IT in Small Business
Content
By: Sri Lingaraj Sahoo, GNIIT Computer Programmer, WFP
Financial Accounting
Inventory System
Payroll System
Production Planning & Control Sales and Marketing
Every Business needs to systematically maintain records of all business transactions that take place. The management needs reports to apprise them the financial performance of the company. Financial accounting is the process of recording,classifying and reporting of the financial data of a business and preparation of financial reports. For Maintaining & Preparing these repots IT applications can play a major role, resulting a bookless or paperless accounting system in the office with speed, accuracy, less manpower utilization.
Large Companies have their own accounting packages, but many packages are available for the PC. Which you can purchase and install in your PC. They are often modular, so that you can computerize those parts of your accounts where time can be saved. An accounts Package could do any or all of these things.
1. Payroll 2. Tax Returns 3.Check Production 4. General ledger 5. Accounts Payable 6.Account receivable
Some Popular Accounting Packages are :1. Tally 2. MS MONEY
3. WINCA
4. Ex-Next Generation
7. Profit & Loss Account
8. Balance Sheet
5. FOCUS
Inventory refers to all materials within an organization that don't constitute a part of the capital goods, equipment or buildings.
An Inventory Control system is crucial for any organization. It is required to maintain the Optimum level of Inventory.
Maintaining Inventory System properly is important because excess or under inventory causes losses to the organization. Inventory Control means controlling the amount of Inventory we store so as to minimize the cost.
A Simple Computerized Inventory Control System should do the following Tasks : Prepare Purchase Order for Items. Generate Inventory Status Report Overdue Delivery Report Goods Received Note Material Requisition Slip
You can use : MS-EXCEL
MS-ACCESS
Lotus 1-2-3
Maintained Inventory Master File Lotus Approach Supplier Item file. Or Generate Specific Item Transaction File
pkg’s for those Purpose.
Pay is key to work. It is very important from the Organization’s as well as employee’s point of view. This important calculation cannot be error-prone or mistimed. So, speeder and accurate maintenance of the payroll becomes a mater of importance. Payroll may be calculated on weekly,bimonthly or monthly basis. The System should be able to handle permanent and non-permanent employees. Payroll data file should contain information on : 1. Each employee's pay history 2. Loan Details
3. Deductions
4. Total Earning
5. Net Earning A Payroll System Computerized Application can be Generated by using any Computer language like C, C++, Visual C++. Otherwise MS-EXCEL, MS-ACCESS, DBASE, FOXPRO, FOXBASE are the best Packages for this purpose. Among them MS-EXCEL is very popular one.
As you know sales and marketing is the vital part of the business, it is agreed that planning is good to begin. But if it is not coupled with frequent evaluation of progress, it may not yield the desired results. Reporting is the method of evaluation of the progress against the plans. There are three basic component of Business function. These are material, Money and manpower. All the three have to managed effectively to maximize profit. Daily Sales Report,Monthly Sales( Product-Wise) Report, monthly Sales(Salesperson-Wise) Report, Target variance Report, Outstanding Payments Report. The basic data required which is required by almost all sales reports is about products, salespersons,departments, customers and transactions that take place between Selling Organization and the Customer.
It is therefore ideal to maintain
information on all of them in different Computer files like Item file, Customer file, Salesperson file, Sales file.
For maintaining all these details you can choose MS-Excel, MS-Access, FoxPro, FoxBASE, Dbase, Lotus Approach
Production Planning & Control applications utilize Computers for processing, storage and reporting of information associated with various operations. Data regarding products, Production schedules and production expenses can be maintained in the Computer. DBMS( Database
File maintained under PPC • Item master file • Master Production Schedule file • Bill of material file • Raw material Requirement File • Finished Good File • Production Expenses File
Management System & RDBMS ( Relational Database Management System) can be used for this.
MS-ACCESS & MS-SQL SERVER are the DBMS & RDBMS Packages.
Here are Some people for whom Computer is Working…….
Publishers lay newspapers, books & magazines on It. Teachers plan Timetable on it. Architects Draw building plans. Trainers develop Training Material on them. Authors write book on them. Editors edit Videos on it. Salesman keep Customers records. Accountants do Book keeping with it.
Musician Compose Music on it.
Script Writer write Script on them. We can play game on it.
Word processor Spreadsheets Databases Desktop Publishing Integrated packages Accounting Reference Computer Aided Design Training
Graphics
Utilities Games
On Documentation On Advertising
On Communication
On Making Business Presentations
On Data Keeping & Analyzing
Every Organization that may be small or big, Documentation work is must. Taking from normal letter writing to Preparing Report you can take help of Word Processing pkg’s for effective Documentation. Some popular Word processing packages are : WORD STAR
WORD PERFECT
MS-Write MS-WORD
LOTUS WODPRO
In these pkg’s you will able to see many built in techniques like Spell, Grammar Check, Cut,Copy, Paste, ect using which you can make effective Documentation Work.
