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The Back Office Accounting System (BOSS) is a specialized Accounting
System for Hospitality Industry / Service Oriented Companies. The System not only
takes care of your day-to-day accounting requirements but also gives a host of MIS
Reports. Statutory requirements are also met with and there are interfaces with
other systems, which enable the user to be up-to-date at all times.
The system is currently in use at a number of Hotels, Restaurants, Entertainment
Complexes, Construction Companies as well as in DOT.COM Companies.
The system has a lot of parameters, which can be turned off or on depending on the
enduser requirements, so that although the same system is installed for all the
above industries, the system becomes specific to the requirements of the particular
industry.
The BOSS (Back Office Accounting System) can handle the following:
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BOSS allows accounting on the basis of Internationally Accepted
Accounting Principles. The Principles of Uniform System of Accounting are as under:
• All Operational Departments / Cost Centers must be made accountable such that
the Incomes & Expenses relating to the Department can be allocated accordingly
and the profitability of each Center ascertained.
• Expenses that cannot be directly allocated should have a facility to be bifurcated
as per accounting norms.
• Budgeting should be made Departmentwise, for every Income and Expense head, so
that Budgets v/s Actual statements can be prepared for any period.
The system not only allows you the facility and flexibility to comply with all the
above requirements, but goes one step further to give you the facility to define
Budgets for Capital Expenditure and allocate the same Departmentwise.
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The Coding for the Account Codes is flexible and the same can
be grouped for the purposes of Balance Sheet and Profit & Loss A/c. There is
also a facility to break up into sub-codes for further analysis.
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The system enables Data to be kept for as many years as required.
2 Years can be live at the same time so that at the time of year end, the New Financial
Year and the immediately previous year are live and inter-connected. Reporting for
all earlier years is also possible.
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Ledger Account Queries are available in the system from any where at the press of
a button. Similarly, Voucher Queries and similar other information can be queried
from within any other module.
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Expenses incurred by Employees can also be kept track of. This
enables reporting on which employee incurs what type of expenses. In a similar fashion,
Salary Advances, Loans etc. given to Employees can also be tracked at Employee level.
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Payments that have to be made at regular intervals, like Insurance
Payments, Rents, AMC fees, etc. can be set once in the system. The system will then
remind the user on the due dates for generation of payment voucher and the entry
for the same can be generated directly with no re-feeding required.
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To facilitate Reconciliation of Bank Balances with the Cash Book, the system has
a facility whereby the Transactions in the Books can be flagged off with the date
of clearance of the same in the Bank. Reports of Uncleared Transactions can then
be taken out.
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Transactions can be posted upto any date. Transactions once
posted cannot be edited or deleted. This ensures sanctity of accounts whereby transactions
can be closed upto a particular date.
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Certain Transactions can be locked either fully or partly. If for example, all Sales
Tax information can be locked for the quarter ended 30th June. This means that nobody
can touch the Sales Tax related screens for the same period.
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The system automatically enables you to move on to the next
financial year as soon as one year is over. The data between the years are interconnected
so that entries can be done for both the years simultaneously. |
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Routine Petty Expenses can be routed through this module wherein full details of
such expenses can be maintained. However, with a view to not overloading the main
BOSS system, only a Summarised Entry for the Day gets generated in BOSS. |
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Billwise breakup of Opening Balances can be keyed in the system and there is a facility
to mark off corresponding Debits and Credits in an Account. Outstanding and Ageing
Reports can then be generated from the system.
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Information about GRN / MRN / RR nos. can be kept in the system and the same can
be flagged off against the supplier bills. This enables the user to keep track of
Unbilled RRs for the purpose of making liability provisions.
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Records of taxes deducted by the User from various Contractors / Suppliers can be
maintained.
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Similar to TDS on Contractors, Works Contract Tax also has to be deducted at source
from certain Contractors.
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Taxes paid on Purchases / Expenses can also be monitored. Summarised & Detail
information on the same is also available to enable filing of returns etc.
