Summary

Colvir Postal Solution (CPS) is totally integrated complex centralized solution designed for automation of all main tasks of postal administrations.

Functionality
Colvir Postal Solution contains System Kernel, Software Tools and the following sets of functional modules: Postal Services, Financial Services, Enterprise Resource Planning (ERP), Accounting, Analysis and Management.
In aggregate these functional modules support all main transactions provided by postal organizations:
Provision of postal services to natural and juridical persons

• reception, delivery and handing of all types of mailings (letters, parcels, EMS, bulky loads etc)
• reception, delivery and handing of postal money orders including international ones
• provision of information referred to mailings location
• postal subscription and delivery of periodicals
• sale of postal goods
• processing of reclamations

Internal postal transactions

• mail sorting
• handling of address database

Provision of financial services to natural and juridical persons

• bill payments collection in favor of services providers, collection of taxes and pension dues
• reception and handing of money orders
• payment of pensions, scholarships and grants-in-aid
• agent services including sale of insurance polices, lottery tickets, servicing bank loans and deposits etc
• transfer–agent services on securities market
• opening and handling of savings accounts
• granting of loans (mainly in rural area)
• currency exchange transactions, safe services

Provision of retail services

• sale of retail goods (mainly in rural area)
• sale of goods by catalogues

Administrative activity

• handling of contracts referred to core and administrative activity, settlements with suppliers and advance holders, settlements with postal administrations, deliveries accounting
• fixed assets and inventories
• human resources management and payroll calculation
• handling of routing schedules and routes, deadlines for load delivery; supervision of carrier's utilization; recording flow of traffic

Accounting

• General Ledger and accounting
• tax accounting

Analysis and Management

• budgeting, revenue and expenditure accounting in view of activity types up to postal / financial products – split accounting, products cost calculation
• marketing: creation of new postal / financial products, products distribution by branches, customer relationship management (CRM), including client's yield calculation and analysis
• cash management
• risk management

All Postal Organization's Operations in a Single System
Colvir's functional modules allow for provision of completely integrated solution. The main advantage of integration is that all postal organization's transactions referred to either core activity or administrative activity are operating with one Kernel, one General Ledger, one budget, one Risk Management module, one Cash Management module. This allows: to evade expenses referred to interfacing of system components, to reduce expenses referred to staff salary and training, to make system modification easier.
Total integration gives opportunity to implement in Colvir Postal Solution the idea of unified postal window – workplace with consolidation of all available tasks and products for servicing a client by one clerk independently from modules providing these tasks and products. Availability of tasks and products for particular branches and users is achieved by System adjustments.

Main Problems Solving by Colvir
Decreasing of operational risk by minimization of manual data input and processing, elimination of double entry of the same data, centralization of information, and provision of transactions transparency
Support of marketing efforts: creation of new postal / financial products, modification of existing products, differentiation of products and tariffs by branch types, client base accounting and analysis
Increasing revenues due to simple introduction of new postal / financial products and automatic commissions calculation and charge
Decreasing costs due to high level of transactions automation, total integration, cutting down losses from fraud
Increasing of clients servicing quality due to on-line control of registered mailings and money transfers passing through, of loans and deposits status, of availability of funds, inventories and other assets and resources at the head office level of postal organization
Meeting Universal Postal Union (UPU) Standards by documents and reports generating in the System
Meeting International Accounting Standards including split accounting of revenues and expenditures
Increasing efficiency of utilization of postal organization resources due to automatic accounting of resources and calculation of requirements.

Advantages of Colvir Postal Solution

• Complete functionality
• Wide range of adjustments without programming, extremely high level of adaptability achieved by means of Colvir Software Tools
• Support of modern postal technologies – interface with postal equipment: electronic letter-weight, bar code scanners, mail sorting machines, electronic cashier's machines; interface with plastic card systems and self servicing devices; support of remote clients
• Centralized data processing option including branches operating in off-line mode
• Modern level of accounting
• Products idea in the focus of the System; modern level of management accounting: split accounting by types of activity up to particular postal / financial products
• Multi-tier System architecture and modern technical platform J2EE (RDBMS – Oracle, application server – Oracle Application Server or JBoss)
• Modular System structure that allows solution step by step purchase and implementation
• Built-in data warehouse, possibility of interfacing with other systems.

