Create an Effective Society Maintenance Bill Format for Operations Seamlessly

Society maintenance bill format for Operations

uh so basically this is the homepage of the dashboard i quickly run you through the concepts that we have with regards to accounting on the homepage then we can start off with the proper trainings up yeah under action pending the first thing that we have is payment animation uh so what happens is once these bills are generated in the migrate dashboard right the rent can basically clear the payment in two different scenarios so one is where they log into the application they go to the society due section they click on pay now and they can choose from various modes of payment yeah the second way is so let's say the resident is using an offline method to make the payment it could be a cash payment check payment on an eft transfer that they have done directly to the association bank account in that case the resident can log into the myget application now against the due they have an option called as i have paid where the resident will have to choose the mode of payment and mandatory enter the reference details yeah but click on submit the the admin would be intimated about the uh payment that they have made and then you can verify whether you have actually received these details or not and then you can create a receipt for them okay so those are called premium information we'll again be covering this in detail as we move forward with the training session today on the right side we have the shortcut of raising an invoice now as i scroll below here we have the summary of all the accounts so on the left side we have the total news which are the invoices that are generated till date wherein you have not yet received the payment from the residence total dues are those dues which were generated where even the due date has surpassed and you have not yet received the payment against them next is vendor overdues now so in the dashboard there are two different ways in which the expenses can be recorded if in case you choose to go for a vendor expense uh vala or this thing then you first have to generate an invoice for yourself and then record the payment against it so until that payment is recorded and if the due date has surpassed it will be termed as a vendor overview on the dashboard okay and next we have the advanced account balance now any amount that is being paid in access by any of the flats is going to be termed as an advance account balance in the dashboard got it and on the right side here we have the cash and bank opening balances is there any doubts that you have with regards to any of these on the home page no this um pretty clear okay so we'll start off with the accounting module so the first thing we'll be covering is startup accounts post which will move to the income but and then the expense modules are yeah please okay so chart of account in the dashboard is nothing but an accounting header that is created now each time that you record an income on an expense it has to be specified under a chart of account and at the end of the financial year all your income and expenses would reflect under those account in the balance sheet as well now some of these accounts are going to be pre-defined in the system let's say for example with regards to uh income you will have like your maintenance charges electricity all these to be pre-defined similarly you'll have some expenses uh headers also that'll be different in addition to that if you wish to create more go on the top right corner here click on create account you just have to enter the name of the account and select the sub category now let's say for example if it is a housekeeping salary or a security staff salary or your best company that you need to create to send a name and the sub category could be a direct or an indirect income or an expense this transaction obviously expense no so it will be indirect expense that's correct so if in case it is an expense then it can be a direct or an indirect expense in case of an income it can be a direct or an indirect income how do you differentiate between these two uh between the direct and the indirect income so yeah uh so so direct income would be something that you're receiving from the resident straight up and your indirect income could be anything from your residential income like let's see any shops being led out which is called as a non-member for any promotional stalls being put up in the society so we have the sub categories that have been created and you do not have to select the transaction or the cash account this is only used in case of this society bank or cash account so just the name and the subcategory and what about this general ledger this is if in case uh let's say for example uh you want to start recording stationary expenses right so this is a ledger that you can create under which this particular category would get created so you would have a ledger called let's say stationary under which you can have your first uh so let's say you create uh indirect expenses then you create a general ledger called as stationary then with stationary you create uh headers like pen pencil like that so it's a general ledger that would get specified in the balance sheet under that specific journal letter you can have various chart of accounts got it any other thoughts with part of a counselor sorry any other doubt with regards to chart of accounts no uh but just a quick thing like you know when i'm entering a name it can be anything of our specifics no yes yes because like you know that day i sent you a list of expenses we have so we have around 10 12 expenditures so that i can capture it here as per the there is no naming convention restriction right it is which i can give it that's correct so okay yeah please go ahead okay so now starting off with the income part we go to accounts invoicing and member invoices so first we'll be covering on how you can generate the bills in my gate now for invoice generation there are three steps that are to be followed in the first step we create the invoice template in the second step