ERP user manual

Power Grid Company of Bangladesh Limited (PGCB)

Financial Accounting System of PGCB For System Administrator User and Operations Manual

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User Manual, Version-1.01

Prepared by Emerging Resources Limited (ERL)

Table of Contents

1. PREFACE ..................................................................................................................................... 5

1.1 PURPOSE AND SCOPE ........................................................................................................................ 5 1.2 DEFINITIONS, ACRONYMS, AND TERMINOLOGY ......................................................................................... 5 1.3 TO WHOM REPORT TO BE ADDRESSED .................................................................................................... 6

2. OVERVIEW OF THE SOFTWARE .................................................................................................. 6

2.1 MODULES AND SUB- MODULES OF THE SOFTWARE ..................................................................................... 6

3. DESCRIPTION OF THE MODULES AND SUB-MODULES ................................................................. 7

3.1 GENERAL LEDGER MODULE ................................................................................................................. 7 3.1.1 Configuration ..................................................................................................................................... 8

3.1.1.1 Financial Period ............................................................................................................................ 9 3.1.1.2 Location ...................................................................................................................................... 9 3.1.1.3 Responsibility Centre (RC) ........................................................................................................... 10 3.1.1.4 Cash Head Configuration ............................................................................................................. 10 3.1.1.5 Bank Head configuration.............................................................................................................. 11

3.1.2 Chart of Accounts ............................................................................................................................. 12 3.1.2.1 Chart of Accounts ....................................................................................................................... 12 3.1.2.2 Opening Balance List................................................................................................................... 13

3.1.3 Transaction ...................................................................................................................................... 14 3.1.3.1 Voucher List .............................................................................................................................. 14 3.1.3.2 Journal Voucher ......................................................................................................................... 14 3.1.3.3 Bank Voucher ............................................................................................................................ 15 3.1.3.4 Cash Voucher............................................................................................................................. 16 3.1.3.5 Voucher Approval ....................................................................................................................... 16

3.1.4 Loan Module .................................................................................................................................... 17 3.1.4.1 Loan Master file ......................................................................................................................... 17 3.1.4.2 ReceiveLoan .............................................................................................................................. 18 3.1.4.3 Payment Installment ................................................................................................................... 19 3.1.4.4 Loan Statement .......................................................................................................................... 21 3.1.4.5 Loan Summary ........................................................................................................................... 22

3.1.5 Bank Reconciliation Statement ............................................................................................................ 23 3.1.5.1 Bank Voucher ............................................................................................................................ 23 3.1.5.2 Bank Reconciliation Statement ...................................................................................................... 24

3.1.6 Budget Menu .................................................................................................................................... 25 3.1.6.1 Budget Allocation ....................................................................................................................... 25 3.1.6.2 Budget Variance ......................................................................................................................... 26

3.1.7 Reportings ....................................................................................................................................... 27 3.1.7.1 Non-standard Report................................................................................................................... 28 3.1.7.2 Cash Flow Statement .................................................................................................................. 29 3.1.7.3 Voucher List .............................................................................................................................. 30 3.1.7.4 Comprehensive Income Statement ................................................................................................ 30 3.1.7.5 General Ledger .......................................................................................................................... 32 3.1.7.5 Financial Position ........................................................................................................................ 33 3.1.7.7 Trail Balance .............................................................................................................................. 34 3.1.7.8 Budgeted Financial Position .......................................................................................................... 35 3.1.7.9 Budgeted Income Statement ........................................................................................................ 36

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3.2 ACCOUNTS PAYABLE MODULE ............................................................................................................ 37 3.2.1 Supplier Menu .................................................................................................................................. 37

3.2.1.1 Add New Supplier ....................................................................................................................... 37 3.2.1.2 Supplier List ............................................................................................................................... 38

3.2.2 Transaction Menu ............................................................................................................................. 38 3.2.2.1 Add New Transaction .................................................................................................................. 38 3.2.2.2 Transaction List .......................................................................................................................... 39 3.2.2.3 New Payment ............................................................................................................................ 39 3.2.2.4 Payment List .............................................................................................................................. 40

3.2.3 Payable & Payment Menu ................................................................................................................... 40 3.2.3.1 Fixed Asset Payable .................................................................................................................... 40 3.2.3.2 Inventory Payable....................................................................................................................... 41 3.2.3.3 Asset payment list ...................................................................................................................... 41 3.2.3.4 Inventory payment list ................................................................................................................ 42

3.2.4 Report Menu .................................................................................................................................... 42 3.2.4.1 Supplier Wise ............................................................................................................................. 42 3.2.4.2 Work Order Wise ........................................................................................................................ 43 3.2.4.3 Letter of credit Wise ................................................................................................................... 43 3.2.4.4 Bill Wise .................................................................................................................................... 43

3.3 ACCOUNTS RECEIVABLE MODULE ........................................................................................................ 43 3.3.1.1 Add New Customer ..................................................................................................................... 44 3.3.1.2 Customer List............................................................................................................................. 44

3.3.2 Transaction Menu ............................................................................................................................. 45 3.3.2.1 Add New Transaction .................................................................................................................. 45 3.3.2.2 Transaction List .......................................................................................................................... 45 3.3.2.3 New Receive .............................................................................................................................. 46 3.3.2.4 Receive List ............................................................................................................................... 46

3.3.3 Report Menu .................................................................................................................................... 47 3.3.3.1 Customer Wise ........................................................................................................................... 47 3.3.3.2 Invoice Wise .............................................................................................................................. 47 3.3.3.3 Letter of credit Wise ................................................................................................................... 47 3.3.3.4 Bill Wise .................................................................................................................................... 48

3.4 INVENTORY MODULE ...................................................................................................................... 48 3.4.1 First stage: Configuration ................................................................................................................... 48

3.4.1.1 Supplier Information ................................................................................................................... 49 3.4.1.2 Inventory Name ......................................................................................................................... 50

3.4.2 Items classification ............................................................................................................................ 51 3.4.2.1 Measurement Unit ...................................................................................................................... 52 3.4.2.2 Sub-Group ................................................................................................................................. 52 3.4.2.3 Sub-Sub Group .......................................................................................................................... 53 3.4.2.4 Items Profile .............................................................................................................................. 53

3.4.3 Opening Balance ............................................................................................................................... 54 3.4.3.1 New Stock ................................................................................................................................. 54 3.4.3.2 Stock List .................................................................................................................................. 55

3.4.4 Purchase ......................................................................................................................................... 55 3.4.4.1 New Purchase ............................................................................................................................ 56 3.4.4.2 Purchase List ............................................................................................................................. 57

3.4.5 Items Requisition .............................................................................................................................. 57 3.4.5.1 Items Requisition ....................................................................................................................... 57 3.4.5.2 Requisition List ........................................................................................................................... 58 3.4.5.3 Requisition Approve .................................................................................................................... 58

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3.4.6. Issue Item ...................................................................................................................................... 59 3.4.6.1 Issue Item ................................................................................................................................. 59

3.4.7 Report-Current Stock ......................................................................................................................... 60 3.5 HRM MODULE .............................................................................................................................. 61

3.5.1 Configuration ................................................................................................................................... 61 3.5.1.1 Organization Configuration ........................................................................................................... 62 3.5.1.2 Employee Type Configuration ....................................................................................................... 63 3.5.1.3 Cost Centre Configuration ............................................................................................................ 64 3.5.1.4 Department Configuration ............................................................................................................ 65 3.5.1.5 Designation ............................................................................................................................... 66 3.5.1.6 Shift Configuration ...................................................................................................................... 67 3.5.1.7 Leave Configuration .................................................................................................................... 68

3.5.2 New User Creation ............................................................................................................................ 69 3.5.2.1 View User List: ........................................................................................................................... 69

3.5.3 Roster ............................................................................................................................................. 70 3.5.3.1 Setting holidays: (e.g. Default Holiday) .......................................................................................... 70

3.5.4 Leave .............................................................................................................................................. 71 3.5.5. Attendance ..................................................................................................................................... 72

