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 whose 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.

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 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 hotel accounting software 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 software 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.

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.

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.

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.

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.

The Receiving and Services Works Order modules of Web Prol'IFIC, hotel accounting software, 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 till the time it is 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, aging reports and fund requirement forecasts 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.

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.

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.

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.

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 software 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 spreadsheets.

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.

This integrated hospitality accounting software 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.

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.

Web Prol'IFIC is an open hospitality account management 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.

The enterprise version of Web Prol'IFIC aids hospitality chains to standardize data and processes across the enterprise, because this is essential for consolidation and benchmarking. Transaction types, customer & supplier groups, debtors & creditors accounts, inventory item groups & masters, unit of measures relating to stock items, General Ledger Chart of Accounts, etc. can all be centrally defined on behalf of the individual units in the chain. The hospitality accounting software system allows flexibility to accommodate the fact that each unit may also need some local accounts and codes. Document layouts, purchase approval policies, inter-units reconciliation workflows, user defined reports, etc. can also be standardized to ensure that all units of the chain work similarly. Standardization, is a key reason to use Web Prol'IFIC Enterprise.

Chains may designate certain items for central procurement. Purchase requisitions for such items would be uploaded to the Central Purchase function who will leverage chain wide volumes to negotiate more advantageous rates. While a purchase order may be centrally issued, deliveries may be made centrally or at each unit. The hotel back office software provides for validation of central purchase orders even when deliveries are received at the unit. When received centrally, stocks may be transferred to the units and corresponding accounting transactions are generated by the system.

What is the stock of any particular item collectively across the chain or at one or few units? What are the slow moving stocks and where are they? What is the consumption, per stock item, across the chain? How do the purchase rates for a stock item compare across few or all units? These are examples of the kind of analytics provided by this module.

When stocks are transferred, the transfer has to reflect in the accounting books. One unit cannot unilaterally debit another unit for transferred stocks. Workflow is required to ensure that both parties accept the transaction. What about transit losses? Who should be debited the cost? Web Prol'IFIC Enterprise includes all the features to deal with multi-unit stock operations.

Left to themselves, most units struggle to set-up F&B recipes. Without recipes, comparison of potential and actual cost and consumption is not possible. Web Prol'IFIC Enterprise facilitates creation of a central repository of chain standard recipes that each unit may, selectively, subscribe to. Competent F&B Cost Controllers are hard to find. Using Web Prol'IFIC Enterprise, chain may centralize the F&B costing function so that available skills in F&B costing may be shared across few or all properties. The system also enables benchmarking of cost statistics across properties of the chain.

Where customers &/or suppliers account codes have been standardized, Web Prol'IFIC, hotel back office software can consolidate reports like Statement of Accounts and Ageing Analysis. This is very useful to chains in assessing the value & credit risk associated with each chain wide customer and to assess the buying volume per supplier across the chain. Another powerful feature of Web Prol'IFIC is to enable multi-unit payments and reconciliation

• So, any unit can collect payment on behalf of another unit. Web Prol'IFIC Enterprise includes the workflow required to settle accounts between the units and to reconcile the settlement.
• Similarly, any unit can request another unit (including Central Purchase and the Head Office) to make supplier payment. Web Prol'IFIC Enterprise has the facility to settle the inter-unit account subject to both units confirming the transaction.

As all financial data is centralized in Web Prol'IFIC Enterprise, multi-property financial reporting is easy. Reports like Trial Balance, Balance Sheet, Profit & Loss, Operating P&L as per the Uniform System and more are prepared by the system. What makes Web Prol'IFIC Enterprise even more exceptional is the ability to drill down into unit transactions and source documents across the chain. To add to its uniqueness, unit financials may be consolidated or benchmarked, irrespective of the currencies in which they are maintained. Web Prol'IFIC is a multi-currency hospitality accounting system.

Sales and supplier invoices may be tracked and settled in their respective currencies. The value of stocks on hand may be tracked by currency in which they were purchased. For purpose of General Accounting at the Unit level, all foreign currency transactions are converted into the local accounting currency as they occur. The hospitality accounting system recognizes that outstanding invoices and unconsumed inventory may change value as exchange rates change. Web Prol'IFIC Enterprise includes features that enable hotels & chains to re-evaluate their debtors, creditors, inventories and bank balances at revised exchange rates.