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    KeyBooks Software Solutions  
 

 

 A.  Inventory Control & Financial Accounting System  
 
1.  Financial Accounting

Since financial accounting integrates all financial values from multiple business processes and activities, it is imperative that the classification of the ledgers be done appropriately in order to provide meaningful analysis of the financial transactions generated.

KeyBooks  ERP basic chart of account feature integrates a hierarchical structure by which accounts are classified into main and sub accounts with reporting at both levels. As per this structure, additional entities like departments and cost centers are independent of the chart of accounts and need to be selected in the individual transaction line.

All voucher entries are processed in the financial module with definable entry types and flexible line type selection. By virtue of flexible line types (general ledger, customer, supplier, employee), a journal entry can balance by different line types for debit line and its corresponding credit line (debit customer, credit general ledger or debit employee credit general ledger) as the situation demands. System also facilitates recurring journal entries wherein user can mention the scheduled number of recurring events for automated postings. It also caters to enhanced budget management, budget and actual comparisons, post dated cheque management and multi currency functionalities.
 
Segmented Chart of Accounts

KeyBooks ERP Segmented Chart of accounts structure helps companies to define their chart of accounts in multiple levels while integrating company entities and hierarchies like branches, departments and cost centers. It also facilitates convenience in capturing the financial data pertaining to multiple entities by eliminating the need to select these values individually in every financial line. Further, it facilitates multi dimensional analysis of financial transactions and assists in providing financial statements at multiple levels for analysis purpose.
 
Department Financial Accounting
User/ Job Function
Finance Manager User Requirement System Features
Maintain Chart of Accounts
  Chart of account with multi level segments catering to main and sub accounts. Classification of accounts based on Profit & Loss and Balance Sheet categories.
Capture Opening balances
  Entries for opening balances of each GL account can be done at the account creation screen directly.
Process Journals & Recurring Journals
  Flexible journal entry multiple debit and multiple credit lines. Generate journal vouchers and allocation against customer/supplier invoice balance.
Maintain Different Segment
  Analyze transactions through multiple segments ranging from branches, departments, cost centers, location and warehouse.
Process Budgeting details
  Provision to maintain twelve months budget values per account and comparison of actual with budgeted figures.
 
Workflow MIS Reports
  Create Financial Categories
  Trial Balance as on, periodic and movement
  Create Chart of Accounts
  Cash Flow and Fund Flow Statements
  Capture Opening Balances
  Profit & Loss - (Branch wise Cost center wise)
  Capture Budgets
  Balance Sheet
  Prepare Journals
  General Ledger Movement (Periodic)
 
  General Ledger details
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user
Company Hierarchy
In the modern business era, business entities tend to diversify and extend their business interest by means of new companies to harness better business opportunities, new divisions to complement existing businesses, new branches for better logistics and geographical reach etc. Management of multiple companies, divisions, branches, departments and cost centers become an enormous challenge by itself in the absence of integrated systems. KeyBooks ERP facilitates management of multiple companies’ and multiple hierarchical units (branches, divisions, departments, cost centers, locations etc.) within each company with the facility for consolidation at the individual company level. Further, multiple companies can be consolidated at the group level for producing financial analysis of the group company as a whole.
Cash & Bank
Cash & bank entities’ being the financial coffers, is the reflection of the financial state of affairs of the business and its efficient management will be determinable in the success of the organization. Cash & bank is also the realization of the revenue generated by the product and services offerings of the organization and at the same time is the resource for its diverse expenses ranging from procurement, manpower and day to day operations. This calls for efficient tools to ensure that the payments and receipts are aligned with the financial state of affairs, are processed promptly and in line with the budgeted plans of the organization. On the operational side, organizations would have to maintain cash and bank accounts in different currencies, process and authorize payment and receipt vouchers, print cheques, allocate payments and receipts against invoices, process and track post dated payables and receivables and perform reconciliation against bank statements etc. KeyBooks ERP’s integrated cash & bank, accounts receivables, accounts payables, payroll and financial accounting modules enables efficient management of the financial resources of the organization.
 
