Preface

Basic purpose of my internship was to know about the practical work of the accountant as concern with my course requirements. To see is there any difference in practical work and theory and what is the behavior of employee during work.I have learned a lot during my internship in Ali Akbar Group.I am thankful of Tariq Majeed( senior account manager) of Ali Akbar Group who help me in practical work related with accounts and in other areas of jobs in my internship of 6 weeks.

Summary

This internship report is about Ali Akbar Group. It contain 7 main parts related with

accountant work. It was new experience for me in practical work and I have learned a lot

in Ali Akbar Group( Target and DJC). The key areas in which I worked are RT and using

the FSMS software related with invoices, FSTN, FSDN, SIN and FSRN. Then learned

how stock is controlled by accountant physically (manual register) as well as in software.

Internal auditor uses which ways for physically undertaking of stock and calculating the

stock. The accountant maintains the salaries of FO/FM and verifies the EER also. Make

the reports on excel and send to sale head and make data transmission by lotus notes. The

sales targets achieved by sale officers was also related with learning.

Welcome to Ali Akbar Group Pakistan

Guiding the company's forward thrust is its dynamic philosophy:  "The ambition of our

organization spring from the collective determination of our people to continuously

excel in providing high customer satisfaction through product quality at the right place.

We started marketing of agrochemical since 1993, as natural response to the opportunity

arising from the ever-growing demand for crop protection chemicals in Pakistan. Ali

Akbar group comprises a number of companies.

Ali Akbar Group:

Pak China Chemicals Pak China Polymer

Ali Akbar Textiles Dada Jee Corporation

Pak China Manufacturing

Ali Akbar Enterprises

Links International

Pak China Chemicals:

The formulation plant is equipped with process control instrumentation. All the machinery and equipment is of explosion prove grade. The packaging units are completely automatic and formulation area has designed to meet OSHA,USA requirements for occupational health and safety. The plant has a finished product storage facility of 1,600,000 liters at one time. The storage areas are well ventilated and equipped with fire detection .

Quality Assurance ProgramOur quality assurance program is based on ISO 9001-2000 quality management system. The quality loop starts with supplier evaluation and selection. It includes all stages from receiving, in process management of raw materials to finished products. The final stage consists of quality assurance customer’s premises and final analysis at the point of use through a network of mobile testing laboratories.

This plant is designed to formulate and pack 240,000 liters of liquid pesticides perday, The plant can formulate and pack wide range of agrochemicals including insecticides and herbicides.

Quality ControlA well-equipped pesticides laboratory monitors quality of our formulations as well as that of imported agrochemicals. The laboratory is operated by highly experienced Chemists, and is equipped with latest equipments/instruments for all types of tests.

Dada jee Corporation (DJC):Apna Zarai Markaz is another premium quality franchise network being operated by AAG in Pakistan providing quality products. Services and agro tools in Pakistan. Apna Zarai Markaz have wide range of quality pesticides, seeds, insecticides, plant growth regulators, soil enrichment and services under one roof. Apna Zarai Markaz is run by Dada Jee Corporation.

Ali Akbar Seeds:

Ali Akbar Group started seeds research and production program with two major crops i.e., cotton and wheat in 1998. During subsequent seasons Rice, Sorgum fodder, Maize, Paddy, sunflower, Burseem and vegetables were added... 

Mission

Production of global standard high quality seed of promising local cultivators and Hybrids by using national & exotic genetic recourses for distributing to the growers at competitive price. AAG quality seed will stand guarantee for sustainable Agriculture and will ensure to eliminate the fear of hunger in coming decades.

Seeds Research Center, Multan

Initially it was based on basic and certified seed production and marketing of commercial varieties of cotton and wheat. Later on, a comprehensive plan for cotton breeding and evolution of new varieties was launched. Development of virus resistant, short stature, big boll size with high yield potential, high ginning out turn percentage and long staple varieties/hybrids of cotton (G.hirsutum L.) were the major goals. Heat tolerance and early maturity both important characters, were given due consideration. Special emphasis was laid on the incorporation of genes in cotton plant for insect resistance and drought tolerance. Required technical man-power was hired.

