Any procurement module can't be a perfect until you customize it your own way.
Quickmas procurement is usually divided into four major processes: planning, selection, administering and closing procurements. Planning involves the creation of the official procurement management plan and selection based on previous history, documents… available in the software.

Product Catalog

1. Create product with different group like color, size etc with images.
2. Add eCommerce features for getting online orders.
3. Create fixed asset and stationary item with images and other info.
4. Barcode automatically ready for printing when create product.

Product Requisition, Bills, Warehousing and Payment

1. Create requisition from need recognition or from inventory alert
2. Approve requisition and vendor selection.
3. Invite quotation.
4. Search the previous purchase negotiation histories to negotiate for new purchase,
5. Approve the quotation.
6. Create purchase order or bills with upload/scan negotiation note & contract copy for future reference.
7. Receive goods or services with insert expire date if any.
8. Pay the bills as per contact
9. Purchase also can be directly from bills to pay where no need to create requisition or pre-order.

Product Movement

1. Product movement history i.e. purchase, sales, transfer with supporting document
2. Search product or a brand to see the sales performance for a period.

Product Documents

1. Scan or upload documents when create transactions for purchase process.
2. Track every transactions with documents

Stock IN/OUT

1. Store keeper or permitted user will see the coming stock for the warehouse and receive the stock after quality check.
2. All or any of the stock return to the supplier before or after received. Need to approve it as per permission.
3. Delivery order/chalan-wise packing, shipping and deliver the stock.

Current Stock & Transfer

1. One screen stock in hand report for complete view of all warehouses with drill down facility.
2. Product movement history with supporting documents.
3. Warehouse to warehouse stock transfer.
4. Transferred product receive by respective user only.

Stock Ageing

1. List of products for upcoming date of expire.
2. List of products that reach to the minimum stock.

In Quickmas you can manage all of above with four types of inventory:

1. Finish Goods

2. Fixed Asset

3. Consumable Goods

4. Raw Material

Sales from Invoicing

1. Create invoices for goods or services.
2. Create and send professional price quotation for a group of customers.
3. Create and send sales order directly or from quotation.
4. Create and send professional invoice directly or from sales order.
5. Invoice status for unpaid, overdue and pending delivery of product.
6. Create repeat invoices for customers with deferent periods.
7. Auto generate repeating invoices.
8. Scan or upload supporting document for all types of invoices.
9. Delivery order (DO/Chalan) auto generate for invoices.

Beside invoicing you can open POS accounts from your warehouses or outlets to sell product directly to the customers.
Quickmas offers web based and app based Point of sale (POS) system for you, where your customer makes the payment for goods or services that are offered by your company. This POS is integrated with your relevant warehouse, your eCommerce website and your eCommerce app.

Sales from POS

1. For POS pre-set the offer from discount manager.
2. Pre-set sales tax (VAT) from setting for all or any group of products.
3. Sell from POS by cash, card, mobile banking or credit (pay later).
4. Additional discount and membership reword system.
5. Invoice exchange, return and reverse facilities.
6. POS user access control.
7. Sales report, sales person performance report.
8. Search product or a brand to see the sales performance for a period.

Sales from Distribution

Managing customers as well as products in warehouses.Monitoring and reporting functionalities that help distributors manage customer information, track product orders, generate invoices/quotes, and automate marketing efforts.
Many ways you can manage your distribution process. Describe here, how to manage your distribution by RTM (Route to Market) system.

RTM (Route to Market)

Distribution Points

1. Add distribution points for distributors or your own.
2. As per distribution points requisitions transfer products from central warehouse.
3. Observe and control distribution points real-time activity
4. Develop a sales team manage all sales and delivery process

Assignment from Distribution Points

1. Create route/zone-wise sales assignment for sales person.
2. Assign one sales person for ‘take order’, ‘product delivery’ and ‘payment receive’ or assign separately.
3. Create assignment for POSM (point of sale material) and MI (market intelligence) update.
4. Approve the assignment.
5. Deliver the assign stock for sales person.

Accept Assignment by Sales Person

1. Sales person accept the assignment with received the stock from android app or using web portal from smartphone.
2. Sales person may request for edit assignment when need more product in the assign period.
3. Using android app, sales person can do sales activity in online or offline. If offline, sales person will do the sales activity without internet and sync with the central database after end of the assign period.
4. From web portal all activity will sync in real-time with the central database

Follow-Up & Closed Assignment

1. Warehouse manager and management see the real-time filed activity.
2. After closed assignment by the sales person warehouse manager will see the closing product stock and cash as return to him. After count he will received all to final close the assignment.

