Outsourcing Accounts India New Delhi based

Outsourcing Book Keeping and Accounts in India

Ideas in Agreement for Outsourcing of Accounting Department work

  • Benefits expected to CUSTOMER
    1. Much Higher level of Reliability –
      1. Reliability of Reports
      2. Reliability of Purchase bill passing

  • Ontime payment of all telephone bills , credit card bills, insurance payments

  1. Reliability of Purchase bill passing,
  2. Daily MIS reports on sales, collection, payments,
  3. Daily bank reconciliations
  4. Better quality of integrated accounting, with all locks as possible in FINSYS ERP

  • Special Benefit of this assignment and business method
    1. Monthly top level meetings at Factory / Customer HO
    2. Over powerpoint presentations
    3. Reviewing,
      1. What was done ?
      2. What was not done ?
      3. Where are we ?
      4. Where are we going , (direction ) ?

 

  • Companies included
    1. One company and one factory of CUSTOMER only

Scope of Work : Inclusions

 

  • Inclusions : Scope of work  :
    1. Data Entry for Financial Accounting of the day to day vouchers into FINSYS software – Accounting Module. As per details in next para.
    2. Preparation of the Annual Profit and Loss Statement and the Balance Sheet, commencing with the financial year 2019-20.
    3. Preparation of the regular Monthly MIS reports for the Financial Accounts, including short Profit and Loss Statement.
    4. Preparation of TDS returns
    5. Preparation of calculations for TDS monthly payments challans.
    6. Preparation of GST returns GSTR1
    7. Preparation of GST returns GSTR-3B
    8. Bank Reconciliation on regular basis.
    9. Cheque preparation ( if NEFT / RTGS is not in place)
    10. Online payments to be done by CUSTOMER commercial team.
    11. Finsys shall do the preparation for the NEFT / RTGS online request. However, “checker” / “approver” on the bank website/software will be responsibility of CUSTOMER
    12. When requested, advising staff on the maintenance of the proper supporting and better ERP utilisation in materials and purchase dept also … as far as it related to better vendor bill passing + controls.
    13. General tax consultancy and Advice as requested from time to time.

 

  • Note regarding Purchase Bill passing
    1. Finsys work include Purchase, Journal Vouchers, Imprest Vouchers, Cash, Bank, Debit Notes, and Credit Notes. Basically, all financial vouchers.
    2. Note : All Purchase bills shall be passed by Finsys team based on the “Commercial passing” by the CUSTOMER Team
    3. CUSTOMER team shall do this passing by its internal system of “approved” PO and “approved” MRR. Further they must be QC passed. Only then the bill will be passed in Accounts by Finsys Team. In case of problem, the Finsys team will raise the Query to the Commercial Dept. …
    4. All these processes are inbuilt in Finsys ERP. Finsys team will obey the process and shall help CUSTOMER team follow this strong process. This is the way any organized process Driven MNC works.

  • Note regarding Sales Bill / Invoices
    1. They are created automatically in the FINSYS ERP package based on the Invoices made by the Despatch team.
    2. Hence no requirement
    3. However Finsys TEAM shall do a proper audit of each bill
    4. Physical copy vs online record…. To highlight variation if any ( rare, but possibility is there due to user editing. Hence this is a internal audit process Finsys follows )

  • Note regarding Indirect Expenses / Overheads Bill passing
    1. The CUSTOMER commercial dept will “pass/sanction” these bills, and give to Finsys team.
    2. Responsibility of Finsys team shall be limited only to “data entry” of these.
    3. Example: Telephones, staff imprest vouchers, staff conveyance, credit card statements, petrol bills, business promotion, foreign travel, electricity, water, staff welfare.

Strong Accounts Department

  • Note regarding onsite accountant
    1. As of now
      1. Nil, ( Excluded ) ( can be arranged on extra basis )
      2. Cash payments, and emergency cheques will be prepared by the CUSTOMER Commercial department.
    2. Suppose person is added onsite.
      1. In case he is on Finsys Rolls, his scope of work will be emergency cheques preparation, arranging the information to the other departments, that is required then and there. Helping in customer account reconciliation / vendor account reconciliation / staff advances / staff imprest bill passing etc
      2. If work is more than time available for a normal person’s work, then additional manpower can also be deputed onsite, extra basis.

  • Note regarding MIS Reports
    1. Finsys team shall provide the pre-agreed reports on a daily / weekly / monthly basis.
    2. Some of these reports are based on the data that is currently not available. And this may take time. Hence some reports will start in the first month, some in second month, and other reports over a period of time.

