FIS module is the financial backbone of the ERP system, ensuring accurate recording, secure processing, and insightful reporting of all financial transactions. It empowers decision-makers with data-driven visibility and accountants with automation and control.

Chart of Accounts (CoA)

Function:

Defines the master structure of accounts in a 3-level hierarchy:

Level 1: Control Accounts
E.g., Assets, Liabilities, Income, Expense
Level 2: Subsidiary Accounts
E.g., Under “Assets”: Current Assets, Fixed Assets
Level 3: Sub-Subsidiary Accounts
E.g., Under “Current Assets”: Cash, Bank Account, Receivables

Use Case Example:

Company XYZ defines:

Control A/C: Assets
└ Subsidiary: Current Assets
└ Sub-Subsidiary: Meezan Bank Current A/C

Benefits:

Modular structure for easy classification
Enables group-wise or item-wise reporting
Flexible for any industry (manufacturing, service, retail)

Bank Receipt Voucher – ERP Financial System

Overview

The Bank Receipt Voucher (BRV) module is used to record all money received by the company through bank accounts — such as customer payments, loan disbursements, or investment income. It ensures proper posting to the general ledger and supports financial transparency.

Key Features

Selection of bank account and receipt type (cheque, online, etc.)
Debit/Credit automation in General Ledger
Fields for payer name, amount, narration, and document attachment
Role-based user control and voucher approval
Appears in Bank Book, Ledger, and Cash Flow Reports

Use Case Example

Company ABC receives Rs. 250,000 from “Tech Solutions” against an invoice.

Voucher:

Debit: Meezan Bank Account
Credit: Accounts Receivable – Tech Solutions
Narration: Invoice INV-1052 payment
Status: Posted and reflected in bank and customer ledger

Benefits

Accurate tracking of bank inflows
Supports audit compliance and approval trail
Speeds up bank reconciliation
Real-time updates to customer ledgers and MIS reports

Conclusion

The BRV module ensures that all bank receipts are recorded securely, posted correctly, and integrated with financial reports — helping companies maintain accurate and reliable accounting records.

Voucher Type	Purpose
Bank Receipt Voucher	Money received in company’s bank accounts
Bank Payment Voucher	Payments made via bank (e.g., to vendors)
Cash Receipt Voucher	Cash received in office
Cash Payment Voucher	Cash payments like office petty cash
Journal Voucher	Non-cash entries like depreciation, adjustment

Smart Features:

Auto Voucher Number Generation — Sequential numbers reduce manual entry errors.
Multi-Level Filter for Viewing:
- Posted / Unposted
- Specific Date / Period
- By Voucher Type / Number
- Admin can Edit Posted Entries

Use Case:

User enters a bank payment to a supplier → gets auto-number → gets posted → appears in bank book → appears in ledger → appears in financial statements.

Benefits:

Eliminates paper-based entries
Accelerates month-end closing
Ensures audit-compliant recordkeeping

Bank Payment Voucher – ERP Financial System

Overview

The Bank Payment Voucher (BPV) module records and manages all payments made through company bank accounts. It ensures accuracy, traceability, and control over financial outflows.

Key Features

Bank selection and payment method (cheque/online)
Account mapping (auto debit/credit in ledger)
Role-based user access and approvals
Attachment of supporting documents (e.g., invoices)
Real-time integration with bank book, ledger, and reports

Use Case Example

Company ABC pays Rs. 150,000 to “Quick Supplies” via Meezan Bank.
Voucher:

Debit: Office Supplies
Credit: Meezan Bank
Narration + invoice attachment
Auto-posted to ledger and MIS reports

Benefits

Accurate and secure payment recording
Audit trail with user logs
Faster bank reconciliation
MIS-ready reports for decision-makers

Conclusion

The BPV module improves payment processing, reduces errors, and provides complete transparency for all bank-based financial transactions.

Employee Personal Information – ERP HR Module

Overview

The employee Personal Information module manages and stores all essential employee details in a centralized, secure database. It ensures easy access, compliance, and accurate HR recordkeeping.

Key Features

Personal details: name, gender, DOB, CNIC, marital status
Contact info: address, phone, email, emergency contact
Employment info: employee ID, designation, department
Document uploads: CNIC, degrees, certificates
Photo upload and ID card generation
Editable only by authorized HR/admin users

Use Case Example

New hire Ali Raza is added to the ERP system with full personal and job-related information. His CNIC, educational certificates, and emergency contact are uploaded. The system generates his Employee ID and stores his data securely.

Benefits

Centralized & secure employee records
Quick search & retrieval of employee data
Reduces paperwork and duplication
Essential for payroll, attendance, and compliance modules

Conclusion

The Employee Personal Information module builds the foundation for all HR processes by providing reliable and structured employee data management.

