GENERAL LEDGER DEPARTMENT

INTRODUCTION AND OVERVIEW

Definition: The general ledger, sometimes known as the nominal ledger, is the main accounting
record of a business which uses double-entry bookkeeping. It will usually include accounts for
such items as current assets, fixed assets, liabilities, revenue and expense items, gains and losses.

Vcare International is launched with the intent to focus on health Care solutions in the selected
therapeutic areas, which will improve the quality of life of people, the areas include;

- Antibiotics
- CNS products
* Diabetes
* Analgesics
* Women Health
* Oncology
* Multivitamins
* Dermatology and niche market products which require focused working

Looking forward to join hands for Pharmaceuticals, Diagnostics and other Health Care products,
including Natural Medicine, which will support our Vision and Objectives.

Whenever any employee in an organization wants to look for any desired record mentioned
above then he/she has to looking the books of record which is very time consuming and some
times also results in incorrect results also. So in order to make this problem solved they make an
automated system that they can save there time and also provide them with all the result with
complete efficiency.

This automated General Ledger system maintained all Voucher records all Quotations,
Comparative statements, Chart of account, income statements account issues in a better and in a
effective manner.

The manual system of accounts record keeping of the company was getting way to complicated
and time consuming for the high staff of the company to review it and keep track of the transfers
taking place all the time as well as the higher staff wanted to be up to date with the rising
technology.

The faults of the existing manual system were it was too time consuming
Higher Error tendency in recording the data obsolete way of accounts record keeping.
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In order to over come the shortcoming of the existing system they wanted software in the latest
technology available in the market.

This software will give better performance and will be much more efficient compared to the
existing manual system.

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 ARCHITECTURE / INFRASTRUCTURE

 This software improves the performance of the staff in data entry operation. Because staff
has not to spent lot of time on paper work.

 This software stores the information about sales and purchase of product.

 This software definitely effects the economic status of the company, which they can save
a lot of funds and human resources that the company is spending on the paper, stationary
etc.

 This software improve the efficiency of the staff and they are definitely gong to perform
better because they do not have to spend much time on maintains the papers.

VCARE International has chosen Dell as its corporate standard for desktop PCs, servers and
storage.

Under the terms of the contract with Dell, Vcare’s will replace 500 desktops and servers with
Dell OptiPlexTM desktop PCs, PowerEdgeTM servers and PowerVaultTM storage products. In
addition, Dell will provide a suite of services including installation, customized invoicing and
reporting, DellPlus custom software application, Dell's Employee Purchase Program and a
customized Dell Premier PageSM. Dell Financial Services L.P. (DFS) also will manage the
recycling of Vcare’s old PCs and related equipment at 67 regional offices. "Dell was able to
provide an end-to-end customer solution customized to fit Vcare's needs.

To assist with the disposal of the old equipment, Dell developed custom databases to store Vcar'
critical data during the hardware transition. DFS provides comprehensive reporting on the status
of the disposed equipment and payments to Vcare’s for any equipment with remaining market
value.

"Dell's comprehensive program provides Vcare with integrated one-stop shopping for PC and
server needs," "At the same time, the customized installation and Dell Financial Services' asset
recovery programs weren't a one-size-fits-all solution, assuring smoother equipment changeover
and easier long-range planning for us."

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DellPlus is Dell's custom factory integration service. DellPlus provides a wide range of custom-
built solutions, including installing and configuring hardware devices, software and image
loading, and providing asset tagging and reporting for Dell systems. Additional information on
DellPlus is available on Dell's web site.

With more than $2 billion in lease originations, Dell Financial Services L.P. is one of the fastest
growing technology leasing and asset recovery providers in the industry. Information about Dell
Financial Services and its products can be obtained by calling toll free 1-800-955-3355 or by
accessing Dell's web site.

About Dell

Ranked No. 78 among the Fortune 500 companies and No. 210 in the Fortune Global 500, Dell
Computer Corporation is the world's leading direct computer systems company, based on
revenues of $19.9 billion for the past four quarters. Dell designs, manufactures and customizes
products and services to customer requirements and offers an extensive selection of software and
peripherals. Information on Dell and its products can be obtained through its toll-free number 1-
800-388-8542 or by accessing the Dell World Wide Web site at www.dell.com.

Infrastructure and Functional Requirements:

The latest technology implemented in the software currently in use in the company out of which
the right choice for the General Ledger System was to be made.

They implemented the system’s front end in VB.net while its back end is made in MS SQL
server 2000.
The reason for choosing this developing tool is first that VB.net is user friendly and contains
enhance able capabilities in it.