System Kernel and Software Tools

System Kernel and Software Tools incorporate common functions and services utilized by all functional modules of the System. The Kernel includes general-system services and application services.
The System cannot operate without general-system services. Data Dictionary is the main general-system service being a centralized archive to store the descriptions of main System elements: System Messages, Domains, Entities, Inquiries, Business Objects, Screen Forms and Reports.
The other general-system services not referred to Data Dictionary are: Database Connection Service, WEB – server Data Access Service, Multi-Language Service, System Parameters Service, Security Service, Audit Service, Import & Export Service, Encoding Rules Service, Screen Form Designer, Business Processes Supervision Service etc.
The application services are common for all the functional modules. Some of them are intended for programmers' use only; the others represent the Software Tools designed specially for non-programmers. Exactly these components make the System so flexible that it is possible to announce adaptability without programming as a System's mission.
The System Kernel application services include: Data Domain Concepts Dictionary, Analytical Models Designer, Accounting Models Designer, Transaction Designer, Analytical Views Designer, Formula's Designer, Consolidation Service, Financial Figures Service, Payments Service, Limits Service, Interest Rates Designer, Product Templates Designer, Fee Calculation Service.
As a whole System Kernel allows development and modification of the System application functionality by postal organization's own staff, with limited involving of Colvir's experts. This approach provides for successful System adaptation to the particular postal organization's needs and allows the postal organization to respond to regulation and legislation amendments on-the-fly. And what is very important most of Colvir Software Tools are directed towards postal organization experts in data domains – the users without any programming skills.

Postal Services

«Postal Services» functional modules are: Mailings, Mail Sorting, Registered Mail Control, Reclamations, Postal Subscription, Postal Money Orders, Sale of Postal Goods, Goods By Mail.
«Postal Services» set of modules is integrated with other parts of the System. This integration allows while provision of postal services to execute simultaneously the following operations: registration of clients for CRM purposes, check balances in cashier's offices and warehouses, charge commissions, settle accounts, generate payments and accounting entries.

Mailings
This module is designed to provide transactions with registered mail in postal branches engaged in direct servicing of the clients. These transactions include reception of mailings, handing, return, redirecting, storing, non-handing, transmitting to sorting center, reception from sorting center.
Reception of mailings can be provided both in named and batch modes with facility of electronic batch lists import from clients. All types of mailings are supported by the module (letters, parcels, EMS, bulky loads etc).
Handing of mailings is available both in postal branch and by postman or courier service delivery.
The module provides flexible adjustment of tariffs for sending of mailings and performance of supplementary postal services. Tariffs can be defined for postal organization in whole, for group of branches, individually for client categories or for particular client's servicing contract.
Postal service payments can be provided in cash or by cashless settlement, using advance account or client's account, via domestic or international payment system. It is possible to provide payments for mailings using postal stamps, postage meter imprints, and reciprocal international coupons. There is a facility for prior calculation and display of mailing tariffs for the purpose of sender notification.
Reception of partly paid or unpaid mailings from sender is available with paying by addressee when handing. Facility for collection charges for storing, redirecting, return and delivery of mailings from addressee is available too.
The module provides generation of all necessary accompanying forms required by Mail Sorting module: way-bills, mail lists and labels in accordance with UPU standards. The set of output report forms can be expanded without limitation by postal organization's own IT department.
The unique bar code identification of registered mail is supported. Interfaces with technical equipment – bar code scanners, electronic letter-weight, electronic cashier's machines, mail sorting machines are available.

Mail Sorting
This module is designed for automation of mail sorting process in mail sorting centers and places of international mail exchange.
The following functions are provided by the module: generation and modification of domestic and international routing schedules; creation and modification of timetables and postal routes; import and efficient modification of flight timetables, recording of all types of mail containers, arriving to the sorting center, generation of accompanying forms in accordance with internal standards and UPU standards (all types of way-bills, special sheets, parcel cards, letter cards, sack labels etc) including standards for inter-settlements with foreign postal administrations, domestic and foreign carriers.
One more important function provided by the module is permanent real-time monitoring of mailings processing status and different sorting center's technological cycles. This monitoring allows for supervision of average processing time and number of mailings for every workplace, number of mailings accumulated in particular sorting center zones, as well as mailings with processing time out of specified limits.

