Prodigious FMS is capable of handling large and complicated financial transactions. The system mainly consists of three modules: General Ledger, Accounts Receivable and Accounts Payable. It is seamlessly interfaced with TrakCare "Hospital Information System". However, it can work independently as well and can also be interfaced with any other front office system including our Hospitality Management System.
Salient Features and Overview
- Company Branch & Location Creation – Multi company concept
- Account Group Creation – n level of grouping allowed
- Chart of accounts
- Sub Account Heads
- Cost Center – n level of cost centers
This module facilitates the user to view ledger by account group and account head details between any two dates for the current financial year as well as the previous financial year. As mentioned earlier the details are maintained in multi currency wherever such transactions take place.
The user has the option to see the transactions in various formats. Such as entered voucher amounts, validated or posted voucher amounts. The details can also be printed.
This module facilitates the user to view the bank book details for all banking transactions during the current financial year as well as the previous financial year until it is open. As mentioned earlier the details are maintained in multi currency wherever such transactions take place.
The user has the option to see the transactions in various formats. Such as entered voucher amounts, validated or posted voucher amounts. A search facility is also provided based on the account head to locate the entries. The details can also be printed.
A day book is provided to view all the vouchers during the day for any time period during the current financial year and the previous financial until it is open. The user has the option to see the transactions in various formats. Such as entered voucher amounts, validated or posted voucher amounts. User can search for the vouchers based on the Voucher date, Voucher number, or voucher type. The details can also be printed.
This module facilitates the user to view the cash book details for all banking transactions during the current financial year for the current financial year as well as the previous financial year until it is open. As mentioned earlier the details are maintained in multi currency wherever such transactions take place. The user has the option to view entered, validated & posted vouchers. The user can search for the vouchers based on the account head.
The voucher book is provided for ready referral of the vouchers for a date range, other than Cash and Bank.
The system has the provision to view the trial balance for a given period at any time. The user has the option to view the trial balance by ledger account head or account group and with or without opening balances. Trial Balance also allows the user the drill down functionality upto the voucher level
Use also has the search facility to locate a particular account based on the account head. The trial balance can be printed directly from this screen.
The system provides the facility to view the balance sheet on any date. One can view the balance sheet upto three levels of group details. The user can drill down right upto the voucher level from any group or ledger account. The system has the provision to display previous year’s balances as well. The balance sheet designed is as per schedule 6 of the Companies Act.
The user also has the option of viewing the balance sheet as on a given date in both the horizontal and vertical format. The user can get a print out of the balance sheet right from here using the print button. While printing a balance sheet the user can also print the schedules and annexures. Before printing a document the system provides a print preview facility and a choice for the user to print the document with or without certain fields. The user can drill down to the voucher level from the balance sheet.
Profit and Loss statement
This module is designed to view the statement of Profits and Losses along with details of Income and expenditure (by account group and ledger account head) up to three levels of grouping. The user can view previous year’s balances also in the profit and loss statement. The P & L statement also allows the user the drill down functionality upto the voucher level.
The user can also print the P & L statement from this form directly.
Profit and Loss comparison statement
This module will allow user to compare profit and loss between any 2 sets of user defined date ranges.
Budgeting is a very crucial process in business operations. Budgeting is done to keep a check over the amount to be invested or spent in a particular account head or account group. Before arriving at the final budgeted figure the user has the option to keep track of the requested amount and provided amount at a different level of management. In the budgeting module the amount can be allocated to a particular account head, account group or cost center "quarterly, monthly or annually". The user has the option to check for the budgeted amount at the time of voucher entry as a rule or warning while defining the budgets. If it were a rule the system would not allow the limit to be exceeded while entering the voucher. If it is marked as a warning the system will allow the transaction to take place after giving a message. The budget allocation can be viewed in two ways
In this module the user can reconcile its bank accounts with the bank statements. Here the user can see the list of cheques presented but not cleared, cheques issued but not presented, balance as per bank and balance as per the accounts. If Banks provide their statements in electronic form, automatic reconciliation interface can be developed.
User can print the reconciled statement directly from this module.
This module facilitates the user to enter the opening balance while setting up the system for the first time or view the opening balance as on beginning of the financial year.
User can print the opening balances directly from this form.
System has a provision to use Month-Closing concept. User can close any month that is in the open financial year and is not the current month as long as there are no unposted vouchers for that month in the system. Once a month is closed, no transaction is allowed to be entered.
