The financial system includes general ledger, inventory, purchases (A/P) and sales (A/R). The brand name for this module is called Onyx-Pro; a brief description will be given for each module below:
The general ledger module includes recurring and reversing journal entry features which reduce tedious user input. System generated inter-company balancing entries maintain complete "in-balance" profit & loss and balance sheet statements for each profit center at all times. Based on profit center type, the system include or exclude centers from consolidated reporting and generate the required entries for financial transactions with management contract profit centers. User controlled account roll-ups and profit center hierarchies permit custom reporting for management, financial, and external reporting.
The module include a set of parameterizes that are initializes once at the beginning of using the system. These parameterizes make the system open and fit with any business type. The system parameterizes include:
- Flexible Account length: the administrator can specify the account max length for chart of account.
- Account data type: the user can specify the account data type as:
- Currency Draft: ability to handle account draft via:
- Unique account
- Many Accounts
- Handle local amount for foreign amount (Yes/No)
- Allow manual currency adjustments (Yes/No)
- Use stand by Doc (Yes/No). This a temporary document that are incomplete.
- Decimal places length
- Unlimited number of users defined flexible periodic setting:
- Fiscal year
- Two nested year
- Monthly
- Quarterly
- Flexible Account types definition
- Unlimited account grouping
- Unlimited cost centers grouping
- Ability to define unlimited doc. Types
- Ability to define unlimited accounting reports:
- Profit & Loss
- Income report
- Balance sheet, ..etc.
- Any other user defined report type
The specification of general ledger module is as follows:
No matter what kind of business you runs, commercial, industrial or servicing, whether in private or public sector, user can easily create his own chart of accounts that suits his work nature and conditions. The chart of accounts can take infinite number of main and sub accounts with multi-currency. And with the possibility of specifying the maximum and minimum limit of the debit and credit accounts, in addition to that he can suspend any specified account and preventing any process on it. Besides, the system allows specifying the type of account, hence user can enter infinite number of accounts under one or more account type.
You can define more than one currency for each account. The system control the exchange rate for each currency in a flexible way that enables allowed users to edit it during the transaction.
The estimated budget can be made for the main accounts, sub-accounts or the cost centers. The system issues reports showing the monthly deviation and the expenses from assigned amount during specified accounting period.
The Cost Center Module can be optionally used, for evaluating the expenses and revenues transactions for one specified department, several departments or specified processes. User can connect whether more than one cost center with a particular account or every cost center with a unique account according to the organization requirement. Cost Center is structurally divided into main and sub-cost centers. The system allows suspension the transaction of a specified center and posting the transaction with current status to the coming years, in the case of the projects in process. Besides, the system issues many reports concern the cost centers, on accounts transaction level, on trial balances, profit and loss balance or on general budget level. The system also allows appointing many type of cost center, hence more than one cost center can be enrolled under every type.
Direct transactions that effect directly accounts can be made via general journals or vouchers. It can handle the stand by (uncompleted/ unbalanced) records, saving them temporary until it completed or balanced for. The System can also handle the inverse records in such a manner that they can be inversed after the account monthly closing. Besides it allows dealing with all types of vouchers that can be named/renamed by user according to the work needs.
Records can be made according to voucher type and every voucher type is serialized. In addition, there is possibility of creating new records from previous periodic records, issuing the payment and receipt vouchers in check and cache, dealing with more than one debtor or creditor and assigning value dates for post dated bills. The accounts are affected according to either value date or bill date. The integrated has the flexibility to process bills according to bill type. User for example, can issue receipt voucher to a client for paid invoice, and issue a payment voucher to a supplier for an incoming invoice. Receipt and payment voucher can be designed according to the user wish.
Notes can be serialized and issued from the system.
The system offers many financial reports that comply with accounting standards which includes :
- Detailed and general statement of main or sub-accounts during a definite period ( From-To) for any limit of accounts and by any currency .
