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CLOBS ERP - The Complete ERP from Cloud System W.L.L

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CLOBS ERP - is a complete ERP colution developed by Cloud System W.L.L for Qatar based companies.

CLOBS ERP - is a complete ERP colution developed by Cloud System W.L.L for Qatar based companies.

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    CLOBS ERP - The Complete ERP from Cloud System W.L.L CLOBS ERP - The Complete ERP from Cloud System W.L.L Document Transcript

    • Corporate Level Outstanding Business Solution An ERP Implementation proposal for (Consult, Design, Develop, Implement, Maintenance & Support) ALI INTERNATIONAL TRADING EST. Submitted by C.R. NO.: 54986, P.O. Box: 96729, Doha – Qatar Tel.: +974 – 40164223/40164224, Fax: +974 – 40164228, E-mail: info@cloudsystemwll.com www.cloudsystemwll.com
    • - 2 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com ABOUT OUR ORGANIZATION Cloud System W.L.L., is a Qatar based comprehensive IT solution provider that cater the requirements of Qatar’s growing IT needs. With a professional approach, our range of expertise spans across IT networking, IT Consultancy, Structured Cabling, Enterprise Resource Planning, Web Based Solutions, IT Enabled Services, Business Process Outsourcing. The need for rapidly adjusting to changes requires organizations to constantly invest in new applications, which in turn need to integrate with their internal ERP, CRM or third party systems. Information technology investments need to be scalable to meet their changing business needs while providing the best return on investment (ROI). CLOUD SYSTEM WLL offers a comprehensive range of Technology Consulting services across diverse domain verticals such as banking and finance, education, insurance, manufacturing, telecommunications, retail and transportation, optimizing business performance across the enterprise. Associates at CLOUD SYSTEM WLL proactively explore emerging technologies and help organizations achieve high performance by unleashing the power of technology to simplify business processes. They identify suitable applications built on current technologies, analyze their impact on existing systems, address potential risks, select prospective vendors who can supply the necessary hardware and software, and seamlessly deploy those applications. Focusing on core business drivers, they provide organizations fresh perspectives and a road map for IT initiatives to drive business forward.
    • - 3 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com Contents TRADING ORGANIZATIONS (CASE STUDY) .................................................................................................- 6 - A) PROCUREMENT PROCESS.............................................................................................................- 6 - B) SALES PROCESS ..........................................................................................................................- 7 - C) INVENTORY CYCLE ......................................................................................................................- 8 - D) ACCOUNTING PROCESS ...............................................................................................................- 9 - PROPOSED PLAN ..............................................................................................................................- 10 - SPECIAL FEATURES AND BENEFITS...................................................................................................- 11 - TECHNICAL SPECIFICATIONS ............................................................................................................- 13 - CLOBS ERP MODULES.......................................................................................................................- 14 - I. SYSTEM ADMINISTRATION ......................................................................................................- 14 - A) COMPANY MANAGEMENT....................................................................................................- 14 - a) Company/Branch Master...............................................................................................- 14 - b) Divisions/Departments Master.......................................................................................- 14 - c) Financial Year Setup/Closing ........................................................................................- 14 - d) Change Financial Year...................................................................................................- 14 - B) USER MANAGEMENT ............................................................................................................- 14 - a) User Groups Master .......................................................................................................- 14 - b) User Accounts Master.....................................................................................................- 15 - c) User Access Rights Settings............................................................................................- 15 - d) Change Password............................................................................................................- 15 - C) DATABASE MANAGEMENT ...................................................................................................- 15 - a) Backup Database.............................................................................................................- 15 - b) Restore Database.............................................................................................................- 15 - c) Update/Patch Database...................................................................................................- 15 - II. ACCOUNTS................................................................................................................................- 16 - A) MASTERS...............................................................................................................................- 16 - a) Account Groups Master .................................................................................................- 16 - b) Ledger Accounts Master ................................................................................................- 16 - B) TRANSACTIONS .....................................................................................................................- 16 - a) Receipt Voucher Entry...................................................................................................- 16 - b) Payment Voucher Entry.................................................................................................- 16 - c) Journal Voucher Entry...................................................................................................- 16 - d) Contra Voucher Entry....................................................................................................- 17 -
    • - 4 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com e) Sundry Receipt Entry.....................................................................................................- 17 - f) Sundry Payment Entry...................................................................................................- 17 - g) Cheque Bounce Entry.....................................................................................................- 17 - h) Bank Reconciliation........................................................................................................- 17 - C) REPORTS................................................................................................................................- 17 - III) TRADING & INVENTORY.......................................................................................................- 18 - A) MASTERS...............................................................................................................................- 18 - a) Units Master ....................................................................................................................- 18 - b) Categories/Item Groups Master ....................................................................................