# RE Onboarding & Offboarding System



**1.1.2 LOI Governance & Communication Clarifications**

- Clarified that the **Finance team is not the decision-making authority** for LOI issuance
    and is responsible only for financial validation.
- Confirmed that **LOI documents are shared exclusively via official email** and not through
    WhatsApp.
- Clarified that **LOA issuance is a parallel statutory activity** and is **not dependent on**
    **infrastructure readiness**.

**Send Back or**
    **Revoke resignation requests** , with communication routed through **Work Notes**.
- Confirmed that **Full & Final (F&F) settlement is triggered strictly on the Last Working**
    **Day (LWD)** and not based on approval date.

**1.1.6 Termination Workflow Governance Updates**

- Clarified that **CEO is the final approving authority** for dealer termination cases.
- Included **CCO and CEO** as approval authorities with **Approve / Hold / Reject** options.
- Confirmed that the **Legal team issues termination letters only after CEO approval**.
- Removed **dealer portal access** from termination workflows.
- Extended **Send Back / Revoke** authority to **ZBH and DD Lead** for termination reviews.
- Aligned **F&F trigger for termination** to occur strictly on the **Last Working Day (LWD)**.

**1.1.7 Role & Persona Alignment**

- Added **NBH** to the personas section.
- Added **RBM** to applicable review and approval tables.
- Clarified that **DD ASM is responsible for interview scheduling and coordination** , with
    no Admin involvement.

**1.1.8 Access Control & Visibility Refinements**

- Defined **view-only access** for DD ASM, DD ZM, and RBM at relevant workflow stages.
- Granted **approval visibility** to DD Lead where applicable.
- Enabled **DD ASM and DD ZM** to upload site readiness and LOA-related documents,
    with **DD Lead, RBM, and ZBH** having view access.
- Limited applicant and dealer portal access to **stage-specific and context-specific**
    **scenarios only**.
- Confirmed that **dealer portal access is revoked after resignation or termination**.

**1.1.9 Terminology & Documentation Corrections**

- Clarified **KT Matrix as Kepner Tregoe Matrix** for consistency and correctness.

**2.1.4 Dealers**

Once a dealer is **successfully onboarded and activated in the system** , the Dealer role is enabled
with controlled, role-based access to initiate and track select lifecycle requests. This
enhancement introduces **structured self-service capabilities for dealers** , while ensuring all
actions remain governed by defined validations, internal reviews, and approval workflows as per
RE standards.

The Dealer role is enabled to perform the following activities:


- **Resignation Initiation**

```
The dealer can initiate the resignation process directly through the portal , submit the
reason for exit, and track the status of the request across the defined review, clearance,
and closure stages.
```

4.2.2.8 DD-Admin Closure
```
- The **DD-Admin** downloads and shares the final **Resignation Acceptance Letter** with the
    dealer.
- Marks the resignation as completed and triggers the **F&F (Full and Final) process** by
    forwarding the case to the Finance team.
- The **Full & Final (F&F) settlement process is initiated only on the Last Working Day**
    **(LWD) of the dealership**. The system shall **enable and trigger the F&F workflow strictly**
    **based on the LWD date** , and **not based on the resignation approval date**.


```
4.3.2.13 13. DD-Admin Communication & F&F Trigger
```
- The **DD-Admin** shares the official **Termination Letter** with the dealer and field team.
- Marks the case as “Terminated” in the portal.
- Forwards the case to **Finance** for **Full & Final Settlement** initiation.
- Updates the worknote with final remarks and due-date for settlement.

### 4.4 Dealer Full & Final (F&F) Settlement – Process Flow

```
4.4.1.1 Overview
```
The **Full & Final (F&F) Settlement Process** governs the financial closure of a dealership
following **Resignation** or **Termination**.
It ensures that all financial obligations between Royal Enfield and the dealer —
including **security deposits, recoveries, payables, and department-wise dues** — are
transparently reconciled, verified, and documented before closure.

**4.4.2 Step-by-Step Process Flow**

```
4.4.2.1 F&F Initiation
```
- Triggered automatically once the **Resignation Acceptance Letter** or **Termination**
    **Letter** is uploaded by **Legal**.
- The **DD-Admin** or **DD-Lead** initiates the F&F case in the **Finance Dashboard** , which
    creates a unique **FNF Case ID** linked to the dealer code.
- The system auto-fetches dealer details, associated documents, resignation/termination
    date, and due dates.
- Notification is sent to the **Finance Team** and all functional departments to begin the
    clearance process.

