Roadmap ERP - Financial | Accounting Management

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

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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

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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

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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

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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.

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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

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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.

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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

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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.

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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.

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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

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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.

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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

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The highly scalable and adaptable solution simplifies and streamlines the flawless appropriation of all GST components.

Thank You