e-FacilitySmart (Web Based System for Facility Management)

e-FacilitySmart

e-FacilitySmart is a web based application for Facility management system, which integrates all facets of the facility business, including resource, asset, auto billing, marketing, Procurement. The business environment has become increasingly complex and the marketplace has changed from local to global. Management is under constant pressure to improve competitiveness by lowering operating costs and improving logistics. Organizations therefore have to be more responsive to the customer and competition. e-FacilitySmart as a business solution aims to help the management by setting better business practices and equipping them with the right information to take timely decisions.

General Features

Fully functionally integrated
Cross level Securities
Menu driven & easy to use
Multi Location & multi currency facility
Internal Messaging
Password security
Multiple Search Facility & Powerful Query Builder
User wise Date Recallers with Appointment and Schedule Settings
User wise alerts for various activities like schedules, Invoices, ROL etc
Comparative Analysis
Backup and Recovery Facilities
Intimation through Messaging and Business Alert System that focuses on Networked Employees, Vendors and Customers
Online mailing of documents like Purchase Order, Invoices, Work Orders etc. while creation itself
Customizable User Interface
Maintenance of History files with Recovery facility
Maintenance of Log files
Conversion of Reports into PDF, MS-Excel, MS-Word
User Defined Code Generation
Powerful report drafting tool to generate reports by user
Graphical report generation for various analytical data
Amendments & revision log
Customers & Suppliers can view online Order & Payment status
Module wise dashboard to show online information
Intelligent Data Entry Interface

System Admin

Role /Rights /User
Authorization/ approver levels
Backup and Restore setting
User wise/ data wise log management
Mail history management
User wise Report and alerts management
Transaction deletion
CRM/SCM/ERM user rights Management

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References

Profit Center data
Taxes & Charges data
UOM/currency data
Geographical data
Bank/bank account data
Email content setting
Various masters and references required

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Admin & Utilities

User wise GUI setting
Correspondence document inward/outward
Personal contact data
Visitor Appointment management
Daily diary
UOM conversion/ currency conversion
Pending Approvals
General utilities inward/outward
Internal Messaging

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Marketing

Prospective Customer
Business Associates
Lead generation
Enquiry (Domestic/ Export)
Enquiry Follow-up and Allocation
Request for quotation(RFQ)
Quotation (Domestic/ Export) and Amendments
Product wise Hit Ratio Analysis
Sales Projection (Monthly/ Yearly, Customer, Product, Cost Wise)
Sales executive Analysis
Various pre sale analysis reports

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Sales

Customer (Domestic/ Export)
Order Booking
Order Acceptance (Domestic/ Export, Open/ Close, Maintenance/job)
Order Acceptance Schedule
Checklist Allocation
Performa Invoice
Order Tracking
Customer Payments Schedules & Tracking
Dispatch Clearance
Invoicing
Sales Order Tracking
Various sales analysis reports

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Purchase

Vendor Master/ Vendor approval
Purchase Requisition
Purchase Enquiries & Quotation Comparison
Purchase Order (Open/ Close, Domestic/ Import), Authentication
Purchase Order schedule
Rate Contracts
Advance Payment Requisition
Material Scheduling
GIN Costing (Landed Cost)
Purchase Invoice (Bill Passing), Authentication
Debit Note
Vendor Rating (Quality, Qty, Delivery etc)
Return Orders and Processing

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Inventory

Item Category/ Subcategory/Group
Item Master with Drawing Images
Item Rate Master
Multi Location/ Section Store
Purchase Indent Correlation
Stock Maintenance
Stock transfer (Warehouse/ Profit Center)
Item Transaction Using FIFO / Manual
Scrap Maintenance (WIP/ GIN/ FG)
Item Parameter
Material Adjustment
Material Issue (Project / Sundry)
GIN (Purchase Order, Vendor Challan , Supplier Return, Sundry)
Stock Update
Vendor Challan (Excise/Non Excise)
GIN Over Head Costing
Packing Master
Bin Card
Stock Value Calculation

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Financial Accounting & Budgeting