Collection of suitable germplasm of cotton from various institutes both local as well as exotic from abroad was done and started breeding work with the following objective:

Development of Cotton Varieties / F1 Hybrids having following characteristics

Virus resistance High yield potential Big boll Short stature

Heat Tolerant Early Maturing High GOT(%) with quality fiber Bt-gene cotton varieties for Commercial cultivation

Seeds Products:

Cotton Corn Sunflower Vegetable

Ali Akbar Seeds Products Cotton:

Evolution of new Cotton Variety for commercial cultivationAli Akbar Seeds has made some progress in the variety development program. Fourteen cross combinations have been identified as genotypic as well as phenotypically stable strains. These are being evaluated in adoptability trials for their yield potential and quality parameters. The details are as:

Virus resistance

Cotton leaf curl Virus disease is a major threat to our cotton crop. The steeping and drastic decline in yield/acre and total national production after 1992 (12.8 million bales to 78 million bales) was due to this obnoxious disease. After the evolution of the virus resistant cotton varieties CIM448 and CIM1100 it started increasing with the development of subsequent resistant varieties. Unfortunately during the crop season 2000, the varieties those were resistant to the cotton leaf

curl virus previously again started showing susceptibility to the virus in pockets. This disease was identified as a borewala strain of virus(BOSCLCV), which has almost similar disease symptoms like the previous virus (gimnnii). Ali Akbar seeds research based on the solution of emerging problems of cotton crop started crossing with the all available genetic resources and found out three genotypes those have proven resistance against this disease and still we are working on it for reconfirmation of their resistance to virus through grafting and planting this material on hot spots where sufficient natural inoculums of this disease is available. Those families are as follows: VIRUS RESISTANT GERM PLASM

Breeding for High Ginning out turn (%) Cotton Varieties

Ginning out turn percentage is very important genetically controlled trait in cotton production, one percent increase in ginning out turn %age means three higher yield. At present the phenomenon of seed cotton yield/acre is showing stagnancy all over the world .It seemed that with present conventional breeding techniques further improvement in yield potential is a dream. However, there is an ample scope for the improvement in ginning out turn of the presently available breeding stocks.

How we can turn our dream of 16 million bales into reality with out increasing the area and cost of cultivation?

The answer of this question is: Through improvement in Ginning Out Turn (%) only 2-3% by incorporating the high GOT% genes in the present varieties through breeding. HIGH GINNING OUT TURN (%) FAMILIES

Ali Akbar Seeds Products Corn:

Started corn breeding during 1998-99 for development of yellow and white inbred lines. Check combining ability of lines developed by our breeder during 2002-2003.

Made all possible combinations. Started conducting of trials during 2004.After two years of testing selected high yielding 4 white corn and 2 yellow corn hybrids. Started local production during spring 2006 of 4 white hybrids. Seed would be available for sale during Autumn 2006 in NWFP.Hybrid production of selected yellow hybrids would be done during Autumn 2006.

Ali Akbar Seeds Products Sunflower:

Started breeding program during 2001 for development of lines. Combining ability of inbreds was testing during 2004.All possible combinations were made and hybrids were developed. Started conducting of yield trials during Sp.2005.

2-3 hybrids are giving good performance. We are again testing in our trials during Sp.2006.

Ali Akbar Seeds Products Vegetable:

Imported hybrids seed of wide range of vegetables during 2005 and trials were conducted. Some vegetables gave excellent performance. We are again testing during 2006 for confirming their performance. We have started multiplication of seeds of approved varieties of summer and winter vegetable. Seed would be available in the next year for marketing.

Ali Akbar Enterprise:

Pakistan, being an agricultural country, has great potential to strengthen agro based industry. To produce high yield, inputs such as seeds, fertilizers and chemicals play an important role. The market for agricultural inputs is very large i.e over Rs. 100 billion per annum. This market is unstructured and fragmented. Companies operating in agricultural inputs have their fragmented dealers for selling their products such as Seeds, Fertilizers, pesticides, spray-machines, fuel etc. These companies do not have any arrangement to provide quality services to the customers therefore, farmers have to face great difficulty in purchasing their required agricultural input, which also lead to great losses as they have to visit many outlets to fulfil their farming needs.

