Roadmap – Finance Management Multi-level Chart Of Accounts And Budgetary Control
www.roadmapit.com
01 General Ledger
Finance Management - Modules
02 Accounts Payable 03 Accounts Receivable 04 Cash/Bank Management
05 Taxation 06 Fixed Asset
Roadmap Milestone Company Started & ERP Development commenced
ERP Feasibility Study
2001
2009 Reached 30 Customers Company’s Employee 140
Successful Implementation done @ 1st Customer place Company’s Employee 70
2003
2012 Reached 80 Customers Company’s Employee 170
2006
2015
2020
Reached 350+ Customers Company’s Employee 400+
Reached 140 Customers Company’s Employee 210
3
Scalability
ERP Corporate
Legal Entity 1
Legal Entity 2
Unit 1(Manufacturing)
Warehouse
W2
Unit 2 (Distribution)
Sales
Unit n (Manufacturing /Distribution)
Work Center/Process/ Production Line
Procurement/Finance/Sales
Purchase
Legal Entity n
Finance
Work Center 1
Work Center 2
Work Center n 4
Web Enabled
Internet / VPN / RF / Lease line
Mobile Apps •CRM (Marketing, Field Service) •Employee Self Service •Approvals & Notification
5
Financial Management Accurate Financial Reporting churns out precise decisions and GST compliant solution empowers smooth transition
Credibility
Global Access
Manage Multiple Entities
6
General Ledger – Process Flow
Respective Department
GRN (Purchase) AP - Bill Booking AP - Debit / Credit Note AR Doc / Debit / Credit Note Sales Invoice Bank Payment / Receipt Cash Payment / Receipt Payroll
Automatic Posting
Trial Balance & Ledgers
L e d g e r
Financial Statements P & L A/c Balance Sheet Cash Flow Statement Fund Flow Statement Ratio Analysis Budget Verification
Budget
Prepares and Fixes Budget
Distribution Journal
Accounting & Finance Department
Periodical Posting
Recurring Journal
General Journal
On Approval
7
General Ledger – Features Supports to maintain multiple business entities, units (manufacturing / distribution), branches, profit centre, cost centre's etc. based on the expanding business needs in centralized data repository. Multi-level chart of accounts and budgetary control. Module-wise Period Close Control. Yearly / Periodical Budget Preparation. Concurrent operations in two consecutive financial years in parallel (pseudo year end and year end).
Multiple currencies and automatic handling of financial / customs exchange rates. Different types of GL journals with reversal options;
• • • • • • • Benefits
Application journals created by integrated application modules. Distribution journals to distribute GL balance from single account to multiple accounts in determined percentage. Recurring journals (fixed / variable): Offset the prepaid
expenses / accrued revenues. Manual journals for the adjustments. Year end journals.
Monitoring Yearly / Periodical Operating Expenses. Actual Vs Budget Comparison.
Stock Valuation (Standard Cost, Market price, Moving/ Weighted Average Cost, LIFO, FIFO). Trial Balance, P & L, Balance Sheet, Fund Flow Statement, Cash Flow Statement, Ratio Analysis. Generation of Financial Statement SCH-VI / Revised SCH-VI ; (1) Up to Period (2) Quarterly (3) Monthly. Run Pseudo Year End / Year End. 8
Accounts Payable– Process Flow Prepares and sends Purchase order / Supplier Schedule Purchase Department
Receives PO / Schedule & acknowledges
Sends Material, DC & Invoice
Receives cheque RTGS along with Payment advice
Supplier
Enter Inward Details Gate
Converts the gate entry into GRN and enter actual goods receipt details
Forwards Material & DC to quality for Quality Inspection
Stores receives quality completed materials & forward bill to finance
Stores
Receives the material and enters the accepted & rejected details, Qc details and forwards to stores Quality Control Supplier Statement
Accounts Payable Department
Register the bill & apply the required TDS, ESI, Deduction
Return the rejected / excess material & send Debit Note / Invoice to Supplier
AP Aging Input to the Tax Statutory
Supplier Statement AP Aging Cash Management Payable
Prepare Cash / Bank Payment Voucher
Prepare Cheque / RTGS Payment
Send Payment advice along with cheque RTGS details
Input to the Tax Statutory
9
Accounts Payable – Features Multiple GRNs to single invoice / single GRN to multiple invoices. Supplier Bill Registration (1) Purchase GRN / with waived quantity handling options (2) Subcontracting GRN (3) Landed Cost / with provision Vs actual handling (4) Expenses with deduction option of (i) TDS (ii) ESI. Supplier bill registration for various service tax categories with Recoverable / Non Recoverable options. Milestone based due date / amount calculation. Multi-bill expenses. Easy to generate debit note / invoice for the purchase rejection returns, quantity / price / discount / tax / charges deviation, excess quantity receipt return, subcontracting Primary & Secondary Rejection W / WO material. Supplier bills, credit note / payments, debit note adjustments. Debit Note-Expenses / Revenue, Adjustment (Supplier / Customer / Employee). Credit Note–Expenses/ Revenue, Adjustment (Supplier / Customer / Employee). Handling (1) Exchange Rate Variances (2) Round Off Variances. Generating Supplier statements, supplier outstanding, credit note and debit note. AP aging analysis at the summary and detailed level(Activity date / Due date based).