Department Financial Accounting – Cash and Bank
User/ Job Function
Accounts General User Requirement System Features
Maintain Bank Accounts
  Maintain unlimited cash, bank accounts with full cash, bank book reporting to keep tracks of payments, receipts and fund transfers
Process Payments & Receipts
  Select the relevant payables/receivables account and the entries are balanced automatically to the relevant cash, bank account. All transactions can have reference numbers for tracking and retrieving the data such as auto incrementing voucher numbers, line reference
Process Bank reconciliation
  Analyze transactions through multiple segments ranging from All cash book entries can be reconciled with the relevant bank statements in a user friendly and convenient method.
Process Invoice Allocation
  Allocate payments, receipts against invoices. Facilitate automatic allocation against the oldest invoice or manually allocate to split the amount against various invoices.
Print Voucher
  Generate payment and receipt vouchers in any customizable formats.
Manage PDC’s
  Account for current and post dated cheques. PDC s are reflected in the bank account only on the maturity date.
 
Workflow MIS Reports
  Cash and Bank Vouchers
  Cash Book Report
  Journal Vouchers
  Bank Book Report
  Recurring Journal
  Journals Report
  Bank reconciliation
  Day Book Report
  Cheque Realization
  List of PDC’s by bank
  Cheque Return
  Bank Reconciliation Statement
 
  Cash Flow Movement
  Fund Flow Movement
  Payments and Receipts – summary and detailed by period
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user
2.  Accounts Receivable

Accounts Receivables, being the primary source of funds inflow for any business entity should provide powerful tools for exerting proper tracking and controlling of the receivables. These include credit control mechanics, payment terms, maintaining of payment schedule for contractual sales agreements, facility to transact in customers currency, tracking of post dated receivables, allocation of receipts against invoices etc. In the financial accounting side, business entities would like to analyze the receivables by means of department or divisions, customer categories, customer area, salesman, product group etc to exert proper control and visibility.

KeyBooks ERP by virtue of its integrated sales, cash & bank and financial accounting modules ensures that receivables are managed in line with the company financial objectives and produces exemplary analysis reports for tracking and control.

 
Department Financial Accounting - Accounts Receivable
User/ Job Function
Accounts/ Receivable User Requirement System Features
Maintain Customer Category
  Create different categories of customers like cash, credit or geographically for category wise sales, outstanding, ageing.
Maintain Customer Accounts
  Unlimited number of customer accounts. Maintain multiple contacts, invoice and delivery document details, credit limit, payment terms. Set up email addresses per customer to email customer documents directly to customer contacts.
CKeyBooksure Opening balances
  Entries for opening balances of each customer account can be done at the account creation screen directly.
Credit Control
  Facility for credit control and credit check for customers while invoicing. Produce age analysis, overdue reports, statements etc for credit control.
Process Multi-Currency Transactions
  Facilitate transactions in customer’s currency such as invoicing, receipting etc. Produce customer statements in their currency or local currency.
Manage PDC’s
  Record and control post-dated cheques received from customers. Obtain customer outstanding reports including and excluding PDC’s.
Process Allocations against Customer Receipts
  Allocate all receipts from customers against outstanding invoices for correct statements. Advance received from customers can be applied to any future sales invoice.
Process Process Credit or Debit Notes
  Process debit notes to reverse the customer transaction in receivables and the general ledger accounts. Process credit notes for discounts and other charges in customer transactions and automatically update receivables and the general ledger accounts.
 
Workflow MIS Reports
  Process Sales Invoices
  Receivables ageing detailed and consolidated
  Process Customer Receipts
  Outstanding Invoices.
  Allocate Receipts
  Activity Reports
  Process Debit and Credit Notes
  Statements
 
  Unmatched Invoices
  Statements with/ without PDC and ageing
  ABC analysis of Receivables
  Debit and Credit notes
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user.
3.  Accounts Payable

Accounts Payable, is the culmination of the procurement activities wherein materials or services are rendered from vendors. The purchase contract includes various terms and conditions pertaining to the cost of the goods/services, delivery terms and payment terms and multiple departments including purchase, stores and finance are involved in the entire process.

Accounts payable should ensure that the terms and conditions as mentioned in the purchase contract are met and the vendor has completed the contractual obligations in terms of cost and delivery and is eligible for the payment as per the terms. In the financial accounting side, business entities would like to analyze the payables by means of department or divisions, supplier categories, supplier area, product group etc. for analysis purpose. KeyBooks ERP by virtue of its integrated purchasing, cash & bank and financial accounting modules ensures that payables are managed efficiently and produces exemplary analysis reports.
 
