Final SIP Report
- 1. 1 “A Study of E-Payments: Proceeds and Improvements at Hindustan Petroleum Corporation Limited, Hindustan Bhavan, Mumbai” Summer Intern Project report submitted in partial fulfilment of the requirements for the degree of Master of Business Administration By Devashree Nadkarni 1420740 Under the guidance of Dr V. Prabhu Dev Professor Institute of Management Christ University, Bangalore Christ University Institute of Management 2015
- 2. 2 Declaration I hereby declare that the Summer Intern Project report entitled “A Study of E-Payments: Proceeds and Improvements at Hindustan Petroleum Corporation Limited, Hindustan Bhavan, Mumbai” has been undertaken by me for the award of Master of Business Administration. I have completed this study under the guidance of Dr V. Prabhu Dev. I also declare that this Summer Intern Project report has not been submitted for the award of any degree, Diploma, Associate ship, Fellowship or any other title, in Christ University or in any other University. Place: Bangalore Signature of the candidate Date: ( )
- 3. 3 Certificate This is to certify that the Summer Intern Project report submitted by Devashree Nadkarni on the title “A Study of E-Payments: Proceeds and Improvements at Hindustan Petroleum Corporation Limited, Hindustan Bhavan, Mumbai” is a record of summer intern project work done by her during the academic year 2014-2015 under my guidance and supervision in partial fulfilment of Master of Business Administration. Place: Bangalore Signature of the Guide Date: Dr V. Prabhu Dev Professor Institute of Management Christ University Bangalore
- 4. 4 ACKNOWLEDGEMENT It gives me immense pleasure to present the report of Summer Internship Project which is integral part of MBA program at Institute of Management, Christ University, and Bengaluru. I consider it an honored privilege to have undergone this Internship in Hindustan Petroleum Corporation Limited. This Training period has enriched me with valuable experience & the practical knowledge of Industry with special emphasis on knowledge building and people management skills. This training period has provided me with the best opportunity to put my theoretical management knowledge to its practical use. During my training I worked with some highly knowledgeable and enthusiastic people, without mentioning their names I could not conclude this report. First, I would like to express my sincere gratitude towards Mrs. Dipika Malpekar – Sr. Manger (Finance, Disbursement) for giving me the opportunity to work in this organization and for the timely guidance, cognitive insights and constant source of inspiration provided to me to make it a success. I would like to thank Mr. P. R. Hedau – Manager (Finance), who all in spite of their busy schedule has co-operated with me continuously and indeed, their valuable contribution and guidance have been certainly indispensable for my project work. I would also like to extend my sincere thanks and gratitude to Dr V. Prabhu Dev - Faculty Guide, Institute of Management, Christ University, for assisting me in settling all the issues related to this project. He has been of utmost help in all matters and has been extremely cooperative and understanding to sort out all my problems. Last but not the least I owe my sincere regards to the employees of HPCL for their co-operation and support.
- 5. 5 EXECUTIVE SUMMARY Hindustan Petroleum Corporation Limited is country's once of the largest company in the field of oil Industry which has the leading shares in the market. Improvements of the company's infrastructure to increase the profit of the company various number of projects have been undertaken. The report below mainly deals with the in depth study of E-payments which are carried out at Hindustan Petroleum Corporation Limited. These payments are done towards two parties namely payments to the employees and payments to the vendors. There has also been a detailed study where different processes such as transfer of cash, different types of vouchers along with the process of accounts payments are also mentioned. The report has also focused on the concept of matching procedures which are followed while maintaining and opening the ledger accounts along with the analysis and reconciliation of the payments at various different levels in the organization. The process of foreign payments is also thoroughly analysed.
- 6. 6 TABLE OF CONTENT Sr. No. Section Page No. 1 Acknowledgement 4 2 Executive Summary 5 3 Need for Study 7 4 Objectives of the Study 7 5 Research Methodology 8 6 Petroleum Industry - An Overview 9 7 Indian Scenario 14 8 Major Players in the Market 15 9 Hindustan Petroleum Corporation Limited 18 10 E-Payment Processes 21 11 Creation of Vendor Code 26 12 Creation of E-mandate 28 13 Disbursement/ Reimbursement 29 14 Other Activities – Disbursement 39 15 Purchase Order 44 16 Benefits 47 17 Learnings 48 18 Conclusions 49 19 Bibliography 50
- 7. 7 NEED FOR THE STUDY: To understand the working of the finance department of the company. To analyse and evaluate the performance of the E-payment processes for the current financial year. To analyse the process of payments and procedures of accounts payables. OBJECTIVES OF THE STUDY: The major objective of this study is to understand and analyse the E-payment processes and its improvement over the time period at Hindustan Petroleum Corporation Limited and also to analyse whether there are any errors in the system and then recommend certain changes in the same. The important objective of the study is to analyse the methods of payments along with its terms and conditions. Another objective of the study is to understand and analyse the process of E-payment for vendors or dealers who have HDFC account as compared to the vendors or dealers who do not have the HDFC account.
- 8. 8 RESEARCH METHODOLOGY: Primary Research: The data which is collected as part of the primary research is collected through observations in the finance department and also by visiting the officials related to finance department of HPCL and gaining the information about the payment processes of the company. Secondary Research: Secondary research includes the data which is collected from the internet along with the information on E-payments which is collected through various reports.
