MobileERP How to explanations for Finance, Payroll, HR and Overall Admin scenarios
Copyright 2009 MobileERP Softech P Ltd. India
HRM - Human Resource Management
Steps-> 1 2 3 4 5 6 7 8 9
Process Recruitment Joining Orientation Appraisal Welfare Discipline Mgmt Appraisal Resignation Management Reports
1. How to do Recruitment of new  Employees?
Steps--> 1 2 3 4 5 6 7 8 9      
Activities HR Requisition Post Vacancies Enter CV/Biodata Send Call Letters Interview Result Send Offer Letters Get Acceptance of Offer from candidate Enter Appointment Terms Send Appointment Letter      
Folders  HR Requisition Post Vacancies Enter CV/Biodata Send Call Letters Interview Send Offer Letters Acceptance of Offer Appointment Terms Send Appointment Letter      
Example Post = Manager Post = Manager Name1 = Nimit InterviewTime = 2/5/2009  12:00:00 PM InterviewScore =30 SalaryOffer = Rs. 10000 pm  ok SalaryBreakup TraineeLetter
from HR Dept/CEO Degree1 = MBA InterviewTime = 2/5/2009  14:00:00 PM InterviewScore =35 by email LeaveBreakup ContractLetter
INHOUSE Experience1 = 3 Years AttendanceBreakup Part-TimeLetter
3RD PARTY WEBSITE Name1 = Sherman PerformanceBreakup BPOLetter
Like Naukri.com etc. Degree1 = BE / MBA OT/Otherearning breakup ProjectLetter
Experience1 = 1 Years Training Breakup
WORK 3RD PARTY  POST ON NET FROM NET PRINT ENTER PRINT ENTER ENTER PRINT
2. What to do when new employee joins the organization?
Steps--> 1 2 3 4 5 6 7 8        
Activities Employee Joining Employee Master Entered Employee Details Entered Employee Photo uploading Employee Card Issuing Employee Kit Issue Send Circular Employee Hierarchy setup        
Folders  Employee Employee EmpDetails Upload IDCards EmpKits Circular OrgChart        
Example EmployeeName = Sherman Phone issued = True/False ReportingTo = CEO
+ 100 over fields
3. How to do new employee orientation?
Steps--> 1 2 3 4 5 6 7 8        
Activities EmployeeOrientation Employee Job description /SOP Explained Employee daily reporting in ERP Explained Employee selfservice explained Employee attendance punching explained Organization chart explained Products explained Company Disciplines explained        
Folders  Orientation SOP/HowTOs Reporting Selfservice Punching OrgChart Website Discipline        
Example Orientation Checklist = True/False HOWTO/SOP Read and understood? = True/False Do u know how to access your ERP? = True/False How to apply leave? = True/False How to punch? = True/False Employees introduced www.erpweb.com clean computer daily
4. How to provide Welfare to the employees (like LTA, Medical reimbursement, Loan, Insurance etc.)?
Steps--> 1 2 3 4
Activities Employee puts an Welfare Application via self service Manager Approves or Rejects the Welfare Application If Manager Approves payment is released and Welfare is provided Posting of Welfare Expenses