Advertising is the most essential part of the business without which Business will Shut Down. But for effective advertising you need attractive Leaflets, Banners, Visiting Card ect. These requirements you can full fill if you have a PC with your office. All these you can designed yourself using Some DTP( Desktop Publishing Packages) according to your requirement. Some Popular DTP Packages are : 1. Adobe Page Maker
2. Corel Draw
3. Adobe PhotoShop 4. MS-Word
Now a days advertising is also coming in Local Cable TV and other private TV Channels. In which they are showing some attractive Text Plus Still Graphics and Animated Clippings also. All those you can create yourself in your Personal Computer with the use of some Graphics & Animation Pkgs. These pkg’s are all Graphical and not hard to learn. Some Animation Packages are : 1. Macromedia Flash 2. Dream weaver 3. Illusion 4. Paint Shop In that way you can save your money because advertising is a continues process every time it has to be changed and more features oriented as there is a competition in the market.
Apart from this you can choose INTERNET as the latest platform for advertising. Now a days every organization has a Website of his Own. In which he is advertising his Product details to attract his customer. It is also a cheapest platform for advertising.
Web-Designing Pkg’s :
1. HTML, DHTML
2. MS-FRONTPAGE
As you know Communication is a vital part of a business in this regard Postal Mail, Speed Post, Currier, Telephone, FAX all may time consuming & costly for your small business on the changing Business Scenario. E-Mail may be the most cheapest and reliable media for effective Communication Now a Days. You can send Text(100 Pages or more),Voice, Graphics, to a distance place, which is interactive one and that can be edited at the other end, which is not possible in other Traditional communication system. Now without a e-mail address your address is not a complete one for your Organization.
If you are going to present some Success stories, Business plan, Motivation a Team, Marketing Plan, Selling product or service, Financial Overview, Marketing Plan, Company Meeting then you have to take the help of any Business presentation package.
Microsoft Power Point, Lotus Freelance Graphics, Corel Presentations are such package which can be used.
Sri. Lingaraj Sahoo,GNIIT Computer Programmer, World Food Programme Ph : 9937339014, E-Mail : [email protected]
Financial Accounting
Inventory System
Payroll System
Production Planning & Control Sales and Marketing
Every Business needs to systematically maintain records of all business transactions that take place. The management needs reports to apprise them the financial performance of the company. Financial accounting is the process of recording,classifying and reporting of the financial data of a business and preparation of financial reports. For Maintaining & Preparing these repots IT applications can play a major role, resulting a bookless or paperless accounting system in the office with speed, accuracy, less manpower utilization.
Large Companies have their own accounting packages, but many packages are available for the PC. Which you can purchase and install in your PC. They are often modular, so that you can computerize those parts of your accounts where time can be saved. An accounts Package could do any or all of these things.
1. Payroll 2. Tax Returns 3.Check Production 4. General ledger 5. Accounts Payable 6.Account receivable
Some Popular Accounting Packages are :1. Tally 2. MS MONEY
3. WINCA
4. Ex-Next Generation
7. Profit & Loss Account
8. Balance Sheet
5. FOCUS
Inventory refers to all materials within an organization that don't constitute a part of the capital goods, equipment or buildings.
An Inventory Control system is crucial for any organization. It is required to maintain the Optimum level of Inventory.
Maintaining Inventory System properly is important because excess or under inventory causes losses to the organization. Inventory Control means controlling the amount of Inventory we store so as to minimize the cost.
A Simple Computerized Inventory Control System should do the following Tasks : Prepare Purchase Order for Items. Generate Inventory Status Report Overdue Delivery Report Goods Received Note Material Requisition Slip
You can use : MS-EXCEL
MS-ACCESS
Lotus 1-2-3
Maintained Inventory Master File Lotus Approach Supplier Item file. Or Generate Specific Item Transaction File
pkg’s for those Purpose.
Pay is key to work. It is very important from the Organization’s as well as employee’s point of view. This important calculation cannot be error-prone or mistimed. So, speeder and accurate maintenance of the payroll becomes a mater of importance. Payroll may be calculated on weekly,bimonthly or monthly basis. The System should be able to handle permanent and non-permanent employees. Payroll data file should contain information on : 1. Each employee's pay history 2. Loan Details
3. Deductions
4. Total Earning
5. Net Earning A Payroll System Computerized Application can be Generated by using any Computer language like C, C++, Visual C++. Otherwise MS-EXCEL, MS-ACCESS, DBASE, FOXPRO, FOXBASE are the best Packages for this purpose. Among them MS-EXCEL is very popular one.
