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DolfinsA complete Financial Management SystemDolfins

Presented by:Presented by:

-- Prosix Softron Pvt. Ltd.Prosix Softron Pvt. Ltd.

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Problems facedProblems faced

Consolidation of accounts from Field Offices isConsolidation of accounts from Field Offices istime and effort consumingtime and effort consuming

There is no uniformity even in Account HeadsThere is no uniformity even in Account Headscodification. People are not using Subsidiary Ledgercodification. People are not using Subsidiary Ledger

and Analysis Ledgerand Analysis Ledger

Head Office has no control on the accounting ofHead Office has no control on the accounting ofField OfficesField Offices

At HO, Employee Loan, TDS, Bank Reconciliation,At HO, Employee Loan, TDS, Bank Reconciliation,Budget, Fixed Asset, Borrowings, etc. are handled inBudget, Fixed Asset, Borrowings, etc. are handled inisolation/manually, consuming lot of timeisolation/manually, consuming lot of time

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DOLFINSDOLFINS -- ModulesModules

SecuritySecurity General Financial AccountingGeneral Financial Accounting

Bank ReconciliationBank Reconciliation

Tax Deduction at Source (TDS )Tax Deduction at Source (TDS )

BudgetBudget Fixed AssetsFixed Assets

InvestmentInvestment

Employee LoansEmployee Loans

Consolidation of AccountsConsolidation of Accounts

Final AccountsFinal Accounts

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User Administration&SecurityUser Administration&Security

Only authorized Users can use the SystemOnly authorized Users can use the System

Users are categorized asUsers are categorized as --

Voucher Preparation Voucher Preparation -- Super UserSuper User

Voucher Posting Voucher Posting -- AdministratorAdministrator General Ledger Heads are assigned to GroupsGeneral Ledger Heads are assigned to Groups

depending upon their functiondepending upon their function

SL/AL heads are assigned to UsersSL/AL heads are assigned to Users

contd.

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Common users form a GroupCommon users form a Group

Users who generally post the vouchers belong to PST group. Each user ofgroup has some privileges that can be assigned through this screen.

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General Financial AccountingGeneral Financial Accounting

Covers preparation of vouchersCovers preparation of vouchers

Posting of vouchers.Posting of vouchers.

Books of AccountsBooks of Accounts

Voucher preparation and posting can be done by theAuthorized Users only.

A user can print accounting books of his/her own

HEADS only.

Location wise TRIAL BALANCE is available. If a user isauthorized, he/she can take consolidated TRIAL up-toSL/AL level.

contd.

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Voucher preparation&postingVoucher preparation&posting

StagesStages -- Prepared & unPrepared & un--posted (Token No.)posted (Token No.)-- Posted (Voucher No.)Posted (Voucher No.)

Voucher is printed and authorizedVoucher is printed and authorized

UnUn--posted voucher can be modified as well as deletedposted voucher can be modified as well as deleted Posted voucher can neither be modified nor deletedPosted voucher can neither be modified nor deleted

Receipt is also printed in 3 copies for ReceiptReceipt is also printed in 3 copies for ReceiptVouchersVouchers

Posting in previous date is not allowedPosting in previous date is not allowed

contd.

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Voucher CategoriesVoucher Categories

Bank VoucherBank Voucher Cash VoucherCash Voucher

Consolidated Bank and Cash vouchersConsolidated Bank and Cash vouchers

Journal VoucherJournal Voucher

Transfer VoucherTransfer Voucher

Provisional JVProvisional JV

Reversal of PJVReversal of PJV

Fixed Asset VouchersFixed Asset Vouchers

contd.

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Voucher No. sequence is generated monthly forVoucher No. sequence is generated monthly forJournal/Cash/BankJournal/Cash/Bank--wisewise

Token No. sequence is generated yearlyToken No. sequence is generated yearly

Receipt No. is generated yearlyReceipt No. is generated yearly

Voucher No. includes the location as wellVoucher No. includes the location as well

Voucher NumberVoucher Number

contd.

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Posting of individual transactions of these vouchers can be done as and whenthe transaction actually takes place. Instrument Details will not be there inconsolidated cash payment voucher.

