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State Bank of State Bank of Pakistan Pakistan Oracle ERP Software Oracle ERP Software

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  1. 1. State Bank of PakistanState Bank of Pakistan Oracle ERP SoftwareOracle ERP Software
  2. 2. Oracle ERP ApplicationOracle ERP Application Oracle E-Business Suite is the most comprehensive suite of integrated, global business applications that enable organizations to make better decisions, reduce costs, and increase performance. Oracle ERP is a completely integrated software suite designed for medium to large enterprises.
  3. 3. Oracle ERP ApplicationsOracle ERP Applications Customer State Bank of Pakistan Implemented BY Hyundai Information Technology Deployed Version 11.5.3 Current Version 11.5.10.2 Released 2001 Operational Since 2005
  4. 4. State Bank of Pakistan 4 Oracle ERP Modules in SBPOracle ERP Modules in SBP Standard ModulesStandard Modules Oracle General LedgerOracle General Ledger Oracle PayablesOracle Payables Oracle AssetsOracle Assets Oracle Cash ManagementOracle Cash Management Oracle InventoryOracle Inventory Oracle PurchasingOracle Purchasing Oracle Human ResourcesOracle Human Resources Oracle Training AdministrationOracle Training Administration Customized ModulesCustomized Modules Medical Services SystemMedical Services System Performance Management SystemPerformance Management System
  5. 5. 5 Oracle Purchasing Oracle General Ledger Oracle Payables Oracle Inventory Oracle Assets GLOBUS DATA WAREHOUSE Oracle HRMS, OLM Payroll MSS PMS Oracle Cash Management Integrated WorkflowIntegrated Workflow
  6. 6. State Bank of Pakistan 6 Operations DepartmentsOperations Departments SBPSBP Finance DepartmentFinance Department Human Resources DepartmentHuman Resources Department Information Systems & Technology DepartmentInformation Systems & Technology Department Treasury Operations DepartmentTreasury Operations Department All departments are using Online Requisition, Budgeting and PMSAll departments are using Online Requisition, Budgeting and PMS SBP-BSCSBP-BSC Accounts DepartmentAccounts Department Engineering DepartmentEngineering Department General Services DepartmentGeneral Services Department Personnel Management DepartmentPersonnel Management Department Training & Development DepartmentTraining & Development Department Medical Services DivisionMedical Services Division SBP BSC Field Offices (16)SBP BSC Field Offices (16) All departments/Offices are using Online Requisition and BudgetingAll departments/Offices are using Online Requisition and Budgeting
  7. 7. ORACLE GENERAL LEDGER
  8. 8. Oracle General Ledger (GL) Central repository for accounting information, receiving transactions from Oracle and non Oracle sub ledgers. Oracle General Ledger Non Oracle Sub ledgerOracle Sub ledger
  9. 9. General Ledger Specifications Set of Books A fundamental concept in Oracle Applications is the Ledger The Ledger represents the core of a companys financial records where every transaction flows through. In Sate Bank of Pakistan, only one Ledger is defined. This Ledger is shared by SBP, BSC HOK and all the BSC field offices.
  10. 10. Main Elements Required for LedgerMain Elements Required for Ledger Accounting calendar Chart of accounts Currency
  11. 11. General Ledger Specifications Chart of Account Chart of accounts is an Accounting structure we create to identify General Ledger accounts. This flexible structure is made up of subfields or segments. Each segment has a name and a set of values The Chart of account structure of SBP comprises of sixteen digits across the following four segments Office Cost Center Account TBD XX XXXX XXXXXX XXXX
  12. 12. General Ledger Specifications Office Segment This segment contains balancing entities. SBP, BSC HOK and all the BSC offices are defined as a separate balancing entity in the SBP Set of Book. Office Description Office Description 11 State Bank of Pakistan 43 Gujranwala Office 12 SBP- BSC (Bank) Head Office 44 Lahore Office 13 For Future Use 45 Multan Office 21 Hyderabad Office 46 Sialkot Office 22 Karachi Office 61 Dera Ismail Khan Office 23 North Nazimabad Office 62 Islamabad Office 24 Quetta Office 63 Muzaffarabad Office 25 Sukkur Office 64 Peshawar Office 41 Bahawalpur Office 65 Rawalpindi Office 42 Faisalabad Office
  13. 13. General Ledger Specifications Cost Center Segment This segment contains Departments, Divisions and Units of SBP, BSC HOK and all the BSC offices. It is used to record income, expense kind of transactions at division/Unit level. Value Usage 0000 All 1000-5999 SBP 6000 7999 BSC HOK 8000 9999 BSC Offices
  14. 14. General Ledger Specifications Account Segment This segment is the natural accounting segment of SBP chart of account. It is used to maintain all accounting heads for assets, liabilities, income, expense and equity accounts. Account Range Type 100000 299999 Assets 300000 499999 Liability 500000 699999 Income 700000 899999 Expense 900000 999999 Equity
  15. 15. General Ledger Specifications TBD Segment This segment is not applicable presently in BSC but will be used to meet any future requirement of SBP. The default value that is used is 0000. This segment has a size of four digits with alphanumeric character format for catering the requirement.