To cater to the growing requirements and increasing problems of farmers, Ali Akbar Group launched its new business venture called “Target Zarai Markaz”

To obtain better yield, every farmer needs certain consultancy services regarding the crop he wants to grow, keeping in view the condition of land and climate. Technical guidance helps farmers in deciding what crops to grow and how to grow and inputs to use at what time. TARGET Zarai Markaz is a one stop solution to all the farmers needs.Target Zarai Markaz is a chain of outlets opened by Ali Akbar Group with collaboration of its franchisees throughout Pakistan. Here is a detailed list of all nation-wide target centres organized by zones and cities

Zone Name Address Phone

BahawalPur HOUSE # 3-ABLOCK-V 0621-730791-2

DG Khan 1-KM Jampur Road Pull DatJAAM PUR ROAD NEAR GRID

STATION

064-2469253-

2472436

Faisalabad  041-

8738866,8737776

Gujranwala    

Lahore 1-KM BHOPTIAN CHOWKDEFENCE ROAD OFF

RAIWIND ROAD042-5321461-5

Mianwali OPPOSITE DISTRICT COURT 0346-4993065

Multan   061-6538292

Peshawar    

Quetta    

RahimYar Khan   068-5885572

Sahiwal Pakpattan Rd,Opposite Agro FarmOPP GOVT.AGRI FARM 040-4228092

Vehari HOUSE # 402-SMAIN SHARQI COLONY 0693-61302

Hyderabad PLOT # D-4 NEAR DAWLANCE FACTORYHALI ROAD

SITE AREA0223-881944

Sukkur 218-B near Magsi Kanta , shikarpur Rd,AIRPORT ROAD 071-56331373-4

.

Products of Taregt:

Action 25% Buta 60 EC Cracker 50 EC

Crown 200 SL Crown 70 WS Cure 1.8 EC

Helmet 40 EC Leopard 2.5 EC Pujing 10 EC

Rani 20 SI Relax 50 EC Resham 10 EC

RootMost Tonic Saomanging 15 EC Selector 40 EC

Timer 1.9 EC Top 330 33 EC Triazophos 40 EC

Weedout 40 EC Carbaryl 85 % SP Carbendazim 50 WP

Clipper 50 WP Furan 3G Manthane 80 WP

Pilot 4G Sitara 25 WP Thiophenate Methyl 70 WP

Links International:

Links International is a subsidiary of Ali Akbar Group having its registered office at Lahore. The group is engaged in pesticide business for the last 15 years and has earned a good fame in the business community. Links International was established in 2003 and successfully put up its first LPG storage and filling plant in 2004. This plant was completed in a record time without compromising on safety and quality. The plant has an area of 4 Acers and is located at 10 Km Raiwind road Lahore. Machinery for the plant is imported from well reputed manufacturers of LPG equipment M/s Siraga France, SIHI W. Germany and Corken USA. We can handle 100 MT LPG in a single shift and have 180 MT gas storage capacity. The company has arranged its own fleet of 10 # LPG bowsers of 25 MT capacity to ensure smooth and safe movement of product from different supply sources mainly JJVL and OGDCL.By the Grace of Allah OGRA issued us LPG marketing license in September 04 and we started supplying gas to our valued consumers in Nov 04. At present

supply is made to about 50,000 consumers through our 80 distributors who are committed to work according to NFPA 58 standard, which ensures safe handling and delivery of cylinders to public. We also ensure that right quantity of gas is delivered to our consumers for which proper sealing is provided on each cylinder valves. These cylinders are designed as per requirement of DOT standards. Supply of gas is made throughout Pakistan according to OGRA parameter.

We provide excellent working environment to our employees and staff who are fully committed to strive for the best in providing neat, clean and pollution free energy in form of “Soneri” LPG to citizens of Pakistan. We are making hectic efforts to enhance supply of gas to the remote and hilly areas of the country to promote healthy environment by saving the forest belts and wild life of the country.

We also render LPG transport services and LPG cylinder filling through hospitality agreements to different marketing companies, which includes Chevron (Pak), Lub Gas, Mehran Gas, Premier Gas and Power Gas.

Pak China Polymers:

In 2005, Ali Akbar Group installed a state of art PET Bottle manufacturing unit at their premises at Manga Mandi. This facility is capable to cater for the rising PET bottle demand in following fields:

Carbonated soft drinks Mineral water Edible Oils Agro Chemicals

The facility is equipped with technological advanced equipment developed over a period of many years of experience in the field by the leading manufacturers of PET equipment. These advanced technologies contain but not limited to following:

Injection Machine from Krupp, Germany Blowing Machine Blowmax-6 Series from SIQ Corpoplast, Germany

The technological superiority of these machines gives certain advantages to this facility over other manufacturers of PET bottles in Pakistan. The reliability and process control system provide consistent quality. In time delivery and after sales services of the company combines into a winning solution for the customers.

