enterprize manager - (Customized Mini ERP Solutions )


Salient Features and Description Of Finance Manager
(Version 1.1.0)

ONSPEC Finance Manager, application software for the seamless collection, archival and retrieval for all financial accounting information. The main aim of the application is to provide one simple data entry mechanism, whereby achieving an extremely high level of reports. Thus with only a few simple data entry forms the user is able to generate highly advanced reports such trial balance report, profit and loss account and balance sheet report.

The following are a few salient features:

1.            Capable of running under multiple operating systems.
The application provides different version for different operating systems, including Win98 / Windows NT. The system is also capable to connection to multiple databases including Access, Oracle and MS-SQL.
2.            In built Security System.
The security system is in-built so that no unauthorized access is possible. In fact even though the application will use the Internet bandwidth to replicate itself, it would be impossible to gain unauthorized access except password theft.
3.            In built database management tool.
The system provides an in-built tool for database backup, restore and clean. Thus providing flexibility at the end user level.
4.            Complete chart of accounts in one window (fully graphical).
The application is provided with its own data pager, which will transmit any data to be sent to replication sites and receive acknowledgements. The data pager will provide a log of all the data communication activities and also show the addresses of the replication sites. There is no limit on the number of replications sites but the only limiting factor is the Internet connection speed.
5.            Real-time reports; Balance Sheet, Profit & Loss, Trial Balance, Ratio Analysis and Leger Reports.
The complete application is designed using object-oriented technology, where all procedures and functions are broken down into objects or classes. All the objects are then collected to form the application. Object-oriented technology provides the advantage of robustness to the application.
6.            Unlimited graphical representation of data.
The user has an option to create unlimited graphical representations of the actual data on his computer screen. This feature will give the users an actual feel of the data.
7.            Complete Tracking of Sales and Collections.
The system will provide a complete tracking of the entire organizations sales and collections, one of main concerns of large organizations like NFL.
8.            Automatic Inventory entry for any stock movement.
The application will remove all redundancy in data entry. Thus as soon as any transaction such as delivery order, stock transfer or rake disposal occur; the corresponding stocks will get automatically updated.
9.            Automatic financial entry of any sales.
Similarly all financial transactions will also be completed. This includes raising a section voucher and adjusting the party balance.
10.         Automatic collection and reporting of MIS data
Once all the data is accumulated at a common server the users will be able to view the status of any of the MIS reports at any time. These reports require a great deal of time and effort in preparation, which the application will remove.
11.         Custom Taxation Structure (User Defined)
Once all the data is accumulated at a common server the users will be able to view the status of any of the MIS reports at any time. These reports require a great deal of time and effort in preparation, which the application will remove.

Given below are the data collection methods:

1.            Vouchers.
2.            Invoice.
3.            Purchase Order (Inward Invoice).
4.            Delivery Order (Supply).
5.            Delivery Order (Purchase).
Once the above data is accumulated a magnitude of reports can be generated from it.
An advanced end user is free to use his expertise and create is own reports in MS-Excel (MS-Office) using the data access methods provided.

Some of in-built reports are given below:

