TallyERP 9 for Educational Institution

© Tally Solutions Pvt. Ltd. All Rights Reserved

Tally.ERP 9 For Educational Institutions

© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2

Agenda

• Educational Institutions- Overview

• How Educational Institutions Operations Structured

• Tally.ERP 9 For Educational Institutions

• Process Flow• Primary Requirements• Tally.ERP 9 – Fitment


Educational Institutions – Overview

Educational InstitutionsOverview

PAYROLL

MANAGEMENT

DEPARTMENT

MANAGEM

ENTACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT ADM

ISSI

ON

MANAGEM

ENT

HOSTEL MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MAN

AGEM

ENT

LIB

RA

RY

MA

NA

GEM

EN

T


How Educational Institutions Operations (School’s) Structured

Education Institution Process Flow

EDUCATIONAL INSTITUTION

Transport

ADMINISTRATION /OFFICE

Fee Management

Hostel

DEPARTMENT MANAGEMENT (Science, Maths etc)

Payroll Admission Management

Hostel NamesNOS In each Hostel Hostel fee receipt details for student Hostel fee due date details for student Contact details of studentLocal Guardian details

Name of the studentClass to which admission is soughtSex, ReligionNationalityDOB, Father Name, Father education,Father designation, Mother Name, Guardian's Name Permanent AddressTransport Required, Hostel Required

Staff Data BaseContract Period Pay structure AttendancePaymentsPF & ESI

Vehicle DetailsDrivers data baseVehicle route detailsStudent database against route Pickup and drop point

REPORTS

Classes Details

New Students

Existing Students

Hostel Fee Tuition FeeExam FeeTransport Fee SMS alert

Refer History

Time Table Fees Management

Teachers List

Subjects

Attendance

Hostel Fee Tuition FeeExam FeeTransport FeeHostel Fee

Applications sales

Inventory Accounts

Income/Expe Statement

Consolidation

Purchase/Sale of Books & stationary

LIBRARY


How Educational Institutions Operations (College’s) Structured

Education Institution Process Flow

EDUCATIONAL INSTITUTION

Transport

ADMINISTRATION /OFFICE

Fee Management

Hostel


Payroll Admission Management

Hostel NamesNOS In each Hostel Hostel fee receipt details for student Hostel fee due date details for student Contact details of studentLocal Guardian details

Name of the studentClass to which admission is soughtSex, ReligionNationalityDOB, Father Name, Father education,Father designation, Mother Name, Guardian's Name Permanent AddressTransport Required, Hostel Required

Staff Data BaseContract Period Pay structure AttendancePaymentsPF & ESI

Vehicle DetailsDrivers data baseVehicle route detailsStudent database against route Pickup and drop point

REPORTS

Classes Details

New Students

Existing Students

Hostel Fee Tuition FeeExam FeeTransport Fee SMS alert

Refer History


Teachers List

Subjects

Attendance

Hostel Fee Tuition FeeExam FeeTransport FeeHostel Fee

Applications sales

Inventory Accounts

Income/Expe Statement

Consolidation

Purchase/Sale of Books & stationary

LIBRARY


Educational Institutions – Admission Management Overview


PAYROLL

MANAGEMENT

DEPARTMENT

MANAGEM

ENTACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT ADM

ISSI

ON

MANAGEM

ENT

HOSTEL MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MAN

AGEM

ENT

LIB

RA

RY

MA

NA

GEM

EN

T


Process Flow - Admission Management

Course Enquiry/Student Walk in

Students returns the filled applications

Publish the selected students list & schedule

the final interview

Rejection

Student Admission

Finalize Admission

Office staff, issue the application, note the

application number and collect money

Office staff collect the necessary

documents & Fees

Student Database Creation

Rejection

I ssue ID Cards

Existing Student/Student Promotion

New Student

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)

Final round eligibility checking by (concerned department or principal)

SELECTED NOT SELECTED

SELECTED NOT SELECTED


Primary Requirement-Admission Management

Category/ Module Requirement Explanation

Administration & Office:– Admission Management

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.