3.5.5.1 Present ..................................................................................................................................... 72 3.5.5.2 Absent ...................................................................................................................................... 72 3.5.5.3 Manual Attendance ..................................................................................................................... 72

3.6 PAYROLL MODULE .......................................................................................................................... 73 3.6.1 Payroll Configuration Setting ............................................................................................................... 73 3.6.2 Salary Mapping ................................................................................................................................. 74 3.6.3 Salary Loan ...................................................................................................................................... 74

3.6.3.1 Loan Requisition ......................................................................................................................... 75 3.6.3.2 Loan List ................................................................................................................................... 75

3.6.7 Reports ........................................................................................................................................... 76 3.6.7.1 Report Generation ...................................................................................................................... 76

3.7 FIXED ASSET MODULE ..................................................................................................................... 77 3.7.1 Classification Menu ............................................................................................................................ 77

3.7.1.1 Supplier information.................................................................................................................... 78 3.7.1.2 Sub Group ................................................................................................................................. 78 3.7.1.3 Sub-Sub Group .......................................................................................................................... 79

3.7.2 Asset purchase Menu ......................................................................................................................... 80 3.7.3 Depreciation Menu ............................................................................................................................ 81 3.7.4 Assets Adjust Menu ........................................................................................................................... 81 3.7.5 Report Menu .................................................................................................................................... 82

3.7.5.1 Asset List .................................................................................................................................. 82 3.7.5.2 Asset Addition List ...................................................................................................................... 83 3.7.5.3 Depreciation Summary ................................................................................................................ 83 3.7.5.4 Schedule of Fixed Asset ............................................................................................................... 83

3.8 ADMINISTRATOR ........................................................................................................................... 84 3.8.1 User ................................................................................................................................................ 84

3.8.1.1 Create User ............................................................................................................................... 84 3.8.1.2 User List.................................................................................................................................... 85

3.8.3 User Permission ................................................................................................................................ 85 3.8.4 ACC Permission................................................................................................................................. 86

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Revision History

Version No.

Date of Release (dd/mm/yyyy)

Prepared By

Reviewed By

Approved By

List of changes from Previous Version

0.1.0 10/07/2012 ERL ERL N/A N/A

Copyrights & Restrictions:

All the rights reserved: no part of this publication may be reproduced, stored in a retrieval System, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the Emerging Resource Limited, (Here is after referred to ‘ERL’) or a license permitting restricted by Power Grid Company of Bangladesh Ltd.

1. Preface

1.1 Purpose and Scope The manual provides an extensive coverage of the functionalities of the Software. The manual helps the administrator to master all features of the software and related issues. Each topic is explained and discussed thoroughly with screenshots. This is only collective guidelines and instructions regarding the system.

1.2 Definitions, Acronyms, and Terminology

Item Description/ Expansion

System URL http://121.200.61.14/

PGCB Power Grid Company of Bangladesh Limited

GL Module General Ledger Module

AP Module Accounts Payable Module

AR Module Accounts Receivable Module

Inv Module Inventory Module

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HRM Module Human Resource Management Module

Payroll Module Payroll Management Module

FA Module Fixed Assets Module

Admin Module Administrator Module

1.3 To whom report to be addressed

Name & Designation Address Email

N.K.A Mobin, CEO & DMD ERL [email protected]

2. Overview of the Software

This software will be used to manage the Financial Accounting System of PGCB. Administrator can manage the whole accounting system and has all right to access all part of this system.

2.1 Modules and Sub-Modules of the Software

General Ledger(GL) Accounts Payable(AP) Accounts Receivable (AR) Inventory (Inv) Human Resource Management (HRM) Payroll system (PS) Fixed Asset (FA) Administrator(Admin)

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3. Description of the Modules and Sub-Modules

3.1 General Ledger Module

Financial Accounting system of PGCB is highly robust and integrated web-based financial accounting software. User will be able to enter into this system from anywhere in the world putting the following addresses in the web browser (e.g. Mozilla Firefox, Internet Explorer, Google Chrome etc.).

Real Internet Protocol (Real IP)- http://121.200.61.14/ (Other than Head Office) Local area network IP- http://192.168.10.242 (Only Head Office)

After putting the above address in the address bar user will press Submit button. Then s/he will see the following screen.

Figure 1

After successful login into the system user will find the following interface where s/he will find GL module

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Figure 2

In this GL module, there are seven (7) menu/tabs namely configuration, chart of accounts, transaction, loan module, bank reconciliation statement, budget menu and reporting. A brief description of each of them is enumerated below so that user can able to obtain an overall ideology and its functions which help them to make the system very familiar and can be able to operate the same smoothly and efficiently.

3.1.1 Configuration

Every system must have some configurations about the basic instructions of the system. When user/you will start to browse the software, at first they/we have to configure the system/this. To provide better understanding to the user about this system each of the configuration items is briefly discussed below:

System operation for Configuration

To configure the following items, user will click on configuration feature then the system itself will show five (5) types of configuration items to be configured namely:

Financial Period Location Cost Center Cash Head Configuration Bank Head configuration

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See the following window:

3.1.1.1 Financial Period User will click on the Financial Period of configuration bar then the system will show the following list. User will be able to add new financial period clicking ‘Add new record’ button and give required information then press ‘save button’ after that system itself will take a new financial period and it will be automatically refreshed. For better understanding a screen picture is given below.

3.1.1.2 Location User will click on the Location button in the features menu then system will show the below mentioned window then press ‘Get List’ button and user will see the list. If s/he wants to add new location here then you have to click on ‘Add new record’ button and give all the required information and save this accordingly. If any location code is already existed in the system then the system will not take that duplicate location code and name of the same on the other hand it will show “Successful message” on the window.

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3.1.1.3 Responsibility Centre (RC) The departments which are responsible for cost, revenue and profit are called Responsibility Centre (RC). As per requirement user can add additional RC, if necessary. Following the similar process as discussed in the previous stages user will complete RC configuration process.

3.1.1.4 Cash Head Configuration To configure the cash head the same procedure as discussed in the financial period configuration will be followed. To add additional head user will press ‘Add new record’ button then s/he will give the required information and save this. System will be automatically refreshed and show the list with newly entered cash head.

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3.1.1.5 Bank Head configuration To configure the bank head the same procedure as discussed in the financial period configuration will be followed. To add additional head, user will press ‘Add new record’ button then s/he will give the required information and immediately system will save this. System will automatically refresh and show the list with newly entered bank head.

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3.1.2. Chart of Accounts

3.1.2.1 Chart of Accounts Chart of Accounts (CoAs) is the outline of some codes through which financial figures are recoded and represented. Here we designed four (4) levels of Charts of Accounts mentioning the Class Name, Group Name, Sub Group Name and GL Code. Only Admin level, super user(s), is capable to create, edit or delete any code of CoAs. A brief description of the same is enumerated below:

a. Class name: User will press ‘Add class name button’. This button usually comes into view at the end of the page and users will click the said button and give the required information in that field and after that s/he will click the save button and system will automatically save it.

b. Group name: Following the same procedure as discussed in the class name clicking first drop down menu then user will press the ‘Add Group Name’ button after that it will appear a pop up window then give the Group Name and save it.

c. Sub group name: Following the same procedure as discussed in the Class Name and Group Name user will add the sub-group name clicking first and second drop down menu. User will then press ‘Add Sub Group Name’ and give the information and save it accordingly.

d. GL code: Following the same procedure as discussed in the previous stages user will add GL code. However, to create GL code user will select class name, group name and sub group name then press ‘Add GL Code’ button. After that a pop up window will come into view and user will fill up the GL Code, GL Name, Account type, RC and LC fields then press save button.

For update/edit: User can update/edit only code name clicking specific code then the system will show a pop up window to change the name and user will edit that information only and save this accordingly.

For delete: Super user is only able to delete any code which have no financial figure. S/he can delete it clicking on specific code and press delete button. For deleting any control code of this page, please make sure with due care about that code of CoAs that there is any GL code that s/he wants to delete.