As you know sales and marketing is the vital part of the business, it is agreed that planning is good to begin. But if it is not coupled with frequent evaluation of progress, it may not yield the desired results. Reporting is the method of evaluation of the progress against the plans. There are three basic component of Business function. These are material, Money and manpower. All the three have to managed effectively to maximize profit. Daily Sales Report,Monthly Sales( Product-Wise) Report, monthly Sales(Salesperson-Wise) Report, Target variance Report, Outstanding Payments Report. The basic data required which is required by almost all sales reports is about products, salespersons,departments, customers and transactions that take place between Selling Organization and the Customer.
It is therefore ideal to maintain
information on all of them in different Computer files like Item file, Customer file, Salesperson file, Sales file.
For maintaining all these details you can choose MS-Excel, MS-Access, FoxPro, FoxBASE, Dbase, Lotus Approach
Production Planning & Control applications utilize Computers for processing, storage and reporting of information associated with various operations. Data regarding products, Production schedules and production expenses can be maintained in the Computer. DBMS( Database
File maintained under PPC • Item master file • Master Production Schedule file • Bill of material file • Raw material Requirement File • Finished Good File • Production Expenses File
Management System & RDBMS ( Relational Database Management System) can be used for this.
MS-ACCESS & MS-SQL SERVER are the DBMS & RDBMS Packages.
Here are Some people for whom Computer is Working…….
Publishers lay newspapers, books & magazines on It. Teachers plan Timetable on it. Architects Draw building plans. Trainers develop Training Material on them. Authors write book on them. Editors edit Videos on it. Salesman keep Customers records. Accountants do Book keeping with it.
Musician Compose Music on it.
Script Writer write Script on them. We can play game on it.
Word processor Spreadsheets Databases Desktop Publishing Integrated packages Accounting Reference Computer Aided Design Training
Graphics
Utilities Games
On Documentation On Advertising
On Communication
On Making Business Presentations
On Data Keeping & Analyzing
Every Organization that may be small or big, Documentation work is must. Taking from normal letter writing to Preparing Report you can take help of Word Processing pkg’s for effective Documentation. Some popular Word processing packages are : WORD STAR
WORD PERFECT
MS-Write MS-WORD
LOTUS WODPRO
In these pkg’s you will able to see many built in techniques like Spell, Grammar Check, Cut,Copy, Paste, ect using which you can make effective Documentation Work.
Advertising is the most essential part of the business without which Business will Shut Down. But for effective advertising you need attractive Leaflets, Banners, Visiting Card ect. These requirements you can full fill if you have a PC with your office. All these you can designed yourself using Some DTP( Desktop Publishing Packages) according to your requirement. Some Popular DTP Packages are : 1. Adobe Page Maker
2. Corel Draw
3. Adobe PhotoShop 4. MS-Word
Now a days advertising is also coming in Local Cable TV and other private TV Channels. In which they are showing some attractive Text Plus Still Graphics and Animated Clippings also. All those you can create yourself in your Personal Computer with the use of some Graphics & Animation Pkgs. These pkg’s are all Graphical and not hard to learn. Some Animation Packages are : 1. Macromedia Flash 2. Dream weaver 3. Illusion 4. Paint Shop In that way you can save your money because advertising is a continues process every time it has to be changed and more features oriented as there is a competition in the market.
Apart from this you can choose INTERNET as the latest platform for advertising. Now a days every organization has a Website of his Own. In which he is advertising his Product details to attract his customer. It is also a cheapest platform for advertising.
Web-Designing Pkg’s :
1. HTML, DHTML
2. MS-FRONTPAGE
As you know Communication is a vital part of a business in this regard Postal Mail, Speed Post, Currier, Telephone, FAX all may time consuming & costly for your small business on the changing Business Scenario. E-Mail may be the most cheapest and reliable media for effective Communication Now a Days. You can send Text(100 Pages or more),Voice, Graphics, to a distance place, which is interactive one and that can be edited at the other end, which is not possible in other Traditional communication system. Now without a e-mail address your address is not a complete one for your Organization.
If you are going to present some Success stories, Business plan, Motivation a Team, Marketing Plan, Selling product or service, Financial Overview, Marketing Plan, Company Meeting then you have to take the help of any Business presentation package.
Microsoft Power Point, Lotus Freelance Graphics, Corel Presentations are such package which can be used.
Sri. Lingaraj Sahoo,GNIIT Computer Programmer, World Food Programme Ph : 9937339014, E-Mail : [email protected]