Registered Mail Control
This module is designed for storing and processing of on-line information referred to current location and status of registered mailings in the System.
Required information is coming to this module automatically from Mailings and Mail Sorting modules first on reception of mailing then as mailing is moving through the sorting centers.
The module's distinguishing feature is web-interface that allows on-line supervision of mailing current location and status from any postal branch with Internet – connection available. In postal branches without Internet – connection it is possible to send off-line requests on mailing location from unified postal window.

Reclamations
The module is designed for registration, processing and analysis of incoming and outgoing reclamations.
The module allows registration of incoming reclamations with input of all necessary mailings' attributes; generation of requests referred to search of lost mailings and supervision of such requests; return and redirecting of mailings (by means of «Postal Services» module).
The module provides calculation of amounts for compensation in case of mailings loss, theft or damage; recording of compensation amounts paid to clients within the country or to foreign postal administrations; recording of amounts received from foreign postal administrations in case of lost mailings compensation; generation of invoices referred to lost mailings compensation; as well as supervision of incoming and outgoing compensation payments.

Postal Subscription
This module is designed for provision of services referred to periodicals distribution among natural and juridical persons.
The following functions are available: handling and import of catalogues of periodicals; execution of subscription – orders reception with cash or cashless payments; supervision of subscription process; calculation of consolidated requirements; generation of periodicals publication schedule; calculation of publications cost; design and optimization of publications delivery routes; delivery of periodicals to recipients; generation of accompanying forms; change of addresses; cancellation of subscription.
Execution of subscription can be provided by postal branch clerk or by subscriber itself via Internet using self servicing points located in postal branches or using «Remote Client Services» module.
Handling of contracts with publishing houses, agencies and editor's offices referred to periodicals distribution, as well as supervision of contracts performance is provided by means of Colvir ERP «Handling of Contracts» standard module.

Postal Money Orders
The module is designed to support different types of postal money orders provided by natural and juridical persons.
The following transactions related with postal money orders are available: reception of money, handing, redirecting, return of money to sender, storing. On receiving of incoming postal money orders recipient notification is generated in postal branch. In case of non-receiving of money by recipient during specified time period repeated notification shall be generated automatically.
General delivery with recipient coming to postal branch as well as delivery by postman directly to recipient's address are supported.
It is possible to provide both domestic postal money orders within the country and international postal money orders – in favor of recipient in any country of the world. Local address database can be utilized for domestic postal money orders. There is facility to import foreign countries address databases in coordinated electronic formats.
On reception and handing of international postal money orders printing documents are generated in accordance with UPU standards. For domestic transfers it is possible to generate any kind of standardized printing documents.
For STEFI participants the module facilitates exchange of postal money orders in electronic format with confirmation and reconciliation.
Postal money orders can be done with or without account opening. For postal money orders without account opening deposits are provided in cash or by plastic cards. Incoming transfers can be posted to client accounts or paid off to recipient in cash. Transfers to be paid off in cash contain all necessary information for recipient identification in branch where cash will be paid off.
The module ensures convenient preparation of documents and high degree of protection against unauthorized actions. During transaction performing, access to Client Information File and trustees is available if such information has been input before. It is possible to review and visually control of client and trustee signature specimens stored in the System. On funds withdrawal from client accounts available balances are checked automatically.
Fee calculation is performed automatically in accordance with tariff schedule. Commission can be charged as from transfer sender as from recipient.
International postal money transfers are provided in accordance with bilateral contracts signed between postal administrations of different countries. Currency types and amounts of postal money orders are restricted by conditions specified in such contacts.
The module provides inter-settlements between countries referred to sent and received postal money orders. Inter-settlements currency and periodicity depends on conditions specified in correspondent contracts between postal administrations. Inter-settlements result in accounts payable or accounts receivable. Integration with correspondent Colvir ERP modules is ensured.