Sales from eCommerce

You don't need to create your website. Just subscribe the Quickmas eCommerce service and choose a template/theme from our design store and see your eCommerce website and personalize mobile app ready to take orders from your customers.

Get additional orders from Your Website and App

1. You don't need create your website. Just subscribe the eCommerce service and choose a template/theme from our design store then quickmas website builder automatically build a website for you from your product catalog.
2. The website will displayed on your own domain.
3. Your personalized eCommerce App is ready for your customers. The needs to download from Play Store to create orders.
4. Get additional orders from your website and/or app.

Service & Support

The Services module of Quickmas is designed to focus, manage, and track the customer service operations of an organization such as supporting the customers using
1. incident-based services and
2. service scheduling.

Incident-Based Services (Customer Care)

1. Inbound: Generate support ticket from inbound call, email or other. And assign an employee accordingly for this ticket.
2. From Website: Customer generate a support ticket from your ownDomain website. It will automatically assigned to a specific support person.
3. From Mobile App: Customer generate a support ticket from your personalize mobile app. It will automatically assigned to a specific support person.
4. Work: Do support as per ticket instructions. And record accordingly.
5. Close: Close tickets as completed.
6. History: See the customer list with support status. See history from the comment link.

Schedule Services

1. Scheduling: Service schedule already designed when you create products.
2. Ticket generate from server: As per schedule every period automatically generate tickets with assign related support persons.
3. Work: Do support as per ticket instructions. And record accordingly.
4. Close: Close tickets when completed. Next schedule service period will automatically set for next support.
5. History: See the customer list with latest support status with history link.

Accounting and Inventory

Quickmas does all of your accounting for you, quick and accurately each time you make a purchase or sale. Generate real-time reports like profit and loss report, balance sheet and several statements and summary, you can be confident that everything is correct.

1. Accounting

1. Settings

   
   
   1. Create list of Chart of Accounts.
   2. Set permission for user for access control of the software.
   3. Set VAT for sales.
   4. Set depreciation for fixed assets.
   5. Set currency for transactions.
   6. Add bank account and payment card for bank transactions.
   7. Add cash account for cash transactions



2. Expense Claims

   
   
3. Create expense claims for revenue expense and capital expense with scan or upload supporting documents for future reference.
4. Periodical repeating expense claim for auto generate expense for different periods.



5. Receive and Payment

   
   
6. All receipts create from receive voucher with scan or upload supporting documents for future reference.
7. All payments create from payment voucher with scan or upload supporting documents for future reference.
8. Receive and payment can create for cheque/card/mobile banking or cash payment



9. Depreciation

   
   
10. Provides significant improvements in efficiency and control over fixed assets. Efficient in data entry, report preparation and data look-up.
11. Gives a complete overview of fixed assets at every stage.
12. If you insert depreciation rates of your various category of assets at once Quickmas auto calculation system calculates the depreciation and update written down value of asset at end of every month.



13. Banking - 1. Bank account

    
    

    Transactions by bank transfer:

14. if transactions by bank transfer, account balance will updated in both software and bank. You need to reconcile them.

if do transactions manually

15. Cheque List: All received and issued cheque, credit card or debit card will see in the Pending List"
16. Cheque Deposit: Deposit all received cheques as per date
17. Realized or Dishonoured: Matching online bank statement, realize the deposited cheques if realized other then dishonoured.
18. Cleared or Bounced: Matching online bank statement, clear the issued cheques if cleared other then bounced.



19. Banking - 2. Cash/POS Account

    
    
20. Cash Transfer: Cash transfers needs to acceptance from receive users. Before receive users accept they will see the cash transfer and cash withdrawn as pending. Have accept them when received.
21. Deposit to Bank: Deposit the cash or POS account balance immediately as per your company policy.
22. Deposit Approve: Deposit to bank need to approve by authorized person.



23. Banking - 3. Bank Reconciliation

    
    
24. Cheque/Card Transaction Update: Update all pending deposited and issued cheques with bank statement.
25. Transfers Update: Update all pending cash deposits/transfers with bank statement.
26. Automatic bank reconciliation: Bank book balance in the software and bank balance in the bank's statement always balanced/reconciled if entries/updates are not pending. So needn't check current balance from bank or from bank statement for issue a cheque.



