Features

Members with appropriate authority have access to this feature to manage all kinds of society meetings. They can easily generate meeting notice, agenda, minutes of the meeting, note the attendances and more online.

Various Types of Meetings can be managed

1. Managing Committee
2. Sub Committees
3. General Body Meetings

• Annual General Body Meeting
• Special General Body Meeting
• Emergency General Body Meeting
• Requisition General Body Meeting

Agenda items can be

1. Standard Agenda Items [Predefined]
2. Various Tasks as generated by

• Compliance Planner
• AMC Renewals
• Contract Renewals
• Inward Documents
• Transfer Documents
• Nomination Forms
• Application for NOCs, etc.

Notice Header and Footnotes are predefined and society can customize the same as and when required.

Notice once generated cannot be changed.

Attendance of the members attending meeting can be recorded.

Minutes can be written / edited until approved.

Minutes once approved finally cannot be changed thereafter.

Predefined minutes available for various system generated Agenda items under various possible decisions. [Innovations unlimited!].

Hard Copies of Notice & Minutes can be printed.

Maintenance Charges Bills on regular periodical basis or for specific purpose / Debit Notes can be generated with ease. Interest and / Penalty can be charged for delayed payment and Rebate can be given for prompt payment, as per rules set by the Society.

1. Maintenance Bills can be generated for any period.
2. Define the Rates, and the System will calculate the maintenance charges under different heads and for different types of premises.

Various Types of Meetings can be managed

• Equal to all
• Area
• No of Taps
• And List

Interest policy can be defined

• Simple
• Compound
• Interest is charged Bill to Bill [A unique feature]

Rebate Policy can be defined

• Fixed Amount
• Based on area
• As a percentage of maintenance charges under defined heads
• As a percentage of payment received

Penalty Policy can be defined, based on

• Arrears exceeding a fixed amount
• Arrears exceeding number of bills
• Can be a percentage of outstanding amount
• Can be a fixed Amount

Additional areas such as Terrace / Mezzanine Floors, etc attached to any premises can be additionally billed

• On Fixed Amount basis
• On the basis of area

Separate bills can be generated [Supplementary Bills] to meet any project cost for a limited period

• Can have a separate interest policy
• Based on area
• Can have a separate Rebate Policy
• Building wise / wing-wise rates can vary

Customized Non Occupancy charges Policy.

Customized Vehicle Parking charges Policy.

Service Tax can be added, and a customized Service Tax policy can be defined with or without the exemption.

In order to help the society run smoothly and the activities of staff are monitored in a systematic manner, tasks can be posted by Admin. Where tasks are required to be posted for predetermined activities, tasks are posted through the system.

Tasks are System Generated, through

• Compliance Planner
• Vendor Management
• Contracts (Services) Management
• Documents (Transfer papers / NOCs, Nomination Forms etc.)
• Complaint Handling Module (Help Desk)
• Managing Committee (If undecided and placed for next meeting)

Tasks can also be Posted by the Admin

• Indicate the person who will perform the task
• Designate the person who will monitor the task
• Task, if repetitive, can be adapted to generated as per the cycle
• Task, to be placed before the Managing Committee, automatically becomes an Agenda Item for selection. Needless to repeat, draft minutes are there for use by the Admin
• Responses to the task can be recorded and monitored
• In case of multiple quotations, details of the same can be managed as an additional part of the task
• Name of the Vendor
• Address of the Vendor
• Quoted Amount
• Contact Number / email id
• And the Vendor master is maintained for selection in future

Tasks can be closed by the person monitoring the task. i.e., a person actually working on the task, after completion, can only forward the task for final approval by the respective monitor of the task.

The Task, once generated by the system or the Admin, cannot be erased from the system until closure by the person monitoring.

Tasks can be assigned to any of the Service Staff, Society Staff, Managing Committee Members, Sub-Committee Member, etc.

The efficiency and performance of the Staff is destined to improve substantially.

