KRA Format

MAHENDRA – EGA
S - Specific
M – Measurable
A – Acceptable
R – Realistic
T – Time bound
Activities / Roles / Job SOP GOAL KRA’s INITATIVE
Profile
1 Checking and Approval of Terms and conditions 100 % completion of 1. Online 100 % information
verification of new AO With Terms & Book keeping / should be provided for
Acceptance of Order condition MIS on daily, "Acceptance of Order"
(AO) weekly, at Cashier Desk
1. Customer Name, Address in monthly,
details quarterly and
2. Item Code and Descriptions annual basis –
100% on time
3. Sizes & colour,
4. Taxes
5. H.S.N. Code
6. Rates
7. Payment terms.
8. Transportation Charges
9. Commitment of date for
Delivery of furniture
10. Ensure booking amount to be
collect from customer
11. Ensure and follow up with
Purchase officer/go down in charge for
ready stock.
2 IN CASE OF BAJAJ For Approval of Finance 100 % completion of Completion of KYC
FINANCE CUSTOMER KYC Documentation Documents of
of customer with all customer for finance
1. Collect the Delivery Order From details facility availed from
Bajaj Finance Bajaj

2. Verify the Finance Amount and

subvention charges, net Amount

3. Collect the Down payment as per

the Terms of Delivery Order
3 Follow up with 1. Receive payment within 7 days Ensure Payment 100 % Reconciliation
sales /B.F.L. executive of Delivery Orders should be Collect of Finance
for receipt of payment from B.F.L Within 7 Transaction through
days Bajaj finance

4 Online checking and Approval of DM 100% material 100 % Clearance of

verification of delivery acknowledgement Pending D.M
challan (DM) 1. Ref. of Acceptance of Order after delivery duly
accepted - quantity
2. Quantity and quality,
3. Rate
4. HSN Code
5. Address
6. Vehicle no.
Ensure, Also Ensure 100 % payment
received
5 Sales Bill Generate Ensure that Order Acceptance is Prepare sales bills Before Generation of
and verification available within 1 days after DM / INV , 100 %
final despatch Payment should be
received from
customer
5 Sales Bill Generate Prepare sales bills Before Generation of
and verification within 1 days after DM / INV , 100 %
final despatch Payment should be
1. Verify received from
a. Rates customer
b. Taxes
c. Quantity
d. HSN Code
e. GST No.
f. Terms of Contract
6 Purchase – checking On the date of material receipt 100 % Purchase Entry
and verification should be posted
1. Ref. Of Purchase Order within 4-5 days with
all clearance
2. Computer generated PO sent to
the party
3. Material in – associated
documents
4. GRN preparation
5. Verify quantity and Rates with
Price list
6. Take Approval of Purchase
Invoice
7. Purchase entry in Tally
8. Creditor list is updated
9. Taxation – GST input is known

10. Payment planning

7 Import of Furniture 1. Co-ordinate with suppliers 100 % completion of Completion of Import
2. Confirm with availability of import process Process within time
Inventory with executive within 14 days from limit with no
the date of detention of container
3. Collect the Performa Container arrival at
/commercial invoice for payment made port
to the suppliers

4. Co-ordinate with bank for TT

transfer to suppliers
5. Confirm the exchange rate with
bank and process the TT made to
suppliers

6. After the completion of Payment

collect the import document i.e. BL,
Commercial invoice, packing list,
certificate of origin.

7. Ensure the container arrive at

port within 24 hrs Bill of Entry should
be file at custom site

8. Co-ordinate with CHA for process

of assessment the container and
payment process to shipping line

9. After the completion of

assessment, complete the payment
process of custom duty.

