Dolfins

A complete Financial Management System

Presented by: - Prosix Softron Pvt. Ltd.

Problems faced


DOLFINS
 
9/2/2011

Consolidation of accounts from Field Offices is time and effort consuming There is no uniformity even in Account Heads codification. People are not using Subsidiary Ledger and Analysis Ledger Head Office has no control on the accounting of Field Offices At HO, Employee Loan, TDS, Bank Reconciliation, Budget, Fixed Asset, Borrowings, etc. are handled in isolation/manually, consuming lot of time

DOLFINS - Modules
         

DOLFINS
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Security General Financial Accounting Bank Reconciliation Tax Deduction at Source (TDS ) Budget Fixed Assets Investment Employee Loans Consolidation of Accounts Final Accounts

User Administration&Security
 

DOLFINS
contd.

Only authorized Users can use the System Users are categorized as Voucher Preparation - Super User Voucher Posting - Administrator General Ledger Heads are assigned to Groups depending upon their function SL/AL heads are assigned to Users

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Common users form a Group

DOLFINS
Users who generally post the vouchers belong to PST group. Each user of group has some privileges that can be assigned through this screen.
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General Financial Accounting

  

DOLFINS
Voucher preparation and posting can be done by the Authorized Users only. HEADS only. Location wise TRIAL BALANCE is available. If a user is authorized, he/she can take consolidated TRIAL up-to SL/AL level. A user can print accounting books of his/her own
contd.

Covers preparation of vouchers Posting of vouchers. Books of Accounts

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Voucher preparation&posting


   

DOLFINS
contd.

Stages - Prepared & un-posted (Token No.) un- Posted (Voucher No.) Voucher is printed and authorized UnUn-posted voucher can be modified as well as deleted Posted voucher can neither be modified nor deleted Receipt is also printed in 3 copies for Receipt Vouchers Posting in previous date is not allowed

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Voucher Categories
       

DOLFINS
contd.

Bank Voucher Cash Voucher Consolidated Bank and Cash vouchers Journal Voucher Transfer Voucher Provisional JV Reversal of PJV Fixed Asset Vouchers

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Voucher Number


  

DOLFINS
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Voucher No. sequence is generated monthly for Journal/Cash/Bank-wise Journal/Cash/BankToken No. sequence is generated yearly Receipt No. is generated yearly Voucher No. includes the location as well

Consolidated Voucher
The system facilitates preparation of multiple receipts/payments of similar type through one voucher. This is Consolidated bank receipt voucher. This is a sample consolidated bank payment voucher. In these vouchers, for each transaction, you can have Debit entry only.

DOLFINS
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Posting of individual transactions of these vouchers can be done as and when the transaction actually takes place. Instrument Details will not be there in consolidated cash payment voucher.

Books of Accounts


DOLFINS
  
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Day books - Bank/Cash/ Journal Day Balances - Cash/Bank Ledgers - General/Subsidiary/Analysis Trial Balance - For selective Heads/Location wise/Combined (* Available up-to SL/AL level) upBalance Summaries

Bank Reconciliation


 

DOLFINS

9/2/2011 contd.

Automatic porting of Bank Statement from soft copy. Automatically reconciles distinct entries For broken/non-distinct entries, it provides unbroken/nonunreconciled entries of Bank in one box and ununreconciled entries of vouchers in another box allows Manual reconciliation of these entries Generates report on Stale cheques of over 6 months

A U T O M A T I C

This is a bank statement for bank IO2. After feeding the statement, when you press reconcile button, it searches the voucher table having same details fed into statement line. If the program finds a match, it flags last text box of the multi-line block with R.

DOLFINS
Un-reconciled entries can be viewed by pressing this button.
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Picks un-reconciled entries from bank statement.

M A N U A L

Picks unreconciled entries from vouchers.

DOLFINS

This form is used for manual reconciliation. Sometimes there can be more than one voucher against a bank entry. Just pick the bank entry to be manually reconciled from upper block and the corresponding entries from lower block and press reconcile. Post button writes your work into database permanently.
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Tax Deduction at Source (TDS)



DOLFINS
contd.

   
9/2/2011

Handles both Income Tax Works Tax Beautifully blended in the voucher preparation stage itself Calculates TDS based on the TDS section Generates report on TDS to be deposited Generates TDS Certificates and Annual Report Rates of TDS can be altered during the year

TDS Section and Rates

DOLFINS
This screen allows you to feed Section wise TDS rates for each financial year with effective date.
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TDS Deduction while entering a voucher

System fills this with TDS payable amount. You can change the amount if you wish. For Salary Section, you should enter the TDS Payable on your own.

DOLFINS
LOV to select TDS Section under which tax is to be deducted
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Bill amount on which tax is to be deducted; which is used by the system to calculate the TDS payable automatically. For Salary, the system does not calculate any TDS..

Budget


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contd.

Budget is defined in terms of Budget Category Budget Group User is informed at the time of preparation of voucher, if the budget exceeds the budget provision Budget Variation Report can be generated

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Budget entry screen

DOLFINS
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Fixed Assets
 

DOLFINS

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Vouchers of Fixed assets can be made by Fixed assets Group only Fixed Asset details are captured at the time of voucher preparation itself Bank Payment Cash Payment Bank Receipt Consolidated Bank Payment Journal Voucher Generates various reports on Fixed Assets

Fixed Asset Card

DOLFINS
This is a fixed asset card in which user can store the details of an asset. Gross block/Depreciation and Net block will be calculated automatically when any type of transaction takes place in this card.
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DOLFINS
contd.