we configure the amount third step we can select certain settings and then generate these builds up so in the top right corner i'm going to click on create a voice template now here i'll enter the invoice description let's say monthly maintenance invoices this account number is the bank integration that we have done for your society in case any late payment penalty is applicable you can select that from the drop down if in case we have configured it next yes sir a question like you know is this going to be a monthly or uh like you know recurring exercise or is it going to be a one-time uh you know for example like you know the maintenance part will not change uh every month so is it going to be like you know every month i have to do this no no sir in that case it'll be a one time activity we also have something called as auto generation on a monthly basis which we can enable for your society like it can be done from the admin dashboard itself it can be enabled then the system would auto generate the invoices on a fixed link of every month yeah we want this to be generated on the 10th of uh sorry first of every month and then the due date to pay would be on 10th of uh the month sure so that can be said so before uh concluding today's call you can just log into the dashboard and present your screen you can just verify the details there and then auto set it for the next one generation so now the first option that you see is enabled by default so that from this particular template that we are creating we can also generate invoices in the future next we have something called a settle from advance and instant settle now when we enable settle from advance the system is going to wait one day before the due date for the residents to make the payment so let's say if 10th is the due date then the system will wait till 9 for the residents to pay if in case the payment is not received on 10th the system will run a check on all the advances that are there in the system and ingly settle those bills so in case of selected from advance the settlement is going to happen on the due date however in case of instant settle the same settlement from the advanced account will happen instantly when the bill gets generated so let's say the system pushes a bill of 2500 now there is an advance of rupees 2500 it will immediately settle that and generate a receipt for that particular flag okay next we have this enable receipt box now this so i'll just enable this now what happens is this is a small acknowledgement receipt that would be visible at the bottom of the invoice this is only if in case a society wants to take a print out of it enter the payment receiving detail put a society stamp and hand it over to the resident as an acknowledgement for the payment receipt however hard copy that's correct however each time you're marking a user settle there always be a receipt that is going to get generated so i'm just enabling this so while we're previewing it you can always see how this will look like sure next we have something called as include previous arias wherein we have three type of carriers now we have consolidated so if i enable this at the top of my invoice any previous months uh dues or advances would be visible on the invoice that is getting generated today in the application however it will be a separate bills itself it's just that through but if i enable this it will show how much was a previous consolidated area that is still there in the system okay similarly we have something called as bifurcated areas where from a specific general type or a ledger type you can include the dues which will be shown separately so let's say in future you start collecting any additional fund apart from maintenance as well which is sort of mandatory so you can have an area reflecting only for maintenance or an area reflecting only for the next next additional charge by creating a journal ledger for it okay and the third time that we have is import is from bill plan wherein from a specific build type you can choose what areas are to be included in the invoice so i'm going to go ahead and enable such consolidated areas and all these settings that we have selected over here will also show up in the invoice that we are generating okay the next one this is the charge item so whatever bill that we're going to collect from the residence is going to be entered over here so in item description i'm going to enter this as maintenance charges now cost my charge account this charge account is nothing but the chart of account that i've created in the system i'm going to go ahead and collect this as let's say use receivable maintenance charges next we have the charge type wherein we have three type of charges we have something called as general charge which is a flat rate from all the residents then we have area based charges which is on square feet basis and meter charges are applicable in case of water collection you got it so in your society the calculation is happening on area based area based yes okay i'm going to select this and is there any gst that is applicable uh gst not now okay so in that case we can leave this as blank then the resident type and the tar type will remain as all and at the bottom here we have something called as invoice footer notes where we can enter or roll out any terms and condition along with the invoice like we can say you know like kindly clear your dues by 10th of every month otherwise the penalty of xyz amount would be right something like that got it in addition to that let's say uh if you want to tell them you know if they're paying through the migrant application then these are the steps or if you want to paid offline then you can send an intimation through the migrate application or in case of direct transfer to the association or the virtual account these are the details i'm just going to click on save is there any doubt with regards to template creation no this is fine so now as you can see this is the template that we have created now the second step would be for us to configure the amounts on the right side i'm going to click on configure amount