- Trial balance for main accounts or sub-accounts with many options.
- Current balance with local currency includes:
- Accounts transactions and foreign currencies transactions.
- Account transaction-debit and credit –transactions. foreign currencies.
- -Profit and loss statements
For a specified month according either to cost centers or to the accounts :
- Total account
- Main account
-Sub account
With a possibility of providing illustrating figure demonstrating the financial status.
· Issuing the general budget with multi-options – the currency transaction of cash in hand or in banks.
- Many reports of journal record, the posted and non-posted vouchers, the lost and suspended vouchers.
- Many other reports that include:
- Cash transaction
- Bank transaction
- Movement and non-movement account
- Cash Flow
- Cost centers account statements
- Budgeting deviations reports for a period
- Lots of reports detailed and summary reports
The inventory module can be either integrated or work as a standalone that has no relation to the other system components ( G.Ledger – Purchase – Sales). In case of integration the inventory automatically effects the other system components, making the accounting records and the stock out-going orders according to accounting standards.
Inventory Management provides common information needed by sales and purchasing. It enables you to track and manage inventory values and levels. Using Inventory Management, you can meet customer requirements and control inventory costs. Inventory Management provides up to date information on stock on hand, receipts, issues, consignments and values;
where the supported inventory valuation methods are average, moving average, FIFO and LIFO. While barcode support enables error free operations, the system also supports lot and serial number tracking. As a result, organizations can increase the satisfaction level of their customers by increasing the quality of their operations and through lower inventory costs.
The inventory module includes all stock and warehouses details such as inventory transfer details, items details, pricing, incoming stock orders, out-going stock orders, stock returns, stock inventory and variety of reports of all inputs. Thus the system provide a strict and precise stock management.
The technical proposal focuses on the detailed technical features of the Inventory and Procurement system, The system complies with Law and legal standards. Great focuses will be on providing many shortcuts to minimize the w ork processes in order to increase the efficiency of works. Since the Ministry of Public Health and Reform keeps special inventory of many types, medicines and health equipments will be treated on special manner to keep track of its shelf value, batch number and serial no. This will help the companyto keep track of all the transactions and the locations of these items for regional or national level.
We have ready modules for Inventory Procurement that are used on many similar sites. This will save up the development time because all the customizations will be done during the implementation period which will lead to fast system deployment.
On this section, we will show the Compliance Matrix of our software compared to the RFP to help the evaluator/s to get the data directly and easily. Then we will describe all the software components on details.
The system consists of two integrated modules; Inventory and Purchasing. The two modules cover all the procedures and functions of the inventory according to Yemeni law.
Easy of use
The provided system are easy of use for the following:
· Menu Driven
· Many pre-coding screens to easy the data entry processes
- Flexible, and can be updated in accordance with the current requirements
- Designed in a way to emulate the manual job, thus to be understood easily
- Provided with instructional messages and online help for users who may try to execute non-permitted or irrational transactions
- Provided with real-time Help topics at the level of every screen and field
- Ability to define the related effected accounts (for warehouse, vendor or supplier)
- Bi-lingual (Arabic and English)
The system can be easily expansion to work on all governorate for the following
- Ability to choose the database to be Oracle10g database, forms10g, application server10g or MS-SQL Server 2005 with .net. Both choices support Application Rapid Development, scalability in terms of Database and Users.
- Used two Tier Client Server technology and can be operated on networks as well as on internet browsers (web enabling) which also support Cluster Servers.
- Easy to maintain and to update according to the current needs and updates. Updates can be easily done via running script (no need to change the database).
- Multi main and sub warehouses
- Multi vendor
- Multi users
- Multi department: the issuance of notes can be customized to be based on departments. Multiple locations for items can be supported.
- Multi cost center
- Multi currency
- Advanced protection and security system at the level of the module and the data.
- Possibility of importing/exporting data or reports from/to electronic file such as MS-Excel or email.