Folders  Selfservice LoanApprove Loan Voucher Entry
Example Expense Voucher
Employee x Employee Loan A/c Dr 10000
Laon=20000 Approved = 10000 To Cash/Bank A/c 10000
Cost Centre = Dept Employee
5. How to do Discipline Management for bad behaving employees?
Steps--> 1 2 3 4 5
Activities Setup Disciplinary Rules Install Discipline management ip based closed circuit camera based system and dicsipline manager to record it and watch it. Displine manager watches videos and Do Disciplinary Audit and find failure of Discipline via online camera & recording Issue Disciplinary notice After 3 warnings, Terminate the employee from job
Folders  DisciplineType CCD Camera System Discipline Notice Action
Example ComingLate Employee X Employee X Employee X
Leaking company info Latecoming>5 Warning issued Terminated
No Reporting to company management and customer in formats provided As per policy
Not behaving properly with colleages, customers  and management of company
Reporting wrong info to management
Playing Politics by gossiping and leaking company info among other employees
No timely delivery of work alloted & poor quality of work done
Becoming angry whenever report or question asked
Thinks self different from company and always demands pay rise w.r.t company earnings
Blames others for own failures
Dishonest with company 
Taking uninformed leave
Misusing company phones and other resources
Doing personal work in office time
Keeping desk dirty
Keeping AC/PC/Lights/Fans ON even if not in use
Not flushing toilets and spitting in office/toilets
Not interested to learn new things & avoids all responsibilities
Doing side business outside companies knowledge
6. How to do employee Performance Appraisal Management?
Steps--> 1 2 3 4 5 6 7 8 9 10 11  
Activities Empoyee Perfo measurment Parameters setup Employee Computer Skills score Employee Knowledge Skills score Employee Medical Score Employee KRAs 6-Sigma Scores Employee KPI Scores Employee Activity based Costing Employee Disciplinary Score Employee Attendance Score 360 degree Peer Review score Self Review score  
Folders  Skills SkillMatrix SkillMatrix MedicalScore KRA KPI ABC Discilpine Attendance Review SelfReview  
Example What to measure? = xyz Skills Knows Windows? = True/False Knows ERP? = True/False Blood Pressure = 150 Delivery Time Baseline=3 = 4 Sales this year vs last year = '+30% SalesOrder costs = Rs. 300 per order Not cleaning his own PC? = 5 times / month Absent  = 3 days Ratings = B+ Ratings = A+
LateComing = 5 days
Steps--> 12 13 14 15 16 17 18          
Activities Employee Reporting Score Employee Score Card Preparation Employee ScoreBoard Preparation Employee Performance Evaluation Promotion Letter  Transfer Letter Termination Letter          
Folders  Reporting ScoreCard ScoreBoard Evaluation Promotion Transfer Termination          
Example Reporting done = 12 in month Score between = 0 to 25 / 25 to 75 / above 75 Result = Poor Action = Promotion/Transfer/Terminate Action taken = Promoted Action taken = Transferred Action taken = Transferred
Performance = Poor / Average / Good
7. What to do when an employee is leaving the organization?
Steps--> 1 2 3 4 5 6 7 8 9 10 11
Activities Employee Submits Resignation Exit Interview done Employee submits kit back Employee submits assets back Employee submits books back NOC Issued Settlement Preparations Experience Letter given Service Certificate given Releaving Letter given Employee is made inactive in employee database
Folders  ResigLetters ExitInterview EmployeeKit ASSETLOG LIBRARY NOC Settlement Experience Certificate Releaving Employee
Example Physical or via email Reason for leaving = More salary at new job Mobile phones, Letter heads, badget etc. LAPTOP BOOK Employee is OK = True/False Arrears to pay = Rs. 5000 Experience =8 months Print Print ActiveFlag = FALSE
Conduct = Average
ALPM - Attendance, Leave and Payroll Management
Steps-> 1 2 3 4 5 6 7 8 9
Process Leave Attendance Payroll Form 16 TDS PF Gratuity ESIC Claims Settlement Management Reports
1. How to do Leave Management of employees?
Steps--> 1 2 3 4 5 6 7 8 9 10
Activities LeaveType SetupLeaveRecords SetupLeaveApprovalRules LeaveApplication via Self Service LeaveApproval LeaveRecord MassLeaveDeduction LeaveCarryForward LeaveRegister Printing LeaveEncash
Folders  Leave type LeaveRecords LeaveRules Selfservice LeaveApproval LeaveRecord MassLeave Carryforward LeaveRegister Voucher Entry
Example Sick leave Expense Voucher
Max 10 Leave Encashment A/c Dr. 2000
Max carry fwd 20 To Cash/Bank A/c 2000
Cost Centre = Dept Employee
WORK One time entry one time only one time entry By Employees By Managers Report Posting Posting Report Entry