over here now because we have uploaded the area square feet details that would get reflected against each of the flat all i have to do is enter the rate per square in let's say if it is rupees 2.5 i enter the rate i click on submit and the system will rather multiply between the area square feet into the rate per square feet and the total amount would reflect over here got it and if i want i can also round it off to the nearest amount and then click on submit so i ended up with the second step of a mount configuration so no but can you just show me this step one more time okay so i'll just go to the previous page [Music] so here we have this option of configure amount so i'll just click on configure amount and then here and click on submit and the system would run a multiplier i would say i would run it off to the nearest amount and then click on save so got it and after you've done it as a first time then second time it will be reflecting as edit amount instead of configure amounts i'll just show it to you so now it will reflect as edit amount since we have already configured the amount once yes okay so now here on the left side we have this option of monthly generations up so i will simply enable this and i'll enter the next charge in generation day of the month which is let's say first number of days to pay is going to be my due date let's say 10 and if in case there is no penalty then you can just leave this as one and click on update over here now automatically from next month first onwards it will keep triggering these bills so okay yes you have to make any changes to it just make sure that you make it before 31st because on first midnight the system will push these invoices okay like now it says day one of every month and then you can choose to notify the residents via email sms and push notification you can limit it to just either the owners or the tenants or to all the residents and then it's a one-time activity ideally you should be clicking on generate a noise but this would not be applicable since we're going to enable monthly generation for your society so i'll just show you a preview of these builds i'm going to click on generate invoice and this is where i have to enter the charge date and the due date i can always cross up the next line processing date since it is not applicable just click on preview over here charge date would be on the first and then due rate would be 10th is that how it works that's correct so okay and so this is what the invoice would look like because i have enabled consolidated areas i can see my previous advances and interest on my advances reflecting over here i have the house number area square feet details on the right side i have the invoice and the due date reflecting this maintenance and noise that you see is to do with my current maintenance bill that is being generated and the system will also show you the calculation on the area square feet types of so factor t is the area square feet and 2.5 is the rate per square feet yep now any terms and conditions which was the invoice footer notes would reflect over here and that acknowledgement to see that i was talking about is this one sir okay so if you do not want this you can always have this disabled and for the residents and for the society basically since we have activated virtual accounts now on this invoice itself over here right next to this is a computer generated invoice right right over here they'll have their respective virtual account number and the ifsc code mentions up okay it'll be mentioned on vote so they can refer to the bill as well is there any doubt with regards to invoice generation no this is fine okay so now when i let's say generate these bills so every month when these bills are being generated for the society there's going to be unique group batch id that will get created so as you can see we have one batch id reflecting over here you have the created date and time and other details and if i move my cursor on the right corner on this black icon over here i can see which of the admin has created this particular invoice and by clicking on this batch id which is going to generate every month i can see the settings that i had selected and the invoices that were generated for the society okay and josna when you are doing this it will auto calculate the uh previous month's overdue also right that's correct so it will be reflecting on top of the invoices consolidated ideas okay no i mean when they get a bill uh in their app it will have both the arrears and then the new month are due nothing also for the resident let's say previous month's bill and the current month bill are going to be two separate invoices so for example like you know i'll take one example like you know my flat maintenance can be thousand rupees i don't pay that amount next month when i get a bill uh in the app will it show thousand plus thousand or will it show like you know uh one thousand as one line and another thousand as another line uh so the latter ones are so each of them will show as one thousand one invoice the second invoice would be one thousand like that and they'll have to uh you know calculate the total loss i mean some of it and then pay it if they're paying offline yes sir but if they're paying through application then they'll have to go through each one of them one by one okay i'll just share a screenshot with you on whatsapp right away you can just refer to that [Music] okay [Music] answer did you receive it yeah got it now okay so like this it'll be each invoice individually so okay okay got it is there any other dance that you have with regards to invoice generation uh no this is fine okay answer i just saw a message from uh rama sir on the group saying that they want to add the logo with the address and registration number yeah so if you can share those details with me i can have it added on the invoice up all right i'll share that with you after the call all right so thank you thank you but it'll only reflect on the new bills that will get generated not the existing ones up that will be from next month ah character okay okay now so