- 9. 9 PETROLEUM INDUSTRY - AN OVERVIEW The Indian oil and gas sector is one of the six core industries in India. The Indian oil and gas sector is of strategic importance and plays a predominantly pivotal role in influencing decisions in all other spheres of the economy. Refined petroleum products are very important as they remain fundamental in our day to day life and economic activities of the nation ranging from domestic cooking, transportation as well as employment. The increasing growth in the developing countries has led to an increased demand for the petroleum products. The refining industry has advanced to such great lengths in such countries whether or not there is crude oil production in the domestic scene. Any Economy in the world would fail to take a single step in the absence of Petroleum Industry. The main reason for an underdeveloped economy is its underdeveloped petroleum industry. The price of the petroleum is directly related to the inflation and the prices of goods and services which are directly or indirectly related to the petroleum industry. The price of the petroleum is determined by the demand and supply mechanism around the world. Petroleum is considered as not a domestic project and any kind of shortages in the same has serious ramifications on all the possible industries along with the economies around the world.
- 10. 10 Petroleum Industry is generally divided into two categories which are differentiated with respect to their processes: Upstream Companies: The upstream sector includes the searching for underground or underwater oil and gas fields, or drilling the wells in search of oil, and also operate the wells and also recover and bring the crude oil or raw natural gas to the surface. Oil and Natural Gas Corporation (ONGC), Oil India Ltd (OIL), Cairn India etc. are some of the upstream companies in India. The upstream companies have always been experiencing the highest level of mergers and acquisitions. M&A activities for upstream oil and gas deals in total of about $254 billion in around 679 deals. These deals had actually doubled from $46 billion in 2009 to $90 billion in 2010. But then it remained the same reaching around $85 billion in Dec, 2012. The upstream capital expenditure was about $77 billion in the fourth quarter of 2014. India has 26 sedimentary basins which range to approximately 3.14 million sq.km out of which around 1.35 million sq. km is under deep waters. Hence, these parts remain unexplored or explored to a very limited range by the oil companies. The major upstream activities were mainly concentrated on OIL & ONGC, till the late eighties. But during the nineties, these discovered as well as undiscovered areas or wells were opened for international competitive bidding. The India's crude oil reserves are located off the Western coast as well as on the north-eastern part of the country whereas the unfound and undeveloped reserves are located in the state of Rajasthan and on the offshore of Bay of Bengal.
- 11. 11 Downstream Companies: The downstream oil sector companies comprises of activities which include refining of crude oil, and selling and distribution of natural gas and products that are an outcome of crude oil. The products include Liquefied Petroleum Gas (LPG), Gasoline or petrol, Fuel, Diesel oil and other fuel oils along with Asphalt and petroleum coke. The downstream companies are also known as oil marketing companies. Hindustan Petroleum Corporation Ltd (HPCL), Bharat Petroleum Corporation Ltd (BPCL), Indian Oil Corporation Ltd (IOCL) are the public sector companies on the list of downstream companies whereas Reliance and Essar Oil are the private sector companies. The public sector companies have increased their capacity at the existing locations or increase the number of refineries at new locations. Today there are more than 20-25 refineries in the country where in the refining capacity is of around 190 million tonnes per annum. The private company like ESSAR along with the public sector companies such as HPCL, BPCL and IOCL are planning the large expansions of the refineries in the country.
- 12. 12 MINISTRY OF PETROLEUM & NATURAL GAS UPSTREAM COMPANIES DOWNSTREAM COMPANIES EXPLORATION & PRODUCTION ONGC OIL CAIR N DISTRIBUTION HPCL BPCL IOCL RIL GAIL India RIL REFINING AND MARKETING
- 13. 13 Midstream Companies: The midstream companies involve transportation of the petroleum or oil through rail, pipeline, truck or other modes of transport, and then along with the transportation services these companies also provide storage facilities, wholesale marketing of crude or refined petroleum products. These services are used to for transporting the crude oil from production sites to refineries and deliver these products which are refined to the downstream distributors. These downstream distributors then deliver the natural gas from the natural gas purification plants to the downstream customers. Midstream companies can be considered as a combination as downstream and upstream companies. Because midstream companies have both the elements from upstream as well as downstream companies. E.g. the midstream companies may include processing plants that purify the raw natural gas along with removing and producing the natural gas liquids as finished end products. Services providers which are involved in the midstream companies: Barge Companies, Railroad Companies, Trucking and hauling companies, pipeline transport companies, logistics and technology companies, transloading companies and terminal developers and operators.
- 14. 14 INDIAN SCENARIO The Indian Petroleum Industry is one of the oldest in the world. The oil sector in India has seen the growth of giant national oil companies for the past sixty years since Independence. A process of transition of the sector has begun since the mid-nineties, from a state of complete protection to the phase of open competition. It was obvious that the technology and the investments from abroad where going to be a part of the Indian petroleum sector. This sector comprises of oil products, declining crude production and low reserve accretion. Till the early 90's the market was protected by the government of India. The domestic prices of petroleum were regulated and insulated through Administered Pricing Mechanisms (APM)as against the volatility of International price fluctuations. The APM dominated the pre-liberalized India with the public sector units holding absolute monopoly over the entire industry. The process of de- regulating few non-essential petroleum products in 1993, and dismantling the APM came into force in April 2002, when the sector has been completely liberalized from the control of the government of India, which led to an enormous pace of activities in this industry in India. Oil and Gas Industry size is estimated approx. at $US 110 bn. which is around 15% of the Indian GDP. It contributes to about 45% of India's primary energy consumption. There has been a significant growth in the foreign trade in petroleum and petroleum products. It has further increased and attracted new foreign investments. Petroleum Gas, Oil, Propane, distilled crude oil; naphtha, ethane and kerosene are some of the main petroleum products that are manufactured for trade abroad. Rapid globalization, fast changing technology, and the changes in the way business is conducted have brought huge opportunities for the petroleum companies in India to flourish and expand their operation to global market.
