CHALLENGES OF ABAS – WAYS TO OVERCOME - PowerPoint Presentation

1. CHALLENGES OF ABAS – WAYS TO OVERCOME

2. PROPERTY ISSUES-WAYS TO RESOLVE

3. TopicsUnderstanding full scope of data entry.Making System Ready for data entry.B) Legacy Data Entry. C) Entry involving CASupport of CB Staff.Support of CASupport of ABM.Property IssueLease Line Issue.Understanding concepts of ABAS.

4. UNDERSTANDING FULL SCOPE OF DATA ENTRY.

5. A. Making System Ready for data entryDo the Year end process and Soft Close as per SOP.Soft close and Year end Process are two different activity. In Soft close no balance of current year is transferred to the next year. Only you can open the next year for data entry of Accounts receipts and bill entry. Again you can come back to the previous year for any correction.On Year End process All the closing balance of current year is transferred as the opening balance of the new year.Check the opening Balance report.Create one new head 11046110003 Current Year Demand Receivables of Property Tax 11046110003. On year end process last year outstanding demand (11046110002) will be added in the arrear head (11046110001) to give final arrear as on 1st Apr 2017.Make Budget and Cheque book entry.Any correction in the Master Data needed.

6. B. Legacy Data EntryMake Accounts Receipt entry in proper head giving special attention to the liability head like SD/EMD. Accounts bill entry, payment voucher and direct payment voucher entry. Again give special attention for all deductions heads made in the bill. Also make DPV instead of PV for clearing all liability. Here you have to create vendor and re-appropriate budget as required.Flag the budget re-appropriation requirement. And after knowing the requirement for the full year then do re-appropriation. Try to do it in structured way and among minor to minor heads.Then do the Salary bill entry and bill authorisation for 12 months and then its respective Payment voucher as per SOP.

7. Legacy Data Entry – Contd.Only payment voucher needs to be created for March 17 salary bill, that you have already created in 16-17. Also try to align your salary software heads with ABAS so that you can fetch your desired data for vis-a-vis entry in ABAS.During the time the accounts data is posted in ABAS request your revenue staff to check the correctness of all property related data as on 1st april 2017 in ABAS. Any correction needed from backend can be cleared by this time.After confirming the correctness of property data proceed for property bill entry and property receipt entry of 17-18. Also during property data entry, keep the manual cash book and tax register/excel sheet of it, in front, so that you simultaneously can check with manual registers. Hand to hand inform to revenue section and correct any manual mistake.Now do the pay in slip entry day wise, having an eye to day book report and challan report.

8. C. Entry involving CACollect softcopy of actual bank statement. Do the Bank Reconciliation entry for both receipt and payment. Request your CA to do this parallely while you are doing deposit slip entry.Depreciation entry, Bank Charges entry, if any, Capital WIP, Capitalisation of assets and current year Demand entry for all receivables head. – A GuidelineChecking of all financial reports like balance sheet, trial balance, income expenditure statement etc. For legacy data matching manual classified abstract with ABAS may be too difficult due to difference in legacy manual head to that of ABAS head. It is up to you how much you can match but try to avoid unmatched data here as a show stopper.Any reversal of entries required and thereupon Signing certificate by CA.During the report checking by CA, you can only soft close 17-18 without year end process to move on to next year i.e. 18-19 data entry.

9. Understanding conceptsFollow SOP. All SOP can be found at one place in cbagra.org.in web site.Involve your local CA and if required write mail to cb_ca_support@abmindia.com.You can discuss any legitimate issue with myself, prem and any other cantt. staffMinimise wrong entry. You can flag any issue for doing it later, when the issue is clear. Do not try to complete all at a stretch.Read the new draft account code at least on those topics which creates any ambiguity.9

10. Support of StaffMake Office order and assign responsibility for each staff involved in the activity of ABAS.Manage some operator exclusively doing ABAS job. Try to assign separate gang for property and accounts data entry.Assign only key responsible person for doing all the admin activity like employee master and assigning correct role, creation of Account head, account head mapping, vendor creation, budget re-appropriation etc.Programmers can involve themselves for other sections IT related task. There are many task which programmers can do in very less time than others. In turn Other section will definitely help for ABAS.Both CA and programmers can take 1 or 2 day training class whenever such requirement is felt.Frequently brief CEO about progress and do not hesitate to discuss all issues with him.Appraise all staff about the benefits of ABAS in future and increase positivity for ABAS.

11. Support of CAInvolve CA maximum in every activity of ABAS. They definitely have better accounting knowledge than others and they play a key role for ABAS. They can not be replaced by other staff.Make friendly relations with CA and his article.Try to involve CA in other matters of Cantt related to him. He can be suitably reimbursed if desired so and he definitely will give priority for CANTT Board.Take the support of other Cantt CA in extreme case and suitably discuss with CEO. Any account related querries can be mailed to cb_ca_support@abmindia.com.Plan urgent activity of CA in a proactive way. If some time is required by CA for Report verification then soft close the year and go to the next year for data entry.