Department Financial Accounting – Accounts Payable
User/ Job Function
Accounts/ Payable User Requirement System Features
Maintain Supplier Category
  Create different categories of suppliers like cash, credit or geographically for category wise purchases, outstanding and ageing.
Maintain Supplier Accounts
  Unlimited number of supplier accounts. Maintain multiple contacts, invoice and delivery document details, credit limit, payment terms. Set up email addresses per supplier to email purchase related documents directly to supplier contacts.
CKeyBooksure Opening balances
  Entries for opening balances of each supplier account can be done at the account creation screen directly.
Credit Control
  Facility for credit control and credit check for suppliers while invoicing. Produce age analysis, overdue reports, statements etc for credit control.
Process Multi-Currency Transactions
  Facilitate transactions in supplier’s currency such as invoicing, and payments. Produce supplier statements in their currency or local currency.
Manage PDC’s
  Record and control post-dated cheques issued to suppliers. Obtain supplier outstanding reports including and excluding PDC’s.
Process Allocations against Customer Receipts
  Allocate all payments to suppliers against outstanding purchase invoices for correct statements. Advances paid to suppliers can be applied to any future purchase invoice.
Process Process Credit or Debit Notes
  Process debit notes to reverse the supplier transaction in payables and the general ledger accounts. Process credit notes for additions in supplier transactions and automatically update payables and the general ledger
 
Workflow MIS Reports
  Process Purchase Invoices
  Payables ageing detailed and consolidated
  Process Supplier Payments
  Outstanding Purchase Invoices.
  Allocate Payments
  Activity Reports
  Process Debit and Credit Notes
  Remittances
 
  Purchase Supplier
  Debit and Credit Notes
  Supplier ABC analysis
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user.
4.  Sales Management

Sales, being the focal point driving the business operations and streamlining revenue for any organization assume enormous significance and thereby business entities strive to efficiently undertake the sales management functions to reflect promptness, competence and reliability.

The management of all phases of the corporate sales cycle beginning with the enquiry, sending of sales offers, receiving order confirmation, issuing delivery orders and processing invoices can be a complex process considering the intricacies of multiple elements involved in the sales process. These elements may vary from products (varied pricing, discount structures, delivery terms), customers (payment terms, credit control), sales man (targets, commissions), contracts (value based, quantity based), jobs (partial billing), shipment (packaging, freight, handling) etc.

Apart from this, one to one, one to many and many to one document converting functionalities should exist between subsequent sales documents keeping track of the original, converted and balance quantities. KeyBooks ERP helps organizations to tackle the varied magnitude of sales functionalities, from simple to the complex ones with ease and efficiency.
 
Department Sales Order Processing
User/ Job Function
Sales User Requirement System Features
Prepare Quotation
  Prepare quotations in customer’s currency with the facility to email directly or print in the required format. Obtain outstanding quotations summary & detail by customer / item / salesman etc. Add unlimited narration lines in quotation entry.
Prepare Sales Order
  Sales order can be linked with quotation. Partial quotation can be placed as sales order creation. Quotation item can be cancelled wither item wise or document wise at the time of conversion.
Prepare Delivery Order
  Prepare delivery order by optionally linking to sales order. Obtain outstanding delivery order summary & detail by customer / item / salesman.
Prepare Sales Invoice
  Invoice by linking to the delivery order or Sales order . Credit control messages warn if credit limits are exceeded. E mail invoice directly or print in the required format.
Prepare Sales Return
  Process sales return to reverse sales transaction. Link credit notes to the original sales invoice and discount. Reverse inventory quantities at the cost in which the items were sold.
Prepare Debit Note
  Process debit note for sales transaction such as invoice additions and cheques returns. Link debit notes to the original sales invoice. Reverse inventory quantities at the cost in which the items were sold.
 
Workflow MIS Reports
  Prepare Quotation
  Document wise reports (all/Pending/closed/cancelled)
  Prepare Sales Order
  Quotation/ Sales Order/ Delivery Note and Invoice.
  Prepare Delivery Order
  Receivable summary and detail with ageing
  Prepare Sales Invoice
  Invoice Ageing detailed and Summary
  Prepare Sales Return
  Customer ABC analysis
  Prepare Debit Note
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user.
  Process Receipts
 
   
5.  Purchase Management

In the absence of integrated and efficient purchase management functionalities organizations tend to invest enormous time on a daily basis to figure out the correct product and quantity they need to purchase. Further, companies tend to resort to sheer judgment rather than accurate demand analysis to determine when and how much to purchase which may lead to inefficiencies in the sum of logistics chains.

