Bookkeeping subsystem

Introduction

A company's bookkeeping is one of its most important functions for its efficient dealings. A well - organized bookkeeping will significantly raise the efficiency of the company's dealings that will be obvious in the speed of Data Processing Center statement processing, all kinds of payments, providing of quick and accurate information for the company's management, for the National Bank, for the Data Processing Center, and for other users. Quick and easy obtained all reports from the general Ledger - daily, decade, monthly, and annual reports contribute to the increase of efficiency.

Project also gathers and generates the data from other departments in the company's bookkeeping department, to reduce the entering only to necessary internal warrants and changes that appear in the bookkeeping department itself. The principle: data entered only once at the place where it originated accessible to everyone, applies literally in this case

Input - output files - invoices record keeping

Keeping record of input - output files - invoices is also performed automatically. Every input or output file - invoice or memorandum are entered through a computer with all necessary recognition elements about the kind of file, the date, the account holder, etc. For those companies that desire interpretation of the project in full graphical environment, there is a possibility of scanning input/output documentation, and based on the entered keys (dates, documentation, document/invoice number, account holder, etc.) it is possible to browse quickly through scanned documents. It is not necessary to keep the scanned documents as original documentation; instead, they can be archived.

There is a connection between keeping record of input/output invoices with the means of payment, and through that link it is possible to control the complete analytics of incomes and outcomes of funds from the gyro account, the paid incomes, and those that have to be paid. There are analytics about input/output files for every department, and if necessary, workers in charge who approved the invoices.

DPC statement processing

Data from the company's gyro account statement are being taken over through electronic or magnetic medium (through file transfer, tape, diskette) daily from DPC (dataprocessing Center). That data are automatically filling up the base, and then, the data are being directed to balances and company's departments that are part of auditing department. Printed lists of entered data are delivered to the company's departments where the data are being supplemented (connection to accounts). Payment warrants are being processed through electronic mediums. There is a set of reports about warrants for which payment has and has not been executed, that is sorted by dates of arrival, by account holders, by amounts, by departments, by invoice priorities, etc.

Company's general Ledger accounting

The data for the general Ledger are acquired exclusively by generating the analytics of record changes.

The data for the general Ledger for the company type C (a company that has more companies, branch offices, and processing units) are gathered by generating daily analytics that are being united from the branch offices, or processing units.

The data for the general Ledger are derivative category data, and they are not entered separately. The data are being saved at the level of branch office, general Ledger, date of recording, record book, balance, and department. From such generated data, it is possible to obtain reports for the bank, branch office, or processing unit.

It is possible to obtain daily, decade, monthly, and annual reports from the general Ledger:

State of the general Ledger account, state of branch offices'(processing units') accounts, state of the accounts of internal relations, general Ledger's account card, report about incomes and outcomes, KNJBIFO, tape for the National Bank for KNJBIFO, agreement page, balance of states, balance of success, balance of incomes and outcomes, daily circulation in departments and in accounts, circulation in accounts, calculated compulsory reserves (daily, decade, monthly), report about domicile currency investments, state of synthetical accounts in branch offices (processing units), re-classified balance of the company, and a whole set of other reports that are made from the general Ledger's data.

Bookkeeping the record book of accounting

Data processing and control of acounting is the duty of accounting department. At the beginning of the calendar year, a record book of accounting is being initially opened for all working days in the year in the first record book. After the data is recorded, a worker in charge in all departments blocks the dates on which the data is being entered and issues a warrant to AOP to account the data. Recording, changing, and deleting the data for the blocked date is no longer possible, and possible changes can be entered at the same date in the next record book that is being opened and approved by the accounting epartment. This is how it is possible to keep strict control over the entered and processed data. Accounting department issues warrants for making decade and monthly reports that are being deliverd to the company's management and to the National Bank.

 

Internal warrant procesing

All ccounting that originate in the accounting department are being processed through general domicial currency warrant. Those are: accounting of transfer between departments, accounting of internal warrants between branch offices and the central office (for the companies type C), acounting of demands of suppliers (electric power, water, telephone, etc.), transfer of expenses to certain organizational units, accounting of expenses and daily wages for the company's workers, accounting of gasoline coupons for the workers responsible for the vehicles. Data is transfered from the subsystem of clearing and earnings warrants for fees and earnings payments.

 

Source data processing

In the accounting department, registers of source data that are used in every department are being kept. The most important register necessary for the operating of the company is the Account plan. An administrator is responsible for the Account plan, and it is accessible to all workers that account the data. Important elements of the Account plan, besides the account and the name of the account are foreign accountings, type of account (domicial currency account, foreign currency account), account designation (synthetic or analytic), super control on the account, etc. All of these elements on the account plan are built in the programs for the data accounting as the control functions that reduce errors while processing the data.

Besides the account plan, in the accounting department, registers of departments, bussiness dealings, workers, accounts, etc.

For the type C companies (a company with several branch offices, processing units), the exchange of registers is being performed automatically on the branch offices' computers.

 

Balance inqueries and reports

Project includes the whole set of terminals for immediate inqueries with balance of the last accounting through which one can get quick and immediate information necessary to the company's management, sector, department, and offices managers: Balance review and report of the account for each deaprtment, balance review and report of the account for each currency, balance review and report based on the account, currency, and the account holder, balance review and report based on the account and bussiness dealing, balance review and report based on the account, bussiness dealing, and bussiness relationship, balance review and report based on account holder and all accounts, balance review and report based on bussiness dealing and all accounts, etc. Besides these inqueries, there is a set of reports necessary for the company's management and branch offices' managers for successful negotiations with the account holders: account holder's identity card (complete review of account holder's bussiness dealings by all accounts of owing and demand in domicial currency, and for foreign currency accounts, in USD), balance of stock capital of the account holder, average balance depositer - account holder (monthly, three- months periods, etc.), other reports..

Closing and opening bussiness Ledgers

After final DPC statement takover for the calendar year (Jan- 10th- YY), accounting department issues a warrant for initial closing and opening of bussiness Ledgers. First, all accountings for the calendar year have to be done (interests, compensations, currency difference, commisions, etc.) and all new changes accounted.

Databse administrators open users for parallel processing of the previous and current year. Programs for initial closing of the account balance and initial analytical opening of accounts with transferred balance from the previous year are being started.

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