2. How to track Attendance, Time Sheet, OT and Reporting Regularity of employees?
Steps--> 1 2 3 4 5 6 7 8 9 10 11
Activities Calender/Holiday AdjustHoliday Shift Employee mapped to shiftgroup ShiftPolicy Generate Shift Schedule Copy Holidays Copy Shifts Copy Leaves Attendance Machine Attendance Self service
Folders  Calender AdjustHoliday Shift Shiftgroup ShiftPolicy ShiftSchedule CopyHolidays CopyShifts CopyLeave CopyMachine Selfservice
Example DATE = 1/14/2009 DATE = 1/14/2009 Shift =ShiftGroup1 Sherman = ShiftGroup1 DayShift = Morning 9 to Evening 6 Employee= Sherman CardNo = 123 from PC
Holiday = MakarSankranti Holiday = Vasi Utrayan Shift =ShiftGroup2 NightShift = Evening 6 to night 12 Date = 1/1/2009 Date = 1/1/2009 where attendance m/c not there
WeeklyOffAdjust = 1/20/2009 Min Working = 8 hours ShiftAllocated = DayShift Intime = 9.00 AM
Outtime = 6.00 PM
Steps--> 12 13 14 15 16 17 18 19 20
Activities Email/SMS Attendance ManualAttendance entry/edit DailyWork Report OT Allocation Form Attendance SelfService Muster Roll Attendance Card HR Cockpit Leave calender
Folders  Email/SMS AtndCard Dailywork OTAlloc Selfservice MusterRoll AttendanceCard HRCOCKPIT Leave calender
Example To yourBOSS Employee = Sharman Employee = Sharman Myattendance Employee Employee Org Chart Employee x
Work = xxxxxxx OT Hours allowed = 2 hours present/latein Date = 1/1/2009 Top10/Last10 OnLeave on
Hours est = 2 hours Date = 1/1/2009 earlyout/absent Intime = 9.00 AM KPI 02/02/2009
Date = 1/1/2009 OT Done = 3 hours Outtime = 6 PM 6-Sigma
3. How to do Payroll and prepare Payslips for Employees?
Steps-->   1 2 3 4 5 6 7 8 9 10 11
Activities Setup Payhead Paystructure Create Monthly transaction Edit Monthly Transaction Create Payslip Post Earnings Post Deduction Post TDS Edit Payslip for corrections Payslip Printing Printing fo Bank statement Posting of Salary 
Folders  Payhead Paystructure Monthlytran Monthlytran Payslip Payslip Payslip Payslip Payslip Payslip Bankstatement Voucher Entry
Example Basic Salary Net Salary = Basic Salary+HRA+DA  Start = 1/4/2009 End = 30/04/09 Add detail of employees present days, leave, etc Payslip of April Employee Name  Payment Voucher
House Rent Allowances Salary A/c Dr. 5000
As per govt. rule As per govt. rule To Cash/Bank A/c 5000
Cost Centre = Dept. Employee
Work Pre-defined Pre-defined Once a month Once a month once a month Posting Posting Posting Edit Print Print Entry/Posting
4. How to do Form16(India) Employee Salary Certificate Preparation?
Steps--> 1 2 3 4 5 6 7 8 9 10 11
Activities Setup yearly Income tax slabs Define Exemptions applicable Define Tax Rebate Define Exempted Income Enter Taxable Salary of Employee Enter Other Income of Employee Enter Savings made by Employee See Tax paid till date for Employee Enter Declaration made by Employee Get Declartion Report signed from Employee  Print Form16 and give it to employee
Folders  IncomeTaxRates              Exemptions Tax Rebate Exempted Income Salary OtherIncome Savings TaxFiled Declaration Declaration Report  PrintForm16
Example Male below65years Chapter VIA LIC Premium As per 80D Medical Insurance  Agricultural Income Rs. 300000 House Rent LIC PPF Advance Tax Total of Sections
slab = 200000-300000 Upto Rs 100000 Upto Rs 40000 Above Rs. 5000  Rs 60000 Rs 100000 Rs 5000 Sec 80         Rs 140000
Tax = 30%
Work Pre-defined Pre-defined Pre-defined Pre-defined Post Enter Enter Post Enter Print/Sign by emp Print and give to employee