Journal Voucher – ERP Financial System

Overview

The Journal Voucher (JV) module is used to record non-cash, adjusting, or internal accounting entries. It ensures accurate ledger posting for events like depreciation, provisions, inter-department adjustments, and accruals.

Key Features

Manual entry of debit and credit accounts
Narration for transaction explanation
Support for multiple debit/credit lines in one voucher
Auto-check for debit-credit balance
Voucher numbering, date control, and user-level approval
Only authorized users can edit/post/delete

Use Case Example

Finance team records monthly depreciation:

Debit: Depreciation Expense – Rs. 50,000
Credit: Accumulated Depreciation – Rs. 50,000
Narration: Depreciation entry for June 2025

This entry is posted and reflected in the Profit & Loss and Balance Sheet.

Benefits

Enables accurate period-end adjustments
Ensures proper audit trail and transparency
Helps maintain accurate financial reports
Fully integrated with GL, Trial Balance, and MIS reports

Conclusion

The Journal Voucher module is essential for maintaining accounting accuracy by recording internal adjustments and non-cash transactions within the ERP environment.

User Maintenance – ERP Security Module

Overview

The User Maintenance module handles the creation, control, and security of ERP user accounts. It ensures that only authorized personnel can access specific modules and perform permitted actions within the system.

Key Features

Unique User ID, username, encrypted password
Role-based access control (admin, finance, HR, etc.)
Module-wise and button-level permissions (Add/Edit/Delete/Post/Print)
User status control (Active/Blocked)
Audit trail logs for user activity
Password change/reset policy
Workstation/IP-level access control (if configured)

Use Case Example

The system administrator creates a user account for the finance officer:

Username: faheem.khan
Role: Finance Officer
Access: Journal Voucher, Bank Payment, Trial Balance
Restrictions: Cannot post or delete vouchers
Audit logging: Enabled for all activities

Benefits

Enhances system security and data integrity
Prevents unauthorized access or actions
Enables traceability of every user action
Supports audit and compliance requirements

Conclusion

The User Maintenance module provides a robust framework for managing ERP users, enforcing access rules, and maintaining a secure and accountable working environment.

Custom Order – ERP Sales Module

Overview

The Custom Order module is designed to handle non-standard or made-to-order sales requests that deviate from predefined product/service templates. It enables flexible order capturing, production coordination, and delivery scheduling based on client-specific requirements.

Key Features

Capture of detailed customer requirements (size, specs, color, packaging)
Dynamic item configuration (add-ons, materials, custom fields)
Automatic generation of Job Cards or Work Orders
Real-time cost estimation and delivery schedule
Approval workflow for non-standard pricing or design
Integration with Inventory, Production, and Invoicing modules

Use Case Example

A client orders custom-sized office tables with walnut finish and lockable drawers.
Sales team logs this custom order in ERP:

Product: Office Table
Dimensions: 5ft x 3ft
Finish: Walnut Wood
Add-ons: Drawer with lock
Delivery: 12 working days
Status: Approved by Production & Pricing

The order flows into the production module for manufacturing and triggers updates to the delivery schedule and cost sheet.

Benefits

Simplifies handling of non-standard client orders
Reduces miscommunication between sales and production
Enables accurate cost tracking and delivery forecasting
Improves customer satisfaction with tailored offerings

Conclusion

The Custom Order module adds flexibility to the ERP by allowing the organization to handle unique client demands while maintaining process control and efficiency.

Fabric Code – ERP Inventory Module

Overview

The Fabric Code module manages the cataloging and classification of fabrics used in production. It assigns a unique code to each fabric type, allowing precise tracking of material characteristics, stock levels, and usage across sales and manufacturing processes.

Key Features

Unique Fabric Code generation (e.g., FAB-CHN-COT-220GSM)
Attributes: Fabric type, material (cotton, polyester, blend), GSM, color, width, supplier
Linking with inventory stock, purchase, and production modules
Real-time fabric availability tracking
Barcode/QR code support for fabric rolls
Fabric-based costing for BOM (Bill of Materials)

Use Case Example

A garment factory adds a new fabric:

Code: FAB-IND-COT-180GSM-NVY
Type: Cotton
GSM: 180
Color: Navy Blue
Width: 58 inches
Supplier: TexSource Pvt. Ltd.

This fabric is then used in a custom shirt order, automatically pulled into BOM costing and production planning.