- 15. 15 MAJOR PLAYERS IN THE MARKET The major players in the market in India include Oil & Natural Gas Commission (ONCG), the Indian Oil Corporation Ltd. (IOCL), The Hindustan Petroleum Corporation Ltd. (HPCL), Bharat Petroleum Corporation Ltd. (BPCL), Reliance Industries Ltd. (RIL), Gas Authority of India Ltd. (GAIL), India's principal gas transmission and marketing companies. The Reliance Industries Ltd. (RIL) is an integrated company with one of the largest refineries in the world. OIL & NATURAL GAS COMMISSION: Oil and Natural Gas Commission (ONGC) is a public sector unit of Government of India which was set up in 1959, and is under the control of the Ministry of Petroleum and Natural Gas. It is an Indian multinational oil and gas organization which has its headquarters at Dehradun, India. It is the largest oil and gas exploration and production company in India. ONCG is an upstream company dealing with the exploration and production of oil and gas. It produces around 69% of India's crude oil which is approximately equal to the country's 30% of the total demand and it produces around 62% of country's natural gas. ONGC has been ranked 424th in the Fortune Global 500 list of world's biggest companies in the year 2014. According to Platts, ONCG has been ranked 21st among the Top 250 Global Energy Companies. ONGC earns revenue from Crude oil of around Rs.562.38 billion, with respect to Gas it was Rs 168.88 billion, revenue from LPG was Rs 31.48 billion, Naphtha's revenue was around Rs 76.80 billion but the total revenue was for the year was around Rs 825.52 billion.
- 16. 16 INDIAN OIL CORPORATION(IOCL): Indian Oil Corporation Limited is a government and state owned gas and Oil Company which has its headquarters in New Delhi, India. Indian oil and its subsidiaries account for around 49% share in the petroleum market, 31% in the refining market, and around 67% downstream company in India. Indian Oil Corporation Limited owns, manages and operates 10 of the total 22 refineries with a total capacity of 67.5 million metric tonnes per year. The government has approximately 79% shares in the company. IOCL is one of the seven Maharatna status companies in India. IOCL has been ranked 96th in the Fortune Global 500 list of world's biggest companies in the year 2014. According to Platts, ONCG has been ranked 44th among the Top 250 Global Energy Companies. RELIANCE INDUSTRIES LIMITED (RIL): Reliance Industries Limited is an Indian company which is headquartered in Mumbai, India. The company operates in exploration and production, refining and marketing as well as petrochemicals. Reliance Industries Limited is the second largest publicly traded company in India. It is also the second largest company in India in terms of revenue which is followed after the government owned company that is Indian Oil Corporation. The company is ranked on the 114th position on the Fortune Global 500 list of the world's biggest companies as of 2014. Reliance Industries Limited contributes approximately 14% of India's total exports. According to Platts, RIL has been ranked 22th among the Top 250 Global Energy Companies.
- 17. 17 ESSAR OIL: Essar Oil is an Indian company which is engaged in the exploration and production of oil and natural gas along with refining of the crude oil and also marketing of the petroleum products. Its headquarters is based in Mumbai. It has the second largest private sector refinery in India which is situated in Vadinar in Gujarat, India. According to Platts, ESSAR OIL has been ranked 209th among the Top 250 Global Energy Companies. BHARAT PETROLEUM CORPORATION LIMITED (BPCL): Bharat Petroleum Corporation Limited is the government owned company which has its headquarters in Mumbai, Maharashtra. Bharat Petroleum Corporation Limited operates two huge refineries of the country which is located at Kochi and Mumbai. BPCL has been ranked 242th in the Fortune Global 500 list of world's biggest companies in the year 2014. According to Platts, ONCG has been ranked 66th among the Top 250 Global Energy Companies. It is the second largest in the downstream companies with respect to state owned companies. The company has around 14% share of refining capacity. It is also the second largest oil marketing and distributing company in the country. The company operates an extensive distribution network of over 4500 retail outlets out of which around 62% of them are owned by the company. Apart from Mumbai and Kochi refineries, BPCL also established two more refineries which were located in Madhya Pradesh (Bina Refinery, Sagar District) and the other refinery is in Assam (Numaligarh Refinery, GolaghatDistrict).
- 18. 18 HINDUSTAN PETROLEUM CORPORATION LIMITED: Hindustan Petroleum Corporation Limited is an Indian state-owned oil and natural gas company which has its headquarters at Mumbai, India. HPCL has been ranked 284th in the Fortune Global 500 rankings of the World's biggest corporation for the year 2014. HPCL has about 25% marketing share in India among all the public sector units and has a strong marketing infrastructure. The company was founded in 1974 and its major products are oil, natural gas, petroleum, lubricant and petroleum. Hindustan Petroleum Corporation Limited has also ranked on the 6th Position in achieving the Navratna Award in the year 2014. The total no. of employees in the company is approximately 11,226 (2014). It is a listed company in the Bombay Stock Exchange as well as the National Stock Exchange. The current revenue of the company in the year 2014 was US$ 37.85 billion, Operating Income was around US$ 621.6 million, Net income for the year was about US$ 174.7 million, the total assets of the company was around US$ 15.64 billion. HPCL'S MISSION: "HPCL, along with its joint ventures, will be a fully integrated company in the hydrocarbons sector of exploration and production, refining and marketing; focusing on enhancement of productivity, quality and profitability; caring for customers and employees; caring for environment protection and cultural heritage. It will also attain scale dimensions by diversifying into other energy related fields and by taking up transnational operations."