Ali Akbar Textiles:

Ali Akbar Textile was incorporated on 23rd July, 1996 as a Private limited company in Pakistan. The company is engaged in the business of textile spinning. The plant has capacity of 21,120 spindles. The Company is belonging to one of the leading “Ali Akbar Group” in Pakistan. We are a leading and reputed manufacturer and exporters of Carded Yarn in Pakistan.

We believe in providing our customers with high quality product and service because we feel that product and services are integral part of each other. Our quests for quality is evident from the fact thatour buyers who are working with us from some time are willing to pay quality premium for our product. We always stand behind our product and assure best services to our clients. We are currently exporting cotton-carded yarn. Best quality Yarn 100% is available in all the counts.

There is nothing “hit-or-miss” about delivering service excellence. It is our primary differentiator in the textile marketplace. By committedly delivering excellent service, we have radically strengthened our service quality and customer relationships.

VisionOur vision is to become the one top textile-sourcing center and gain customer’s utmost satisfaction and confidence in our sourcing abilities.

Values Customer First Pursuit Of Quality, Strive For Excellence Leverage Through Teamwork, People Are Our Valuable Resource Innovation & Diversity Efficiency Improvement & Cost Control Self Improvement Through Continuous Learning

Pak China Manufacturing:

It is a joint venture company. The sponsors are M/s Pak China Chemicals (Local Investor) which is a sister concern of M/s ALI AKBAR GROUP Pakistan and M/s TIANJIN RENONG PESTICIDE INDUSTRIES CO., LTD China (Foreign Investor).

The both partners have vast experience in the field of manufacturing, marketing and distribution of crop protection products in domestic and international market respectively. The foreign investor has a vast experience in manufacturing of Emamectin Technical grade and other products as well. The management has set-up a manufacturing project by way of joint venture company for

manufacturing, marketing and distribution of these products via its vast distribution network of Target franchise and APNA ZARI network.

The manufacturing project has following salient features:-

The first basic manufacturing EPA approved plant for agrochemicals, which is a major goal of the Pakistan government.

Emamectin Benzoate is new chemistry product which is environment friendly and is called a GREEN PRODUCT.

The project can manufacture, market and distribute Emamectin Technical in its first year ofoperation. M/s Pak China Chemicals is already in formulation, marketing and distribution of this product through its direct sales distribution network through out Pakistan.

Emamectin Benzoate is a new chemistry molecule with successfully tested and proven in Pakistan and European market.

The technology for this product has been transferred and the plant has already started manufacturing of high quality Emamectin Benzoate technical.

State of the art laboratory with all the facilities of synthesis and analysis. The project has the potential to manufacture bifenthrin technical,

abamectin technical, imidachloprid technical and acetamiprid technical in coming years.

This project will save Pakistani farmers millions of rupees. This project will start exporting its products to its nearby countries in year

2008. The ability to export the excess production to further decrease the foreign

exchange deficit. Encouragement to other foreign investors and local groups to move into

basic manufacturing of other agrochemical products also. Immediate response incase of any crop protection emergency like 2003 to

Pakistan agriculture. Decreasing the dependency on foreign manufacturers for one of the vital

inputs for crop production

Inauguration of Pak-China Manufacturing (Pvt) Limited. 14th July 2007

Pak-China Manufacturing (Pvt) Ltd. was inaugurated by Governor of Punjab Mr. Khalid Maqbool along with distinguished dignitaries from Pakistan and China. Federal Minister IT Mr. Owais Leghari, Provincial Minister for Agriculture Mr. Arshad Lodhi were also there to encourage the historical initiative of Ali Akbar Group.

Addressing the audience at inauguration ceremony , Mr. Khalid Maqbool Said:”The Pak-China Manufacturing unit is as vital for the country as our friendship with People's Republic of China as this project has helped to strengthen out mutual bonds even more. Pakistan being mainly an agricultural country with a dearth of resources, we had to import the major number of pesticides from foreign countries. Now with the help of Pak-China manufacturing plant, we stand the chance of saving our foreign exchange along with the emergent prospects for the development and progress of our agriculture sector. This project will ensure employment opportunities for a lot of talented people, which will result in an increase in per capita income of the country and the GDP.

