Colvir ERP modules provide automation of internal administrative transactions as well as core activity transactions referred to planning, accounting and allocation of revenues and expenses. These modules are integrated with other parts of Colvir System: utilize common System Kernel and common Software Tools; and output standard information to General Ledger, Cash Management and Risk Management modules.

ERP modules are: Budget Management, Handling of Contracts, Accounts Payable, Accounts Receivable, Fixed Assets, Inventories, Human Resources and Payroll.

Budget Management

This module is designed for planning of revenues and expenditures referred not only to administrative activity but also to core functions.

Revenue and expenditure classification (budget classification) is defined by organisation itself and can be handled using any kind of analytical views. Number of analytical views in Colvir is unlimited. Number of budgets itself is unlimited too. Budgets can be handled by organizational structure (cost centers and profit centers), by economic classification, by activity segments up to particular products, and by any other analytical views. Cost calculation of products is available.

Two standard budget types: budget of expenses and cash flow budget utilize organizational structure and economic classification as mandatory analytical views, at this economic classification is different for both. For each budget maintained in the System a report on budget execution can be generated.

Both bottom-up and top-down schemes of budgets generation and approval are supported. Draft budgets can be input manually, calculated by formulas or imported from external sources, e.g. from MS Excel spreadsheets. Budgets can be assigned by months, quarters and half-years. It is possible to keep number of budget versions during budget generation with facility of later choice and approval of necessary one. Module's standard functions are planning of budget reserves and revision of approved budgets.

It is possible to have different budget classifications for the previous and for the next year simultaneously. New budget can be generated beforehand using budget classification for the next year. If new budget will not be approved in time generation and utilization of temporary budget in the beginning of the New Year are available.

The module facilitates automatic control of available funds for individual expense items. Severity of such control can be user-adjusted. At this different items can be adjusted in different way: no control, warning, prohibition of expenses.

If necessary the module can provide not only budget management but also cash management by implementing of itemized cash limits for departments, activity segments, products.

Handling of Contracts

This module is designed for automation of contracts handling including payment and delivery schedules, performance of related transactions, control of available budget, control of contract obligations performance. Module can be utilized for contracts referred both to administrative activity and to core functions.

Facilities for handling of contracts include contract input, modification, approval, and printing of typical contract texts. Contract amendments are implemented using supplementary agreements mechanism providing protection from unauthorized changes of contract parameters and audit trail for any changes.

Control of payment and delivery schedules execution is provided automatically on maturity. The contract supervisor receives information on payment or delivery coming beforehand (the number of days between the warning and the event is a user-defined parameter). Supervisor can perform transactions not yet matured forcedly if necessary.

In case of budget presence in the System it is possible to discover lack of available budget for performance of contractual obligations beforehand and to provide necessary redistribution of budget.

The module allows for accounting of payments, of goods and services received, of debts on contracts. There are special transactions for contracts cancellation and termination. Contract termination is performed only when all related transactions are completed, there is no accounts payable and receivable, there will be no more payments, and goods or services receipt.

Accounts Payable

This module is designed for payments provision to the suppliers of goods and services, for payments to advance holders, and for cost allocation referred to services, business trips, salary payments etc.

There are all necessary standard facilities in the module: handling of suppliers including history, tariffs and limits; handling of advance holders; performance of payments; accounting of receipts, penalty provisions, debts, costs including cost allocation by analytical views e.g. by products.

Payments to the suppliers of goods and services are provided against invoice, instruction or contract clause. The System prohibits from payment amount exceeding the amount set out in the invoice / instruction / contract. It is possible to pay to third parties against supplier's or advance holder's debt. It is possible to pay in total or in part. It is possible to pay one amount against multiple invoices. Payment orders are generated automatically on maturity in accordance with contract schedules.

There are facilities for input of receipt reports in the module (delivery certificates, acceptance certificates etc). In case of “payment versus delivery” provision specified in the contract payment will be stopped unless receipt report is input and approved.

The following supplementary facilities are available: penalty payments provision in case of late payments; total or partial return of receipt goods to the supplier; acceptance of goods and services receipt against penalties.

Accounts Receivable

This module is designed to issue invoices to purchasers of goods and services, and to control accounts receivable settlement.

