Presentation On CAS

1. Presentation On CAS

2. Send for Authorization Send for approval APPROVER Send for clarification Send for clarification Send for clarification USER AUTHORISER Send for clarification Send for payment Payment done CASHIER Process flow

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 Username - <emp code>Password - <emp code> On First Logon, User must change Default Password and enter SGS Email address

5. Steps in preparing Cash Voucher Step 2 – Preparation of Voucher • User has to select appropriate voucher type as per his/her requirement and fill in the details in the 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 … contd • 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” • Email alert will be sent to the Approver based on the Authorisation matrix defined for that employee Business SBU Amount Approver Matrix Send For Approval

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, Email will be sent to the concerned person (User / Authoriser) informing about the status of the voucher Sent For Clarification Business SBU Amount AuthoriserMatrix Sent For Authorization

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, email will be sent only to the Approver and not to the user • In case of “Resend Draft”, Email will be sent to the User & Approver • In case of “Authorised”, Email will be sent to the User informing about the status of the voucher Sent For Payment

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 Email alongwith “Cashier’s Comments” will be sent to the Approver & Authoriser Payment All Supporting OK Yes No Clarification

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. Divisionwise Authority Matrix Employee Division Approver Division Authoriser 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 Authorisation Matrix • 2 Types of Authorisation Matrix Employeewise Authority Matrix Employee Approving Approver Authorising Manager e.g. Voucher prepared by Employee A will go directly to Employee B for approval and then it goes to Employee C for Authorisation

13. Thank you