27. Receivables

    
    
28. Receivables from customers: See one screen customers list for complete view of sales, payment received and receivable (dues) with drill down facility
29. Receivables from advance given: See one screen list for complete view of advance given, return back and receivable with drill down facility
30. Receivables from temporary loan given: See one screen customer list for complete view of loan given, recovery and receivable with drill down facility
31. Advance income tax: See the complete view of advance income tax given, adjustment and balance with drill down facility
32. Advance sales tax: See the complete view of advance sales tax given, adjustment and balance with drill down facility



33. Payables

    
    
34. Payables to Vendors: See one screen vendors list for complete view of purchase, paid and payable with drill down facility
35. Payables for advance received: See one screen list for complete view of advance received, refund and payable with drill down facility
36. Payables for loan received: See one screen list for complete view of loan received, refund and payable with drill down facility



37. Reports

    
    

    Quickmas does all of your accounting for you, quick and accurately each time you make a purchase or sale. Generate real-time reports like monthEnd-wise/yearEnd-wise 'Trial Balance' 'Profit & Loss Report', 'Balance Sheet', 'Cash Flows' and ‘Changes of Equity’ with ‘Notes to the Accounts’ .And several statements like month-wise 'Receive & Payment', 'Income & Expense', 'Purcsase & Sales', ‘Returns’ and summary, you can be confident that everything is correct.

2. Inventory

One of the most challenging aspects of running a business is learning how to effectively manage your inventory so you have what your customers need and want without having much excess. Whether it's deciding what and how much to order, when to order, keeping an accurate count of your products, and knowing how to handle excess and shortages, knowing how to control inventory properly will help ensure your business's success.

1. At A Glance
2. Automatic Inventory Requisition or Re-order.
3. Multiple-location warehouse management.
4. Stock ageing, thus helping you to dispose off old stocks quickly.
5. Deliver sales orders with delivery notes/Challan.
6. Receive products with receiving notes.

Learn more Accounting and Inventory

A. Cash, Accrual and Hybrid Accounting

Difference between cash and accrual accounting

The difference between cash basis and accrual basis accounting comes down to timing. When do you record revenue or expenses? If you do it when you pay or receive money, it’s cash basis accounting. If you do it when you get a bill or raise an invoice, it’s accrual basis accounting.
Accrual accounting is a far more powerful tool for managing a business, but cash accounting has its uses.

Cash basis accounting?

Businesses that use cash basis accounting recognise income and expenses only when money changes hands. They don’t count sent invoices as income, or bills as expenses – until they’ve been settled.
Despite the name, cash basis accounting has nothing to do with the form of payment you receive. You can be paid electronically and still do cash accounting.

Advantage of cash accounting

1. It’s simple and shows how much money you have on hand.
2. You only have to pay tax on money you’ve received, rather than on invoices you’ve issued, which can help cash flow. But not all businesses are allowed to use cash basis accounting for tax. Check with your tax office.

Disadvantage of cash accounting

1. It’s not accurate – it could show you as profitable just because you haven’t paid your bills.
2. It’s doesn’t help when you’re making management decisions, as you only have a day-to-day view of finances.

Accrual basis accounting?

Businesses that use accrual accounting recognise income as soon as they raise an invoice for a customer. And when a bill comes in, it’s recognised as an expense even if payment won’t be made for another 30 days.

Advantage of accrual accounting

1. Accrual basis accounting allows you to share more meaningful information with business partners and associates.
2. You have a much more accurate picture of business performance and finances.
3. You can make financial decisions with far more confidence.
4. It can sometimes be easier to pitch for long-term finance.

Disadvantage of accrual accounting

1. It’s more work because you have to watch invoices, not just your bank account.
2. You may have to pay tax on income before the customer has actually paid you. If the customer reneges on the invoice, you can claim the tax back on your next return.

Hybrid methods of accounting

Some types of businesses use a hybrid accounting system. They may base big financial decisions and things like loan applications on accrual accounting but use cash-basis accounting to simplify some elements of their tax. There are lots of rules around who can and can’t do this. Speak to an accountant or tax professional to find out what applies to you.

Cash vs accrual vs hybrid accounting

Accrual accounting gives a better indication of business performance because it shows when income and expenses occurred. If you want to see if a particular month was profitable, accrual will tell you. Some businesses like to also use cash basis accounting for certain tax purposes, and to keep tabs on their cash flow. But it’s rare to use cash accounting on its own.

And while it’s true that accrual accounting requires more work, technology can do most of the heavy lifting for you. You can set up accounting software to read your bills and enter the numbers straight into your expenses on an accrual basis. It will also record your invoices as income as you raise them. And if you run a hybrid accounting system, smart software will allow you to switch between cash basis and accrual basis whenever you need.

B. Inventory Accounting

One of the most challenging aspects of running a business is learning how to effectively manage your inventory so you have what your customers need and want without having much excess. Whether it's deciding what and how much to order, when to order, keeping an accurate count of your products, and knowing how to handle excess and shortages, knowing how to control inventory properly will help ensure your business's success.

In Quickmas you can manage all of above with four types of inventory:
1. Finish Goods
2. Fixed Asset
3. Consumable Goods
4. Raw Material

What is inventory accounting?