  16. 16. General Ledger Specifications Calendar Calendar is created to define an accounting year and the periods it contains. SBP Accounting Calendar contains twelve monthly normal periods and one adjustment period. Normal Periods Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jun-Adj Adjustment Period
  17. 17. General Ledger Specifications Period Status Each accounting period has one of the following two statuses: Open Period: Journals can be entered, imported and posted only in open period. An unlimited number of periods can be open, but doing so may slow the posting process and can confuse users entering journals. Closed Period: After finishing the month-end processing, it is highly recommended to close the period. Journals can not be entered, imported and posted in closed period. Closed periods can be reopened. In State Bank of Pakistan, Finance department is responsible to maintain the opening and closing of GL Accounting periods.
  18. 18. General Ledger Specifications Currency In SBP, all the transactions in Oracle General Ledger are recorded in PKR. All the foreign currency transactions recorded in Globus are first converted in PKR and then transferred to Oracle General Ledger.
  19. 19. 19 Defining Flexfield Security RulesDefining Flexfield Security Rules Security Rules are used to restrict data entry, onlineSecurity Rules are used to restrict data entry, online inquiry, and reporting to specific values .inquiry, and reporting to specific values . 00 to 99 00 to 11 OFFICE SEGMENTOFFICE SEGMENT Include:Include: Exclude:Exclude: 12 13 to 99Exclude:Exclude: Available:Available:
  20. 20. 20 Defining Cross-Validation RulesDefining Cross-Validation Rules Cross Validation Rules are used to prevent the creationCross Validation Rules are used to prevent the creation of invalid account combinationsof invalid account combinations Include:Include: 12-0000-000000-0000 12-8000-000000-0000 01-0000-000000-0000 12-0001-000000-0000Exclude:Exclude: Exclude:Exclude: AvailableAvailable 12-9999-999999-9999 99-9999-999999-9999 12-5999-999999-9999 LowLow HighHigh 12-0000-999999-9999 12-6000-000000-0000 12-7999-999999-9999
  21. 21. Define Responsibilities A Responsibility is a level of authority in Oracle Applications that lets users access only those Oracle Applications functions and data appropriate to their roles in an organization. Each responsibility allows access to: A Specific Ledger A specific application , such as General Ledger. A restricted list of windows that a user can navigate to A restricted list of functions a user can perform. Reports in a specific application Each user has at least one or more responsibilities and several users can share the same responsibility.
  22. 22. Define User It is mandatory to have Application User to signon to Oracle Applications Assign Responsibilities When an Application User is defined, it is mandatory to assign one or more responsibilities. .
  23. 23. General Ledger Specifications Income Statement Closing Process Oracle General ledger provided a standard Closing Program that is run in the last adjusting period of the fiscal year to transfer income statement yearend account balances of revenue and expense accounts to the retained earnings account. This program creates journal entries to reverse debits and credits of ending yeartodate actual balances for the year. The balance, which is the net of the reversed revenue and expense accounts, is transferred to the specified closing account.
  24. 24. General Ledger Specifications Income Statement Closing Process in BSC In SBP BSC, this process is run by ISTD ERP team after the completion of recording all the adjustment entries recommended by Auditors. This process is run office wise to calculate the profit or loss for each office separately. Each office records a manual voucher to transfer its profit or loss to BSC HOK. Account Debit Credit 22-0000-945501-0000 10,758,310,209.41 22-0000-496102-0000 10,758,310,209.41 Finally the total profit or loss of BSC is transferred to SBP by BSC HOK.
  25. 25. Oracle General Ledger Purchasing Integration of General Ledger in BSC Inventory Fixed AssetsPension Funds Advances Globus Salary Payables
  26. 26. Integration of General Ledger in BSC Module Frequency Payables Daily Purchasing Weekly Inventory Weekly Assets Monthly Globus Daily Salary Monthly Advances When Required Pension Monthly Funds When Required
  27. 27. Overview of Importing Journal EntriesOverview of Importing Journal Entries Subledgers Post Unposted Journal GL_Interface Transfer in Summary or Detail Update GL Balances Import Journal
  28. 28. General Ledger Functionalities in SBP Following functionalities of Oracle General Ledger are being used in BSC. Import Accounting Entries from Sub ledgers Manual Recording of Journal Entries Posting of Journal Entries Reversing of Journal Entries Define Budget Enter and Update Budget Year End Closing Process Define Reports through FSG Tool
  29. 29. General Ledger Reports in BSC Following reports of General Ledger are being used in BSC. Daily Trial Balance Report Daily Account Analysis Account Code Wise Month End Zero Balance Report Government Account Deposit Report Clean Cash Report Balance Sheet (BSC) Income Statement (BSC) BSC Statement of Affairs Report Inter-company Payables Receivables Office Wise
  30. 30. ORACLE ASSETS
  31. 31. Oracle Assets (FA) A Complete Asset Management Solution that helps to maintain an accurate asset inventory and can assist in selecting the best accounting and tax strategies in the organization. F ix e d A s s e ts M a n u a l A d d it io n $ $ A u t o m a te d A d d itio n $ V I S I O C O R P O R A T I O N A d ju s tm e n t s R e tir e m e n t T r a n s fe r D e p r e c ia tio n C r e a t e J o u r n a l E n t r ie s
  32. 32. Oracle Assets Specifications Asset Book Asset Book is used to partition your organizations fixed assets data. It is mandatory to set up Asset books before you can add assets to them. You can set up multiple asset books that create journal entries for different general ledger sets of books, or to the same set of books. In SBP, Two asset books are defined, one for the maintenance of SBP fixed assets and one for the maintenance of BSC HOK and BSC offices fixed assets.