- 18 - c) Items Master....................................................................................................................- 18 - d) Sales Men Master............................................................................................................- 18 - e) Suppliers Master.............................................................................................................- 18 - f) Customers Master...........................................................................................................- 18 - g) Tax Master.......................................................................................................................- 18 - h) Stock Location Master....................................................................................................- 19 - B) TRANSACTIONS .....................................................................................................................- 19 - a) Purchase Order...............................................................................................................- 19 - b) Purchase Entry (Supplier Invoice) ................................................................................- 19 - c) Production Entry (Manufacturing)...............................................................................- 19 - d) Opening Stock/Stock Adjustment Entry.......................................................................- 19 - e) Stock Transfer/Movement Entry...................................................................................- 19 - f) Item Pricing (Barcode generation and printing)..........................................................- 20 - g) Sales Quotation................................................................................................................- 20 - h) Sales/Customer Order ....................................................................................................- 20 - i) Sales Entry (Sales Invoice) .............................................................................................- 20 - j) Debit Note ........................................................................................................................- 20 - k) Credit Note ......................................................................................................................- 20 - l) Purchase Return..............................................................................................................- 20 - m) Sales Return.................................................................................................................- 21 - n) Delivery Note ...................................................................................................................- 21 - o) Customer Demanded Item Requirement Entry...........................................................- 21 - C) REPORTS................................................................................................................................- 21 - IV) HUMAN RESOURCE & PAYROLL...........................................................................................- 22 - A) MASTERS...............................................................................................................................- 22 -
    • - 5 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com a) Designations Master........................................................................................................- 22 - b) Documents Master ..........................................................................................................- 22 - c) Employees Master...........................................................................................................- 22 - d) HR Expenses Master.......................................................................................................- 22 - e) Pay Heads Master ...........................................................................................................- 22 - f) Leave Types Master........................................................................................................- 22 - g) Leave Schemes Master....................................................................................................- 22 - h) Pay Schemes Master .......................................................................................................- 22 - i) Holiday/Off Register.......................................................................................................- 22 - j) Shifts Master....................................................................................................................- 23 - k) Shift Scheduling Calendar..............................................................................................- 23 - B) TRANSACTIONS .....................................................................................................................- 23 - a) Attendance Register........................................................................................................- 23 - b) Leave Register.................................................................................................................- 23 - c) Attendance Permission (Late/Early, Outstation, Official Break)...............................- 23 - d) HR Expense Entry ..........................................................................................................- 23 - e) Advance Issue/Refund Entry .........................................................................................- 23 - f) Payroll Processing...........................................................................................................- 23 - C) REPORTS................................................................................................................................- 23 - V) MANPOWER & CONTRACTING ................................................................................................- 25 - A) MASTERS...............................................................................................................................- 25 - a) Camps Master .................................................................................................................- 25 - b) Cost Centers Master .......................................................................................................- 25 - c) Projects Master ...............................................................................................................- 25 - B) TRANSACTIONS .....................................................................................................................- 25 - a) Employee Arrival/Departure Entry ..............................................................................- 25 - b) Visa Stamping Entry.......................................................................................................- 25 - c) LPO for Suppliers (Supplier Rates Entry) ...................................................................- 25 - d) LPO From Customers/Clients (Customer Rates Entry) .............................................- 25 - e) Mobilization Entry..........................................................................................................- 25 - f) Invoice From Suppliers ..................................................................................................- 26 - g) Invoice for Customers/Clients........................................................................................- 26 - C) REPORTS................................................................................................................................- 26 -
    • - 6 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com TRADING ORGANIZATIONS (CASE STUDY) A) PROCUREMENT PROCESS Procurement is the acquisition of goods or services. It is favorable that the goods/services are appropriate and that they are procured at the best possible cost to meet the needs of the purchaser in terms of quality and quantity, time and location. Almost all purchasing decisions include factors such as delivery and handling, marginal benefits and price fluctuations. Procurement generally involves making buying decisions under conditions of scarcity. If a good ERP is available, it is good practice to make use of economic analysis methods such as cost-benefit analysis or cost-utility analysis.
