Accounting System

To be able to manage a company efficiently, one should always have full information about both each particular business process and the whole company. Accounting cannot always provide the top manager with such information, because it focuses mostly on the needs of external entities like tax office. The purpose of the management accounting is to provide full and trustworthy information necessary for making correct management decisions and plans. The management accounting reflects all factual expenses and revenues of the company, so a top manager can get a clear picture of the company operation and make reasonable decisions. To solve the management accounting tasks, our company applies a self-made Management Accounting System – MACSYS. This automated system makes it easier to make management decisions, providing the top managers with necessary information in a convenient way.

The MACSYS system automates the business processes, helps control the executive discipline, and enables remote work with the information.

Major tasks the system solves:

• Providing the efficient management tools
• Improving the executive discipline control
• Improving the labor productivity due to reduced document circulation time
• Accumulating the information for further use as a knowledge base
• Optimizing the business processes, automating the mechanism of their execution and control
• Formalizing document circulation processes

MACSYS is an integrated system. The following major modules serve for automating the accounting and management of different company activity facets:

Staff/Organizational Structure Management Module

The module reflects the organizational structure in the automated system. Departments, sub-departments, and positions are formed according to the company’s staff list. According to their authority, the person in charge can change the organizational structure representation in the automated system, modifying the information about departments, sub-departments, and positions, designating the employees on existing positions, setting the amount of their salaries depending on the remuneration scheme. The staff manager get the necessary tools for performing their tasks: inputting and accounting the company staff information. This module does not only reflect the current company’s organizational structure. Above all, this is an informational basis for normal operation of the production management module

Production Management Module

The system contains the tools for working with the information about all production process components: customers, projects, developers, and financial documents The module automates all the company’s production process steps:

Customer information Management

Entering the new project information. Dividing the project into tasks. Initial estimating the work load and terms of completion. Assigning the persons responsible for particular tasks according to the company’s organizational structure. Determining all project participants’ rates. Confirming the project work start distributing and giving specific tasks to individuals or sub-departments according to the company’s organizational structure. Assigning authorities and subordination within a project collecting the information about completion of the tasks within a project: the time spent, current direct and overhead costs, the project completion progress. Organizing the reporting system at all organizational structure levels within a project controlling the completion of particular tasks and the whole project Distributing the work among the team members, if necessary Displaying the total project information for managers of different levels Closing and archiving the project after completion. The module employees involved in the project are provided with actual information depending on their position to solve practical tasks of planning and estimating the project, distributing of work among the team members, assigning the persons in charge, and controlling the project completion. All employees involved in the project are provided with actual information depending on their positions to solve their tasks. For example, the developers are given information on the tasks that they participate in the managers are given all information about the projects and employees that they supervise. The top managers get information about the whole company’s activity. Of course, each employee’s access rights can be configured individually

Customer Relationship Module

This module is a set of programming interfaces for entering and managing information about our customers. The module has a powerful functionality that the commonly used software tools “Customer Relationship Management” (CRM) normally have, like: Entering, storing, and modifying the private customer information Customer relationship history. The list of project performed for the customer with all related information (work load estimates, project schedule, employees involved, expenses). The customer payment history – the list of invoices submitted and paid Total information on completed, current, and future projects, as detailed as necessary

Revenues/Expenses Analysis Module

The data analysis tools are necessary to the company managers of all levels. Especially important is the financial accounting, because it is the financial analysis that helps determine the company’s financial situation and success.

This module is used by the company’s finance department and provides:

Cost Analysis: This can be a comparative analysis of different managers’ work, analysis of directions, customers, analysis of efficiency of departments, developer groups, individuals, etc

Profit Analysis: The analysis of the profit brought by the activity of particular manager, department or group. The profit of each project group can be also analyzed

Cost-efficiency analysis: The general analysis of profit and costs to find out the cost efficiency of a project, customer, etc

Analysis of profit as an annual percent of the capital invested. The capital is subject to calculation based on the financial analysis data

Accounting and analysis of debts

The financial analysis is a powerful management and decision-making tool. To make the analysis effective, we tried to allow for storage and display of a lot of source information that can be represented as detailed or summary reports

Reporting Module

Apart from the general reports that are usual and regulated, our company’s management accounting allows to create individual reports at the top managers’ request. The management accounting provides data for any kinds of reports and parameters. Each key position has a set of reports necessary for their everyday work:

The task performer is given a form to input the task information. This information will be used for controlling the work completion and calculating the performer’s salary. The Project Leader has access to all their subordinates’ reports and the project summary report

The Top Manager uses the reports on the projects that they supervise, including the Project Leaders’ and developers’ reports, reports on the Customers and the financial operations between the company and the Customers .The Production Department manager gets the necessary data on manpower/material resource distribution for planning. The Personnel Department manager can get reports on the company’s employees/positions. The Financial Department can get reports on direct and overhead costs, relationship with the customers, etc

Accounting Interfacing Module

One of the main principles of the system is one-time data input, which allows to use the information stored in the system both for the management and accounting. The Accounting Interfacing Module exports the necessary data from MACSYS to the external accounting software.

The major principles that MACSYS abides by are:

• Multi-choice data representation principle
• Accounting rules observance principle
• One-time data input principle
• Configuration flexibility principle
• Management information security and access distribution principle

Our program’s main advantages are:

Using the advanced architecture: Microsoft.Net C#, the high-level development language allowing implementing the business logic quickly. The possibility of remote work from anywhere in the world: the whole functionality is accessible by Internet via a secure channel