gapms [general accounting & payroll management system ] running project on bcmcl
TRANSCRIPT
GENERAL ACCOUNTING & PAYROLL MANAGEMENT SYSTEM (GAPMS) FOR BCMCL 1 | P a g e
1. Introduction
1.1) Purpose• The Software is for the automation of Accounts & Payroll System. • It maintains two levels of users:-
Administrator Level User Level
• The Software includes:- Maintaining Voucher basis Journal Entry. Providing Various Financial Reports such as Trail Balance, Balance
Sheet, Income Statement, Cash Flow and Employees Payroll etc. Providing and maintaining Bank Books as well as other necessary
reports. Employees Details With their salary sheet details and any other
prescribe reports. 1.2) Scope
It can be used in any organization for maintaining accounts and payroll management system with very less effort.
1.3) Technologies to be used
This project will be a desktop application to be developed in VB 6.0 having SQL Server and Ms Access as backend.
• Database Design (SQL SERVER 2000) • Form Design (VB 6.0) • Coding (VB 6.0) • Testing (VB 6.0) • Reporting Tool (Data Report ),HTML
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1.4) Overview
Project is related to Accounts & Payroll Management System. The project maintains two levels of users:-
Administrator Level User Level-Data Entry Operator
Main facilities available in this project are:-
Account Module
Account Head Setupo Adding New Account Head
o Finding Account Head Information
o Editing a Account Head opening balance / details
o Deleting a Account Head
o Setting Up Opening Balances
o Listing Categories of Account Heads
Chart of Accounts
Setup : Income Statement
Setup : Balance Sheet
Transaction Vouchers
o Different Types of Vouchers
o Narration Setup
o Voucher Entry
Editing / printing / deleting vouchers
Journals
Cash Book
Bank Book
Account Receivable and Payables
Ledger
o Getting The Ledger of any Account
Trial balance
Analysis of Accounts
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o Transactions in Accounts
o Cash Flow - Movement of Cash
o Fund Flow - Assets Vs. Liability
Fixed Assets
o Fixed Asset Chart (3 Quarterly)
o Fixed Asset Chart (Half Yearly)
o Fixed Asset Chart (Yearly)
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Continue From Page 2…..
Final Accounts o Income Statement
o Balance Sheet
Closing the Financial Year
Create Next Financial Year with Closing the Current fiscal year and automated Balance Transfer System.
Employees Module
Employee Record Employee List
Attendance Register : Day wise / Time wise (With Barcode System – Optional) [Extra Charge will be include]
Overtime Register : Day wise / Time wise Employee Leave Summary
Loans and Advances
Monthly Salary Statement
Employee Pay slip
Posting of Salary Voucher
Any other Required Reports
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2. Overall Description
2.1) Goals of proposed system
1. Planned approach towards working:The working in the organization will be well planned and organized. The data will be stored properly in data stores, which will help in retrieval of information as well as its storage.
2. Accuracy: The level of accuracy in the proposed system will be higher. All operation would be done correctly and it ensures that whatever information is coming from the center is accurate.
3. Reliability:The reliability of the proposed system will be high due to the above stated reasons. The reason for the increased reliability of the system is that now there would be proper storage of information.
4. No Redundancy: In the proposed system utmost care would be that no information is repeated anywhere, in storage or otherwise. This would assure economic use of storage space and consistency in the data stored.
5. Immediate retrieval of information: The main objective of proposed system is to provide for a quick and efficient retrieval of information. Any type of information would be available whenever the user requires.
6. Immediate storage of information: In manual system there are many problems to store the largest amount of information.
7. Easy to Operate: The system should be easy to operate and should be such that it can be developed within a short period of time and fit in the limited budget of the user.
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2.2) Background
In any business or organization accounts is the vital part, it provides all the financial information in such various methods or forms like:-
Journal. Ledgers. Trail Balance. Balance Sheet. Income Statement. Cash Flow Statement.
Various Financial operational works that are done in an organization these are categorized like below:-
These are the various jobs that need to be done in an organization by the operational staff. All these works are done on papers.
