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Tally.ERP 9 For Educational Institutions © Tally Solutions Pvt. Ltd. All Rights Reserved Agenda • Educational Institutions- Overview • Schematic Representation of Educational Institution Solution • Tally.ERP 9 For Educational Institutions • Process Flow • Primary Requirements • Tally.ERP 9 – Fitment © Tally Solutions Pvt. Ltd. All Rights Reserved 2 Educational Institutions – Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 3 Schematic Representation of Educational Institution Solution Schematic Representation of Educational Institute Solution on Tally.ERP 9 ADMINISTRATION /OFFICE Payroll Transport Hostel Inventory Admission Management Fee Management Applications sales New students Accounts Book category details Book author details Book publisher details Book language details Book series details Book name Book cost Book issued report(student wise and staff wise) · Missing book report Existing students · Vehicle details · Drivers data base · Vehicle route details · Student wise pickup and drop point · Hostel details · Student count in each hostel · Hostel fee receipt · Hostel fee due date · Contact details of student · Local guardian details · · · · · Hostel Fee Tuition Fee Exam Fee Transport Fee SMS alert © Tally Solutions Pvt. Ltd. All Rights Reserved · · · · · · · · · · · Name of the student Gender & DOB Religion Nationality Father’s name Father’s education Father’s designation Mother’s name Guardians name Permanent address Transport requirement · Hostel requirement · Purchase of books & stationary · Sale of books & stationery · Income/Expenses statement · Consolidation Academic Information Reports · · · · · · · · Refer history · Staff database · Contract period · Pay structure · Attendance · Payments · Income tax · PF & ESI DEPARTMENT MANAGEMENT LIBRARY MANAGEMENT Time table Fee Management Examination masters Subject masters Division masters Marks sheet Class details Teachers list Subjects Attendance · · · · · Hostel Fee Tuition Fee Exam Fee Transport Fee Hostel Fee 4 Educational Institutions – Admission Management Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 5 Process Flow - Admission Management Student Admission Existing Student/ Student Promotion New Student Office staff, issue the application, note the application number and collect money Course Enquiry/ Student Walk in Students returns the filled applications Update the records with student promotion details Publish the same Check the eligibility of the student- Admission criteria(Verify application, Marksheet,Special quota if any) SELECTED NOT SELECTED Rejection Publish the selected students list & schedule the final interview SELECTED Final round eligibility checking by (concerned department or principal) NOT SELECTED Rejection Finalize Admission Student Database Creation Office staff collect the necessary documents & Fees Issue ID Cards © Tally Solutions Pvt. Ltd. All Rights Reserved 6 Primary Requirement-Admission Management Category/ Module Administration & Office:– Admission Management © Tally Solutions Pvt. Ltd. All Rights Reserved Requirement Explanation Admission form sales Should be able to handle application form sales with or without creating the applicant as student master in the database. At the same time should be able to track the collection through application sales. New student admission process Application collection, eligibility check scheduling student interview, mark sheet collection, interview schedule, data base creation, issuing ID cards etc. Existing student admission / student promotion Once student is passed out from one semester, the student master can be updated. The result of this will allow viewing the student class information with the latest class details. Student data base creation and handling This enables to maintain students database and access all information provided by student in the admission Form. 7 Tally.ERP 9 Fitment-Admission Management SL No Requirement 1 Student application form sales handling Yes 2 Student database creation and management Yes 3 Existing student admission and promotion Yes 4 Application form sales money management Yes 5 New student admission fee collection and receipt management Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 Customizable Integration required 8 Educational Institutions – Transport Management Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 9 Process Flow-Transport Management TRANSPORT MANAGEMENT Vehicle (Bus) Driver Name Reports