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3.1.2.2 Opening Balance List These balances have to be uploaded through system at the software implementation stage. It will never be used after that implementation stage.

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3.1.3 Transaction At this stage, all financial transactions will be inputted into the system based on source of documents. These stages are journal, bank and cash vouchers. Moreover, voucher list and voucher approval procedure also added here. Details description is given below:

3.1.3.1 Voucher List

At this stage all vouchers that have been inputted into the system will be found out as required.

Users will select the voucher list under transaction in the menu of General ledger module for getting this window.

In this case, user will select the 'voucher type’ through drop down menu from the system as required and He/she have to select another fields in the same way.

After that, click the ‘get voucher list’ then the desired vouchers will be found.

3.1.3.2 Journal Voucher

All financial transactions not related to cash or bank to be entered/ recorded through this part. User

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will select the ‘voucher type’ whether it is journal or rectification voucher otherwise by default it is shown as journal voucher.

Date, location and account title (account head) to be selected from system then ‘add’ button will be pressed to add every accounts title.

Giving all information, user can overview the whole voucher whether there is any mistake after confirming that, s/he will press the ‘save button’ to save the entry into system.

At this stage, the saved entry will be found in the voucher list and it may also be generated from report menu.

3.1.3.3 Bank Voucher

All bank related transactions not related to cash or journal to be entered into the system through this part. User will select the ‘voucher type’ whether it is bank receipt or payment voucher otherwise by default it is shown as bank payment voucher.

Date, location, bank head (bank account number) and account title (account head) to be selected then ‘add’ button will be pressed to add every accounts title.

Giving other information, user can overview the whole voucher whether there is any mistake after confirming that, s/he will press the ‘save button’ to save the entry.


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3.1.3.4 Cash Voucher

All cash transactions other than bank or Journal to be entered into the system through this part. User will select the ‘voucher type’ whether it is cash receipt or payment voucher otherwise by default it is shown as cash payment voucher.

Date, location, cash head (imprest or cash in hand) and account title (account head) to be selected then ‘add’ button will be pressed to add every accounts title.

Giving other information, user can overview the whole voucher whether there is any mistake after confirming that, s/he will press the ‘save button’ to save the entry.


3.1.3.5 Voucher Approval Using this stage all vouchers that have been inputted into the system but not approved will be found out.

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For this, authorized person will select the ‘voucher type and date’.

After that, click the ‘get voucher list’ then the desired vouchers will be found and accordingly s/he, if all information is correct, will approve those vouchers. See below mentioned snap picture about it.

3.1.4 Loan Module This loan module is consisted of three steps which are Loan file list, receive loan and payment installment, Loan statement and loan summary. See below mentioned pop-up window.

To create the loan master file user will click the ‘add loan’ option.

3.1.4.1 Loan Master File

After pressing the ‘add loan’ user will find the below window. In this stage, user will fill up all required information related to each individual loan along with donors’ name.

User must consider the currency name and conversion of the same because this information will be presented when loan is received.

Moreover, interest rate, installment year and installment type are also to be the significant

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information.

Mentioning that installment type is designed with four categories named monthly, quarterly, half yearly and yearly and user can select any one of them to find out the amortization schedule.

After entering all information, user will press the ‘Add’ button to find out the amortization schedule representing the principal, interest and installment due date.

User will only input the foreign currency amount in the ‘currency type field’ and ‘conversion rate’ in the respective field then manually calculate the Bangladesh Taka (BDT).

After that user will press the ‘submit button’ to save the information. See below window.

3.1.4.2 Receive Loan

After creating the loan file user will press the ‘receive loan’ stage in the loan module then s/he will find the loan list.

User will then press on the loan number inputted in the previous stage.

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After that below mentioned pop-up window will be presented in which most of the information is related to that loan number.

Here currency rate and type of the same are important issue because this amount will be accounted for in the general ledger and finally in the statement of financial position.


User will select the bank account number and its location for debit item and credit item will be loan account then ‘save option’ to be pressed to complete this stage. See the below picture.

3.1.4.3 Payment Installment

To complete, user will select the payment installment menu then s/he will find individual loan no. field in the window.

To find the loan details user will enter the loan number and press the loan records then related loan information will be presented.

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The following picture will be presented showing the red colored information. Then based on status report payment will be taken place.

For making payment user will press the ‘date’ then the following window will be presented.

Here currency payment, interest and principal amount are important to make the payment.


Worth mentioning that, long term loan principal amount (e.g., code-240301) at first to be transferred to the ‘current portion of long term loan account (e.g., code-2721).

Interest amount to be recognized debiting the finance cost (e.g.,code-7101, if it is related to admin. Cost) /Interest under development cost (e.g., IDC-code 1081, if it is related to project under construction) of Project and related liabilities for finance cost (e.g., code-2519) will be credited.

Then current portion (e.g., code-2721) and liabilities for finance cost (e.g., code-2519) to be settled

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by debiting and crediting the bank account.

Furthermore, exchange fluctuation gain/loss may be raised. For recognition of loss from currency fluctuation will be debited to the code-1081, if it is related to project under construction or code-6204, if it is related to admin. Cost will be debited as expenses under the statement of comprehensive income.

If gain is arisen then previous balance of fluctuation loss is to be adjusted to code-1081 and if any surplus is taken place after netting off the fluctuation loss then the remaining balance will be adjusted to related loan account. Then user will press the ‘save option’. See the below snap picture:

3.1.4.4 Loan Statement

At this stage user will press the ‘loan bar’ presented at the menu of general ledger module.

After that s/he will press the ‘loan statement’ and will find the following window:

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User will press the ‘load record’ then all information relating to individual loan will be shown in the window mentioning the Loan No, Name and Address of the loan, Donor Name, Currency Name, Loan Amount, Payment to , Gain/Loss, Foreign (FC) and Presentation currency (BDT). For understanding an example is given below.

Searching the specific loan with number, user will also find that particular loan information only.

3.1.4.5 Loan Summary

Pressing the loan summary, User will find all information relating all loans.

If no loan number is selected, all loan information will be found mentioning the Loan No, Name and Address of the loan, Donor Name, Currency Name, loan amount, payment, foreign currency and presentation currency (BDT) also. See the below mentioned window.

Moreover, if user will enter the individual loan number then s/he will find the selected loan information only.

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3.1.5 Bank Reconciliation Statement Bank reconciliation statement consists of two parts of which one is related to Bank voucher and another one is bank reconciliation statement.

3.1.5.1 Bank Voucher

User will press the bank reconciliation statement menu of general ledger module then s/he will find the below mentioned window.

After collecting bank statement from bank, user will match between the entries entered into the system (respective ledger code of bank) and bank statement.

If any difference is observed then s/he will pass an entry into respective general ledger code (bank transaction) which may be related to bank charge or others. Below mentioned voucher format has been kept for passing such entries.

Mentioning that user will follow the bank reconciliation standard operating procedure (SOP) to complete this stage accurately.

User will press the ‘submit button’ to pass this entry.

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3.1.5.2 Bank Reconciliation Statement

After entering all required entries, user will enter the specific bank related general ledger code and will get the following window pressing the ‘load record button’.

This bank reconciliation statement is directly linked to the general ledger code which indicates the transaction no., date of cheque, name of party, cheque no and amount of each transaction.

If any entry that was not passed into the system, a manual option to input such entry has also been added here representing the un-reconciled debit and credit item at the below of the reconciliation format.

If required, user will enter the opening balance of that particular bank general ledger code. After that s/he will press the ‘add button’ and system will itself automatically update that information.

At this stage, user will only ‘select/mark’ the ‘reconciled item button’ in the bank reconciliation statement to get the reconciled items and remaining items will automatically represent as un-reconciled (unmarked).

After that user will press the ‘submit button’ to save the information. Giving all information at this stage user will easily match the bank statement figure.

As per requirement user can print the reconciled or un-reconciled items pressing one out of them.

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3.1.6 Budget Menu Budget is the heart of General Ledger of this system. Moreover, budget instructs and learns to us or users regarding all numerical thresholds level of all activities relating to financial information of company. When User will express to visit budget menu, then you have to click General Ledger option from the module panel.