  33. 33. Oracle Assets Specifications Category Combination Oracle Assets use the category structure to group assets by financial information. Category structure is designed to record the information according to the requirement of the organization. In order to meet the requirements of SBP, asset category structure classify the fixed assets into minor and sub-minor categories for improving internal controls, facilitating tracking asset information and better fixed asset management. Major Category Minor Category Sub-Minor Category XXXXXXXXXX XXXXXXXXXX XXXXXXXXXX Alpha Numeric 25 digits Alpha Numeric - 25 digits Alpha Numeric - 25 digits
  34. 34. Oracle Assets Specifications Major Category Major Category depicts the grouping of assets according to the macro level classification required by SBP (as per IAS). Each major category defined for capitalized assets has a corresponding General Ledger account for cost and accumulated depreciation in the Chart of Accounts. Minor Category Minor category categorizes the major asset categories into a second level of detail, thus grouping the assets more precisely. The minor asset category information is not depicted in the Chart of Accounts and consequently in the financial statements. It is used for internal management reporting, segregation of asset data and internal control. Sub-Minor Category This segment is not applicable presently in BSC but can be used to meet any future requirement. The default value that is used is None. FURNITURE & FIXTURE-TABLE-NONE
  35. 35. Oracle Assets Specifications Location Combination Oracle Assets use the location combination to group assets by physical location and in order to track the physical location of each asset. In order to meet the requirements of SBP, physical location of asset is captured and tracked at Branch, Building and Floor level. The length and format of each segment is shown in a table below Branch Building Floor XXXXXXXXXXXX XXXXXXXXXXXX XXXXXXXXXXXX Alpha Numeric 25 digits Alpha Numeric 25 digits Alpha Numeric 25 digits
  36. 36. Oracle Assets Specifications Branch Segment This segment shows the office to which an asset belongs. Building Segment Building Segment appears next to the Branch segment. It shows building names coming under various Offices, where asset is physically present. Floor Segment Floor segment as the name implies represent a specific floor of the buildings. The combination of building and floor give a complete picture which floor of a particular building. 12- SBP BSC HEAD OFFICE-CANTEEN BLDG KH-4
  37. 37. Oracle Assets Specifications Depreciation of Assets Depreciation is a non cash expense that reduces the value of an asset as a result of wear and tear or age. Most assets lose their value over time (in other words, they depreciate), and must be replaced once the end of their useful life is reached. There are several accounting methods that are used in order to write off an asset's depreciation cost over the period of its useful life. In BSC, for all the asset categories, Straight Line depreciation method is used to depreciate the assets. Depreciation is charged on monthly basis Depreciation for the BSC asset book is run by BSC HOK Accounts department. System generates single voucher for BSC HOK and all offices. This data is transferred and then posted by BSC HOK.
  38. 38. Oracle Assets Specifications Depreciation of Assets According to the Fixed Assets policy of BSC o Assets have value less than 2000 are not recorded in Oracle Assets o Assets have value between 2000 and 4999 are added in the Oracle Assets module but these assets are expensed out at the time of procurement. These assets are called imprest assets and depreciation is not charged on these assets o Assets have value between 5,000 and 24,999 are added in the Oracle Assets module but these assets are expensed out at the time of procurement. These assets are called expensed assets and depreciation is not charged on these assets. o Assets have value more than 24,999 are added in the Oracle Assets module. These assets are depreciated on monthly basis. These assets are called capitalized assets.
  39. 39. Oracle Assets Specifications BSC Assets Depreciation Chart Major Category Unit Cost Dep. Method Life EDP EQUIPMENT Greater than 24,999 Yes Straight Line 3 FURNITURE & FIXTURE Greater than 24,999 Yes Straight Line 10 OFFICE EQUIPMENT Greater than 24,999 Yes Straight Line 5 VEHICLE Greater than 24,999 Yes Straight Line 5 EXPENSED ASSETS 5000 to 24,999 No N/A N/A EXPENSED ASSETS - IMPREST 2,000 to 4,999 No N/A N/A
  40. 40. Oracle Assets Specifications Tagging of Assets A Tag verifies the existence of assets and their location, aids in maintenance, provides a common ground for communication between the Accounts Department and the end-users and discourages fraud within an organization. In BSC, System generated tagging functionality is properly implemented. Tags for all the capitalized and expensed assets are generated by the system at the time of addition. These tags are printed and then pasted on the physical assets. BSC HOK is responsible to print the Tags for all the BSC offices. Special printers are procured for the printing of these tags. Printed tags are sent to respective offices through courier.