10. Collect the delivery order from

shipping company and pickup the
container from custom house.
 11. After the completion of above all
process, Copy of Bill of Entry submit to
the Bank against payment made to the
overseas suppliers

8 Cash and bank – 1. Physical cash checking daily basis Physical cash audit
with system
2. Cash book preparation and
checking DAILY
RECONCILIATION
3. Verification of authorization of
vouchers
4. Daily bank reconciliation
9 SALARY DISBURSMENT 1. To verify and calculate SALARY Timely Clearance of
Attendance DISBURSEMNT OF Staff imprest &
EVERY 5 th OF NEXT Advances
2. Take approval of attendance MONTH
3. Prepare of salary sheet 3rd of
next Month
4. Ensure all deduction should be
proper in % i.e. PR, ESIC, PRO-TAX, TDS,

5. To confirm all advances and

Imprest should be clear and deduction
from salary

6. Take approval of salary from

Akhil sir and disbursement of salary

7. Voucher entry should be enter

in system with correctly , GroupWise,

10 Debtors list 1. Monthly / as per requirement i.e. PAYMENT RECEIVED Debtors list should be
preparation Branch wise FD/RETRAIL/E-MKT AS PER TERMS & generate with aging
CONDITION analysis & bill wise
details
2. Basic data (Receivables) from
Tally only
3. Narration should explain full
position
4. Ageing analysis
5. Debtors reconciliation
11 Creditors list 1. Monthly / as per requirement PAYMENT TO BE Creditors list direct
preparation MADE AS PER generate from tally ,
TERMS & bill wise , age wise
2. Basic data from Tally CONDITION
3. Ageing analysis
4. No creditors above 180 days
from Bill Date.
5. Reconciliation with creditors

12 Preparation of E-Way 1. Ensure that material is not Timely generate of e

bill dispatched without E Way bill way bill along with
wherever applicable sales bill generation

2. For interstate dispatch Prepare E

Way bill for all consignments

3. Within state dispatches

a. Single consignment above Rs. 1
lac value
 b. Multiple consignments in same
vehicle aggregating above Rs. 1 lac
value

4. In case material is not dispatched

after preparation of E-Way, cancel the
E-Way bill within 24 hrs of preparation

13 Monthly Inter-unit Update the all transaction of inter unit Close reconciliation To Ensure all entries
reconciliation with daily basis with all units by 2nd should be booked in
of next month timely & sent/mail the
ledger of all interunit
every 2nd of the
month.

1. Ensure all entries /

expences should be
complete on daily
basis.

2. Ensure Interunit
Chart Preparation by
Every 3rd date of
Month.

14 MIS Preparation 1. Submit all relevant data to Corp. Submission of MIS 1. Monthly Closures of
Office by 2nd of next month by Every 3rd of Next accounts by Everty 3rd
Month of the Month

2. 100% accuracy, reliability 2. Sales closure online

3. To give correct picture of the 3. Purchase closure by

state of operations 2nt of the next month

4. Analysis presentation with MIS 4. Imprest Cash

for improving controls, taking closure by 1st of the
corrective actions in time next Month, including
Approved
5. Inter-unit
Reconciliation
6. All ledger should
be scrutinysed by 28
th of the month

15 Balance sheet 1. Monthly closure of accounts by 1.Ensure All

preparation 3rdof next month Transaction should be
corrective head,
timely take of
approval of all
pendency's
2. First annual balance sheet by
end of April
3. Final balance sheet by June
16 Yearly manual books Closure by 31st March – Ensure all files books,
closure should be verify with
1. Cash book systems , manuals
2. Bank book
3. Job work register
Start new registers from April 1.
17 Statutory compliance 100% OF all applicable compliances 2 Calendar – 1 Prepare list of
before due date statutory/tax/ Statutory complience
institutional/ with due date
18 Monthly Stock 1. Prepare of invention valuation Submission of Stock banks
statement with quantity wise , rate wise statement by 5th of compliances
Next Month 100% on time
 statement statement by 5th of compliances
Next Month 100% on time

2. Prepare of debtors list with aging

analysis
3. Calculate the D.P
4. Bank statement to be approved
by Corp. Office before submission to
bank.