All this work is done manually by the operational staff and lot of papers are needed to be handled and taken care of which is very tedious job.
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ASSETS
EXPENSES REVENUES
CAPITAL
LIABILITIE
S
Accounting
Figure 1
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2.3) Definitions of problems
Problems with conventional system
1. Lack of immediate retrievals:
The information is very difficult to retrieve and to prepared particular
reports like- E.g. – Ledger, Trail Balance, Balance Sheet, Income
Statement, Cash Flow etc;.
2. Lack of immediate information storage:
The information generated by various transactions takes time and efforts
to be stored at right place.
3. Lack of prompt updating:
Various changes to information’s are difficult to make as paper work is
involved.
4. Error prone manual calculation:
Manual calculations are error prone and take a lot of time this may result
in incorrect information.
5. Preparation of accurate and prompt reports:
This becomes a difficult task as information is difficult to collect from
various registers.
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2.4) Alternative Solutions
I. Improved Manual System:- One of the alternative solutions is the improvement of the manual system.
Anything, which can be done by using automated methods, can be done
manually. But the question arises how to perform thing manually in a
sound manner. Following are some suggestions, which can be useful in
the manual system. A more sophisticate register maintenance for various
Journal Entries, Employees Salary Details and a good system for keeping
all the reports employees’ pay slips can be maintained at central place.
Adequate staff may be maintained so that updations are made at the very
moment at the same time. Proper person for proper work should be
made responsible so that a better efficiency could be achieved.
This needs a lot of work force.
II. Automation System:- This system (GAPMS) provides digital storage/ updations and retrieval
facility. This system promises very less or no paper work and also
provides help to managements and operational staff. In this system
everything is stored electronically so very less amount of paper work is
required and information can be retrieved very easily without searching
here and there into registers. This system has been discussed here.
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3.) System Architecture & Data Flow
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DEDICATED
DATA BASE
SERVER
DEDICATED
DATA BASE
SERVER
**User Interface Handle the data entry on voucher Basis.
**User Interface Handle the data entry on voucher Basis.
USER InterfaceUSER Interface
PC-1PC-1
PC-2
PC-2
PC-3
PC-3
Journal Report
Journal Report
Income statement
Report
Income statement
Report
Trail Balance Report
Trail Balance Report
Cash Flow Statement
Report
Cash Flow Statement
Report
Balance Sheet Report
Balance Sheet Report
Payroll Related Report
Payroll Related Report
Figure 2
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4. Feasibility Study
Depending on the results of the initial investigation the survey is now expanded to a
more detailed feasibility study. “FEASIBILITY STUDY” is a test of system proposal
according to its workability, impact of the organization, ability to meet needs and
effective use of the resources. It focuses on these major questions:
1. What are the user’s demonstrable needs and how does a proposed system
meet them?
2. What resources are available for given proposed system?
3. What are the likely impacts of the proposed system on the organization?
4. Whether it is worth to solve the problem?
During feasibility analysis for this project, following primary areas of interest are to
be considered. Investigation and generating ideas about a new system does this.
Steps in feasibility analysis
Eight steps involved in the feasibility analysis are:
Prepare system flowcharts.
Enumerate potential proposed system.
Define and identify characteristics of proposed system.
Determine and evaluate performance and cost effective of each
proposed system.
Weight system performance.
Select the best-proposed system.
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4.1) Technical feasibility
A study of resource availability may affect the ability to achieve an acceptable
system. This evaluation determines whether the technology needed for the
proposed system is available or not.
• Can the work for the project be done with current equipment existing
software technology & available personal?
• Can the system be upgraded if developed?
• If new technology is needed then what can be developed? This is
concerned with specifying equipment and software that will successfully
satisfy the user requirement. The technical needs of the system may
include:
Front-end and back-end selection
An important issue for the development of a project is the selection of suitable
front-end and back-end. When we decided to develop the project we went through
an extensive study to determine the most suitable platform that suits the needs of
the organization as well as helps in development of the project.
The aspects of our study included the following factors.
Front-end selection:
1. It must have a graphical user interface that assists employees that are not
from IT background.