  41. 41. Oracle Assets Specifications Tagging of Assets Tag number is generated only for following four categories o Furniture/Fixture o Office equipment o EDP equipment o Motor vehicle The abbreviation for categories is o FF for Furniture and Fixture o OE for Office Equipment o IT for EDP Equipment o MV for Motor Vehicle The total length of the Tag is 15 characters o First 3 characters for Office: KHI, LHR, HOK, then a separator o Next 2 characters for category code, then a separator o Next two characters for purchased fiscal year, then a separator o Last five characters for number eg: Tag Number for Furniture and Fixture purchased in December 12, for Karachi Office will be KHI-FF-13-XXXXX
  42. 42. Oracle Assets Specifications Tagging of Assets Separate sequence is used for each office and asset category All the sequence are reset to zero at the start of each fiscal year Each unit of the asset is defined as a separate asset. User splits those invoice distribution lines at prepare mass addition window where no of units are more than one
  43. 43. Integration of Oracle Assets in BSC Oracle Assets Inventory HR Payables General Ledger
  44. 44. Oracle Assets Functionalities in BSC Following functionalities of Oracle Assets are being used in BSC. Quick Addition Detail Addition Mass Addition Adjusting Financial Information Adjusting Non Financial Information Reclassification Retirement Reinstatement Asset Transfer Depreciation Process Period End Process
  45. 45. Oracle Assets Reports in BSC Following reports of Oracle Assets are being used in BSC Asset Additions By Cost Center Report Annual Additions Report Asset Additions Report Asset Category Listing Asset Retirements Report Journal Entry Reserve Ledger Report Asset Register Report
  46. 46. Oracle Cash Management
  47. 47. Oracle Cash Management BSC HOK and all the offices work as separate entity. These entities of State Bank of Pakistan interact with each other to record various transactions; these are treated as intercompany transactions. Oracle Cash Management module is implemented in State Bank of Pakistan to reconcile intercompany transactions. Intercompany transactions recorded in any module of Globus and Oracle are transferred to Cash management module at day end. Cash management runs a program to automatically reconcile these transactions.
  48. 48. Module ArchitectureModule Architecture Originating Side Responding Side Accounts Payables Cash Management Native Interface Custom Interface Globus Payroll GL AP Custom Interface Globus Payroll GL AP
  49. 49. Cash Management Specifications Sets of Intercompany Transactions There are two sets of Intercompany accounts are defined in the Oracle General Ledger First set (496101-496118) is used for those transactions which are not reconciled automatically The second set (496201-496218) is used for those transactions which are reconciled automatically.
  50. 50. Auto Reconciled Inter Company Accounts S.No Account Description Code 1 Inter-company Account - SBP 496201 2 Inter-company Account - BSC 496202 3 Inter-company Account - Karachi 496203 4 Inter-company Account - Hyderabad 496204 5 Inter-company Account - 496205 6 Inter-company Account - Quetta 496206 7 Inter-company Account - Sukkur 496207 8 Inter-company Account - Bahawalpur 496208 9 Inter-company Account - Faisalabad 496209 10 Inter-company Account - Gujranwala 496210 11 Inter-company Account - Lahore 496211 12 Inter-company Account - Multan 496212 13 Inter-company Account - Sialkot 496213 14 Inter-company Account - D.I. Khan 496214 15 Inter-company Account - Islamabad 496215 16 Inter-company Account - Peshawar 496216 17 Inter-company Account - Rawalpindi 496217 18 Inter-company Account - 496218
  51. 51. Manually Reconciled Inter Company AccountsManually Reconciled Inter Company Accounts S.No Account Description Code 1 Receivable/Payables - SBP 496101 2 Receivable/Payables - BSC 496102 3 Receivable/Payables - Karachi Office 496103 4 Receivable/Payables - Hyderabad 496104 5 Receivable/Payables - Karachi N.N 496105 6 Receivable/Payables - Quetta Office 496106 7 Receivable/Payables - Sukkar Office 496107 8 Receivable/Payables - Bahawalpur 496108 9 Receivable/Payables - Faisalabad 496109 10 Receivable/Payables - Gujranwalla 496110 11 Receivable/Payables - Lahore office 496111 12 Receivable/Payables - Multan Office 496112 13 Receivable/Payables - Sialkot office 496113 14 Receivable/Payables - D.I Khan 496114 15 Receivable/Payables - Islamabad 496115 16 Receivable/Payables - Peshawar 496116 17 Receivable/Payables - Rawalpindi 496117 18 Receivable/Payables - Muzaffarabad 496118
  52. 52. Integration of Cash Management in BSC
  53. 53. Cash Management Functionalities in BSC Following functionalities of Oracle Cash Management are being used in BSC Import Originating Transactions Import Responding Transactions Auto Reconciliation Manual Reconciliation
  54. 54. Cash Management Reports in BSC Following reports of Oracle Cash Management are being used in BSC Account Analysis Detail Report( CM) Un Reconciled Transactions History Report (Responding) Un reconciled Transactions History Report (Originating) Originating & Responding Matching Report GL & CM Detail Comparison Report Staging Table Hold Data
  55. 55. Oracle Learning Management
  56. 56. Oracle Learning ManagementOracle Learning Management Competency Management Learning Paths Learning Certifications Online Learning Content Management Catalog Management Enrollments Resources
  57. 57. Catalog ManagementCatalog Management Categories Sub-Categories Courses Offerings Classes Sessions
  58. 58. ORACLE HRMS
  59. 59. 59 Oracle Human Resources Management Family of applications that automates the entire recruit-to-retire process to align the workforce with strategic objectives.