5. How to do PF, Graduity & ESIC Management?
Steps--> 1 2 3
Activities Print PF Reports Print Graduity Reports Print ESIC Reports
Folders  PF Graduity ESIC
Example >10 employees >7 yrs of service <6500 salary
x% cut salary
x% eo. Contribution
Work Print Print Print
6. How to do Claims Management from employees ?
(like Travelling TADA Claims, Marketing Commission Claims etc)
Steps--> 1 2 3 4 5
Activities Employees make Claim Application using self service Employees will Attach proof of Claims for Approvals Manager Approves or Rejects Application after Verification of Attachments In case of Marketing commission commission paid is tracked against claims settled. If Approved Payment is released
Folders  Claimsform Claimsform Claimsform Commission Claims Posting
Example Marketing Commission A/c 5000 Claim statement is attached In case of mktg commission manager verifies with system Payment Voucher
Cash/Bank A/c Dr. 5000
To Marketing Commission A/c 5000
Cost Centre = Sales person
FRM - Finance Resource Management
Steps-> 1 2 3 4 5 6 7 8 9
Process Document Posting Voucher Entry Expense Processing Tax Compliance Bank Reconciliation Legal Management Financial Reporting Statutory Reporting Management Reporting
1. How to do Document Posting based Auto Accounting?
Steps--> 1 2 3 4 5 6 7 8 9 10 11 12 13 14
Activities SalesInvoice Posting Receipts posting from Bank Statements Purchase Invoice Posting Payment Postings from EFT Screens GRN Posting for increasing Stock MI Posting for decreasing Stock Asset Purchase Posting  Depreciation Posting Asset Sales Posting Tax Postings Claims Postings Payslip Postings Bank Transactions Postings Bank Transactions Postings
Folders  Sales Voucher Receipts Voucher Purchase Voucher Payment Voucher Stock Voucher Stock Voucher JV JV JV JV JV JV JV Contra
Example
Work Posting Posting Posting Posting Posting Posting Posting Posting Posting Posting Posting Posting Posting Posting
2. How to do voucher entry based manual Accounting & Accounts Finalization?
Steps--> 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Activities SET Accounts with opening balance Match Trial Balance Arrange Source documents Enter Vouchers Do Bank Reconciliation Print Daybooks Print Statements  Print Registers / Schedule Check GAAP / Schedul 6 Reports Check Balance Sheet Check P&L See CashFlow / Fund Flow  Setup Costcenters See Costcenter Statements Year end closing
Folders  Accounts / Chart Branch / All Source Documents VoucherCreation Bank Reconcile Daybook1 / Daybook2 Stat1 / Stat2 Registers / Schedule BL / P&L / Ratios Horiz / Vertical / Dbl Horiz / Vertical / Dbl CashFlow/FundFlow CostCenter/Tree CC Statements NewYear / Closing
Example BillRef=True for Debit=Credit Bank Statement Receipts Bank Statement Bankbook Sales Balance Sheet Create new year
Debtors/Creditors ChequeBook Payments Cashbook Purchase Profit & Loss A/c Close existing year
CostCenter=True for Payin SlipBook JV Daybook Sales Return Ratio Analysis
Expense Accounts Vouchers Contra Journal Purch Return
Invoices AssetPurchase Tax Computation
Work Enter / Check Checking Data Collections Posting Checking Reports Reports Reports Reports Reports Reports Reports Enter/Check Reports Enter / Posting