I appreciate the fact that the current government has shown immense interest in supporting the private sector as this unit. The combined efforts of Mr. Jawed Salim Qureshi (CE. Pak China Manufacturing (Pvt) Ltd.) and the government have enabled us to become self sufficient in the field of pesticides. And I remain very optimistic that the results of our local manufacturing plant will be far more efficient than our imported pesticides, as these will be manufactured to suit local climate and conditions.

Along with this, I want to express my sincere hopes that this plant will be the leader of a green revolution in the country as we will increase our agricultural exports to the foreign markets, thanks to the efforts of Ali Akbar Group.”

It was a marvelous occasion for entire team as the dream of Pak-China Manufacturing touched the lines of reality. The whole team reiterated their commitment of making Pakistan the self sufficient and prosperous in the field of agriculture.

Board of directors:

Maj. (R) Ijaz Muhammad Khan(Chairman) Ch. Shafat Ahmed Khan(Senior Director) Saad Akbar Khan(Director Sales & Marketing)

Ahsan Akbar Khan(Director Seeds)

Ausaf Akbar Khan(Director AAE) Bilal Akbar Khan(Director DJC)

Senoir Management:

Malik Farooq Ahmed(GM Sales & Marketing) Asif Latif Lone(GM Projects)

Ifran Hussain(GM Finance)

Muhammad Ahmad Malik(GM Administration & Coordination)

Shahid Alam(GM Imports & Purchase) Haji Muhammad Saeed(Deputy GM Quality Control)

Consumer & Specialty Product Division:

Ali Akbar Group Pakistan is the leading service based agricultural products manufacturing and marketing group in Pakistan with diversified business interests ranging from pesticides, seeds, micro-nutrients, textiles, HEIS, LPG gas and household insecticides. The group is now all set to venture into consumer insecticides division with product range comprising of Aerosols, Coils, Crawling insects powder, Surface Cleaning Agents and many more.

Following are the three categories of Cosumer and speciality product division:

Termite Proofing Fumigation Consumer Insecticides

Termite Proofing:

Protection of our houses and buildings, including concrete or ancient structures, against the attack and damage of Subterranean and wood termites and other wood destroying pests. This protection is provided against either of the under-construction or already constructed building structures with the help of specialized chemicals, equipment and application technique.

Fumigation:

The specialized process through which residential and commercial units are provided protection against flying and crawling insects, namely mosquitoes, flies, wasps, cockroaches e.t.c. Specialized chemicals, equipment and application technique is brought under use to accomplish this task.

Consumer Insecticides:

Ready to use insecticides which are supplied to the shelves to all the Top End Retails and general, whole sale and retail stores in Pakistan. They provide immediate protection against various types of domestic pests. 

Ali Akbar Irrigation System:

Ali Akbar irrigation system (AAIS) is another revolutionary step of Ali Akbar group for Green revolution in Pakistan. Pakistan is facing fresh water scarcity like many other countries of the world. Through AAIS, water is applied directly to plant without any wastage ensuring the balance ratio of water and air the root zone. With balance inputs to plant quantity and quality both can be improved. AAIS can transform less water areas into greener like never before. It can increase yield per acre without wastage of water, fertilizers and other chemicals. Ali Akbar is providing HEIS (High Efficiency Irrigation System) on turn key basis Ali Akbar

has established its own fully equipped model irrigation farms demonstrating latest technologies.

Mobile Testing Lab:

Ali Akbar Group's latest initiative to help farmers get expert advice and medicine from our Target Mobile Labs that visit different villages. Target Centres provide spray machines to farmers.

Job description of accountant

I have work in the Ali Akbar Group as a internee for 6 weeks. I have work as a internee in the DJC and Ali Akbar Enterprises (Target) 2 prominent companies of pesticides of Ali Akbar Group. The accountant of DJC and Target use the software called as Franchise Sales Management System(FSMS) that has been developed on the basis of work in that specific region while head office use separate software name as AAC PAC ( for enterprise resource planning). Such software has reduce the burden of accountant in the DJC and Target and increase the efficiency in technical skills. Every thing has been placed according to the specification of accountant work that increases there efficiency in work and reduce the errors and time. The main works related with accounts are:

RT-PR FSRN FSDN Invoices FSTN

SIN Physical stock taking Audit(internal and external) warehouse expense management 10. Verification of sales team EER 11. FO/FM salary 12. Report to Sales Head 13. Data Transmission