There are all necessary standard facilities in the module: handling of counteragents; issuance of accounts receivable; generation of invoices; supervision of payments receipt; stock write-off on selling from storehouse; return of payments; accounting of penalty provisions, debts, revenues including revenue allocation by analytical views e.g. by products.

Supervision of payments receipt utilizes payment monitoring mechanism that allows for selection of necessary payments and it's linking with contracts and accounts receivable. It is possible to accept payments from third parties against supplier's debt.

It is possible to qualify accounts as outstanding, to process payments including penalty provisions, to write-off bad debts referred to account receivable.

Fixed Assets

This module is designed to perform transactions referred to fixed assets (FA) and to reflect these transactions in different books of records (accounting, management, tax etc).

There are all necessary standard facilities in the module: handling of hierarchical FA classifier; handling of inventory cards containing all necessary information referred to individual FA including FA history; performance of all necessary transactions related to FA; FA tax accounting; report generation.

Each FA can be linked with correspondent purchase and sale contracts that enables to control the life cycle of all FA referred to particular contract.

In order to operate with large FA volumes there are facilities for FA unification in parcels and future operation with these parcels: transfer FA from one parcel to another, copying FA from one parcel to another, unification of several parcels to a new parcel etc. Mass generation of FA inventory cards is possible as well as performance of mass transactions with FA.

There is FA Inventory task operating with bar-code equipment.

The following basic transactions referred to FA are maintained: FA entry (by acquisition, building, receipt as authorized capital stock, receipt into lease etc); FA transfer (between departments, stores, accounting groups, persons in charge); leasing of FA; FA repair; FA modernization; FA laying-up; FA splitting / unification; FA retirement (by sale, by free of charge transmit, by write-off, by investment in authorized capital stock); amortization; revaluation.

The following amortization methods are available: linear method, resource method, reducible balance method, method of cost write-off under number of years of beneficial use.

Inventories

This module is designed to perform transactions referred to inventories, to handle storehouse accounting, and to generate reports.

There are all necessary standard facilities in the module: handling of hierarchical inventory classifier; handling of inventory cards containing all necessary information; provision of flexible workflow referred to inventories movement; inventory management (control of illiquid assets, surplus and shortage positions in accordance with maximal and minimal inventory levels by stores and organization in whole); transactions budget control (in case of budget presence); cost allocation; report generation.

The following basic transactions referred to inventories are maintained: entry to store; issue from store; return to store; transfer (between stores, departments, persons in charge); inventory using bar-code equipment; write-off and retirement.

The following methods can be provided for materials actual price calculation: FIFO, LIFO, weighted average cost. Calculation precision is up to 18 decimals.

Human Resources

This module is designed for handling of list of members of staff, accounting of employees, handling of clocking in / out register and holidays schedule, issue of board resolutions, planning of staff training and retraining, report generation.

List of members of staff is handled in form of hierarchical directory with unlimited number of hierarchy levels. The directory contains departments, positions with its status within department hierarchy, salary scales, vacancies etc. Number of occupied vacancies is calculated and displayed automatically.

There is a record card handled for each employee containing all necessary information. It is possible to handle a personal file as well in order to keep any kind of documents in different formats.

The following basic operations with employees are available: designation (with or without trial period); move to another position; holding of more than one position; sending on business trips; accounting of sick-lists and holidays; training; change of details (name, family status, rise in wages etc.); discharge from office.

It is possible to handle data referred to employees, temporary appointed to other position, working by contract, holding of more than one position. Handling of positions reserve is also available.

Payroll

This module is designed for calculation of payroll, other types of payments to personnel and related taxes.

Payroll calculation for the current period is provided for all types of labor remuneration, taking into account all types of allowances and deductions. Payroll calculation can be done for organization in whole, by departments and by particular employees. There are facilities: for transmission of previous debts during payroll calculation; for calculation of Lump sums (grants-in-aid, bonuses, holiday pays); for automatic tax recalculation for past periods.

Flexible adjustment of payroll calculation is available. The following payroll elements can be adjusted: algorithm of income tax calculation; assignments to funds; sick list and holiday pay calculation; implementation of new types of allowances and deductions and algorithms of its generation; round-up of amounts payable etc.