  60. 60. Oracle Human Resources Management
  61. 61. Functions Benefits Recruitment On Line Requisition for vacancy Web based application download into Oracle HRMS System automatically scrutinizes and Short-lists the applicants as per defined criteria Automatic generation of Letters & Lists Track of the progress of applicants Store applicant resumes on-line Create any type of event for applicants I.e Test, Interview etc. Employee Information Management Centralized HR information repository that is fully integrated with other applications, greatly facilitating reporting and analysis. Facilitate to store employees Contacts details Employees assignment records are date-tracked Keep turnover statistics via termination processing Store special information details All personal and historical information available on line Compensation & Benefits Automatic generation of worksheet and advices. manage salary proposals and approvals by competent Automatic Grant of annual salary increment and add-hoc salary increment. Maintain all compensation and Benefits through eligible criteria Integration with Payroll Oracle Human Resources Management
  62. 62. Functions Benefits Work Structure Maintain and set up HR policies and HR Structure Leaves Management Automatically calculate Leave balance according to leave policies and generate of Letters, Advices & Lists. Performance Evaluation Reports (PER) Competences base performance rating Promotion Committee rating Seniority and PER wise merit list for promotion Staff orders Oracle Learning Management Automatic Training need analysis On-line availability of employee training record Availability of information regarding training programs MIS reports needed by management in order to train employees on the basis of the competencies required Oracle Human Resources Management
  63. 63. Oracle HRMS Specifications Business Groups A Business Group is a special class of organization. Every Business Group can have its own set of default values, with its own internal organizations, grades, jobs, positions, payrolls, employees, applicants, compensations and benefits. Oracle Applications secures human resources information by business group. In short Business Group partitions Human Resources information in a multi-organization structure. Organization Structures and Organization Hierarchy is defined within the Business Group. In SBP, Two Business Groups are defined, one for SBP employees and one for BSC employees.
  64. 64. Oracle HRMS Specifications Locations Locations are defined in the system to record addresses of all the organizations. Locations are shared across Business Groups in HRMS and with two other Oracle applications: Inventory and Purchasing.
  65. 65. Oracle HRMS Specifications Organizations Organizations are the basic work structure of any enterprise. They usually represent the functional, management, or reporting groups which exist within a Business Group. In BSC, all the departments and divisions of BSC Head Office and divisions and units of all the offices are defined as organization in the system.
  66. 66. Oracle HRMS Specifications Jobs A job is a generic role within a business group, which is independent of any single organization. The Job is used to define the working roles, which are performed by employees. In BSC, all the available working roles are defined in the system as job. Below is the list of few jobs defined in the BSC HRMS. Managing Director Director Chief Manager Deputy Chief Manager Joint Director Lift Operator Security Guard
  67. 67. Oracle HRMS Specifications Grades Grades show the relative status of employees within an enterprise and are often used as the basis for eligibility to Compensation and Benefits. In BSC, all the valid grades are defined in the system. . Below is the list of few grades defined in the BSC HRMS. CE - 1 CE - 2 CE 3 S-1 S -2 OG-1 OG-2 OG-5
  68. 68. Oracle HRMS Specifications Positions Positions like jobs are used to define employee roles within Oracle HRMS. Like jobs, position is an optional component of Employee Assignment. A position is a further definition of the job a person does within an organization. For example, a position Finance Manager would be an instance of the job of Manager in the Finance organization. The position belongs to the organization.