5. To be sent by 10th of next month

6. Submit hard copy of Statement

7. As per bank’s format, take bank’s

acknowledgement.
19 Working of TDS 1. TDS at the time of bill or time of TDS payment before 1. Ensure corrected
payments booking, whichever is earlier 5th of next month TDS Deduction against
correct Head/Section/
Rate & Timely
Payment of TDS

2. Ensure that there is no short 2. Ensure TDS

deduction considering all the previous configration Enabled
bills in Tally & General the
TDS payable
statement
3. Ensure correct PAN No.
4. Ensure that correct TDS working
is done along with TDS payments

20 GST Return 1. Submit to Corp. Office one week GST RETRUNS TO BE 1. GST Reconciliation
preparation monthly before due date SUBMISSION should be complete
WITHIN DUE DATE with system v/s
working

1. GST 3B 2. Ensure that returns are 2. Electronic

submitted by Corp. Office by due date Cash/credit ledger
reconcile on monthly
basis

2. GSTR 1 3.GSTR-1 Preparation

on every 4th of the
month

3. Check GSTR 2 4.GSTR-2B

Reconciliation on
monthly basis & take
Entry which is
applicable with the
retrun

5. GSTR-3B should be
complete on everty
15th of the month

6. follow up with the

suppliers which has to
be not reflect the ITC
but booked in the
books
 7. Annual GST chart
should be updated
monthly basis

21 Insurance 1. Insurance for Preparation and

a. Plant and Machinery mantaine the
insurance Register
b. Building
c. Inventory
d. Cash in transit
e. Burglary
f. Fire
g. Floater
2. Group Insurance for specified
persons
22 Payment planning 1. Ensure payment process should 3. Working 1. Ensure and confirm
be complete as per the terms of credit funds as per the suppliers credit
limit i.e. 30 / 60 days. approved limit
monthly fund
flow 100%;
ensuring funds
turnover /
rotation in ……
days; retaining
market
23 Payment recovery 1. Get info about payment received Full expected Goodwill with 2. Follow up with sales
– party, bill reference, GST details, TDS amount within due all stake executive for receipt
details, other deduction details if any date. holders of payment , should
(including be connected with
customer refrence same inv.no
satisfaction)

2. Receive documents – Payment

advice with full details of payments and
deductions
24 Receipt of payments 1. Verify that payment is as per the
bills
2. In case of deductions, ensure
that related documents are available

a. In case of TDS, ensure that it is

appearing in 26 AS
b. SD deductions are as per the
terms, make a note SD holding period

3. In case of short payment,

prepare credit note within one day of
receipt of payment
25 Bank guarantee, TDR 1. Maintain and update Bank
Guarantee Register showing
a. BG No.
b. Party name
c. Validity period
d. Amount
e. TDR No.
2. After expiry of Bank Guarantee,
get original BG from the party within a
week with endorsement “Cancelled
and Released”
 3. Submit released BG to the bank
and get back TDR margin money within
2 days
26 Get Bank Guarantee 1. Get duly filled BG format from
from the bank Marketing Dept.
2. Verify the terms of contract
27 SD / EMD Recovery 1. Keep track of due dates, keep all All EMD/SD
related documents clearance within
time limit
2. Follow up with Marketing
Executives for recovery in time
3. In case of SD, if payment not
received, get clarification letter from
the customer
28 Assessments and 1. Required submission on hearing 4 1. To Ensure , all
Appeal date Assessments documents should be
and orders avaiable in details

2. Regular follow-up by Corp. Office 2. Timely submission

to close all the cases. of required
documents

3 Co-ordinate with
Saurabh sir
29 Confirmation of party Online reconciliation with all parties Monthly 1. Ensure the Monthly
ledger reconciliation with ledger reconcile with
Party creditors