Ideal purchasing scenarios start with the demand determination either in the form of external demand (sales order, job order) or internal demand (to meet minimum/maximum replenishment quantities, internal requisitions and sales budgets) and the system guiding you through an established sequence of operations for the fulfillment of demand.

In the event of products and services which have established vendors, user can directly proceed to the purchase order relying on the previous purchasing history. In contrary, if vendors are not established, user should be able to send requisition to multiple vendors and perform a bid evaluation to analyze the best viable offer based on pricing and delivery terms. KeyBooks ERP facilitates management of the above scenarios and subsequently to the goods received by the store either in partial or full, with full visibility into the cost incurred including the additional cost with accurate landed cost calculation.
 
Department Purchase Order Processing
User/ Job Function
Store/ Buyer/ Accounts User Requirement System Features
Prepare Purchase Requisition
  The site stores originates a requisition to purchase an item depending on current stock level or anticipated project activity at the site on instructions from the project in charge.
Prepare Purchase Order
  Prepare purchase order in supplier’s currency with the facility to email directly or print in the required format. Obtain outstanding purchase order summary & detail by supplier/item/expected date of delivery.
Prepare Goods Received Note
  Prepare GRN by linking to purchase orders. One GRN can have items from multiple purchase orders. Obtain outstanding GRN summary & details by supplier/ item.
Prepare Purchase Invoice
  Link to one or more GRNs or Purchase orders to avoid data re entry. Add additional cost involved for calculating landed cost of the items.
Prepare Purchase Return
  Process purchase return to reverse the purchase transaction by reversing inventory quantities as well debiting any general ledger account.
Manage PDC’s
  Record and control post-dated cheques received from customers. Obtain customer outstanding reports including and excluding PDC’s.
Process Allocations against Customer Receipts
  Allocate all receipts from customers against outstanding invoices for correct statements. Advance received from customers can be applied to any future sales invoice.
 
Workflow MIS Reports
  Prepare Purchase Requisition
  Document wise reports (all/Pending/closed/cancelled)
  Prepare Request for Quotation
  Purchase Requisition/ Purchase Order/ GRN and Purchase Invoice.
  Prepare Purchase Order
  Payables summary and detail with ageing
  Prepare Goods Received Note
  Invoice Ageing detailed and summary
  Prepare Purchase Invoice
  Supplier ABC Analysis
  Prepare Purchase Return
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user
  Purchase spares and consumables for Fixed Assets from predefined suppliers
 
   
6.  Inventory Control

Efficient inventory management capabilities are of utmost importance in the wake of ever increasing competition and inflation. Ideal scenario for a business entity is to have the adequate stock that allows operating its business efficiently and ensuring that less capital is tied up by means of obsolete stock. For this, system should have integrated functionality to recommend the ideal quantity and vendor where products should be purchased.

Further, efficient inventory and warehouse management should facilitate multi location stocking facility, multiple unit of measurements, multiple grouping of inventory with a hierarchical visibility, multiple attributes (size, color, brand etc.), variable stock status (in stock, reserved, available, in order etc.), specialized inventory functions (bar code, serial number, batch stock etc.), inventory count functionalities, stock adjustment and inter location transfer facilities. All these ideal scenarios are depicted in enormous details in KEYBOOKS ERP facilitating efficient planning and management of stock and warehouse.
 
Department Stock Management
User/ Job Function
Stores Manager User Requirement System Features
Maintain Stock groups
  Create group for Stock for detailed analysis.
Maintain Stock Item Category
  Create unlimited groups for Stock items for detailed analysis of Stock.
Capture Opening balances
  Entries for opening balances of each item can be done at the item creation screen directly.
Maintain Stock Item Details
  Create and maintain the master file of all the Stock items with the provision of adding, and editing the details at any point of time. Facility to maintain details pertaining to item code, serial number, brand, color, HS code, bar code, country of origin, location, bin, dimension (L,B,H), weight (gross, volume) etc.
Perform Stock Adjustment
  Stock journals perform quantity or cost adjustments - use this for internal use and samples.
Perform Stock Count
  Stock count assistant to print count list as well to adjust variances in physical quantity with system quantity.
Perform >Stock Transfers
  Facility to transfer stock from one warehouse to another warehouse.
 