1.            Balance Sheet Report
All three delivery-orders automatically generate an invoice. Given above is a sample invoice generated for a warehouse delivery order.
2.            Profit and Loss Report
The stock report shows the stocks as per area-office or as per warehouse for a product. The user has the option to set the period of the report.
The report shows the opening balance, receipts, Disposal and closing balance.
3.            Ratio Analysis Report
The system will generate a rake disposal statement complete with annexure I, showing the wagon-wise details, annexure II, showing the rake point sale and annexure III showing the warehouse transfers.
The system shall automatically look-up the rake point sale invoices for a particular rake and construct the annexure II. The system will also automatically search the stock transfer notes from construct annexure III.
The system provides a complete method of account for receipts for rakes.
4.            Trial Balance Report
The detailed rake statement shows all the rakes received from a particular unit or all the rakes received to a particular area-office.
The user has the option to select which report he wants to view.
5.            Fixed Assets Register
The ECA Statement is a simple way to archive important data such a Opening Stock, Dispatches, Availability, Cumulative Sales
6.            Cash in Bank - Ledgers
This reports shows the production from the various plants and its respective dispatches.
7.            Cash in Hand - Ledgers
This reports contains all the yearly sales figures from the invoices prepared. This report is useful in getting a monthly comparison of sales figures for any product and state. This reports gives the user a graphical representation of the sales. A function to refresh the values from the database is provided.
8.            Sundry debtors - Ledgers
This reports shows the sales and collections status of all the are-offices in state. A daily, monthly and Seasonal break-up is also available. This report also shows the dispatches and targets.
9.                  Stock in Trade - Ledgers
 This report will also give the percentage achievement of targets. This report is useful at the area level as well as at the CMO.
10.         Tax Deductions - Ledgers
The yearly comparison report shows a break-up of the sale of different products over a period of 8 years.
11.         Investments - Ledger
The annual sales and stock summary shows a month-wise, quarter-wise and seasonal-wise of total receipts and sales along with opening and closing balances.
12.         Loans and Advances - Ledger
A section voucher can be printed for documentation purposes. All the financial transactions relating to the voucher are depicted along with the amount. This report all shows all the auto-generated Vouchers from sales invoices.
13.         Share Capital Register
Similar to a Section Voucher, payment voucher can be printed. The user has the option to select the period or voucher numbers to print.
14.         Reserves and Surplus Account
Similar to a Section Voucher, receipt voucher can be printed. The user has the option to select the period or voucher numbers to print.
15.         Sundry Ceditors Ledgers
An acknowledgement can also printed and submitted to the customer. The Acknowledgement shows details of all the Cheque, DD and cash received.
16.         Sales Register
The sale daybook shows all the sales for a period. It can be printed for any day, month or year. The option is available to choose the dates. This reports shows the transactions state-wise.
17.         Purchase Register
The section daybook shows the transactions for a section.
The report is categorized party-wise.
18.         Administration Expense Account
The cash daybook shows the transactions for the cash section.
19.         Depreciation Register
The bank daybook shows the transactions for the bank section.
20.         Consolidated Ledger Reports
The cash/bank daybook shows the transactions for the cash section and bank section combined.
The software also provides for the printing of the following documents:
21.         Vouchers
The cash journal shows all the transaction of cash.
22.         Invoices
The reports provides a ledger of the sundry debtors.
23.         Purchase Orders
This report provides a reconciliation of the DDs received and Dos issued.
24.         Delivery Orders
This report shows the personal ledger of the marketing account code. Thus it is possible to obtain the personal expenses ledger of the marketing staff by using their account codes.
The magnitude of the above reports indicates the amount of books, which NFL will not need to maintain, once the system is implemented. All the above reports are presently maintained individually at multiple levels such as Area Office, Zonal Offices and CMO. Once ONSPEC ERP – I is introduced all the above reports will be completely automated.

ONSPEC ERP – I also provides tools for administration and Supervisory Control.

Given below are such tools:
1.            Financial Period Selection
The warehouse stock master is an explorer style window, which shows all the area office on the left. Once the user selects any area office it shows all warehouse for the area office in the upper right plane.
Once the user selects any warehouse it shows all the transactions of the warehouse. Thus giving the user instant access to information and not having reply of compiled reports, which may contain old data. This option will also reduce the need to print and circulate stock reports.
2.            Ratio Editor
The Voucher Console is a graphical representation of all vouchers prepared on a particular day. Thus a supervisory can open the console and see all the vouchers being prepared by this department.
He can authorize them on-line or make them for withhold payment. The console will also show is total bank / cash position at one glance including receivables. This feature will provide the complete picture to the finance operator of the application.
3.            Security Editor functions.
The Security Editor is used to create new users and specify their right, privileges and roles. Only the Admin can access editor.
The security editor can be used to over-write any forgotten passwords or authorization codes.
4.            Create Backup or Compact Database.
The mail pager is a separate application, which is used to send and receive data from any replication address. The pager keeps track of all activities of the user and then transmits the information over the Internet to its recipients. Once the recipients successful obtain the information they send back an electronic acknowledgement to the sender. The pager also keeps a log of all its activities.
5.            On-line user guidance and help.
The backup and restore application is used to create a backup of the database. The backup data can be restored at any time using this same application.
The application also provides a way to clean the database and restore from a backup. It is essential that only an administrator access this application since cleaning a database may result in data loss. This application is used only for upkeep of the system.