Driver Salary Class wise transport list Advance given for fuel Class wise transport strength Fuel bill submission Transport slab list Accounting Fuel consumption Route Route-A Route-B Pick up/Drop point- Route A Pick up/Drop point-Route B Student wise pickup and drop details Kilometer wise fuel comparison © Tally Solutions Pvt. Ltd. All Rights Reserved 10 Primary Requirement- Transport Management Category Administration & Office:– Transport Management © Tally Solutions Pvt. Ltd. All Rights Reserved Requirement Explanation Vehicle management Advance given for fuel, fuel bill tracking, kilometers covered and comparison of fuel with kilometers, route management etc. Drivers database management Drivers contact details and salary management. Handling of pickup and drop points Class-wise student strength, class wise transport list, class wise pickup and drop points Transport slab details Need to calculate student transport fee (bus fees) as per the concessional rates if any. 11 Tally.ERP 9 Fitment-Transport Management SL No Requirement Tally.ERP 9 1 Advance given for fuel and maintenance tracking Yes 2 Advance against fuel bill Yes 3 Comparison of kilometers with fuel consumption. Yes 4 Bus route management Yes 5 Calculation of class wise student strength in each bus route Yes 6 Class wise pick up and drop point management Yes 7 Transport slab details Yes 8 Drivers database Yes 9 Driver salary management © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Integration required Yes 12 Educational Institutions – Hostel Management Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 13 Process Flow - Hostel Management HOSTEL MANAGEMENT Student Collect Hostel application Form and submit OFFICE Office collect Caution deposit from student and issue letter for hostel warden Warden Hostel student Data collection Form Rooms Student Room Allotment Student contact details Student guardian details Expected Visitors details Hostel registors Visitors Registor Explain Rules & Regulation Student Register Leave Register One Bed Room Two Bed Room Three bed Room No Rooms and student strength Report © Tally Solutions Pvt. Ltd. All Rights Reserved Transfer of Rooms IN/OUT register Fee Due date/ Fee register 14 Primary Requirement- Hostel Management Category Administration & Office:– Hostel Management Requirement Hostel room allotment Hostel wise student database and contact numbers © Tally Solutions Pvt. Ltd. All Rights Reserved Explanation Need to allot room based on the capacity to accommodate students (one bed room, two bed room, three bed room). Should be able to record transfer of student from one room to another. Room slab details, number of students strength in room etc. The information on contact details of the student, guardian details with Id proof and expected visitors details etc. Due date for hostel fee Should be able to generate the report based on the due date of hostel fee. Hostel register management Need to capture the student IN and OUT information (date & time) and visitors details. Also the leave details of the student needs to be maintained. 15 Tally.ERP 9 Fitment-Hostel Management SL No Requirement 1 Room allotment to students Yes 2 Transfer of rooms –change student from one room to another Yes 3 Room type (one bed, two bed, three bed etc) Yes 4 Student strength in rooms Yes 5 Hostel wise student data base management (contact details of students, guardian, visitors expected visitors details etc) Yes 6 Hostel fee due date and collection Yes 7 Hostel register management (visitors registers, student register etc) Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 Customizable Integration required 16 Educational Institutions – Inventory Management Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 17 Process Flow - Inventory Management INVENTORY MANAGEMENT Existing stores New Stores Stock Taking Identify the items required in the stores Purchase Order Suppliers PURCHASE RETURNS INVOICE STORES (Check the stock & acknowledge) Accounts (Purchase Bill entry in accounts) Student walks-in and Select the Stationeries/Books etc Make the payment to Store clerk Collect money and give the receipt Reports 1. Book sale report 2. Stationery sales report 3. Daily collection report 4. purchase return report © Tally Solutions Pvt. Ltd. All Rights Reserved 18 Primary Requirement-Inventory Management (stores) Category Administration & Office:– Inventory Management © Tally Solutions Pvt. Ltd. All Rights Reserved Requirement Explanation Purchase process Student books purchase, stationery purchase, purchase returns, goods receipt entry. Sales cycle Student books sales, stationery sales, daily collection details, sales billing etc Inventory templates for sales billing-class wise books list. Should be able to define text books required for specific class For Eg: 9th std. And while billing the books, by selecting a class books required for the specific class should get listed automatically. Reports 1. 