INTERNSHIP PROGRAM:I did my internship in Ghani Global Gases Head Office which is situatedin Lahore Modal town 10 -N 54000.
The Office Building Consist of 2 High classapartments. The area was quite good andsuitable for the working. The whole building was air conditioned also therewere no hurdles during the work of electricity or any IT Bugs because IT andthe electrical staff was there.The work environment wasnot Stressful instead everyone works under cooperative managers.
The office Staff wasCooperative and honest. All the personnel work like a team, supports each otherand help in all the matters. The best thing a4bout head office was that all thestaff is treated equally all managers, Executives offer prayers in one mosquethat was for everyone.Also, company offer lunch to all its employees’ only executives butas well as all labour staff sweepers, office boys, and driver everyone. In head office following major departmentoperates: ü Marketing ü Financeü Tax& Audit HR/Admin ü ProcurementAll the departmentsoperate under the supervision of Board of Director who also came there on dailybasic and supervise all the operation of the company. As all the decisions ofmanagement are taken by directors so their availability ensures the work to runsmoothly effectively & efficiently.
My internship was in theFinance Department that manages accounting and financing needs of theorganization and the functional area of my internship was Inventory Departmentsub department in Finance department.Monitor & Maintain the Purchase RecordInventorydepartment was responsible to monitor the purchase cycle. Which was as follow: Inthis Purchase cycle first of all Material Demand Note (MDN) made by anydepartment who need the thing for the use than this note is sent to directors for sign if it is approved then purchase Requisition thenaccording to PR Store check how much quantity is present and how much shouldpurchase after this inquiry is made and purchasers bring quotation by market search and then this on thisquotation chairman Mr. Masroor decide which is the best thing to buy than purchase order is made withthe name of this company and Itempurchased then Inward gate pass is made also lab inspection to checkthings then Good receipt note (GRN) ismade by purchase department to Check mention the quantity amount of purchaseitem.When purchase department’s procedure completed then documents comein Inventory department we check all the document to verify all the documentsare prepared properly, if documents are prepared correctly than we receive thedocuments and on the basic of this documents we prepare Purchase InvoiceVoucher (PIV) both in 2 Software’s that are CSI (ERP Software) and ORACLE(Accounting Software).Bookkeeping of financialEntries of Letter of CreditInventory department is responsible to the check letter of CreditCost Sheet and Bookkeeping of financial accounting entries for the letter ofcredit payment.
Also, to Add the imported material in the Store Stock ofcompany. This includes the entries of Bank Charges for LC, Custom Duty charges,Excise Duty, Freight Expenses, Insurance Expenses Etc.Prepare Journal VouchersInventory Department makes Journal Vouchers for the payments of FreightExpenses, Office assets service charges and all that expenses that did not fallin any other account in the software. Monitor the Physical StockReport Inventory Department monitors the physical Stock report of inventorypresent in Stores of Ghani Gases that are Head followings 1. HeadOffice Store 2. GhaniGases I Production Plant Store 3. GhaniGases II Production Plant Store Material Issued reportInventory Department checks the report of material issued by headoffice, GGL I and GGL II Store and made the report of total Material issued atthe end of each month. This report clearly shows how much material used by thecompany.
Prepare MDN TO PIV:Inventory department prepares a report that is called MDN to PIV inthis report we check all the documents and each document is shown with hiscycle the item whose cycle is incomplete are separated that show all thePending Voucher and their status is shown on the basis of which documentPurchase Invoice is incomplete. This report is made on every month end to checkfull month pending voucher and coordinates with Purchase department to resolvethe issues of the pending Voucher to complete their transactions.Work as a InterneeThis section is about the training and development being done atGhani Gases Ltd. This section includes thedetailed information about different tasks & activates I perfumed inInventory Department I have completed my training with two good 3 trainers thatwas following The Senior Executive in Inventory Mr. Zaheer Ahmad also with twoaccount officers Mr. Usman Safdar and Hafiz Irfan.
They all were verycorporative and motivating during my internship period.My internship consists of six weeks and every week was full oflearning for me and I felt trained as the time passes. My internship six weeksdaily dairy report is following: 4.1 Week # 1 The first week of my internship report starts with the fabulous daywhen I did come to inventory department and meet with the staff of inventorydepartment Personnel.
The senior executives Mr. Zaheer Ahmad ask me about my educational background and check myintellectual skills with an informal interview. Then he introduces me fromother two account officers in our department and linked me with Mr.