Chart of Accounts
Accounts/Ledger Master
Accounts Receivables/ Payables
Cash Management
Financial Statements- T/ P&L/ BS
Bank Reconciliation
Bill-Passing /Booking
Bank Advice & Cheque Printing Module
Post-Dated Cheques (Payments / Receipts)
Loan Accounting (Fixed Deposits / Investments / staff Accounting)
Fixed Assets Master
Branch Accounting
Vouchers-DN/CN/JV
LC & Hundi Accounting
Tax voucher
TDS Accounting
Day books/ Ledgers/ analysis
Registers-All
Daily exchange Rate/ provisions
All statuary reports
Budget Allocation
Budget analysis

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Capital Project Management

Activity Master/Action Master
Capital Project / Sub Project entry
Capital Phase /sub phase Master
Capital Project Budget Head Master
Capital Project Costing Factor
Capital Project Budgeting & Planning
Capital Project approval
Capital Project Scheduling & Allocation
Capital Project Tracking

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Asset Management

Group of Assets
Assets Numbering Identified by Barcode / RFID Tag
Assets Allocation / Reallocation
Assets Maintenances
Assets on Leased Contract (Warranty, Maintenances, Licenses, Other Services)
Addition & deletion in assets
Assets Depreciation Calculation (straight Line/ WDV/ IT method
Depreciation Posting
Schedule of Fixed assets as required for Balance sheet as per Schedule VI / ICA guidelines
Statement of exchange gain loss on capital assets
Various Fixed Asset Analysis reports

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Excise & Tax Management

Opening Taxes
Taxes Credit/ Debit (material/Capital) eg Cenvat
Services Credit/ Debit
TR6 Challan & other tax Challans
DSA & PLA process /Register
Excise 4-5(a) Register
ER1/ER4/ER5/ER6/ER7 Register
RG1/RG23 accounting
Sales Return /Purchase Return
Tax Duty Liability & Balances
Other Tax Registers like VAT,CST etc
All statuary reports
Various Taxation Analysis reports

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HR

Recruitment management & Selection Process
Offer & appointment letter generation
Employee Profile
Interface with attendance machines (Biometrics, RFID)
Leave Management with Multi- approvers
Training Management
Appraisal Management
All required HR reports
Various HR Analysis reports

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Payroll

Employee Official Details with Grade management
Customize Emoluments, Deductions & Perquisite Maintenance
Time sheet Management(OT/Late)
Payroll Processing (permanent/ contract)
Employee Transfer/Promotion/ Increment maintenance
Shift Allocation (Fixed / Rotation)
TDS projections
ESIC/PF/PT/I Tax/TDS
Bonus (Production/ Festive/Attendance)
LIC & Other Insurances
Loans & repayments
Final Settlement
Leave Encashment
Pay slips, Bank Advice, Cheque Printing
Arrears processing
Payroll JV
All required statuary reports
Various Payroll Analysis reports

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Resource Management

Resource Data Maintenance
Resource Booking & Allocation
Confirmation Trough E-mails
Resource Maintenance
Advanced Search Capabilities
Flexible Time Management for Resource
Resource analysis reports

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Complaint Management

Complaint Booking
Complaint Allocation
Status update

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Tally Integration

Ledger Export (Customer, Vendor, Tax, Charges, Bank Accounts, Employee)
Transaction Export (Sales Invoice, Purchase Invoice, Receipt, Payment, Debit Note, Credit Note, Employee Salary)
Tally data export register

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Services Installations

Service work order & Schedules
Service Calls & allocation
Executive visits and log update
Spare Requisition & issue
Service Invoices

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Security & Gate Pass

Visitors appointments
Visitors In/ Out
Employees In/ Out
Contractor schedule
Contractual employees IN/ Out
Material In/ Out

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Document Management

Contact Detail Maintenance
Inward/Outward document Management
Attaching Scanned Documents with Details
Accessibility of Scanned Documents
Automated Reply
Mass Mailing
Alert configuration

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ERM

Exclusive Employee access
Attendance Freezing
Perquisite entries
Dashboard to view Personal info salary slips/ attendance/ TDS details/ leave balances /approvals etc
Complaints Booking

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CRM

Exclusive customer User access
Dashboard to view customer info (Order status/ Payment status etc)
Enquiry/Order Booking/ tracking
Complaints Booking

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MIS

All Analysis processing for data required by Management
Dashboard for various online information for management to review progress
Tool to generate graphical reports
Drill down data available for study and analysis