After access into the GL module, User will be provided a dialogue box or window from system for selecting the particular location of the company. Then user will select the specific location from system and press submit button to get all menus of general ledger module.

In this stage, users will have to select the budget menu to reach budgeted features into system. It has two (2) features namely budget allocation and budget variance.

3.1.6.1 Budget Allocation For handling properly this process from system, User have to enter the budget allocation from the budget menu and immediately system will provide a window for recording the required financial information of the company. At this stage, select the financial year, date range, the particular general ledger code including accounts head and the specific location, thereafter press on get button to reach the new/extra window upon this existing window. User will record the information manually or upload monthly budgeted amount into the system at the

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beginning of the year.

User will click on the save button for saving information into system.

N.B: subsequently if any amount of budget is required to modify due to changing the business strategies plan or the circumstances required, in that case, modified/revised amounts shall be recorded in the forecasting column in the same way which is subject to approval in process by management of the company.

This is a reporting tool under budget menu.

3.1.6.2 Budget Variance

For handling this process, user(s) has to enter the budget variance from the budget menu and immediately system will provide a window relating to financial information of the company. At this stage, select the financial year, date range, the particular general ledger code including accounts head and the specific location, thereafter press the get button and wait for a new/extra window on this existing window.

User will then find the month wise variance report between budgeted and actual figure of the respective GL as selected.

N.B: user(s)/you can convert this report into pdf or excel from system as required.

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3.1.7 Reporting To enter into the general ledger module, user should put in the real IP and his/her individual password then the below mentioned pop-up window will be presented.

User will press ‘general ledger’ then following window will show in your computer. User will then enter the location code and after entering that s/he will able to input into the system. See the below picture:

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Then system itself will show the following window and user should press the ‘report menu’ to see its function and reporting tools. These reporting tools has been designed consisting of nine (9) items namely- non-standard report, statement of cash flows, voucher list, statement of comprehensive income, general ledger, statement of financial position, trial balance, budgeted income statement and budgeted financial position. Each of them is narrated below:

3.1.7.1 Non-standard Report

This part has been designed for various reporting options such as location, RC, voucher type and GL code wise reporting tools.

User will input the information into system as per requirement of the reporting option then ‘load record’ to be pressed to find out the desired report.

Moreover, user can also find the report in pdf or excel format and as per requirement, s/he will select the option of the report.

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3.1.7.2 Cash Flow Statement

This part usually related to cash in hand and imprest fund. To find the balances of those items, user will select the head of accounts along with code.

User also will select the financial year, location code and transaction no but other than transaction no all items are mandatory field. S/he will press the ‘Get button’ and system will itself show the following window.

Moreover, user can print this document in pdf or Excel format from system.

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3.1.7.3 Voucher List

Using this stage all vouchers that have been inputted into the system will be found out.

For this, user will select the voucher list under ‘reporting’ in the menu of General ledger module.

Then press the third red colored circle from left of the below mentioned snap picture to select the 'voucher type’ and date and location also to be selected.

After that, click the ‘get voucher list’ then the desired vouchers will be found. This option also added in the transaction part of the same module.

All reports have PDF and Excel format option and as per user requirement will select any one out of them.

3.1.7.4 Comprehensive Income Statement

This module is linked to trial balance and general ledger specially assigned for the items of income and expenses and other module also to be reported at his stage to some extent. Only classes of transactions are reported here.

Importantly mentioned that user will get the consolidated comprehensive income statement if no location is selected which is applicable for super user or whose have access right to run this consolidation. However, PGCB administrator has the power to add or delete someone’s (user) access at any time.

User will select the financial year, date range and location then press the ‘load button’ and get the comprehensive income statement for that financial year. See the below mentioned snap picture.

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Every transaction of general ledger and other modules will be accounted for and listed out into different codes of chart of accounts configured in the general ledger module. Through general and other modules, all of those entries will be reported under the trial balance in summary manner which may be either debit or credit balance.

Mentioning that all income and expenses (cost of services) will be reported under the code starting with three (3) and four (4) as revenue and cost of services respectively. Cost of service will be deducted automatically by system then user will found find the gross profit.

Then with gross profit other income to be added by system this other income has been coded with seven (7) in the chart of accounts.

Administrative expenses representing with code no five (5) to be deducted by system itself. Further, other expenses (code-6) and finance cost (code-7) also to be deducted.

User will then find profit before worker profit participation fund (WPPF) and after deducting WPPF, profit before tax will be shown.

Recording current year tax and deferred tax which are supposed to be deducted from profit before tax and system will then show the profit for the current year.

Current year profit then will be carried forwarded to equity part of statement of financial position through retained earnings.

All project expenses are not linked to this part as projects have no income that’s why comprehensive income statement is not required. Those expenses of projects are reported by following the separate way which is mentioned in the accounting and financial reporting manual of PGCB. All reports have PDF and Excel format option and as per user requirement will select any one out of them.

Comprehensive income items are not to be accounted for with the current year profit rather those are the part of equity. For calculating the total comprehensive income for the period whether they are realized and unrealized to be considered for decision making purpose only.

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See the following pop up-window.

3.1.7.5 General Ledger

In this stage user will find general ledger wise transaction and balance thereof.

For this, user will enter the code of the respective general ledger, financial year, location and date range.

Then s/he will press the ‘get button’ and accordingly will get the all transactions history inputted in that financial year which balance will be shown in the trial balance. See the below window.

All reports have PDF and Excel format option and as per user requirement will select any one of them.

An example is given below for better understanding:

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3.1.7.5 Financial Position

This stage is linked with trial balances. Only accounts balances are reported here. Basically it has two parts one is assets and another is related to liabilities.

User will select the financial year, date range and location otherwise by default that information is in place.

Mentioning that, user will get the consolidated statement of financial position if no location is selected which is applicable for super user or whose have access right to run this consolidation. However, PGCB administrator has the power to add or delete someone’s (user) access at any time. See the below snap picture.

After entering all required information user will press the ‘load button’ to get the financial position of the respective location.

User will get all reports in pdf and excel format and as per user requirement they will select any one

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out of them.

For better understanding, a snap picture is given below.

3.1.7.7 Trail Balance

This stage comprises of all general ledger balances representing the debit and credit. From this trial balance, statement of comprehensive income and financial position are generated by system itself.

User will enter the financial year, date range, report type, location and type of trial balance and then ‘load records button’ to be pressed.

Mentioning that, report type is consisted of three (3) types namely group code, main head and general ledger wise. User can easily select any one out of them. Furthermore, there are two (2) types of trial balance which are trial balance -1 and trial balance -2. Trail balance-1 is designed with opening balance, debit taka, credit take and closing balance whereas trial balance-2 is designed with the closing balances of debit and credit items of each general ledger balance.

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User will get all reports in pdf and excel format and as per user requirement they will select any one out of them.

Assuming entering all information, trial balance-1 is selected then the following window will be represented in the screen of the user window.

3.1.7.8 Budgeted Financial Position

In this stage user will get the location wise monthly budgeted financial position of the company along with last year balances as a budgeted reporting tool.

For operating properly this stage, users will have to press the Report Menu to get the budgeted financial position and User will click the budgeted financial position features to get the overall financial information of the company on monthly basis. At this stage, select the financial year, date range and the specific location, thereafter press on Load button and wait for a

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new/extra window on this existing window.

N.B: users/you can convert into pdf or excel their/your documents from system as required.

3.1.7.9 Budgeted Income Statement

In this stage user will get the location wise monthly budgeted income statement of the company along with last year balances as a budgeted reporting tool.

For operating properly this process, users will have to press the Report Menu to get the budgeted income statement and User will click the budgeted income statement features to get the overall financial information of the company on the monthly basis. At this stage, user will select the financial year, date range and the specific location and thereafter press on Load button and wait for a new/extra window on this existing window.

N.B: users/you can convert into pdf or excel their/your documents from system as required.

