Web Prol’IFIC

Web Based Back Office ERP for

Hospitality Industry

Integrated software solution for

Purchase, Stores and Accounting
Web Prol’IFIC interfaced with PMS & POS
 Web Prol’IFC
Spanning across

Purchase Requisitions, Purchase, Stores, Materials

Control, Food & Beverage Costing, Services Work Order,
Accounts Payable, Accounts Receivable, Bank
Reconciliation, General Cashier and General Ledger &
Financial Reporting
 Sample Customers
Le Meridien Delhi
Le Meridien, Kochi
Four Points Sheraton Delhi
Four Points Sheraton Ddoon
Four Points Sheraton Pune
Westin Chennai
Samhi Hotels (10)
Ambuja Hotels (7)
Elgin Hotels (4)
Sterling Holiday Resorts(27)
Radisson Agra
Radisson Jaipur City Center
Radisson MBD Noida
Radisson Mysore
Radisson Faridabad
Radisson Rudrapur
Radisson Ranchi
Radisson Noida
CIS Navi Mumbai
Park Plaza Shahdara
Crowne Plaza Chennai The Imperial Delhi
Crowne Plaza Gurgaon Lemon Tree / Red Fox
Crowne Plaza Okhla Delhi Hotels (49)
Crowne Plaza Kathmnadu Ananta Udaipur
Intercon Resort Chennai Ananta Pushkar
Holiday Inn Kolkata Niranta Mumbai Airport
Holiday Inn Amritsar Leisure Inn Jaipur
Holiday Inn T3 Airport Leisure Inn Hyderabad
Bharat Hotels (9) Golden Tulip Resort
Welcom Raviz Kollam Dana Bay, Al Khobar
Welcom Dwarka Auris Plaza Hotel, Dubai
Dia Park Premier GGN Auris First Central Suites,
The Park Kolkata Dubai
The Park Vizag Orient Prince Hotel
The Park Delhi Lebanon (APEX) Grand
The Park Navi Mumbai Royal Suites, Dubai
The Park Chennai Emirates Park Zoo, Abu
The Park Bangalore Dhabi
The Park Hyderabad Chinese Palace Group of
Rosette Delhi Restaurants, Dubai
Rosette House Delhi
Key Performance Indicators Dash Board
 Web Prol’FIC Modules

•Purchase and Receiving

•Store
•Service Work Order

Central Purchase
GSTR1
GSTR2
Accounts Receivable
Receivable Process Flow
Accounts Receivable Control

User
defined
Ageing &
Reminder
Days
Accounts Receivable Master
Modify Front Office Transactions
Split Front Office Transactions
Merge Front Office Transactions
Generate Invoices
 Transaction Posting

Post payments, invoices or adjustments.

 Payment Posting

Post payments, invoices or adjustments.

 Split Payment

Receive payments centrally & split

Credit Note
Settle Transactions
Settle Transactions contd.
On Screen Statement of Accounts
View Transactions Settlement
 Reports

Front Office
transfer reports

Banking reports

Ageing Reports

Interface with
Excel
Have your own
reports
Reports

•Send report via email

•Print
•Preview
•Export to PDF
Ageing Summary – Report Parameters
Ageing Summary Report
Type Ageing Summary
Detailed Ageing
Month Wise Ageing
A/R CONTROL

User defined
• Ageing and
• Reminder Days
A/R REPORTS – PAYMENT LEDGER

Option to show credit notes only

A/R REPORTS – PAYMENT LEDGER
STATEMENT OF ACCOUNTS
BILL PRINT

Return
INVENTORY
PURCHASE & RECEIVING WORK FLOW
 Features Summary
Requisitions wise
Inter Unit Stock Transfer
receiving at department
Inter Store Transfer
Close PO / Requisition
Item Code Auto Generation
with reason
Electronic Approval for
Requisitions – user can
oPurchase Requisitions
edit item description –
oPurchase Orders
1000 characters
 Value based and level based
Approval Statuses
Email alerts
oApproved
Central Purchase Order
oReject with reason
PO thru email
oHold
Contract PO with delivery
instructions
Set Up GL Code Linkage
Auto generate purchase requisitions

Based on Re-order level and Re-order quantity for regular items.

 Ad-hoc Indents

Add justification.
Requisitions
Electronic Approval of Requisitions

By authorized persons .. Value based and level based (unlimited)

Purchase budget per item

Over-budget condition is flashed when requisitioning and when ordering.

Vendor quotations

Select Vendor..
 Auto generate purchase orders

Copy rates and terms from selected quotation or receipt.