- 19. 19 HPCL'S VISISON: To be a World Class Energy Company known for caring and delighting the customers with high quality products and innovative services across domestic and international markets with aggressive growth and delivering superior financial performance. The Company will be a model of excellence in meeting social commitment, environment, health and safety norms and in employee welfare and relations. QUALITY POLICY: To ensure that the consistency is up to the mark with respect to the quality of products and services provided by making sure that the work or task is done right at the first time. Continuous training, teamwork, motivation should be provided to the employees of the company along with the continuous up gradation of the technology. Providing the customers with total satisfaction through quality products and solving their grievances (if any) as quickly as possible. To make sure there are no wastages or to avoid wastage of resources, increase the level of productivity and optimize the quality of products and services in order to make sure that it is cost effective. PRODUCT COMMITMENT: To build and maintain team bonding and quality culture through employee participation, motivation and continuous training. To follow the path where the products are developed in an eco-friendly environment. To make sure that the products and services provided to the customers are all high quality so that it increases the level of satisfied customers.
- 20. 20 RECOGNITIONSAND AWARDS: Reader’s Digest ‘Trusted Brand Asia Platinum’ Award Golden Peacock Corporate Governance Award 2008 &2014 CIO 100 Award 2008 India Star Award NDTV Profit Business Leadership Award National Award For Excellence In Cost Management Greentech Environment Excellence Award 2008 Best HR Practices in ‘People Management’ OISD Safety Award. COMPANY BREAK-UP: 51% 23% 11% 4% 11% Share Holding (%) Government of India Financial Institutes and Banks FIIs Mutual Funds Others (employees)
- 21. 21 NAME No. OF SHARES HELD % HOLD Government 17,30,76,750 51% Financial institutions and Banks 7,78,86,230 23% FII's 3,72,49,936 11% Mutual Funds 1,35,45,431 4% Others 3,72,49,936 11% Total 33,90,08,283 100% FINANCIAL ASSESSMENTS: AMOUNT IN RUPEES CRORES 2013-14 2012-13 2011-12 2010-11 2009-10 Sales 232,188.35 215,666.45 188,130.95 142,396.49 114,888.63 Gross Profit 6,140.31 4,821.78 5,156.44 4,637.09 4,193.18 Net Profit 1,733.77 904.71 911.43 1,539.01 1,301.37 Fixed Assets 25,912.24 22,548.70 20,849.65 18,644.53 15,306.67 Borrowing 32,164.55 33,789.02 29,831.24 25,021.19 21,302.37 RATIOS: 2013-14 2012-13 2011-12 2010-11 2009-10 Gross Profit 2.64 2.24 2.74 3.26 3.65 Net Profit 0.75 0.42 0.48 1.08 1.13 EPS 51.20 26.72 26.92 45.45 38.43 Debt Equity 1.05 0.75 0.66 0.54 0.30 Cash EPS 119.30 96.86 77.70 98.54 78.86
- 22. 22 E-PAYMENTS - PROCESSES AND IMPROVEMENTS MAPPING OF ACCOUNTS FOR HPCL: Hindustan Petroleum Corporation Limited has an operative account in HDFC. The process of mapping should be done by the bank before making any payments either for employees or vendors. There are two types of mapping that takes place the one in which an employee or a vendor has an HDFC account then the amount directly gets debited to their respective account and the second in which an employee or vendors have another account which is not in HDFC then the transfer of payment takes time. The mapping which is done from HDFC to HDFC is done through the pay instrument 3 where the client code is HHIN where if the mapping of the account is done from HDFC to SBI then the pay instrument 5 with client code HHNN is used. Other bank payments are done through RBI route for clearance. An e-mail is triggered once the payment is done. The HDFC bank will require the employee number or vendor number, their name, account number and e- mail id after the account is mapped. The testing of the mapped accounts are carried out by making a test payment of Re.1 which is sent to the vendor account or the employee, once they have approved that they have received the payment only then the actual payments are to be made.