    • - 7 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com B) SALES PROCESS Reasons for having a well thought-out sales process include seller and buyer risk management, standardized customer interaction in sales, and scalable revenue generation. An advantage of approaching the subject of sales from a "process point of view" is that it offers the opportunity to use design and improvement tools from other disciplines and process-oriented industries. From a seller's point of view, analysis of a sales process can reveal steps in a sale that are problematic and may allow the predication of numbers of sales based on initial interest.
    • - 8 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com C) INVENTORY CYCLE Also termed stock cycle, an inventory cycle is the fluctuation of GDP caused by the accumulation and the selling of stocks/inventories. If production is greater than demand, GDP will rise but companies will also accumulate unsold stocks. This will encourage some to scale back production, cutting GDP even if demand remains constant. An economic cycle is created and normally the inventory cycle amplifies the existing economic cycle as stocks are accumulated in good times and production is reduced in bad times. The inventory cycle for a company is composed of three phases: the ordering or administrative phase, the production phase and the finished goods and delivery phase. The ordering phase is the amount of time it takes to order and receive raw materials. The production phase is the work in progress phase. The last phase is the finished goods and delivery time to the customer. The inventory cycle is measured as a number of days.
    • - 9 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com D) ACCOUNTING PROCESS The accounting needs of a trading business differ from those of a service business because of the existence of inventory, which is also known as trading stock. Inventory includes all goods purchased by a trading business for the purpose of resale, which usually occurs at a higher price than the cost of the purchased item. As trading businesses rely on buying and selling merchandise, the owner of the business will need to know a great deal more about the goods handled by the business. The number of transactions involving stock and the importance of the data collected about those transactions means that an accounting system will need to be set up to record purchase and sale of stock efficiently and effectively. Many small businesses use computers to make recording the purchases and sale of merchandise a lot easier.
    • - 10 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com PROPOSED PLAN After the implementation of CLOBS ERP, your entire organization will become tied-up with a strong centralized ERP network. The ERP will take care of all accounting and inventory processes. The Head Office will be up-to-date and informed about all day to day activities occurring in your company. Every Branch will be having their own local database and in a particular time schedule, it will be updated to the main branch by the process of synchronization between Local and Server databases. So that your business can take decisions on behalf of up-to-date information.
    • - 11 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com SPECIAL FEATURES AND BENEFITS CLOBS ERP will provide the following exclusive features and benefits especially for you.  Customer’s scanned ID proof and Photo attachment with Sales Invoice. There may be situations like a customer representative is buying an item and at a later stage he is not taking the responsibility of that sale. In that case, we can trace the customer’s photo and Id proof, if needed.  Automatic E-Mail delivery to customer’s inbox on processing a Credit Sale. The E-mail is for informing the customer that if he has any complaints against the invoice, he should contact our branch/head office within a particular period of time. This option will reduce unwanted arguments from the customers in the matter of credit amount/invoice.  Automatic Purchase Entry/Stock Receipt on Stock Issue. When a Stock is issued from Main Branch to Sub Branches, it will be posted to the Branch’s Accounts automatically upon acceptance by the salesman.  Stock availability check from all branches. So that a salesman can refer a brother branch to the customer for purchasing an item that is unavailable in his shop/branch.  Unique Part No. for items in all branches A common customized Part No. can be assigned to the same Item/commodity from different suppliers, so that the salesmen can avoid confusion and the item/commodity will be unique in all branches.  Automatic Purchase Order generation and Qty to be purchased prediction. Purchase Order will be automatically generated based on the fact of fast movement items/ Re-Order Level.  A Special Report on Allowed Discount and Given Discount. This will allow you to easily track which salesman had given more discount/ set maximum allowed discount.  Automatic User Account Locking/Unlocking. Salesman user account will be automatically locked/ unlocked upon departure/arrival of the salesman. It will reduce illegal use of user accounts.  Special Colour indication for data on edition by someone else. The system will indicate the no. of editions on a particular data and assign special colour indications for them.  New/Unavailable Item Requirement Entry (Enquiry List). A Special form for keeping track of customer demands/enquiry, so that you can improve your sales benefits. For example, if a customer is asking for some item and it is not available in the shop, you can just enter its name into this form. So that
    • - 12 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com it will be forwarded to the head office. So the management will be aware of latest customer trends/demands.  Centralized Sales Invoice. All of your valued customers can purchase from any of your branch using the Sales invoice with a list of undelivered items from any other branch.  Control the level of operations for different user groups. The administrator can enable/disable the saving/ editing/ deleting/ viewing/ printing functionality of invoices/ any other data.  Stock verification and acceptance by a newly arrived salesman. This will become possible when stock handover is done by old salesman to the newly arrived salesman; a special history form is available for that. (If huge stock exists there, the entire stock will be divided into separate list of particular no. of items, so that the salesman can verify each list on a day-by-day basis)  SMS Integration functionality is available. An automatic SMS with greetings will be send to your customer’s mobile upon an entry of a cash Sale. Note: SMS Server & Integration charge is applicable.  All system generated reports are customizable according to your needs.