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3.2 Accounts Payable Module Accounts Payable Module is one of the important parts of the modules panel. Clicking the accounts payable module from the module panel, an authorized user can easily access into this module. The following picture is given below taken from system to give a clear understanding about it:

After accessing in account payable module, User will get several menus such as Supplier, Transaction and Report.

3.2.1 Supplier Menu

User will click on supplier menu and User will get a window. This menu consists of two (2) features such as Add New Supplier and Supplier List.

3.2.1.1 Add New Supplier User will click the ‘add new supplier’ and User will get a window along with some fields. Thereafter, User will fill up suppliers’ all basic information except supplier indication code which will automatically be generated from system in ascending order.

User will click on submit button for saving information or reset button will be clicked for

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correction of wrong data. See below mentioned window:

3.2.1.2 Supplier List At this stage user will get all the supplier information that were recorded into the system at earlier stage. For confirming and checking supplier information, User will click on supplier list and User will get a window along with all supplier databases. The following template will give a clear idea about this issue:

3.2.2 Transaction Menu Transaction menu consists of four (4) features such as Add New Transaction, Transaction List, New Payment and Payment List.

3.2.2.1 Add New Transaction For recognizing the new accounts payable, User will click on add new transaction then User will get a window along with some fields. After filling up all information, the accounting entries of supplier transactions (i.e., only for liability on suppliers) are to be recorded and recognized. At this stage, system will automatically generate an entry in which one is debit sided and another is credit sided. Each and every transaction will be updated with General Ledger directly.

User will click on submit button for saving information or reset button will be clicked for correction of wrong data.

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3.2.2.2 Transaction List At this stage user will get all information of each transaction that were recorded into the system at earlier stage. For confirming and checking supplier’s transactions, User will click on transaction list and User will get a window for obtaining of all suppliers transaction. Therefore, User can search the suppliers as a whole or individually (supplier wise) through setting the date range clicking on search button. The following snap picture will give a clear idea about this issue:

3.2.2.3 New Payment User will click on the new payment bar and User will get a window. Therefore, select the supplier name and date range to get supplier’s all information and click on the search button. For payment to suppliers, click on work order number from the supplier information, then user will get all supplier information automatically. Thereafter, the accounting entries of supplier transactions (i.e., only for payment of liability on suppliers) are to be made in this window under transaction details. At this stage, system will automatically generate an entry in which one is debit sided and another is credit sided. Each and every transaction will be updated with General Ledger directly.

User will click on submit button for saving information or reset button may be clicked for correction of wrong data.

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3.2.2.4 Payment List At this stage user will get all information of each transaction regarding payment that were recorded into the system at earlier stage. For confirming and checking supplier’s transactions, User will click on payment list and User will get a window for obtaining of all suppliers transaction. Therefore, User can search the supplier as a whole or individually (supplier wise) through setting the date range clicking on search button. The following template will give a clear idea to User about this issue:

3.2.3 Payable & Payment Menu Payments to Accounts Payable consist of two (2) features such as fixed asset payable and inventory payable and which has been interlinked with Fixed Asset Module and Inventory Module. So, all liabilities relating to fixed asset and inventory shall be made payment to suppliers from this module.

3.2.3.1 Fixed Asset Payable User will click on the fixed asset payable and User will get a window. Therefore, select the supplier name and date range to get supplier’s all information and click on search button. For payment of suppliers, click on the work order number from the supplier information, then user

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will get all supplier information automatically given at the purchase of fixed assets stage. Thereafter, the accounting entries of supplier transactions (i.e., only for payment of liability on suppliers) are to be made in this window under transaction details. At this stage, system will automatically generate an entry in which one is debit sided and another is credit sided. Each and every transaction will be updated with General Ledger directly.

User will click on submit button for saving and documentation data and information or reset button may be clicked for correction of wrong data in the existing window.

3.2.3.2 Inventory Payable User will click on the inventory payable and User will get a window. Therefore, select the supplier name and date range to get supplier’s all information and click on search button. For payment of suppliers, click on work order number from the supplier information, then user will get all supplier information automatically. Thereafter, the accounting entries of supplier transactions (i.e., only for payment of liability on suppliers) are to be made in this window under transaction details. At this stage, system will automatically generate an entry in which one is debit sided and another is credit sided. Each and every transaction will be updated with General Ledger directly.

User will click on submit button for saving and documentation data and information or reset button may be clicked for correction of wrong data in the existing window.

3.2.3.3 Asset payment list At this stage user will get all information of each transaction regarding payment for assets purchase on credit that were recorded into the system at earlier stage (Fixed assets payable). For confirming and checking supplier’s payment transactions, User will click on asset payment list and User will get a window for obtaining of all suppliers transaction. Therefore, User can search the supplier as a whole or individually (supplier wise) through setting the date range by clicking on search

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button. The following template will give the clear idea to User about this issue:

3.2.3.4 Inventory payment list At this stage user will get all information of each transaction regarding payment for inventory purchase on credit that were recorded into the system at earlier stage (Inventory payable). For confirming and checking supplier’s payment transactions, User will click on inventory payment list and User will get a window for obtaining of all suppliers transaction. Therefore, User can search the supplier as a whole or individually (supplier wise) through setting the date range by clicking on search button. The following template will give a clear idea to User about this issue:

3.2.4 Report Menu

Report menu of this module consists of four (4) features namely Supplier Wise, Work Order Wise, L/C Wise and Bill Wise. These reports shall be generated into system automatically.

3.2.4.1 Supplier Wise User will click on Supplier Wise for getting Supplier Wise information of the company. In this stage User can search selecting the supplier or party wise pressing Search Button.

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3.2.4.2 Work Order Wise User will click on Work Order Wise for getting Supplier Wise and work order information of the company. In this stage, User can search selecting the supplier or party wise name, work order number and date range pressing Search Button.

3.2.4.3 Letter of credit Wise User will click on L/C Wise for getting Supplier L/C Wise information of the company. User can search selecting letter of credit of the supplier or party wise and date range pressing Search Button.

3.2.4.4 Bill Wise User will click on Bill Wise for getting Supplier bill wise information of the company. User can search selecting the supplier name, bill number and work order number pressing Search Button.

N.B: Under each report has a print option which can be used by user for printing any document.

3.3 Accounts Receivable Module Accounts Receivable module is one of the important parts of the modules panel. Clicking the accounts receivable module from the module panel, an authorized user can easily access into this module. The following picture is given below taken from system to give a clear understanding about it.

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After accessing in account receivable module, user will get several menus such as Customer, Transaction and Report.

3.3.1. Customer Menu: User will click on Customer menu and user will get a window. This menu consists of two (2) features such as Add New Customer and Customer List.

3.3.1.1 Add New Customer User will click the ‘add new Customer’ and user will get a window along with some fields. Thereafter, User will fill up suppliers’ all basic information except Customer indication code which will automatically be generated from system in ascending order.

User will click on submit button for saving information or reset button will be clicked for correction of wrong data. See below mentioned window:

3.3.1.2 Customer List At this stage user will get all the customer information that were recorded into the system at earlier stage. For confirming and checking customer information, User will click on Customer list and user will get a window along with all customer databases. The following template will give the clear idea about this issue:

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3.3.2 Transaction Menu

Transaction menu consist of four (4) features such as Add New Transaction, Transaction List, New Collection and Collection List.

3.3.2.1 Add New Transaction To recognized the new accounts receivable, User will click on add new transaction then user will get a window along with some fields. After filling up all information, the accounting entries of customer transactions (i.e., only for receivable on Customers) are to be recorded and recognized. At this stage, system will automatically generate an entry in which one is debit sided and another is credit sided. Each and every transaction will be updated with General Ledger directly.

User will click on submit button for saving information or reset button may be clicked for correction of wrong data.