Permits following transactions: Write-off Write- Transfer Buy Back - Upgrade Adjustment - addition - Rectification Adjustment - deduction - Addition Adj.(new) Fixed asset Card is updated whenever these transactions are posted Calculates annual depreciation for Companys Act IT Act

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DOLFINS
The system calculates the Annual Depreciation statement as per the rates defined by IT-Act. Using the screen, you will calculate depreciation for the given financial year. Edit IT Depreciation button allows you to view the result.
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Investment


DOLFINS


Dolfins keeps track of - Fixed Deposits - Convenience Deposits Maturity Schedules

Master data for Investment is generated automatically from their corresponding vouchers.

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contd.

Entry screen for Fixed Deposits

This screen is used to store master data of Fixed Deposits. You Can generate the vouchers for each FD in the given GL Head.

DOLFINS
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Entry screen for Convenience Deposits

This screen facilitates the entry of convenience Rates.

DOLFINS
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This screen is used to store the master data for convenience deposits. Interest for Conv. Deposit will be calculated automatically at the moment when you put the maturity date.

Employee Loans


DOLFINS
contd.

Takes care of advances related to Salary of employees - HBA, Car, Festival, etc. Imports recovery of loan data from existing Payroll system computes interest on actual as well as projected recovery (used for Income Tax) Computes the differential of interest with respect to IT rates to be treated as perks

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Employee Card

This screen shows the loan details of an employee.

DOLFINS
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Interest Computation & Reports Employee Loans

DOLFINS
The screen facilitates the Release wise as well as Date wise Interest Computation and prints Principal/Interest Recovery.
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Principal Recovery Datasheet Employee Loans

DOLFINS
Excel interface is given to manipulate the Principal Recovery of employees.
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Interest Recovery Datasheet Employee Loans

DOLFINS
Once you have processed the data for Principal/Interest Recovery, it can be transferred in Excel using ODBC interface.
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Consolidation of Accounts from Field Offices

 

DOLFINS
contd.

Field offices make their monthly Trial Balance. Dolfins captures the monthly Trial of Field Office at Head Office automatically. The system find the discrepancies in Heads and allows editing in Trial Balance to Head Office. Makes a Journal Voucher from the Trial in Head Office. Send back the corrected Trial to Field Offices for view only.

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Generating Trial for exporting to HO

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JV generation for RO Trial Balance

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Final Accounts
 

DOLFINS
contd.

Balance Sheet, Profit & Loss, Schedules and SubSubschedules are generated in 4-6 minutes 4Amounts are available in Rs.Lacs as well as in Rs.Crores Final Accounts are made available in Spreadsheet MsMs-Excel, which facilitates better presentation Generates list of unmapped Account Heads

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Output of Final Accounts

System provides Excel Interface for Balance Sheet. Editing and formatting of layout becomes very easy.

DOLFINS
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DOLFINS Other Salient Features

  

DOLFINS
  
9/2/2011 contd.

OnOn-line financial accounting system MultiMulti-user environment Uniform Account Heads are implemented in all offices Fixed information is bi-lingual in print-outs biprintIntegrated with Borrowing & Investment OnOn-Line Balance Sheet and P&L are available in MSMS-Excel

 

DOLFINS

9/2/2011 contd.

Facilitates Profit Centre based accounting Opening Balances are carried forward dynamically to the next financial year for Assets & Liabilities Heads till the closure of financial year Specific vouchers have been designed for Fixed Assets, Borrowing, Investment, Loan Accounting to capture the auxiliary information With every transaction, User, date and Accounting Centre is automatically stored

Financial Year Operation

Permits operations in two financial years at any given point of time.

DOLFINS
User is permitted to work in selected financial year and Location in one session.
1 - Previous Year 0 - Current Year
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How many vouchers are Un-Posted UnAt the time of login, no. of un-posted vouchers of the group are displayed. Limit on no. of un-posted vouchers can be fixed for each Group

DOLFINS
This message will appear immediately after pressing login button.
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Input of transaction is primarily through vouchers

DOLFINS
Net amount must be filled. It will not allow you to leave this text box blank.
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Invalid vouchers can not be saved. The shown voucher has incomplete information.

 

DOLFINS
 
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Calculates interest as well as Accrued interest Prepares vouchers for re-payment of principal as rewell as interest automatically Calculates TDS and generates TDS certificates as well as Annual Return Takes care of TDS exemption Vouchers can be prepared in advance

Utilities
 

   

DOLFINS

Backup and Restore Daily Control Report to check whether the System is malfunctioning Report on Last Voucher No. posted Final Closing of the Financial Year Deletion of un-posted vouchers unChange password

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Connectivity with Field Offices

  

DOLFINS

The software can be upgraded from HO itself Power to add GL/SL/AL at HO only HO can log on to Field Office WAN server and view their accounts, print vouchers, books of accounts and trial balance HO can also prepare and post Journal Vouchers into RO Accounts Most of their troubleshooting can be done at HO without physically going to RO/ZO

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Help


DOLFINS

OnOn-line Tutorial is available in the form of Powerpoint presentation ContextContext-sensitive help has been built through which accounting related issues shall be addressed

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DOLFINS
Thank You
9/2/2011