Internship
Internship
Internship
Submitted By:
Muhammad Sheraz
Submitted to:
Mr. Saeed Ikram
MTL
ACKNOWLEDGMENT
First of all, we are grateful with the grace of Allah Almighty, that Millat Tractor Limited gave such
an opportunity of great experience and innovation. This report is all about our internship in three
major departments. This report will illustrate our experience in Administration, Purchases, and
Finance in hierarchy. We present our thanks to Sir Saeed Ikram (MTL- HR Manager) for
accompanying us with his support in our internship at MTL departments for learning all
major/important activities/functions of departments. Moreover, we thank to all head of
departments and employees who cooperate with us with kind, diverse and amazing attitude. We all
are looking forward to use these adapted skills professionally in future.
We joined Millat Tractors Limited on June 16th 2023 to Aug 2th, 2023. During our 06 weeks of
internship, we performed activities in Admin, Purchase, and Finance Departments. This report will
illustrate the historical background of Millat Tractors Ltd, every product MTL is offering to its
customers and a brief detail of performed activities.
Introduction:
Millat Tractors is a Pakistani agricultural
machinery manufacturer based in Lahore,
Punjab, Pakistan. Founded in 1964, it is the
manufacturer of Massey Ferguson tractors
in Pakistan with a production capacity of
40,000.It is one of the two major tractor
manufacturers of Pakistan with a 70 percent
market share, as compared to Al-Ghazi
Tractors which had 29 percent market share
in 2021.
Vision:
Millat to be a global group of companies, recognized for a range of quality products with innovative
design capabilities.
Mission: Millat to be the market leader in agricultural tractors and machinery, building Company’s
image through innovation and competitiveness, grow by expanding market and investing into
group companies, ensuring satisfaction to customers, stakeholders and fulfilling our corporate
social responsibility.
Status of Company:
The company is engaged in Assembly and Manufacturing of Agricultural Tractors, Implements and
Multi-application products.
CHAIN OF COMMAND
Massey Ferguson 375 (Millat) 58 HP (43 kW)/62 HP (46 kW)/75 HP (56 kW) Perkins
Millat Tractors Limited is manufacturing a large variety of agriculture equipment. The major share
of its product is of tractors. Some of the major products of Millat Tractors Limited are as follow:
Tractors
MF-240
MF-260
MF-350
MF-350+
MF-375
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MF-385
MF-385 (4WD)
DEPARTMENTS OF MTL
Sr.# Departments
1
Finance
2
Marketing
3
Production Control
4
Information Technology
5
Internal Audit
6
Maintenance
7
Engineering and Supply Chain
8
Quality Assurance
9
Administration & Purchases
10 Human Resource Management
11 Industrial Product Division
ADMINISTRATION DEPARTMENT
Administration is defined as the act of managing duties, responsibilities, or rules. Administration
is the range of activities connected with organizing and supervising the way that an organization
or institution functions. Followings are sections of administration:
▪ House keeping
▪ Security and transport
▪ Mail sections,
▪ General contracts
▪ Fair price shops
▪ Pool vehicle
▪ Storage of scrap and sealing.
▪ Taxation and Registration
▪ Vehicle issuance
▪ Vehicle Refilling
▪ Repair & Maintenance of vehicle
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▪ Vehicle insurance
▪ Disposal of Pool Vehicle
▪ Route permit
With respect to many directions in admin department, Sir Noman guides us about the scraping.
Scrapping is basically a process of selling recyclable materials such as metal from product
manufacturing and consumption such as parts of vehicles building supplies and surplus material.
In MTL, the packaging of product is sold to contractors through scrapping process. In this process,
there is a contract made between individuals and MTL with a specific contractual amount. In the
following process, random is issued in order to sale the products such as wood etc for scraping. In
this process, many people outside apply for the contract. A bidding is made and tender is secured.
A contract with a specific advanced contractual amount as security is made with the selected
individual. In that way, a contract of selling of scraping material is made. Furthermore, a memo, a
gate pass and, memo showing the daily loaded quantity is printed, along with a receipt from finance
department, in order to allow contractor to let that particular contracted product out of the factory.