Tally.ERP 9 Fitment-Admission Management

SL No Requirement Tally.ERP 9 Customizable Integration required

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


Educational Institutions – Transport Management Overview


PAYROLL

MANAGEMENT

DEPARTMENT

MANAGEM

ENTACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT ADM

ISSI

ON

MANAGEM

ENT

HOSTEL MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MAN

AGEM

ENT

LIB

RA

RY

MA

NA

GEM

EN

T


Process Flow-Transport Management

Route-A

Vehicle (Bus)

Student wise pickup and drop

details

Driver Name Route

Route-B

Pick up/Drop point- Route A

Pick up/Drop point-Route B

TRANSPORT MANAGEMENT

Advance given for fuel

Fuel bill submission

Accounting

Kilometer wise fuel comparison

Reports

Class wise transport list

Class wise transport strength

Transport slab list

Fuel consumption

Driver Salary


Primary Requirement- Transport ManagementCategory Requirement Explanation

Administration & Office:– Transport Management

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.


Tally.ERP 9 Fitment-Transport Management


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 Yes


Educational Institutions – Hostel Management Overview


PAYROLL

MANAGEMENT

DEPARTMENT

MANAGEM

ENTACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT ADM

ISSI

ON

MANAGEM

ENT

HOSTEL MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MAN

AGEM

ENT

LIB

RA

RY

MA

NA

GEM

EN

T


Process Flow - Hostel Management

Office collect Caution deposit from student and issue letter

for hostel warden

HOSTEL MANAGEMENT

Student contact details

Student guardian details

Student Room Allotment

Warden

Rooms

One BedRoom

Two BedRoom

Three bedRoom

Visitors Registor

Student Register

OFFICE Student Collect

Hostel application Form and submit

Hostel student Data collection Form

Expected Visitors details

Hostel registors

Leave Register

IN/ OUT register

Transfer of Rooms

Fee Due date/ Fee registerNo Rooms and student

strength Report

Explain Rules & Regulation


Primary Requirement- Hostel Management

Category Requirement Explanation

Administration & Office:– Hostel Management

Hostel room allotment 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.

Hostel wise student database and contact numbers

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.


Tally.ERP 9 Fitment-Hostel Management


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


Educational Institutions – Inventory Management Overview


PAYROLL

MANAGEMENT

DEPARTMENT

MANAGEM

ENTACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT ADM

ISSI

ON

MANAGEM

ENT

HOSTEL MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MAN

AGEM

ENT

LIB

RA

RY

MA

NA

GEM

EN

T


Process Flow - Inventory Management

Student walks-in and Select the

Stationeries/ Books etc

I NVENTORY MANAGEMENT

Make the payment to Store clerk

Purchase Order

Stock Taking

Suppliers

STORES (Check the stock &

acknowledge)

Existing stores New Stores

I dentify the items required in the

stores

Accounts (Purchase Bill

entry in accounts)

PURCHASE RETURNS

Reports

1. Book sale report2. Stationery sales

report3. Daily collection report 4. purchase

return report

Collect money and give the receipt

INVOICE


Primary Requirement-Inventory Management (stores)


Administration & Office:– Inventory Management

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. Book sale report2. Stationery sales report3. Daily collection report 4. Purchase return report


Tally.ERP 9 Fitment-Inventory Management (Stores)


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.

Yes


Educational Institutions – Fees Management Overview


PAYROLL

MANAGEMENT

DEPARTMENT

MANAGEM

ENTACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT ADM

ISSI

ON

MANAGEM

ENT

HOSTEL MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MAN

AGEM

ENT

LIB

RA

RY

MA

NA

GEM

EN

T


Process Flow - Fees Management

*All types of fee payment reminder is possible through SMS

Fee Management

Tuition feeTransport FeeHostel Fee Exam FeeLibrary Fee

Due Date Collection

Due Date Collection Due Date Collection

Due Date CollectionCollection

Students fee pending list





Requirement-Fees Management


Administration & Office:– Fee Management

Students admission fees management

Should be able to track class/department wise due date for fee payment and issue of fee receipts.