Benefits

Standardized fabric tracking
Accurate inventory and procurement planning
Faster fabric selection for custom orders
Supports efficient costing and quality control

Conclusion

The Fabric Code module enables detailed tracking and standardization of fabrics, improving efficiency in procurement, production, and inventory control in textile-based industries.

Purchase Requisition – ERP Procurement Module

Overview

The Purchase Requisition (PR) module allows departments to formally request goods or services before a purchase order is issued. It ensures that all procurement begins with an internal need and goes through an approval workflow.

Key Features

Department-wise PR creation with item details and justification
Quantity, required date, and urgency-based classification
Multi-level approval workflow based on roles and departments
Real-time tracking of PR status (Pending, Approved, Rejected, Fulfilled)
Integration with Inventory, Budgeting, and Purchase Order modules
Option to attach technical specs or vendor quotes
Alerts and notifications for approvers and requesters

Use Case Example

The Marketing department needs 500 branded pens for an event.
A PR is created specifying:

Item: Branded Pens
Quantity: 500
Delivery Date: Within 10 days
Purpose: Upcoming Expo Event

The PR is submitted for approval and once approved, it’s forwarded to the procurement team for vendor quotation and PO generation.

Benefits

Promotes controlled and justified purchases
Prevents unauthorized buying and budget overruns
Ensures accountability and traceability
Improves procurement efficiency and planning
Streamlines departmental communication for material needs

Conclusion

The Purchase Requisition module is a critical part of any ERP system, enabling structured and approved demand generation for materials or services. It ensures transparency, compliance, and operational readiness across all departments.

Posting to General Ledger

Function:

After validation, vouchers are posted to the GL (General Ledger).
Every debit/credit flows directly into the respective A/C.

Validation Workflow:

Draft voucher → Validated by authorized person → Posted to GL

Example:

Bank payment voucher of Rs. 50,000 to vendor is posted → Debit: Vendor A/C | Credit: Meezan Bank A/C

Benefits:

Maintains accounting integrity
No missed entries
Segregation of duties through workflow

Real-Time Reports & MIS (Management Information System)

Dynamic Reports:

All reports are customizable with user-defined:

Date ranges
Account heads
Cost centers
Report layouts

Key Reports:

Trial Balance
General Ledger / Sub Ledger
Cash Book / Bank Book
Journal Book
Activity Trial Balance
Profit & Loss
Balance Sheet
Income Statement with Notes
Aging Analysis (Receivables/Payables)

Use Case:

Finance Manager wants a Balance Sheet of May 2025 → Selects from UI → Chooses custom cost centers → Exports in PDF.

Benefits:

No need for Excel
Instant insights
Auditor-ready reports in 1 click

Drill-Down Facility

Function:

Click on any report figure → See underlying ledger → Click again → See voucher → See user who posted it.

Example:

Trial balance shows “Accounts Payable: Rs. 150,000”
→ Click → Shows Ledger of Vendor A
→ Click → Shows Bank Payment Voucher posted by “Adeel” on 3 June 2025.

Benefits:

Transparency
Saves audit time
Easy tracing of transactions

Notes to the Accounts (Auto Generated)

Function:

System generates textual notes for reports like:

“Receivables include amount due from XYZ amounting to Rs. 50,000”
“Fixed assets depreciated at 15% per annum”

Benefits:

Helps annual reporting
Complies with IFRS / Accounting Standards

User Security & Administration

Functionality:

User IDs are auto-generated.
Passwords are encrypted.
Permissions managed on:
- Screen Level (e.g., Voucher Screen access)
- Button Level (e.g., Allow “Post”, Disallow “Delete”)

Audit Trail Includes:

Action done (Add/Edit/Delete/Post)
User who did it
Date & Time
Machine Name or IP

Benefits:

Foolproof access control
Accountability for every action
Complete audit trail

Advanced Features & System Design

Feature	Explanation
User Friendly Interface	Clean UI with tooltips and help messages
Validation Rules	Prevent invalid entries (e.g., negative amount, date mismatch)
Search & Lookup	Auto-complete fields and advanced search
Client/Server Architecture	Centralized database for secure operations
Multi-Branch Support	Manage data from all branches with consolidated reports
Data Sync & Backup	Scheduled backup, auto sync over LAN/WAN
Report Exporting	Excel, Word, PDF formats
Email Integration	Auto-send daily/weekly reports to management
Unlimited Users & Transactions	Highly scalable for large businesses

Conclusion:

The ERP FIS Module is not just an accounting tool — it’s an intelligent financial management engine that:

Tracks every rupee
Prevents fraud and human errors
Simplifies audits
Empowers managers with data
Supports local and global compliance

Whether you are a small business or an enterprise, this FIS module will streamline your financial operations, bring real-time control, and enable better decision-making.