```
4.4.2.2 Department-wise Response Collection
```
- The system automatically prompts all mapped **functional departments (16 in total)** to
    submit their clearance inputs — including NOC, payables, recoveries, and remarks.
- Each department updates:
    o Financial dues (if any)
    o Clearance confirmation (NOC)
    o Supporting document uploads (e.g., debit note, invoice copy)
- The system dynamically updates progress (e.g., _12/16 Departments Responded_ ) with
    color-coded indicators:
       o 🟢 **No Dues** – Cleared


```
o 🔴 Dues Pending – Outstanding financial liability
o ⚪ Pending – Awaiting department input
```
- SLA-based reminders are auto-triggered for pending responses nearing the deadline.

```
4.4.2.3 Finance Summary Consolidation
```
- Once all departments respond, the **DD-Admin Team** consolidates inputs into the **Final**
    **F&F Summary Sheet** , which consists of:
       o **Payables to Dealer** (e.g., refundable deposits, reimbursements)
       o **Receivables from Dealer** (e.g., outstanding invoices, recoveries)
       o **Deductions** (policy penalties, non-compliance adjustments)
- At this stage, **department-claimed amounts are frozen** and become read-only for
    departments.
- Finance does **not overwrite department claim values**. Instead, Finance validates each row
    in a dedicated validation layer by recording:
    - Finance decision (Accepted / Partially Accepted / Rejected / Under Clarification)
    - Finance-validated amount
    - Variance amount and mandatory variance reason (if changed)
    - Supporting proof/document
- The system automatically calculates:
    - Net Settlement = Total Payables – Total Receivables – Total Deductions
    - Final totals are computed from **finance-validated values only**.
- Status updates to _Finance Summary Prepared_ once complete.

```
4.4.2.4 Internal Review & Clarification
```
- The **Finance Team** may use the **Work Note** section to raise clarifications to **DD-**
    **Lead** , **Legal** , or concerned departments.
- If discrepancies exist (e.g., mismatched values or missing NOCs), the case remains _Under_
    _Clarification_ until resolved.
- Once validated, Finance locks the summary for further edits.

```
4.4.2.5 Dealer Discussion & Acknowledgment
```
- The **Finance Team** , along with **Legal** and **DD-Lead** , discusses the settlement summary
    with the dealer.
- Dealer acknowledgment is captured either via written confirmation or attached email
    communication.
- The case then proceeds for **Final Finance Approval**.

```
4.4.2.6 Final Finance Approval & Payment Processing
```
- The **Finance Team** reviews the approved summary and enters payment or recovery
    details:
       o **Transaction Type:** RTGS / NEFT / Cheque
       o **Transaction ID & Date**
       o **Bank Name & Account Details** (auto-fetched from dealer profile)
       o **Settlement Remarks**
- Finance takes one of three actions:


```
o Approve Settlement → Marks the case as “Finance Approved.”
o Request Clarification → Sends query to DD-Lead or Admin.
o Reject Summary → Returns for re-verification.
```
- Upon approval, notifications are sent to DD-Admin and Legal for record update.

```
4.4.2.7 F&F Completion & Closure
```
- Once approved, the case is automatically marked **Completed** , and the **Finance**
    **Dashboard** updates status as _F&F Closed_.
- The **Settlement Proof** (e.g., payment confirmation or recovery adjustment) is uploaded
    by Finance.
- The **DD-Admin** communicates official closure to the dealer and archives all artefacts.
- System triggers final alerts to DD-Lead, NBH, and Legal confirming completion.
- The case is archived in the **Audit Trail** for future reference.

### 4.5 Finance Team – Process Flow

```
4.5.1.1 Overview
```
The **Finance Team Process Flow** governs all financial activities related to dealer lifecycle
management — from **security deposit validation at onboarding** to **final settlement at
resignation or termination**.
It ensures complete financial traceability, proper verification of payments, and compliance with
Royal Enfield’s financial governance standards.
The process flow integrates with **Admin, Legal, Dealer Development (DD)** , and **Departmental
Modules** , ensuring accurate financial updates and timely closure of all financial transactions.

**4.5.2 Step-by-Step Process Flow**

```
4.5.2.1 Security Deposit Validation (Onboarding Stage)
```
- **Trigger:**
    Initiated when a new dealer’s onboarding application reaches the Finance stage after
    DD approval.
- **Action:**
    The **Finance Team** verifies the **Security Deposit** payment made by the dealer
    via **RTGS/NEFT** or other approved channels.
- **Outcome:**
    o Verified deposits are marked as _Approved_ , triggering system notifications to DD-
       Admin and DD-Lead.