Inventory has a value – even before you do anything with it – and so it’s listed as an asset on your business balance sheet. But it can lose its value fast if it gets old, out of date, damaged, or the market price for that type of product drops. It also costs money to store.

Quickmas Inventory accounting helps you figure out the value and costs of your inventory. That’s important for things like setting prices, getting insured, budgeting, working out taxes, and selling your business.

Benefits of inventory management

Here’s how inventory accounting and management can help you both save money, and make money:

1. Maximise sales: Make sure you never run out of a product that people are buying.
2. Lower bills: Reduce storage costs by ordering fewer of your slow-moving items.
3. Avoid waste: Keep tabs on write-offs due to damage, product expiry, and theft.
4. Get better deals: Learn what you should be ordering a lot of, and shop for bulk discounts.
5. Show where the profit is: Properly tracking inventory costs will tell you the true margin on each product line you sell.
6. Help your marketing: Identifying seasonal sales trends will help you plan promotions.

Good inventory management will also help your cash flow. Instead of tying up money in slow-moving stock, you can keep it as cash and use it for more productive things like paying down debt or improving the business.

How to do inventory accounting?

To understand your inventory, you need to know how much there is, what you’re spending on it, and how much you’re selling it for. Costs include purchase price plus things like transport, storage and losses suffered when things get damaged or go out of date.

You can use rough estimates or get super specific in how you work all this out. It comes down to your inventory accounting methods, and the systems you put in place.

Inventory Valuation

The bookends of inventory accounting are your buy price and your sell price. They can both change a lot. If your supplier starts charging more, or you sell a bunch of product on discount, your margin will drop quickly. There are a couple of different ways to link your buy price and sell price.

First in, first out method (FIFO)

Under the first in, first out (FIFO) method, items are assumed to be sold in the order they’re bought. This doesn’t have to happen literally. You can sell them in any order you like. But from an accounting perspective, you imagine that it all happens in sequence.
When a new item comes in, you note what it costs and place it in a queue to be sold. When that sale happens, you record the price. Now you have a buy and sell price for each single item of stock.

Weighted average cost method (AVCO)

Rather than tracking the purchase and sale price for each individual item of inventory, you can use averages. For each product line, work out:
1. average buy price: divide the money you paid over the year by the number of products you got.
2. average sell price: divide total revenue for the year by number of sales made.

While it’s a simpler method for doing annual accounts, AVCO doesn’t work well when there are big price fluctuations. It can also cause confusion if a manufacturer introduces a new version of a product. You could end up with two inventory items that have the same name but very different prices.

Not all inventory valuation methods are equal. And nor are they always possible. It may depend on the inventory management system you have in place.

What is an inventory system?

1. Periodic inventory system:
Under the traditional periodic inventory system, businesses physically count their stock at the end of an accounting period. The stock count is reconciled against purchase and sales records. If required, adjustments are made to match the two.
2. Perpetual inventory system:
Perpetual inventory systems – also known as dynamic inventory systems – are an automated alternative to the manual stocktake.
When you order stock, your software adds the count to your inventory. And when you sell an item, it does the subtraction. This type of software is often sold as an app that can plug into your point of sale (or invoicing) systems and your accounting software.

What is inventory cost?

It’s not always enough to know what you paid for a product, and what you sold it for. Some businesses have to spend a lot on inventory while they have it. These costs typically include things like storage and insurance but there may be others. Dangerous goods, for example, may require you to take expensive health and safety precautions.

Quickmas developed the best inventory management system for you

Quickmas perpetual inventory management system keeps track of inventory balances continuously, with updates made automatically whenever a product is received or sold. Purchases and returns are immediately recorded in the inventory account. As long as there is no theft or damage, the inventory account balance should be accurate. The cost of goods sold account is also updated continuously as each sale is made. Perpetual inventory systems use digital technology to track inventory in real time using updates sent electronically to central databases.

Beside using this dynamic inventory management system you can take a periodic physically count stock and reconcile with the Quickmas perpetual inventory statement.

C. Depreciation Accounting

Depreciation affects your bottom line, your tax bill, and the value of your business. Those are three good reasons to learn what depreciation is and how it works. Here are the basics.

What is depreciation?

Depreciation is what happens when a business asset loses value over time. A work computer, for example, gradually depreciates from its original purchase price down to $0 as it moves through its productive life.
There are techniques for measuring the declining value of those assets and showing it in your business’s books. This area of accounting can get complex so it’s a good idea to work with a professional.

