BS (Hons.) Information TechnologySemester-II

Topic: Group 4

What specific Role of people using developing and managing Is? Select an appropriate system and explore roles

Submitted By

M. Tahir Mehmood (1019) Amir Javeed (1016) Muhammad Waseem (1017) Hafiz Shaban (1018) Ghulam Rasool (1020)

Submitted To

Inam Ul-Haq

UNIVERSITY OF EDUCATION, LAHORE

OKARA-CAMPUS

Dated_______________

Table of ContentsWhat is ISExample Of ISERPWhat Is FrontAcountingFeature Of “FA”Role Of People Using “FA”Working Of “FA”Organizations Use “FA”ConclusionThe future Of “FA”References

What Is INFORMATION SYSTEM?

Definition

IS is combination of hardware, software, and telecommunications networks that people build, collect, and distribute useful data, typically in organizational settings

Role of people using developing and managing Is

Example Of INFORMATION SYSTEM IS Enterprise resource planning (ERP)

Enterprise resource planning (ERP) is business management software—usually a suite of integrated applications—that a company can use to store and manage data from every stage of business, including:

Product planning, cost and development Manufacturing Marketing and sales Inventory management Shipping and payment

EXAMPLE OF ERP IS

FrontAccounting

FrontAccounting (FA) is a professional web-based Accounting system for the entire ERP chain written in PHP, using MySQL

Or

FrontAccounting is Open Source web-based accounting software for accounting software, written in, PHP using MySQL. It allows is Double-Entry Accounting and integrated with modules that support most common business processes. FrontAccounting is multiuser, multilingual and

The FA Basic features are : ◦ Sales (accounts receivable)◦ Purchase (accounts payable)◦ Items and inventory◦ Manufacturing◦ Bank ◦ General ledger◦ Reports

Sales (accounts receivable)

credit notes documents can have more than one row with the same stock id. direct delivery. direct invoice. batch invoicing for more than one delivery. template delivery and invoicing. Can be marked in sales order inquiry. most of sales documents are editable. links to print documents after entry.

Purchase (accounts payable) unlimited number of suppliers purchase orders goods receival notes (GRN) supplier invoices, with received items and GL items supplier price lists. conversion factor in purchasing prices Purchasable prices with up to 6 decimals. various payment terms. supplier credit notes show only invoices for a period 'credit this' link in supplier inquiry Immediate allocation when paying (>= 2.2). attachment of scanned documents

Items and inventory

unlimited number of stock and none-stock items item categories item locations price lists also in various currencies adjustments location transfers

Manufacturing bills of material work centre inquiries advanced production and simple assembling work order entries printing/emailing of work orders (>= 2.2)

Bank several bank accounts detailed payments and deposits currencies currency rates by date (historical) bank inquiries and reports. bank accounts reconciliation

General ledger unlimited number of accounts account classes account groups (types) manual journal entry with dimensions entry budget entry even on dimensions. detailed inquiries and reports. journal enquiry with edition/view of journal entries (>= 2.2)

Reports a considerable amount of reports can easily be printed out into PDF. from release 2.1.0 RC you can also select the destination Excel (XLS). most general ledger reports can be filtered by dimensions period selections can be made over several financial years.

PEOPLE WHO USING AND MANAGING FRONTACCOUNTING?

FrontAccounting is provided with standard modules: Sales, Purchases, Items and Inventory, Manufacturing, Dimensions, Banking and General Ledger, and Setup. Its functionality is appropriate for small and medium companies for managing purchases, control their stock, issue offers, register orders and send invoices. It allows to configure several points of sale. Cash flow can easily be managed. Balance sheet drill-down and a number of ready-to-use reports provide a framework that can be suitable for many businesses.

Organized combination of

1. Hardware

2. Software

3. Communications Networks

4. Data

5. People

People are the 5th component of an Information System

Everyone forgets the importance of people in an information system.

Example: End User, Data Entry Person, Manager, Programmer, DB Administrator, Cashier, Secretary, Professor.

HOW PEOPLE WORKING WITH FA

Main Window Of “FA” Software

1. Sales Transactions

o  Sales Quotation Entry To create a Sales Quotations and thereon to view, modify and print them.

o  Sales Order Generate a new Sales Order.

o Direct Delivery Create a Sales Order and mark it as '''Delivered' in a single step. This may

be useful for situations where no intermediary steps, like manufacturing products (See: Work Order) or waiting for non-stock items to arrive, are needed.

o  Direct Invoice Create an Invoice without a Sales Order. This method allows you to create

an invoice directly, skipping the following steps entirely: Creating as Sales Order Flagging a Sales Order as Deliveries (allowing quantities to be adjusted or

back-orders to be created) Creating a Work Order or Purchase Order for manufactured and non-stock

items respectfully.o Delivery Against Sales Orders

Dispatch items ready for shipping from a Sales Order in preparation for invoicing.

o  Invoice Against Sales Delivery Invoice shipped materials from a Delivery.