```
o The verified payment data is stored permanently in the dealer’s financial profile
for audit and reference.
```
```
4.5.2.2 Financial Summary Preparation
```
- **Action:**
    Once departmental inputs are received, Finance consolidates all data into the **F&F**
    **Summary Sheet**.
- **System Steps:**
    o Segregates entries under:
       ▪ **Payables to Dealer** (e.g., refundable deposits, reimbursements)
       ▪ **Receivables from Dealer** (e.g., outstanding payments, penalties)
       ▪ **Deductions** (e.g., policy recoveries, warranty holdbacks)
    o The system auto-calculates:
       o Net Settlement = Total Payables – Total Receivables – Deductions
    o Finance validates each record, uploads supporting documents (receipts, invoices,
       credit notes), and adds remarks.
- **Outcome:**
    The computed **Net Settlement Amount** is reflected in the dashboard, categorized
    as _Payable to Dealer_ or _Recoverable from Dealer_.

```
4.5.2.3 Internal Clarification & Approval
```
- **Action:**
    Finance initiates clarification rounds with departments or DD-Lead for mismatched data.
- **System Steps:**
    o Uses the **Work Notes** section for comments, tagging users like _@DD-_
       _Lead_ , _@Legal_ , or _@Admin_.
    o Tracks status as _Pending Clarification_ until resolved.
    o After reconciliation, Finance locks the summary and updates case status
       to _Ready for Approval_.

```
4.5.2.4 Final Review & Dealer Confirmation
```
- **Action:**
    Finance conducts an internal review of the consolidated settlement and initiates a
    financial discussion with the dealer.
- **System Steps:**
    o Reviews summary details on-screen with Legal and DD-Lead.
    o Records dealer’s acknowledgment via Work Note or attached email
       confirmation.
    o Once confirmed, proceeds to payment verification.


```
4.5.2.5 Payment Processing & Record Update
```
- **Action:**
    Finance executes the financial transaction (payment to or recovery from dealer).
- **System Steps:**
    o Enters **Mode of Payment** , **Transaction Reference Number** , **Date** , and **Remarks**.
    o Uploads proof of payment (RTGS confirmation or bank statement).
    o Marks case as _Finance Approved_ and sends completion notification to DD-Admin
       and Legal.
    o System automatically updates the **Progress Timeline** and **Audit Trail**.

```
4.5.2.6 F&F Completion & Closure
```
- **Action:**
    Finance reviews all entries, confirms ledger reconciliations, and marks case
    as **Completed**.
- **System Steps:**
    o Locks financial data and supporting artefacts.
    o Status changes to _Closed – F&F Completed_.
    o Final confirmation sent to all stakeholders — DD-Lead, NBH, DD-Head, Legal, and
       DD-Admin.
    o Finance Dashboard updates counters under “Completed Cases.”

## 5 System Features & Requirements

Here, we describe the **system features** along with their respective **Width** and **Depth** to provide
complete visibility of each requirement.

The **Width** defines the **functional coverage** of a feature — outlining what the feature does,
its **boundaries, use cases, and user interactions**. It answers the question: _“What scenarios and
actions are covered by this feature?”_

The **Depth** captures the **operational and behavioral details** — describing how the feature
behaves through its **logic, workflow, system responses, and edge-case handling**. It answers the
question: _“How does the system execute and respond in these scenarios?”_

---

## 10 F&F Case

The **Full & Final (F&F) Settlement** process enables the Finance team to close all financial

obligations with a dealer after resignation or termination. Once triggered by Legal, the
system consolidates inputs from all departments to capture dues, recoveries, and

clearances. Finance reviews and validates these entries, prepares the final settlement
summary, and executes payment or recovery based on the calculated net amount. All

actions, remarks, and proofs are recorded in the system for transparency, and the case
is marked as **F&F Completed** once the transaction and approvals are finalized.


### 10.1 F&F Settlement Progress Timeline

**10.1.1 Functionality Scope**

The **F&F Settlement Progress Timeline** provides a sequential, stage-wise overview of the
dealer’s Full & Final (F&F) settlement journey — right from initiation to final completion.
It acts as a unified visual tracker for Finance, Legal, DD, and Admin teams, enabling transparent
monitoring of all financial closure activities, departmental dependencies, dealer discussions,
and documentation milestones.

Each stage dynamically updates in real-time based on workflow actions performed by
responsible stakeholders, showing the exact case status and progress across all involved
departments.


**10.1.2 Width**

The timeline integrates all key phases and users involved in the financial closure ecosystem,
including:

- **DD-Lead / DD-Admin:** Initiate the F&F process upon Legal approval of Resignation or
    Termination.
- **Finance:** Validate departmental responses, calculate payables/recoverables, initiate
    discussion with the dealer, and finalize settlement disbursement or recovery.
- **Departments (16 Functional Units):** Submit financial clearances or pending dues data
    through their respective interfaces.
- **Legal:** Verify settlement completion for compliance and record-keeping.

**10.1.3 Depth**

The timeline comprises six structured stages, each with clearly defined ownership, system
actions, and dependencies.