3.3.2.2 Transaction List At this stage user will get all information of each transaction that were recorded into the system at earlier stage. For confirming and checking customer’s transactions, User will click on transaction list and user will get a window for obtaining of all customer transaction. Therefore, user can search the customer as a whole or individually (customer wise) through setting the date range

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clicking on search button. The following snap picture will give a clear idea about this issue:

3.3.2.3 New Receive User will click on the new receive bar and user will get a window. Therefore, select the customer name and date range to get customer’s all information and click on the search button. For receiving from customer, click on work order number from the customer information, then user will get all customer information automatically. Thereafter, the accounting entries of customer transactions ((i.e., only for collection of Receivable on Customer) are to be made in this window under transaction details. At this stage, system will automatically generate an entry in which one is debit sided and another is credit sided. Each and every transaction will be updated with General Ledger directly.

User will click on submit button for saving information or reset button will be clicked for correction of wrong data.

3.3.2.4 Receive List At this stage user will get all information of each transaction regarding payment received from receivable/customer that were recorded into the system at earlier stage. For confirming and checking customer’s transactions, User will click on receive list and user will get a window for obtaining of all customers transaction. Therefore, user can search the customer as a whole or individually (customer wise) through setting the date range clicking on search button. The following template will give a clear idea to user about this issue:

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3.3.3 Report Menu

Report menu of this module consists of four (4) features namely Customer Wise, Invoice Wise, L/C Wise and Bill Wise. These reports shall be generated into system automatically.

3.3.3.1 Customer Wise User will click on Customer Wise for getting customer Wise information of the company. In this stage user can search selecting the customer or party wise by Search Button.

3.3.3.2 Invoice Wise User will click on Invoice Wise for getting customer Wise and invoice wise information of the company. In this stage, user can search selecting the Customer or party wise name, work order number and date range by Search Button.

3.3.3.3 Letter of credit Wise User will click on L/C Wise for getting customer L/C Wise information of the company. User can search selecting letter of credit of the Customer or party wise and date range by Search Button.

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3.3.3.4 Bill Wise User will click on Bill Wise for getting customer bill wise information of the company. User can search selecting the Customer name, bill number and work order number by Search Button.

3.4 Inventory Module Inventory module comprises seven (7) items namely configuration, items classification, opening stock, purchase, item requisition, delivery and reports. Each item is separately linked to this module, general ledger and other modules also, specially this is significantly related to Accounts Payable.

We have designed this module into three (3) stages mentioning first, second and third of which first stage describes its functions has been shown by screen shot of the items with red color identification mark and second and third stages covered by description of the screen shot and link to the general ledger respectively of such items.

The above mentioned items shown in the menu of inventory are enumerated below so that it can be smoothly operated by the responsible person.

3.4.1 First stage: Configuration As per requirement User can select any module panel but assuming that inventory module is selected by the responsible person. After that the below mentioned window will be drawn to the attention.

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Then the below snap picture will be shown in the window:

Configuration stage is consisted of two (2) parts of which one is related to supplier information and another is solely linked to the inventory all basic information which is to be classsified in the next stage (items classification).

Worth mentioning that, this stage is most important to input inventory in the next stages. Moreover, when one item is configuared once that particular item will never be configuared in another times. If such (one more time configuration) is occurred purchase will be added in the report so much time as you have configured for configuaration an individual item.

3.4.1.1 Supplier Information

User will click supplier information in the configuration menu then s/he will find some data inputted in the Accounts payable module.

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As this module is interlinked with accounts payable module, so all suppliers’ basic information will usually generate from Accounts payable module. Necessary explanation has been enumerated in that module i.e., how a new payable is created and directly it’s lined to the general ledger and other modules.

3.4.1.2 Inventory Name

User will press ‘inventory name’ in the configuration menu then s/he will find the below mention picture.

After that, user has to click/press the ‘Add new record’ shown at the right side from right of the menu. Then User will find the below mentioned snap picture.

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In this mini dialogue box, User should input name of inventory which will be represented in the next stage when User will search this particular item such as ‘Earth fault relay’.

Location name field represents where this inventory is located so that next time this can easily be identified such as Rac no. six (6) of East corner of Head Office store.

Description part is related to what color of particular inventory such as white color.

Inventory type narrates sub category of inventory such as Voltage control tools. At every stage user should click/press save option and information will save automatically.

3.4.2 Items classification

After configuring as stated in the first stage then User will classify the configured inventory items into its separate class.

To get the required information, User have to click into the ‘Items classification’ menu which will show the below mentioned picture. This stage has four (4) sub steps namely-measurement unit, sub-group, sub-sub group and items profile. All of them are explained below:

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3.4.2.1 Measurement Unit

At this stage inventories are categorized with their basic measurement i.e., how an inventory is measured which may be in number, box, KG, meter etc.

Description field is to be filled up which appropriately illustrate the measurement unit such as high or low valued items. Then save option to be pressed to complete this stage properly.

3.4.2.2 Sub-Group

This step comprises three (3) items such as GL code, sub-group code and name thereof. The general ledger code directly related to trial balance that’s why whatever the information to be inputted in this code shall be reported to the trial balance. In the chart of account, inventory in hand has been represented with a series code of 1301-1309. The total value or amount under this series will report in the statement of financial position and consumption thereof shall be reported automatically in the comprehensive income statement. Sub-group code to be generated automatically through system.

Sub-group Name to be inputted manually which may be the inventory name as inputted in the configuration stage such as Earth Fault Relay. Then the given information to be submitted by pressing ‘submit button’ as mentioned below.

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3.4.2.3 Sub-sub Group

This includes three (3) items such as sub-group, sub-sub group code and sub-sub group name which can be found clicking of the sub-sub group in the items classification of menu.

Sub-group will be pressed from previous inputted data which to be selected and after selecting that, sub-sub group code automatically will be generated from system.

Sub- sub group name will be manually inputted which may be ‘Earth Fault Relay MCGG22’ similar with previous example then ‘submit button’ to be pressed. See below snap picture:

3.4.2.4 Items Profile

This includes five (5) items such as sub-group name, sub-sub group name, item code, item name and item description which can be found pressing of the items profile in the items classification of menu.

Sub-group name and sub-sub group name field will be pressed and from drop down menu it will be also selected and after completing this stage, item code automatically will be generated from system.

Item name will be manually inputted which may be ‘Voltage control parameter’ similar with previous example.

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Item description field has been kept for narrative/text of the sub and sub-sub group item then ‘submit button’ to be pressed. A snap picture of format is given below.

3.4.3 Opening Balance This includes two (2) stages one is related to new stock and another one is stock list which is belong to a summary of opening stock. Both of them are discussed below with a summary manner.

3.4.3.1 New Stock

By pressing opening stock in the menu, user will find the desired new stock feature. At this stage most of the fields are related to previous information and user will select the desired item for inputting entry into the system.

Here two (2) items will only be manually inputted of which quantity field is kept for number of purchased inventory and unit price of that purchased quantity is to be used for per unit cost then ‘enter key’ will be pressed of the computer key board to find the total price.

Lastly, user should press ‘save button’ and if all information is correct then system will itself save this information which will be found in the stock report under this module.

Moreover, this opening inventory shall also be inputted or uploaded into the general ledger to

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update general ledger and trial balance. After that the stock ledger will agree with the trial balance and general ledger too. Mentioning that opening balance only once will be inputted during the implementation stage of this financial accounting system, accounting software. A snap picture is given for better understanding.

3.4.3.2 Stock List

This stage represents all opening stock that have been inputted in the ‘new stock’ stage (first stage) of opening stock. Here date range is to be selected or putted in manually with its location and then search option to be pressed to find the opening stock list. See the below mentioned picture has been captured from system.

3.4.4 Purchase

This stage enumerates with two (2) parts namely new purchase and Purchase list. Details of both parts are given below.

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3.4.4.1 New Purchase

To find this feature, user will press the purchase menu in the inventory module.

After pressing that user will click new purchase menu colored with red from the second top of the below mentioned system captured picture. A dialogue box or window will then be represented and user will fill up the information preserved in the system configured at the first and second stages.

Supplier name, if existed in the system that has already been inputted never be created further for same supplier.

Quantity field is kept for number of purchased inventory and unit price of that purchased quantity is to be used for per unit cost then ‘enter key’ will be pressed of the computer key board to find the total price.

