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Common Area

Introduction

The Common Area (Common) module of Rintagi 1ERP offers a comprehensive solution for managing all your banking needs, including maintaining Bank accounts, recording Banking transactions and statements, reconciliation reports, and foreign exchange management. Its user-friendly screens enable you to create new customers, vendors, agents, and other codes related to countries, cities, taxes, and more.

Furthermore, the Common module serves as a centralized hub for managing common functionalities and data across all other modules of the system. This helps you streamline your operations and maintain consistency and accuracy of data throughout the system. Whether you're working with the Accounts Payable module or the Sales and Distribution module, the Common module ensures that you have access to all the necessary information and functionalities.

Setup Processes in Common Module

Please follow the steps to setup the common module

Set up a Firm

The initial point to proceed with the system is the Firm. The mandatory fields are indicated by red asterisks, and the majority of screens are separated into master and detail tables.

A firm is a crucial component for managing all entities within the system, including customers, vendors, agents, or members. It serves as a foundation for setting up and maintaining all necessary information related to these entities.

A sample firm information as been filled out here for your reference.

Command: Common Area->Miscellaneous-> Firm Info

Set up Code Tables

To complete the setup of the Common module, you also need to set up the code tables for Country, State, City, and Tax Code. This is a simple process of adding the necessary codes to each table. In particular, make sure to add any specific tax codes that are required for your application. Once these code tables are set up, you can start using the Common module to manage your banking needs and create new customers, vendors, agents, and other codes related to countries, cities, taxes, and more.

Command: Miscellaneous-> Tax Table

Set up Permission-Managed Entities

In the next stage of the setup process, you will need to configure the various entities within the application, including Company, Project, Customer, Customer Job + Rate, Vendor, Agent, and Member Center. These entities are permission-managed and serve as a foundation for all other modules within the system.

Setting up the Company and Project information is particularly crucial, as it provides the necessary framework for the rest of the application. By accurately configuring these entities, you can ensure that your data is consistent and accurate across all modules, helping to streamline your operations and simplify your workflows.

Command: Entities-> Company Info

Command: Entities-> Project Info

In this context, a project entity is a way to organize and view information related to a specific section of a company. It's like how a company may have a head office and multiple locations. Each location operates independently but is still part of the larger company. Similarly, a project entity allows us to organize information for a specific part of the company, such as a particular department or team, while still being able to view information for the company as a whole. This can be useful for tracking progress, managing resources, and making decisions based on specific areas of the company.

Command: Entities-> Customer Center

The Customer Information screen is a tool that helps us add information about people or companies who receive services from our company. Before we can set up the Customer Info, we need to enter information about the company or firm that the customer represents. This is because the customer is also considered a firm and has its own information that needs to be recorded.

Command: Entities-> Vendor Center

The Vendor Information screen is a tool that allows the company to add information about the entities that provide services to the company. These entities are called vendors. Before setting up the Vendor Information, the company needs to create a record for the vendor's firm information. This is because the vendor's firm information is necessary for properly setting up the Vendor Information.

Command: Entities-> Agent Center

The Agent Center screen is a tool used to keep track of information about Sales Representatives. These individuals can be either vendors or employees of the company. This information is important because it helps the company keep track of the sales made by each representative, and it allows the company to pay commissions to these representatives. The Accounts Receivable Invoice section is where sales made by each representative are recorded, and the Accounts Payable module is where the company can pay commissions to the representatives. By having a central location to store and manage this information, the company can better track and manage its sales and payments to its representatives.

Command: Entities-> Member Center

The Member Center screen is a place where the company can enter information about their employees. This information is then used in the payroll module to calculate employee wages, taxes, and other deductions. By keeping accurate employee information in the Member Center, the company can generate payroll and produce reports with ease. The module helps to keep track of employee work hours, salaries, benefits, and other related information, making it an essential tool for any company with employees.

Features in Common Module

Banking Setup

Please follow the steps to setup the Banking Area section in the common module.

Set up a Bank

Command: Banking-> Bank

The Bank Screen is used for setting up Banks with which the company has accounts and wants to manage the same on the 1ERP system.

Set up a Bank Account

Please set up corresponding Bank Accounts for the Banks. Before this screen can setup completely, the GL Accounts related to the bank accounts needs to be created. Kindly view the Step 1A on the general ledger module help on the banking accounts setup .

Upload Bank Statements Process :

The uploading of Bank Statements helps with setting up the new balances for the bank accounts and reconciliation.

Command: Banking-> Bank Statement

A sample statement is shown below for a sample bank account created.

Any new bank statements, will need changes to the downloaded bank statement excel worksheet before being able to import it into the system

Follow the steps below to do a bulk import if necessary.

One way to add bank statements to the 1ERP system is to manually enter each transaction. However, to simplify the process, the system also allows for bulk uploads of bank statements using an import file template. This template can be accessed by clicking on the Blue Question Mark Icon, and once downloaded, the necessary information can be filled in and uploaded into the system. This feature is especially useful for businesses with large numbers of transactions, as it can save a significant amount of time and effort.

Going forward, when the system is used to accept deposit and payments , click on each line item in the grid to immediately populate the Payment/Deposit attached to the line item. Check to make sure the payment/deposit pertains to the line item and save the statement.

Create a Bank Transfer

Command: Banking-> Bank Transfer

Choose the Bank Transfer Screen from the Banking menu.

  1. Choose a “Account from” bank account from where to amount is to be withdrawn

  2. Choose a “Account To” bank account to which amount is to be deposited

  3. Enter the “Transfer Amount” to be withdrawn from the “From” account to “To” account

  4. Press save to complete the bank transfer successfully.

Record Bank Service Charge:

Choose the Bank Transfer Screen from the Banking menu.

  1. Choose a “Account from” bank account from where to amount is to be withdrawn for the bank service charge/ interest charge

  2. Enter the “Transfer Amount” to be withdrawn from the “From” account

  3. Press save to record the Interest/Bank Service Charge successfully

Record Interest Earned:

Choose the Bank Transfer Screen from the Banking menu.

  1. Choose a “Account To” bank account from where to amount is to be deposited for the interest earned

  2. Enter the “Transfer Amount” to be deposited into the “To” account

  3. Press save to record the Interest Earned successfully.

Banking Reports

Bank Reconciliation Report

The Bank Reconciliation Report in the 1ERP system provides a clear and concise summary of all bank transactions, including deposits, withdrawals, and any adjustments made by the bank, such as fees or interest earned. The report also highlights any discrepancies between the bank balance and the company's ledger balance, allowing for quick identification and resolution of any issues.

Bank Transfer Listing Report

The Bank Transfer Listing report is designed to help reconcile bank accounts with ease. The report can be used to compare the transactions recorded in bank statements with the transactions recorded in the system. This allows you to identify any discrepancies and ensure that records are accurate and up-to-date.