  69. 69. 69 Oracle HRM Oracle HRMS Integration in BSC Purchasing Fixed Assets Pension Funds Advances Salary Payables
  70. 70. Oracle HRMS Functionalities in BSC Following functionalities of Oracle HRMS are being used in BSC. Recruitment Employee information management Compensation & Benefits Leave management Work Structures Performance Management Oracle Learning Management
  71. 71. Oracle HRMS Reports in BSC Following reports of Oracle HRMS are being used in BSC. Employee Personal Information Employee Dependant Report Employee Experience List (Assignment History) Employee Element Detail Report Employee Salary Comparison Report Employee General Information Leave Application list Leave Account Register List of Locations List of Jobs with Valid Grade List of Organization List of Positions
  72. 72. ORACLE PURCHASING
  73. 73. 73 Oracle Purchasing (PO) Complete procurement solution that helps processComplete procurement solution that helps process requisitions, Request for Quotations (RFQs), and Purchaserequisitions, Request for Quotations (RFQs), and Purchase Orders (POs) quickly and efficientlyOrders (POs) quickly and efficiently R e q u e s to rs O ra c le In v e n tr o y R e q u is itio n s R e q u is itio n s A p p r o v e d R e q u e s t fo r Q u o ta tio n (R F Q ) S u p p lie r Q u o ta tio n s 1 2 3 4 5 Q u o ta tio n A n a ly s is Q u o ta tio n A n a ly s is A p p r o v e d P u r c h a s e O rd e r ( P O ) P a y m e n ts ( O r a c le P a y a b le s ) R e c e iv e Ite m s ( O r a c le In v e n tr o y ) S u p p lie r
  74. 74. 74 Procurement CycleProcurement Cycle Requisition Purchase Order RFQ Quotation Quotation Analysis Invoice Delivery Inspection Receiving Payment Reconciliation
  75. 75. Security FeaturesSecurity Features Multi Org structureMulti Org structure Access through Secured Oracle IDAccess through Secured Oracle ID Responsibilities StructureResponsibilities Structure Cross-Validation RulesCross-Validation Rules Security RulesSecurity Rules Request GroupsRequest Groups Approval HierarchiesApproval Hierarchies
  76. 76. 76 Multi Org StructureMulti Org Structure
  77. 77. 77 Oracle Purchasing SpecificationsOracle Purchasing Specifications Operating units Operating units are used to partition data for Payables Purchasing Order Management Cash Management Receivables In State Bank of Pakistan, Total 19 operating units are defined 2 OUs are defined for SBP 1 OU is defined for BSC HOK 16 OUs are defined for BSC offices State Bank of Pakistan
  78. 78. 78 Purchase OrdersPurchase Orders PO Types Standard Purchase Order Blanket Purchase Agreement Blanket Release PO Structure PO Header PO Lines PO Shipments PO Distribution PO Approval Process Approved by the: Chief Mangers Director GSD/Accounts/Engineering Managing DircectorState Bank of Pakistan
  79. 79. 79 Oracle Purchasing SpecificationsOracle Purchasing Specifications Matching Options 2-Way 3-Way 4-Way Accounting Calendar Same accounting calendar as Oracle GL Centrally Maintained by SBP State Bank of Pakistan
  80. 80. Oracle Purchasing Specifications Purchase Requisition Approval Purchase Requisition or Purchase Request is a precise document generated by an internal organization or external to notify the purchasing department of items it needs to order, their quantity, and the time frame that will be given in the future. It may also contain the authorization to proceed with the purchase. It is also called Purchase Order Request. In SBP BSC, most of the Purchase Requisitions are prepared manually and only a few are recorded in the system. Both the manual and system generated purchase requisitions are approved by the chief mangers.
  81. 81. Oracle Purchasing Specifications Internal Requisition Approval Internal requisitions provide the mechanism for requesting and transferring material from one inventory organization to other inventory organization or expense locations. When Purchasing, Order Management and Inventory are installed, they combine to give you a flexible solution for your inter-organization and intra- organization requests. In SBP BSC, due to the unavailability of Oracle Order Management module, all the functionality required to process internal requisition is customized. ACM is responsible to approve these requisitions.
  82. 82. Oracle Purchasing Specifications Purchase Order Approval A purchase order (PO) is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer. In SBP BSC, proper purchase orders are recorded in the Oracle Purchasing module to procure most of the items. Chief Managers, Director Accounts, Director Engineering and Managing Director BSC are authorized to approve these purchase orders.
  83. 83. Oracle Purchasing Specifications Blanket Purchase Agreement Approval Blanket Purchase Agreement is a long-term agreement between a company and its supplier. Although a single blanket purchase order number is only set up one time, it can allow multiple releases against it at different times throughout a set time period. An automatic reorder may take place at periodic intervals or when supplies have reached a specific predetermined minimum quantity. Automatic reorders may be handled through the computer by preset data entries or manually by reorder clerks. In SBP BSC, Blanket Purchase Agreements are used for the procurement of medicines from the approved manufacturers and distributors. These agreements are approved by chief managers.
  84. 84. Oracle Purchasing Specifications Blanket Release Approval A "release" occurs each time a blanket purchase order quantity is fulfilled and invoiced against. In SBP BSC, Blanket Purchase Releases are approved by Chief Managers.
  85. 85. Oracle Purchasing Specifications Position Hierarchy Purchasing lets you route documents for approval based on position hierarchies. To use the position approval hierarchies, it is mandatory to define all the positions and then assigned employees to these positions in the system you want to include in your hierarchies. In BSC Offices, following Approval Hierarchy is followed to approve most of the purchasing documents.
