|
() |
|
| 04.PR001 Client Approval |
1.1 Identify Need
Identify a need to gain approval to sell product and/or services to a new customer.
You should check that the customer is not already approved by asking a finance administrator to check the company accounting system. |
|
| |
1.8 Submit for Activation
Submit completed and approved form along with any supporting documents to a Finance Administrator. |
|
| |
1.9 Customer Setup and Activation
Add and activate the customer in the company accounts package.
Setup the customer file structure on the file server.
The completed approval form should be scanned in and attached to a memo in the company accounts system. |
|
| |
1.10 Inform QA Director
Send an email to the Quality Assurance Director informing them that a new customer has been added and hence, a Policy Compatibility Review may be required. |
|
| |
1.11 Customer Rejected
If the customer is deamed to be unsuitable, the Business Development Manager should be advised of the decision and the reasons for the decision immediately.
File the completed Customer Request Approval Form in the filing system |
|
| 04.PR008 Invoicing and Closing Out |
1.5 Evaluate and communicate project Costings
Assess project budget vs actual spend and collate engineering man hours against each project for evaluation and discuss with the operations manager upon completion. |
|
| 07.PR002 Purchasing - Materials, Equipment or Services |
1.5 Submit
Submit the approved purchase requisition to the Finance department.
The hard copy of the purchase requisition should be placed in The New Purchase Requisition tray. |
|
| |
1.6 Verification
Check that the requisition has been correctly completed and authorised.
If the requisition is invalid return to the orginator to process from sequence point 1.3 There should be sufficient information to allow the itmes to be located and the order to be placed with the correct supplier. |
|
| |
1.7 Purchase Order
If this is a New Supplier, refer to New Supplirt Set Up process.
Create purchase order in the company accounts package and send to the selected supplier.
Once known, note the expected delivery date/order tracking on the relevant section of the purchase order, on the accounts package.
A hard copy of the purchase order should be placed in the purchase orders tray. The order may be urgent and there may not be time to evaluate a new supplier. The urgency may come from an operational requirement. In this case, the Engineering Director must ensure that they counter sign the approval purchase requisition and the risk understood. Depending on the order amount (£), the Engineering Director may consult with the Business Services Director. |
|
| |
1.8 Place order
Request DHL as preferred courier - If supplier only has UPS as shipping option discuss with Operations prior to placing order.
Send order to supplier. This is typically done via e-mail but may be via an electronic portal or hard copies are required.
Software purchases should be made by ISD.
Once the order is raised enter the details into the ERP invoice tab and log a note following the below format:
PO added.
PO no *****
PO Value £***
Material costs reduced from £**** to £****. |
|
| |
1.10 Await supplier invoice
Confirm the supplier's payment terms.
Pay supplier. |
|
| |
1.11 Update
If a change to the expected delivery date arises, update the information on the accounts package and inform the originator.
If the items are delayed, enter a note on the Memo tab of the Supplier account, stating the PO number and a brief description.
Return to 1.9 until order is complete |
|
| 07.PR005 Supplier Invoices (with/without Purchase Order |
1.1 Receive Invoice (without purchase order)
I/P from:
09.PR001 - Goods in process
07.PR002 - Purchasing - Materials, Equipment or Services
Invoice to be:
stamped with the received date
stamped with the approval stamp and enter details as required
Give invoice next reference number 'yy/xxx' being the current financial year and next sequential number. Write this number on the top right of the invoice.
Enter invoice details in the company accounting system (SAGE)
Pass to relevant departmental Management Team Member for approval
Scan invoice and delivery note into the company accounting system
File invoice in the 'Misc Invoices' folder in the accounts filing cabinet (highest reference number at the top)
|
|
| |
1.2 Receive Invoice (with purchase order) + collate documentation
Collate the purchase requisition, the purchase order and signed goods received notes from the finance in trays. (If no delivery note received, print goods received note from SAGE (GRN).
Check all invoice details match up with purchase order.
Scan PO, invoice and delivery note into the company accounting system
Invoice to be;
stamped with the received date
stamped with the approval stamp and enter details as required
|
|
| |
1.3 Process Invoice
Enter invoice details in the company accounting system (SAGE) |
|
| |
1.4 Invoice Anomalies/Queries
Any invoice amount that is incorrect, contains errors or otherwise does not conform to the goods received should be placed on hold (on SAGE) and queried with the supplier. |
|
| |
1.5 Approval
Pass to relevant departmental Management Team Member for approval |
|
| |
1.6 Pay invoice
When all requirements have been met, payment to the supplier can be released as per the agreed payment terms. |
|
| |
1.7 File/storage of paperwork.
File Purchase Order with accompanying back up documentation in the 'Purchase Order' folder in the accounts filing cabinet.