Benefits AP Aging Analysis. Tracking unbilled GRN for Purchase / Subcontracting / Landed Cost. Generation of Supplier Statements. Tracking returnable (1) Purchase Rejection items (2) Purchase excess receipts (3) Subcontract - Primary rejection items (4) Subcontract – Secondary rejection items. Tracking supplier (1) Outstanding bills (2) Unadjusted bills. Tracking supplier balances currency-wise for (1) Advance (2)Payables. Tracking Supplier Settlements (1) Payment against invoices (2) Invoices against payments. Generating bill registers (1) Bill-wise (2) Item-wise.
10
Accounts Receivable – Process Flow Sends PO / Schedule
Receives the Material, DC & Invoice
Customer return the rejected material along with Debit Note
Makes the Payment
Receives Payment Receipt
Customer
Register Sales Order / Customer Schedule
Prepares Packing List, DC & Invoice
Input to the Statutory Department
Commercial
Prepares production plan & crushing plan Planning Department
Manufactures the products & replenish the stock Production
Receivable Due
AR Document Accounts Receivable Department
Registers Sales Return and raise Debit Note / Invoice for the Sales Return
Customer Statement AR Aging
Input to the Tax Statutory
1.Pending Receivables 2. Adv. Receipt against SO/ PI
Prepares Cash / Bank Receipt Voucher
Send Payment Receipt to Customer
Cash Management Receivable
11
Accounts Receivable– Features Maintenance of 6 types of ledger for each customer and make necessary adjustments (1) AR (2) Advance (3) PBG (4) SD (5) Retention (6) EMD. Invoice Registration (Sales Invoicing). Debit Note - (1) Distribution (Expenses) (2) Adjustment (Supplier / Customer). Credit Note - (1) Sales Return (2) Distribution (Expenses) (3) Credit Note - Adjustment (Supplier / Customer). Milestone based due date / amount calculation. Provision to update receipt date and calculation of aging based on receipt date. Handling Exchange Rate Variances. Customer Invoices, Debit note, Credit note, Payment Receipts adjustments. Non-Performing Assets. Dunning Letter.
Benefits AR Aging Analysis Summary & Details - (1) Foreign Currency (2) Functional Currency. Milestone based due date & due amount calculation (1) Invoice Date (2) Customer Receipt Date (3) Customer material consumption date. AR Aging Analysis (1) Area (2) Territory (3) Sub-Territory (4) Country (5) Customer (6) Currency-wise. Receivable Analysis.
12
Cash Management – Process Flow Supplier/ Customer
Supplier sends the material along with DC & Invoice against the PO
Accounts Payable Department
Registers bills against GRN Purchase & Expenses
Commercial/ Accounts Receivable Department
Prepares all kind of Sales Invoices
Supplier receives the Payment
Customer makes the Payment
Receives Payment Receipt
Registers Debit Note/ Invoice for the Purchase Rejection, excess quantity & deviation Invoice
Registers Debit Note/ Invoice from the customer for the Sales Return
Registers Sales Order & specifies advance to be received
Process Payroll & determine Salary Payable Payroll Department
Cash Management Payable
Cash Management Receivable
1. Payable Due 2. Statutory due records TDS, ESI, Service Tax, Excise, VAT etc. 3. Advance Payment 4. Payment for Expenses 5. Processed Payroll
1.Receivable Due 2. Advance Receipts against SO/ PI
Prepares Bank / Cash Payment Voucher
Prepares Bank/ Cash Receipt Voucher against Receivable Due/ Advance Receipt
Prepares cheque / does RTGS transfer
Send cheque/ RTGS details along with payment advice
Send Payment Receipt to Customer
13
Cash Management - Features Multiple bank accounts with different currencies of operation. Multiple petty cash accounts and supports payment / receipt to / from customer, suppliers, employees and transfer to other petty cash. Preparation of payment voucher and payment through cheque / cash / DD / bank transfer. Cash flow estimation. Bank Transactions
Payment for (1) Supplier bills (2) Expenses (3) Processed Payroll (4) Employee Payables (5) Tax Authorities (6) Bill of Exchange Miscellaneous Payment to (1) Supplier (2) Customer
(3) Employee (4) Cash (5) Imprest.