Inquiries and Reportso  Sales Quotation Inquiry

This Inquiry shows the Sales Quotations for a given period. You have the option to look at an entire Quotation, edit a Quotation, print a Quotation and make a Sales Order from a Quotation.

o   Sales Order Inquiry This Inquiry shows the Sales Orders for a given period. You have the

option to look at an entire Quotation, Mark a Sales Order to be a Template for Deliveries/Invoices, edit an Order and print an Order.

o   Customer Transaction Inquiry Useful to reprint invoices. Preferable to have the menu list of

invoice output links as available when the invoice is first prepared.o   Customer Allocation Inquiry

Browse Customer documents. Check unpaid. Maintenance

o   Add and Manage Customers Maintain your customer list.

o  Customer Branches A customer must have one customer branch in order to issue sales

and / or delivery orders. If your customer is a business (instead of a person) then that business may have several branches each with a different address. If your customer is an individual then it is likely they do not have multiple branches. For an individual you still need to enter a default branch in order to issue a sale.

o  Sales Groups Define customer groupings and/or classifications. This is useful for

tracking sales figures for a particular sub-set of your customer base. This may be something as simple as:

Small Medium Large

o  Recurrent Invoices Recurrent Invoices are used where you have invoices with the same

Item lines that you want to send to a customer branch or a group of customer branches on a regular basis, e.g. rental invoices that are sent on a monthly base. Imagine you have 100 customers that need a monthly rental invoice.

2. Purchases

Transactionso Purchase Order Entry

Purchase Order Entry is used to register all purchase orders in the system. They're not being booked to accounts.

o Outstanding Purchase Orders Maintenance Search Outstanding Purchase Orders. Submit Goods Receive Note

(GRN) documents.

o Direct GRN Enter GRN without Purchase Order being entered previously.

o Direct Invoice

Enter an invoice without GRN being entered previously. GRN document will be generated automatically.

Inquiries and Reportso Purchase Orders Inquiry

Useful to print or modify Purchase Orderso Supplier Transaction Inquiry

Useful to print a supplier invoices or create a Credit Note.o Supplier Allocation Inquiry

Browse Supplier documents. Check unpaid. Allocate payments.

Maintenance o Suppliers

This is the main place in FrontAccounting where you can manage your customer data

3 .Items and Inventory

Transactionso Inventory Location Transferso Inventory Adjustments

Positive or Negative Adjustments of Items.

Inquiries and Reportso Inventory Item Movements

Inventory Item Movements show the movements of items over a period of time

o Inventory Item Status Shows QOH for items and what is going on in the future.

Maintenanceo Items

To Add / Edit / Delete Items of Inventory

o Foreign Item Codes The item codes table stores all item identifiers, both local and

foreign. If you truncated the table you have empty item selector in Sales module. This table is required to keep in the same place both local (stock) and foreign codes (like barcodes printed on packages). This way all the codes can be used in sales invoice entry. No need to have each item in stock master also in item codes, but uncheck the Edit Description for the Items.

o Sales Kits

Sales Kits can be used to bundle items. They can be used in sales invoice entry. They're converted into separate items when entering in the sales invoice.

o Item Categories

To Add / Edit / Delete Item Categories

o Inventory Locations

Within FrontAccounting Inventory Locations are aimed at branch offices

Pricing and Costso Sales Pricing

Assign sale prices to individual sales Items. Use them in sales invoices.

o Purchasing Pricing Suppliers often have different Item id's, descriptions,

unit of measures, 6 items in a package and we sell them by item. A price per 100 items in a box, so you need to enter the price with fraction of hundredth's. All this can be done here.

3. Manufacturing

Transactionso Work Order Entry

Create Work Order documents. Documents are posted to GL on closure

o Outstanding Work Orders Browse a list of all outstanding (non-closed) Work Orders

Inquiries and Reportso Coasted Bill Of Material Inquiry

Calculate total cost of a manufacturable item.

o Inventory Item Where Used Inquiry Here you can see where a particular item was used.

o Work Order Inquiry Browse a list of Work Orders.