- 23. 23 E-PAYMENTS E-Payments system or collection of payments through E-collection is the newest form of payment system which is developed by HPCL. To carry out the system of E-payments smoothly HPCL has tied up with HDFC bank as well as SBI bank. The major motive of the e-payments was to make sure that the payment process was transparent and was carried out faster with minimum errors or defaults in the payments. There are two ways in which the payments are collected through E-payments: NEFT (National Electronic Fund Transfer) If the payments are between Re.1 to Rs. 2 lakh then the NEFT payment system is used. RTGS (Real Time Gross Settlement) If the sum of the payment is above Rs. 2 lakhs then the RTGS payment system is applicable. SBI Core to core (Activities take place in the same bank) RTGS (Dealer has an account with different bank) Account Mapping 3025 +8 Digit dealer code Account Mapping 30727053103+A +8 Digit dealer code 30726811886+A +8 Digit dealer entry NEFT/RTGS HDFC Core to core (Activities take place in the same bank) RTGS (Dealer has an account with different bank)
- 24. 24 Process: The interface mapping between the HPCL server and the Bank server is done via seamless data transfer. The functional setup in JDE for data transmission to the bank and also doing test transaction to check the completeness of the transaction. Then the bank mandate should be collected and updated. The initial payment of Re.1 should be made to the vendors to ensure that the bank mandate is correctly updated. And once the payment from the vendor is confirmed the vendor E-payment is enabled for all the payments and then there is no need to change the general ledger bank account. Dealers NOT having an accountwith HDFC Bank: HDFC bank has allocated the Virtual account number for each dealer which has different combination which is as follows: SBU wise unique prefix is given which is followed by the dealer code. HDFC bank prefix: DSRO - 3018 Retail - 3025 LPG – 3028 And these unique numbers are followed by 8 digit unique dealer code. Hence, the length of the virtual account number is of 12 digits. Dealers having an accountwith HDFC Bank: A separate 14 digit virtual account number will be given to each dealer of HPCL, who has an account with the bank. Dealer can walk into any of the HDFC bank branch and give the request for fund transfer from their existing HDFC bank account to the allocated virtual account number; the only prerequisite is that the HPCL needs to inform the bank in advance.
- 25. 25 E-Payments Controls: Start entering the data through creator/approver matrix and keep updating it. But the data can be extracted or uploaded only once. The data that is transmitted through the internet is in the encrypted form. The authorities who are also the signatories can view these transactions in both JDE as well as the bank server. FOREIGN PAYMENT: Equipment or Services sometimes requires for foreign payment For the foreign payment, acquire equipment Form -A1 and service form -A2 are filled. Certification is done by the Chartered Accountant for which form 15-CBis filled. Then, Form 15-CA is filled at NSDL site and invoice copy is printed. Bank sheet and beneficiary remittance detail copies are maintained.
- 26. 26 CREATION OF VENDOR CODE THROUGHJDE SUPPLIER CLONE: CREATION: The mandatory fields should be filled in the application. The "PAN NUMBER" needs to be updated in the Localization link and an appropriate "PERSON/CORPORATION CODE" should be updated in the clone application. If the vendor is SME/ NSIC, then it needs to be updated under localization link available in the exit bar and also update the correct Type of Entity under additional tab in the main page. Also update other relevant licenses and certification details of vendor in "Localization" exit bar link depending upon the type of vendor. One vendor contact no and Email Id has been made mandatory for VA type of vendor. Update these two details using the exit bar "Phone" link, the email id to be updated in the field 'Electronic Address' in the 'Phone' link. Custom Table updation has been added as an additional requirement. Update such Type of Vendor, Vendor class, type of jobs, item class only (as applicable). Do not update other fields which are meant only for registered vendors. One custom table detail is mandatory for VA type of vendor. Clearly mention the reason for creating the code under the remark field while sending the transaction for approval action. Get the transaction approved by minimum salary grade 10E or above at the location level approval. On approval, the system will route the transaction automatically to CPO (Central Processing Office) for further handling. The transaction details are checked at CPO and approved with code getting created in the JDE. Transactions with any missing details are rejected and sent back to the creator with remarks which can be resubmitted again with necessary changes. A system generated email will go to the creator on approval/ rejection of the transaction.
- 27. 27 CHANGES OR UPDATION IN THE EXISTING CODE: Check all the fields for availability are filled correctly. Fill in the missing details if any and then only initiate a change request. Get the transaction approved by minimum salary grade 10E or above. On approval, the system will route the transaction to CPO automatically for further handling. The transaction details are checked at CPO and on approval, the change will be effected in JDE. Transactions with missing details are sent back to the initiator with remarks. Mention the reason for change request under remark field while sending for approval. A system generated email will go to respective initiator on approval/rejection of transaction. STEPS TO BE TAKEN BEFORE CREATION: Check for the availability of the code in JDE for the vendor. Always use the existing code for the transactions and avoid putting up duplicate requests which will be declined by the CPO. Verify and Validate all details including Name, Address, Email Id, Contact Details, Pan number, Tax, TIN details if any Vendor for SME status if any. Use JDE supplier clone (Pur) -Misc. for creation if the vendor code is required for making miscellaneous / PX payments on a one time basis. In this case the search type of the casual vendor shall be VC. These transactions will get approved locally and get updated to JDE.
- 28. 28 CREATION OF E-MANDATE: The E-mandate is the most important document which is created when a company starts their business with HPCL or when an employee joins the company. The mandate form for the suppliers and for that of the employees is different for updation in the JDE. The details of the vendor/supplier/employee are mentioned in the E-mandate. The documents required to create an E-mandate are Details of the employee/suppliers bank account numbers and NEFT or RTGS no. to be filled in the E-mandate. This form should be filled by the concerned party and should get the confirmation from his or her bankers by way of bank seal and authentication. The form should include the PAN Card's photocopy of the vendor along with the cancelled cheques for statutory and clarity purposes. The details provided by the party should be updated in the JDE and should be sent to the disbursement officer for approval and the officer should review and update the E-mandate in the system. Once the updation is done, a test payment of Re. 1 is done immediately through standalone (PX) voucher. This test payment voucher should be approved by the disbursement officer in the JDE. After getting the confirmation from the employee or vendor concerned for test payment, the regular payment transactions can be started through the Electronic mode. Disbursement and Reimbursement section shall maintain the records for test payments and confirmation of the test payment.