Modular Accounting System enables any individual, familiar or unfamiliar with accounting to easily manage multiple activities simultaneously while maintaining society accounts

Modules for Various Types of Payments

1. Statutory Payments
• Keeping track and reminders
• Calculate the outstanding liability, at the end of the year
• Calculate any prepaid expenses, at the end of the year

1. Calculate any prepaid expenses, at the end of the year
• It's possible now to analyze the expenditure precisely to indicate increase in consumption or increase in rates
• Separate Account for each meter
• Calculate the Outstanding Liability at the end of the year
• Calculate any prepaid expenses at the end of the year

1. AMCs and Service contracts
• Avail Cenvat Credit
• Calculate TDS at the prevailing appropriate rate
• Calculate outstanding liability, at the end of the year
• Calculate any prepaid expenses at the end of the year

1. Staff Salary / Advances
• Deduct Professional Tax at appropriate rates
• Deduct Income Tax. [TDS]
• Manage the cash advances / loans through installment deductions, while calculating salary payments

1. Other Payments

Modules for Various Types of Receipts

• Rental Incomes
• A comprehensive module monitoring the due dates of payments, raising of bills under Service Tax
• Accounting the receipts, including TDS, and issue of receipts [A feature, not found any other similar software]

• Interest Income
• Managed through a separate Investment Module
• Co-operative Banks and Non Co-op Bank interests are separately accounted

Other Modules

• Investment of Funds
• Various Investment Heads
• Matching Investment Heads with Funds
• Auto-calculation of interest

• Members & Outsiders - Security Deposit management
• Tracking Security Deposits by members
• Refund of Security Deposit [Absolutely zero possibility of incorrect refund]

• Fixed Assets Management
• Update Fixed Assets register as you pass accounting entry
• Calculate Depreciation at the end of the year on predefined rates

• Share Transfer Premium - Management
• Linked with Transfer of Shares
• Define the policy of various charges and the system will ensure that all the charges, as per policy, are recovered before transfer of shares

Uploading various documents / Bills / Receipts for easy procurement at a later date (This will help online Audit by Statutory Auditors ).

Trial Balance, as on any date.

Attendance of the members attending meeting can be recorded.

Receipt and Payment Account as on any date.

View Balance Sheet and Income & Expenditure Account.

Generate Audit Reports [Access granted only to the Auditors].

• System will automatically verify various transactions, financial as well as management and notify the various violations of Bye_Laws / MCS Act, if any, to assist Auditor in the Audit Report.
• Along with Audit Report, Audit Memorandum, Form No 1 and Form No 28 [Maharashtra State] are also generated.

Members can generate various forms for transfer of shares, leave and license applications, application for residency proofs etc and submit to the Admin. Depending upon the request, the requisite forms are displayed for input data, and can be generated with ease.

Various Types of Meetings can be managed

1. Admin can acknowledge and generate various forms.
2. The forms submitted are verified on various predefined parameters
• Members can check online, if the necessary forms listed are verified and received
• Members can also view the verification parameters and resolve these before submitting the form to the Society

Defects, if any, in the forms can be emailed to the members.

* On approval by the Managing Committee, the required data is updated.

* All the Statutory registers such as I form, J form, Share Register etc are updated simultaneously – Oh! What a relief.

Along with the applications, various NOCs issued by the Society admin can also be generated, printed and issued.

To make it more convenient for the Admin, all the Statutory Registers are maintained online and are automatically updated as and when a new entry is made.

1. * All Statutory Registers can be managed

• I form Register
• J Form Register
• Share Register
• Form O Register
• Nomination Register
• Property Register
• Lien Register
• Fixed Assets Register
• Investment Register
• Sinking Fund Register

* On approval of the Transfers, respective membership is upgraded and the registers can be generated, then viewed / printed in PDF format at any time.

* On approval of the Nomination Form by the Managing Committee, the Nomination Register is automatically updated.