If the inventory is purchased in cash then cash option to be selected otherwise credit option will be applicable for purchase of inventory.

From chart of accounts credit general ledger code to be selected which may be accounts payable (liabilities for goods, service, tangible assets, project overhead and expenses for CWIP).

After incorporating all information ‘submit button’ to be pressed. See below mentioned system captured picture.

By this purchase, system itself will generate a Journal Voucher (JV) which will be represented in the inventory store ledger and trial balance also as receipt.

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3.4.4.2 Purchase List

This stage included all purchases made during the configured financial year for which user will click the purchase list then a window will be represented indicating the date range and location.

User will select or can input manually the date range and press the search option to find the desired purchase.

3.4.5 Items Requisition

This is the fifth (5) stage of inventory module, User will select this at the menu which includes three (3) parts namely items requisition, requisition list and requisition approve. See the below mentioned window.

3.4.5.1 Items Requisition

User will click ‘item requisition’ part under the menu of item requisition then s/he will find some information fields which to be filled up. User should not enter the quantity which do (es) not exist in the store if so made system automatically disagree with that information. After entering all

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information users will select ‘submit button’.

3.4.5.2 Requisition List This stage included all requisitions made during the configured financial year for which user will click the purchase list then a pop-up window will be represented indicating the date range. User will select or can input manually the date range and press the search option to find the desired requisition.

3.4.5.3 Requisition Approve

Authorize person will click the third part of inventory requisition named requisition approve then a pop-up window will be presented. S/He will select the date range and search option then to be pressed to find out the unapproved requisitioned items and accordingly s/he will approve those if all information is correct otherwise reject option to be selected.

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3.4.6. Issue Item

This stage includes the inventory to be issued for operation. This stage includes three (3) steps namely issue items, issue list and issue receive.

3.4.6.1 Issue Item

As per requisition, user will enter the required information to deliver inventory from stores. Here inventory requisition number is much more important because when requisition number is entered in the respective field into system will automatically fill up that requisition related information.

After entering the related information, user will select the debit general ledger code which are usually expenses code and to be reported in the comprehensive income statement except project expenses.

Then user will press the ‘submit button’ to issue inventory. Moreover, user also will find a journal voucher for this issue.

This issue will be represented in the stock report as issue which will be deducted from inventory remaining in the store.

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3.4.6.2. Issue List: This stage included all issues made during the configured financial year for which user will click the issue list then a pop-up window will be represented indicating the date range along with location. User will select or can input manually the date range and press the search option to find the desired issue items. See below mentioned snap.

3.4.7 Report-Current Stock

Whatever the information of opening balances, purchase and delivery must be represented in this report. User will select the date range and click the ‘print button’ to find out the stock report.

The below mentioned stock ledger will then be represented in the window.

The opening balance will be shown at forth number red colored column from the right along with quantity, rate and value of that inventory.

Purchase during the year to be represented in the receipt column along with similar information like opening stock.

Issue column will be represented with total items issued during the year along with average price.

The remaining items to be presented in the closing balance column which also will represent the average price and this value will be similar to trial balance debit column coded with 1301-1309

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(Inventory in hand) and accordingly to be reported in the financial position as ‘Inventory’.

Sub and sub-sub group items, code, item name and location wise reports can also be possible to generate from this accounting system.

3.5 HRM Module HRM & payroll module is interlinked. All the employee related information for payroll processing will come from HRM module. So, it is prerequisite to create (in case of joining of new employee) and time to time update of HRM module in order to get accurate information about an individual employee and timely & accurate payroll process.

3.5.1 Configuration

Before creating a new employee account, s/he (responsible personnel) needs to configure the different heads like Bonus, Overtime, leave, educational qualification and others. Without configuring specific data, creation of new account is not possible. An example of setting configuration is given below-

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3.5.1.1 Organization Configuration

NOTE if you want to edit a specific configured head click button in the left side. If you want

to delete a specific configured head click button in the left side.

In the HRM module

a. On the configure tab, in the Organization group, click Add new record

b. This pop up window will appear

c. In the Name field, type the name of the organization and other fields.

d. Click save.

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3.5.1.2 Employee Type Configuration



In the HRM module-

a. On the configure tab, in the Employee Type, click Add new record .

b. This pop up window will appear.

c. In the Name field, type the name.

d. Click saves.

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3.5.1.3 Cost Centre Configuration



In the HRM module

a. On the configure tab, in the Cost Centre, click Add new record



d. Click save.

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3.5.1.4 Department Configuration



In the HRM module

a. On the configure tab, in the Department, click Add new record



d. Click save.

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3.5.1.5 Designation



In the HRM module

a. On the configure tab, in the Department, click Add new record


c. In the Name field, type the name and select the Department from drop-down list.

d. Click save.

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3.5.1.6 Shift Configuration



In the HRM module

a. On the configure tab, in the Shift Group, click Add new record


c. In the Name field, type the name and define start time & end time.

d. Click save.

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3.5.1.7 Leave Configuration



In the HRM module

a. On the configure tab, in the leave setting group, click Add new record


c. In the leave type field, type a name of leave and set leave quantity.

d. Click save.

Like all the configuration mentioned above, all the other groups under configure tab can be configured in the same way.

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3.5.2 New User Creation In the HRM Module,

a. On the Manage Employee tab, Click New Employee Group

b. This new window will appear

NOTE if you want to edit any field, press and make necessary changes and then press

c. Field all the fields with correct information.

d. Click submit

e. Here, you also need to field all the fields of other sub group tabs

by clicking one by one from left to right with accurate information.

3.5.2.1 View User List

a. On the Manage Employee tab, Click Employee List Group

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NOTE Here, employees can be sorted out in different ways like Employee Type wise, Department wise, and others by selecting any of categories in the dialogue box.

c. Whole employee list will appear by clicking without selecting any category.

3.5.3 Roster Here, we can set all types of holidays so that days are not counted in calculation of total working days. Types of holidays are government holidays, default holidays, and setting specific holidays for individual employee.

3.5.3.1 Setting holidays: (e.g. Default Holiday)



a. On the Roster tab, in the Default Holiday group, click Add new record


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c. In the Name field, select the day you want to set as holiday.

d. Click save.

3.5.4 Leave

NOTE if you want to Reset any field, then type employee id and press enter key, then edit the field and press Submit.

a. On the Leave tab, in the Leave Requisition group, field all the fields on after one

b. Click submit

Like Default Holiday configuration, government holiday can be configured in the same way.

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3.5.5 Attendance

3.5.5.1 Present

a. On the Attendance tab, in the Manual Attendance group, select the Date, and then click

Load records

b. List of all employees will load

c. Select the in time, outdate, and out time.

d. Then press Present button.

3.5.5.2 Absent a. Select any option-Employee wise or others from dropdown list of searching option to find out any specific employee in employee ID wise, Department wise or any category

b. Select the employee who will be absent for a specific date.

c. Then press absent button

3.5.5.3 Manual Attendance At the end of every month, attendance can be given manually for the whole month.

a. On the Attendance tab, in the Manual Attendance Process group, select a month

b. Press Load record

c. The following window will appear

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d. Field all the fields like working days, present etc.

e. Press Save Selected.

3.6 Payroll module

3.6.1 Payroll Configuration Setting

Before monthly payroll Process, s/he (responsible personnel) needs to configure all the fields of sub group tab like Bank Information, Salary Information, and Staff Account Information. Without configuring all the fields of sub group tab, Payroll process is not possible. An example of setting configuration is given below-

How to Configure: (e.g. – Bank Information)


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In the Payroll module

a. On the control panel, in the Bank information sub group tab, click Add new record


c. Field all the fields with correct information.

d. Click save.

Like Bank configuration, all the other sub group tabs under control panel can be configured in the same way.


3.6.2 Salary Mapping Respective employee log on into the system from different location wise. Before monthly salary process, one needs to map all the components of salary that are going to hit the general ledger codes. This mapping process is done through Salary Mapping tab. One needs to select the general ledger (GL) codes from drop down list and save it for one time.