 

Scope of Work / Sharing of Work :

Relationship with Other Departments

  • GST dept activities
    1. Preparation of GST return 3B = Finsys
    2. Preparation of GST return R1 = Finsys
    3. Preparation / calculation of GST Challans = Finsys
    4. But going to Department for any Forms / Physical meetings / On road Challan due to any vehicle being caught = in CUSTOMER Scope
    5. E Way bill will be generated by CUSTOMER Team.

Banking

  • Work by Banking team
    1. Accounting by Finsys
    2. Reconciliations by Finsys
    3. Funds allocation internal with CUSTOMER
    4. Cheque making + printing + cellotape by Finsys ( for safety from frauds )
    5. Cheque release planning by CUSTOMER
    6. Bank meetings and renewals and negotiations, by CUSTOMER

  • Exclusions : Materials Inwards / Outwards / Issue entries / stocks
    1. The Stores / Purchase / Sales departments shall do their own respective work, and Stores accounting is not included

  • Exclusion : Commercial Department
    1. Finsys team shall be dependent on the commercial CUSTOMER dept for the following
      1. Work of Cashier.
      2. Day to day going to Bank / Deposit of Telephone bills, Electricity, Credit cards etc.
      3. Day to day going to Customer / Vendors / service providers.
      4. Customer Account Reconciliation / Vendor Account reconciliation.
      5. Courier / Person who will take documents to Finsys office on daily basis.
      6. Day to day meetings with customers or vendors for any purpose whatsoever.

 

  • Work of Payroll / Salary Dept
    1. Model A
      1. Inclusion with Finsys
        1. The important task of TDS on salaries by Finsys, is a part of accounts department outsourced to Finsys
      2. Exclusions
        1. All other work in HR Domain by CUSTOMER team
      3. Model B
        1. All activities in Model A plus the following
        2. Usually every company has an internal HR department, so these tasks as done by them. However, in case that is required, then as a separate assignment, we can add the following inclusions too.
  • Inclusion with Finsys in model B
    1. Salary Preparation, by Finsys
    2. Letter to Bank for Salary Transfer. Finsys
    3. ESI, EPF, welfare fund returns by Finsys
    4. TDS on Salaries by Finsys
  1. Exclusions
    1. Time office
    2. Appointment letters, increment letters, HR procedures, penalties.
    3. KRA / Job Descriptions , job monitoring, admin duties of any kind.
    4. And all other work
    5. Current plan is for Model A
    6. For knowledge, the Finsys team can work on Model B, with an extra financial contract. So, excluded for time being

  • Other Exclusions :
    1. These jobs are currently excluded for this contract. However, Finsys team can help organize professionals directly/indirectly to handle the same on extra basis.
      1. Going to GST / income tax offices for scrutiny or any work that is currently being handled by other consultants.
      2. Work of other departments like Procurement Planning, Purchase, Sales, Stores, Despatch, Quality, etc. These departments shall continue their duties.
      3. ROC Minutes book, detailed shareholders registers, and all ROC Records.
      4. Cost Accounting books, all Cost Accounting Records and Cost Audit.
      5. Fixed Asset Registers.
      6. Personal accounting & Personal Balance Sheet / Income tax returns, of the Directors family members.
      7. Any other matters not in scope para.
      8. All out of pocket expenses are on CUSTOMER account ( if any ).

  • Statutory Auditors / Tax Auditors
    1. Existing CA’s may continue as it is
    2. Finsys shall submit all required accounting information as required in normal statutory audit and normal tax audit as in previous years.

Contract Period

 Contract Effective Date

    1. This contract will come into force, w.e.f. 1st April 2020
  • Contract period
    1. Tentatively, the contract is with a horizon of 12 months. ( One year ).
    2. It may be extended by mutual consent, on year to year basis.
    3. It may also be terminated at any time by either party with 3 month notice.

  • Exit procedure – in case of Notice to Finsys team to exit the contract
    1. During the Notice period, following process is to be done.
    2. Responsibilities of Finsys Team
      1. Finsys shall hand over all documents, vouchers, files, and soft copies of the required files to the new accounting firm / internal CUSTOMER team. This may include parallel handholding for this Transition period.
      2. Finsys shall give the suggested SOP’s to the new team.
    3. Responsibilities of CUSTOMER Team
      1. CUSTOMER shall create a capable team to take the handover.
      2. CUSTOMER shall clear all financial dues of the Finsys team, upto the notice date and for the Transition period.