Hostel fees management

Transportation fees management

Library fees management

Exam fees management

SMS Alerts All type of fees ( hostel Fees transportation, library fee, exam fee) due date reminder.


Tally.ERP 9 Fitment- Fees Management


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


Educational Institutions – Payroll Management Overview


PAYROLL

MANAGEMENT

DEPARTMENT

MANAGEM

ENTACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT ADM

ISSI

ON

MANAGEM

ENT

HOSTEL MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MANAGEM

ENTLIB

RA

RY

MA

NA

GEM

EN

T


Process flow - Payroll Management

PAYROLL MANAGEMENT

Staff Database

Salary payment

Payslip

Staff Group

Professor/ Lecturer

Office Staff

Employee Pay structure

Attendance

Leave with Pay

Leave without Pay

Maternity Leave Reports/ Forms

PF ESIProfessional

Tax formGratuity

Promotion/ Bonus

Arrear Calculation


Primary Requirement- Payroll


Administration & Office:– Payroll

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.


Tally.ERP 9 Fitment- Payroll Management

SL No Requirement Tally.ERP 9 Customizable Integration

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 Yes

10 Pay slip Yes

11 Integration of attendance swipe recording system with payroll.

Yes


Educational Institutions – Accounts Overview


PAYROLL

MANAGEMENT

DEPARTM

ENT

MAN

AGEMEN

TACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT AD

MIS

SION

MAN

AGEMEN

T

HOSTEL

MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MANAGEM

ENTLIB

RA

RY

MA

NA

GEM

EN

T


Process flow -Accounts

ACCOUNTS

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

Single Location Multiple Locations

Outstanding Fee receivable list

Trial Balance

I ncome & Expenditure Statement

Balance sheet

Columnar Reports

Budgeting

Cash flow allocation

Cash Flow & Fund flow

Statutory forms (PF, ESI etc)

Synchronization of daily collection, payments to accounts

Filing of statutory forms (PF, ESI etc)

Cash flow and fund flow

Branch wise reports

Budgeting

Day to day Transactions

MI S Reports Day to day Transactions (HO)

MI S ReportsLocation

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

Outstanding Fee receivable list

Trial Balance

I ncome & Expenditure Statement

Balance sheet

Columnar Reports

Budget

Cash flow allocation

Cash Flow & Fund flow

Statutory forms


Primary Requirement- Accounts


Administration & Office:– Accounts Management

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 partial-full 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.


Tally.ERP 9 Fitment- Accounts


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.ERP 9 Fitment- Accounts


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


Educational Institutions – Department Management Overview


PAYROLL

MANAGEMENT

DEPARTM

ENT

MAN

AGEMEN

T ACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT AD

MIS

SION

MAN

AGEMEN

T

HOSTEL

MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MANAGEM

ENTLIB

RA

RY

MA

NA

GEM

EN

T


Process Flow - Department Management


REPORTS

Class Details


Lecturer/professor List

Subjects

Attendance

1. Hostel Fee 2. Tuition Fee

3. Exam Fee

4. Transport Fee


Requirement- Department Management


Department Management 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.


Tally.ERP 9 Fitment - Department management


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


Educational Institutions – Library Management Overview


PAYROLL

MANAGEMENT

DEPARTM

ENT

MAN

AGEMEN

T ACCOUNTS

MANAGEMENT

TRANSPORT

MANAGEMENT AD

MIS

SION

MAN

AGEMEN

T

HOSTEL

MANAGEMENT

INVEN

TORY

MAN

AGAM

ENT

FEE

MANAGEM

ENTLIB

RA

RY

MA

NA

GEM

EN

T


Primary Requirement-Library Management

SL No

Requirement Tally.ERP 9 Customizable Integration required

1 Book category details

Recommendable to customize in Tally.ERP 9 Series B.

Yes

2 Book author details Yes

3 Book publisher details Yes

4 Book language details Yes

5 Book condition Yes

6 Book series details Yes

7 Book name Yes

8 Book cost Yes

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


Thank You

For any queries contact : [email protected]

TallyERP 9 for Educational Institution

Documents

Transcript of TallyERP 9 for Educational Institution