RT-PR(Receipt Transactio):

It is abbreviated as Receipt transaction or provisional receipt Receive the collection from sales team in the shape of DD/PO. Demand Draft or Pay Order is the amount that a customer give to territory manager, a draft related with customer specified bank, date and amount. The accountant check designated signatures and stamp of the DD/PO of the bank from which it is drawn. The T.M or senior account manager both has the authority to create the RT. Such amount in the form of DD/PO is credit to the customer account either in the phase 0(zero) or phase 1 on the basis of time. Phase 0 means the customer deposit the amount in the account before 1st January in the form of DD/PO. It has different but specified discount rate depend on the deposited amount e.g. if below 1 million amount has been deposited by the customer in the account than 3% discount is given on it. If above 1 million then 5% discount is given to customer on the product. While phase 1 started from 1st april and it has also different discount rates e.g. if below 1 million

than 13% discount is given and if above 1 million then 15% discount is given on products. The discounts of both phases are different from each other. Most importantly if customer account was credit in both phases then discount of both phases will be given to customer and also seasonal discount.e.g.

Timer Policy: Timer is the product of DJC.

Below 1million 1million or Above

Phase 0 3% 5%

Phase 1 13% 15%Seasonal discount is 20%

Now if we receive the collection from in phase 1 and phase 0 also then and the order was Timer an insecticide product and in both phases the amount is below 1 million than:

MRP + 3%+ 13%+ 20%

If in any product there is no discount related with policy then other incentives are given such as PC dinner or Muree tour etc.

Product policy:It means discounts and incentives given to customer related with specific product e.g. Timer Policy through mail. Basically there are 4 kinds of product policies

1. Herbicides

2. Fungicides

3. Insecticides

4. Micro nutrients (A liquid that is use for giving energy to plant).

Product policy is mostly made for advance booking if not then new policy is provide to senior account manager from head office. Each phase has different product policies for different products and it may vary from previous phase. Phase 0 and phase 1 discounts may vary related with product but seasonal discount remain fixed for each product.Policy of the different products has been sent to senior account manager on the basis of on time usage of product with discount other packages and MRP from GM Sales and Marketing to Z.M who further post such policies under his supervision to senior account managers. Such documents related with accounts are called as inter office memo which is mostly sent by HO.

How to create RT:When DD/PO received from customer then RT is being created by the SENIOR ACCOUNT MANAGER or T.M which is manual work. 1stly mention the date when RT is going to be created, write the customer code on RT. Such code is allotted by senior account manager to reduce the errors time. Then customer shop name that is mention on dealership certificate, a certificate that give authority to customer to use the specific company products. Then give the company name with product policy code and mode of payment as

through DD/PO or online and then give Doc# that is mention on DD/PO as a serial number. After this write the when DD/PO was made and name of branch of that DD/PO. Then mention the name of drawer and drawee bank e.g. (from HBL Multan road to Union Bank 9 #). DD/PO are deposited on daily basis in specific bank (union bank) where company has its own account.then place the territory, zone and amount of DD/PO on RT. Give the remarks on RT and put the authorized signatures and name and if not authorized then use th reference signatures.

RT has 4 colour copies:

1. White2. Blue3. Pink4. Green

White colour copy is send to customer, blue to head office, pink to zonal office and green remain attach with RT book. Copy of RT, DD and CS is given head office on daily basis.

FSRN (Finished Stock Receive Note):When stock has been transfer from head office (distribution department) with system code. Each product has allotted a code given by head office. When HO transfer the product then SENIOR ACCOUNT MANAGER confirm it from the message from N.S.M and through a document FSTN ( a hard copy of stock HO to Z.O.

Senior account manager checks the quantity, name, code of the product with date and post the stock in inventory control medule system (FSMS) after rhe confirmation of warehouse incharge. To create the FSRN 1st go to file then inventory control and then click on account receivable. In FSRN 1st put enter where FSRN# came then name of warehouse as received by zonal office Multan from warehouse HO Lahore. Then select the policy code and enter the FSTN# that was received against FSRN. Mention the date, document type as FSRN then give comments as receive from HO warehouse against FSTN #.After that put the quantity and name of the product and save it. Then go to print option and click the document and select the FSRN document. Document print give the date and time and then click the print option.