2. Scalability and extensibility.
3. Flexibility.
4. Robustness.
5. Microsoft XP, Windows 7 OS Compatible.
6. According to the organization requirement and the culture.
7. Must provide excellent reporting features with good printing support.
8. Easy to debug and maintain.
9. Event driven programming facility.
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10.Front end must support some popular back end like SQL Server, Ms Access
etc. According to the above stated features we selected VB6.0 as the front-
end for developing our project.
Back-end Selection:
1. Multiple user support.
2. Efficient data handling.
3. Provide inherent features for security.
4. Efficient data retrieval and maintenance.
5. Stored procedures.
6. Popularity.
7. Microsoft XP & Windows 7 Operating System compatible.
8. Easy to install.
9. Various drivers must be available.
10. Easy to implant with the Front-end.
According to above stated features we selected Ms SQL Server 2000 and Ms-Access as the backend.
The technical feasibility is frequently the most difficult area encountered at this
stage. It is essential that the process of analysis and definition be conducted in
parallel with an assessment to technical feasibility. It centers on the existing
computer system (hardware, software etc.) and to what extent it can support the
proposed system.
4.2) Economical feasibility
Economic justification is generally the “Bottom Line” consideration for most
systems. Economic justification includes a broad range of concerns that includes
cost benefit analysis. In this we weight the cost and the benefits associated with the
proposed system and if it suits the basic purpose of the organization i.e. profit
making, hassle free and smooth then the project will steps towards analysis and
design phase.
The financial and the economic questions during the preliminary investigation are verified to estimate the following:
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• The cost to conduct a full system investigation.
• The cost of hardware and software for the class of application being
considered.
• The benefits in the form of reduced cost.
• The proposed system will give the minute information, as a result the
performance is improved which in turn may be expected to provide
increased profits.
4.3) Operational Feasibility
It is mainly related to human organizations. The points to be considered are:
• What changes will be brought with the system?
• What organization structures are disturbed?
• What new skills will be required? Do the existing staff members have
these skills? If not, can they be trained in due course of time?
The system is operationally feasible as it very easy for the End users to operate it. It
only needs basic information about Windows platform.
5.) Project Requirements
Server
Hardware RequirementsProcessor RAM Disk Space
HP ProLiant DL360 G6 Server
2 GB or Higher With RAID Controller168 * 2
Software Requirements
Operating System Database AntivirusWindows Server 2003 Or
Higher Family OSSQL Server 2000 Or and Ms Access 2010
Kaspersky Recommended
Workstation
Hardware RequirementsProcessor RAM Disk Space
Intel Duel Core or Higher 1 GB or Higher 160GB Or MoreSoftware Requirements
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Operating System AntivirusWin-2000, Win-XP,
Windows 7Kaspersky Recommended
LAN Equipments
LAN Card CableCable
ConnectorSwitch/Hub
Gigabits 1Gb CAT 6 RJ45 CAT 6Gigabit
8 Port X 2
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5.1) User Characteristics
Every user should be:
o Comfortable of working with computer. o He must have knowledge in accounting field. o He must also have basic knowledge of English too.
5.2) Constraints
• GUI is only in English.
• Login and password is used for identification of user and there is no facility for guest.
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6. Implementation Procedure
MTechnology is designing a GENERAL ACCOUNTS & PAYROLL MANAGEMENT SYSTEM
(GAPMS) for the proposed Company. It requires an enormous effort in preliminary requirement specification and design before the actual software development starts. We divide the implementation into the following definite phase.
Requirement Specification
In this phase a team from both the client and MTechnology will carry out a
detail study on the exact procedure and requirement of the entire system. The goals of this phase will be to extract
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Implementation Procedure
Requirement Specification
System Architectural Design
Object Design
Module Development
Integration
System Testing and Trial Run
User and Administrative Training
System Signoff
Maintenance
Requirement Specification
Processes related to the system
Entities related to the system
Interaction among processes and entities
Desired interface between processes and entities
Desired management output requirement
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System Architectural Design
This phase is the direct decomposition of the Requirement Specification phase.