Here, it is important that salary mapping code differ based on type of office. All GMD level salary is to be booked in the 4 digit code, head office salary is to be booked in the 5 digit code, and project level salary is to be booked in the 8 digit code. For example: Head office basic salary code is 5001, GMD basic salary code is 4001, and project basic salary code is 8001.

3.6.3 Salary Loan Loan against salary will be process automatically through this Salary loan tab. Monthly installment of loan amount will automatically deducted from each month salary, if anyone took any loan against

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salary.

3.6.3.1 Loan Requisition An employee should submit a loan requisition for taking loan against salary. To submit loan requisition

a. On the Salary Loan tab, in the Loan Requisition group, click New Requisition

b. Field all the fields of the following window


c. Then press Submit.

3.6.3.2 Loan List View Loan List:

a. On the Salary Loan tab, Click Loan List Group


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NOTE Here, Loan List can be sorted out in different ways like Employee Type wise, Department wise, and others by selecting any of categories in the dialogue box.

c. Whole Loan list will appear by clicking without selecting any category.

3.6.7 Reports

3.6.7.1 Report generation In the Report tab of Payroll Module, different kinds of reports are available and these reports can be generated in designation wise, department wise and others

a. In the Reports tab, click any one from report list


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c. Field any one of the fields for customized view of report.

d. Click Load Records .

Types of reports in the report tab are

Salary break down of an individual employee can be seen by clicking break down sub group tab. All the breakdown of an individual employee salary including total salary can be found in this type of report. Here one can also get customized report like department wise etc. Pay slip can be seen by clicking Salary Pay Slip sub group tab. Here one can also get customized report like department wise etc. One can see monthly salary sheet by clicking Monthly Salary Sheet. Here one can also get customized report like department wise etc.

3.7 Fixed Asset Module Fixed Assets Module is an essential part of module panel. User will access/ browse the module pressing on fixed assets interface out of the module panel.

After getting access in FA Module, user will get many menus to record all fixed asset related information namely-Classification, Asset Purchase, Depreciation, Asset Adjust and Report.

3.7.1 Classification Menu

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Classification menu consists of three (3) features such as Supplier Information, Sub Group and Sub Sub Group.

3.7.1.1 Supplier information User will click on supplier information to get all basic information or data relating to suppliers which will be generated from Accounts Payable Module automatically. So there is no opportunity to fill up any information or data by user here.

3.7.1.2 Sub group User will click on Sub Group Menu and Add New Button after that a dialogue box or window will show from system.

Based on categories, all fixed assets related information shall be filled up for recording on this Dialogue Box or Window. Example for fixed asset:

GL Code= 1021-Furniture & Fixture

Sub group code= System will provide this

Sub group name= e.g., Chair

Depreciation Rate= Rate to be configured as per management instruction/decision

Accumulated depreciation GL code= 1029- Accumulated Depreciation

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Depreciation GL code= account code 4/5/8 may be one as required of user

User will click on submit button for saving information or reset button will be clicked for correction of wrong data in the existing window.

3.7.1.3 Sub-Sub Group After completing sub group information, user will go into sub-sub group option where other information of fixed asset relating to sub group will be recorded.

User will click on Sub Group Menu and Add New option then immediately a Dialogue Box or window will show from system.

Example for sub-sub group menu:

Sub Group Name= Chair (select the correct catteries of fixed asset from system)

Sub-Sub Group Code= System will provide this

Sub-Sub Group Name= e.g., Executive Chair

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User will click on submit button for saving information or reset button will be clicked for correction of wrong data in the existing window.

3.7.2 Asset purchase Menu

User will click on the Asset Purchase Menu and select Asset List then immediately a window will be shown by system and thereafter select the Purchase New Asset button to record all information relating to purchasing assets.

Instance given as below:

Sub group name= e.g., Chair

Sub-Sub Group Name= e.g., Executive Chair

N.B: Both options are to be selected by drop down Menu.

All fixed assets purchase related information shall be recorded in this window based on the source documents of purchase.

User will click on submit button for saving information or reset button may be clicked for correction of wrong data in the existing window.

It is remembered that this system is integrated system so the accounting entry of purchase of asset is to be updated automatically into General Ledger. Even system will provide a particular Journal voucher number for this transaction, such as FA-JV-000001.

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Subsequently, user can search recorded asset transaction one by one or all pressing the Load Record Button.

N.B: All liabilities relating to fixed assets of the company shall be made payment to suppliers from payable & payment menu under the accounts payable module.

3.7.3 Depreciation Menu

User will click on the Depreciation Menu. Thereafter, select depreciation list and press Process Button for calculating the monthly depreciation on assets through system automatically.

It is remembered that this system is integrated system so the accounting entry of depreciation on asset is to be updated automatically into General Ledger. Even system will provide a particular Journal voucher number for such transaction, such as JV-0001.

3.7.4 Assets Adjust Menu

User will click on Asset Adjust Menu and select Asset List then immediately Asset Profile List will show from system and thereafter select the Load Record Button. Subsequently, user can search recorded adjusted asset transaction one by one or all pressing the Load Record Button.

If user wants to adjust any asset as per requirement then he/she will select Adjust Button for adjusting the fixed asset.

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Fixed asset may be adjusted using many techniques/processes namely -Disposal of Asset.

User will click on the submit button for saving information or reset button will be clicked for correction of wrong data in the existing window.

It is remembered that this system is integrated system so the accounting entry of adjusting of asset is to be updated automatically into General Ledger. Even system will provide a particular Journal voucher number for this transaction, such as JV-0005.

3.7.5 Report Menu

Reporting menu of fixed asset module consists of four (4) features namely Asset List, Asset Addition List, Depreciation Summary and Schedule of Fixed Asset. These reports will be generated from system automatically.

3.7.5.1 Asset List User will click on the information List for getting group, sub group and asset code wise fixed asset related information of the company. In this stage, Users will be able to get all assets information as required pressing the Load Record Button.

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3.7.5.2 Asset Addition List User will click on the Asset Addition List for getting group, sub group, date range and location wise fixed asset related information of the company. In this stage, Users will be able to get all assets information as required pressing the Load Record Button.

3.7.5.3 Depreciation Summary User will click on Asset Depreciation Summary then immediately s/he will get GL Code Wise all depreciation of fixed asset information.

3.7.5.4 Schedule of Fixed Asset User will click on the Schedule of Fixed Asset and thereafter select the Load Record Button. In this stage, Users will be able to get all assets information as required pressing the Load Record

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Button.

N.B: All reports relating to fixed assets can be converted into pdf or Excel format as per requirement of user.

3.8 Administrator Administrator module will be operated or used to create an authorized user. The system administrator will able to give any permission to a user or delete or limit their access areas into the system. Here includes some menus such as user, ERP feature, user permission, acc permission and HRM permission that make the software accessible to a wide range of user. This module will be operated by super admin users who have super access power to allow or restrict the accessibility of other users.

3.8.1 User After click on the ‘user tab list’ s/he can see the following page into system.

3.8.1.1 Create User Each employee will get their individual Identification Number (ID). For creating user ID, User will click on the ‘create user’ button. After giving all information user will also put in place the user ID, password and user type. After that user will press ‘submit button’ then software will automatically retrieved respective employee information.

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3.8.1.2 User List At this stage user will be able recheck the individual employee information as provided in the immediate previous stage.

3.8.3 User Permission Here user access level is confined where an individual user can visit. For giving additional permission to the user, administrator will select the ‘adding permission’ and give the Employee ID then press “Enter Button” from keyboard. After that software will automatically retrieved respective employee’s information. The administrator also can also delete permission, if necessary.

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3.8.4 ACC Permission Here user access level is confined where an individual user can visit. For giving additional permission to the user, administrator will select the ‘adding permission’ (LC and RC permission) and give the Employee ID then press “Enter Button” from keyboard. After that software will automatically retrieved respective employee’s information. The administrator can also delete permission, if and when necessary.

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Documents

ERP user manual