```
10.1.3.1 F&F Initiated
```
- **Owner:** DD-Lead / DD-Admin
- **Description:**
    Marks the creation of the F&F case post-approval of Resignation or Termination.
    System auto-generates the **Case Number** (e.g., _FNF- 2025 - 001_ ) and pre-populates dealer
    details such as name, location, and request type.
- **System Actions:**
    o Case record created under Finance module.
    o Notification sent to Finance and departmental stakeholders.
    o Status: _Completed_ once initialization is confirmed.

```
10.1.3.2 Department Responses Received
```
- **Owner:** All Functional Departments
- **Description:**
    Each department submits its NOC or dues-related information through the integrated
    F&F clearance form.
    Departments that owe or are owed amounts mark respective payables/receivables with
    remarks.
- **System Actions:**


```
o Progress bar updates with response count (e.g., 12 of 16 Departments
Responded ).
o SLA-based reminders triggered for pending responses.
o Timeline stage remains Pending until all NOCs are received or escalated.
```
```
10.1.3.3 Finance Final Summary
```
- **Owner:** Finance
- **Description:**
    The Finance team consolidates all departmental responses, computes total payables,
    receivables, and deductions, and prepares a comprehensive **Settlement Summary**
    **Report**.
- **System Actions:**
    o Auto-calculation using predefined formula:
       Net Settlement = Total Payables – Total Receivables – Deductions.
    o Finance reviews and verifies supporting documents.
    o Work Notes used to raise clarifications to departments or DD-Lead.
    o Status changes to _Pending Dealer Discussion_ after internal approval.

```
10.1.3.4 Financial Discussion with Dealer
```
- **Owner:** Finance + Legal + DD-Lead
- **Description:**
    The Finance and Legal teams review the computed summary with the dealer to confirm
    payable or recoverable balances.
    Dealer may be invited to review supporting documentation and validate accuracy.
- **System Actions:**
    o Discussion details logged under **Work Notes** with date and participants.
    o Dealer confirmation captured in remarks.
    o Settlement sheet locked for final processing once dealer agreement is
       confirmed.

```
10.1.3.5 Full and Final Settlement
```
- **Owner:** Finance
- **Description:**
    All financial actions — including payments, recoveries, and internal ledger updates —
    are executed.
    Proof of payment, transaction IDs, and settlement receipts are uploaded.
- **System Actions:**
    o Transaction details (Mode, Reference, Amount, Date) entered in **Settlement**
       **Verification**.