 

Locations and Visits

 

  • Locations of Accounting work
    1. Work to be done usually, at the office of the Finsys
    2. Meetings may usually be done at Customer office as per mutual convenience from time to time.
  • Locations of Storage of Documents
    1. Voucher Files shall come back to CUSTOMER office at regular intervals, The CUSTOMER shall keep them safely in a proper commercial Warehouse for future safety.
    2. Usually vouchers will be returned after its relevant Quarter ending / Half year ending returns have been filed.
  • Locations – onsite Deputed Accountant
    1. Not applicable / may be discussed.
    2. Customer will continue to retain at least one commercial accountant on site for the commercial activities as discussed.

 

 

Commercials

 

  • Professional Charges
    1. Rs xxxxxxx p.m.( Rupees xxxxxxxx only per month)
  • Taxability :
    1. GST extra, as applicable
    2. TDS to be deducted, as applicable
  • Expenses INCLUDED in this Fees
    1. Salaries , allowance and all costs of Finsys staff
    2. The conveyance to/from Faridabad for Finsys Team members.
    3. Cost of computers and computer peripherals and consumables.
    4. Cost of Files, File covers, and stationery
  • Out of Pocket expenses ( and to be paid Extra )
    1. Cost of binding the documents,
    2. All other expenses Out-of-pocket expenses shall be payable extra , on actual, by CUSTOMER to Finsys
    3. All the Government taxes, levies, interest, penalties if any shall belong to the CUSTOMER.
    4. Finsys is working on this contract with best of intentions and based on the information provided to them. In case of any short coming, Finsys shall professionally help organize the same. However financial cost shall continue to be on CUSTOMER side.
  • Payment terms
    1. Billing usually once a month around 25th of that month.
    2. Payment within 10 days of the submission of the bill. ( usually by 10th of next month)
  • Increment / Inflation
    1. Base calculations
      1. The Above figure of Finsys Fees has been kept based on the Turnover of Financial year 2018-19. ( Approx ____ of Last year Turnover)
      2. At the start of each year, the Finsys professional fees shall be increased or decreased proportionately, based on the Turnover of the previous year.
    2. This way, both parties grow hand in hand.
    3. There is no compulsory increment or increase from year to year.
    4. It is purely up and down as percent of last year Turnover of the customer
    5. Fair to both parties, since accounting time is usually up/down as per the business dynamics.

 

Backlog work

 

  • Status of Backlog work for FY 19-20
    1. GST returns filed for last year ? yes
    2. GST annual return for 18-19 ? not yet.
    3. TDS returns filed for last year ? not yet
    4. Backlog how much ? nothing as per the customer
    5. Balance Sheet signed for 2020, signed ? not yet.
    6. Any manday’s required for last year ? ______
    7. Debtors outstanding is bill wise already ? _______
    8. Creditors outstanding is bill wise already ? _______

 

  • Backlog work for last year
    1. Finsys can coordinate anything that is required in the Balance Sheet finalization or return or any other activity of FY 2019-20
    2. Financials, can be discussed based on effort required
    3. However during the study, if this is found that the records for FY 18-19 ( for GST return) or FY 19-20 or upto 30-4-2020 are in high level of Mess, then appropriate figure shall be mutually agreed. The focus will be to get the things right asap.

 

  • Moral responsibility of the contract compliance from Finsys side is on Mr Sangeet Kr Gupta. And both parties shall do the best to deliver the best results.

 

Standard Terms and Conditions

 