Sale of Postal Goods
Postal goods are: postal stamps (standard and philatelic), stamp albums, post cards, envelopes, as well as any other goods referred to mailings and sold by postal branches directly through the counter or by self servicing devices.
The module is designed for registration of transactions referred to sale of postal goods, quantitative accounting of sold and remained goods, and calculation of sales return. On sale transactions registration bar code equipment can be utilized. At this goods classification and prices are selected automatically that allows to essentially fasten servicing of clients in the queue.
Sale of postal goods can be provided both as separate transaction and simultaneously with mailing reception.
The module enables supervision of postal goods stock level for each counter clerk, request and receipt of postal goods from main vault, return remained goods to the vault. Centralized accounting features of the System allow on-line evaluation of postal branch requirements in particular postal goods and replenishment of stock level just in time.

Goods By Mail
This module is designed for goods sale by catalogues. The module functions are: handling of trade catalogues, reception of applications on purchase of goods from natural and juridical persons, forwarding applications to suppliers of goods, delivery and handing of goods.
Maintenance of the contracts with the suppliers of goods is provided by standard Colvir ERP module «Handling of Contracts».

Financial Services

«Financial Services» set of modules allows to grow the business of postal organizations providing in addition to postal services a wide set of financial services such as bill payments collection, currency exchange, money transfers, agency and transfer – agency services, deposits and even loans if allowed by regulations.
«Financial Services» functional modules are: Bill Payments Collection, Teller's Transactions, Exchange Office, Money Transfers, Agency Services, Retail Deposits, Retail Loans, Standing Orders, Safe Services, Plastic Cards' Back Office.
«Financial Services» set of modules is integrated with other parts of the System: it utilizes the common System Kernel and common Software Tools; and outputs standard information to the General Ledger, to Cash Management and Risk Management modules.
For provision of some financial and postal services to natural persons via Internet a special module called «Remote Client Services» is included into the System.

Bill Payments Collection
The module enables collection of following payments from natural persons: payments to budget, pension dues, payments for services rendered to population by Public Utilities, communication operators and other service providers. Client payments are provided by means of accounts debit. Non-client payments from any natural person are provided by cash or by plastic cards.
The module handles templates of typical payments which enable to speed up client service. Prompt and convenient input of payments is supplied.
The bills from service providers can be input into the System in electronic form. These bills can be used later on while collection of utility payments. For new service providers and new payment types bill formats can be adjusted individually.
Collection of commissions for bill payments is provided automatically, the commission can be collected both from bill payer and from service provider.
The module performs consolidation of collected bill payments in view of service providers and money remittance to providers with generation of payment orders with adjusted periodicity.
It is possible to transfer to service providers of registers of payments collected for their benefit. For new service providers register formats can be adjusted individually.

Teller's Transactions
This module is designed to provide transactions referred to teller's services for clients and money vault operations.
Client services are: cash receipt from clients for crediting of current account or deposit, for bill payments to services providers, for payments to state budget and pension fund, for money transfer, for crediting of plastic card, for repayment of loan, for purchase of valuables; giving of cash to clients; transactions referred to plastic cards: receipt of applications, issue of plastic cards, issue of PIN-envelopes.
Money vault operations are: cash and valuables issue from vault (to tellers, to exchange offices, to other branches); receipt of cash and valuables into vault; receipt of cash and valuables for collection. It is possible to provide cash transactions in view of bank notes value, and in view of bank notes and coins condition. The module provides issue of applications for cash or valuables replenishment.
The module ensures convenient preparation of documents and protection against unauthorized actions. During transaction performance, access to Client Information File is available if such information has been input before. It is possible to review and visually control signature specimens stored in the System.
The module generates receipt and expenditure cash orders during transaction performance. Fee calculation is performed automatically in accordance with tariff schedule.

Exchange Office
The module consists of three parts, one of which is established in the head office, another one – in the branch, and the third one – directly in the exchange office.
In the head office allowable currency types are nominated to exchange offices, one or another transactions are allowed: purchase / sale of travel cheques, sale of other valuables, transactions with non-payable currency. Different currency types and different transactions can be nominated to different exchange offices.
Besides, the head office defines total foreign currency maximum buying rate and minimum selling rate. If necessary the head office can nominate individual rate limits for particular branches taking into consideration state-of-market in the region.
It is possible to change currency rates during one business day. The module handles the history of currency rates changing for each currency. Wholesale rates (with gradation related to amount exchanged) are maintained.
In branches the module performs: buy / sell currency rates nomination for related exchange offices according to head office restrictions, advances provision to exchange offices as well as receipt of money / valuables from exchange offices to branch vault. Several advances can be made to one exchange office during one business day.
Directly in the exchange office the module performs the following transactions: purchase of currency / valuables, selling of currency / valuables, exchange of bank notes, purchase of non-payable currency, replacement of non-payable currency, receipt of non-payable currency for collection, selling of currency using plastic cards. All these operations are accompanied by fiscal cheque and certificate printing.
On transactions execution specified rates are utilized, correction of currency rates is prohibited. The module controls currency balances in cash desk, enables fee collection and deduction of taxes.
In the exchange offices advances / valuables received from branches are registered automatically, and the register of exchange transactions is generated, as well as balance information for money and valuables to be transmitted to the head office.