Workflow MIS Reports
  Stock Group
  Stock History by Branch and Warehouse and Project
  Stock Category
  Stock Quantity by Item / Group
  Stock Items
  Stock Ageing
  Unit Details
  Stock Valuation by Item or Group
  Enter Opening Balances
  Reorder Quantities for Asset Spares and Consumables
  Maintain Reorder Level and quantities for Inventory & Consumables.
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user.
   
on the Site
7.  Fixed Assets Management

Fixed Assets involves significant capital investments and therefore efficient management of the assets needs to be undertaken. It also needs to be ensured that all asset transactions are integrated to the financial accounting and the books of accounts should reflect the book value of the asset at any point of time.

In the operational side of asset management, one should be able to group assets by its type or category, specify a department or location for the asset, link an asset to a parent asset, specify a serial number for the asset, maintain asset register with manufacture recommended spares and maintenance schedules etc.

For the transactions pertaining to asset management, there should be asset acquisition (integrated with purchase module), automated depreciation calculation, asset revaluation, asset transfer and asset disposal capabilities. Multiple types of depreciation calculation (straight line, reducing balance) and variable rates should be able to be specified at individual asset level.

In compliance with all the above requirements, KeyBooks ERP offers a complete asset management module fully integrated with purchase and financial accounting modules

 
Department Fixed Asset Management
User/ Job Function
Production Manager/ Controller User Requirement System Features
Maintain Asset Register
  Assets can be definable category wise and items wise. Each asset can be defined serial number wise, department wise. Creation of new assets and opening entry for excising assets and adjustment of book value is possible. Assets can be defined with sub-assets depreciated at different rates.
Capture Opening balances table
  Entries for opening balances of each asset can be done at the asset creation screen directly.
Automated Asset Depreciation
  Depreciation method can be straight line or reducing balance. All depreciation entries integrated to the general ledger.
Perform transaction for Asset disposal or transfer.
  Asset disposal and asset transfer is possible
Maintain Asset register with manufacture recommended spares and maintenance schedules.
  The asset register is maintained automatically from the asset register based on book value, utilization and balance of depreciation remaining as well as periodic maintenance as recommended.
 
Workflow MIS Reports
  Prepare Asset Category
  Assets purchased by period
  Prepare Asset Items
  Asset registers with original cost, book value, accumulated depreciation and lifetime remaining.
  Assign Asset Serial Number
  Depreciation report by period
  Capture Asset Opening Balances
  Disposed Assets list
  Capture new Asset Purchases
  Predefined alerts on maintenance schedule based on manufacturer’s recommendations
  Perform Depreciation Calculation
 
 
All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user.
  Book Value Addition
 
  Asset Disposal
  Predefine Asset Maintenance Schedules
 
8.  Detailed Features List
 
B.  HR & Payroll Management System
  KEYBOOKS- ADMINISTARTOR Covers Following Areas
  1. Complete Management of Employees Data

2. Visa Details of Employees and Reports

3. Passport Details handling and Reports

4. Work Permit Details Handling Reports

5. Insurance Details handling and reports

6. Remainder Reports for all details of Employee

7. Driving License Details Entry & Reports

8. Employee Leave Management and all related Reports (With leave reminder)

9. Leave Reminders reports and all other Leave Related reports

10. Employee Loan Management and all related Reports

11. Employee Loan Recovery Process

12. Pay slip Management and & Reports for all Employee

13. Time and Attendance Management & Reports for all Employees

14. Allowance Management and Reports

15. Over Time Management and Reports

16. Salary Bill Slip Individually and For all

17. Company Trade License Management with reminder Reports

18. Tenancy contract Management With reminder Reports

19. Company Vehicle Management (Veh. Details, Reg, Insurance details and Reports)

20. Vehicle Allocation for Employees and Fine Management.

21. Employee Gratuity Calculation and Processing

22. Employee Communication Details (Appreciation letter, Warning letter etc.)

23. Complete Reminders View on Screen & Reports

24. Health Card Details Entry and Reports

25. User level security and module allocation for users.
   
  An accurate picture of your current business situation can make the crucial difference in today’s competitive business environment and increase your bottom line. We provide you that business information using our highly customizable HR&PAYROLL modules called KEYBOOKS- ADMINISTARTOR
 
Human Resources

Human capital is the intangible asset of any organization and it demand for efficient tools to manage the human resources and streamline them to the organizational policies and objectives. These efforts start from the recruitment process by defining the ideal candidate by means of their qualification and experience for the varied positions in the organization.