12. Support of ABMABM is constantly correcting your issue of data correction and any minor software issue. During data entry try to do it as per SOP and avoid doing wrong entries due to hurry.Kindly do not insist on enhancing the software aligned with the improper methods running local to any CB. The software is presently aligned with the new draft CBAR.Do not hesitate to raise call log for real issues either for data correction or any software issue and also follow it up. Contact directly to me or prem for any major delay.Write actual problem with screen shot mentioning the area of problem in it, so that it is easy to understand the issue and consumes less time by the support team.Plan to process other activity till the call log is resolved.DGDE is meticulously monitoring the time taken by ABM to resolve every legitimate issue.

13. Property IssueRevenue Department should do only legitimate changes in tax register and same should be corrected in ABAS. Try to resolve every issue before bill generation and also stop all the wrong practices in manual accounting of property, at least from now on.The final property list with all demand, arrear and advance in excel can be requested to be signed by Rev. Supdt. and CEO for each financial year.Match net total figures for three a/c heads in general ledgers of ABAS SW in account moduleA) Arrear amount 110 – 4611 - 0001B) Current year demand amount 110 – 4611 - 0002C) Tax received in advance amount 110 – 3751 – 0001Create one new head 110 - 4611- 0003 for current year receivables.(say, 17-18) and do the voucher template mapping for current year receivables(17-18,here). You need to do this each year. – show live13

14. Contd…Understanding summary report 20S - Demand and Collection Summary Report.After doing bill generation check the reports 20S/19S before final submit. You can regenerate or clear bill if any wrong data found at this stage. Do not submit without checking it.In case of any out of the way cases, like any adjustment, do one entry and check all the reports before doing others. Avoid checking report after doing all entry at a stretch.System will not allow to change arrear in 17-18. However you can do tax adjustment for changes of demand and arrear of previous year due to late assessment by Positive and Negative Adjustment - SOP.14

15. Contd…The ABAS enhanced MIS report is ready. Due to huge data the download in excel has certain issue. The same will be resolved shortly. After fixing the issue you can download it and match with your manual excel. Within few hours you will get any difference.— MIS in Excel15

16. Bill AdjustmentBill adjustment will be done to set off the arrear created due to the difference of demand in previous years that needs to be corrected in the current year. Check 19S for that property before and after bill adjustment.Voucher template mapping needs to be done financial year wise.Select the date from which the adjustment needs to be done.Enter the new House tax/Water Tax demand in the text box of the bill adjustment entry form. 16Current Tax Amount (demand)Revised Tax AmountBill adjustmentHouse Tax10002000+1000Water Tax500300- 200Previously Revised TaxCurrent Tax Amount (demand)Revised Tax AmountBill adjustmentHouse Tax200010001500+1000 + 500=+1500Water Tax300500400-200-100= - 300

17. Adhoc bill generationWe can add new property through the link of property master tax master detail entry. All properties added before bill generation will be included in regular bill. All the properties not included before the regular bill generation can now be added and adhoc bill can be generated at this stage.You can do adhoc bill only after regular bill generation.Subdivision of site. New property will be added along with tax detail and arrear entry before bill generation. The old property needs to be corrected for tax. After bill generation you can do negative bill adjustment to take up the change in arrear, as it is a legacy data. But generally all the dues are cleared before subdivision.17

18. Property inactivenessYou can make a property inactive before bill generation only, subjected to the condition that no demand/arrear/ advance amount is pending against that property.If that is present then you need to make demand 0 from update tax revision detail option property master/Tax wise detail entry. Since we are doing legacy data entry you may have to clear arrear. For that you have to generate bill without making demand 0 and then through negative bill adjustment clear all arrear. In the subsequent year you can inactive the property.18

19. Reversal of ReceiptMake your excel data a robust one.Before reversal make sure what you have done wrong and what correction you are going to do. Print 19S before correction and after correction.Check the respective ledger of demand, arrear and advance.19

20. Lease line issueDGDE has already implemented 8 MBPS lease line for 29 offices. Demand note for next 20 CB has already been received from BSNL. Rest 13 CB Demand note is under process.Ping to your router and DGDE Router (10.49.12.1) and also check the lights of modem to confirm the exact source of problem. Also during complaint booking it will help you and BSNL/NIC better.Find the mobile no. of local NIC and BSNL responsible for lease line. Liaison immediately for remedial action.Try to have OFC for normal internet line. So that those CB’s who are using VPN connectivity through it, can have a better bandwidth. You can attach a hardware firewall between DGDE-MPLS lease line and BSNL internet line and connect the your local LAN into it. Switch your IP quickly by NetSetMan software.20

21. Lease Line Issue – Contd.In case of connectivity or slowness issue Restart the router/switch/modem from main power source. Do not switch off from the device.Exchange any port of the MPLS switch from 1 to 16 for the LAN cable.Also check the UTP cable and RJ45 connector servicibility by a simple LAN tester.PRTG (Paessler Router Traffic Grapher) Software is useful to  monitor and classify system conditions like bandwidth usage or uptime and collect statistics from miscellaneous hosts as switches, routers, servers and other network devices and applications.Also it will provide Live Graph of monitoring, from which we can easily access which IP address is causing / creating issues in the Network.21

22. THANK YOU22