Object Design
This phase will act upon the module level design (package design) generate from the earlier phase.
Module Development
In this phase each module will be developed as per system design report. Module validation, verification and unit testing will be integrated into the development process.
Integration
At this phase modules developed so far will be integrated according to the subsystem specification described in the system design report.
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System Architectural Design
Module internal process design, data structure and data flow
User interface format and conventions
Report design and structure
Object Design
Business Logic behind each module
Command flow among objects
Database schema, replication and sizing specification
Database objects like table, views etc. specification
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System Testing and Trial Run
After the integration is complete, the system will go through site testing through trial run. Both the vendor and client will actively take part in this trial run and accurate testing. The following objects will be achieved through this phase
User and Administrative Training
In this phase training will be provided to three levels.
Management training to Administrative and Selected personnel
System Signoff
This phase is the final of the development phase where the system is hand over to the client.
Maintenance & Enhancement
It is highly recommended that monthly/yearly maintenance with enhancement is very much needed for better performance and trouble free operation. The maintenance contract will ensure further modification and enhancement of the
system, which the MTechnology does in process of his product enhancement or
the client feels necessary.
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System Testing and Trial Run
Bug checking and bug fixing
Finalization of technical documentation
Finalization of user materials (manuals, help files etc.)
Future enhancement exploration
Staff and management acceptance and adaptation with new system
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7. Work Flow Diagram Of The General Accounting System[For Example]
Creating account head along with Code:
Account_Head_ID Account_Head_Name
1 ASSETS
2 LIABILITIES
3 CAPITAL
4 REVENUE
5 EXPENSE
Creating Account Title along with ID, account head, Code, Type and Opening Balance, Dr, Cr:
Account
Title ID
Account
Head IDAccount Title Account Type
Opening Balance
Dr Cr
101 1 Land Fixed Asset 0 0 0
102 1 Building Fixed Asset 0 0 0
103 3 Capital 0 0 0
104 2 Notes Payable Current Liability 0 0 0
105 2 Long Term Loan Long Term Liability 0 0 0
106 1 Account Receivable Current Asset 0 0 0
107 1 Cash Current Asset 0 0 0
108 4 Sales 0 0 0
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Account
Title ID
Account
Head IDAccount Title Account Type
Opening Balance
Dr Cr
109 5 Salary 0 0 0
110 5 Rent 0 0 0
111 3 Drawing 0 0 0
112 1 Machinery Fixed Asset 0 0 0
113 5 Compensation On Crop 0 0 0
114 3 Opening Cash 0 0 0
115 1 Purchase(F) Current Asset 0 0 0
116 2 Account Payable Current Liability 0 0 0
Accounting Period
AC
Period ID
AC
Period From
AC
Period Tostatus
2009-2010 01-Jan-2010 31-Dec-2010 Active
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Balance Sheet
AC
Period ID
Account
Head IDAccount Title Account Dr Cr
2009-2010 1 102 Building 0 0
2009-2010 1 107 Cash 0 0
2009-2010 1 106 Account Receivable 0 0
2009-2010 1 112 Machinery 0 0
2009-2010 1 115 Purchase(F) 0 0
2009-2010 1 101 Land 0 0
2009-2010 2 116 Account Payable 0 0
2009-2010 3 114 Opening Cash 0 0
2009-2010 5 109 Salary 0 0
Income Statement
AC
Period ID
Account
Head IDAccount Title Account Dr Cr [Balance]
2009-2010 4 108 Sales 0
2009-2010 2 116 Account Payable 0
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Reports [Example]
Balance SheetAS On Month June 2009
Source of Fund Code
2009 2008
AA 1 Amount Amount
BB 3 Amount Amount
CC 5 Amount Amount
Total:
Total Amount Total Amount
Applications of Funds
Fixed Assets : 7 Amount Amount
Land 10 Amount Amount
Building 11 Amount Amount
Machineries 25 Amount Amount
Total:
Total Amount Total Amount
Current Assets :
Cash and Bank Balance 20 Amount Amount
Accounts receivable 22 Amount Amount