- 29. 29 DISBURSEMENTS/REIMBURSEMENTS: Disbursement refers to the act of payments which may include payment done towards a business, or for certain business expenditures or payment towards the vendors or the employees. These payments can be done via cash, cheque, vouchers or through E-payments. Mainly the payments are classified in two different categories: 1) Payment to the Vendors/ Contractors/ Transporters. 2) Payment to Employees. 1) PAYMENT TO THE VENDORS/SUPPLIERS/CONTRACTORS: The payments which are done towards the suppliers or vendors are done through two methods which involve either the purchase order or the stand alone vouchers. The purchase order method is used only when the contract order is above Rs.20000 or else the stand alone voucher method of payment would be used. The Bill Tracking System (BTS) is used so that the bills can be generated and entered by the user department and this process of BTS is used before booking the vouchers in the JDE for payment. Then the bill no. is assigned to the concerned employee so that they can process the transaction correctly without any errors. STANDALONE VOUCHER METHOD: Standalone is also known as the PX voucher method which is used for petty cash payments. The standalone voucher is made only when the transaction price for the contract is equal to or below Rs.20000. The invoice /bill should be in the name of Hindustan Petroleum Corporation Limited.
- 30. 30 The service tax registration number, TIN No., PAN No., VAT No. should be mentioned on the vendor invoice. For proper accounting of expenses, the vendor number and the expense code should be mentioned on the bill/ payment voucher before entering the voucher in JDE. One of the most important things is that the invoice bill should bear the signature of two officials. The first officer should be the one who is certifying the receipt of materials or job done whereas the other approving officer should be competent to approve the payment which is mentioned as per the LAM (limits of authority manual). While creating a PX voucher, the voucher once done can be modified again before sending for approval. The creation of the PX voucher is done through manual entry. Hence, the PX vouchers are checked twice before approving.
- 31. 31 AP Clone Vouchers: A standalone AP clone voucher is created by the creator which is mapped in the JDE. Once the voucher is created it is then approved by the disbursement officer and then the payment group is created. All the transaction details are uploaded manually. The first step is to create a transaction batch (may include multiple transaction under one batch or may include multiple details under one transaction). Once the transaction is created it is sent for approval (status denoted as"1"). If the voucher is sent back for modification then the status would show a "blank" whereas if the batch is approved it denotes "A" and the batch that is under process will be seen as "Z". Once this process is done, batch will be updated in the JDE "U". If there is an error in the batch then it will show "E" and if it is cancelled then "X". Then either a cheque is written or an E-payment is done. The summary of the payment group is then sent to the authorised signatory.
- 32. 32 On exceptional basis PX voucher are created where the payments exceed Rs.20000 where either the payments are for: Payments through file note approvals (approved by concerned SBU executive director). Charter hires payment as per the charter party agreement. Once the payment group is created it has to be approved in the system by the authorised Disbursement functionary. Even M/s Hindustan Colas is an exception to the PX voucher. The payments with respect to M/s Hindustan Colas is as per the agreement with Hindustan Petroleum Corporation Limited.
- 33. 33 The document of Joint Verification is created by HPCL/HINDCOL in system for payments to M/s Hindustan Colas where payment is above Rs.20000. Hence, no purchase order is created. This document of Joint verification includes the location of the products, the basic rate, the amount of discount provided on the invoice, excise duty, total price after the discount, CST, transportation details, entry tax (LBT), bitumen rate, product and the type of product, selling price, final rate, quantity sold, VAT and grand total.
- 34. 34 PAYMENTS AGAINST PURCHASE ORDERS: Payments which are made against purchase orders are those payments which are above Rs.20000 for which local purchase orders are prepared by the purchase department on receipt of request by the user department. Tenders are floated for a particular product/service through E- proc site through competitive bidding process. Tenders are opened at the scheduled time and the vendors are also aware of the rates which are quoted by the other vendors. The vendor is chosen based on the lowest rate quoted and the purchase order is issued to the successful vendor. These purchase orders are sent to disbursement department wherein commercial terms and conditions are mentioned along with the date of delivery. Accordingly, disbursement department receives a MRR (Material Received Report) from the location/user department. The purchase order quantity rate or taxes are entered in the ERP system. The MRR receipt included the quantity and the per unit rate which is matched in the ERP and a PV voucher is generated for the payment.
- 35. 35 MRR needs to be approved by the respective officer and the bill of the contractor should be approved and certified by the user. The value of the MRR should be the same as the bill submitted by the vendor and amount payable, and then the payment can be released for the MRR account without any hassle. The taxes or other expenses which cannot be forecasted correctly while making the purchase order are to be paid on actual basis. The extra amount should be mentioned on the MRR by the official approving the MRR. Once the matching of the vouchers is done it is sent for approval. After approval, the TDS which is applicable is deducted along with the retention money; payment may be released against the PV voucher through the mode of either E-payments or cheques.
- 36. 36 In case, if the value of the accounts payable is different from that of the bill generated by the vendor, then the user may mention the amount payable on MRR with the reason thereof. In case of liquidated damages the user has to mention it on the MRR if the amount payable which is certified by the user is correct as per the purchase order condition, then the same is to be paid by just making certain changes in the amount of the MRR. This can be done with the help of Line type 4 while matching the voucher. Line 4 is basically created when there are discrepancies in the amount of the MRR or the bill generated by the vendor or for adding tax lines. After the payments are done, they are stamped along with the date on the PV voucher.