2. 3. 4. Book sale report Stationery sales report Daily collection report Purchase return report 19 Tally.ERP 9 Fitment-Inventory Management (Stores) SL No Requirement Tally.ERP 9 1 Purchase process (text book, stationery purchase ) Yes 2 Purchase returns management Yes 3 Goods receipt entry Yes 4 Sales cycle (Student book, stationery sales) Yes 5 Cash collection and issue of receipts (billing) Yes 6 Inventory reports (Inward for text books, note book, stationeries Yes 7 Inventory templates for sales billing-class wise text books. © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Integration required Yes 20 Educational Institutions – Fees Management Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 21 Process Flow - Fees Management Fee Management Transport Fee Hostel Fee Due Date Collection Library Fee Students fee pending list Tuition fee Exam Fee Collection Due Date Collection Students fee pending list Due Date Due Date Collection Collection Students fee pending list Students fee pending list *All types of fee payment reminder is possible through SMS © Tally Solutions Pvt. Ltd. All Rights Reserved 22 Requirement-Fees Management Category Administration & Office:– Fee Management Requirement Explanation Students admission fees management Hostel fees management Transportation fees management Should be able to track class/department wise due date for fee payment and issue of fee receipts. Library fees management Exam fees management SMS Alerts © Tally Solutions Pvt. Ltd. All Rights Reserved All type of fees ( hostel Fees transportation, library fee, exam fee) due date reminder. 23 Tally.ERP 9 Fitment- Fees Management SL No Requirement 1 Hostel fee management -due date, collection of fees and issue of receipts, fees pending list and SMS alerts Yes 2 Transport fee management -due date, collection of fees and issue of receipts, fees pending list and SMS alerts Yes 3 EXAM fee management -due date, collection of fees and issue of receipts, fees pending list and SMS alerts Yes 4 Admission fee management -due date, collection of fees and issue of receipts, fees pending list and SMS alerts Yes 5 Library fee management--due date, collection of fees and issue of receipts, fees pending list and SMS alerts Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 Customizable Integration required 24 Educational Institutions – Payroll Management Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 25 Process flow - Payroll Management PAYROLL MANAGEMENT Staff Database Staff Group Attendance Professor/ Lecturer Office Staff Leave with Pay Employee Pay structure Leave without Pay Maternity Leave Reports/Forms Promotion/ Bonus PF ESI Professional Tax form Gratuity Arrear Calculation Salary payment Payslip © Tally Solutions Pvt. Ltd. All Rights Reserved 26 Primary Requirement- Payroll Category Administration & Office:– Payroll © Tally Solutions Pvt. Ltd. All Rights Reserved Requirement Explanation Defining pay structure Should be able to define the staff pay structure like basic, DA etc, CCA,PF,ESI etc. Attendance management Should be able to captures staff attendance and linked to payroll. Integration with attendance swipe recording system. Salary processing Based on the pay structure salary should be disbursed either by cash/cheque. ESI & PF Deduction and payment of PF & ESI contribution to concerned department. 27 Tally.ERP 9 Fitment- Payroll Management SL No Requirement Tally.ERP 9 1 Staff database Yes 2 Staff group Yes 3 Employee pay structure Yes 4 Salary payment Yes 5 Attendance (manual entry) Yes 6 Provident fund, ESI, Professional tax, Gratuity Yes 7 Promotion and arrear calculation Yes 8 Bonus calculation Yes 9 HR management 10 Pay slip 11 Integration of attendance swipe recording system with payroll. © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Integration Yes Yes Yes 28 Educational Institutions – Accounts Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 29 Process flow -Accounts ACCOUNTS Single Location Day to day Transactions Daily updating of collection Voucher printing Day book preparation