Once the employee is recruited they may require either external or internal training to efficiently carry out their duties and responsibilities. These trainings may involve evaluations and certifications which may also have time periods and means should be there to track and manage them. There are multiple documents including visa, health card, passport, driving license etc with varied expiry dates and theses should be tracked and controlled. There will also be enormous volume of personnel data associated with each employee and the system should facilitate managing these.

Each employee is entitled for a fixed amount of annual leave either on a yearly or biyearly basis and there should be facilities for producing leave forecast and annual leave plan for the organization depending on the leave due date.

Further, there can be bank loan requirements, no objection certificate, warnings and punitive measures and a host of other HR related activities associated with employees. KeyBooks ERP HR management module by means of it extensive functionalities ensure that the human capital management is efficiently undertaken.
 
Department Human Resource
User/ Job Function
HR Manager User Requirement System Features
Create Employee Detailed Information
  Detailed information of the employee contact details
Capture Employee Section, Department, Nationality details
  Define section,department,category, nationality, title, contract type
Capture Employee Leave and Gratuity Details
  Employee leave and gratuity details
Capture Employee Annual Leaves
  Detailed annual level accruals, settlements and adjustments
Capture Vehicles and Accessories
  Vehicles and accessories information distributed to the employees
Capture Health Card Insurance details
  Health Card and Insurance document and expiry details
Enter Skill level
  Enter skill level of the Employees.
Track Evaluation, Training and Qualification
  Enter employee performance evaluation, training and qualification details.
Generate HR Certificates, Salary, No Objection
  Facility to generate HR certificates
Perform Salary Transfer
  Bank transfer facility ,branch wise, bank wise, bank statements
Employee Promotions
  Perform employee promotion with new salary. Future date payment schedule
 
Workflow MIS Reports
  Employee Details
  Employee Profile
  Employee Document and Salary
  Document Reminder
  Gratuity and Annual Leave Entry
  Gratuity View
  Document Reminder
  Appreciation & Promotion
  Salary Transfer
  Leave Accruals
  Promotion
  Final Settlement
  Leave Settlement
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user
  Final Settlement
 
 
  Payroll
 

Efficient management of payroll is important especially in labour intensive organizations since it accounts for a major chunk of the direct overheads incurred by such organizations. Setting up of a payroll system involves defining extensive formulas and definitions pertaining to payroll type (management staff, labors), tabulation of leave (casual, sick, maternity, annual), overtime (normal, premium), allowances (fixed, variable, performance based) etc. The salary package also involves various elements (basic, house allowance, travel allowance etc) which are either fixed amounts or derived as a percentage of the basic.

Apart from this, due to the expatriate intensive workforce prevailing in the region, criteria like annual leave and its settlement including encashment, annual ticket eligibility and its availing etc gains significance importance. In addition to these, there can be promotions which may change the salary package, deductions against loans availed by the employee, other ad hoc additions and deductions etc which need to be considered while tabulating the payroll. Finally, end of service benefits and the final settlement should be tackled in line with the gratuity rules prevailing in the country. All these can be an enormous task to manage without an efficient system month by month without committing mistakes.

KeyBooks ERP by means of its flexible formula and payroll definitions not only manages these but ensures that the payroll functions are seamlessly integrated with the financial accounting and cash and bank for direct bank remittance or cash payments.