* On approval of the Bank Loan and issue of NOC by the Managing Committee, the Lien Register is automatically updated .

* As and when bills are generated, the Sinking Fund Register is automatically updated.

* Minutes once approved finally cannot be changed thereafter.

* At the end of the year, the Interest on Sinking Fund Investments is calculated member wise and is automatically updated in the Sinking Fund Register.

To help society members in a better way, there is an integrated complaint module - Help Desk, through which registered members can post complaints online. To make it more promising, SMS updates can be sent directly through mobile.

1. Tasks are System Generated, through

• Complaints are classified under various categories for future analysis by the admin
• Complaints, if not attended within the predefined response period, escalates to the next level
• After escalating from all three levels, the complaints are placed before the managing Committee for resolution
• At every stage, the response is updated and can be viewed by the member
• Member can reopen a complaint, even if it is closed as Resolved by the Admin
• Member can provide grades / rate service to complaint resolution, which will help the management to evaluate various vendors and service providers
• The Society Admin can customize the flow of the complaint received - by specifying that the complaint needs to be resolved directly by the concerned service provider or it should pass through a centralized Help Desk team
• Complaints can also be lodged by the member with help of 'Help Desk'
• SMS alerts / email messages can be sent on request of the member based on policy adopted by the Society

A society complex may have many facilities such as Health Club, Swimming Pool, Play Equipments, Sports facilities [ Tennis Court, Badminton Courts, Squash Courtsetc], Party Halls etc. Some of the Facilities may be used free of charge, but some may be used on payment, either on advance booking basis or on pay and use basis. The charges also can be different for the members, tenants and outsiders. The module provides a detailed Management option.

1. Options

• Advance Booking
• Block the days on which the Society itself uses the Facility
• Define the weekly off day and block booking on weekly off days
• Define the number of days available for advance booking
• Define the minimum number of days required for advance booking
• Book by number of days or Hourly slots
• Pay nominal charges and make temporary booking
• Define the different charges for cancellation of temporary booking and confirmed booking
• Define the Charges, Reimbursable Expenses and Security Deposit
• Define Security Deposit Refund policy
• Allow for penalties, additional charges
• Keep wait list for booked days
• Pay by Payment Gateway
• SMS / email messages on every change of status
• SMS messaging to the person managing the facility

1. Spot Booking
• Pay and Use. No Security deposit
• No restriction on the number of users for a single facility

To make sure the society's statutory compliances are fulfilled regularly, this module has a built in list of legal compliances, available online to any admin for selection and plan for execution.

• Ensures that the Society meets its Legal Compliance needs
• A new Managing Committee assuming Office is not handicapped by lack of knowledge of the Compliance needs
• A list of Legal Compliance Requirements are available to crosscheck and update
• One can allocate, in advance, person responsible to monitor the Compliance Requirements
• On predefined date, the Compliance Requirement automatically turns into a task and thus can be executed by the assigned person
• If Compliance Requirement needs to be placed before the Managing Committee, it will be available for selection as an agenda item in the upcoming meeting. Of course, our expertise in drafting the minutes for selected result is available to the Society in the form of the draft minutes

To make sure the society's statutory compliances are fulfilled regularly, this module has a built in list of legal compliances, available online to any admin for selection and plan for execution.

• Ensures that the Society meets its Legal Compliance needs
• A new Managing Committee assuming Office is not handicapped by lack of knowledge of the Compliance needs
• A list of Legal Compliance Requirements are available to crosscheck and update
• One can allocate, in advance, person responsible to monitor the Compliance Requirements
• On predefined date, the Compliance Requirement automatically turns into a task and thus can be executed by the assigned person
• If Compliance Requirement needs to be placed before the Managing Committee, it will be available for selection as an agenda item in the upcoming meeting. Of course, our expertise in drafting the minutes for selected result is available to the Society in the form of the draft minutes