Purpose of depreciation: 3 main functions

Depreciation accounting helps you understand the true cost of doing business (because wear and tear is an expense), reduce your tax bill, and estimate the value of your business.
1. Depreciation as an expense (cost of doing business)
To understand how profitable your business is, you need to know all your costs. Depreciation is one of those costs because assets that wear down eventually need to be replaced.
Depreciation accounting helps you figure out how much value your assets lost during the year. That number needs to be listed on your P&L report, and subtracted from your revenue when calculating profit. If you don’t account for depreciation, you’ll underestimate your costs, and think you’re making more money than you really are..
2. Depreciation and tax
Because depreciation lowers your profit, it can also lower your tax bill. If you don’t account for depreciation, you’ll end up paying too much tax.
You can gradually claim the entire value of an asset off your tax. However there are rules around how quickly you can depreciate certain assets from a tax perspective..
3. Valuing your business (depreciation on the balance sheet)
As assets lose value, so can your business. A transport company with old trucks may not be worth as much as a transport company with new trucks, for example. Your assets are listed on your balance sheet, on what is called the fixed asset register. Make sure you update the register whenever you work out depreciation. It's also worth remembering that assets are often used to secure loans. As they drop in value, they offer less security, and you may find it more difficult to get finance.

What can be depreciated?

While most business expenses are tax-deductible, they’re not all depreciable. There’s a difference. Consumables like stationery can be deducted from tax but you have to claim for them in the year you bought them. For most businesses, only fixed assets can be depreciated.

What are fixed assets?

A fixed asset is something that will help you generate income over more than a year. It includes things like tools, machinery, computers, office furniture, vehicles, and buildings. You don’t always have to own them. Some leased items may be depreciable, too.
Intangible assets, which are non-physical things like patents and copyrights, can also be depreciated (or amortised). They’re incredibly valuable to your business and that value gradually shrinks as they near their expiry.

Choosing a depreciation schedule

To depreciate an asset, you must first estimate its lifespan. A computer might only last three years. A kiln in a factory could last 30. You’ll probably find that the tax office has a depreciation schedule for the types of assets in your business. It’s common for small business owners to simply follow those recommendations.

Methods of calculating depreciation

You also need to decide how an asset’s value will decline over its lifespan. Will it lose most of its value early, or will it lose value at the same rate every year? There are many different methods of calculating depreciation, and some of them are quite complex. Three of the most common are:
1. Straight line depreciation
Under this method, the asset depreciates the same amount every year, till it has zero value. For instance, an asset expected to last five years would depreciate by one-fifth of its ticket price each year.
2. Diminishing value depreciation
Under diminishing value depreciation, an asset loses a higher percentage of its value in the first few years. That rate of depreciation gradually slows down as time goes on.
3. Units of production depreciation
The lifespan of some assets is better measured by the work they do than by the time they serve. For example, a vehicle might travel a certain number of kilometres, or a packaging machine might box a certain number of products. You could depreciate these assets based on usage rather than age.

Depreciation for small business

Depreciation can seem tricky at first, but it’s nothing to be scared of. It will help you better understand your costs and lower your tax bill, which are good things.
It doesn’t have to be complex either. Most businesses simply adopt the depreciation schedule provided by the tax office. Once it’s set up in your accounting software, the maths happens automatically and the numbers flow straight through to your tax return. And, as always, an accountant or bookkeeper can provide advice along the way.

D. Accounts Receivables

What is accounts receivable?

Accounts receivable is the money you’re owed by customers. Once you send an invoice, it becomes part of your accounts receivable – until it’s paid.

Accounts receivable is the name given to both the money that’s owed, and the process of collecting it. So the accounts receivable process includes things like sending invoices, watching to see if they’ve been paid, taking steps to chase payment, and matching payments to invoices (also known as invoice reconciliation). The accounts receivable process is sometimes called bills receivable, and some people simply call it invoicing.

What is ageing of accounts receivable?

If an invoice hasn’t been paid by its due date, you start to age it. You do this simply by counting each day that’s passed since it was due. If it was due four days ago, you give it an age of 4 days.

What does an ageing report do?

An ageing report shows all the past-due invoices, from least overdue to most overdue. At a glance, you can see which bills you’re waiting on, and which have been outstanding the longest.

The more an invoice ages, the less likely it is to get paid at all, so review an updated report often and act decisively. Decide what steps you’ll take to recover debts as they age. Will you email at day 1? Will you call at day 3? What’s your next move? and when will you make it?

Get tips from our guide on how to treat overdue invoices.

Is accounts receivable an asset?

Accounts receivable is money you’re owed, which makes it an asset. In fact your invoices are so valuable that some companies will even buy them off you.

Once an invoice is paid, it’s no longer an asset – it becomes cash in the bank, which is even better. And if you never get paid, you’ll ultimately write off the invoice as a bad debt. Once it’s written off it’s no longer considered an asset.

