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Back Office Software System:

Overview

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:

Accounting Functions

Uniform System of Accounting :
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.

Flexible Coding Structure :
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.

Multiple Years Data Storage :
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.

On-Line Queries :
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.

Employee Information :
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.

Recurring Payments :
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.

Bank Reconciliation :
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.

Transaction Posting :
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.

Transaction Locking :
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.

New Year Routine :
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.

Petty Cash Module :
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.

Supplier Management

Suppliers Analysis :
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.

GRN/RR No. Tracking :
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.

Tax Deduction at Source :
Records of taxes deducted by the User from various Contractors / Suppliers can be maintained.

Works Contract Tax :
Similar to TDS on Contractors, Works Contract Tax also has to be deducted at source from certain Contractors.

Sales Tax on Purchases :
Taxes paid on Purchases / Expenses can also be monitored. Summarised & Detail information on the same is also available to enable filing of returns etc.

Suppliers Payments Monitoring :
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.

Reports

Powerful Reports :
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.

Managerial Reports :
Balance Sheet, Profit & Loss Account, Trial Balance etc. can all be generated for any period of your choice.

Departmental Analysis :
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.

Cash Flows :
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.

Balance Confirmations :
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.

Voucher Printing :
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.

Statutory Reports

TDS Reports :
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.

Works Contract Tax :
Similar to TDS the corresponding Reports and certificates of WCT can generated from the system.

Interfaces

Interface with MICROS-Fidelio Front Office System :
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.

Interface with ShawMan Property Management System :
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.

Interface with ShawMan Point of Sales System :
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.

Interface with ShawMan Material Management System :
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:
Bill Passing : 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.
Costing : 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.
Provisions for Outstanding Expenses :
All pending GRN/RR for which Bills are not yet flagged off are costed for the purpose of Outstanding Expenses.

Interface with ALIF's Payroll System :
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.

Download features that are common across the products