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ERP modules for education campus management.

The following are some key business processes (or procedures) which can be managed using ERP software.

In ERP parlance, they are referred as ERP modules.

Some of these, or all of these, modules may be applicable in your organization, depending on the business requirements.   MIS (Management Information System) reports are shown for each module.  The ERP user gets a set of pre-mapped best business practice solutions for their particular industry.  We have successfully deployed the following modules and procedures at various organizations. This is a general list of major input and output.

1.    Security Module

1.1. Masters:

1.1.1.  User Manager.

1.1.2.  User group master.

 1.2. ERP features:

ERP is multi user, multi tasking ERP software.  Multi-level security based on User Group and User Level.

1.3. Create Login id and password for each user.

1.4. Assign permissions.  Map each user with menu / submenu.

1.5. Restricting user access with login and password.

1.6. Role based access & password.

1.7. Audit trail: ERP ensures accountability of users.  Work done by individual users can be easily tracked because all transactions capture the users name automatically.

1.8. Automatic Audit Trail helps top management to know who has updated Masters or transaction and when.

1.9. Each menu and submenu can be locked (allow / deny) including MIS (Management Information System) reports to individual user in a very user friendly screen with tree structure and check box facility.

 2.   Accounts Module General Ledger Accounts

2.1. Masters:

2.1.1.  Account Group Master.

2.1.2.  Subgroup Master.

2.1.3.  General Ledger Account Head Master with Tax, Bank, Cash bifurcation.

2.1.4.  Detail Account Master.

2.1.5.  Narration Master.

2.1.6.  TDS (Tax Deducted at Source) and % fields in the supplier / address (TP) masters.  Automatic posting in GL.  ERP will create a JV automatically.

 2.2. Transactions:

2.2.1.  Cash receipt voucher.

2.2.2.  Bank receipt voucher.

2.2.3.  Cash payment voucher.

2.2.4.  Bank payment voucher.

2.2.5.  Service-tax payment.

2.2.6.  Journal Voucher.

2.2.7.  Contra-entry voucher.

2.2.8.  Credit Note.

2.2.9.  Debit Note.

2.2.10.               Expense PO (for service provider, optional).

2.2.11.               Expense voucher (for service provider bill booking).

2.2.12.               Adjust unlink receipt with open sales invoice.

2.2.13.               Adjust unlink payment with open GRN (Purchase bill / expense bill).

2.2.14.               Closing balance for master data (debtor, creditor, and GL accounts).

2.2.15.               Rate of depreciation (as per company act).

2.2.16.               Rate of depreciation (as per I-Tax act).

2.2.17.               Asset installations slip.

2.2.18.               Asset sale transaction. (For asset register and deprecation register).

 2.3. Key MIS reports:

2.3.1.  Trial Balance.  Option of various kinds of formatting, such as - GL wise Tr. Balance.  Sub-group wise Tr. Balance.  Group and GL wise Tr. Balance.  Group and sub-group wise Tr. Balance.  (Option of T- format = only closing balance).

2.3.2.  Sub-ledger trial balance.

2.3.3.  Cash Book.

2.3.4.  Bank Book (supports multiple banks) with receipts, payments & contra filters.

2.3.5.  Expense voucher register.

2.3.6.  Journal Voucher register.

2.3.7.  General Ledger.  (Account head wise or all accounts with details under General Ledger). Filter available for amounts < than, > than and =.

2.3.8.  Credit note register.

2.3.9.  Debit note register.

2.3.10.               Contra-entry register.

2.3.11.               Fixed Asset register.

2.3.12.               Depreciation schedule (as per company act).

2.3.13.               Depreciation schedule (as per Income Tax act).

2.3.14.               Profit & Loss account. (GL wise and sub-group wise).  For multi-location user can make consolidated P & L report.

2.3.15.               Balance Sheet  (GL wise and sub-group wise).

2.3.16.               Bank reconciliation statement.

 2.4. ERP features:

2.4.1.  Automatic posting in respective G. L.

2.4.2.  TDS procedure takes care of automatic TDS posting.

2.4.3.  Service tax procedure takes care of automatic posting in ledger.

2.4.4.  Help of Standard Narration master saves time to enter voucher.

2.4.5.  All reports with drill down facility down to transaction level.

 3.   Academics

3.1.         Student Management

3.2.         Students master data

3.3.         Faculty master data

3.4.         Subject master data

3.5.         Class / division master data

3.6.         Time-table

 4.   Admissions

4.1.         Finance & Accounts Module

4.2.         Admission Fee Status of Applicants Batch Wise

4.3.         Category-wise type of category to which a student hails from

5.   Administration Module

5.1. Enquiry / Enrolment Module

5.2. Prospect Management

 6.   Attendance module

6.1. Students

6.2. Staff

 7.   Examination management

7.1. Mark sheet / Grading.

 8.   FEES Management module

8.1. Fees Receipts

8.2. Refundable security deposits

8.3. Fine dues (as on date)

 9.   Forum (Group on networking site)

9.1.               Alumni

9.2.               Staff

9.3.               Students.

10.                Payroll & Human Resource Management

10.1.            Faculty Module

10.2.            Staff list

10.3.            Pay-slip

10.4.            Leave Management

10.5.            TDS Certificate

 11.                Purchase Module

11.1.            Location master

11.2.            Purchase requisition

11.3.            Preparing Purchase Order

11.4.            Material inward

11.5.            Payment to suppliers

11.6.            Service provider bill booking

11.7.            Supplier ledger (creditor ledger)

11.8.            Vendor / supplier list

 12.                Inventory Module

12.1.             Item master

12.2.            Category wise stock management

12.3.            Stock statement (location wise).

 13.                Library Management System

13.1.            List of Books / CD / DVD /Periodicals

13.1.1.               Subject wise

13.1.2.               Author wise

13.1.3.               Auto search facility

13.2.            List of students member card

13.3.            Borrow / return details

13.4.            Reservation of books

13.5.            Books sent for binding report

13.6.            Security Deposit/Caution money

 14.                 E-Mail alerts

 14.1       Email id Master for sending auto emails

14.2       Pending Purchase Order since defined days. 

14.3      Fees/penalties outstanding since defined in days/months

14.4      Bank balance going below defined amount. 

14.5      Sudden declaration of holiday. 

14.6      Special Guest lecture.

 15.                Automatic SMS to mobile phone

15.1.            ERP prepares reports instantly which can be exported to MS Excel file.  Now this excel file can be used to send SMS to mobile directly, but SMS text can change dynamically, as per the work sheet column data.

15.2.        Sending SMS to students and faculty

15.3.        SMS Gateway is designed to integrate seamlessly with ERP.

 16. Campus Intranet (on linkedin.com)

16.1        Notice Board and Polls

 17.         Alumni

17.1        List of past students (alumni list).

 18.                Resource matrix

18.1            Time sheet

18.2            Staff reporting

19.                Placement Management (optional)

19.1              Corporate Interaction Management

19.2              Students details bio-data

19.3              List of Companies for Placement

20.                Transport

20.1              Vehicle list

20.2              Vehicle maintenance

20.3              Trip / tour list

20.4              Students  pick up and drop report

20.5              Driver list.

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