    • - 13 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com TECHNICAL SPECIFICATIONS Minimum Hardware Requirements: Desktop-PC: Intel Dual Core 3 GHz Processor 2 GB of RAM 1 GB of HDD free space Windows XP OS or higher Optional: Dot-matrix/Inkjet/Laser/Thermal printer Barcode Printer + Scanner Biometric Scanner ID Scanner + Web cam SMS/E-mail Server Technologies we use: Platform: Microsoft .Net Framework 3.5 Reporting Tool: Crystal Reports DBMS Tool: Oracle Database Management System
    • - 14 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com CLOBS ERP MODULES I. SYSTEM ADMINISTRATION A) COMPANY MANAGEMENT a) Company/Branch Master CLOBS ERP is designed for storing information on the basis of companies/branches. A company/branch can be an entity which stands alone with its own activities of various transactions forming the Final Accounts. b) Divisions/Departments Master A company may create multiple business divisions in order to market different products and services. Some companies form divisions based on the types of products or services, geographic location or demographic market sectors. Corporations often form separate business divisions as a way to develop a competitive market advantage. Adding a division allows a company to expand without significantly modifying the company’s existing corporate structure. c) Financial Year Setup/Closing Financial Year/Accounting Period that can start on any day of a calendar year, but has twelve consecutive months (52 consecutive weeks) at the end of which account books are closed, profit or loss is computed, and financial reports are prepared for filing. Financial Year Setup/Closing a financial year is an important process in CLOBS ERP. During this process, a number of tasks are performed to officially close the year that's just ended and to prepare for the New Year. Fortunately, CLOBS ERP takes care of nearly all these processes automatically. In Cloud CLOBS ERP, you use the Financial Year Setup feature to close your financial year and start a new one. d) Change Financial Year If the user wants to generate reports of previous financial year, he can login into desired financial year by using this option. He can also do the same by logging off CLOBS ERP and select the desired financial year upon re-Login. B) USER MANAGEMENT a) User Groups Master The entire users of the system are divided into several groups. Only the admin or the user has sufficient access rights to create new user groups like Accountant, Computer Operator, etc. By default, an admin group will be there as prefilled data. The users cannot edit or delete any predefined data.
    • - 15 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com b) User Accounts Master The systems allow creation of user accounts and assign credentials for accessing the system. The admin/user having sufficient access rights can create any no. of users. The user will be provided with a password. User Account Auto Lock/Unlock functionality is available upon Employee departure/Arrival. c) User Access Rights Settings Here the admin can set the access rights for each user group. It allows enabling/disabling the functionalities like data saving, data editing, data deletion, view list, report printing etc. for each form. d) Change Password Using this option, a user can change his password. By setting a strong password, his user account will become more secure. The administrator can reset all the passwords. C) DATABASE MANAGEMENT a) Backup Database A backup is a copy of data from your database that can be used to reconstruct that data. So it may be used to restore the original after a data loss event. Backups have two distinct purposes. The primary purpose is to recover data after its loss, be it by data deletion or corruption. Data loss can be a common experience of computer users. The secondary purpose of backups is to recover data from an earlier time, within a backup application for how long copies of data are required. The user can create backup to any storage device like hard disk, usb drives, flash drives, floppy disk, etc. In CLOBS ERP it is just a simple process. The user can create backup into a local or network drive as simple as saving a file. b) Restore Database The RESTORE DATABASE command recreates a damaged or corrupted database that has been backed up using the Backup Database utility. The restored database is in the same state that it was in when the backup copy was made. This utility can also overwrite a database with a different image or restore the backup copy to a new database. The whole database is offline for the duration of the restore. Caution: Please create a backup copy of database and save it to any storage device before restoring the database as there may be chance for data loss due to any hardware failure/unauthorized access etc. c) Update/Patch Database This utility is used for applying any updates or patches to the database from the front end. So that the system will remain up-to-date.