Hafiz Irfanto tell me about some basic information. He was very cooperated account officerhe did tell me about the Purchase Cycle on the first day and give me somedocument of purchase cycle and guide me about all documents. I saw all thedocuments and understand the Purchase Cycle. On the 2nd day, he didtell me about the software’s they use for bookkeeping of financial entrieswhich was CSI & ORACLE. Also, he did tell me about how to take print ofdocuments of Purchase Invoices that prepared after the completion of PurchaseCycle. On 3rd day he booked some Purchase invoice in the ERP Software and taught me about thefull procedure and I did make some notes of the procedure.
On 4th dayhe guided me and under his instructions I booked a Purchase invoice voucher andtake the Print of this voucher and he tell me how to arrange this documents inoffice box files. Purchase invoices are made after verifying all the documentsof the Purchase Cycle that are showed in the diagram as well. In this Purchase cycle first of all Material Demand Note (MDN) madeby any department who need the thing for the use than this note is sent to directors for sign if it is approved then purchase Requisition ismade then according to PR, Storedepartment check how much quantity is present and how much should purchaseafter this inquiry is made and purchasers bring quotation by market search and then on this quotationchairman Mr. Masroor decide which is the best thing to buy than purchase order is made onthe name of this company and Itempurchased then Inward gate pass is made also lab inspection to checkthings then Good receipt note (GRN) ismade by purchase department to the Check mention quantity & amount ofpurchase item. When we verify all the documents are prepared properly we didbook the Purchase invoice in ERP.This On 5th day he told me about bookkeeping of the Purchaseinvoice in Oracle after printing the document that is already entertained inthe CSI software and I booked a document in the Oracle Software. And after thisaccording to his instructions, I arrange the document properly in the OfficeBox file and put the Oracle Entertain Stamp on it. In Oracle, the purchase invoices were bookedunder the header of the payable invoice current month batch.
In preparation oforacle Entry, we credit the supplier in case of credit purchase and in case ofcash payment we did credit our purchaser who made the cash payment. againstthis credit amount we did match all the goods or tools or equipment’s that weactually purchase and after match when amount is same we did save this invoiceand put the stamp on document. When the Purchase invoice had entertained inboth software’s our seniors check this invoice and sign that document whichshows it had checked then send it in internal audit for further check.On 6th day I perfume the full entry of the document inboth Software’s and I felt learned this process and further I got theassistance in the whole internship for this documents entry and also, I wasinvolving in whole internship time in bookkeeping of purchase invoices with Mr.hafiz Irfan till the last day that because these entries are performed on thedaily basic and these entries were learned during this first week.4.2 Week # 2The second week of my internship was also very good.
During thisweek, my Senior Executive Mr. Zaheer Ahmad trained me. In these days Letter ofcredits entries was pending and there was work pressure of our account managerso, he ask me how much I know about letter of credit procedure and told meabout brief procedure of letter of credit on 1st day of this weakand taught me about how to take prints of General ledger related to letter of credit. On 2nd day I was also involved in taking prints of letter ofcredit and matching the payment of Letter of Credit’s General ledger with LCCost Sheet. On 3rd day he Started bookkeeping of Letter of Credit InOracle Software, also told me about the procedure I did write the wholeprocedure and on the 4th day I booked an entry of Letter of creditunder the supervision of Mr. Zaheer Ahmad. He did appreciate me about this andhe gave me some document that he assigned me for bookkeeping On the 5th and6th day I remain busy inbookkeeping of Financial Entries of the Letter of Credit.
It was Really LongProcedure consists of the all the Letter of Credit Financial Entries likeBank Charges, Customs Duty Payments, Excise duty, Other charges, Freightcharges, Insurance Expense and Letter of Credit Documents Retirement Charges. In the Procedure of booking Financial entries of letter of Credit InOracle first of all I did open the ORACLE Software, come in Payable invoicesbatch and Search the Batch of LC No # E.g.(L.C # 54613/17) then enter theentries date wise .
First of all, we booked the LC item amount by mentioningdollars exchange rate of LC. In this procedure, we did Credit the Supplier or 3rdparty with its amount and then match the Entries of debt Side expenses.E.
g. In Insurance expense, we did matchsales tax and insurance amount one by one. And then my seniors check the entries and validate all by checking themin software. 4.3 Week # 3The 3rd week of my internship program was very beneficialto me. During the Whole week I remained attach with Mr. Hafiz Irfan , he wasvery friendly person and always try to taught me new things, On 1st dayof he did tell me about the Journal Voucher , like why we prepare thisVoucher and how to prepare this Vouchers and help me to prepare some notes onit. On 2nd day he showed me all document of Journal Voucher and heprepared some Voucher In CSI software.