  86. 86. BSC Position HierarchyBSC Position Hierarchy 351|Administrative Officer|BSC-BWP-8805-ADMN-11-Stationery 302|Assistant Chief Manager|BSC-BWP-8801-Administration Division 302|Assistant Chief Manager|BSC-BWP-8809-ADMN-10-Internal Monitoring 256|Deputy Chief Manager|SBPBSC Bahawalpur Office 202|Chief Manager|SBPBSC Bahawalpur Office 151|Director|BSC-HOK-Accounts 104|Managing Director|Banking Services Corporation
  87. 87. 87 Oracle Purchasing Inventory Oracle PO IntegrationOracle PO Integration Payables HRMS General Ledger
  88. 88. 88 Oracle Purchasing SpecificationsOracle Purchasing Specifications Reports Open Purchase Orders (by Buyer) Purchase Order Report for BSC Offices Printed Requisitions Report Requisition Distribution Detail Report State Bank of Pakistan
  89. 89. ORACLE INVENTORY
  90. 90. Oracle Inventory (INV) Oracle Inventory is a complete inventory management solution that helps in controlling inventory, ensures adequate supply, and improves store management Accept Receive Goods against PO Verify Items Against PO & Delivery Challan Carry out Inspection Reject Return to Supplier Update Inventory Count Items Physically Adjust Quantity after Approval Transfer Inventory Balances to GL
  91. 91. 91 Oracle INV SpecificationsOracle INV Specifications Receipt Types Direct Delivery Receipt then Delivery Inspection Required Inter Org Shipping Network Shipping Org & Destination Org Transfer Type (Direct or In-transit) Accounting Information Interface Mangers Transaction Manager Cost Manager Account Aliases State Bank of Pakistan
  92. 92. 92 Oracle INV SpecificationsOracle INV Specifications Inventory Organization Medicines Stationery items Engineering items General Services Subinventory Organization 2 Sub inventories for Medicine 1 Sub inventory for all other Costing Method Average Costing Method Accounting Calendar Same accounting calendar as Oracle GL Maintained BSC HOK and BSC offices State Bank of Pakistan
  93. 93. 93 Overview of ItemsOverview of Items Item Structure (Identifier & Code) Item Master Organization-SIM (Item Definition Org) Organization Assignment Item Attributes Stockable Transactable Purcasheable Reports: Item-Subinventory Report Item Status Report Item quantities summary State Bank of Pakistan
  94. 94. 94 Overview of INV AccountingOverview of INV Accounting Receive Delivery Issue Receiving A/C Dr Inventory AP Accrual Cr Material A/C Dr Receiving A/C Cr Charge A/C Dr Material A/C Cr State Bank of Pakistan
  95. 95. Oracle Inventory Purchasing Oracle Inventory Integration Payables General Ledger Assets Medical System
  96. 96. Oracle Inventory Functionalities in BSC Following functionalities of Oracle Inventory are being used in BSC HOK and offices Define and Maintain Items Data Receiving Inventory Inspection Deliver Miscellaneous Issuance Issue against Internal Requisition
  97. 97. Oracle Inventory Reports in BSC Following reports of Oracle Inventory are being used in BSC HOK and offices Inventory Value Report Receiving Transactions Register Expired Lots Material Account Distribution Summary Material Account Distribution Detail On hand Item Quantity Report Unsupplied Items Report
  98. 98. ORACLE PAYABLES
  99. 99. Oracle Payables (AP) Module of Oracle applications that facilitates the completion of procurement cycle and maintenance of supplier related transactions for SBP and BSC.
  100. 100. Oracle Payables Specifications Operating Units Operating units are used to partition data for Payables, Purchasing, Order Management, Cash Management and Receivables modules. Information is secured by operating unit for these applications using responsibilities In State Bank of Pakistan, Total 19 operating units are defined 2 OUs are defined for SBP 1 OU is defined for BSC HOK 16 OUs are defined for BSC offices
  101. 101. Oracle Payables Specifications Types of Invoices Standard: An invoice from a supplier representing an amount due for goods or services purchased. Standard invoices can be either matched to a purchase order or not matched. PO Default: This type is used to match the invoice to purchase order. When PO Default invoice is entered, Payables prompts to enter the purchase order number and automatically enters the supplier name, supplier number, supplier site, and the purchase order currency for the invoice currency Prepayment: A type of invoice you enter to pay an advance payment for expenses to a supplier or employee. Credit Memo: A memo from a supplier representing a credit amount toward goods or services. Withholding Tax: An invoice you enter to remit taxes withheld to the appropriate tax authority.
  102. 102. 102 Direct Payment System Oracle Payables GLOBUS Valid Payments Valid PaymentsBank Branches Bank Branches OBMS
  103. 103. 103 Process Steps 1. Approved cases are sent to Payment Focal Point. 2. Run the payment batch in Oracle AP 3. AP user will run the Payment Data Transfer & Credit of Payment Request Set 4. Credit of Payments Report will be sent to respective branches and Treasury branch of relevant Banks. 5. Payment Data Transfer to Globus report will be signed by two authorized persons and is sent to DAU.
  104. 104. 104 Process Steps (Cont.) 6. In GLOBUS, at the Start of Day all READY payments will be loaded in GLOBUS as HOLD/Unauthorized status 7. GLOBUS user will run the report and match it with the AP report 8. GLOBUS user will authorize the matched transactions 9. Payments will be transferred by GLOBUS to the respective banks current account 10. GLOBUS user will send the final report of Authorized Transactions to AP Users 11. AP user will update its own records manually (Optional step that can be abandoned later)
  105. 105. Oracle Payables Specifications Calendar Oracle Payables uses the same accounting calendar defined in Oracle General Ledger. Opening and Closing of periods is centralized and it is maintained by SBP Finance department.
