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Case Study on

Accounting Software

Accounting Software Case Study

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Country

Saudi Arabia

Industry

BFSI

Platform

Web

Business Requirement

The client aims to provide tools that will engage students and teachers and provide them with adequate resources. The project was one such tool required by the company, where the teachers can create their own games and contents.

The application does the following

  • Customized online game templates where the teacher controls the curriculum content.
  • Teachers can select multiple game types (6 game types supported) and question formats and create a game in minutes.
Business Objectives 2

Admin Section

Admin

It primarily serves for managing the subscribers, their invoices, managing subscription plans and some settings for the application. It has Dashboard which shows summary of the subscriptions, managing organizations, and their invoices and the final one is ‘Settings’ which has Roles/User Management, Subscription plans and Management of currencies.

Tenant Section

Dashboard

In display, the Expenses & Revenues, Outstanding invoices and bills, Top Customers & Vendors and the ‘Recent 5 activities in the application’ are showcased using a nice graphical representation with High Charts

tenants
Sales

All Sales related business documents are maintained under this menu.

  • Products – All the product/Inventories related data is stored in here
  • Customers – Managing customers
  • Quotations – Raising quotations to customers, sending quotation emails and converting quotations into invoices.
  • Invoices – Managing invoices, payments, creating and sending emails with the invoices as PDFs etc.,
  • Credit notes –  In case there is a return in invoiced product, this would be created as a credit notes.

sales
Purchases

We have all the purchase related business documents under this menu.

  • Purchase Orders –  Placing purchase orders for the products
  • Bills – Whether it is about raising a bill against the purchase order, creating bills/expenses or paying bills – for all these actions accounting transactions takes place.
  • Vendors – Managing vendors for creating bills/purchase order
  • Debit notes – In case there is a return of the billed product, this would be created as a credit notes

purchase
Accounting
  • Chart of Accounts –  Wherein all the accounts management can be seen – creating, editing, accounts deactivating accounts etc.,
  • Manual leger entries – Accountants in some cases, want to make the ledger entries manually. This can be performed with all the possible validations.

accounting
Reports

In this menu, you can see all kinds of reports important to the business. All these reports include option to export in Excel and PDFs with the data filters which are very much flexible from the perspective of any business.

reports
Subscriptions

In this menu all the flexibility options are included for you to upgrade, downgrade, add organization, edit billing details etc. anytime you require these. As an admin, you can perform any of these actions according to your business needs.

subscription

Usage

Application is mainly used in middle-east countries – shop keepers, wholesalers, service providers, small and large scale companies which provide services or inventory management etc., A project brief is explained below.

Challenges

  • In the Multi-database Login, Roles & User management – Had it been a single database, we could have made use of the can-can-can gem but it being the multi-database concept, we have resolved this situation with a viable solution.
  • For accounting we used plutus gem, which has only limited functionality of the accounting, Plutus doesn’t have parent child relationship in account types but in our application we have that so we customized the gem and made it work successfully.

Results

  • This application has been designed very carefully to ensure its user-friendliness and flexibility for usage.
  • Multi-database architecture has been employed so as to keep the user data stored safely.
  • Multiple organization for a single tenant concept helps a business person to maintain more than one into a single application.
  • From the admin’s perspective, there is a flexible payment module to enable subscriptions corresponding to the recurring Online and Offline payments.
  • The enablement of the Recurring payments for Online payers assures the admins about hassle-free online payments.
  • All the workflows and use-case scenarios have been considered and resolved while designing this application. Its Multi-lingual feature is a great effort specially towards empowering the users from the middle-east countries.

Technology Stack

  • Ruby 2.2.1p85
  • Rails 4.2.0
  • Mysql 5.5
  • Gems – Devise, I18, Plutus, Apartment, Wicked PDF, Paperclip, AXLSX , Bestinplace, Country, Sinatra, Sidekiq
  • Html5, Css, Bootstrap, JS, HighCharts

Client details are protected under strict NDA and, therefore we do not disclose such information. However, we can provide references once you make an enquiry.

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