after these bills are generated there are three different ways in which the receipts can be created in the system now the first scenario is where the resident is using the magnet application they go to the uh against the invoice they click on pay now they get redirected to the payment gateway whatever settlement is happening over there it's credited into the association bank account and t plus two working day and the receipt gets auto generated okay only in case of virtual account the transfer would follow a similar process it's just that the amount will be credited on the same day okay however if the transaction is done let's say after 8 or 9 pm then the credit would happen on the next day but again the receipt will get instantly generated for them so there is no intervention required from the admin in that case in the second scenario like we previously discussed where the president goes to the uh migrant application the society do section and now they click on i have two payment informations being triggered by one of the owners so we have the date mentioned here and the door number now we have the mode of payment now as for the mode of payment the reference details will ingly change so so as in case of check payment we have the bank name bank branch and check number which is mandatory in case of eft it's going to be bank name and the reference number right now you'll scroll on the right side the actions that you can perform against the payment intimation is you can either reject this information in if in case it is a false claim or you need more relevant information to settle this or you can directly click on confirm and settle wherein the receipt page would appear now the details will be autofit as per whatever the resident has triggered all you have to do select the receiving account which is the association's bank account yeah this i've done it so i'm comfortable with this one okay so great so now we can just click on create to see that the scene gets created now in the third scenario let's say the resident uses an offline method to make the payment and they're not even intimating you through a payment information that the payment has been made so that and you have to create the receipt manually for them sir so you have to go to accounts use and received and use over here now this is the page where you can perform various actions with regards to individual flats in the society so all you have to do is select the house number over here and click on show dues now here you can see the total use the overdues advance amount and the security deposit reflecting over here so let's say if he's clearing the payment for this particular invoice just select this and click on settle news and then you can select the mode of payment and then how much amount have you received what is the receiving account which is the association's cash or bank account in case of a check payment you can enter the check details in case of eft just enable eft in case of cash you can select agreement over here the amount gets auto populated then click on create receipt and the due is marked as settled and the bill is generated other receipt is generated for them so any doubt with the third step so uh as i told like you know this part i'm uh pretty clear about it i've been doing this so it's fine okay so and all the receipts that are generated would reflect over here and if in case you're cancelling any of the receipts due to let's say incorrect detail or some rectification the canceled receipt would be visible over here so okay now coming back to this new page now here now so what happens in the system is when you're generating the bill on first and the due date is entered as stands right and first the first level of notification is sent to the resident informing them about the bill generation and on on 10th which is a due date there's a reminder which is auto sent by the system in addition to that if you want to set multiple reminders ending for those residents who have not get paid we have this auto due reminder sending options up where you can click on change choose the frequency of the intimidation choose how many days or months should it be sent to and then you can pick a start date and simply enable email and sms and system would auto trigger those reminders on those fixed days of every month okay uh sorry when you say frequency can this be done on a daily basis also yes yes so if i click on change over here i have a frequency of let's say after days i said this as one so every day then this reminder would be set okay and any time that i that we can select i know so time is not selectable however even if you are sending this due reminder it will only be sent to those residents who have not yet paid sir okay but uh at what time it would go um so timing i am not uh very sure on that right yeah i'll have to check on the order reminder timing so yeah just so you can let me know because if you're sending it on some busy time no people may not even read the messages so it's it's either uh it should be like you know early in the morning or uh it should be in the evening when people are like you know just sitting at home they should get that pop-up message or the reminder that otherwise they'll be busy with their uh office works and then like you know they may not pay attention i'll have this check with my team so yeah please okay okay now coming back to this individual uh activities i was referring to so let's say we select a flat over here if in case you want to add uh now apart from these actions the other activities that we can perform with specific flat is just click on select options you can add a charge which means generate an invoice for them specifically at credit notice by giving them a waiver of an existing invoice you can add a security deposit or collect the advance as well okay and you know what you have with us this particular income module uh no but if we have to take the previous example like you know the flare which i gave you if i want to make uh you know edit or if i want to make the correction in the due amount how do i do it okay so like in general let's