```
o Status updated to Processed once Finance approves the settlement.
o System triggers automated notifications to DD-Admin, Legal, and DD-Lead.
```
```
10.1.3.6 F&F Complete
```
- **Owner:** Finance + DD-Admin + Legal
- **Description:**
    The final stage confirming that the F&F process has been fully completed, all payments
    or recoveries are reconciled, and all documentation is finalized.
- **System Actions:**
    o Case status updated to _Closed_.
    o Settlement report archived in **Audit Trail**.
    o Final closure notification sent to all stakeholders.

**10.1.4 Personas-wise Accessibility & Visibility**

```
Persona Timeline Visibility Actions Allowed
DD-Lead / DD-
Admin
```
```
Full visibility of all stages from initiation to
completion.
```
```
Initiate F&F, Upload
Docs, Add Notes
Finance Complete visibility across all stages with
actionable control from Stage 3 onwards.
```
```
Verify, Approve, Reject,
Comment
Departments (16
Units)
```
```
Visible until Department Responses stage. Submit NOC, Add
Comments
Legal Visible from Dealer Discussion to Final
Closure.
```
```
Review, Comment
```
```
NBH / ZBH / DD-
Head
```
```
View-only summary of financial progress. None
```

### 10.2 Department Responses

**10.2.1 Functionality Scope**

The **Department Responses** section serves as a consolidated interface for tracking NOC
submissions and financial dues from all departments involved in the dealer’s Full & Final (F&F)
settlement.
It provides Finance and DD teams with a transparent view of each department’s clearance
status, whether the department owes a payment to the dealer ( _Payable_ ) or the dealer owes the
department ( _Recovery_ ).
This enables complete financial visibility before the final settlement summary is prepared.
Departments are the **owners of initial claim input only**; final settlement values are owned by
Finance validation.

**10.2.2 Width**

This module connects all **functional departments (up to 16 units)** including Sales, Service, Parts,
Finance, Warranty, Marketing, HR, IT, Legal, Logistics, and Quality.
Each department inputs its clearance data — marking whether any dues exist — and provides
supporting remarks or payable/recovery amounts.
The respective department user logs in and submits the department claim amount and proof
during the response window.

**10.2.3 Depth**

- **Status Indicators:**
    Each department’s submission is color-coded and categorized as:
       o 🔴 _Dues_ – Outstanding amount identified.


```
o 🟢 No Dues – Cleared with no financial impact.
o ⚪ Pending – Awaiting departmental response or review.
```
- **Amount Details:**
    When dues are identified, the department specifies the **Amount Type** (Payable or
    Recovery) and corresponding **Claim Value**.
    This value is treated as a department claim and is not directly used as the final settlement
    amount until Finance validation is completed.
- **Edit Lock Rule:**
    Once all departmental submissions are complete or SLA freeze is triggered, department
    amount fields become read-only.
    Any subsequent correction must follow an authorized reopen flow with version tracking.
- **Remarks Section:**
    Every response includes contextual remarks for clarity, such as “Outstanding amount
    identified” or “Cleared,” ensuring traceable communication between departments and
    Finance.

**10.2.4 Personas-wise Accessibility & Visibility**

```
Persona Role in this Section Access Level
Finance Reviews all departmental submissions, verifies
payable/recovery entries, adds notes.
```
```
Full Access
```
```
Departments (16
Units)
```
```
Submit NOC, mark dues/no-dues, enter remarks, and
upload proofs if applicable and add amount (if any)
```
```
Edit / Submit
```
```
DD-Lead / DD-
Admin
```
```
Monitors overall progress of departmental responses and
follows up on pending inputs.
```
```
View /
Comment
Legal / NBH / ZBH Verify final status before case closure. View Only
```
## 11 Finance Dashboard

The **Finance Dashboard** provides a unified workspace for managing all financial activities
related to dealer onboarding and offboarding. It gives Finance users complete visibility

into **pending verifications, approved transactions, and Full & Final (F&F) settlements** across
both Resignation and Termination cases. The dashboard is divided into two key

segments — **Onboarding** , which focuses on verifying dealer security deposits and initial
payments made via RTGS or NEFT, and **F&F Settlement** , which consolidates all

department-wise responses, calculates final payable or recoverable amounts, and
facilitates settlement approvals.


### 11.1 Finance Dashboard Page


**11.1.1 Functionality Scope**

The **Finance Dashboard** serves as the centralized workspace for the Finance team to verify
dealer-related financial transactions and settlements — both during onboarding and
offboarding processes.
It ensures end-to-end visibility of **Security Deposit verifications** for new dealerships and **Final
F&F settlements** for dealers resigning or terminated, thereby providing financial traceability
across the dealership lifecycle.

The dashboard operates in two distinct functional tabs:

- **Onboarding:** For validating advance payments (Security Deposit, Initial Fees, etc.)
    submitted by dealers during application onboarding.
- **F&F Settlement:** For managing Final Settlement workflows
    upon **Resignation** or **Termination** , involving multi-department inputs and Finance
    validation before closure.

The system provides summarized counters for quick insights — _Pending Verification_ , _Verified
Payments_ , _Pending F&F Summaries_ , and _Completed F&F_ — enabling Finance to prioritize action
items efficiently.

**11.1.2 Width**

The Finance Dashboard is cross-functional, connecting the following stages and roles:

- **During Onboarding:**
    o Receives dealer payment data (Security Deposit, Bank Details, Transaction ID,
       Mode of Payment, etc.).
    o Enables Finance users to verify authenticity of RTGS/NEFT transactions by cross-
       checking with corporate account statements.
    o Allows upload of verified transaction proof or remarks in case of mismatch.
- **During Offboarding (Resignation / Termination):**
    o Auto-fetches the list of dealers approved for exit by NBH and Legal.
    o Tracks the **F&F Summary** preparation status and department responses.
    o Consolidates financial liabilities, recoverables, or pending clearances.
    o Generates a unified view of financial closure and triggers completion once all
       departments respond.

The dashboard integrates with **Legal** , **DD-Admin** , and **DD-Lead** modules to ensure that once a
dealer exit is approved, the Finance team receives all relevant data automatically for settlement
initiation.


**11.1.3 Depth**