IFS (Industrial & Financing System):
IFS AB (Industrial and Financial Systems) is a multinational enterprise software company
headquartered in Linköping, Sweden. The company develops and delivers enterprise software for
customers around the world who manufacture and distribute goods, maintain assets, and manage
service-focused operations. IFS had over 4,000 employees that support more than 10,000
customers worldwide from a network of local offices and a growing ecosystem of partners.
• Material Requisition:
This is a section of IFS AB where entries related to inventory parts and items are created. Inventory
items are the ones that do not need any gate pass because they are available within the boundary
of MTL. There are items which are allotted a specific code number. Out of many items, there are
some tagged as inventory items. Material Requisition helps to place purchase order for acquiring
products from the inventory part of industry. MR items are available within the factory.
• Purchase Requisition:
Purchase Requisition is basically a request of purchasing of goods and services that are
noinventory. Purchase requisition can be created by any department. In MTL, Purchase Requisition
is created by other departments and to be issued to Purchase Department. Purchase section user
executes daily list of Authorized PRs. In Purchase Department, purchase orders are made out of
purchase requisitions that are authorized.
• Instant invoice:
It is the section in IFS AB where daily financial transactions are recorded. Transactions related to
contractual amount and contractual reimbursements of contractors and many more are recorded on
daily basis in instant invoice.
• Human resources:
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It is the section where entries related to attendance of permanent employees and executives is
recorded. Leave application entries are also recorded in this section.
Transport Section:
In transport section, a long process is carried out on IFS AB in order to place a work order and
release it. Transport requisition is made in which mileage of the particular vehicle is written which
has to move out of the company. Each department sends its transport requisition to transport section
for the approval with respect to priority. We have also learnt about the work order placement in
transport section using IFS AB. The hierarchy of the whole process is as follows.
Department
Hierarchy
of
purchase
order/work
order
Finance Purchase
Department Department
Admin
Security Section:
There are four layers of security in MTL:
• Physical such as bodyguards
• CCTV Cameras
• Electric Fence
• Intelligence Security
Canteen Section:
We also get to know about IFS software and purchases of Canteen Products on daily basis (products
having lower shelf-life) through it. There are two kinds of administrative expenses that are entered
in different sections of IFS AB. One is the purchase requisition and the other is material requisition.
Items that are related to the inventory part of factory are ordered in material requisition and the
one related with the non-inventory part were ordered under purchase requisition.
Inventory items are the one which are in the stocks of the factory.
Non-inventory items are the ones that are not available in the stocks of the company and has to
purchase from outside the company.
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This purchase order is made against the toll tax and transport section service charges. In this we
have to follow the following SOPs:
• Search the indent no.
• Check the tech coordinator, Order Proc Type, and supplier ID.
• After the first step, select all the items and right click. From the options, click on request to
order.
• Add credit-POL in the coordinator section and then click create new. Make sure to check
buyer ID too.
• Enter price, check tax, receive case, inspect code and cost cent.
• After checking everything, remove notes of each item.
• Remove notes of PO too.
• Release the order. PO (Previous Order):
It is an order of items to the previous suppliers at the previous rate.
• Search the indent no.
• Check the tech coordinator and supplier ID in Purchase Requisition.
• After the first step, select all the items and right click. From the options, click on request to
order.
• Add credit-GP in the coordinator section and then click create new. Make sure to check
buyer ID too.
• Search previous order and match the price and supplier of the previous order.
• Enter price, check tax, receive case, inspect code and cost cent of previous order.
• After checking everything, add previous order numbers in notes of each item.
• Remove notes of PO too.
• Release the order.
CS (Comparative Statement):
When previous suppliers change their rate then we make a CS. In CS, we make a quotation of three
or more suppliers for the respective items. We select one or more supplier out of three for the
purchase of respective items and then make a CS. Comparative Statement basically shows a
comparison between the prices of items from different suppliers.