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Various Reports

Enquiry Analysis Reports
Quotation Reports
OA Register
Order Acceptance Status Detail/Tracking
Sales/Invoice Summary
Sales
Party Outstanding & Ageing Report
Actual V/s projected sales
Sales Executive Analysis
Invoice register (Customer/ Item etc)
Item List (category/sub category/group)
Stock report(Item / Group /Sub Category /Category / Location/ Section/Packing etc )
WIP stock
Stock crossing reorder level
Material receipt-GIN (Supplier/ Item / PO/ Project)
Statements of Excess/ Shortage/ Rejected Materials
Material requisition slip/register
Material issue slip/register
Various Analysis reports (ABC etc.)
Bin Card
Discrepancy Register (All Options)
Stock Valuation
Consumption (All Options)
Rec/Iss/Adj/Rej/Ret Status
Vendor Challan-4-5(a) (All Options)
Inventory Statement For Bank
Stock Movement
Stock-Alert-Report(Over-Stock / Under-Stock
Stock Adjustments register
Day Book/ Bank Book
Journal Register
Debit/Credit Note Register
On Account Report
Sub Ledger - All Options
General Ledger Trial Balance - All Options
Sub Ledger Trial Balance - All Options
Bill Wise Opening Balance Outstanding
Cost Center Activity / Analysis Report
Profit & Loss Statement - All Options
Bank reconciliation
Cash Book
Account Code Wise Summary
General Ledger
Drs. Age wise Analysis
Crs. Age wise Analysis
Tax Wise Report - All Options
Cost Center wise Budget
Balance Sheet - All Options
Funds Flow - All Options
Bank Payment Details
Statutory

Vendor Enquiries/ Quotation register
Quotation comparison statements
Pending Payment requisition
Vendor rating Reports
Landed Cost Report
Purchase Order Register (All Options)
Advance Payment Register
Schedule (All Options)
Pending Indent/ requisition (All Options)
PO Amendment Details
Daily Purchase Report
PO Delivery scheduled Reports
Value of PO pending raised during a period
DSA (Daily Sock Account)
CENVAT Registers(Material/capital/service)
PLA (Personal Ledger Account)
TR6 Challans & other Tax challans
VAT /CST Register
Sales/Purchase statements(tax/item/party)
Tax registers(dealer/ Manufacturer)
All tax related statuary Reports
Assets Register (Own/ Leased/Group)
Assets Allocation Report
Assets Maintenances Report
Assets Depreciation Report
Schedule of Fixed assets as required for Balance sheet as per Schedule VI / ICA guidelines
Fixed Assets Register Summery
Detailed showing item wise additions
Register of Capital WIP items
List of additions with names of vendors installation dates, break up of values
List of deletions during year
List of Write offs during year
List f items used for addition to capital assets
Statement of exchange gain loss on capital assets
Department wise asset issue status
Call Letter/Offer Letter
Appointment Order
Transfer & Promotion Letters
Pay slips/Pay Registers
Muster Role
OT Summery
Earning & Deduction Registers
Advances & Recover Statements
LIC & Loans Recovery Statements
PT Statements
Bonus statements
IT Statements
Form 16
Voucher Printing
ESIC Statements
PF Statement (3A, 6A, 12A)

Provision Trial Balance
Profit & Loss Statement
Divisional P&L Statement
Balance-Sheet
Schedule Report
Budget v/s Actual
Over Budget Expenses Statement
Budget/Account Details
Capital Employed Allocation
Return On Capital Employed
Group Chart (Layout)
Debtor/Creditor
Tax deducted At Source (TDS)
Voucher Authorization
Tally data export register
Visitors gate pass
Authority wise visitors reports
Customer wise visitors reports
Supplier wise visitors reports
Appointment taken but not visited report
Material In & out Register
Contractor schedule List
Contractor attendance summery
Material in/out register
Resource Register
Resource Booking Register
Resource Allocation Register
Resource booked but not attended
Resource Idle register
Resource Usage Register
Booking Cancellation Register
Order Status view by customer
Complaint / Call Logging
Logging all complaints as well as logging all incoming and outgoing calls.
Allocating complaints to concerned departments / person
Tracking of complaints action taken reports