  106. 106. Oracle Payables Specifications Withholding Tax Withholding tax, also called retention tax, is a government requirement for the payer of an item of income to withhold or deduct tax from the payment, and pay that tax to the government. In BSC, following Withholding Tax groups are defined to deduct tax. WHT 1.00% (MSD) WHT 6.00% (HO) WHT 3.50% (HO) WHT 5.00% (HO)
  107. 107. Oracle Payables Specifications WHT 20% only of 16%GST WHT 20% Only on the sales tax amount without any other normal Withholding WHT 6% +100% of 16% ST Normal 6% WHT + 100% WHT of 16% Sales Tax amount WHT 6% + 20% WHT of 16%ST Normal 6% WHT + 20% WHT of 16% Sales Tax amount 17%GST WHT 6%+100% WHT Normal 6% WHT + 100% WHT of 17% Sales Tax amount 17%GST WHT 6%+20% WHT Normal 6% WHT + 20% WHT of 17% Sales Tax amount 17%GST of only WHT 20% WHT 20% Only on the sales tax amount without any other normal Withholding 17%GST WHT 3.5%+100%WHT Normal 3.5% WHT + 100% WHT of 17% Sales Tax amount 17%GST WHT 3.5% + 20% WHT Normal 3.5% WHT + 20% WHT of 17% Sales Tax amount
  108. 108. Oracle Payables Purchasing Oracle Payables Integration Fixed Assets Funds Advances General Ledger Medical System HR
  109. 109. Oracle Payables Functionalities in BSC Following functionalities of Oracle Payables are being used in BSC Maintenance of Suppliers PO Matched Invoice Entry Non PO Matched Invoice Entry Prepayment Invoices Credit Memos Withholding Tax Invoices Adjustments in Invoices Batch Payments Direct Payments
  110. 110. Oracle Payables Reports in BSC Following reports of Oracle Payables are being used in BSC. Invoice Voucher Detail Report-BSC Supplier Payment Advice Report Tax Challan Memorandum Report (BSC) Supplier paid invoice history /payment history Withholding tax by tax authority Invoice on hold Prepayments Status Payment Register Accounts Payable Trial Balance Payables Account Analysis Payables transfer to General ledger Mass addition create
  111. 111. MEDICAL SERVICES SYSTEM
  112. 112. Medical Services System (MSS) Custom developed Application that covers mainly the Patient Management function of the Medical Services Department (MSD) at the SBPBSC
  113. 113. MSS Specifications Medicines Inventory Organizations Inventory organizations tracks inventory transactions and balances. It segregates the data and functions of Oracle Inventory. In SBP BSC, Office wise inventory organizations are defined to maintain inventory of medicines. Opening & Closing of inventory period is maintained organization wise by each entity
  114. 114. MSS Specifications Subinventory Organization Subinventories are unique physical or logical separations of material inventory, such as raw inventory, finished goods, or defective material. All material within an organization is held in a subinventory. In BSC, two Subinventories for each inventory organization are defined in the system to maintain medical inventory
  115. 115. Following Inventory Organizations and Subinventories are defined in the system for medical inventory S.No Office Organizations Suninventories 1 BSC Head Office MS0 MS-IICR, DISP-IICR 2 BSC Head Office MS1 MS-NNO, DISP-NNO 3 BSC Hyderabad MSY MS-HYD, DISP-HYD 4 BSC Sukkur MSS MS-SUK, DISP-SUK 5 BSC Quetta MSQ MS-QTA, DISP-QTA 6 BSC Bahawalpur MSB MS-BWP, DISP-BWP 7 BSC Faisalabad MSF MS-FSD, DISP-FSD 8 BSC Gujranwala MSG MS-GUJ, DISP-GUJ 9 BSC Lahore MSL MS-LHR, DISP-LHR 10 BSC Multan MSM MS-MUL, DISP-MUL 11 BSC Sialkot MSK MS-SKT, DISP-SKT 12 BSC Dera Ismail Khan MSD MS-DIK, DISP-DIK 13 BSC Islamabad MSI MS-IO, DISP-IO 14 BSC Muzaffarabad MSZ DISP-MUZ 15 BSC Peshawar MSP MS-PEW, DISP-PEW 16 BSC Rawalpindi MSR MS-RWP, DISP-RWP
  116. 116. MSS Integration Medical Services System Inventory HRMS Oracle Payables Payroll
  117. 117. MSS Functionalities in BSC Following functionalities of MSS are being used in BSC Medical services to all the active employees and their dependants Medical services to all the retired employees and their dependants Process Employee medical claims Process Medical Stores & Hospital Bills Process Labs & Consultants Bills Maintenance of Medical Cards Maintenance of Labs and Consultants Rates
  118. 118. MSS Reports in BSC Following reports of Oracle Payables are being used in BSC. Invoice Voucher Detail Report-BSC Doctor Performance Report (Detail) Doctor Performance Report (Summary) Medicine Consumption Report (Summary) Medicine Issued Report from Dispensary Daily Dispensary Report Detail of Direct Payment through AP MSS Invoice Register Report List of Employee's Referred to Hospitals/Consultants/Lab