque number for making entry of payment to the 1st party, we can not use the same cheque against any other party (in the screen shots given below)
Dated: 14-Jun-14
The payment should b made using the payment batch functionality where the payment can be made for multiple invoices using one check. The issue has been explicitly dealt in user guide for accounts payable vide point number 32 at page number 145.
[+]We have to receive some amount from the employee towards recovery of telephone charges over and above entitlement. Dated: 14-Jun-14
In such cases a miscellaneous receipt should be created to receive the amount and in the distribution relevant expense account should be credited.