 Purchase Order details

Additional charges

Payment terms

Delivery schedule
Set ‘traces / ‘To do’ list
Electronic PO approval

By authorised persons – both value based and level based

 More PO features

Rate contracts
Staggered deliveries
Receiving … features

Receiving is against approved Purchase Orders … except in

emergencies and subject to a specified maximum limit.
Receiving strictly as per P.O.

Quantity margins for eg. ‘roll’ of cloth or carcass.

VAT details entry.
Direct issues
Return to Vendor
 Revaluation

For accurate accounting, receipts may be subsequently revalued (eg.

when Customs Duty is known) … subject to the Purchase Order. The
revaluation is cascaded to all related transactions.
Analyze items supplied by vendor
Or, vendors of any item
Includes delivery and quality performance.

Return
PAYABLES WORK FLOW
ACCOUNTS PAYABLE MENU
 VENDOR MASTER

User defined fields for storing, for example, VAT Registration number.
Import liability from receiving
Split Payable Transaction from
Receiving
Suppliers invoices

Capture supplier invoice details.

 Payable … features

The process is controlled and

guided by a ‘wizard’. Payment due
dates may be specified and
supplier bills may be edited (eg. for
deductions).
Purchase Journal Voucher
Pre-paid expenses handling
Advance Payment to Vendors
Computerized Payment Processing

Mark the liabilities that are to be paid.

Assign cheque stationary and print the cheques.
Release Cheques

Release the cheque to the vendor, generate a payment voucher and

settle the payment against the PJV paid.
Change cheques status
Cheque inquiry
On line statement of account

View transaction settlement

Printed statement of account

With ageing
Payment reversal

Option to cancel cheque

Transaction reversal
Reports
Ageing
DVAT30
Expenses Schedule Vendor wise
Monthly Fun Flow Forecast
Payable …. features
More reports …

• Advances Ledger.
• Register of deductions from Supplier
Bills.
• Supplier Bills received but not yet
booked to Payables.
• Tax deducted at source.
• VAT Register.
Return
eTDS Reporting
INVENTORY
INVENTORY WORK FLOW
Inventory Features
• Multi-location stores.
• Multiple package sizes per
item.
• Dynamic conversion of
quantities.
• FIFO or moving average
valuation.
 PAR Stock levels

Generate stock transfer request when stock falls below PAR stock level.
 Issue

With or without Issue Requisition.

 Physical stock taking

Post stock in stock or base unit

Reports
Consumption reports…
Consumption reports…
Consumption reports…
Stock Ledger - Parameters
Stock Ledger - Report
Stock Ledger Summary
Stock valuation Summary
Inventory Management Reports
Inventory Management Reports

• FSN – Fast, Slow & Non-moving items

• HML – High, Medium & Low value items
• XYZ – for Stock on Hand quantity mix
• VED – Vital, Essential & Desirable items
• SDE – Scarce, Difficult & Easy to procure
• Critical Items List
• Non-moving Items list
• and …
Inventory Ageing Analysis
Inventory accounting reports

• General Ledger Transfer

Journal
• Licensed Liquor Report
• Physical Stock Variance
Report
and more
Return
 F&B Costing

Confidential Prol’IFIC Presentation

 F&B Costing work flow

Confidential Prol’IFIC Presentation

 FEATURES - SUMMARISED
 Central recipes which can be downloaded by properties
 Recipes with multiple ingredients/sub-recipes, preparation and
presentation instructions
 Refreshing recipe cost from inventory
• Link Recipes to POS items and POS items to cost centers.
• Import of POS items and sales data – MICROS,INFRASYS,REMANCO ….
TOUCHE
 Potential vs Actual consumption analysis
 Cost and sale adjustments
 Forecasting material requirement for projected sale
• Bar/kitchen stock taking
 Production card for semi-finished items
 Various kinds of analysis e.g. Profitability Analysis
 Recipes

Recipes are defined … including ingredients, preparation

instructions and service standard. Recipes may be nested.

Confidential Prol’IFIC Presentation

 Link recipes to POS Items

Confidential Prol’IFIC Presentation

 Transfer / view POS Sales

Item sales statistics is imported from the POS System

which may be Touché or Micros.
Confidential Prol’IFIC Presentation
 Link Open Items to Recipes

Open item sales, banquet menu sales and buffets must be

linked to recipes and their quantities sold.
Confidential Prol’IFIC Presentation
 Potential consumption

Confidential Prol’IFIC Presentation

 Deplete inventory

Inventory can be depleted based on the computed potential

consumption. This is recommended for bar stocks.
Confidential Prol’IFIC Presentation
 Kitchen / bar stock taking

The difference between depleted stocks and stocks as per

physical count is the shortage / overage.
Confidential Prol’IFIC Presentation
 ‘Actual’ consumption

Issue based consumption is read from the inventory module.