    • - 16 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com II. ACCOUNTS A) MASTERS a) Account Groups Master Account Groups screen is used for the easy management of the groups of accounts and ledgers in a tree model. CLOBS ERP is packed with basic Accounting structure and commonly using ledgers and through this user-friendly screen, you can organize the accounting structure very effectively. Three options are available for book type (Account Group) in which General option is for groups, which are not with the characteristics of Cash or bank accounts. The second option, book type Bank which is for creating group of bank accounts and the third option, book type Cash is for creating group of cash accounts. By Default, basic accounting groups and ledgers are preloaded and the route groups (Asset/Liability/Income/Expense) cannot be edited or deleted. b) Ledger Accounts Master Ledger is a means to keep different type of transactions and this is the basic of Accounting. You can create new ledgers under any of the group given in the Group list. If the ledger is under the subsidiary group like customer/debtors or supplier/creditors, the address and other information can be stored in the corresponding forms. List tab enables you to list all ledgers currently available and to select a particular ledger for alterations. The navigation keys enable you to pass to the previous or next of the current ledger. Commonly used and basic ledgers are stored with the software so that the user need not create all ledgers. B) TRANSACTIONS a) Receipt Voucher Entry Receipt voucher for Cash and Bank entries. By default, Bank Receipts and Cash Receipts are available. New vouchers with different bank/cash accounts also can be created here. All cash and bank accounts under the groups ‘CASH IN HAND’ and ‘BANK ACCOUNTS’ will be listed out here. b) Payment Voucher Entry Payment vouchers of Cash and Bank accounts. By default Bank Payments and Cash Payments are available. New vouchers with different bank/cash accounts can be created here. Payment voucher is similar to Receipts voucher and accounting is opposite for cash and bank accounts, the proper study of the Receipts voucher should be done in detail and the changes are there for ‘Paid to’ instead of ‘Received from’. In Receipt vouchers, Cash or Bank accounts will be debited but in Payment vouchers, Cash or Bank accounts will be credited. c) Journal Voucher Entry All the journal entries or adjustment and transfer entries of account amounts are done
    • - 17 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com here. The entry method is similar to Receipt and Payment vouchers, but both debit and credit accounts are to be entered here. New journal vouchers for certain purposes can be created here. d) Contra Voucher Entry Contra entry is not a must in CLOBS ERP because all the entries related to bank and cash accounts automatically are accounted. But those who are maintaining independent vouchers for bank to bank, bank to cash, cash to bank transactions can be used in this method. The entry method is similar to Receipt and Payment vouchers, but both debit and credit accounts are to be entered here. There is no Received From and Paid to option in Contra entries, new vouchers with different bank/cash accounts also can be created here. e) Sundry Receipt Entry A Sundry Receipt is when we receive money that does not have a bill to allocate it to. So that we can split and allocate the money to each credit Sale invoices. It will be affecting the outstanding amount of corresponding customer accounts automatically. f) Sundry Payment Entry A Sundry Receipt is when we receive money that does not have a bill to allocate it to. So that we can split and allocate the money to each credit Sale invoices. It will be affecting the outstanding amount of corresponding customer accounts automatically. g) Cheque Bounce Entry Cheque Bounces from banks are entered using this form. So that we can keep track of bounced cheques and Bank charges applicable for that transaction and corresponding customer’s receivable account will be updated. h) Bank Reconciliation To update the banking transaction as in the bank statement (bank passbook), this option is used. Un-reconciled cheques with its details will be listed while opening the Bank Reconciliation screen and to update the cleared cheque as in the bank statement, enter the Clear Date or Clear Reference in the column provided and press the Save button. C) REPORTS a) Cash/Bank/Ledger Book Report (Daily/Monthly/From-To Period) b) Trial Balance Report c) Trading & Profit & Loss Report d) Balance Sheet Report
