Finance Module
Ginesys Finance Module
1. Finance Structure
2. Overview of Modules integrated
with Finance Engine
3. Managing Chart of Accounts
4. Managing Cost Centers
5. Managing Sub-Ledgers
6. Finance Integration with
Procurement Module
7. Finance Integration with Sales
& Distribution Module
1. Finance core module
1. Finance Integration with introduction
Retail Management
Module 2. Transactions of AR/AP
vouchers and journals
2. Managing MOP
3. Transactions of Non-
3. Managing Petty cash AR/AP vouchers and
4. Settlement effects in Journals.
finance 4. BRS
5. TDS Implementation 5. Understanding on various
6. Year closing effects standard reports
(Outstanding, Ageing,
7. Ledgers opening Ledgers, Sub-Ledgers,
balances Trial Balance, Profit &
8. Sub-ledgers opening Loss, Profit & Loss- Cost
center
 Finance Structure

Organization
Group

Org. Unit 1 Org. Unit 2

GSTIN
Common Masters GSTIN

Organization 1. Chart of account

sites 2. Item Organization
3. Customer Sites
Own Retail 4. Supplier
Sites Retail Sites

Franchisee
Sites Franchisee
Sites
OU Accounting

▶ There can be n no. of sites in an OU

▶ Every OU contains his own Financial transactions and Reporting i.e. Ledgers,
Trial Balance, Profit and Loss, Balance sheet etc.
▶ Site wise(WH/Store) profit and loss can be derived.
▶ Site wise(WH/Store) trial can be derived if required ledgers are tagged site wise
Site- Types of Sites
Site Type Description Example

OS-OO-CM Organization own site Warehouse site, Head office site

MS-OO-CM Managed site-Org. Owned- Own Retail Stores

Consignment Mode

MS-CO-OM-TS Managed site- Customer Owned- Franchisee Retail Stores

Org. Managed- Track Secondary

US-CO-CM Unmanaged site- Company owned- Market Place

Consignment Mode

US-CO-OM-TS Unmanaged Site-Customer owned- Outright sites where we want to

Outright Mode-Track secondary track secondary sales.

US-CO-OM Unmanaged site- Customer owned- Normal outright customer

Outright Mode
Finance Engine Integration

Sales
▶ Procurement Module
▶ Sales Module
▶ Distribution Module
▶ Retail Module Procurement Distribution

▶ Finance Module Finance

▶ Inventory Module (Reporting Engine
Integration)

Retail Finance
 Chart of Accounts
Class
Group • Customer
▶ Assets • Supplier
• TDS
▶ Liability • Transporter
▶ Expense • Jobber
• Agent
▶ Income • Employee
Ledgers • Others

▶ General Ledgers (These are main classes, we can create sub-classes under these
▶ AR/AP classes e.g. Class- Customer, Sub Class: North Customer, South
Customer, East Customer, West Customer)
▶ Cash (Site specific)
▶ Bank (Site specific)
▶ User-site, site to GL mapping
Chart of accounts Structure

Chart of
Groups

Chart of
account

OU 1 OU 2

Franchisee Shop in Franchisee Shop in

sites shop sites sites shop sites

Marketplace Own stores Marketplace Own stores

Customer/Suppliers- Sub Ledgers

Supplier Class Customer Class

Chart of account
Sundry
Supplier Creditor/Debtor Customer

Un-manage Un-manage Un-manage

site1 site2 site3

Every Un manage site can have different Price list,

Contact info, Statutory information

Site wise tagging available for customers and suppliers

Sub-Legers (Brand Wise booking of
expenses/incomes)
▶ Sub-ledger is extension form of
ledger.
▶ One chart of account can have
Ledgers COA
multiple sub-ledgers. i.e.
Advertisement ledger can be
booked brand wise.
Sub-Ledgers
Brand 1 Brand 2 Brand 3
▶ One sub-ledger can be tagged
with multiple chart of accounts.
i.e. Posting multiple ledgers in
single Sub-Ledger.
▶ Sub-ledgers wise reporting can be
derived.
 Cost Center

▶ Usage- Actual profitability of any site

(previous slide) can be derived by tracking
all expense and incomes (including sales )
of that site.