Misc invoices with no PO are stored by year/number.
|
|
| 07.PR006 Non Conforming Goods |
1.2 Register Non Conformance
If there are issues raise a Non-Conformance on ERP.
Goods are not to be released for use.
If goods have failed after having already been released from Goods-In, ensure that this is recorded in the Non-conformance register.
Seek assistance if required, to locate goods-in paperwork. |
|
| |
1.3 Contact Supplier
Contact the supplier and inform them of the non-conformance. |
|
| |
1.4 Agree Corrective Action
Agree a suitable corrective action with the supplier. If the supplier's suggested corrective actions are anything other than replacement, they should only be agreed in consultation with the purchase originator.
The level of consultation will be dependent of the complexity of the non-conformity. Seek assistance of Operations coordinator, if required.
|
|
| |
1.5 Update Non Conformance
Advise the person responsible for completing the non-conformance and the agreed corrective action.
Update the non-conformance on ERP.
The NC register will be used as an i/p to the Supply Chain Management process, to help monitor, control and evaluate suppliers. |
|
| |
1.6 Arrange for Return of Non-Conforming Goods
Make arrangements for return of the non-conforming goods to the supplier. |
|
| |
1.7 Update
Update the Communications tab on the supplier account on the accounting software with the correspondence with the supplier by using the "Add Entry" button on the tab at the top.
Any additional comments to be added to the Memo tab on the accounting software.
|
|
| |
1.8 If applicable, await receipt of replacement goods.
Return to Goods in process |
|
| 07.PR007 Expenses |
1.4 Update Accounting System
Add expense details to SAGE |
|
| |
1.5 Payment
Make payment. |
|
| |
1.6 File/Storage of Paperwork
Hard copies to be filed in the 'General Expenses' folder in the accounts filing cabinet. |
|
| 07.PR008 Vat Return |
1.1 Arrange Meeting
Arrange for meeting with accounts support at least 1 week before the VAT return is due. |
|
| |
1.2 Reconcile Bank Account
Ensure bank account has been reconciled to at least the dates covered in the VAT return before proceeding. |
|
| |
1.3 Check VAT certificates and queries
Ensure all VAT certificates and account queries are raised prior to VAT return being run |
|
| |
2.1 Complete Test Run
Complete test run of the VAT return. Review all tax codes applied are correct. |
|
| |
2.2 File and Store VAT Return
File VAT return in company accounts package. Print and store report as per company policy. |
|
| |
3.1 Monitor Payments
Monitor payments in company accounts. Ensure direct debit is taken and to the correct value. |
|
| 07.PR011 New Supplier Setup |
1.1 Check if existing supplier
Check that the supplier is not already set up on the accounting package.
REMEMBER to check inactive suppliers by de-selecting the inactive check box.
If the supplier is already setup and has been set to inactive, seek guidance from the Finance Manager.
If a new supplier is required, continue with process.
|
|
| |
1.2 Create New Supplier
Create a new supplier in our accounting package using the steps outlined in the online sage instructions. |
|
| |
1.3 New Supplier Record
The supplier account number can be 8 characters long and must be the company name, where possible, to allow for ease of searching. It is not necessary to make the account name the full 8 characters.
e.g. 'Metron Oil & Gas Limited' can be set up as "METRON" or "METRONOI" etc.
The following fields are required to be completed:
Company Name
Registered Address, including postcode.
VAT Number (where applicable)
Contact Name
Telephone
Email 1: This must be the email address where remittances are sent to.
This information should be obtainable from a new supplier evaluation form. If no supplier evaluation form is required, such as in a rapid delivery requested approved by management, then use as much detail as possible from quotes, internet etc. Contact the vendor as required.
Seek assistance of Finance Manager as required. |
|
| |
1.4 Complete information
The following fields are mandatory and must be completed:
Default Nominal Code - select the correct code from the drop-down list.
Tick "Use Default Nominal Code for Purchases"
Default Tax code
Currency
Department
|
|
| |
1.5 Credit Control
Update "Payment Due" to align with the agreed repayment terms (default at 30 days).