Money Transfers
This module is designed to support different types of money orders provided by natural persons. Both international, domestic and postal internal (between branches via head office) money transfers are available in favor of natural and juridical persons.
International transfers can be sent in any currency. Funds conversion application is generated automatically if necessary.
Money orders can be done with or without account opening. For money orders without account opening deposits are provided in cash or by plastic cards. Incoming transfers can be posted to client accounts or paid off to recipient in cash. Transfers to be paid off in cash contain all necessary information for recipient identification in branch where cash will be paid off. Such transfers can be paid off in any branch on recipient's choice.
The module ensures convenient preparation of documents and high degree of protection against unauthorized actions. During transaction performing, access to Client Information File and trustees is available if such information has been input before. It is possible to review and visually control of client and trustee signature specimens stored in the System. On funds withdrawal from client accounts available balances are checked automatically.
Fee calculation is performed automatically in accordance with tariff schedule.

Retail Deposits
This module is designed to create and maintain the unlimited range of deposit products for natural persons. To create new products the Product Templates Designer is utilized which is included in System Kernel. The users are capable to make new products independently.
The following facilities are available: input and review of deposit agreements and transaction journal, automatic generation of agreement text; gift of deposit; operating with testaments and letters of attorney; deposit arrest / release; receipt of deposit with currency equivalent fixation; automatic fee collection for deposit service in accordance with tariff schedule.
Interest calculation can be made by groups of deposits or by individual deposits; with sums transferring to depositors current accounts or without transferring; on basis of actual, average or minimal balance; using day opening or closing balance. The interest rates can be flat, with base or graded depending on deposit terms and conditions.
The following capabilities are available: interest rates indexation, setting of specific rates for individual customer categories, automatic interest converting in view of pre-term claim of deposits, partial payout, subsidiary depositions.
Subsidiary depositions can be admitted in two ways: a) subsidiary deposition is united with principal amount, and total balance is rolled-over up to the term of the subsidiary deposition; b) every subsidiary deposition has its own expiration date and interest rate.
The module also ensures opening of a deposit with zero balance with the given period of expectation after which a deposit is automatically closed; pre-term (partial) withdrawal of a deposit; roll-over of a deposit for partial or full amount, capitalization of deposits with specified period of capitalization; capability of blocking of dormant deposits.

Retail Loans
This module manages loan agreements granted to natural persons including credit lines. The entire loan life cycle is supported from credit committee application input up to completion of the loan.
This module is designed to create and maintain the unlimited range of deposit products for natural persons. To create new products the Product Templates Designer is utilized which is included in System Kernel. The users are capable to make new products independently.
The following facilities are available: review of Client Information File, handling of loan agreement file, collateral accounting, review of agreements and transaction journal, automatic generation of agreement text and repayment schedule.
The module provides powerful facilities for generation of any kind of repayment schedules. There are various types of initial repayment schedules: by equal parts (annuity); uniformly, principal and interest in equal periods; the same with different periods; non-uniformly; subject to grace periods. It is possible to modify the repayment schedule before the loan agreement comes into effect. Interest recalculation during correction is performed automatically. Modification of repayment schedule for contract in force is possible only for non-executed items.
At principal and interest maturity dates the amounts payable are displayed on the screen. Linking of incoming payments with amounts payable is provided by special task – payments monitoring. Linking is done automatically (if possible) or by user.
The following facilities are also available in the module: advanced repayment including partial discharge; operations with past-due loans: qualifying as past-due loan, calculation and imposition of penalty provisions, prohibition of interest accrual, loan write-off. It is possible to transfer loans from one category to another in compliance with loan portfolio classification with automatic provisions calculation.
There is a credit calculator in the module that allows modeling of different situations both for new and existing loans.