- 37. 37 The MRR includes product description, quantity ordered, unit rate, and amount. Remarks are to be mentioned if any liquidation damages are to be deducted for late receipt of materials. Point to be noted while generating the vouchers from MRR: The PV voucher once made cannot be rectified but can be modified only by the senior manager. So, it is best to make no errors while creating MRR. The payment terms should be clearly mentioned. The documents such as Invoice bill, delivery proof, manufacturer test certificate and guarantee certificate, and other documents should be attached with the MRR. The Tax lines which are related to the MRR should be checked. And also make sure that the voucher line and the tax lines are always together.
- 38. 38 2) PAYMENT TO THE EMPLOYEES: The payments towards the employees are done according to the HR policy of the corporation. The employees usually claim for TES, transfer expenses, telephone services, club fees, conveyance claims, medical claims etc. Employees should submit their claims through the 'My HPCL Portal' using 'Online self- services’ menus such as leave, medical claim, vehicle reimbursement, telephone and mobile claims and also for business travel. They can also go to the payroll and benefits menu for vehicle loan, housing loan, etc. The employees are supposed to produce the necessary documents to get the claims. These documents will be verified by the disbursement officer and then will be approved for payment. If these payments are approved, they are then sent to the JDE for the report generation and updation. Now, once the report is generated, E-payment or cheques are created in order to make the payment to the employee. E-PAYMENTS: Once the E-cheques are written in JDE, a scheduler is run so that the E-payments can be authorized in HDFC site by the nominated authorizers (manager and above). Once the payments are authorized the bank debits HPCL for all the E-payments made which are checked in the HDFC site by the concerned disbursement officer at the day end by logging in the HDFC bank site. The authorized officer then confirms the payment at the HDFC site. Once this processes are done the payments gets credited to the respective employees account. MANUAL CHEQUE: Once the payment is approved, the cheques (SBI) are printed by the clerk and are sent to the authorized signatories wherein two signatures are required on the cheques. These cheques are kept separately and should be collected by the respective department from the reimbursement - disbursement section. This section shall get the acknowledgement while collecting the cheque by concerned user departmental person.
- 39. 39 OTHER ACTIVITIES/DISBURSEMENTS: 1) Petty Cash Disbursements (PCD): PCD mostly deals with the receiving and paying of petty cash dealing in the company. They mostly deal with the day to any transactions. They include creating transactions relating to the conveyance charges, medical receipt (for employees as well as non-management retired employees), EMD, Security Deposits, reconciliation, creation of proof sheets, as well as cash receipt generation. Petty Cash Disbursement limit is Rs. 300,000 but the system default setup is up to Rs.100000. Recently, ERP has done the set up in such a way but earlier the limit was up to Rs. 150,000. The cashier has the authority to check the payment voucher which is attached with the document or the bill and to make sure that the approval has been obtained from the concerned officials. The cashier then prepares a payment group in the JDE for all the vouchers which are collected for which the petty cash is to be disbursed and they documents are then sent to the disbursement officer for approval. The cashiers prepares the PCD cheque and get the signature of the respective officials for reimbursement of the petty cash once the cashier has received the approval from the disbursement officer.
- 40. 40 2) MedicalBills/Telephone Bills/PersonalLoans/Maintenance Charges: There are lists of payments which are approved by the P&A and given to the disbursement officer. This approved list of payment is given to the clerk for preparation of the payment group either through a cheque or an e-payment. The clerks then prepares the payment group and prints out the same and send it to the disbursement officer for E-payment along with the list of approved payments. Then the normal procedure of the e-payments or cheque payment is carried out. a) MedicalBills: The employees are covered under the company's medical insurance. The employees are registered with the company. The management employees are allowed the medical claim up to Rs.15, 00,000 for their lifetime whereas the non-management staff can avail the claim up to Rs.1000000 in their lifetime. This claim is available for the employee himself along with his/ her dependent spouse, dependent children and one of the dependent parents. If any of these members from the employee's family is hospitalized, then the employee has to take a letter of credit from the HR department which is then submitted to the hospital. The employees then have to submit the bills, prescription and other related documents to the HR and the finance department. If any amount is to be provided to the employee then a payment group is created through the mode of cheques and the amount is reimbursed to the employees. b) Telephone Bills: The telephone bills are reimbursed only to the officers. There is a limit which is given to the officers up to which the bill amount will be reimbursed. To avail the claim the officers are supposed to submit the original copy of the bill as a proof. If the bill amount is lower as compared to the amount available for claim then the actual amount of the bill is reimbursed to the officer. He cannot claim more than the amount allotted to him.
- 41. 41 c) PersonalLoans: The employees are given certain benefits that they can avail. Out of these, one of them is the personal loans. The employees can take car loan, home loan, education loan, etc. from the company at a lower rate of interest as compared to the commercial banks. The amount of interest and principal gets deducted on monthly basis from the employee's salary in order to repay the loan to the company.