 Software tools & input devices needed

 Visual basic.net and Ms SQL Server,
 Keyboard & mouse
 Storage devices and implications
 MS SQL Server

 DBMS

 Method of data processing

 Employee information

 Client/Server

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  Output devices and implications

 HP Laser Jet 4100

SKILL SET MATRICS

For every department in VCARE there are different skills set matrics.
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Person specification:

Qualification:

A good general education is required. The technical planning groups sit in the planning devision
and are responsible for facilitating engineering.

Roles and Responsibilities:

Controller: He is responsible for

 Creating Chart of Account

 Posting the un-posted entries.

Accountant: He is responsible for:

 Recording of payment and maintaining of bankbook to record this transaction

 Recording of receipt and maintaining of bankbook to record this transaction.

 Recording of payment and maintaining of cashbook to record this transaction.

 Recording of receipt and maintaining of cashbook to record this transaction.

 Request for Asset Report

Treasurer: He is responsible for

 Making Journal vouchers means recording direct entries made by the treasurer for non-
routine transactions.

General Ledger diagram

Treasurer/Acc. Subsystem Controller

Budget Director

FLOWCHARTS
Update Post
General Adjusting
Ledger Entries

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Prepare Produce
Financial Managerial
Statements Reports
 Start

Routine
Treasurer
Transactio
n
No

Yes

Accounting
Subsystems

Journal
Voucher

End
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Flow Chart of Update General Ledger

 Start

Adjusted Trial Balance

Revenue &
Account Balances

Income Statement

Revenue & Expense

Accounts with Net Income
or Loss

Balance Sheet

Cash Flow

End
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Flow Chart of Post Adjusting Entries

BUSINESS RULES

Some basic business rules for Vcare General Ledger:

 Every user has its unique account number

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  Every Voucher has a unique voucher number.
 Fiscal year date playing a vital role in general ledger system.
 If user may not select any fiscal year from login form then login form will not proceed.
 If entries are posted then no change in posted entries.
 If you want to enter any entry in voucher details or want to see any entry then first you
fill the journal voucher entry properly.
 Quickly create a standard or custom chart of accounts
 Design a financial statement format to meet your specific reporting needs.
 Every Account has a unique code identifier.
 Every Account must have a posting Date.
 Transaction start after the creation of Chart of Account
 After posting Journal Entries to Ledger the initial trial balance is maintained.
 After adjusted entries the adjusted trail balance is maintained.
 In trail Balance reports debit and credit both sides must be equal

AVAILABILITY MANAGEMENT

In order to maximize the availability of Accounts department, several ways can be applied.

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1. Redundancy:

• All database design, development, file maintenance, composition, proofreading and

database
• Management pertaining to products produced within the GL Department.
• Designs, develops, and maintains software necessary to support user required in-house
Ledger tracking information

2. Reputation:
• The key suppliers of VCares are reliable having good communication skills.]

3. Responsiveness:

• VCares have skilled people who have high sense of urgency. Making only "what is
needed, when it is needed, and in the amount needed!”

PERFORMANCE AND TUNING MANAGEMENT (EACH ENVIRONMENT)

Server environment

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 • Prepares searchable databases according to the specifications of the customer\
• Increase the size of the RAM for better performance

Disk storage environment

• To improve the disk storage performance use cashe memory

• Mapping out volume groups
• Storage system of data plases a high speed fiber optic switch between the servers and
disk arrays. It allows a greater number of input paths to the switch than what might
be available on array.

Database environment

•Placement of table files is very important to delivering acceptable online

performance.
•Uses indexes and keys so data can be search quickly.

Network environment

• Increase the line speed for better performance, the faster the speed, the greater the
performance
• Exposures of bypassing password checks for security reason.

Desktop computer environment

• Increase the size and power of processors

CHANGE MANAGEMENT

We want certain changes in GL department.

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 1. Reviews work jackets and determine work to be accomplished. Coordinates scheduling of
all activities to be done in the Accounts.

2. Programming, data preparation, and systems integration for making databases

electronically available via the Internet.

3. All database design, development, files maintenance, composition, proofreading and

database management pertaining to products produced within the General Ledger
Department.

To implement these changes we made following decisions.

Identify executive sponsor:

To implement the changes identification of executive sponsor is necessary. He will serve as a

liaison, assign a process owner and provide guidance.

Assign a process owner:

The process owner will posses a variety of skill and attributes to accomplish a variety of task.

Select a cross-functional process design team:

The process owner with support from the executive sponsor will select the cross functional team
from the VCare company.

Arrange for meetings of cross-functional process design team:

After the selection of cross functional team certain meetings will be conducted in order to
element the scheduling conflict, misrepresentation at times of critical decision making the
process owner will arrange the meetings.

Establish roles and responsibilities for members supporting:

The design team, the process owner and the cross functional team will establish roles and
responsibilities for members.