 
Department Payroll Management
User/ Job Function
Payroll/ Finance User Requirement System Features
Store Employee Details
  The Employee Master Dataset fields include Employee ID, Name, Category, Designation, Department, section, Location, Project Title, Local & Native address, Contact Numbers, Date of Birth, Nationality, Religion.
Store Annual Leave Tracking and Settlement
  No of leave per year definable by employee. Period specific leave definable as paid or unpaid leave types and balancing periodically. Monthly payroll run accrues all availed leave and settlement completed directly or along with the payroll.
Track Leave Availed and/ or Unveiled
  Leave types Leave, absent, sick, maternity and paternity can be defined.
Capture ad hoc Additions and Deductions
  Monthly Additions and Deduction can be allocated against Employee wise.
Manage Loans and Advances
  Loans and Advances can be issued against employee wise. Loan repayment periods and installment can be definable
Store Employee Payroll details
  Maintain details of the employees remuneration such as basic pay, HRA, other allowances, method of payment, leave payment, over time payment
Store Employee Document Details
  Contains details and expiry dates of contract, passport, visa, labour card, driving license, health card etc
Manage Employee Leave Salary & Gratuity
  Automatic accruals of days due and detailed leave records for annual, sick and other leaves. System generated leave salary and gratuity forecast
 
Workflow MIS Reports
  Creation of Employee Master files and  other related master entries
  Salary Variance
  Employee qualification and experience
   Salary Analysis Reports
  Employee accessories, furniture and  uniforms
  Consolidated Salary based on Section  Department and Location Monthly  Payroll Report
  Employee Bank and account details
  Periodic payroll report by Employee
  Entering Employee Overtime details
  Overtime Register
  Enter the Employee Leave details
  Monthly Addition and Deductions  Reports
  Enter the Employee Annual Leave details
  Payroll Register
  Settling the Employee Annual Leave
  Bulk Pay slip printing
  Entering permanent additions and  deductions(fixed)
  Monthly Addition and Deductions  Reports
   Entering monthly additions and  deductions
 
  All reports are easy to use starting with user friendly viewing screens and option to group the viewed report by category using simple drag and drop procedures. In addition to printing out reports in a wide variety of formats including PDF files, reports can also be directly e-mailed or also exported out into excel as required by the user.
  Employee Loan, top up loan approvals  and payments
 
   
 
C.  Rent A Car
 
D.  LandTransportManagement
 
E.  Real Estate Management System
 
Administration

Product administration module in KeyBooks ERP will define the group wise user profile and rights. Users denotes to the identity given to the persons using the system. Each user will be having a unique user code, unique log in name, password etc. Users are linked to group and assume the rights set in the group. Here one has the facility to over ride the access rule set in the user group for one particular user and 9 privileged rights which are not common for other users in the same group.

 
   Comprehensive, flexible and bullet proof user role and profile setting.
   Department wise rights (Visible/Append/Edit/Delete/Search/Print/Email/Approve/Export).
   User wise rights (Visible/Append/Edit/Delete/Search/Print/Email/Approve/Export).
   Control over confidential data views and access protection
   Electronic signature, approval stamping.
   User activity audit and performance tuning.
System Requirements
Application infrastructure relates to all components that are required to be operationally tested and deployed before the proposed business software can be implemented. This includes Hardware, Software & Network requirements. Intellitech Computers LLC aims to propose here only the minimum required configuration that will allow the application to run at an acceptable level of performance.
Hardware
  Server Machine
HP/IBM/Dell – Intel Dual Core Zeon Processor 2.33 GHZ
Minimum – 2GB RAM reserved for application and database
SCSI (3 X 80) HDD – 120 GB (60 GB Data and 60GB Application Space)
Smart Array Raid Controller
DVD COMBO
  Server Machine
Data backup storage minimum 80GB
  Client Machine
HP/Dell/IBM/Toshiba, Intel 2.4 MHZ processor
512MB/I GB RAM
60 – 80 HDD
DVD COMBO
DVD COMBO
  Printer
Laser Jet/ Inkjet/ Dot Matrix
Software
  Preloaded Server
Environment: Windows 2003 Server R2 configured as Domain Controller
Database: MS SQL Professional/ Enterprise 2003 Server with the required Client Access Licenses
  Preloaded Client
Windows XP/ Pro, Service pack 2 OR Windows Vista Business Edition

Network
In the matter of network connectivity, Intellitech Computers LLC will also recommend a set of alternatives that have differing implications with regard to budget, technical viability and performance needs. set of alternatives that have differing implications with regard to budget, technical viability and performance needs.
 

Hardware

Cat 6 Cabling LAN/ Switch with the requisite number of ports ADSL modem
2 GB data rate at central server site ADSL modem
512 or I GB data rate for each remote site
  Software
Citrix Presentation Server
VPN/ Terminal Server
 
 
 
 
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