Standing Orders
Standing orders provide:

• Settlement of bills issued by service providers debiting client account;
• Converting specified part of amount entered to client account;
• Transfer on fixed dates of specified amount (or amount equivalent in foreign currency), or amount received from a particular sender in accordance with set bank details;
• Transfer of client's account balance or specified amount to client's card account;
• Repayment of loan.

The adjustment of automatic standing orders execution is possible in accordance with specified schedule or on money entered to client account. The amount of transfer can be specified directly or in percentage ratio of the received amount or balance. In case of insufficient funds on client account the standing order is put on a waiting list until money are received without reflecting in accounting books but with possible reporting on payments being on a waiting list
In case of standing order execution the payment document is generated automatically with reference to number and date of standing order related to the transfer provided. Necessary fees are generated automatically in accordance with tariff schedule: for transfer, for currency conversion, for standing order execution, and others.
Templates for filling in of standing orders are provided. On the date indicated by client or on money entered into client's account the payment order template appears on the screen for review and approval.
 
Remote Client Services
The module enables remote performance of both financial and postal services: all required types of payments: to budget, to pension funds, to services providers (Public Utilities, cellular operators, internet-providers, paging companies, insurance organizations etc) as well as card account replenishment and loan repayment. The following postal services are available in the remote mode: sending of reclamations, control of registered mail current location, postal money orders, postal subscription, purchase of postal stamps, ordering of goods by mail.
For any payment type including postal money orders the module enables storing of payment templates in order to simplify the input of new payments. The same capabilities are available for postal subscription templates.
The module provides execution of all kinds of money remittance including input of postal money orders applications, input of international payment applications, input of currency conversion applications (as well as between two currencies according to cross-rate). There is possibility of money remittance between client's own accounts.
Besides, the module has the following facilities: input of applications for issuing of plastic cards, remote opening of deposits, sending of letters and inquiries to personal manager.  
The module enables access to the following information:

• Statements of client's own accounts for any time periods  
• Currencies exchange rates with possible review of rates change history
• Status of documents send (payments, applications) including postal money orders
• Electronic copies of incoming payment documents
• Letters and reference information received from the personal manager
• Service tariffs
• Deposits and loans interest rates
• Postal subscription catalogues
• Postal stamps catalogues
• Goods By Mail catalogues
• Current location of registered mail.

Remote Client Services module is designed using Internet – technologies. The standard browser only is necessary on the client's site.

Enterprise Resource Planning (ERP)

Colvir ERP modules provide automation of postal organization's internal administrative transactions as well as some of core postal transactions such as handling of contracts, transport management, payments, reception of postal goods from warehouses etc. ERP modules are integrated with other parts of CPS: utilize common System Kernel and common Software Tools; and output standard information to General Ledger, Cash Management and Risk Management modules.
Colvir ERP modules are: Handling of Contracts, Accounts Payable, Accounts Receivable, Fixed Assets, Inventories, Transport and Logistics, Human Resources and Payroll.

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 postal activity e.g. for contracts with publishing houses, transport organizations etc.
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 postal / financial 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 postal / financial products.
Supervision of payments receipt is based on 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 debts.
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 on staff hiring and discharge from office.
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, pension and social dues. There is a facility of automatic payroll transfer to deposits, plastic cards, repayment of  loans and other employees' debts.
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 postal 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 algorithms by System users is the module's distinguishing feature. All payroll elements can be adjusted including algorithms of income tax calculation; assignments to funds; sick list and holiday pay calculation, different types of bonuses; implementation of new types of allowances and deductions and algorithms of its generation; round-up of amounts payable etc.

Transport and Logistics
This module is designed for automatic transport management and accounting of postal organization's flow of traffic.
The module is providing the following functions:

• Recording of carriers with handling of history of carrier attributes modification
• Recording of petrol and oil consumption for each carrier with rate of consumption control and possibility of requirements planning for specified period
• Recording of tires utilization with rate of application control and possibility of purchases planning for specified period
• Recording of scheduled and current repairs with possibility of supervision of scheduled repairs maturing, itemization of work performed, supervision of particular spare parts operation life, and calculation of funds requirements referred to transport repairs
• Recording of carriers insurance contracts with expiry control and calculation of funds requirements referred to transport insurance
• Recording of supplementary transport expenses (washing, parking etc)
• Recording of vehicles carrying capacity for flow of traffic calculation
• Handling of transportation orders and supervision of transportation process (automatic selection of carrier and carrier's route, control time of delivery).