Executive Sponsor: Manager of the General Ledger Department will chose the executive
sponsor. The executive sponsor will provide executive guidance, direction and support for the
design and implementation of the change management process. He will serve as a primary
liaison between the infrastructure and the other IT organization.
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Project Manager: Manager Guide’s management department is selected as the project manager.
He will serve as an infrastructure representative on the process design team. He will also act as a
liaison between the team and executive management.

Process Owner: Process Owner is also selected from the General Ledger Department. He will
lead the team in the overall process. He will also conduct the weekly meetings of the CRB.

Management Owner: Management Owner is selected from the IT department and is the junior
manager of that department. He will support the process owner and assist in the process of
change management.

Process Contributors: They are members of cross functional team. who will contribute to the
development, design and implementation of the change management process.

Management Support: 1 Participant was selected from the management department of the
infrastructure to support the team members.

Process Facilitator: 1 Person was selected as a process facilitator who was from the company
providing support in the design, implementation and control of the process.

Identify the benefits of change management process:

The process owner and cross-functional team identified the benefits of the change management
process. They were visibility, communication, analysis, productivity, pro-activity and stability.

If change metrics exist, collect and analyze them; if not, set up a process to do so:

Some of the change metrics existed; the cross-functional team collected and analyzed them. They
also developed some of the metrics for a better analysis.

Identify and prioritize requirements:

The requirements are

 Need to provide proper training to the guides.

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  Need to hire professional staff.
 Ensure that the management is supporting.
Include resolution process in case any conflict arises

PROBLEM MANAGEMENT

In order to achieve this, problem management investigates and analyzes the root causes of
incidents and commonly initiates changes to internal processes, procedures, or the infrastructure
to resolve the underlying problem or provide a temporary workaround.
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Problem management analysis will be helpful by the key steps like

• Select an executive sponsor

• Assign a process owner
• Assemble a cross functional team

Executive sponsor will get the benefit from the combination of IT departments and suppliers that
are external to IT.

The process owner will be responsible for assembling and leading the cross functional team for
implementing the final process design and for the ongoing maintenance of the process.

The participation of several key groups from different department of VCARE International
Company will matter a lot.

DISASTER RECOVERY

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A disaster recovery strategy of VCARE International, as one element of a business continuity
plan, prepares VCARE General Ledger System to handle disruptive events that may affect
workforce, processes, infrastructure, applications or data.

The continuity of ledger processes and data integrity depends on an IT infrastructure designed
for accelerated disaster recovery. From government regulations that require disaster recovery
assurance to integrated risk strategies to protect business assets, disaster recovery is the
cornerstone of VCare GL system.

Respond and recover--maintaining operations under almost harsh conditions

Well designed disaster recovery solutions incorporate open standards, leading technologies and
services along with global delivery capabilities. Also availability capabilities, such as integrated
software and hardware and autonomic computing technologies, promote resilience throughout
the business.

SNAP SHOTS:

MDI Window

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This is the main MDI (multiple document interface) window; from here user can easily navigates on its
desired interfaces (windows). Descriptions of other interfaces in menus are described below in detail.

MDI Contain:

♦ File
♦ User
♦ Master File
♦ Voucher Book
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 ♦ Voucher Posting
♦ Suppliers
♦ Opening & Closing Engine
♦ Fiscal Year
♦ Reports

File

♦ Logout
♦ Change Password
♦ Exit

User

♦ User Information

Master File

♦ Control Level Account

♦ Subsidiary Level Account
♦ Detailed Level Account

Voucher Book

♦ Bank Payment Voucher

♦ Bank Receipt Voucher
♦ Cash Payment Voucher
♦ Cash Receipt Voucher
♦ Journal Voucher

Voucher Posting

♦ Voucher Posting to Ledger

Suppliers

♦ Suppliers Information

Opening & Closing Engine

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Reports

♦ Chart Of account
♦ General Ledger
♦ Income Statement
♦ Trail Balance
♦ Balance Sheet
♦ Voucher Transaction Checklist
About

MASTER FILES

Control Level Account

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 21
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Subsidiary Level Account

Combination of
control and
Subsidiary code

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 Detailed Level Account

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Click on any one of the option

box either Debit or credit.

Combination of
control,
subsidiary&
detailed code

VOUCHER BOOK

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 Bank Payment Voucher

Bank code
comes from
detailed
composite
code

Auto generated
Voucher no.

Grid which
contain BPVD
records

Bank Receipt Voucher

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This Grid Shows
Bank Receipt
details

25
Cash Payment Voucher

Auto generated
Voucher no.

This Grid Shows

Cash Payment
details

26
Cash Receipt Voucher

This Grid Shows

Cash Receipt
details

27
 Journal Voucher

Auto generated
Voucher no.

This Grid
Shows JV
details

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Opening & Closing Engine

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