Pre-Paid Expenses 23 Amount Amount
Advances, deposits & Prepayments 26 Amount Amount
Total:
Total Amount Total Amount
Less: Current Liabilities
Vat On Sales 28 Amount Amount
Accounts Payable 29 Amount Amount
Other Liabilities 30 Amount Amount
Total:
Total Amount Total Amount
Net Current Assets Amount Amount
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Others 33 Amount Amount
Profit and Loss A/C [Dr Balance] Amount Amount
Total:
Total Amount Total Amount
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Income Statement
FOR THE YEAR ENDED 30 JUNE 2009
Sales Code 2009 2008
Sales Of Coal To Thermal 55 Amount Amount
Sales Of Coal To Local Market 65 Amount Amount
Sales Of Coal To Foreign Market 66 Amount Amount
Total Sales:
Total Amount Total Amount
LESS: Royalty To the Govt. 90 Amount Amount
Net Sale Total: Total Amount Total Amount
Less Sales Cost 1000 Amount Amount
Gross Profit Amount Amount
Less Operative Expenses
Salary Staff 118 Amount Amount
Salary Officer 119 Amount Amount
Others 1120 Amount Amount
Operative Profit/(Loss) Total Amount Total Amount
Add Other 1180 Amount Amount
Less Other 1189 Amount Amount
Net Profit/(Loss) Total Amount Total Amount
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Cash Flow Statement
FOR THE YEAR ENDED 30 JUNE 2009
1.Cash Flow From Operative
Activities: 2009
Cash Received From Customer Amount
Cash Paid To Suppliers Amount
Cash Paid For Operating Expenses Amount
TAX Amount
Royalty Amount
Other Income Amount
Net Cash Used Total Amount
2. Investment
FDR Amount
Advanced Payments Amount
Buy Fixed Assets Amount
Others Amount
Net Cash Used In Investment Total Amount
3. Financing
Long Term Liability Paid/Received Amount
VAT On Sales
Net Cash Used In Financing Total Amount
Net Cash Increased
Opening Balance Of cash
Amount
Amount
Closing Balance Of Cash Total Amount
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Implementation Timeline
Total project timeline from Requirement specification to System Signoff is 80 working days. Here is a summary.
Phase
Serial
Phase Name Weeks Required
(5 Days/Week)
1 Requirement Specification & Analysis 2
2 System Design 3
3 Object Design 3
4 Module Development 3
5 Integration 3
6 System Testing and Trial Run 1
7 User Administrative Training 1
8 System Signoff
Total Duration In Weeks 16
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Implementation Platform
The GENERAL ACCOUNTS & PAYROLL MANAGEMENT SYSTEM (GAPMS) to be developed is basically a data intensive system. But there is certain amount of application areas into the very nature of work process. We propose the implementation platform as a mix of the following system and tools.
Windows 7, XP, 2000 Ms SQL Server 2000 as the distributed database backend Macromedia Flash Few ActiveX Controls MS-Access 2010 MS-Visual Basic 6 as application front-end
Implementation Charge
Total implementation charge payable for the phases described in the timeline is Tk. 3, 70,000/- (Taka Three Lac Seventy Thousand Only)
Mode of Payment
75% in the time of hand over the UDS version the software and training.
25% after system Signoff and hand over the final version and final training.
*U|D|S = Under Developing Stage
Maintenance, Enhancement Licensing Charge – Mandatory
First One (1) Year Free.
After One (1) Year 50,000/-
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8. Conclusion
This digital system helps to perform all the transactions of an organization in a smooth and effective way. It takes care of all the transactions for an organization and capable to provide easy and effective reports related to the organizational financial activities through Transactions based system. It generates Journal Books, Ledger Books, Bank Reconciliation, Balance Sheet, Income Statements, Cash Flow Statement or any other essential reports which may vary to organization to organization. It also provides Account Head management, Account Code Management, Previous Balance Management, Payroll Management etc.
Transactions based coding assures that the integrity of the data, especially in a multi-user situation.
As a result using this system Organization’s Operations will become hassle free and lots of Reports will enhance the overall performance.
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