2. Payment advice
provide to creditors
with all details

3.Reconcile of unpaid
bills with creditors

4.To ensure Credit

note/debit note
should be proper
enter within timely

30 1. Capital budget 5
2. revenue Budgetary
control 100 % -
capital/revenue
;cost control
100% - fixed /
revenue
31 Physical inventory 1. Complete by 5th April 6 Internal 1. To verify & audit
verification Audits / the documents ,
Vigilance for whether related to
reducing inventory movment
financial risks
2. Valuation by 10th April to 0% 2. Ensure all sales
retrun should be
timely posted

3. Categorization – dead, moving 3. Ensure all new

Products std cost
should be updated

4. Corrective action 4.Catgrisation of slow

moving/dead/ non
saleble inventory
should be update
 5. Ensure correct
description/item code
should be shown in
stock register, as well
in system, properly.

6. Daily audit/scrutiny
of sales statement
manual v/s system
with stock register

7. Randomly physical
verification of stock at
all branches, in weekly
basis
32 Entry , Processing, and 1 Online” and organized data 7 EDP /
Back up of data on availability on all 365 days Records / 1. Ensure daily back up
ongoing basis, and Systems & of all books and
DATA security with Processes update
pre-defined 2. Ensure system is
authorisations- properly updated with
electronic/manual antivirus quick heal
including storage installed.

2 100% on time / on demand 3. Proper indexing of

files and books as per
yearly closing

3 Screening on daily / weekly / 4. Keeping of all data

monthly basis by ensuring availability and books with very
100% on demand well safe and
complete security

Initiatives to be taken/ CHECK LIST [ II ] Update

Act. No. Activities Resources Required Responsibility Target date
100 % information should be provided Co-ordinate with SALES OFFICER
for
1. “Acceptance of Order”
Cross verification of MRP sales officers &
seniors
1 2. Payment Terms
3. Delivery Terms

100 % Clearance of Pending D.M Co-ordinate with SALES OFFICER

1. Regular basis pending D.M. sales officers & + MAHENDRA
4 disposal seniors

Physically cash audit with system Co-ordinate with MAHENDRA

1. Whether exp should not be more cashier
8 than Rs 10,000

Debtors list & Creditors list – basic data Co-ordinate with MAHENDRA
1. debtors & Creditors list- bill wise Dewang sir/ Akhil sir
report directly from tally,
10 & 11 2. Old debtors & Creditors Balance
disposal
3. Old Advances disposal

Timely generate the e-way bill along Co-ordinate with MAHENDRA

12 with Need
1. sales bill generatefor e way bill
to delegate despatch section
generate /logistic dept
 Monthly Interunit Chart Preparation MAHENDRA
13 [ 24-25 ]
Working of TDS generated from Tally Co-ordinate with JAK MAHENDRA
19 info solution

GST Reconciliation preparation system Co-ordinate with MAHENDRA

v/s
1. working.
GSTR-2B ITC audit with supplier supplier +Purchase
20 wise officer

Ensure all details should be Co-ordinate with VED KAMAL

comply as per below sales officer/godown CHAHANDE/RA
in charge HUL
NAIR/SALES
OFFICER/MAHE
1. Daily audit/scrutiny of sales NDRA
statement manual v/s system with
stock register.

2. Randomly physical verification of

stock at all branches, in weekly basis.
31

3. Valuation correction in tally

4. Phy stock correction in tally
5. Dead/ scrap inventory filtration
6. Import inventory monthly aging
analysis update
7. Categorised inventory [slow
moving/fast moving/ ]
TALLY Data and other file digital back
32 up
Monthly cash sheet should be proper Co-ordinate with MAHENDRA
kept in record room on Monthly basis cashier

Locking system of MRP in tally Co-ordinate with MAHENDRA

Dewang sir/ Ejaj sir

Prepration Fixed Assets File & all bills MAHENDRA MAHENDRA

should be scaned in computer

IMPROVEMENT

Sr.No Activity No. Activity Resources Responsibility Remark

Professional tax assesment done up to

1 28 MAHENDRA DONE
21-22
Monthly cash sheet should be proper Co-ordinate with
kept in record room on Monthly basis cashier
2 32 UP TO JUNE-24 MAHENDRA DONE