The module provides handling of carriers' timetable and its supervision (routing schedules, waybills, working time calculation, mileage control), as well as flow of traffic calculation and planning both in cash and natural exponents.

Accounting

«Accounting» set of modules provide handling of postal organization's General Ledger, maintenance of tax accounting and generation of related reports.
«Accounting» functional modules are: General Ledger, Tax Accounting and Statutory Reporting.
All System parts are integrated with «Accounting» set of modules transmitting necessary information in standard format to these modules. At the same time «Accounting» modules utilize the common System Kernel and common Software Tools.

General Ledger
Colvir General Ledger (GL) module is a tool providing links between GL account entries and all of the correspondent contracts, transactions, documents and subsidiary ledger entries. Posting of entries to the General Ledger is done automatically on the basis of pre-adjusted accounting models. Adjustment of accounting models is available to trained accountant, and can be done by postal organization's staff.
Postings can be done in real time mode or at the end of the accounting period. Back-value and future-value postings are supported as well as operation in different time zones.
General Ledger supports a number of Charts of Accounts. Each Chart of Accounts can be of different structure with any number of hierarchy levels. Historical information is maintained for all accounts. Account code length may be up to 30 characters. GL accounts may be detailed by any analytical views. Different accounts can be detailed by different analytical views. Number of analytical views for each account is unlimited.
Colvir General Ledger is multi-branch and multi-currency. Each GL account may have balances in different currencies.
There is a facility of «DRILL DOWN» review of detail transactions, deals / contracts and basic documents including branch documents. Review starts with GL account list. For each account it is possible to review account statements, balances and turnovers, as well as transaction journal. On «DRILL DOWN» the information can be itemized by departments, by accounts of lowest level, by analytical views. It is possible to review correspondent operations, financial entries, deals / contracts and documents from lowest transaction level. Contracts and documents can be reviewed not only in electronic form but also in form of scanned images.
Colvir General Ledger has built-in facilities for data comparative analysis using graphs and diagrams.

Tax Accounting
The module provides adjustment of tax and related supplementary data calculation facility that is flexible and simple at the same time. The following Kernel Services are utilized to achieve this adjustment facility: Financial Figures Service, Formula's Designer, Analytical Models Designer, Accounting Models Designer.
Financial Figures Service allows calculation and accumulation of any kind of supplementary data at specified time intervals using the balances and turnovers of any accounts including analytical accounts as well as any other information available in the System. In order to modify financial figures in respect of particular transactions pre-adjusted analytical models are utilized.
The module's distinguishing feature is utilization of Formula's Designer for adjustment of tax calculation algorithms. All algorithms necessary for tax calculation can be adjusted by System users. On change of current rules of existing tax calculation as well as on implementation of new types of taxes by tax authorities the System users will be able to change financial figures and formulas as required or to create new financial figures and formulas in order to meet new tax regulations.
Thus the module's capacities allow postal organization to react flexibly upon changes in legislation and to modify tax calculation algorithms without addressing to System supplier.

Statutory Reporting
The module contains wide set of standard report forms including different financial and statistical reports. Moreover, availability of high-capacity report generator built on the basis of Microsoft Excel electronic worksheet and Microsoft Word textual processor, provides for flexible generation of user developed ad hoc reports. It is possible to generate both «draft» and «presentation» reports.

Analytics and Management

«Analytics and Management» set of modules is designed to support analysis and decision-making procedures provided by postal organization's top management and business departments; budget planning and execution control procedures; and marketing efforts including creation of new postal / financial products, modification of existing products, differentiation of products and tariffs by branch types, client base handling and analysis.
«Analytics and Management» functional modules are: Budget Management, Customer Relationship Management (CRM), Cash Management and Risk Management.
All System parts are integrated with «Analytics and Management» set of modules transmitting necessary information in standard format to these modules. At the same time «Analytics and Management» modules utilize the common System Kernel and common Software Tools.