say if this is a bill that you have generated and you want to delete it so like you will not be able to edit it for now we do not have that option however you can always cancel an invoice and then regenerate itself okay but since the news that is currently uploaded in the system was done by the backend team as opening balances you will not be able to cancel it from yourself okay so it will have to come from your end only then that's correct it would have to be done from the back in itself only for this particular uh opening palace that we have updated next month onwards when these bills are generated let's say if i want to cancel this particular invoice i just have to click on cancel and i can just mention a reason for it if i click on delete it will get removed so okay can this be done for individual flight or it has to be done like you know uh in a bulk generation which you showed okay so uh build generation as in this one oh okay i had a charge will be a bill then that's correct so so let's say if you you bulk generated the bills and there's correction only for one of the flats right so you can delete it over here for this particular flat which is let's say three three c one zero you can cancel the current invoice that is generated and click on add charge and regenerate a bit with the correct details yeah and apart from this particular page if in case let's say you generate the bills in bulk which you want to delete you can go to invoicing invoice history and here we have a cancel option so so the entire batch would get deleted okay and if you want to do it for specific flats either you can choose to do it on that page or over here also have cancel option okay apart from the resident income do you also have any uh you know income coming from any commercial uh outlets that you have in the society like any event that you're receiving or any recurring income on a monthly basis uh as of now no it's a new project in fact it's still under construction uh or you know incomplete project so even the amenities part is getting uh you know done now so we don't have the other source of income apart from the uh maintenance and so no no one time incomes as well no there is nothing as such okay okay tickets are not a problem and in future when you have the amenities up and running you can just let my team know we have a separate module for adding a menus up yeah see correct now we have added uh i mean we have now asked you not to show that in the uh resident module okay uh maybe once like you know maybe from next month it will take another month or so for a minute it is to be completed and then like you know it is open for the uh residents so then we will uh reach out to you for updations unless yes i guess so i would not be the one taking care of it i'll generally take care of the accounting part but you can just either drop a message to us uh on the whatsapp group or just reach out to us using this chat support icons uh so we'll have it activated for the society so okay yeah okay so now so moving on to the expense part in that case under purchasing like i previously mentioned that we have two modules one is general payment and one is your book expenses now general payment is generated generally to do with your expenses of the society if in case you have any vendor specific expenses that can be recorded under book expense okay so now for general payment on the top right corner we click on create general payment anything that has a star on it is a mandatory fee so we'll enter the date and then we'll enter the party name so let's see if this is my housekeeping salary i'll enter the party's housekeeping select the paying account which is the associations cash or bank account then i'll enter the description here let's say uh salary and then here i have to just use the expense account so this expense account is again my chart of account that i've created then selling this is housekeeping and i'll enter the amount expense if in case i want i can also add multiple attachments to this particular expense and then click on save so now this gets created as a general payment which is nothing but a voucher so my system so let's say if i'm clicking on print over here on the right side this is what my payment voucher would look like this is the one step uh creation of the expense basically okay and the other uh you know activities that i can perform with this particular expense is i can view it edit print and delete it and if i move my cursor on the black i can i can see which of the admin has created this for any topic this is like this was the step that i had shared with you for recording expenses yes correct you were able to follow through right yeah yeah okay so i'll just explain your book expense also if you find that feasible you can you know start recording your expenses over there yep so just a question now what is the difference between book expenses and uh the previous one which you showed general payments okay so that i like idly speaking there is no much difference over there it's just that there are there are two entries that come into picture when you go for a book expense since you're first creating an expense for the vendor and then you record the payment against it for general payment it is straight up going as an expensive so your balance sheet will show the same thing there'll be no difference but if you're categorizing it vendor wise then at the end of the day you'll also have something called as a vendor report okay so let's say if you have a specific vendor who's working in the society now and you want to have a separate you know statement to view for this vendor then you can go for book expenses uh-huh okay okay so now in order to create a book expense there are three steps that are to be followed the first step is a one-time activity where you have to list the vendor in the system after the vendor is created we have to first create an expense or book an expense and then in the third step we recall the payment against it now in order to add the vendor we go to people hub and vendors over here okay the list of vendors that have already been