If a Supplier Evaluation Form has been completed, and approved, tick the "Priority Supplier" checkbox.
Enter the Next Credit Review Date, as per the Supplier Evaluation Form (in the absence of a Supplier Evaluation Form, schedule the next review for 6 months time).
Tick the Terms agreed checkbox.
|
|
| |
1.6 Bank
Enter the suppliers bank details as follows:
For UK Suppliers:
Account Name
Sort Code (as one number - no dashes i.e. 400200)
Account Number
For International Suppliers:
Account Name
IBAN
BIC/Swift
For all suppliers, choose the correct payment method from the drop-down box.
|
|
| |
1.7 Memo + save record
If a Supplier Evaluation Form has been completed, drag and drop a PDF copy of the form, and all supplied documentation, into this tab. |
|
| |
1.8 Raise Purchase Order
If required, raise a purchase Order |
|
| 07.PR012 Payroll Process |
1.7 Provide Information
Provide finance with payroll information.
Store payroll documents. |
|
| |
1.8 Entering Data
Enter payroll information into company accounts package |
|
| 07.PR016 Annual Accounts |
1.1 Arrange Preparations of Accounts with Accountants
Set out a plan for the tax return. Assign responsibilities and actions required as advised by the accountant. |
|
| |
1.2 Submit Prepare Accounts and Tax Returns
Submit tax return with accountants assistance by the government deadline. |
|
| |
1.3 Storing Tax Return
Store a copy of the tax return in the finance folder and in the company accounts system. |
|
| |
1.4 Pay Corporation Tax
Receive demand from HMRS and make payment. |
|
| 07.PR017 Bank Reconciliation |
1.1 Print Weekly Accounts Statement
Print Weekly statement from all company accounts each Friday. |
|
| |
1.2 Assign Statement Items
Go through each item on the statement and assign to a supplier invoice or customer invoice in the company accounts package. All transactions must be accounted for. Any outstanding or unverified transactions must be raised with finance manager immediately.
Upfront payments made to suppliers will not have an invoice. You must check the amount credited from the company account alongside the purchase requisition and PO approved values. If the values match list the payment in Sage as "on account".
If the payment does not match revert to finance manager for investigation. |
|
| |
1.3 Reconcile the Bank
Once all transactions are accounted for reconcile and highlight on the bank statement |
|
| |
1.4 Store Company Bank Statements
Store company bank statements in bank folder. |
|
| 07.PR018 Credit Card Management |
1.1 Recieve Credit Card Statement
I/P - Statements will arrive by post.
Review each statement and match against staff member receipts/invoices.
|
|
| |
1.3 Update Accounting System (SAGE)
Ensure all receipts/invoices are added to sage quoting credit card date as reference i.e '"cc02082017". |
|
| |
1.4 Reconcile Credit Card Statement
Reconcile credit card statement with accounting system.
Issues should be discussed with Finance Manager. |
|
| |
1.5 Issue Payment
Log payment for outstanding credit balance to be made from company bank. Issue payment by deadline and update company accounting system (SAGE). Deduct minimum payment from amount issued from general bank.
Minimum payment amount and date will be detailed on the statement. |
|
| |
1.6 File/Storage of Paperwork
File credit card statements in 'Credit Card Statements' folder in the accounts filing cabinet. Invoices/receipts to be attached and filed with statement. |
|
| 07.PR019 Debtors Process |
1.1 Monitor Invoices
Finance administrator to monitor invoices issued. Run an Aged Debtors Analysis Report in company accounts package. When 20 days have lapsed from the date of issue, request a payment date from the client. |
|
| |
1.2 Request Payment Date
Finance administrator to contact client's accounts department and request a payment date for Metron invoice. |
|
| |
1.3 Note Payment Date
Upon receipt of a payment date from the client finance administrator to review.
If payment date is within terms of the service order then no further action to be taken.
If the payment date is outwith the erms of the sales order then the key account manager is to be advised. |
|
| 07.PR021 Fund Petty Cash |
1.4 Add Cash to Petty Fund Cash
The cash then needs to be added to the petty cash fund. Finance administrator gives the cash to the petty cash custodian who includes it in the petty cash fund.
Finance administrator updates the running total of cash on hand in company accounts package and notes all receipts. Link to Bank Reconciliation Guidance Note and Process |
|
| 07.PR022 Disburse Petty Cash |
1.1 Unlock Petty Cash
If a disbursement request falls within the petty cash disbursement guidelines, unlock the container in which the petty cash is stored.