This is a sampleconsolidated bankpayment voucher.In these vouchers,

for eachtransaction,you can haveDebit entry only.

The system facilitates preparation of multiple receipts/payments of similar

type through one voucher. This is Consolidated bank receipt voucher.

Consolidated VoucherConsolidated Voucher

contd.

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Automatic porting of Bank Statement from softAutomatic porting of Bank Statement from softcopy.copy.

Automatically reconciles distinct entriesAutomatically reconciles distinct entries

For broken/nonFor broken/non--distinct entries, it provides undistinct entries, it provides un--

reconciled entries of Bank in one box and unreconciled entries of Bank in one box and un--reconciled entries of vouchers in another boxreconciled entries of vouchers in another box --allows Manual reconciliation of these entriesallows Manual reconciliation of these entries

Generates report on Stale cheques of over 6 monthsGenerates report on Stale cheques of over 6 months

Bank ReconciliationBank Reconciliation

contd.

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This is a bank statement for bank IO2. After feeding the statement, when youpress reconcile button, it searches the voucher table having same details fedinto statement line. If the program finds a match, it flags last text box of the

multi-line block with R.

Un-reconciled entries can be viewed by pressing this button.

contd.

A

U

T

O

MA

T

I

C

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Picksun-reconciledentries from

bankstatement.

Picksun-reconciledentries fromvouchers.

This form is used for manual reconciliation. Sometimes there canbe more than one voucher against a bank entry. Just pick the bank entry to bemanually reconciled from upper block and the corresponding entries from lowerblock and press reconcile. Post button writes your work into databasepermanently.

M

A

N

U

A

L

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Tax Deduction at Source (TDS)Tax Deduction at Source (TDS)

Handles bothHandles both

Income TaxIncome Tax

Works TaxWorks Tax

Beautifully blended in the voucher preparation stageBeautifully blended in the voucher preparation stageitselfitself

Calculates TDS based on the TDS sectionCalculates TDS based on the TDS section

Generates report on TDS to be depositedGenerates report on TDS to be deposited

Generates TDS Certificates and Annual ReportGenerates TDS Certificates and Annual Report

Rates of TDS can be altered during the yearRates of TDS can be altered during the year

contd.

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This screen allows you to feed Section wise TDS rates for eachfinancial year with effective date.

contd.

TDS Section and RatesTDS Section and Rates

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LOV to selectTDS Sectionunder which tax isto be deducted

Bill amount on which tax is to bededucted; which is used by thesystem to calculate the TDS payableautomatically.For Salary, the system does not

calculate any TDS..

System fills this withTDS payable amount.You can change theamount if you wish.For Salary Section,

you should enter theTDS Payable on yourown.

TDS Deduction while entering a voucherTDS Deduction while entering a voucher

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BudgetBudget

Budget is defined in terms ofBudget is defined in terms of Budget CategoryBudget Category

Budget GroupBudget Group

User is informed at the time of preparation ofUser is informed at the time of preparation ofvoucher, if the budget exceeds the budget provisionvoucher, if the budget exceeds the budget provision

Budget Variation Report can be generatedBudget Variation Report can be generated

contd.

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Budget entry screenBudget entry screen

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Fixed AssetsFixed Assets

Vouchers of Fixed assets can be made by FixedVouchers of Fixed assets can be made by Fixedassets Group onlyassets Group only

Fixed Asset details are captured at the time ofFixed Asset details are captured at the time ofvoucher preparation itselfvoucher preparation itself

Bank PaymentBank Payment

Cash PaymentCash Payment

Bank ReceiptBank Receipt

Consolidated Bank PaymentConsolidated Bank Payment Journal VoucherJournal Voucher

Generates various reports on Fixed AssetsGenerates various reports on Fixed Assets

contd.

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This is a fixed asset card in which user can store the details of an asset.Gross block/Depreciation and Net block will be calculated automaticallywhen any type of transaction takes place in this card.

contd.

