Back office processing

Everyone in business must keep records. Good records will help you to do the following.

The web-based technology is the future tool for the information gathering. This technology gives users a liberty to move around the globe with their business with them. Users just need an Internet connection to logon to the system. Through this technique the systems are made available online thorough Internet. This type of solutions is very much cost effective as far as Internet connectivity is concerned. While other solutions, which are not, web-based only web enabled or run on desktop require a very heavy infrastructure for online connectivity to build a virtual private network. It requires routers and a heavy bandwidth which itself has a high cost; equipment like routers also cost a lot. In this web-based technology we use Microsoft Dot Net tools to overcome the cost of infrastructure and overall per month running cost.

 Other advantage of the web-based system is that all the sites remain updated all the time after each and every single transaction. The data remains at one place on web server, which is shared by the sites or terminals. This technique makes data always intact and synchronized and management can generate reports on latest data any time for the analysis purpose.

If the decision makers are always on move like going abroad or the work is in different cities then this is an ideal solution. You just need a laptop and Internet connection where ever you are; it makes your business available to you.

 If the users want to make an interactive website then this technology can be very much helpful to prepare the front end of the website, which can be managed through this system.

Case-1: Online Back office processing on client servers using VPN.

 The operations required entry of accountancy data as well as descriptive data. The data was entered and delivered to 100% accuracy. Year-end accounts and Govt Departments returns were submitted online

1. Documents received from XYZ's clients were scanned in remote office. Scanned documents were then uploaded on FTP server which were downloaded and printed in Local office. Accounts department sorted the documents in different categories and did all the processing of the documents. These processed documents were handed over to the data entry department.

2.  In online back office processing client has to give us the client side of the software they are using or Web based application is used for back office processing.

3.  A Virtual private network will be created from our side on the basis of DSL high speed internet connection. Through which we will be connected to the client’s servers.

4.  Client has to create our passwords and user ids in their servers to connect with them.

5.  Client will have to send us the vouchers in shape of PDF or images through email or through FTP.

6.  Preparation of Accounts.

7.  Management of Accounts.

8.  Period end / Year end accounts reporting.

Note:

1. Through this technique the servers will have to remain online round the clock due to time difference.

2. Client has to apply more secure firewalls and security on the network.

Case-2: Offline Back office processing.

1. In offline back office processing client has to provide us the software which they are using at their side.

2. Client has o send us the vouchers in shape of email, images or PDF.

3. If the client’s software will be supporting batch processing then we can simply send or upload on FTP a new file containing the new data and client may run the batch processing routines do the data will be updated.

4. Second condition is that if client does not want to run the batch updating routine then client has to upload the database file on FTP which we will download and work on it and reload it again on FTP. Client will download that file and simply replace the existing data with the new one downloaded file. 5. Fast internet connection will also be needed to download and upload files.

Note:

1. Through this technique servers of client will not have to be remained online after office closing.

2. When client will close the daily work and upload the files on FTP then due to time difference between Pakistan and USA we will download the file and then work on it during our day time and reload it as the client’s day will start. The client’s work will be online as they will start new day’s work.

Case-3: Online Back office processing on our web based servers using internet.

The operations required entry of accountancy data as well as descriptive data. The data was entered and delivered to 100% accuracy. Year-end accounts and Govt Departments returns were submitted online

Option-1 : Documents received from XYZ's clients were scanned in remote office. Scanned documents were then uploaded on web based server which were downloaded and printed in Local office. Accounts department sorted the documents in different categories and did all the processing of the documents. These processed documents were handed over to the data entry department.

Option-2 : Our office agent will gather client Documents from XYZ's clients, documents were then uploaded on web based server which were downloaded and printed in Local office. Accounts department sorted the documents in different categories and did all the processing of the documents. These processed documents were handed over to the data entry department.

Option-3 : Our office agent will posted at XYZ's client office and he will responsible for documents uploading on web based server which were downloaded and printed in Local office. Accounts department sorted the documents in different categories and did all the processing of the documents. These processed documents were handed over to the data entry department. In online back office processing our office will give client side of the software user ID and passwords to client. Client can use Web based application for back office processing.

Note:

1, Through this technique the servers will have to remain online round the clock.