For security reasons, the petty cash fund should be locked at all times when not in use. Budget and payment limit needs to be set for petty cash. |
|
| |
1.3 Disburse Cash
Count the cash being disbursed, and have the recipient count it as well to verify the amount being paid. The recipient of the cash should then sign the voucher. Store all completed vouchers in the petty cash box. |
|
| |
1.4 Update Petty Cash Log
Update the petty cash log (Excel spreadsheet). Whenver a voucher is complete, the custodian should immediately update the petty cash log by adding the amount, type and date of the expenditure and updating the running cash balance. Link to petty cash log. |
|
| 07.PR031 Supply Chain Management |
1.1 Select Suppliers for Review
Select all suppliers who are due their next review from our accounting package.
Filter from Oldest to Newest and select all suppliers who require a review.
With reference to activity 1.4, review dates are determined by:
a) the information documented as an output of process 07.PR001 - New suppler evaluation.
b) the Finance manager
On the Suppliers tab, if "Next Credit Review" is not shown on the list, right click the dark grey bar above the supplier list and check "Next Credit Review". This will then add the list to your default display. All approved suppliers have Y in the Priority Supplier field in SAGE |
|
| |
1.2 Set up meeting with Finance Manager
Arrange meeting with the Finance Manager to review selected suppliers.
The frequency will be dependent on the number of suppliers requiring review but typically, a review will consist of several suppliers, rather than a separate meeting for each supplier.
|
|
| |
1.3 Review documentation and performance
If required, prior to the review, discuss the performance of any suppliers with the Procurement Administrator and Operations Coordinator.
Any non-conformances will be logged within the NC/IO register. This should also be checked to determine if there are any issues with suppliers that need to be taken into consideration. Discuss any issues with the QA Manager
The QHSE reports and IMS Management review minutes can also be used as inputs.
On the Memo Tab on the accounting package look for the stored copy of the Supplier Evaluation Form and associated documentation (if applicable.
If the dates on the documentation (ISO certifications, insurance etc.) have lapsed, or if there is no Supplier Evaluation Form stored, issue a new Supplier Evaluation Form to the suppliers.
A risk based approach is recommended (i.e. a more thorough review of suppliers critical to business performance is more valuable than low volume commodity suppliers). In, addition, Metron has a broad supply chain and our clients rely on us for fast delivery and so delivery times and responsiveness of suppliers should be taken into consideration.
Additional criteria to take into consideration;
-Delivery times
-Price
-Quality of products/services
-Relevant certifications/permits etc. |
|
| |
1.4 Update
Log any disputes or issues in the communications tab on the accounting package |
|
| |
1.5 Next review date
If no dispute / issues are found, set next review date for one years time. If any disputes / issues are found, discuss with the QA Manager and agree review date based on their guidance. 1) The QA Manager has the authority to remove the supplier from the Approved supplier list if deemed appropriate.
2) Note be logged on account and if required, the supplier to be made inactive if the decision is to discontinue with the service / product provider.
3) Information to be passed back to Operations Manager. |
|
| 08.PR002 Completion of Recruitment Process |
2.1 Create file of new starter paperwork and inform Finance when created
A hard file should be created then scanned and saved in SharePoint - HR Management - current staff. Then inform Finance Admin once complete. |
|
| |
2.2 Update details in Open ERP, Pension, Vitality and Payroll
Once all new starter forms have been completed, profile should be created on ERP including allocation of holidays, form emailed to Vitaility, added to pension and payroll spreadsheet. |
|
| 13.PR016 New Subcontractor and Key Supplier Evaluation |
1.1 Need Identified
Prior to ordering any items a check is to be completed of the Approved Sub-Contractor and Supplier Register to ascertain whether the supplier is already approved
When the need for a new sub-contractor or supplier is identified 13.DC010 - New Sub-Contractor - Supplier Request is to be completed by the requester and sent to the QHSE Manager immediately for process
If no supplier evaluation is required, proceed to step 1.5. |
|
| |
1.5 Review
The completed questionnaire and supporting documentation received from the new sub-contractor/supplier is then to be reviewed by QHSE, Finance managers, legal/contracts assessor and CEO
Once each departmental review has taken place and if approved Form 13.DC010 is to be updated and signed by the relevant management representative.