- 42. 42 3) Travel Expenses: The expenses which are incurred by the employees on travelling for business purpose are reimbursed to them. A travel expense statement is generated. The first step is to create a tour itinerary which is then approved by the concerned official. The managers and the officials above them are provided with air tickets. The travel expenses are decided on the basis of the bhatta. These are the allotted bhatta which are provided to the employees on the basis of their position on a daily basis. Position Grade Metro Cities Non metropolitan Cities Juniors A Rs. 1200 Rs. 1150 Seniors B Deputy Manager C Rs. 1300 Rs.1250 Manager D Senior Manager E Rs. 1400 Rs. 1350 Chief Manager F Deputy General Manager G Rs.1500 Rs.1450General Manager H Executive Director I The allotted bhatta along with the conveyance and the hotel stay is then reimbursed to the employees if any extra amount is incurred during their business trip.
- 43. 43 4) Forex Currency: The forex currency is arranged through Thomas Cook. The employees who are going Outside India on a business trip should comply with certain rules and regulations. Arranging the Foreign Exchange Currency: On the basis of the instructions received from Banking and Insurance HQO forex currency has to be arranged and a file note is to be approved. On the approval of the file note, a requisition letter is being prepared for the arrangement of the currency and a scanned copy of the letter is then sent to Thomas Cook. Once the forex currency is arranged from Thomas Cook, they will send an invoice bill of the document. Based on this invoice bill and file note approval disbursement section will prepare a standalone (PX) voucher and shall process the same for making payment to Thomas Cook through E-payment. Surrendering the Foreign Exchange Currency: The employee will get instructions from the banking and insurance HQO forex currency to surrender the forex currency. The disbursement officer would inform the employee the same and collect the forex from the employee and surrender to Thomas Cook. Deposit the cheque and surrender the forex amount to Thomas Cook. Once the cheque is deposited prepare a cash receipt copy and send it to the banking and insurance HQO and employee for acknowledgement of the transaction. All the documents shall be maintained in a separate file for surrender and arrangement of the forex transactions.
- 44. 44 PURCHASE ORDER 90% against irrevocable letter of credit with an issuance of 75 days from the bill of lading date along with the inspection release note by TPI and the balance 10% on the successful commissioning of the monitors at site. The Shipping Documents should include: 1. Bill of lading 2. Packaging List 3. Freight Memo 4. Certificate of Country of origin 5. Drawing 6. Catalogue 7. Purchaser inspection release note Unless otherwise mentioned, the following documents should be submitted to HPCL and payments for dispatches should be made by HPCL: Excise Invoice and lorry receipt of the consignment Packaging list for the consignment Manufacturers test certificate as per approved QAP. Drawings/ catalogues covering the materials wherever applicable Original receipt for Octroi/other statutory levies are applicable Operation and maintenance manual Other relevant document
- 45. 45 There should be two sets of these documents out of which one should be submitted to the consignee and other should be kept with the vendor himself. The document for payments should be submitted to the senior manager of finance in original and the other set should be submitted to the officer who is present at the location of the supply. On time delivery of the activities is very essential. Delivery period would be counted from the date of notification of award up to the date of receipt of goods at defined locations. Delivery period should be specified in the tender. In case of any delay in execution of the order beyond the stipulated delivery period, penalty will be applicable at 0.5% of the basic value of the goods not delivered per week of delay and the liquidation damages shall be applicable on the pro-rata basis which is subject to a maximum of 5% of the total basic order value.
- 46. 46 Accounting Entries for Purchase Order Payments: Received materials into Inventory Expenses or Inventory Account Dr. (10000006.735100) To Receipt - non vouchered account (10000.302110) While voucher matching Receipt - non vouchered account Dr. (10000.302110) To Accounts payable account (10000.305050) On Payment Accounts Payable account Dr. (10000.305050) To Cash/Bank account (11000.233500.1135051)
- 47. 47 BENEFITSOF E-PAYMENTS: The E-payment system helps the corporation in maintaining the level of transparency in the transactions of the payments. The increase in the E-payments has led to a tremendous decrease in the cost of transactions which were incurred while carrying out a payment. The method of payments through electronic mode has increased the level of operational efficiency in the finance department as well as in the entire corporation and their dealings with the vendors. The electronic mode of payments has helped in making quick comparisons between the different balances and to check whether the payments made towards a certain vendor are correct.
- 48. 48 LEARNINGS: During the course of the internship I had the opportunity to observe, understand and learn from the experienced members of the organization who were occupying different levels of position in the organization. I had the opportunity to work along with them on a daily basis for a period of two months and learn all about the finance department. It was my first experience working in the corporate world which taught me the importance of corporate etiquettes. I learned the importance of punctuality that is reaching office on time without any excuses. The environment of the corporation was a competitive one which demanded long hours of desk job which had to be completed on a daily basis with absolute efficiency and within the stipulated time. The SIP programme also gave me the opportunity to learn the basics of how to use and work on the software called as JD.E (JD Edwards) which is used to carry out all the financial transactions in the corporation. It also gave me an opportunity to communicate with different senior executives coming together from different backgrounds and shared their experiences with me. One of the important factors I learned was to keep patience and deal with the situations within the corporation.
- 49. 49 CONCLUSION: The corporation found that E-payments are the best practises as they continue to process large no. of transactions electronically. There are a no. of technologies and products for payments which are currently available. The JDE system is used to make the payments and even the bank payment gateways are used for electronic fund transfer. Over the past recent year, there has been a promising growth in the use of E-payments. The total cash or manual payments transactions have declined significantly. It is believed that the development of E-payments may raise a no. of unrelated policy issues but currently there has been no evidence indicating any adverse impacts arising from the development of E-payments. Currently, there is a clear indication that E-payment systems are going to grow and continue to develop as it is critical to facilitate the efficient payment system.