created would be listed down here in case you wish to add a new vendor click on create vendor the name is mandatory you can enter other details over here and click on create and after a vendor is created you can always edit or delete their details got it now after this vendor has been listed on the top right corner we click on book expense and now here these are the details that we have to enter so we have the delivery date the expense creation date and the due date and then here you have to select the vendor so let's see if i'm recording this as my best call so i'm selecting my vendor as best form over here and then i have to choose a department it can be an electrical department and if in case a vendor is handing over a bill to you you can enter the bill number here along with the bill date okay okay now as i scroll below this item one is to do with the expense that i have incurred so click on choose item and click on expense over here and then i will enter my item name let's say this is a bill paid for august and then i need to choose a purchase account so again purchase account is nothing but my chart of account okay selecting this as my best come expenses now if in case it is a purchase that you have incurred then you can enter the details like description quantity unit of measurement and the rate if in case it is a service that you have await then just enable is this a service yes over here and just enter a description and the amount for the expense that you have incurred so god so good services needs to be separated here that's correct got it and if in case there is any deduction that is involved you can enter the deduction amount and the reason for deduction over here in case there is any jso tds that is included you can always enable taxable over here and i call in ingly enter the amount over here in case of tds being calculated just enable tds to be applied on this item and enable tds over here so okay okay and if you scroll below if you want you can add an attachment to it enter a final description here and then click on book expense then this expense will get created now after these expenses are created all of these would be listed down under vendor book expenses you would have the expense booking number the vendor name the payable amount the balance amount and the actions that you can perform against this particular expenses you can view the details you can edit the expense delete it which of the admin has created you can view the name date and time and if you wish to record a payment against it now you can either select this check box and click on settle use or directly click on this dollar sign over here to pay the vendor okay so when you say pay the vendor now uh since we have a or like you know link the bank account with mikey will this take us through uh the access bank or how does it work when you say be the vendor here okay no sir so the integration that we have done for the society is solely for receiving the resident incomes okay so here you'll have to make the payment on a real-time basis but when you click on pay vendor you'll have to enter the payment details over here okay so it is like it is only two uh account or documented in gateway going to move my that's correct sir okay so the transaction would happen on the real-time basis you will just have to record the payment details over here so now i'll enter the date it's like the payment date paying amount and the paying account would be my association's cash or bank account in case of a near free transfer i'll enable this or enter the check details the reference and description is optional i can add an attachment to it but scroll below the amount is auto populated i click on proceed and then a payment watcher is generated so the only difference at the end so for both these steps i'm having a payment watcher that says that is being generated is just that here i will also be able to see something called as a vendor uh statement so we go to my purchasing i have this called vendor account statement so vendor wise let's say i created it for best com today okay so it's basically to to check the periodical uh amounts that we have paid that's kind of like so yeah so yeah this is what the vendor statement would look like in that case yeah but at the end of the day since the uh you know the account will remain the same the charter for the selecting in the balance sheet it would come ingly so yeah any doubt with these so far sir no this is fine so now next we have this bank account where we have bank reconciliation so the transactions that are being recorded in the market dashboard will also have to be reconciled which means that against these transactions right you will have to add a bank date so the system can mark it as reconciled so all you have to do is click on add bank date selected select a date over here and click on add date then the system would mark it as reconciled so this is something like uh my gate versus my being i mean bank statement that's correct sir so then the end of the day thus you know the financials are exactly matching but it would be like you know 185 flats for us so 185 checks here then um so uh all the residents paying my check i mean check has been like 185 reconciliation checks here for the okay that way um so i believe okay so as for my understanding the residents who are paying online the system might be auto reconciling it correct yeah that's what type because that's how it is now because they are through paying through my gate app character and in the dashboard also when the resident is paying through the application right you can actually view the payment status so sir reports so because it also gets updated in the system these get order reconciled for payments being made through the application only the additional charges that you are recording would have to be manually reconciled which again can be done in bulk as well so if you want uh we have an option of downloading it and then you can upload that file back to the system so by adding a date and month okay right so after this reconciliation you can actually view a detailed reconciliation