FSDN(Finished Stock Delivery Notes):It means delivery of product from zonal office to customer. When customer order has been taken through RT then go to FSMS software and then towards transaction option for selecting the FSDN. In FSDN give the customer code and policy code. Then check the balance of customer in different policies if there is credit balance in that policy for which order has been placed, check that product policy incentive and discount and go towards line item. Where select the product and put the MRP (maximum retail price) provide by HO to ZO with discount and quantity. Before saving all such things you can change them by clicking the undo option but if once you have save it you can not change it. Such error only be corrected by HO. When its confirm that every thing is putted correct then save it.

Invoice:When FSDN is created then create the invoice. For it go to transactions and then to invoice. Put the customer code policy code. Product quantity, MRP and discount has already been mentioned and then go to ship to option where give the complete address of the shop where you want to deliver the product. Below it will show the total balance of the customer and total invoice amount. The invoices are sent to warehouse in charge for the dispatch of the product. After the delivery of product get the acknowledgement back form the ware house in charge. Ware house in charge issue the gate pass outward the product.If wrong invoice has been created then void such invoice, a word use by accountant to cancel the wrong invoice and create new invoice against it and put new invoice # on void invoice that will be helpful for audit.

Invoice has 4 copies:

1. Customer copy

2. HO copy

3. Zonal office copy

4. Warehouse copy.

FSTN(Finished Stock Transfer Note):

It is the transfer of product from zonal office to other zones or head office on the instruction of distribution manager or supply chain manager. Finished Stock Transfer Note can be created by going to file then click on inventory and escape it. Then go to transactions for inventory option and click on FSTN. In FSTN place the location such as from: stock going to be transfers e.g. Multan zonal office to: stock is transferring e.g. Vehari zonal office. Mention the date when its been created, Doc type such as FSTN, Doc# and then give comments. Then put the quantity and item that is going to be transfer to other zones or head office and save it. In the end go to print option and select the respective document and print it.

SIN (sample Issue Note):It is use for demonstration basis or on trial basis. Firstly take permission from research and development department for issuance of samples then issue samples to sales team where they use specific place and and products samples for experiment and check the result of that product.

Physical stock taking:Carry out the physical taking on monthly basis and maintain the record of stock in software and in the manual register (where maintain the stock record when receipt or issued in register).

Audit (internal and external):

Internal auditor checks the stock taking invoices and acknowledgements of invoices FSTN, cash receipt and ledger of customers. External auditor makes the audit for Govt and BOD of Ali Akbar group.

Warehouse Expense Management:

it is basically for the expenses related with warehouse. For the payments of such expenses senior account manager hold the cash in the form of petty cash that is provide by HO. Warehouse expenses are freight charges ,office expenses and other expenses related with it. Expenses sheet of the above mentioned expenses is prepared and forward to HO for re-imbursement fortnightly or monthly basis.

Verification / checking of sales team EER

It is employees expense re-imbursement to check and verify the monthly expenses of sales team and then forward to HO for re-imbursement. When receive expenses of sales team from HO, disburse to the concern. Accountant tick the EER and send it to the HO on monthly basis. Here is the format of EER sheet below:

Employee expense re-imbursement advice Sr. No

Name of sale officer:

Date prepared employee identity destination

Mailing address:(To be filled by employee)

Reimbursement detail Amount Expenses claimedDeductionsTotal deductions ( )Net payable/receivable

Reimbursement valueCash/cheque#

Received at head office on: Reimbursed on:

Remarks:

Finance dept:

Detail schedules: (whole month)

Schedule No

Expenses HEAD

date date date date

Journey details

Company car mileageVehicle#

KM

Reading this reportReading priorTotal CMTotal business KMTotal personal KM

Transportuse

Invoice# route orcity

PaidOr Cr

Invoice detail is provide with date, vehicle#, Rs, name of station, quantity etc.

Vehicle record sheet

Date Meter reading

KM covered

Petrol/CNGLtrs/Rs

Oil change

Filter change

Report about

signed

from to

Total

Signature of immediate boss Mgr sign Admin Mgr sign

Summary of farmer meetings and field days

Sr No

Date Farmer name

Cell# address Acrage Part spent

Participantacrage

FO/FM salary:The salaries of field officer or field manager are prepared by accountant on salary sheet. Salaries are given on DD basis to the employees of DJC and Target.