After receipt of quotations, Comparative Statement is prepared to make comparison among
suppliers to select the best one after negotiation regarding price, quality, warranty, delivery. After
preparation, C.S is approved by HOD (A&P).
If the supplier is the single source C.S is not prepared. As per our observation following SOP is in
order:
Purchase Requisition
Calling Quotations
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Comparative Statement
Purchase Order
Gate Pass
Goods Received Note (GRN)
Invoice
Purchase department deals with local purchases i.e. Repair & Maintenance, Nut & Bolts, Tools &
Equipment, Fabrications, Oil & Paint, Chemicals, etc. Purchases department deals with the basic
administrative expenses. These expenses may include canteen items to transport services expenses.
There are two major Purchases:
General Purchases
General Purchases include Fair Price Shop, Canteen, Horticulture, Central Store, Computer
Accessories, Stationary items, Paints, Office Equipment etc.
Technical Purchases
Technical Purchases include Lubrications, Nut & Bolts, Hardware, Fabrication jobs, Repair &
Maintenance of Machines, Pipes & seals, Electric Motors.
Purchase Department works on following SOP
Purchase Requisition
Purchase Requisition is basically a request of purchasing of goods and services that are no
inventory. Purchase requisition can be created by any department. In MTL, Purchase Requisition
is created by other departments and to be issued to Purchase Department. Purchase section user
executes daily list of Authorized PRs. In Purchase Department, purchase orders are made out of
purchase requisitions that are authorized.
Calling Quotation
After the receipt of authorized PR they check the previous rate of suppliers. If previous rate is
found order is placed to supplier. If the previous rate is not found quotations are called from
different suppliers via telephone & Email.
Purchase Order
After the approval of C.S purchase order is issued to the selective supplier on agreed rate TOR.
After the issuance of P.O material is received on agreed rate.
Gate Pass
After receipt of material, Gate Pass is issued against delivery voucher.
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FINANCE DEPARTMENT
Finance is one of the major pillars of any organization and an essential ingredient to a successful
business. Nowadays, a finance department has a broad range of roles to carry out within or outside
an organization. The performance and success of any company greatly depend on how well the
finance is handled. Keeping a close watch on the financing function is very important for the
smooth operation of a company. In this internship report, I will be explaining the roles and
responsibilities of finance department I have learned during the internship in Millat Tractors.
A finance department is the unit of a business responsible for obtaining and handling any monies
on behalf of the organization. The department controls the income and expenditure in addition to
ensuring effective business running with minimum disruptions. Besides the traditional roles of
handling the payroll, income and expenses, finance department responsibilities also include
economic analysis to improve key business strategies.
Technology used
IFS AB (Industrial and Financial Systems) is a multinational enterprise software company
headquartered in Linköping, Sweden. The company develops and delivers enterprise software for
customers around the world who manufacture and distribute goods, maintain assets, and manage
service-focused operations. IFS had over 4,000 employees that support more than 10,000
customers worldwide from a network of local offices and a growing ecosystem of partners.
• Payroll
• General suppliers and Vendors payment
• Treasury section
• Import and export payment
• Sales tax and income tax
• Payroll section
Payroll is the process of paying a company's employees, which includes tracking hours worked,
calculating employees' pay, and distributing payments via direct deposit to employee bank
accounts or by check. However, companies must also perform accounting functions to record
payroll, taxes withheld, bonuses, overtime pay, sick time, and vacation pay. Companies must put
aside and record the amount to be paid to the government for Medicare, Social Security, and
unemployment taxes.
Payroll can also refer to the list of a company's employees and the amount of compensation due to
each of them. Payroll is a major expense for most businesses and is almost always deductible,
meaning the expense can be deducted from gross income lowering the company's taxable income.
Payroll can differ from one pay period to another because of overtime, sick pay, and other variables.
When the company initially orders goods or services from this external provider, a purchase order
is created. Once the goods or services have been delivered, the company will receive an invoice
form the external provider and will then pay this invoice in the form of a supplier payment.