Sub-contractors and key suppliers will be subject to a pre-qualification check of their safety performance by review of their safety programs, safety training documents and safety statistics. The following information will also be a consideration for approval
ISO 9001, ISO 14001, ISO 45001 or OHSAS certification
Visit feedback from any management visits
QHSE performance
Results from any QHSE audits
When reviewing all new sub-contractors and supplier questionnaires, the relevant Manager in addition to the information provided within the relevant questionnaire, should be also be considering the following:
Are there any legal implications of using the supplier (international trade restrictions etc.)?
Are there any HSE reasons for not using the supplier?
Does the Sub-contractor/supplier hold the required insurances?
Does the supplier's credit rating etc. present an acceptable level of risk?
Are there any ethical reasons for not using the supplier?
Are there any HSE reasons for not using the supplier?
If deemed necessary, the Finance manager is to check over the companies accounts with Companies House. |
|
| |
1.6
If the sub-contractor/supplier is approved the requester is to be advised. If the request is declined the requester is to be informed and the reasons the decision has been made stated.
The completed signed form 13.DC010, completed questionnaire and all associated information is to be collated and passed to the Finance Administrator for processing.
Once approved all Sub Contractors and Supplier are to be added to the register |
|
| |
1.7 New Supplier Setup
Follow New Supplier Setup Process |
|
| 52.PR008 MOUK Invoicing Client |
1.1 Invoice Notification
Finance are informed that a project is ready to be invoiced. The following information should be provided with the instruction to invoice; Project number, Project Title, Quote Number, Client purchase order number, The scope of work to be invoiced , The date at which the work should be invoiced (if not ASAP).
Operations also advise whether the project has been moved from 'Project Delivery' to 'Ready to Invoice'. The project is to be progressed as such in erp.metrongroup.co.uk 'Sales - Opportunities' if required. With routine CM projects, the opportunity will not be moved within the ERP. Ad-hoc projects however will, providing the entire scope is complete and not subject to a separate invoicing schedule (operations will communicate whether this is the case or not).
|
|
| |
1.2 Collate information
Review the quote issued and the purchase order received.
Locate all supporting documents as required:
- Delivery notes
- Timesheets
- Oil sampling delivery quantities
If documents are incorrect or missing, clarify with Operations and Sales. Save all collated information in the project folder in the BD Drive
|
|
| |
1.3 Prepare Draft Invoice
Locate the quote within the finance software and make any necessary amendments to reflect the amount to be invoiced. Common changes are to engineer, time offshore and equipment hire to reflect the true time spent offshore. If there is no quote in the finance software an invoice can be made directly in the invoicing module. Each invoice must be prepared to the client's requirements. Ensure the instructions within the purchase order are understood and followed correctly. Equipment Hire - days are to be counted inclusively. |
|
| |
1.4 Operations Approval
Arrange an informal meeting with Operations and review the drafted invoice and supporting documentation. Operations are to confirm that the invoice complies with the instructions they provided at stage 1.1. If there are any further amendments to me made Finance are to make them before moving to 1.5. |
|
| |
1.5 KAM Approval
Arrange a formal meeting with the Key Account Manager and Operations. Present the draft invoice for their approval. The Key Account Manager must initial the invoice once approved. If there are any further amendments to me made Finance are to make them following the meeting and present the amended draft invoice to the Key Account Manager for their approval.
|
|
| |
1.6 Issue Invoice
"Issue the approved invoice to the client along with the supporting documentation.
Email: uk_invoicing@maerskoil.com
CC: finance@metrongroup.co.uk
Ensure all Maersk requested conditions are met:
- All invoices, delivery notes and correspondence must quote the Contract Number and Service Order Number in full. Failure to comply with this request may delay payment of your invoice
- Invoices shall be emailed to the “Invoice To” address with subject field containing the word “Invoice” (only 1 Invoice per email). All invoices and attached files shall be in TIF or PDF file format"
|
|
| |
1.7 Update Systems
Update the invoice details in the below systems; Sage: Update the ledgers to reflect that the invoice has been issued to the client ERP: In the project opportunity invoice tab log the invoice and check the box. The Date certainty should be set to 100% and the invoice value listed as net VAT. Move the project into the 'Invoiced & Closing Out' stage. Share: Store a scanned copy of the signed approved draft invoice and a copy of the invoice as issued to the client in the project BD Share site.
|
|