Report to Sales Head:Provide data and reports to sales heads time to time on requirement basis. R.S.M(regional sale manager) take the reports of sales, sales collection and cash collection etc with there comparison. DJC have 4 territories in Multan that are controlled by R.S.M and each territory has 1 T.M that work under the supervision of R.S.M. Similarly Target has 9 territories with in Multan.

The report which is made on excel sheet by the accountant, of such report demonstration is given below:

Sales Comparison

Sr.No Zone Territory1st Jan 2009 to 31st July 2009

1st Jan 2010 to 31st July 2010

1st July 2009 to 31st July 2009

1st July 2010 to 31st July 2010

1

Mul

tan Jahanian        

2 Khanewal        3 Multan        5 Shujaabad        

TOTAL - - -

Collection Comparison

Sr.No Zone Territory1st Jan 2009 to 31st July 2009

1st Jan 2010 to 31st July 2010

1st July 2009 to 31st July

2009

1st July 2010 to 31st July

20101

Mul

tan Jahanian        

2 Khanewal        3 Multan        5 Shujaabad        

TOTAL - - - -

You can take the report of specific product or all products daily, monthly or whole year basis with there comparison. Similarly can take the report of the ledger of the customer.

Data transmission:All the work that is done in whole day being forward to HO on daily basis. For it accountant use a messenger that connect with HO. All updates related with accountant such as product policy or transferring the daily summary of work to HO by it name as lotus notes. It basically connects the accountant with HO by internet.

Sales return:Sales returns are created against invoices. It is created on 2 bases. 1st when sale on credit but not receive payment from customer during require time than sales putted back physically as well as in software. 2nd when old stock was not sold then receives back the stock and put the sale return entry in the FSMS software.

Cr Note and Dr Note:

Customer deposits the cash in different product policies. When customer gives order for a product in which policy the balance is negative while positive in other policy. While over all balance of customer is positive then we use Cr and Dr Note, shifting of balance from one policy to other policy.e.g.There is account of Hamza Agro Services with customer code JCM13 and its total balance is 16,560 in Cr. There are 2 policies of the company ABP110 (advance booking policy) code given by the head office and Timer policy. The balance in ABP110 16,000 while in Timer policy is 560. Customer gives the order for timer of 8,000. When we see the timer policy balance becomes negative. So we will first shift the balance from ABP110 into Timer policy by Cr Note in timer policy and Dr Note in ABP110.So ABP110 balance will become 8,000 and Timer policy balance will become 8,560. now make the invoice for timer and if check the balance of customer will be 560 in timer policy and total balance will be 8,560.

Behavior of accountant:My supervisor was very nice related with behavior. Teach politely and frankly related with learning in term of account and other related work. Trainings are also provided to staff by HR department as my supervisor attends a training Programme whose title is “emotional intelligence” teach how to work in burden. He had an activity as fill the balloons and push in the air. There main purpose of such training was to be sincere with company and not force for promotion. The promotion issue was raised by my supervisor. Other incentives and salaries related with job are well and employees are satisfied. The senior account manager can give the suggestion and reason for the slower down of the sale to supervisor.

Suggestion

1. Stock can never be issued on invoices but on the basis of FSDN and invoices must be sent to fortnightly to your T.M. Customer will receive the copies of invoice and other 3 will be acknowledge by the customer and sent back to T.M that will minimize the errors.

2. Make promotions of accountant on the basis of there experience.

3. Give authority to accountant related with sales as can investigate the reason of fall in sales and send back to supervisor of its fall.

4. Accountant can control the logistic management related with product because he knows better that how much product is being used in which quantity and in which season.

5. Update the website of Ali Akbar Group that every one can be facilitated by there services.

6. Update the FSMS software according to the requirements of accountant.

7. Interaction of warehouse in charge with logistic manager (SCM) and R.S.M.

8. Give trainings to employees not on job but also off job.9. Proper segregation of duties.

Conclusion:The company overall environment was very well. I have learned lot of things related with internship but there was lack of availability of other information. Main reason of it was that it was just a zonal office, not the HO. Warehouse work was just making the stock inward and outward and interaction with accountant but not with other staff such as logistic manager (SCM) and R.S.M. accountant was doing well as use the FSMS software for making the invoices and other documents (FSDN, SIN, FSTN, EER etc) in the zonal office. Make interaction with HO through lotus notes for daily updates related with product policies, regulations or other updated information. Make Cr Note and Dr Note, physical stock taking and authority of sale return. Related with sales whole year targets are divided into months or according to usage of product in the season.