Damas

WEDDING SILKS

FINANCE DEPARTMENT PURCHASE DEPARTMENT

STAFF/SHOWROOM
ADVERTISEMENT AND
MANAGEMENT
PUBLICITY DEPARTMENT

All departments should adhere and follow the process and procedures set for each department.

Finance

Finance head will be looking after the Financial functions of the Company.

Finance head will take up the responsibilities briefed below :-

A) To regulate and control the fund management.

B) To allocate funds for administrative and operational expenditure.
C) To allocate funds for purchase of goods/products/services.
D) To look after all the banking operations.
E) To allocate Delegation of Power to sub-ordinate for speedy disposal, if required.
F) To forecast the budget.
G) To prepare the annual operating plan (AOP)
H) To conduct review meetings with other working partners .
I) To evaluate the progress of the Company.

finance Department will be headed by Mr.Ayoob. He will be supported /assisted by

Mr..Famis.
Purchase Department

(a). Purchase should be based on current trends

(b) Total inventory management

(c). Current stock management and statements

(d) prepare the quotations, tenders for purchase of goods and services.

(e) Identify the vendors, prepare the cost / expenditure details for purchase of goods and
services for the financial year
.
(f) To conduct review meetings with other working partners

(g) systematically maintain all the records of stocks, current value of stock etc. He can get
the assistance of staff and can use a good software to track and update the data

(h) plan the purchase program

(i)All the dealings should be done in a transparent way

(j) Minimize all expences for purchase

(k) pricing should be moniterd by purchase Dept.

(l) purchase should by done by the permission of finance department

Purchase Department will be headed by Mr.Famis and Mr.Ayoob. Purchase Department will
also look after the Material Management.

Staff / Showroom Management

Showroom Management

Staff / Showroom Management will be headed by Mr. Ashraf. He will be assisted and
supported by other working partners.

Showroom appearance and decorum play an inevitable and important role in the sale of the
products. Head of Showroom Management will be responsible for giving a magical touch for
the showroom. He will exercise meticulous care in display of products, providing apt
signboards / direction boards, providing excellent ambience of atomosphere for customers,
entertainment to children and some recreational facility. Customer Focus should be the prime
area and concern. He will also oversee the customer feedback and the dealings of staff with
the customers.

He will conduct the meeting with his staff periodically and evaluate the progress.
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Staff Management

Human Resource is the backbone of any good organisation / company. Head of Staff
Management should prepare Manpower Planning, Recruitment, Training and Development
and Welfare. He should concentrate on recruitment of qualified and experienced staff. He
should ensure attendance, leave management, training and development, welfare measure,
staff exit formalities and disciplinary action wherever required. Will also be held responsible
for compliance of all statutory legal obligations with the concerned government departments.

He should prepare the detailed annual operating plan for meeting the cost of recruitment,
advertisement, annual wages and other statutory expenses, training expenses, welfare
expenses. The expenditure projected will be within the scope of the AoP.

Head of Staff Management will reporting to finace department and take necessary approval
for recruitment / termination of staff and for any financial requirements

Advertisement and Publicity

Head of Advertisement and Publicity will be Mr. Ayoob, Me. Ashraf and Mr. Famis. They
have to take care of advertisement and publicity of Damas Wedding Silks in an innovative
way. They should formulate the detailed advertisement plan, expenditure for the financial
year, their projects for advertisement film, media and broadcasting expenses, etc. Based on
this, they could prepare the Annual Operating Plan and work within the estimate projected.

They should consult good advertising agencies and negotiate the rates. Like in Purchase the
quotations and tender etc. to be floated whereever required. Since advertisement and
publicity costs a major chunk of revenue, care should be exercised to get the maximum results
and effect from each of publicity and advertisement work carried out by team.

In general :

All the Directors as assigned allocations as above should interact with

each other.

All the other directors who are investors and not included in the functional role and day-to-
day operations of the Company and those who are not presently residing at Chavakad also
should be informed of the decision of the Top Management. Approval in writing or
communication by mail can be taken from them accepting to the management structure.

All department heads will hold weekly, monthly and quarterly meetings to review the
progress and also to work out detailed action plan and implementation of the same.

All department heads are responsible for any failures of each department .

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To streamline the accounting process work allocations can be distributed to Accountants as
detailed below :-

Accountant – 1

• Daily Sales / Collection (Receivables)

• Billing (Issue of invoices)
• Remittance of collections with the bank

Accountant – 2

• Preparation of Bank Reconciliation

• Banking activies
• Purchase accounts
• Staff Salary, Remittance of Statutory taxes

Accountant – 3

• Sales Tax / VAT / Income Tax

• Municipal Taxes
• Co-ordination of all payments to other govt. Agencies, contractors etc.