On 3rd day I did practicallyprepare this Journal Voucher under his supervision & gaudiness. On 4thday I came to know bookkeeping of the Journal vouchers in the ORACLESoftware and booked some documents. On 5th and 6th day aswell I remained busy in the entries of Journal Vouchers in CSI & ORACLE andthis practice helped me to learn this procedure properly.Process of Preparing General Voucher & ReasonsJournal Voucher Prepares for service charges Like Freight Expense,maintenance of Inventory like in Office Printers maintenance charges or companyVehicles Maintenance. These documents entries came under the head of JVs in the payableinvoices in ORACLE & CSI. In these entries, I did debt the Freight expenseand Credit the Purchaser or Company account number from which we made thepayment. 4.4 Week # 4The 4th week of my internship Program was Quite good andbeneficial to me.
During this week, I did learn about the Generation of itemCodes to new Purchased items. This work was the responsibly of Mr. Usman Safdarhe prepares new codes and in this Week, he has to open some new codes so Mr.Zaheer ask him to teach me about how to generate the Product code and what arethe categories of Product code. On 1st day he told me what are thecodes category and which code is used for which purchase. He told me aboutElectrical, Chemical and Mechanical local item codes and gave me an Excel filein which all Chemical Electrical and Mechanical items were mix and gave me anassignment to separate these item on the basic of their codes.
On 2nd day as well I remained busyin the activity to separate the Item according to category. On 3rdday he gave me another file which consists of consumables, tools and rawmaterials and he gave me assignment to separate the 3 types from one another,he did guide me how I can separate them in Excel software . On 4th day I remained busy in same task andwhen I completed the assignment I came to know which items could fall in whichcategory he did appreciate me and correct my mistakes. On 5th day all the Item were separated so he startedGenerating codes and tell me all the steps and I did make some notes of it. On6th day I did assign theCodes to some items for the practice under the supervision of Mr. Usman Safdar. Category Local Code Import Code Electrical 06 09 Chemical 01, 02, 04 Mechanical 07 10 Consumable 05 Tools 08 Raw Material 14 15 TheCode Category was following The Process of generating code was tough but I did learn it.
In theStart when item come we did check the category of item then we check this item codealready either or not. If the code is not already exist in ORACLE then we checkthe Last code copy in the category of this item Codes then this code is copiedin excel and then generate the next code of the copied code also mention itsdescription.4.5 Week # 5 The 5th week was very incredible for me. On this week, Idid learn reconciliation of Inventory department with Mr. Usman Safdar. On 1stday he did tell me about why wedo reconciliation and told me about which reports are to be reconcile. He didgive me his CSI ID on which have all the excess to all the reports of Headoffice and plant issuance.
On 2nd day he Started reconciliation ofGGL I Store issuance report and told me about this Report and on 3rd dayI did Start the reconciliation of the Issuance Report of Store GGL II under thesupervision of MR. Usman Safdar. On the 4th day I remained Busy inthis task and he guides me about the report. On 5th day I didinvolve in the reconciliation physical Stock Report with Mr.
Usman Safdar. On 6thday I also involve in Reconciliation of Physical Stock report.The Reconciliation process of issuance report includes the checking of items issuedunder the correct head like consumables like office stationary expense shouldbe issued under consumables, Mess expenses should be Issued under Mess Expensesand mechanical expenses should be booked under mess Expenses Head. we did findthe mistakes and call the store Supervisor about the corrections. In thephysical Stock report recondition we check the Stock physically present in thestores. 4.
6 Week # 6The Six week of my internship was full of practical work. During thelast week, I did learn about MDN to PIV Report. On 1st day of thisweek Mr. Irfan explained me about the purpose of this report and also show methe format of this report and Also, I booked some purchase invoices. On 2ndday Mr. hafiz Irfan guided me and I did prepare the report. On 3rd dayI sent the pending voucher list to Purchase department by Email also send thisreport to GGL I & GGL II Store.