Weekly Inventory analysing update

3 31 Co-ordinate with MAHENDRA WEEKLY BASIS
above 3 month invenotry
Aijaz sir + Dewang sir

phy stock taking procedure simplify Co-ordinate with

4 31 software MAHENDRA DONE
through bar coding system
team+Chahande+Ra
hul
Resource Primary Reporting Others in the
Required Responsibility to loop
Co-ordinate with MAHENDRA AIJAZ SALES TEAM
sales officers & RAHMANI
seniors

Co-ordinate with SALES EXECUTIVE AIJAZ MAHENDRA

sales officers & RAHMANI
seniors+Bajaj
finance officer

Co-ordinate with MAHENDRA AIJAZ

sales officer & RAHMANI
senirors + Bajaj
finance officer

Co-ordinate with SALES EXECUTIVE AIJAZ MAHENDRA

sales officer & RAHMANI
senirors

Co-ordinate with DHIRAJ AIJAZ RETAIL/MKT

sales officer RAHMANI/S TEAM
WATI
SAYWANE
Co-ordinate with DHIRAJ AIJAZ RETAIL/MKT
sales officer RAHMANI/S TEAM
WATI
SAYWANE

Co-ordinate with MAHENDRA AKHIL

Purchase officers SIR/DEWAN
and seniors G SIR

Co-ordinate with MAHENDRA AKHIL SIR

CHA & Shipping
line agency
Co-ordinate with DHIRAJ MAHENDRA
Cashier /AIJAZ
RAHMANI

MAHENDRA AIJAZ AKHIL SIR

RAHMANI

Co-ordinate with MAHENDRA AKHIL RETAIL

seniors SIR/AIJAZ TEAM/MKT
RAHMANI TEAM

Co-ordinate with MAHENDRA AKHIL SIR PURCHASE

seniors DEPT.

Co-ordinate with MAHENDRA/ MAHENDRA RETAIL

dispatch SHUBHAM/ TEAM/MKT
section / logistic CHAHANDE/ TEAM
dept. RAHUL
Co-Ordinate with MAHENDRA SAURABH CORPORATE
Corporate team SIR

MAHENDRA SAURABH CORPORATE

SIR

Co-ordinate with MAHENDRA SAURABH CORPORATE

Saurabh sir, SIR
Darshan Sir

MAHENDRA AKHIL SIR

MAHENDRA SAURABH
SIR

MAHENDRA SAURABH
SIR
 SIR

MAHENDRA SAURABH
SIR

MAHENDRA SAURABH
SIR
Co-ordinate with MAHENDRA SAURABH AKHIL SIR
Rafiq sir/ SIR
Saurabh sir/
Akhil sir

Co-ordinate with MAHENDRA AKHIL SIR

suppliers/ Akhil
sir/ Dewang sir

MAHENDRA / AKHIL SIR RETAIL/FD/E-

MKT / RETAIL/ E- COM
COM

MAHENDRA AKHIL SIR SAURABH SIR

MAHENDRA AKHIL MKT DEPT

SIR/SAURAB
H SIR
 MAHENDRA AKHIL MKT DEPT
SIR/SAURAB
H SIR

MAHENDRA GOENKA MKT DEPT

SIR/AKHIL
SIR

MAHENDRA SAURABH RAFIQ SIR

SIR

MAHENDRA SAURABH RAFIQ SIR

SIR

MAHENDRA SAURABH
SIR/AKHIL
SIR

Co-ordinate with MAHENDRA AKHIL SIR / RETAIL/FD/E-

godown incharge /AIJAZ RAHMANI SAURABH COM/ AND
, chahande / SIR OTHERS
Rahul/ Branch
head
Co-ordinate with MAHENDRA
Rafiq sir