This is recommended for food items. Physical stock taking …
in this case, reduces cost by the kitchen stocks.

Confidential Prol’IFIC Presentation

 Kitchen efficiency report

In either case, the variance between actual and potential

consumption is reported.

Confidential Prol’IFIC Presentation

 Purchase efficiency report

The cost impact of the variance in consumption and variance

in purchase prices is also reported.

Confidential Prol’IFIC Presentation

 Sales / cost adjustments

The cost % can be adjusted to reflect transactions that are

beyond the Chef’s control.
Confidential Prol’IFIC Presentation
 Adjustment transaction types

Such adjustments may effect cost or sales, in estimated

value or exact as per recipes.
Confidential Prol’IFIC Presentation
 Standard reports
• Cost reconciliation report.
• Material group wise consumption report.
• Outlet wise daily cost report.
• Daily Cost Report

and …

Confidential Prol’IFIC Presentation

 Menu engineering report
… Profitability Report for menu engineering.

Confidential Prol’IFIC Presentation

 POS Item pricing analysis

Aids for POS pricing include Item wise cost analysis and
Material wise cost history.
Confidential Prol’IFIC Presentation
 Item Usage

Helps in finding the recipes or POS items where an item is

used.
Confidential Prol’IFIC Presentation
 Material requisition planning

Forecast sales.
Compute requirements.
Return
Confidential Prol’IFIC Presentation
 Central Purchase
Purchase Order types
•Rate Contract
•Regular PO

Rate Contract
Properties down load PO
‘Delivery instructions’ are used for
advising vendor of required qty
 Central Purchase
Regular Purchase Order

Receiving at Chain
Stocks are transferred to
properties

Receiving at Properties
Properties down load PO
Receive at properties against PO
Return
GENERAL CASHIER WORK FLOW
GENERAL CASHIER .. FEATURES

Single screen for entry of all General Cashier

transactions. Return
BANK RECONCILIATION
WORK FLOW
BANK RECONCILIATION FEATURES

A single screen for posting miscellaneous Bank Charges and

for reconciling Bank position.
Return
GENERAL LEDGER WORK FLOW
General Ledger Menu
 Chart of Accounts

Map to Head Office code for Corporate consolidation

Budgets
Actual, budget, forecast & targets
 Transfer Journals

The General Ledger receives Transfer Journals from other

modules and other software … Example – Opera, Payroll, etc.
General Ledger Journal
Journal Voucher inquiry
 Inter-unit Transfer Workflow

Each unit will maintain contra-posting account per property for inter-unit
transactions
Inter-Unit Postings

Specify
the other
unit
effected
here
Process at the Receiving Unit
Monitor ‘queue’

Both units
have an
Inbox & an
Outbox to
review what
is pending
Inter-Unit Transaction Inquiry
 General Ledger Journal

GL lets user upload / down load data from Excel files

 Cost Allocation

L
a

Costs can be allocated as

per defined formulae.
 Drill Down Inquiry

Summarised Trial Balance

Drill Down

Drill down to account breakdown. Double click on any

account to …
Drill Down
Reports …..
Reports …..
Reports ….. Department Wise P&L
General Ledger features

Reports as per Uniform System of Hospitality

Accounting -
Monthly Financial Statement
Departmental Profit & Loss
Statement of Income
Statutory Reports –
Balance Sheet
Profit & Loss
Schedules
… are user defined.
Security features

Access security
Read, write or no access
Per user, per function
Audit
Transactions cannot be edited
User & date-time stamp on transactions
Module wise control totals
Data security
On-line back-up
Roll-back of incomplete transactions
Other features
Period / year closing
Per module
Close of General Ledger closes all
Controlled re-opening possible
Data export
Reports can be saved to text, Word, Excel,
etc file
Data can be queried from Excel, Crystal
Reports, etc
Return
Web Prol’IFIC

• Technologically current
• Functionally powerful
• Cost-effective to deploy
• Reputed technical support
services
PROLOGIC FIRST
www.prologicfirst.com
Phone +91 (124) 4259700
Email corp@prologicfirst.com

NOTE
1. Specifications and features may change without
notice.
2. Microsoft, Windows, SQL Server, PC Anywhere 32,
Micros, Fidelio and Opera are product, brand or
trade names that belong to their respective
owners.