Fixed Asset CardFixed Asset Card

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Permits following transactions:Permits following transactions: WriteWrite--offoff -- TransferTransfer

Buy BackBuy Back -- UpgradeUpgrade

AdjustmentAdjustment -- additionaddition -- RectificationRectification

AdjustmentAdjustment -- deductiondeduction -- Addition Adj.(new)Addition Adj.(new) Fixed asset Card is updated whenever theseFixed asset Card is updated whenever these

transactions are postedtransactions are posted

Calculates annual depreciation forCalculates annual depreciation for

Companys ActCompanys Act

IT ActIT Act

contd.

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The system calculates the Annual Depreciation statement as per the ratesdefined by IT-Act.

Using the screen, you will calculatedepreciation for the given financialyear. Edit IT Depreciationbutton allows you to view the result.

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InvestmentInvestment

Dolfins keeps track ofDolfins keeps track of-- Fixed DepositsFixed Deposits-- Convenience DepositsConvenience Deposits

Maturity SchedulesMaturity Schedules

Master data for

Investment

is generated

automatically

from theircorresponding

vouchers.

contd.

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Entry screen for Fixed DepositsEntry screen for Fixed Deposits

This screen is used to store master data of Fixed Deposits. You

Can generate the vouchers for each FD in the given GL Head.

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Entry screen for Convenience DepositsEntry screen for Convenience Deposits

This screen facilitates

the entry of convenience

Rates.

This screen is used to

store the master data

for convenience deposits.

Interest forConv. Deposit

will be calculated

automatically at the moment

when you put the maturity

date.

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Employee LoansEmployee Loans

Takes care of advances related to Salary ofTakes care of advances related to Salary ofemployeesemployees -- HBA, Car, Festival, etc.HBA, Car, Festival, etc.

Imports recovery of loan data from existing PayrollImports recovery of loan data from existing Payrollsystemsystem

computes interest on actual as well as projectedcomputes interest on actual as well as projectedrecovery (used for Income Tax)recovery (used for Income Tax)

Computes the differential of interest with respect toComputes the differential of interest with respect to

IT rates to be treated as perksIT rates to be treated as perks

contd.

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This screen shows the loan details of an employee.

Employee CardEmployee Card

contd.

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Interest Computation & ReportsInterest Computation & Reports Employee LoansEmployee Loans

The screen facilitates the Release wise as wellas Date wise

Interest Computation and prints Principal/Interest Recovery.

contd.

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Principal Recovery DatasheetPrincipal Recovery Datasheet Employee LoansEmployee Loans

contd.

Excel interface is given to manipulate the Principal Recovery

of employees.

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Interest Recovery DatasheetInterest Recovery Datasheet Employee LoansEmployee Loans

Once you have processed the data for Principal/Interest Recovery,

it can be transferred in Excelusing ODBC interface.

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Consolidation of Accounts fromConsolidation of Accounts from

Field OfficesField Offices Field offices make their monthly Trial Balance.Field offices make their monthly Trial Balance. Dolfins captures the monthly Trial of Field Office atDolfins captures the monthly Trial of Field Office at

Head Office automatically.Head Office automatically.

The system find the discrepancies in Heads andThe system find the discrepancies in Heads andallows editing in Trial Balance to Head Office.allows editing in Trial Balance to Head Office.

Makes a Journal Voucher from the Trial in HeadMakes a Journal Voucher from the Trial in HeadOffice.Office.

Send back the corrected Trial to Field Offices forSend back the corrected Trial to Field Offices forview only.view only.

contd.

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Generating Trial for exporting to HOGenerating Trial for exporting to HO

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JV generation for RO Trial BalanceJV generation for RO Trial Balance

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Final AccountsFinal Accounts

Balance Sheet, Profit & Loss, Schedules and SubBalance Sheet, Profit & Loss, Schedules and Sub--schedules are generated in 4schedules are generated in 4--6 minutes6 minutes

Amounts are available in Rs.Lacs as well as inAmounts are available in Rs.Lacs as well as inRs.CroresRs.Crores

Final Accounts are made available in SpreadsheetFinal Accounts are made available in SpreadsheetMsMs--Excel, which facilitates better presentationExcel, which facilitates better presentation

Generates list of unmapped Account HeadsGenerates list of unmapped Account Heads

contd.