Can I sell my invoices?

Invoices are money you’re owed. If you sign them over to someone else, they can collect the money. Some finance companies will buy invoices from businesses that can’t wait for the customer to pay. This is called accounts receivable financing, invoice financing, or invoice factoring. These finance companies realise that older invoices are less likely to get paid. So you probably won’t find anyone willing to buy your really old invoices.

What is accounts receivable financing (invoice financing)?

Some finance companies will pay you up to 90% of the value of an invoice if you sign it over to them. It’s a way to get money you’re owed without waiting on a customer to pay.

The finance company will make a second (remainder) payment to you when the customer settles the invoice. You’ll never get the full value of the invoice, because the finance company takes fees. And they won’t buy old invoices so it’s not a dumping ground for bad debts.

Speak to your accountant or financial advisor before using these types of services.

What is a bad debt?

When invoices aren’t likely to be paid, you should write them off as a bad debt. It’s lost income, and it’s important to capture that in your accounting records – especially as you may have already paid tax on that invoice. And seeing as the income isn’t going to happen, you need to claim that tax back. You do this by writing off the invoice.

When should I write off a bad debt?

You should write off a bad debt whenever you think there’s no reasonable chance of getting paid. Your customer may have gone broke, or you might be locked in a dispute that’s not likely to be resolved, or they may simply be ignoring your reminders.

Whether you write it off after 6 months or 18, don’t give up on it. Even after you’ve written off the debt, keep sending innvoice reminders. If they finally pay, you can always declare the income on your next tax return.

The importance of a good accounts receivable process

When everyone’s late paying, business gets hard. You might run out of money to pay suppliers or staff. It’s one of the most common reasons businesses go broke.

It’s important to treat invoices like the assets they are. Set up an accounts receivable process that maximises your chance of getting on-time payment. There’s a lot you can do.

Check our guide on building an accounts receivable processfor more..

E. Bank Reconciliation

Purpose

Bank statements are reliably accurate financial records. By checking your books against them you can:

1. Find and fix errors: You’ll spot your bookkeeping mistakes and clean them up.
2. Catch wrongful payments and fraud: Reviewing expenses is a good way to spot incorrect payments or suspicious activity.
3. See how the business is doing (rather than guess): A regularly verified set of numbers keeps you in tune with financial performance.
4. Get tax breaks: You can classify tax-deductible expenses while doing your bank rec.
5. Be prepared for filing taxes: You need a fully reconciled record of business income and expenditure to do tax returns.

How to do bank reconciliation?

Bank reconciliation is part of life as a small business owner. It keeps your bookkeeping accurate, alert you to fraud, and allow you to track cash flows. So how do you do it?

Bank reconciliation steps

1. Get bank record You need bank transactions from the bank. You could get that from a statement, from online banking, or by having the bank send data straight to your accounting software.
2. Get your record: Open your banking transactions from Quickmas bank ledger. Here show all unreconciled mark as unrealize and uncleare
3. Reconcile all deposited: Your bank ledger shows unreconciled deposited transactions with a button Realize? or Bounce? find those entries from bank statement and click the realize button to realized amount. If can't found, customer payment might have bounced so confirm the bounced from bank info and click the Bounce button to update the bounced record in your ledger.
4. Reconcile all withdrawals: Your bank ledger shows uncleared withdrawal transactions with a button Clear? or Bounce? find those entries from bank statement and click the Clear button to clear the amount. If can't found, it might have bounced so confirm the bounced from bank info and click the Bounce button to update the bounced record in your ledger.
5. If both statement are not balanced: After reconciled all entries if you see both statement are not balanced, you may see bank fees are shows in the bank statement which you might not have accounted for yet. record immediately as payment for bank expense.

HR & Payroll

Quickmas HR is design to organizing your company employee hiring, staff’s management, employee’s related issues like recruiting, hiring, departments assignments, department’s collaboration salaries generation, performance management, allowances and increments.
Payroll and overtime functions involve calculate salaries, wages, overtime, deductions and tax from payroll data.

Talent Acquisition

1. Create applicants from incoming mail, jobs site or in-house CV drop by applicant and keep track on the database.
2. Track the history of applicant for invite interview.

Managing Human Resources

1. Define employees' salaries and expenses.
2. Create repeated invoices once for employee salaries.
3. Auto generate salary invoices every period from repeated invoices.
4. After generate salary need to analysis and approve the salary statement to pay.
5. Before pay salary need to analysis and approve the salary statement in every period.
6. Manage employees' allowances and deductions dynamically.
7. Define employee categories to assign different Holiday’s rights to different employee groups.
8. Define contract types and wage types with start and end dates for contracts as well as trial periods.
9. Attendance automated with approved leave and approved absent.
10. Track the history of the employees Education, experience, training & performance etc.