```
11.1.3.1 Onboarding – Payment Verification
```
- **Initiation:**
    Dealer payment details (Security Deposit, Mode of Payment, Transaction ID, and Bank
    Name) are captured during onboarding.
- **Verification Process:**
    o Finance validates the transaction against company account records.
    o Uploaded documents like **Payment Receipt** or **Bank Statement** are reviewed.
    o Finance user confirms verification by entering the verified transaction ID,
       received date, and remarks.
- **System Actions:**
    o On successful verification, payment status updates to **Verified** , triggering an
       email + in-app notification to DD-Admin and DD-Lead.
    o If discrepancies are found, Finance can flag the payment for review with remarks
       in Work Notes.
- **Dashboard Counters:**
    o **Pending Verification:** Lists all onboarding payments awaiting Finance
       confirmation.
    o **Verified:** Displays successfully validated payments along with transaction logs
       and verifier details.

```
11.1.3.2 Offboarding – F&F Settlement Summary
```
- **Trigger:**
    Once Legal uploads the **Resignation Acceptance** or **Termination Letter** , the case
    automatically appears in the Finance Dashboard under _F&F Settlement._
- **Process Flow:**
    1. System collates the **Dealer Exit Case (Resignation/Termination)** details.
    2. Pulls financial obligations, pending dues, recoverables, and credit balances from
       connected departments (e.g., Parts, Apparel, DMS, Marketing).
    3. Displays a departmental response tracker (e.g., _16/16 Departments Responded_ ).
    4. Finance reviews the consolidated data and creates the **Final Settlement**
       **Summary**.
    5. On approval, status changes from _Pending Finance Summary_ to _Completed_ and
       the record is archived for reporting.
- **Work Note & Communication:**
    1. Finance can use the **Work Notes** tab to tag DD-Lead, Legal, or Admin in case
       clarifications are needed.
    2. Each note gets timestamped and appears under **Audit Trail** for traceability.


3. Upon finalization, a system-generated confirmation triggers notification to DD-
    Admin for closure.
- **Automation & Notifications:**
1. SLA reminders alert Finance for pending verifications nearing expiry.
2. Status changes (Pending → Verified / Completed) are reflected across modules
instantly.

**11.1.4 Personas-wise Accessibility & Visibility**