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System provides

Excel Interfacefor BalanceSheet.

Editing andformatting of

layout becomesvery easy.

Output of Final AccountsOutput of Final Accounts

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DOLFINSDOLFINS Other Salient FeaturesOther Salient Features

OnOn--line financial accounting systemline financial accounting system MultiMulti--user environmentuser environment

Uniform Account Heads are implemented in allUniform Account Heads are implemented in all

officesoffices Fixed information is biFixed information is bi--lingual in printlingual in print--outsouts

Integrated with Borrowing & InvestmentIntegrated with Borrowing & Investment

OnOn--Line Balance Sheet and P&L are available inLine Balance Sheet and P&L are available in

MSMS--ExcelExcel

contd.

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Facilitates Profit Centre based accountingFacilitates Profit Centre based accounting

Opening Balances are carried forward dynamicallyOpening Balances are carried forward dynamicallyto the next financial year for Assets & Liabilitiesto the next financial year for Assets & LiabilitiesHeads till the closure of financial yearHeads till the closure of financial year

Specific vouchers have been designed for FixedSpecific vouchers have been designed for Fixed

Assets, Borrowing, Investment, Loan AccountingAssets, Borrowing, Investment, Loan Accountingto capture the auxiliary informationto capture the auxiliary information

With every transaction, User, date and AccountingWith every transaction, User, date and AccountingCentre is automatically storedCentre is automatically stored

contd.

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1 - Previous Year

0 - Current Year

Permits operations in twofinancial years at any givenpoint of time.

User is permitted to workin selected financial yearand Location in one session.

contd.

Financial Year OperationFinancial Year Operation

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At the time of login, no. of un-posted vouchers of thegroup are displayed. Limit on no. of un-posted voucherscan be fixed for each Group

This message will appearimmediately after pressinglogin button.

contd.

How many vouchers are UnHow many vouchers are Un--PostedPosted

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Invalid voucherscan not be saved.The shown voucher

has incompleteinformation.

Net amount must be filled. It will notallow you to leave this text box blank.

contd.

Input of transaction is primarily through vouchersInput of transaction is primarily through vouchers

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Calculates interest as well as Accrued interestCalculates interest as well as Accrued interest

Prepares vouchers for rePrepares vouchers for re--payment of principal aspayment of principal aswell as interest automaticallywell as interest automatically

Calculates TDS and generates TDS certificates asCalculates TDS and generates TDS certificates aswell as Annual Returnwell as Annual Return

Takes care of TDS exemptionTakes care of TDS exemption Vouchers can be prepared in advanceVouchers can be prepared in advance

contd.

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UtilitiesUtilities

Backup and RestoreBackup and Restore DailyControl Report to check whether the SystemDailyControl Report to check whether the System

is malfunctioningis malfunctioning

Report on Last Voucher No. postedReport on Last Voucher No. posted

Final Closing of the Financial YearFinal Closing of the Financial Year

Deletion of unDeletion of un--posted vouchersposted vouchers

Change passwordChange password

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The software can be upgraded from HO itselfThe software can be upgraded from HO itself Power to add GL/SL/AL at HO onlyPower to add GL/SL/AL at HO only

HO can log on to Field Office WAN server andHO can log on to Field Office WAN server andview their accounts, print vouchers, books ofview their accounts, print vouchers, books ofaccounts and trial balanceaccounts and trial balance

HO can also prepare and post Journal VouchersHO can also prepare and post Journal Vouchersinto RO Accountsinto RO Accounts

Most of their troubleshooting can be done at HOMost of their troubleshooting can be done at HOwithout physically going to RO/ZOwithout physically going to RO/ZO

Connectivity with Field OfficesConnectivity with Field Offices

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HelpHelp

OnOn--line Tutorial is available in the form ofline Tutorial is available in the form ofPowerpoint presentationPowerpoint presentation

ContextContext--sensitive help has been built through whichsensitive help has been built through which

accounting related issues shall be addressedaccounting related issues shall be addressed

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Thank You