    • - 18 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com III) TRADING & INVENTORY A) MASTERS a) Units Master Units of measurement can be created here. Units can be of simple or complex. b) Categories/Item Groups Master All inventory items are categorized into several item groups. That Categories/Item Groups can be created in several hierarchical levels. It will be shown as a tree in List view. c) Items Master A stock item can be created through Item Master with Name, Code, Alias (Short Name) and other related details of Opening Stock, Price, Unit of Measure, Accounting details, Tax rates, HSN Code etc. Duplicate Code/Name/Alias (Short Name) will not be allowed. This form has the provision to store MRP, Minimum Retail Price, Purchase Rate, Sales Rate and Maximum Retail Price etc. Pricing Method is also available like LIFO, FIFO, and AVG. d) Sales Men Master For creating a Salesman, this form can be used. You can give the name and other information. In this form, the designation is a must. Once created, Sales man will be available in the Sales and other transactions. e) Suppliers Master Suppliers/Vendor information can be stored using this function. We can enter supplier credit limit, bank details etc. in this form. A supplier ledger will be automatically created under ‘Sundry Creditors’. All supplier related transactions will be automatically posted to the corresponding account head. f) Customers Master Customers/Client information can be stored using this function. We can enter Customer’s credit limit, bank details etc. in this form. A Customer ledger will be automatically created under ‘Sundry Debtors’. All customer related transactions will be automatically posted to the corresponding account head. g) Tax Master Here to add all taxes which are having a liability to the company. Just give the name and rate of the tax with the effective date. The description option keeps any other information regarding the tax and ‘applicable’ option makes a particular tax be used for the transactions as per the effective date.
    • - 19 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com h) Stock Location Master To manage Stock yards, Warehouses, Shops or Item locations. The name is a must and the other fields can be entered according to the requirements. It is possible to divide the Warehouses into many sections and subsections. B) TRANSACTIONS a) Purchase Order The Purchase order is for the order accounting of the selected items to its supplier. There will be no accounting procedure while the entry is being done. The Stock is also not added on an Order entry. Except this difference, all other features of the Purchase entries are available in the Purchase Order. The Proper maintenance of Purchase order and Purchase entries will help to manage the inventory very effectively and can be controlled from ordering duplicate. After a Purchase entry referencing the Purchase Order entry, the pending order quantity with the supplier will be reduced with the received quantity and the Purchase Order Pending List gives a report of the pending order quantity for the items. b) Purchase Entry (Supplier Invoice) The Purchase of any goods related to inventory is being accounted through this voucher. Both Cash and Credit purchases are possible through this entry. Two vouchers are available by default, local purchase and interstate purchase. The Stock will be automatically updated in the entire system (from the retail shop to the main branch). c) Production Entry (Manufacturing) This voucher is for producers and manufacturers. Through production entry, the consumption of Raw materials and production of finished goods can be made very simply. Like the transfer entry, in production also the Locations can be entered. The left side of the window is for Raw material consumption entry and right side of the window is for Finished Goods entry. There can be multiple Raw materials for a single product and they can all be entered as raw materials in the left side and finished product in the right side. d) Opening Stock/Stock Adjustment Entry This form helps to create bulk inventory in a tabular form. Some of the entries are Item Name, Manufacturer, Opening Quantity, Purchase Rate and Sales Rate. Group, Unit of Measure and the option Tax can be selected from the drop down list in the columns. The options Item Name, Unit and Qty are must. Enter the list of items with the said information and Click on the save button. e) Stock Transfer/Movement Entry This option is applicable only for those firms using multiple warehouses or godowns for storing the inventory. Transfer entries are for transferring the stock from one warehouse to other warehouses or locations. The transfer screen is very simple to understand and operate, like other entry screens the selection of the items and method of saving and modifying the entry is the same.