Year End Closing
User has two ways to close a financial year and proceed with the new financial year:
1. The system will create a journal voucher entry of the closing balances & transfer profits / losses during the year to the predefined P & L Account and create the net opening balances in the next financial year.
2. The system can transfer profits / losses during the year to the predefined P & L Account without creating a JV and carry forward the net balances onto the next financial year.
The user will have to define the above procedures of year-end closing in the parameters while setting up the system.
System allows the user to keep the previous financial year open until some time in the future for audit purposes and freeze the same after audit is completed. This means that the user can go back to the previous financial year during the period it is open and make JV entries or adjustments as required and come back to the current financial year. On getting back to the current financial year the opening balances will be updated accordingly.
This module records and administers the accounting data of customers/ patients. It is fully integrated with the general ledger system and seamlessly interfaced with TrakCare system. The module maintains data of receivables by invoice. The module also has the facility to receive payments with automatic update in the GL. The system can generate reminders for receivables and plan the collection of payment. Broad functionalities are as below:
This module is used to import the AR data from TrakCare HIS application either manually, at specified intervals or real time.
This module is used to generate the invoice for receivables on the basis of the bills imported from TrakCare.
This module is used to accept the payments from various AR heads in various modes
This module allows the user to create pay in slips for depositing the collected cheques in the bank.
Linking of bills
This module is designed to link the invoice settlement with the payment receipts for any particular AR account head. All the invoices may be settled automatically or as per requirement of the user. By default there is a provision to select an invoice at the time of payment but incase of advance adjustment or AR’s request, payments can be linked to different bills.
There are two modes of settlement auto and manual. In case of auto there are further three ways to settle, LIFO, FIFO, Best settled.
This module allows the user to generate and view the reminder schedule for any AR head (client) against different invoices. From here any reminder can be cancelled or re-sent. User can view “already sent”, “to be sent” and “on hold” reminders between the two selected dates. The reminders can be of different types and can be generated by the system.
This module is used to schedule the follow-up with various personnel in the organisation for collection of dues from the accounts receivable.
Debit / Credit note
This module allows the user to generate and view the Debit/Credit Note for any AR account head. Debit and Credit Note can be viewed on the basis of the search criteria given in the module.
This module allows the user to view the aging analysis for receivables as on a particular date as specified in the system parameters and to view the billing details of the clients. Provision to see ageing based on un-invoiced amounts is also provided for better financial control.
This module records and administers accounting data for all vendors / suppliers. It is also fully integrated with the purchase, inventory, and general ledger and can be seamlessly interfaced with any HIS. The system supports all standard payment methods and multiple currency payments. Cheque book allocation by vendor is possible for payments. Payment advice splitting is also possible before payment processing. Main features of the system are as below:
This module is used to import vendor data from Prodigious for payment processing.
Payment Advice Process
This module is used to process the payments.
This module is used to make the payments to various AP heads.This module allows the user to pay the bills of various AP Account Heads in different payment modes. Once payments are made, payment history of any paid bill can be viewed. User can also view all the payments to be made with any part payment details if applicable
GRN details pertaining to any bill can be viewed at the time of processing the payments. Different cheque validation criterions are provided before the payment can be made.
Cheque Book Management
This module allows the user to view, define and edit all the bank account numbers. Cheque book details for any particular account of any bank can also be viewed and edited here. User can allocate separate Cheque books to various AP heads.
Vendor Payment Scheduler
This module allows the user to define & view the schedule for vendor payments. User can also schedule the payment in parts. Contact person details of any vendor can be viewed here.
Credit / Debit Note
This module is used to generate credit/ debit note for the AP heads.
Payment Advice Processing as per Cost Sheet
This module allows processing the bills for unforeseen expenses such as transport expenses, octroi, taxes, and demurrage etc., incurred in procuring various supplies. The cost sheet allows the user to adjust these expenses at the time of processing of payments.
This module is used to link the bills of an AP to the payments made to him. There is also an option to view vendor returns for a specific date range to make necessary adjustments before actual payment is made. Payment validation is also possible for better control but by authorized users only.
Vendor Ageing Analysis
This module allows the user to view the aging analysis for payables as on a particular date. The ageing can be viewed in different ways as specified in the system parameters along with billing details of the vendors.
Statement of Accounts
This module is used to view the statement of accounts by vendor for a selected date range.