Budget Management
This module is designed for planning of revenues and expenditures referred not only to administrative activity but also to core postal functions. Revenue and expenditure classification (budget classification) is defined by postal organization itself and can be handled using any kind of analytical views. Number of analytical views in the System is unlimited. Number of budgets is unlimited too. Budgets can be handled by organizational structure (cost centers and profit centers), by economic classification, by activity segments up to particular postal / financial products, and by any other analytical views.
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.
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 include 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 is 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.
The module provides budget execution reports generation referred to specified dates and periods, it is possible to display budget execution reports on the screen in on-line mode.

Customer Relationship Management (CRM)
This module is responsible for handling of Client Information File and client accounts, recording of all contacts with clients, yield calculation for particular clients and client groups, support of marketing efforts by selection of client groups for selling them particular products.
Some services such as reception of deposits, granting of loans, batch reception of mail and other services referred to opening of client accounts, require obligatory input of client information. Other services provided to the client without opening of accounts can be supported by the System without input of client information. Still it is always possible by means of the System to input such information or to extract it from existing data for purposes of client base analysis and client relationship management.
For each client there is lot of data input and stored in Colvir System including economics sphere, resident / non-resident status, country of registration, seal and signature specimens, client affiliate information etc. Postal organization's staff itself can add any kind of supplementary client information if necessary. It is possible to handle potential client's information as well.
Corporate clients having subsidiaries constitute special groups. All information concerned with subsidiaries is available for head organization of such group. The number of client hierarchy levels supporting by the System is unlimited.
All client's accounts, transactions and contracts with postal organization are linked with the client record in the Client Information File. Capability of linking of any kind of electronic document to the Client Information File is available.
Historical records are maintained for clients and accounts. It is possible to review the client / account history in chronological order with indication of the date and type of record modification. Handling of accounts both in local and foreign currencies, and in several currencies (multi-currency accounts) is available.
Both centralized and decentralized modes of clients and accounts handling are available. At this Colvir System enables servicing of each client in any postal branch.
The module's functions referred to marketing are: creation of new postal / financial products, modification of existing products, differentiation of products and tariffs by branch types. The module contains number of reports for client base analysis. Cross-sell and up-sell options for existing postal / financial products are available.

Cash Management
This module is designed to forecast available cash volume at postal organization's disposal, and also for calculation of cash shortage / surplus time periods for timely fulfillment of commitments, borrowing and reporting.
The forecast of future cash payments and receipts as well as information on actual payments and receipts is taken from all Colvir modules related to payments. Transmit of this information takes place on payment schedules approval and modification, on input of accounts payable and receivable into the System, accrual of payroll etc.
It is possible to input revenue forecast and recurring expenses into the System under specified classification. Manual input, import from external sources (e.g. spreadsheets), and forecast under user-defined rules are available. Cumulative statistical data can be taken into consideration. Different rules can be applied to different classification elements.
Consolidation of all forecast information allows for calculation of summary cash flow for specified period. Summary cash flow is displayed on the screen as opening balance, list of revenues by specified classification, list of expenses by specified classification, closing balance. Cash flow gaps are displayed for each period.
The following operations are available with summary cash flow: review of detail payments by classification (e.g. by activity segments or postal / financial products); transmit of individual payments to the next period, at this summary cash flow shall be recalculated automatically; analysis of possible variants of taking and giving funds; keeping cash flow versions with possibility of choice of the final version.
The module operates with payments in different currencies and generates all necessary reports.

Risk Management
The module provides for accounting of complex risks originated by different segments of postal organization activity.
Credit risk management is provided by implementation of different types of limits. It is possible to set up the limits referred to transaction groups in order to discover related risks and reduce of security amount. It is possible to calculate exposure distribution for credit portfolio.
The module allows for calculation of provisions taking risks into account and for comparison it with actual provisions created on the basis of normative documents.
Market risk evaluation is based on exposure calculation method. For related risks evaluation covariant approach is used. The module calculates exposures referred to portfolio, VAR of portfolio at specified reliability level, and also standard exposure deviation. In the network of market risk value risk and interest rate risks are regarded. For supervision of these risks special reports are generated by module.
Evaluation of operational risk is designed in the module in form of statistics accumulation referred to individual internal processes and calculation of main risk estimations on this basis.