  • Information required
    1. Vouchers, bills, supporting, Purchase orders, Material receipt note(MRR), Quality OK, to authenticate the passing of the purchase bill.
    2. Any loan documentations.
    3. Copy of Bank Statements. / access to the online banking portal.
    4. Details of new assets purchased.
    5. Payroll time summaries from the HR Dept.
    6. Authorisation and Valuation of Stock is the responsibility of the CUSTOMER.
    7. Authorisation and Valuation of “Creditors / Debtors /Accounts Receivable” is the responsibility of the CUSTOMER.
    8. Other items as requested from time to time.
  • Responsibilities for Internal Controls.
    1. Both Finsys and CUSTOMER teams shall work to their best abilities, however, involvement in this type of engagement may or may not disclose all frauds, defalcations or other irregularities which may occur. Finsys team shall, however, share ideas and information on any material weaknesses in the accounting or internal control systems which come to their notice .
  • Non Disclosure Agreement and Confidentiality Clause : –
    1. Finsys agrees to hold in confidence all information regarding Customer’s financial and non-financial data like products, costs, operations, commercials etc. This non-disclosure agreement binds Finsys and all its team members and associates, by whatever name called.
    2. Finsys shall endeavor to keep to the best of its capacity, to prevent the leak of internal confidential information of CUSTOMER to the outsiders.
    3. However the above does not apply to the information already in the public domain, or information available to the public from third party sources.
  • Data Safety and Data Security
    1. The proper backups, good electricity ( UPS , generators etc) , proper safety from Viruses, etc is a must, and this is expected from Customer’s – IT team.
    2. CUSTOMER to control the data privacy by controlling the pendrive access, control the internet / email access to users who don’t need it, control who sees what, who has what rights in the ERP, and who takes the backup etc. Wireless internet should be with proper passwords. All passwords, of internet, Tally, web based access and wireless access must be changed regularly.

 

  • Non Poaching of each other employees
    1. Both parties shall not engage or employ directly or indirectly, any employee of each other without the written consent of the other party.
    2. This Bar will continue upto six months from the date of job of that person with the first company.
    3. This situation is highly unexpected. But if in any unfortunate situation, this happens, then, Finsys shall be entitled to bill and be paid for, an additional training charge of Rs Four lakhs + GST per such person absorbed by the customer
  • General Agreement Points
    1. Entire Agreement : This contract forms the entire agreement between us relating to the Services. We each represent that in agreeing to enter this contract we have not relied on any other statement or representation made by the other.
    2. Conflicting terms: In the event of any conflict between this contract or any other document regarding the Services, this Contract will take precedence except to the extent specifically amended by specific reference to the relevant clause.
    3. Validity of Contract terms: If any term of this Engagement is held to be invalid, in whole or in part, that term or part will be deemed not to form part of the Engagement. The enforceability of the remainder of the contract will not be affected.
    4. The expression of the Customer and the Finsys herein used shall mean and include them, their heirs, successors, executors, legal representatives, administrators, and nominees.
    5. Variation : it is further agreed between the parties that no variation to this agreement is valid unless agreed to in writing by both the parties.
  • GOVERNING LAW AND JURISDICTION
    1. It is further agreed between the parties that all disputes controversies, or differences which may arise between the parties in connection with this agreement shall be settled amicably. Should the parties not come to an amicable settlement, such cases, shall be finally settled under the provisions of the Arbitration and Conciliation Act 1996, with its latest amendments. The court of arbitration shall hold its meeting at New Delhi. Indian Law shall be applicable.
    2. It is further agreed between the parties that this agreement shall be governed by and construed in accordance with the law in force in India. And all parties consent to the jurisdiction of the New Delhi courts for any dispute arising out of or in connection with this agreement.

< end of document >

 

What things Finsys team can do and how ?

1. How to manage data entry for stores / MRN etc / Stock Issue etc?
Answer = These continue by your internal team , as it is.
2. How about management reporting? Daily/Weekly 
Answer = MLG team ( we will do this )
As per chart attached
3. Sales Orders Entry / Updates
Answer = These continue by your internal team , as it is.
if very occassional, we can do
4. Purchase Request / Purchase Order management
Answer = These continue by your internal team , as it is.
5. Manufacturing data , PPC data
Answer = These continue by your internal team , as it is.
6. How many resources would I need to employ to effectively manage the setup?
Answer = Commercial teams continue, operations /purchase negotiations / etc continue
only accounts and taxation and audit and balance sheet work
these 4 activities are going to Finsys in Round 1
Finsys can do other activities also
later on in phase 2

1. Can approvals by Directors be done remotely – by iOS app, online etc ? YES
2. What can you suggest to make it ultra KISS (Keep it Simple Sir) to do data entry, manage approvals and get meaningful reports?  YES

Areas of operations

Accounting outsourcing in NCR Delhi | Accounting outsourcing in Faridabad | Accounting outsourcing in Gurgaon | Accounting outsourcing in Noida | Accounting outsourcing in Greater Noida |

Thinking Positive,
and Positively yours,

Co-Founders, Finsys Infotech Limited, the Creators of Finsys ERP Software packages | E :  corporate [at] finsys.in | #91-9312608426 |

Finsys is doing Accounting for many companies across India. Right from 200 Rs Crore per annum on higher side to Rs 10 crores or less on lower side.