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Payments to Suppliers becomes a highly automated system, whereby the user only needs
to select which Bills are to be passed off for payment and also if any part payment
needs to be made. The Payment Entries are self-generated from the choices made and
the Covering Letters and / or Cheque for the same can be printed straight from the
system. |
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Reports of various types are available in the system. Right from printing of your
basic books of accounts to designing your own MIS reports, there are various facilities
and options. Analytical Reports, Budgets v/s. Actuals Reports and Statutory Reports
are also available straight from the system. There is also a facility to transfer
information to spreadsheets for further analysis. Reports have an option of generating
figures in Lacs/Millions.
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Balance Sheet, Profit & Loss Account, Trial Balance etc. can all be generated
for any period of your choice.
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As all Incomes / Expenses are allocated to various departments, reporting on Profitability
of each Department becomes very easy. There are cross-tabulated reports, which allows
you to compare the performance of different departments & comparison with the
budgeted figures.
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Every Receipt / Payment has to be allocated to a Cash Flow Code. Cash Flows Codes
are user definable and the reports on cash flow codes - monthly & annual statement
can be generated from the system.
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To satisfy the Auditors, Balance Confirmation letters have to be sent to various
parties. The same can be generated from the system. Similarly, Account Confirmation
Letters can also be generated.
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The system has a facility whereby the Vouchers can be printed after the same has
been entered. This saves time of manually preparing vouchers for Supplier Bills,
Payments, Jv, etc.
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Consolidated Certificates (Form 16) and Annual Returns of TDS (Forms 26C, 26J, 26K)
can then be generated from the system and filed with the authorities. |
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Similar to TDS the corresponding Reports and certificates of WCT can generated from
the system.
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There exists a full-fledged Revenue Interface with the MICROS-Fidelio Front Office
System. The Revenue for the day/period can be downloaded into BOSS by means of a
Journal Entry. The revenue is further broken up departmentwise for the purposes
of Uniform System of Accounting.
The City Ledger & Credit Card settlements from the Fidelio Front Office System
can be downloaded directly into BOSS. This enables the Account Receivable Information
to be totally accurate.
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In case the property is using the ShawMan PMS system, then the Revenue for the day
can be downloaded into BOSS by means of a Journal Entry. The revenue is further
broken up departmentwise for the purposes of Uniform System of Accounting. The City
Ledger & Credit Card settlements from the PMS System can also be downloaded
directly into BOSS. This enables the Account Receivable Information to be totally
accurate. Thus there is no duplication of work involved. |
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Integration with the POS system is mainly for organisations wherein there is no
Front Office / Property Management System. Clubs, Restaurants, Shopping Malls and
Entertainment Complexes are likely users of this interface.
The Interface is tiered in the following manner:
• For Revenue Accounting, the BOSS System automatically picks up the Revenue for
the day. This revenue can be further broken up POS or Cost Centrewise for
the purposes of Uniform System of Accounting.
• Debit Cards, Credit Card settlements, Allowances, Receivables can also be linked
to the BOSS system so that the Receivables and Collection figures are accurate.
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The BOSS System receives a further boost when an online connectivity is available
with ShawMan's MMS System. The two Systems have been totally integrated, so much
so that it becomes a seamless, transparent connectivity in the following areas:
The Goods Received Notes through which the materials have been
received as well as the prices in the Purchase Order are read on an on-line basis
for cross-verification whenever Bill Passing is done in the BOSS System.
For the purpose of Costing, the BOSS system automatically picks
up the information from the MMS system as to which items were consumed during the
month and the cost of the same. These consumption figures are then segregated departmentwise
so that departmental costing figures are available.
All pending GRN/RR for which Bills are not yet flagged off are costed for the
purpose of Outstanding Expenses.
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Salary Costs can be transferred automatically as a JV from Alif's Payroll System.
Departmental breakup of the Cost is also transmitted. Employees breakup of Salary
Advances recovered also get picked up in the BOSS system.
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