```
Persona Responsibilities & Actions Access Level
```
```
Finance
(Primary
Owner)
```
```
Verify onboarding payments, review RTGS details, create and
approve F&F summaries, add Work Notes. Full Access^
```
```
DD-Admin Upload payment proofs during onboarding, upload dealer reply or
Legal letters during offboarding, view Finance remarks.
```
```
Upload /
View
```
```
DD-Lead
```
```
Review verified payment records, view F&F progress, respond to
Finance queries in Work Notes.
```
```
View /
Comment
Legal Cross-reference Finance completion before case closure. View Only
```
```
NBH / ZBH Monitor high-level financial progress for terminated or resigned
dealers.
```
```
View Only
```
```
Dealer
(Read-only)
```
```
Can view payment verification and F&F closure confirmation in
dealer portal. Once a dealer resigns or is terminated , portal access
is permanently revoked , preventing any further system interaction.
```
```
View Only
```

### 11.2 F&F Settlement Module



**11.2.1 Functionality Scope**

The **Full & Final (F&F) Settlement module** enables Royal Enfield’s Finance division to execute,
validate, and document the final financial closure of any dealer account
following **Resignation** or **Termination** approval.
It consolidates all monetary data — payables, receivables, deductions, and department-wise
clearances — into a unified interface for transparent and compliant settlement processing.

The module provides a structured workflow that ensures all dependencies are cleared across
departments, settlement calculations are system-validated, and final payouts or recoveries are
accurately recorded with bank transaction details.
The process is fully integrated with Legal, Dealer Development (DD), and Admin workflows,
ensuring that once a dealer exit is approved, the F&F process is automatically triggered within
defined SLAs.

**11.2.2 Width**

The F&F module covers both **Resignation** and **Termination** closure workflows, integrating all
stakeholders and systems that influence the final settlement outcome.

- **Dealer Development (DD-Lead / DD-Admin):**
    Triggers F&F process after Legal uploads the acceptance or termination letter.
- **Finance:**
    Leads the overall settlement process, validates departmental inputs, performs
    reconciliation, and confirms final payment or recovery transactions.
- **Departments (16 Functions):**
    Submit NOC and financial inputs through automated task prompts (e.g., Parts, Service,
    Apparel, HR, Legal, Quality, Marketing, IT, Logistics, etc.).
- **Legal:**
    Verifies F&F completion before case closure and maintains compliance documentation.
- **Admin:**
    Uploads settlement proof and coordinates with Finance for record finalization.

This ensures that no dealer account is financially closed until all clearances, proofs, and
validations are in place.


**11.2.3 Depth**

```
11.2.3.1 Case Overview and Summary
```
Each F&F case is system-generated with a unique ID (e.g., _FNF- 2024 - 001_ ).
Key case metadata displayed includes:

- Dealer name, code, and location
- Termination type (Resignation / Termination)
- Submitted and due dates
- Associated domain and sales/service codes
- Case age and current status ( _Pending Finance Review_ , _Completed_ )

A **Net Payable / Receivable Indicator** at the top visually represents whether the company owes
payment to the dealer or vice versa.
For example: _Payable to Dealer – ₹9,75,000_ indicates a net payout scenario after adjustments.

```
11.2.3.2 Department-wise Clearance Tracking
```
This section provides a real-time tracker of department responses and clearances.
It includes:

- **Progress Bar:** Displays total responses received vs. pending (e.g., _12 of 16 departments_
    _responded_ ).
- **NOC Statuses:**
    o _NOC Submitted_ – Department confirms zero dues.
    o _Dues Pending_ – Department flags financial obligations.
    o _Pending_ – Awaiting department review.
- **Response Details Table:** Lists each department with submitted date, clearance remarks,
    and any recovery or payable amount.
- **Response Guidelines Panel:** Summarizes submission protocols and auto-reminder SLAs.

Departments with dues or recovery inputs automatically impact the **Receivable / Deduction
Summary** under Finance Calculation.

```
11.2.3.3 Financial Calculation Summary
```
Finance users can view, verify, and edit financial items categorized into **three structured
sections:**


```
11.2.3.4 Payables to Dealer (Editable)
```
Represents refundable amounts due from the company to the dealer, such as:

- Security Deposit refund
- Inventory valuation
- Equipment and fixture reimbursements
- Outstanding credit notes

For department-originated items, Finance validates each submitted claim into a finance-
validated payable value, with decision and variance reason if changed.
Finance can add new line items only when they are finance-originated adjustments and must
tag source and reason.
Only finance-validated values auto-calculate into the total payables panel.

```
11.2.3.5 Receivables from Dealer (Editable)
```
Captures outstanding recoverables and pending dues, including:

- Outstanding invoices (Sales / Parts / Service)
- Marketing recoveries
- HR or Finance advances
- Compliance or penalty adjustments
For department-originated records, Finance cannot overwrite department claim history; it
must record a validated receivable value with variance tracking.
Finance-originated receivable rows may be added with mandatory remarks and supporting
documents.