Leave & Holiday Management

1. Define different leave types.
2. Employee apply for leave with supporting documents
3. Settle leave applications with approval or rejection.
4. Manage leave applications and approvals.
5. Track previous leave applications.

Attendances

1. Attendance from access control device or auto present system which manage by leave application and absent
2. Manage attendance through leave and holiday plan.
3. Keep track of differences between movements and attendance.

Movement and Expenses

1. Employee claim for daily expense by the movement form.
2. Employee request for a salary advance.
3. Approve/Settle claims and request by authorize person.
4. Track the Conveyance/Expenses with daily movement.

Payroll Management

1. Basic, DA, Hra, Conveyance and other configurable deduction and allowance heads including loans, advances, incentives etc.
2. Bonus calculation and dynamic option to create it’s rule.
3. Dynamic option for attendance incentive which will add in the salary statement for further analysis.
4. Dynamic option for absent deduction which will add in the salary statement for further analysis.

Overtime Management

Overtime is the time worked beyond an agreed workweek. Overtime can wreak havoc on the operating budget of companies. It therefore needs to be handled with care. To prevent excessive overtime, organizations set an annual or monthly cap on overtime hours. In many of them, a few number of employees makes up for the biggest share of total overtime. Such a disparity should raise a red flag because people who routinely log more hours are candidates for fatigue-related errors.

Process Activities of Overtime

1. Overtime Claim: Overtime claim from access control device or Claim for overtime for employees.
2. Review Claim: Review overtime with timing and overtime rate.
3. Approve Claim: Approve overtime which will add in the salary statement for further analysis.

Employee Development

1. Update the employee development in education, training and other activity
2. Tack the history of development, managers comment and performance

KPI

1. KPI is based on customizable dynamic parameters
2. Customize the KPI parameters,
3. The final review and evaluation is done based on KPI

CRM

Extend your marketing to start bulk email and bulk SMS marketing, Connect people to drive business in new ways, like live events, coupons, online surveys, and more.
Quickmas manage your sales team with the following three ways:-
A. In Marketing
B. In Sales
C. In Service

A. In Marketing

1. 1. Leads
2. 2. Contacts
3. 3. Accounts/Company (Customers)
4. 4. Assignment
5. 5. Event
6. 6. Campaign
7. 7. Email
8. 8. SMS
9. 9. Price Quote

1. What is CRM Lead in Quickmas

Lead is an individual who might become your customer, but currently isn't. The lead need to follow a process by entails gathering information about the prospect, such as level of interest. In Quickmas you can score the lead as ‘New’ or ’Working’ or ‘Qualified’. Qualified lead will be shifted to a Contact.

How to become a customer from a lead?

1. Leads: Insert leads in the CRM then convert them in to contact after working.
2. Contacts: Gather information about the level of interest of the contact.
3. Accounts/Customers: Create accounts/customers communicating with the contacts.

2. What is CRM Contact in Quickmas

The term contact designates an individual who is your customer's company representative responsible for purchasing your products and services. The difference between a contact and a lead is that leads are POTENTAL might be a clients, whereas contacts are usually contacts of your customers.

3. What is CRM Accounts in Quickmas

The term account is used instead of the company. Typically, an account or a company has one or more contacts associated with it. These contacts are individuals inside the company.

The accounts or a companies is the customers of your company.

How to become a customer from a lead?

1. Leads: Insert leads in the CRM then convert them in to contact after working.
2. Contacts: Gather information about the level of interest of the contact.
3. Accounts/Customers: Create accounts/customers communicating with the contacts.

4. What is Assignment in Quickmas

The term assignment a daily task for employees which create by channel managers.

Assign task for communication:

1. Assign employee(s) for daily/periodical task for selected customers group.
2. Employee-wise follow-up assignments.
3. See the communication history of customers.

Assign to Given Gift Item:

1. Assignment for gift or promotional product given to selected customers group.
2. Employee-wise follow-up assignments.
3. See the relationship history of customers.

5. What is Event in Quickmas

The term event is organize an event for a group of customers in selected area or route.

1. Assign employee(s) to organize an event for selected customers group.
2. Employee-wise follow-up assignments.
3. See the relationship history of customers.

6. What is Campaign in Quickmas

The term campaign is specific offers and facilities of the sales process.

1. Create a campaigns with offers and facilities.
2. Add campaign for selected customers group and open it for all employees to communicate customers about the campaign.
3. Employee-wise follow-up assignments.
4. See the relationship history of customers.

7. What is Email in Quickmas

The term CRM email is a bulk email to selected customers group with a click.