report over here and in addition to that so currently the society only has one bank account correct correct and are you also using a petty cash account uh not really we are managing everything here only the amount which comes in cash we are managing for those payday expenses okay very expensive so basically the petty cash account is being used correct so and there is no uh you know literal bank account for that we are managing with the cash uh like you know whoever pays the cash what is uh used for the smaller expenses okay so when you're recording those expenses under general payment you're selecting the paying account as cash itself right correct okay and also would there be any scenario where where you're having a fund transfer between the cash and hand account and the bank account i tell you the reason i'm asking this is so let's see if i go to the home page of my dashboard so here i'll have my uh cash and bank opening balances right although cash is not an account per se but in the dashboard because we are also keeping a track of your income and expenses that would be visible over here so you'll have an opening balance for cash as well now we have certain societies who are either withdrawing the cash from their bank account or depositing it in case of being access or deficit right okay so if in case come across any scenario you can always create a cash bank transfer in the systems up so that your opening balances tally okay so let's say if your withdrawing let's say this month you have an expense uh to be incurred of cash for rupees 10 000 but you've run 5000 rupees short so you need to withdraw that 5000 from your bank account right that time just create a cash time transfer your from account would be the withdrawing account and would be in which you're going to transfer this particular amount to so let's say if it was a withdrawal from your bank account select your bank account to account would be your cash account enter how much amount you were drawing and enter the description over here we'll click on save because that transaction has happened on a real-time basis it would also get recorded in the dashboard okay so any doubt about this sir no we don't have this kind of scenario so i think we should be good okay so now uh next we have something called budgeting stuff would you be using budgeting for the society yeah we have done it in excel now but yeah it's good to have it in the uh in the dashboard here at least we'll know how we are trending right so i'll show you how the budget system works in my gate so in order to create one you have to first click on new budget enter the name of the budget select the current financial year and we have four types of budget period which is annual semi-annual quarterly and monthly now the expense account that we have created which is your direct or internet expenses under chart of accounts would get listed down in a budget report okay you have to enter your budget against each of these items for the current financial year yeah right after you have entered the budget it gets saved in the system right after saving it let's say these are the list of the budgets that the society has and for this one you want to view the details now so you'll always have an option to again edit your budgets up so now this was the budget that the society had created the moment i click on view budget report what the system would do is all the transactions that i have recorded against these particular expense headers would be extracted by the system so i have the expense account here i have the budget uh that i had created this is the actual expense that i have uh you know incurred and the system will then give me a variance whether i have you know increased or exceeded my budget or i'm still under the budget basically okay yeah yeah this is the budget that we have does not yes sir now since uh like you know for example we are uh in august now and then we started our association in july okay sir so the financial year starts from april right right so april may i don't have anything because it was under builder uh you know control right so now when i do a budget it will be from june so i'll have to take it for 10 months into consideration right that's correct but again like in the system you'll not have an option to choose from which month it's going to start but because your expenses also will start from uh you know july july onwards then you will know that huh the budget was created from july onwards and the expenses were also incurred from july onwards itself okay yeah got it okay so next we have these financial reports over here sir so that use an advanced collection you can view all the reports you know pertaining to the resident income that you have in the society so we have the dues that are till they induce that you have whether dues collection by account then we have a consolidated report that you can view then we have the advance collection report as well in income and expense analysis we have the income and expense report and the analysis report under account balances we have the receipt and payment statement and the cash bank statement and the final accounts is where you will find all your trial balances income and expense account and your balance sheet along with the detailed balance sheet then we have the ledger reports here which is the ledger report and the day book these are the tax reports that we have available in the system and this uploads and downloads is to do with the bulk actions that you can perform sir so this general payment are the expenses that are recording in the system general receipt would be our additional income that we have not covered since the society is collect you know currently not collecting any then we have to paid in the unpaid vendor report here as well and if i click on upload transaction this is where we can perform bulk action so so let's say if you want to go ahead and upload general payments in bulk you can always download the sample in a csv file and then enter the details as for the defined format and then come back choose file and upload those details got it yeah