```
11.2.3.6 Deductions (Editable)
```
Represents contingent deductions such as:

- Pending warranty claims
- Policy violations
- Miscellaneous settlements

Each item includes claim value (if department-sourced) and finance-validated value.
Only finance-validated values feed into the **Total Deductions** summary.

```
11.2.3.7 System-Calculated Formula
```
At the bottom, a dynamic calculation displays:

```
Net Settlement = Total Payables – Total Receivables – Total Deductions
```
Calculation source rule:
- `Total Payables` = Sum of finance-validated payable values
- `Total Receivables` = Sum of finance-validated receivable values
- `Total Deductions` = Sum of finance-validated deduction values

A positive balance indicates _Payable to Dealer_ ; a negative balance indicates _Recovery from
Dealer_.


```
11.2.3.8 Settlement Verification Panel
```
Located on the right side, this panel captures the **final transaction details** once the Finance
review is complete.

Fields include:

- **Payment Mode:** NEFT / RTGS / Cheque
- **Transaction / Reference ID:** Corporate transaction number
- **Bank Reference Number:** Optional for verification
- **Settlement Amount & Adjustments:** Auto-fetched from calculation summary
- **Settlement Date:** Date of transfer or adjustment posting
- **Verification Remarks:** For audit or cross-team comments

Finance can then take one of three workflow actions:

- **Approve Settlement:** Marks case as “Finance Approved.”
- **Request Clarification:** Sends query back to DD-Lead or Admin with remarks.
- **Reject Settlement:** Moves case to “Returned for Correction” with detailed reason.

Each action automatically logs under **Audit Trail** and triggers email + system notifications.

```
11.2.3.9 Documents Section
```
This tab centralizes all artefacts submitted or generated during the F&F process.

It includes:

- Dealer documents (e.g., _Resignation Letter_ , _Asset Handover Receipt_ , _Inventory_
    _Report_ , _Bank Statement_ ).
- Uploaded proofs by Finance (e.g., _Settlement Proof, Payment Receipt_ ).
- Legal or DD attachments for traceability.

A **drag-and-drop upload zone** allows Finance or Admin to attach additional records (PDF, DOC,
XLSX, JPG) up to 10 MB each.
Each file is logged with:

- File name and type
- Upload date and user
- Download option for audit access


```
11.2.3.10 Bank Details Tab
```
Displays dealer bank information to validate payment transfer:

- Account holder name
- Account number
- IFSC and branch name
- Bank name

A system alert prompts the verifier to validate details before disbursing payment:
_“Bank Verification Required – Please confirm bank account before processing settlement.”_

```
11.2.3.11 Settlement Checklist
```
A final control checklist ensures financial compliance before marking the case as complete. It
includes mandatory checks for:

- Verification of all financial calculations
- Confirmation of bank account details
- Review of all department responses
- Upload of settlement proof
- Entry of accurate transaction information

All checklist points must be validated before the “Approve Settlement” button becomes active.

**11.2.4 Work Notes & Communication Flow**

- Every clarification, remark, or inter-team discussion is captured through the **Work**
    **Note** feature integrated into the F&F module.
- Finance, DD-Lead, and Legal can tag specific users (e.g., _@Admin_ , _@Legal_ ) to address
    pending actions.
- Notes are timestamped and visible in the case timeline.
- Work Notes become part of the permanent **Audit Trail** and ensure transparent
    communication without relying on emails.

**11.2.5 Personas-wise Accessibility & Visibility**

```
Persona Responsibilities Access
Rights
```

```
Finance (Primary
Owner)
```
```
Review, calculate, and approve final settlements; update
transaction details; upload settlement proof;
communicate via Work Notes.
```
```
Full Access
```
```
DD-Admin Upload dealer responses, asset handover, and supporting
docs; coordinate with Finance for closure.
```
```
Upload /
View
DD-Lead Review and confirm financial summaries; respond to
clarifications.
```
```
Review /
Comment
Legal Validate compliance and verify settlement proof before
closure.
```
```
View /
Comment
Departments (16
Units)
```
```
Submit NOC, recovery, or clearance via linked tasks. Limited Edit
Access
NBH / ZBH / DD-
Head
```
```
Monitor overall settlement status and amount trends. View Only
```
```
Dealer (Read-
only)
```
```
View F&F confirmation and settlement proof post-closure. View Only