On the 4th day I booked theremaining documents whose issues solved by the purchase department and Stores. I did prepare MDN to PIV from the CSI Software this report’s purposeis to check the remaining vouchers at the end of the month. The documents whoseMDN to PIV status is incomplete were separated from the list and this list issend to the purchase department or the Stores whom to the Issue was link frompurchase cycle it could be GRN or PR or Purchase order. For conducting SWOT analysis, its mandatory to identify External andInternal factors which can be identified through GPEST, Porter Five Forceanalyses and Porter Value Chain Analysis. SWOT Analyses bellow are based onthese internal and external forces for which proper analysis were conducted incompany’s interest.
Following is thedescription of SWOT Analyses Ghani Gases Ltd6.1 Strengths: Strengths > Customers client and vendors are loyal with the company. > Company’s operations are Riba free. > Vast and easy availability natural resources uses as a raw material. > Value-based leadership in the company. > Strong Technical edge due to imported machinery and economy of Scale Introduction. > Focus on SHEQ which is to develop Safety, Health, Environment and Quality oriented culture.
> Experienced team of professionals in the management of the company. > High profitability and revenue. > Monetary assistance provided > Effective polices to reduce labor cost > High growth rate due to Efficiency and Effectiveness.
> Productive and skilled workforce > Domestic Market existence > Existing Distribution and Sales Networks > The market size is adequate. > The industry is more robust than the economy in general. > Quality oriented products > Save the marketing cost. > Health oriented products and services for better environment. > Save the promotion cost.
> Strong goodwill > Offers all benefits to employees including Provident Fund and gratuity etc. 6.2 Weaknesses: > High Employee turnover due to lack of employee’s retention > Dissatisfied employees with fewer growth opportunities.
> Taxes > Brand Portfolio very less > Poor infrastructure > Lack of Decision making authority due to centralized management > Company is offering low salary as compare to market practice. > High investments in research and development. > Lack of strategic relationships with clients.
> Dependence on Domestic market for growth > Under Performance of Oil and Gas fields means limited market share > Less attention to social responsibility. > Load shedding high alternate energy resource cause raise in cost of production > Less focus on retaining competitive employees. Weaknesses Opportunities 6.
3 Opportunities: > Income level is at a constant increase > Continues Growth rates and profitability > Possibility of new markets > New acquisitions > Venture capital > Ability to Expand business in global markets > Growing Chemical Industry. > New products and services are possible. > The market changes fast. > Hire trainees to contribute in reducing unemployment > Fast track development of its current and future projects at an aggressive pace without compromising quality and transparency > Accelerate Production Growth by continuing to accelerate production growth through utilizing cutting-edge technologies.
6.4 Threats: > Restricted Government regulations > Market’s price fluctuations > Increase in Labor Cost due to inflation. > Increasing Rate of Interest > Financial Capacity lower than competitors > Increasing Costs on Imports > External business risks > New products and technologies change demand > Technological changes are affecting the industry. > Exchange rate and Reserve Depletion > Irrational tax policy > Increasing cost of power resources. > Heavy import duties like Customs duty, Excise duty > Political and Economic risk > Low barriers of market entry Threats Chapter # 7 CONCLUSIONS ANDRECOMMENDATION7.1 Conclusion:Ghani Gases Ltd. is the major player ofchemical sector in producing Medical and industrial gases.
From natural air to liquidgases entire manufacturing process is the result of company’s sequentialproduction planning and sustainable business policies. Company aim to providequality products to its customers. It’s the efforts of directors that thecompany is now ISO 4001 :2004 certified.Ghani gases has strong technical edge dueto imported machinery.Due to the Growing Chemical Industry and medical gasesdemand new products and services arepossible. Company is offering low salary as compareto market practice also the company strategic relationships with clients is low. but highest production capacity is the result of itsproductive employees.
Company faces multiple threats from domestic competitorsand converting threats to opportunity is a sign of successful company. But thecompany growth is increasing rapidly as compare to past few years. 7.2 Recommendation: Ghani Gases is the fastest growing private company in Pakistan but marketingand promotional strategies are limiting company’s full potential and growth inmuch larger scale. Company must focus on strategies which are mandatory for anytype of business to succeed in this advance technological era.
Ghani Gases focus on retaining competitiveemployees is low and offering low salaries to its employee’s due to which theemployee’s turnover is high and often become problematic issue. Company should resolve this issue by focusing on marketing andpromotional activities to perform their operations effectively. Ghani gaseshave opportunity to introduce new products in Domestic market also can move toglobal market. Also for their employee they should set the salary incrementsprovide the Job enrichment and enlargement.