    • - 20 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com f) Item Pricing (Barcode generation and printing) Item Pricing is used for setting the selling price of items and labeling the barcodes to the products. We can set Retail/Wholesale price as a marginal price or flat rate and upon saving data, the barcodes will be automatically generated and printed. We can set the minimum and maximum selling price of an item based on a batch. Also any no. of copies of barcode can be printed. g) Sales Quotation A Sales Quotation aims to create an offer letter that binds the customer. In this type of document, our stock will be reserved for the customers who are offered the letter. h) Sales/Customer Order Sales/Customer order is used for the Sales order processing from the customers and very similar to a sales entry. There is no accounting procedure going along with the entry by default and the accounting can be done according to the method of order processing. The proper maintaining of Customer order and delivery/sales entries will help to manage the inventory very effectively and can be controlled from making duplicate bills. You can make a reference of Customer Order entries in Sales/Delivery voucher to make the sales entry against the customer orders. The sales entry referring the Customer Order gives the pending order quantity with the Customer and Customer Order Pending List gives a report of the pending order quantity for the items. Customer Order Registers also will provide the report as per the particular requirement of the user. i) Sales Entry (Sales Invoice) An important voucher and main entity of the business is Sales. Sales entry and billing should be speedy, simple, informative and error free. CLOBS ERP allows its users to configure the sales vouchers as and when required. Similar to the Purchase accounting, all the related entities will be updated while saving the sales voucher. The thorough Study of the Purchase voucher should be done for the working of the Sales voucher. j) Debit Note Debit note is used to account additional debit amount with its details to a party with whom some transactions are already made. By default in debit, suppliers/creditors account will be listed. New vouchers can also be created here. k) Credit Note Opposite to Debit note, Credit Note is used to account additional credit amount with its details to a party with whom some transactions are already made. By default in debit, Customers/debtors accounts will be listed. New vouchers can also be created here. l) Purchase Return This voucher is used for accounting the purchase return entries. Even though the method of entry is very similar to the Purchase Entry, the accounting procedure is very
    • - 21 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com opposite to the purchase entry. This can replace the entry of goods rejection (can be considered as Debit Note).It is simple to understand, the purchase entry will be crediting the supplier but in returns, debiting the supplier and the stock will decrease instead of increasing in the Purchase Entry. m) Sales Return This voucher is used for accounting the sales return entries. This entry is also considered as the Credit Note Entry, because it manages the stock and accounting entries together. Even though the method of entry is very similar to the Sales Entry, the accounting procedure is very opposite. It is simple to understand, the sales entry will be debiting the customer, but in returns crediting the Customer and the stock will increase instead of decreasing in the Sales Entry. n) Delivery Note A document accompanying a shipment of goods that lists the description and quantity of the goods delivered. A copy of the delivery note, signed by the buyer or consignee, is returned to the seller or consigner as a proof of delivery. If some goods that were ordered and not enclosed (due to lack of stock, unavailability, etc.) they will also be listed on the delivery note. This way the recipient will have an overview of what they ordered and what has actually been sent to them. o) Customer Demanded Item Requirement Entry We can keep track of customer demands using this option. If a new brand item is requested by a customer which is not available in the shop, then just enter the details of that item into this form so that we can improve our sales based on customer requirements. C) REPORTS a) Purchase Order Report b) Purchase Order pending List Report c) Sales/Customer Order Report d) Sales/Customer Order Pending List Report e) Purchase Report f) Sales Report (With Profit) g) Purchase Return Report h) Sales Return Report i) Production Register Report j) Stock Statement k) Stock Ageing Analysis Report l) Stock Transfer Report m) Stock Movement (Fast moving/Slow moving) Report n) Salesman Performance Analysis Report o) Customer Outstanding Report p) Supplier Outstanding Report q) Sales Profit Analysis Graph
    • - 22 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com IV) HUMAN RESOURCE & PAYROLL A) MASTERS a) Designations Master Here you can keep the designation names which are maintained by the company. b) Documents Master Here you can define several types of documents. c) Employees Master Here you can register employee details that are owned by the company or supplied by a supplier. It can also keep track of employee history like payment details, payment scheme, documents collected etc. d) HR Expenses Master Here you can define several types of expenses related to employees. The Expense heads will be automatically created. e) Pay Heads Master Here you can define Pay Heads. A Pay head is an accounting head related to payroll. The Basic Salary, House Rent Allowance, Tax Deduction etc. are examples of Pay Heads. f) Leave Types Master Here you can define several types of leaves maintained by the company like Sick Leave, Medical Leave, etc. g) Leave Schemes Master Here you can create several Leave Schemes which may include how much leaves are allowed without loss of pay/with loss of pay, contributed leaves are allowed or not etc. h) Pay Schemes Master Pay Schemes defines the payment schedules. That is each employee may be working in particular Pay Scheme which may include several allowances and deductions. i) Holiday/Off Register Here the holidays can be defined which will be used for payroll processing and other records. Here we can define holidays for entire branch or for some employees only. Also we can define holidays of our Suppliers/Customers which will be using for invoicing purpose.