▶ In Ginesys, we can track site wise

expenses and incomes to find actual
profit/loss of a store or warehouse other
then sales.
▶ Feature-
• We can maintain site wise balances for
following sites (WH, OWN Stores,
Franchisee store, consignment site etc.)
• Compulsory in profit/loss heads
• Optional in asset/liability heads
• While transaction we can define cost center
of a particular
• Site wise profit and loss report is available in
system.
Cost Center wise Profit and Loss Report
 Types of Sub-Ledgers

Customers Suppliers TDS Employees Others

Ledgers

1. AR/AP Sub-
ledgers
2. General
Ledgers

Case 1. A customer deposited security of Rs. 2,00,000. In security ledger we want to track customer names along with their amount.
Case2. Mr. Deepak, who is an employee. Company want to track his sub-ledger with imprest, advance and salary payable ledgers.
When single employee tag with two different non AR/AP ledgers When Customer is tag with one AR/AP and one non –AR/AP
ledger
Ginesys Integration with
Procurement Module
Accounting Effects in following functionality
▶ Suppliers
▶ Purchase Charges
▶ Purchase Transaction effects
▶ Purchase Transaction
▶ Clarity on Purchase return debit note and Outward document
▶ Purchase Return Debit Note (1 to 1) We can select single Purchase document in return
▶ Purchase Return Debit Note (1 to many) We can multiple Purchase document in return
▶ Service Master
▶ Service Invoice
▶ Service Invoice Debit Note (New)
Ginesys Integration with Sales &
Distribution Module
Accounting Effects in following functionality
▶ Customer
▶ Sales Charges
▶ Sales Transaction effects
▶ Sales Transaction
▶ Clarity on Sales return credit note and Inward document
▶ Sales Return Credit Note
▶ Transfer Out functionality and accounting effects
▶ Transaction In Functionality and accounting effects
Stock Transfer
Transfer out Transfer Received (Complete)
Transfer Received (Partial)
Goods in transit a/c Dr. – 1,12,000 Transfer Receive A/c Dr. - 1,00,000

TO Transfer sent - 1,00,000 In. IGST A/c Dr. - 12,000 Transfer Receive A/c Dr. - 70,000
TO Out IGST - 12000 TO Goods in transit a/c. – 1,12,000
Transit difference a/c dr. – Goods
cost+igst
IGST A/c Dr. - 4200
TO Goods in transit a/c Dr. – 1,12,000

• If complete goods are received, “Transfer Sent A/c”=“Transfer Receive A/c” & “In Transit a/c” will show balance as 0

• If you receive partial goods and tag remaining stock “as short”, accounting system will assume it as complete receive and
• Effect will be same as in 1

• If you receive partial goods, Then “Goods in transit A/c” will always have an balance
• Transit difference-
 Accounting of Retail Management
Owned Stores- Financial effect are done for company owned POS sites only.

Franchisee- No financial effects for franchisee POS sites

Components effecting Finance engine

Two types of POS can be there
1. Company daily sales i.e. Sales a/c, GST A/c.
1. Company Owned
2. Mode of Payments - (Cash, Credit/Debit
card, Credit Notes, Debit Notes, Valets, GV, 2. Customer Owned (Franchisee)
Cheques etc.
3. Petty expenses- Conveyance, Housekeeping
expenses, Deposit to Bank.
4. Expenses/asset payment from head office.
Accounting Effects in POS

▶ No Effects – When settlements are not done from POS site.

▶ Unposted state- When settlements are done from POS but not released from HO site.
▶ Posted state- When settlements are released from HO
▶ Posting date- Actual transaction date
Finance Core Module Transactions

Voucher- Cash/Bank payment receipt

Transaction Type Functionality Example
AR Voucher Receipt from Party (AR/AP) Cash/Bank Dr.
TO Party
AP Voucher Payment to Party (AR/AP) Party Dr.
To Cash/Bank
General Voucher Payment/Receipt from general accounts Salary Payable A/c Dr.
To Cash/Bank
Contra voucher Both side cash/bank
Bank A/c Dr.
To Interest receive
Bank Reconciliation To reconcile Bank
AR/AP Workbench Bulk payment to suppliers In this we can make
bulk payment on the
basis of days/age/due
with in.
Finance Core Module Transactions

Journal- Non Cash/Bank Transactions

Transaction Type Functionality Example
General Journal Non AR/AP adjustments Salary A/c Dr.
TO Salary Payable
AR/AP Journal AR/AP adjustments with AR/AP Party Dr.
To Party
Debit Journal Making Party debit with non-ar/ap ledger Party A/c Dr. No Impact
To Interest receive on EMG
Credit Journal Making Party credit with non-ar/ap ledger Rent A/c Dr. No Impact
To Party on EMG

Stationary A/c Dr.

SGST A/c Dr.
CGST A/c Dr.
Document Adjustment To adjust Documents Reference adj dr. No account
to Reference adj… impact
Bank Reconciliation statement

▶ In BRS, only Clearance date need

to be entered as per bank
statement.
▶ BRS can be done manual & via
import
▶ Default BRS report is available in
system
Reference site
Objective- To track reference site wise expenses, payments.

Used cases-
▶ Shopper stop is a customer(Sub-Ledger) and He has 6 unmanaged sites.
When we receive the payment, we want to track from which site payment is
received.
▶  Expense- We want to post expenses site wise. When one site has multiple
reference sites, we want to capture for which site particular expense occurred.
▶ Although reference sites do not effects accounting directly, but we can derive
reports from that.