This document proposes an office automation system for travel agencies with the following key features: 1) A dashboard that allows users to view calendars, reminders, notifications and analytics based on their privileges. 2) A proposal module to create, approve, and notify users of proposals. 3) A sales module for sales executives to enter customer and booking details, generate receipts, and view analytics. 4) A payment and receipts module to create, approve, and view vouchers for payments to vendors and refunds to customers. 5) An employee module for managing employee details, attendance, leaves, reimbursements, and generating forms.

1. OFFICE AUTOMATION
FOR
TRAVEL AGENCIES
-- Ksoft Technologies
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2. DASH BOARD
FUNCTIONALITIES
There will be a calendar showcasing all the
reminders/events of the user
The user can add new reminders/edit
reminders in the calendar.
The menu and access of information in the
Dashboard will be as per the privilege of the
user.
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3. TENTATIVE DESIGN CONCEPT FOR
DASH BOARD

5. DASH BOARD
FUNCTIONALITIE
S
Add new customers to the system with the
contact information before doing the
for them.
Send messages within the staff of the
organization. These messages will also be
displayed in notification.
The managers and Accounts can see the
Expenses & Total income (for the Day) in the
Dashboard.

6. PROPOSAL
MODULE
Create Proposal
Multi-level Approval of Proposal.
Once approved the notification of the
same to be sent to the respective user.

7. SALES MODULE
• Every Sales Executive to regularly update the system
with the sales they have made. The payment receipt
can be generated through the system once the sales
entry is made by the executive.
• The Sales executives to enter the basic data of the
customer before entering the booking(if the customer
is new)
• The sales entry can be made by selecting the customer
from the drop down only. This is to reduce duplication
of data in the long run.

8. SALES MODULE
Can be filtered as per the salesperson / Customer also.
Total sales in a week / month/ year
Once the customer is selected, then there will be options to add in additional names of the
actual travellers for the ticketing purposes. The invoicing / payment receipts will be on the
name of the customer. This is to help track/manage companies with multiple tickets for the
staff during different times of the year.

9. SALES MODULE
• Every Sales Executive to regularly update the system with
the sales they have made. The payment receipt can be
generated through the system once the sales entry is
made by the executive.
• The Sales executives to enter the basic data of the
customer before entering the booking(if the customer is
new)
• The sales entry can be made by selecting the customer
from the drop down only. This is to reduce duplication of
data in the long run.

10. PAYMENT &
RECEIPT
VOUCHERS
Create voucher for payment to vendors / service
providers and refund to the customer etc.
The scanned copies of the invoices by the vendors /
service provider to be added for each of the voucher
that is being created for further payments. These
scanned copies will be in low resolution to reduce
server space and faster loading of the documents.

11. PAYMENT &
RECEIPT
VOUCHERS
The data of the vendor / customer needs to be added to
the database as reference before creating voucher.
The voucher needs to go through the approval process
for approval and then to the PRO for final bank payment
cheque issue. This is the OCS Mail process
The accounts and Managers will have options to view all
the receipt vouchers and filter as per date and vendor
name also

12. PAYMENT &
RECEIPT
VOUCHERS
New vouchers can be created by the
sales executive once the ticket booking
has been done.
The customer name will be a drop
down selection to avoid duplication.
The payment method needs to be
mentioned in the form along with
transaction no in case of CC swiping.

13. PAYMENT & RECEIPT VOUCHERS
The actual payments will be collected by the
accounts team as per the details in the voucher
The accounts and Managers will have options to view all the
receipt vouchers and filter as per date and customer name
also.

14. EMPLOYEE MODULE
• Salary – Details (Total Monthly Salary which will be divided by the no of
days worked) i.e. 26 working days in a month will be taken as default for
calculation.
• Attendance, (Total leave - Paid & unpaid leave)
• Leave Letter / Status – Approval process
• Reimbursement of personal & direct expenses by employees

15. TENTATIVE DESIGN CONCEPT

17. EMPLOYEE
MODULE
Personal Details of Employees
View personal details of employees (For Managers and above)
Send Messages / Assign Tasks to employees with completion Date.
Petty Cash management. The users can create Petty Cash request which once
approved by the Manager / Accounts will be paid by the Accounts and the
same will be kept as pending for submission of bills and their approvals.

18. HR MODULE
Employee Clearance Form – This will be a data employee
form with the employee data filled in automatically. Rest all
to be manually filled in and printed.
Memo – This form can be automatically filled in with the
Employee data and the rest information to be manually filled
in.
Reports - The necessary reports and notifications will be
available to the users as per their privileges.

19. THANK YOU
Any Questions or Clarifications!!
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