    • - 23 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com j) Shifts Master A company may be working in several shifts. So we can define the shift timings here. This will affect payroll processing to check whether an employee is absent or present. k) Shift Scheduling Calendar Here we will get a matrix like calendar to schedule the employee shifts. We can assign shifts to each employee in bulk or one by one or for a whole department. B) TRANSACTIONS a) Attendance Register An Attendance register is used to track attendance for employees. The attendance can be entered manually or can be imported from a punching machine. b) Leave Register Leave Register is used to keep track whether the leave of an employee is sanctioned or not. Also it will be affecting in payroll to check the loss of pay amount. c) Attendance Permission (Late/Early, Outstation, Official Break) This form is used for giving special permission for employees to go outside or late/Early permission and to grant his attendance. d) HR Expense Entry This form is used for entering several expenses spend for the employees. So HR Manager can keep track of expenses for each employee. So it will affect the cost components of that employee. e) Advance Issue/Refund Entry Here you can enter the transactions like advance issue/refund for the employees. A Payment/Receipt Voucher will be automatically posted. The advance/refund head will be coming under Loans & Advances Group. f) Payroll Processing This is the main job of HR department. The payroll processing involves Salary processing of employees. The Payroll processing can be done in any date based on whether the employees are monthly salaried/Weekly Wages/Daily Wages etc. C) REPORTS a) Employee Details Report b) Daily Attendance Report
    • - 24 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com c) Leave Register Report d) Advance/Refund Report e) HR Expense Report f) Salary Sheet Report g) Salary Slip Printing h) Other Reports
    • - 25 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com V) MANPOWER & CONTRACTING A) MASTERS a) Camps Master Here you can create various camps owned by the company or suppliers or customers for the labors. b) Cost Centers Master Here you can define various cost centers which will affect the cost of an employee. You can keep track employee cost components. c) Projects Master Here you can keep the project/contract details with a project name. It will include contact details and other things. B) TRANSACTIONS a) Employee Arrival/Departure Entry This is used for keeping track of employee arrivals/departures. The corresponding user account will be automatically locked/ unlocked upon employee arrival/ departure. b) Visa Stamping Entry Here you can keep the details of visa stamping. So employee-wise report will be automatically generated on arrival of their visa stamping date. c) LPO for Suppliers (Supplier Rates Entry) Here you can enter the details of Local Purchase Order which will be sent to the suppliers. So the supplier rate details will be specified on LPO which will be used for the calculation purpose in Invoice. d) LPO From Customers/Clients (Customer Rates Entry) Here you can enter the details of Local Purchase Order which are received from customers. So the customer rate details will be specified on LPO which can be used for automatic calculation purpose in Invoice. e) Mobilization Entry Here the employee movement records are entered. The term mobilization means a particular employee is moved from our own camp to some other camp of supplier/customer. Demobilization is just opposite of mobilization. So we will get the current status of each
    • - 26 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com employee that whether he is in standby position or mobilized. f) Invoice From Suppliers Here the details of invoice from suppliers are entered. The suppliers will be sending us the invoice for the manpower who were supplied. This will be based on some previous LPO’s. g) Invoice for Customers/Clients Here the details of invoice for the customers are entered. The customers will be charged for the manpower we supplied. This will be based on some previous LPO’s. C) REPORTS a) Employee Cost Components Report b) Visa Processing Report c) Supplier Invoice Printing d) Customer Invoice Printing e) Camp-wise Employee Report f) Employee Arrival/Departure Report g) Other Reports
    • - 27 - Copyright © 2012. Cloud System W.L.L., Doha, Qatar. Tel.: +974 – 40164223/40164224 www.cloudsystemwll.com Contact Us: Tel.: +974 – 40164223/40164224 Fax: +974 – 40164228 E-mail: info@cloudsystemwll.com Website: www.cloudsystemwll.com