Treasury section
The role of a treasury section is to manage the company's financial resources in order to help
meet the company's business objectives. This includes making effective use of cash and other
financial instruments, and ensuring enough cash is available for upcoming obligations.
Treasury involves the management of money and financial risks in a business. Its priority is to
ensure the business has the money it needs to manage its day-to-day business obligations, while
also helping develop its long-term financial strategy and policies.
Payment for imports may be made either through letters of credit, CAD, or advance payments
Letter Of Credit
A letter of credit is essentially a financial contract between a bank, a bank's customer and a
beneficiary. Generally issued by an importer's bank, the letter of credit guarantees the beneficiary
will be paid once the conditions of the letter of credit have been met.
An LC is a commitment by a bank on behalf of the buyer that payment will be made to the exporter,
provided that the terms and conditions stated in the LC have been met, as verified through the
presentation of all required documents. The buyer establishes credit and pays his or her bank
to render this service.
CAD
Payment terms used in bank collections that require the drawee to pay before receiving certain
documents. Typically, the drawer will send these documents to the drawee´s bank with instructions
that it secure payment before releasing them. Also called payment at sight
Advance Payment
A pre-payment method in which, an importer makes the payment for the items to be imported in
advance prior to the shipment of goods. This method is not very commonly used in Pakistan as per
Policy by State Bank of Pakistan. But it can be used with the limitation of payment i.e.
10000$ and goods delivery within 15 days.
Sales tax
A sales tax is a consumption tax imposed by the government on the sale of goods and services. A
conventional sales tax is levied at the point of sale, collected by the retailer, and passed on to the
government. A business is liable for sales taxes in a given jurisdiction if it has a nexus there, which
can be a brick-and-mortar location, an employee, an affiliate, or some other presence, depending
on the laws in that jurisdiction.
Following are some tax rate that are used in Pakistan at the time of sales
Rate Supplies
17% GST
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16% Services
0% Exempt products
Dealer’s commission
• Filer………………………………………………………….8%
• Non-filer……………………………………………………..16%
Dealer as an Indiviual
• Filer…………………………………………………………..10%
• Non-filer……………………………………………………...20%
Final Accounts section
Final Accounts section refer to the division that looks after the preparation of financial statements,
maintenance of general ledger, Profit and Loss Accounts and statement of financial position. Final
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account gives an idea about the profitability and financial position of a business to its management,
owners, and other interested parties.
All business transactions are first recorded in a journal. They are then transferred to a ledger and
balanced. These final tallies are prepared for a specific period. The preparation of a final accounting
is the last stage of the accounting cycle. It determines the financial position of the business. Under
this, it is compulsory to make a trading account, the profit and loss account, and balance sheet.
Trading account
A trading account shows the results of the buying and selling of goods. This sheet is prepared to
demonstrate the difference between the selling price and the cost price. The trading account is
prepared to show the trading results of the business, example. gross profit earned or gross loss
sustained by the business. It records the direct expenses of a business firm.
This account is prepared to ascertain the net profit/loss and expenses of a business during an
accounting year. It records the indirect expenses of a business firm, like rent, salaries, and
advertising expenses. Profit and loss a/c includes expenses and losses as well as income and
gains, which have occurred in business other than the production of goods and services.
Balance sheet
The balance statement demonstrates the financial position of a business on a specific date. The
financial position of a business is found by tabulating its assets and liabilities on a particular
date. The excess of assets over liabilities represents the capital sunk into the business and reflects
the financial soundness of a company. Now it is known as the statement of financial position of
the company.
CONCLUSION
In review this internship has been excellent and rewarding experience. I have been able to meet
and network with so many people that I am sure will be able to help me with opportunity in the
future.
Not only did i gain practical skills but we also had the opportunity to meet many fantastic people.
The atmosphere of office was always welcoming which made me feel right at home. Additionally,
i felt like we were able to contribute to the company by assisting and working on projects
throughout my internship. One main thing that we have learned through this internship is time
management skills as well as self-motivation.
Overall, our internship at MTL has been a success. I was able to gain practical skills, work in a
fantastic environment, and make connections that will last a lifetime.