3. How to do Expense bills processing ?
(like  Tender, Tea, Electricity, Telephone bills, Municipal Taxes, Courier, Club Fees, Training Charges etc)
Steps--> 1 2 3 4 5 6
Activities Define Expenses and its limit Collect Physical expense bill and file it Upload or Attach Expense bill in Expense Folder Manager Verifies Expense Bills going out of limit Payment is released using cash/Bank Payment is Auto Deducted in case of Credit card Payments
Folders  ExpenseType Expense folder Expense E Folder Expense E Folder  Posting Creditcard
Example Tea Bill for Tea Bill for Tea Approved/Rejection Expense Voucher Expense Voucher
limit = 1000 Bill Amt = 1200 Bill Amt = 1200 Cash/Bank Dr. 1200 Credit Card A/c dr. 1200
To Tea Exp A/c 1200 To Tea Exp A/c 1200
Cost Centre = Dept Wise Cost Centre = Dept Wise
4. How to do Tax Compliances and Statutory Reporting?
Steps--> 1 2 3 4 5 6 7 8 9
Activities Entre Tax Compliance See Tax Calender See Tax Reminders Prepare Tax Registers Find Tax to be paid using Tax Computation register File the Tax using Challan Print Tax Challan Payments made for tax Prepare and file Tax Returns
Folders  Tax Compliance Tax Calender Tax Reminders Tax Registers Tax Computation Taxfile TaxChallan Voucher Entry Tax Returns
Example VAT, ST, EXCISE, TDS VAT Monthly 20/6 last date for VAT VAT Register INPUTVAT-OUTPUTVAT=VAT PAYABLE VAT Filed via challan no. 201 Rs. 1000 201, a,b,c Expense Voucher Returns for VAT filed on 30/3/2009
FBT Register PLA-RG23A-RG23C=EXCISE PAYABLE Taxes A/c Dr. 1000
PLA Registers X% OF Certain Expense accounts=FBT Payable To Cash/Bank A/c 1000
Work Predefined in ERP Predefined in ERP Predefined in ERP Reports Report Manual entry Manual entry Manual entry Manual entry
5. How to do Bank Reconciliations and Accounts Auditing?
Steps--> 1 2 3 3 4 5 6
Activities Collect Bank statement from Bank or get it from bank Website and file it in folder Open Bank Book and do Bank Reconciliation by entering dates and difference in Amount Upload Bank Statement and do auto reconcialiation Verify and Compare Physical and Electronic Bank Book Verify each bank entry with corresponding Voucher entry in system. Verify each Bank entry with Cheque book slips Verify each Bank entry with pay-in slips
Folders  Bank Statement Folder Bank Reconciliation Bank Reconciliation Bankbook Voucher Chequebook slips Pay-in slips
Example www.bank.com date=30/3/2009 Compare date and amount from file Transactions check
bankcharges=20
6. How to do Legal Management?
Steps--> 1 2 3 4 5
Activities Enter Case History Enter Case Status Enter Judgement See Daily Board Reminder Find Advocates performance
Folders  CaseHistory CaseStatus Judgement DailyBoard AdvocPerfo
Example Case X Advocate JudgeName In court no 49 AdvocX better
Date 1/1/2009 date of adjourn Judgement Dated 1/1/2009 then AdvocY
Work Enter data Enter data Enter data Just click it Just click it
7. How to do Financial Reporting?
Steps--> 1 2 3 4 5
Activities Show the reports Show the reports Show the reports Show the reports Show the reports
Folders  Annualreport Statements Registers DayBooks Costcenter
Example Branchwise, Groupwise B/S, P&L, Trial Balance Ledgerwise Sales, Purchase, PLA
Work Just Click it Just Click it Just Click it Just Click it Just Click it
         
8. How to do Statutory Reporting?
Steps--> 1 2 3 4 5
Activities Setup Annual Report as per Schedule 6 Format EXCISE VAT/CST IT/FBT/Wealthtax PF/ Gratuity / ESIC / Form16
Folders  Annualreport Challans/Returns Challans/Returns Returns FRM reports
Example B/S, P&L and Schedules as per schedule 6 format of US GAAP
Work Just Click it Just Click it Just Click it Just Click it Just Click it
9. How to do Management Reporting?
Steps--> 1 2 3 4 5 6
Activities Setup Annual Report Budget Format Show Analysis Statement Ratio Analaysis Activity Based Costing Stock Costing Costcenter based costing
Folders  Annualreport CF/FF Ratio Analaysis Activity Based Costing Stock Costing Costcenter 
Example B/S, P&L, Schedules Statement Cash & Fund Flow Statement
Work Just Click it Just Click it Just Click it Just Click it Just Click it Just Click it
GAM - General Administration Management
How to do Visitor and Security Management?