Maintenanceo Bills Of Material

Create bill of material (BOM) for all items used in manufacturing module.

o Work Centres List of Work Centres is used in Manufacturing module

4. Dimensions

Transactionso Dimension Entry

Dimensions are used to track departments, cost/profit/investment centers, or projects within a company. For example, you may have several cost centers like Research and Development, Customer Service, and Marketing that you want to track. Or, you may want to track several projects over a specific time period.

o Outstanding Dimensions A View of all open dimensions.

Inquiries and Reportso Dimension Inquiry

A View of all dimensions

Maintenanceo Dimension Tags

The tags and tag associations tables store the filter tags for both chart master (GL Accounts) and dimensionstable records. Field tags. Type = 2 for dimensions table records.

5. Banking and General Ledger

Transactionso Payments

There are different ways to record payments to GL accounts but the most efficient way in FA is through the GL payment system. Payments to suppliers, miscellaneous purchases, etc. can be entered here. The Quick Entries method is the fastest way to enter simple, reoccurring payments.

o Deposits There are several ways to record deposits to GL accounts but

the most efficient way in FA is through the GL payment system. Deposits from customers, miscellaneous sales, etc. can be entered here. The Quick Entries method is the fastest way to enter simple, reoccurring deposits.

o Bank Account Transfers Transfer money from one bank or cash account to another.

Inquiries and Reportso Journal Inquiry

Inquire your journal. Search for specific documents.

o GL Inquiry Inquiry your GL accounts. Drill down to individual accounts

and documents.o Bank Account Inquiry

Inquiry your Bank Accounts.

o Tax Inquiry Taxes are reported for selected dates

Maintenanceo Bank Accounts

Use this option to setup and configure your bank & cash accounts. The default bank account will be printed on invoices. All accounts are used to reconcile customer payments and payments to Suppliers

o Quick Entries Many transactions you enter for your business are repetitive. If you

find yourself regularly entering similar types of bank deposits or payments, journal entries or supplier payments and credits a Quick Entry is what you need. A Quick Entry pre-populates fields in the relevant transaction screen for you, although you can override the values while entering the transaction if you wish. Quick Entries also allow you to allocate a transaction amount to different fixed accounts or taxes. Setting up a Quick Entry involves defining the entry first, then creating numerous transaction lines that adjust the remaining balance and apply it to the correct accounts. Quick Entries are also known as Preset Transactions.

o Account Tags The tags and tag associations tables store the filter tags for

both chart master (GL Accounts) and dimensions table records. Field tags. Type = 1 for chart_master table records.

o Currencies To set the Currencies used in FA. The currencies table that

stores the data.o Exchange Rates

To obtain the current exchange rates from the web for all other currencies used in the specific FA install for the chosen company vies-a-vies the default currency of the company and then tweak the value before storing it along with an settable date (default today) from which it should be operational.

6. Setup

Company Setupo Company Setup

Company Accounts Settings and Parameters, default values and preferences are entered here.

o User Accounts Setup Add or Edit User Accounts for your FrontAccounting Installation.

When installed only the Super Administrator account is created by default. All other role based accounts need to be added by the Sys Admin

o Access Setup Each company's Admin can create users assigned to different roles.

Each role will have access to an allowed subset of the available pages / functions of FA.

o Display Setup Set the default values for the language, figures, dates, printing and

display. This menu can also be reached from the Preferences link in the header menu.

o Forms Setup Set/reset the current reference number for various forms

Miscellaneouso Payment Terms

Set the payment terms for both customers and suppliers. Use them in sales orders, invoices, etc.

o Shipping Company Set up the list of shipping companies used by your business.

o Points of Sale Configure Point of Sales (POS) for the use in the program.

Maintenanceo Void a Transaction

Void a transaction.

o View or Print Transactions View or print any document.

o Attach Documents To be done

ORGANIZATIONS USE “FA”

Conclusions

o Good and useful software, It has many features and very simple in same time

o Extremely well designed, excellent performance and nice user interface. The only issue is documentation, but it has professional programming practices that make it, easy to understand and adapt.

The futureElectronic invoices according to international/national standards.

Electronic deposits and payments according to international/national standards..

Export/Import.CSV (comma separated files).

XML XBRL (XML for accounting systems).Country specific exports/imports as add-ons.More Business Graphics and Analyzing Tools

References

1. http://frontaccounting.com/ 2. http://frontaccounting.com/fawiki/ 3. http://en.wikipedia.org/wiki/Frontaccounting 4. http://en.wikipedia.org/wiki/

Enterprise_resource_planning

o THE END

THANK YOU