Bank Reconciliation Bank/Cash payment Cash/bank receipt Purchase and sales bill accounting Purchase order processing MIS Reports Outstanding Fee receivable list Trial Balance Income & Expenditure Statement Multiple Locations Day to day Transactions (HO) Daily updating of collection Voucher printing Day book preparation Location Synchronization of daily collection, payments to accounts Filing of statutory forms (PF, ESI etc) MIS Reports Outstanding Fee receivable list Trial Balance Income & Expenditure Statement Balance sheet Bank Reconciliation Columnar Reports Bank/Cash payment Cash flow and fund flow Budgeting Cash/bank receipt Branch wise reports Budget Cash flow allocation Purchase and sales bill accounting Budgeting Cash flow allocation Cash Flow & Fund flow Statutory forms (PF, ESI etc) © Tally Solutions Pvt. Ltd. All Rights Reserved Purchase order processing Balance sheet Columnar Reports Cash Flow & Fund flow Statutory forms 30 Primary Requirement- Accounts Category Administration & Office:– Accounts Management © Tally Solutions Pvt. Ltd. All Rights Reserved Requirement Explanation Daily updation's of collections and payments and receipts printing Accounting entry for fees receipts and direct & indirect expenses. Outstanding management Report on various types of fee out standing Bank reconciliation Reconciling the books of school and bank pass book for cheque issued Payments to vendors Should be able to handle partialfull payments to suppliers of books and stationeries and track out standing records. MIS Reports Should be able to generate reports- outstanding reports, income & expense reports, budget reports, cash flow & fund flow. 31 Tally.ERP 9 Fitment- Accounts SL No Requirement Tally.ERP 9 1 Daily updation's of collections and payments Yes 2 Voucher printing Yes 3 Day book preparation Yes 4 Bank reconciliation Yes 5 Bank/Cash payment and receipts Yes 6 Purchase and sales bill accounting Yes 7 Purchase order processing Yes 8 Outstanding receivables Yes 9 Trial balance Yes 10 Income & Expenditure statements Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Integration 32 Tally.ERP 9 Fitment- Accounts SL No Requirement Tally.ERP 9 11 Balancesheet Yes 12 Columnar reports Yes 13 Budget Yes 14 Cash flow and fund flow Yes 15 Statutory forms (PF, ESI etc) Yes 16 Location wise synchronization Yes 17 Consolidation of accounts Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Integration 33 Educational Institutions – Department Management Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 34 Process Flow - Department Management DEPARTMENT MANAGEMENT Reports Time table Academic Information Fee Management Examination masters Subject masters Division masters Marks sheet Class details Teachers list Subjects · · · · · Hostel Fee Tuition Fee Exam Fee Transport Fee Hostel Fee Attendance © Tally Solutions Pvt. Ltd. All Rights Reserved 35 Requirement- Department Management Category Department Management © Tally Solutions Pvt. Ltd. All Rights Reserved Requirement Explanation Time Table Department wise/class wise/ lecturer/professor wise time tables. Report on availability of lecturer /professors For handling the absence of lecturer/professors. Department wise fee management Should be able to generate department wise all fees needs to be collected. Academic Information Should be able to create the examination masters, subject masters and mark sheets. 36 Tally.ERP 9 Fitment - Department management SL No Requirement 1 Time table Yes 2 Lecturer/Professor-availability report Yes 3 Department wise fees collection report Yes 4 Department wise fees type wise collection report Yes 5 Academic information Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 Customizable Integration 37 Educational Institutions – Library Management Overview Educational Institutions Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 38 Primary Requirement-Library Management SL No Requirement 1 Book category details Yes 2 Book author details Yes 3 Book publisher details Yes 4 Book language details Yes 5 Book condition Yes 6 Book series details 7 Book name 8 Book cost 9 Book issued report-student wise Yes 10 Book issued report–staff wise Yes 11 Returned book report employee/staff wise. Yes 12 Missing book report Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 Customizable Recommendable to customize in Tally.ERP 9 Series B. Integration required Yes Yes Yes 39 Thank You For any queries contact : [email protected] © Tally Solutions Pvt. Ltd. All Rights Reserved 40