Regular
Purchases

There is minimal manual effort when raising orders for regular items on suppliers. The requirement is automatically generated based on re-order policies and the order is drafted based on the most recent purchase terms or by looking up quotations. The effort is limited to periodic updates to the re-order policy and capture of supplier quotations, into the system, if and when received. Of course, there is greater manual effort when placing orders against ad-hoc requirements or when ordering on a new supplier who’s quotation has not been entered into the system.

Electronic workflow for approval of purchases is included; the approvals may be accorded on mobile devices from anywhere; the order prepared by the system is comprehensive; and orders may be despatched to the supplier, directly from Web Prol’IFIC, by email.

Rate
Contracts

Many items may be purchased against rate contracts. The most common example is the Chef’s Market List.

Contracted rate catalogues are recorded in the system and may be reused indefinitely, as long as the contract is valid, to order items. Chef-specific Market List templates may be drafted & used to minimize manual inputs while placing an order.

Receiving

Receiving materials, as per an approved order, requires negligible effort. Where the supplier deviates from the order, the effort is limited to entering the quantities received. Because Web Prol’IFIC Purchase Orders are comprehensive, no calculations are required at the time of receiving. Web Prol’IFIC does all the calculation. Of course, this is not the case when stock items are received without a Purchase Order.

The value calculated at receiving is transferred to the Creditors Ledger module, for reference when posting the Liability. By doing so, Web Prol’IFIC minimizes manual inputs when posting liabilities to the Purchase Ledger while ensuring that purchase journals are exactly as per approved purchase orders and as per goods recorded as received.

Inventory

It is common practice to book perishables received, directly to consumption. This correctly reflects costs and reduces human effort in tracking itemised consumption. Other items may be received into stores till requisitioned and issued. Periodic stock takes are done to reconcile stocks as per ledger with physical stocks.

Multiple consumption analysis reports are generated by the system to assist in cost control. Consumption journals are also posted by the system, reducing manual effort in calculating the same.

F&B Costing

While the Inventory module tracks actual consumption, this module is designed to compare actual consumption with what should have been consumed, based on recipes and menu item sales. The module generates variance and menu engineering reports, in addition to the standard Food Cost Report.

The module includes a number of utilities for tasks, such as, tracking historical cost trends, analysing menu item pricing vis-à-vis costs, computation of ingredient-wise requirement given a sales forecast, etc.

Services Works Order

This module provides IT based workflow for the services works orders. Once ordered, the module may be used to record progress and process supplier’s progressive invoices till the order is fulfilled.

Like Receiving, the Services Works Order module provides inputs to the Creditors / Purchase Ledger so that liabilities can be booked without error and with very little manual work.

Sales / Debtors Ledger

As is the norm in hospitality businesses, invoicing is performed in modules like the PMS, POS, membership accounting or events & catering. Such invoices are imported into the Sales / Debtors Ledger.Additional invoices may also be posted in this module, along with the correct General Ledger Distribution. The module also manages advances received. All invoices remain till fully settled by way of payments received and/or adjustments and/or against advances receipts.

Invoice forwarding covering notes, statements, reminders and balance confirmation letters can be generated by the system and may be sent to customers by email. The system also generates ageing analysis and business generated reports.

Purchase / Creditors Ledger

The Receiving and Services Works Order modules of Web Prol’IFIC confirm delivery of products & services by suppliers, along with value of such receipts. This data can be used to post liabilities into the Purchase / Creditors Ledger. Additional supplier invoices may also be posted into the module, along with the correct General Ledger distribution and recoverable VAT / Tax information. Liabilities may be adjusted through Debit Notes or against Advance paid to supplier. Thereafter, the liability is tracked time fully paid for.

Payments may be processed manually in the form of cheques or may be generated by the system as computer printed cheques or as electronic bank transfers (may require customization which may be chargeable). Statements, Ageing Reports and Funds Requirement Forecast are produced on Demand.

A strong feature of the module is it’s ability to handle pre-paid expenses. Templates may be set-up to automatically amortize pre-paid amounts over a specified period of time and instalments.

Membership Accounting

Intended for use by membership clubs, this module records members and assists in membership billing. Membership subscription may vary by membership type and optional services /packages opted for by the member.

The module is integrated with modules like PMS, POS, Events & Catering, etc to provide a comprehensive club accounting solution.

Petty Cash Accounting

An innovative module that larger hotels, with many General Cashier transactions, will appreciate. It tracks cash paid out and cash received, posts settlements to the Debtors or Creditors Ledger as may be relevant and saves the cashier some effort by preparing the Cashier’s Scroll.

Bank Reconciliation

At the simplest, this module allows manual marking of bank receipt and bank payment transactions as confirmed by bank and, hence, reconciled. It enables tracking of unreconciled bank transactions and provides information about the clear balance in the bank.

In many cases it is possible to automate the reconciliation process. However, this is dependent on your bank and may require some chargeable customisation.

General Ledger

The Chart of Accounts is set-up as per the Uniform System of Hospitality Accounting. For flexibility of analysis, unlimited sub-ledgers (please check on restrictions) and up to 5 grouping codes may be assigned to each account.

All other Web Prol’IFIC modules generate Transfer Journals that are imported into the General Ledger. An open interface is provided for 3rd party systems to post journals into the General Ledger. Further Journals may be posted manually or may be uploaded in Excel spreadhseets.

The module includes many powerful features. For example –

• The ability to allocate amounts from one General Ledger account to multiple General Ledger accounts by a user specified formula.
• Assign up to five Grouping Codes per General Ledger Account or transaction to analyse on multiple dimensions.
• Drill down from the Trial Balance to the General Ledger, to Transfer Journals from other modules and so on till the source transaction (for example – the Receiving document).

Daybooks, Ledger and Trial Balance are prepared by the system.

Financial Reporting

Web Prol’IFIC includes a user defined reports generator that aids in customization of the Operating Profit & Loss, to each user site, while complying with the structure as prescribed by the Uniform System of Hospitality Accounting. The Operating P&L may be prepared for each Department of the business, in addition to a covering / summary sheet.

The user defined reports designer also helps set-up the Profit & Loss, Balance Sheet and supporting Annexures as is required for statutory reporting.

VAT / Tax Reporting

Prologic First is committed to providing accounting features as may be required to comply with the local statutory requirements in each country or region. In many (not all) cases, this includes reporting as specified by local laws.

Please check with the level of compliance in your country.

3^rd Party Interfaces

Web Prol’IFIC is an open system that enables and encourages use with 3rd party systems. Interfaces exist with a few PMS, POS, payroll, etc systems. Any 3rd party system can use the standard Web Prol’IFIC interfaces to interface with Web Prol’IFIC.