Steps--> 1 2 3 4 5 6
Activities Entre Visitor Information and Capture his Photo Inform Concerned person and take his Approval to send Visitor If Approved then send Visitor Print Visiting Card & give it to the Visitor Record Outgoing Time of Visitor Visitor Reports
Folders  Visitor Self service Self service Visitor Visitor Visitor Register
Example Visitor X Visitor X Approved Card Visitor X Visitors by DATE range
Date of Visit Arrived to visit u Left at x time Visitors by company
Visit whom? Visitors by Person
WORK ENTER ALERT APPROVE PRINT ENTER REPORT
How to do Physical and Electronic Document Management?
Steps--> 1 2 3 4 5 6 7
Activities Scan the incoming document and attach in the folder Put the Physical Document in the Respective File  Deliver the scanned Document to the concerned person or Department Scan the Outgoing Document and attach in the folder Put the Physical Document in the Respective File  Pack it and deliver it through courier Document Management Reports
Folders  Document Inwardfolder Self service Document Outward folder Courier Doc. Register
Example Doc X scan My all documents See document Doc Y scan My all documents Give doc Incoming doc by employees
For whom To whom Outgoing doc by employees
Doc trans per month
WORK SCAN/ENTER FILING BY employees SCAN/ENTER FILING TO Courier Reports
How to do Library and Books management?
Steps--> 1 2 3 4 5 6 7
Activities Prepare Books database as per ISBN Nos. Issue Books on request Receive Book against issued Purchase Book on request as per Self service PR Do payment for Book purchased Enter new Book in Books database as per ISBN Nos. See Library reports
Folders  BOOKS LIBRARY LIBRARY PR PayVoucher BOOKS Library Reg
Example Taxes A/c Dr. 1000 Books trans per month
To Cash/Bank A/c 1000 Books read by person
COST CENTER employee New books arrival
Work ENTER one time ENTER ENTER Selfservice / View ENTER ENTER REPORT
QMS - Quality Management Systems
How to Setup and maintain QMS-Quality Management System for ISO?
Steps--> 1 2 3 4 5 6 7 8 9 10 11
Activities Setup Quality Policy and objective Prepare Quality Manual Prepare Procedure Manual Prepare Work Instructions Prepare Document formats setup his Version No. and maintain History Prepare Machines List Prepare Tools List Measure the process Quality Objective using Six-Sigma Measure the process Quality Objective using KPI Measure the process Quality Objective using Balance Score Card Measure the process Quality Objective using FMEA Risk Management
Folders  Qualitypolicy/Quality Objective Qualitymanual Procedure Manual Work Instructions Document History Machines Tools Sixsigma KPI Balancescore card Riskmanagment
Example
Steps--> 12 13 14 15 16 17
Activities Measure the Machine failures and maintain its Breakdown and Maintainance Historycard Measure and Maintain the tools Calibration records Do Audit Planning Internal/External Conduct Audit and Review Nonconformies Rectify Non Conformities with Preventive and Corrective Actions Do Management Reviews
Folders  Machine Historycard Calibration records Auditplan Auditreport NCR Management Review
Example
How to do ERP Reporting?
Steps-->     3 4 5
Activities List of CRM Reports List of SCM Reports List of SCM Reports List of FRM Reports List of HRM Reports
Folders  CRM reports MRP Reports  SCM reports FRM reports HRM reports
Example Monthly sales report, delayed delivery, pending orders Stuck Lots, Terminated Lots, Monthly production Monthly Stock Movement, realtime stock valuation Monthly income &Expense Statement Musteroll, Payslip, Payroll, PF, Grduity, ESIC
Work Just Click it Just Click it Just Click it Just Click it Just Click it