1. Write an email to send selected customers group with a click.
2. customer-wise follow-up email.
3. See the email history of customers.

8. What is SMS in Quickmas

The term SMS is a bulk SMS to selected customers group with a click.

1. Write an SMS to send selected customers group with a click.
2. customer-wise follow-up SMS.
3. See the SMS history of customers.

9. What is Price Quote in Quickmas

The term Price Quote is a bulk Price Quote to selected customers group with a click.

1. Write an Price Quote to send selected customers group with a click.
2. customer-wise follow-up Price Quote.
3. See the Price Quote history of customers.

B. In Sales

1. 1. Communications
2. 2. Opportunity
3. 3. Price Quote
4. 4. Invoice/Sales Order
5. 5. Payment Receive

1. Communications

Communicates customers with the following tools which describe above:

1. 1. Assignment
2. 2. Event
3. 3. Campaign
4. 4. Email
5. 5. SMS

2. What is Opportunity in Quickmas

Opportunity management is one of the integral part of Quickmas and this allows you to control the sales process. Add opportunities for customers as their interest. multiple opportunities make up your sales pipeline, which contributes to your sales forecast.

Key process of opportunity management

1. Create: Create opportunities for customers from their interest.
2. Work: Needs analysis and do sales process of the opportunities of relevant customers.
3. Close: Close opportunities as won or lost.

3. What is Sales Quote in Quickmas

The term Sales Quote is a bulk Sales Quote to selected customers group with a click.

1. Write an Sales Quote to send selected customers group with a click.
2. customer-wise follow-up Sales Quote.
3. See the Sales Quote history of customers.

4. What is CRM Invoice in Quickmas

1. Create and send professional invoices for customers.
2. Follow-up invoices.
3. Follow-up overdue invoices.
4. See invoices history of customers.

5. Payment Receive

1. Communicate customers from the unpaid invoices list.
2. Payment receive from the unpaid invoices.

C. In Service

What is Services in Quickmas

The Services module of Quickmas is designed to focus, manage, and track the customer service operations of an organization such as supporting the incident-based services, supporting the customers using service scheduling.

1. 1. Customer Support
2. 2. Schedule Service

Customer Support

1. Inbound: Generate support ticket from inbound call, email or other. And assign an employee accordingly for this ticket.
2. From Website: Customer generate a support ticket from your ownDomain website. It will automatically assigned to a specific support person.
3. From Mobile App: Customer generate a support ticket from your personalize mobile app. It will automatically assigned to a specific support person.
4. Work: Do support as per ticket instructions. And record accordingly.
5. Close: Close tickets as completed.
6. History: See the customer list with support status. See history from the comment link.

Schedule Services

1. Scheduling: Scheduling: Service schedule already designed when you create products.
2. Ticket generate from server: As per schedule every period automatically generate tickets with assign related support persons.
3. Work: Do support as per ticket instructions. And record accordingly.
4. Close: Close tickets as completed. Next schedule service period will automatically set for next support.
5. History: See the customer list with support status. See history from the comment link.

System, Security and Audit Trail

1. Data Protection Security is our upmost importance and we are committed to it by having several layers of protection for any personal and financial information that you place with Quickmas.
2. Access Control All user access rights are in your control. The person that mange the subscriptions and user access right in your company will have control over who has access and what they are able to do. Quickmas customer support will not be able to access your information unless we are invited to help. Please see our privacy policy for further information.
3. Authentication Access to Quickmas software is through a Company ID, User ID and password.
4. Data encryption All data that goes between Quickmas and your users are encrypted using industry-standard (Transport Layer Security (TLS). Data that are stored in our servers are always encrypted whether it is at rest, transferring between data centers for backup and redundancy.
5. Network protection To protect against intrusion, we deploy multiple layers of security controls for access to and within our servers. Firewalls, intrusion protection and network segregation and configured and monitored and maintained according to industry best practice.
6. Secure data centers All Quickmas servers are located in enterprise-grade hosting facilities that employ robust physical security controls with continuous monitoring and surveillance that only allowed authorised access to the servers. Quickmas maintain separate data redundancy and backup in multiple geographical data centers and servers to minimize the risk of data loss or outages.
7. Security monitoring Quickmas Security team continuously monitors security systems, event logs, notifications and alerts from all systems to identify and manage threats.

Audit Trail

1. Primary Purpose: To establish accountability and responsibility for processed transactions.
2. Benefits: Quickmas audit trail is a set of documents that validate the transactions you record in your database. Your trail helps track and verify a transaction to its source. ... Each record in an audit trail includes information about what the event was, who created the event, and the day/time the event happened.
3. Track Users: Track users for all activities, when login, what transactions created, what deleted...