Advance payment against (1) Purchase Order (2) Proforma Invoice. Issuance of post dated cheque and auto posting. Receipt against (1) Customer Invoices (2) Revenue Miscellaneous Receipts from (1) Supplier (2) Customer (3) Employee (4) Cash (5) Imprest.
Advance receipt against (1) Sales Orders (2) Proforma Invoice. Cash receipt from multiple customers and single deposit. Foreign receipts bank advice entry (Charges at offshore, Local Handling). Receipt of post dated cheque and auto posting. Multi currency receipts from customer. Bank Charges entry.
Earnings entry. Fund transfer entry between bank accounts. Bank Interest calculation. Clear / Void Payment / Receipt documents. Load the bank statements(text file) and clear the matched documents. Bank Reconciliation. 14
Cash Management - Features Cash Transactions Payment for (1) Supplier bills (2) Expenses (3) Processed Payroll (4) Employee Payables (5) Tax Authorities . Miscellaneous Payment to (1) Supplier (2) Customer (3) Employee (4) Cash (5) Imprest. Advance payment against PO. Receipt against (1) Customer Invoices (2) Revenue. Miscellaneous Receipt from (1) Supplier (2) Customer (3) Employee (4) Cash (5) Imprest. Advance cash receipt from customer. Petty Cash Reversal / Cancel. Cash Forecasting
Generation of Cash Forecasting and comparing with actual. Actual Cash Inflow / outflow analysis. Supplier / Customer Document Adjustment. Tracking un-cleared cheques issued and received. Bank book, cash book and bank reconciliation statement. Benefits Cash Forecasting Analysis . Cash Outflow : AP Bills, Purchase Request, Purchase Order, GRN, Payroll. Cash Inflow : Sales Invoices, Sales Order. Actual cash inflow / outflow Analysis. Bank Interest calculation. Tracking un-cleared cheques Issued / Receipts.
Tracking post dated cheques Issued / Receipts. 15
Taxation – Process Flow Book the supplier bills with all Tax details like CGST, SGST ,IGST and UTGST, TDS, TCS, EST etc. Accounts Payable Prepares Invoice / Debit Note for all the Purchase Returns with all Tax details such as CGST, SGST ,IGST and UTGST, TDS, TCS, EST etc.
Prepares invoices with all tax details CGST, SGST ,IGST and UTGST, TDS, TCS, EST etc., additional export invoice with and without pay of IGST
Commercial Department
Statutory Department
Prepares Invoice / Credit Memo / Debit Memo / Receipt from the customer with all tax details such as CGST, SGST ,IGST and UTGST, TDS, TCS, EST etc.
Generates following Tax Registers periodically: • GRN Register item wise with GST taxation • GRN Register Invoice wise with GST taxation • Bill wise Register item wise with GST taxation • Bill wise Register Invoice wise with GST taxation • Expense Register item wise with GST taxation • Expense Register Invoice wise with GST taxation • Sales Register item wise with GST taxation • Sales Register Invoice wise with GST taxation • GSTR 1 • GSTR 2 • GSTR 3 • GSTR 3B • TDS Register
16
Taxation - Features Single click user can upload in GST Portal It PERIODICAL / YEARLY BASIS Tracking of taxes to be paid to Government bodies on periodical / yearly basis
is
Rates,
also
easy
Exempted
to
distinguish and
Non
Taxable,
Nil
GST-Supply
items, provides information on tax payable to the Government. Record maintenance for all GST related information in Sales and Receivable part like B2B, B2CL, BCS, EXPORT, EXEMPTED, ADVANC
BILL BOOKING
E RECEIVED, ADVANCE ADJUSTED, HSN WISE
Capturing Deferred, Non-Recoverable and ITC taxes from the bill booking
SUMMMARY AND DOCUMENTS.
Likewise in
Purchase and Payable part Inward Supply, Inward Supply RCM, Import of Goods & Import of Service, Inward supply of Capital Goods, Advance paid & adjusted, HSN wise summary. Single click
ADJUST ALL GST TAXES Provision to adjust All GST output and Input taxes and GSTR3B can file according to that.
user can get GSTR1 and GSTR2 as per GST format the same can be upload in GST portal. Additionally Roadmap ERP supports TDS calculations and deductions for staff and contractors. 17
Taxation- Features Benefits Generates following Tax Registers periodically: GRN Register item wise with GST taxation GRN Register Invoice wise with GST taxation
Bill wise Register item wise with GST taxation Bill wise Register Invoice wise with GST taxation Expense Register item wise with GST taxation Expense Register Invoice wise with GST taxation Sales Register item wise with GST taxation
Sales Register Invoice wise with GST taxation GSTR 1 GSTR 2 GSTR 3 GSTR 3B
TDS Register
18
The highly scalable and adaptable solution simplifies and streamlines the flawless appropriation of all GST components.
Thank You