Tally.ERP 9 for builders and property developers

© Tally Solutions Pvt. Ltd. All Rights Reserved

Tally.ERP 9 For Builders and Property Developers

Sale and Post-Sale Module

© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2

Agenda

• Builders’ and Property Developers’ Business – An Overview

• Structure of Builders’ Operations

• Tally.ERP 9 for Builders

• Business Process Flow

• Primary Requirement

• Tally.ERP 9 – Fitment


Structure of Builders’ Operations

Builders’Solution

EnquiryManagement

MIS Reports

Property Configuration

AccountsManagement

Booking,Sales,

Allocation


Builders’ Business – An OverviewSCHEMATIC REPRESENTATION OF BUILDERS’ SOLUTION ON TALLY.ERP9

ENQUIRY MANAGEMENT

BUILDERS’ AND PROPERTY DEVELOPERS’ SOLUTION

PROPERTY SALES

MIS REPORTSACCOUNTS MANAGEMENT

· Project-wise sales

· Executive-wise sales

· Land owner flat sales

· Fixed amount sale

· Square feet sale

· Discounts

- Regular sale discounts

- Bulk discounts

- Management discounts

· Post-dated cheque

- Client-wise

- Project-wise

- Staled cheque

· Printing ISO, CREDAI details on invoice

· Commercial receipt entry

· Department specific summary

- Sales

- Commercial

· Receipt authorization by project admin

· TDS, Income tax

· Service Tax, VAT

· Payroll ESI PF

· Employee payroll & cost tracking

· Reminder letters

· Credit management

· Foreign currency handling

· Branch-wise reports

· Day-wise reports

· Contract-wise profit-loss reports

· Multiple cheque option

· Budgeting and variance

· Accounts payable

· Store management

· Project cost centers

· Management summary

· Cash-flow projection

- Project-wise

- Stage-wise

- Date-wise

· Project-wise profit-loss reports

· Project-wise balance sheet

· Flat reports

- Allocated, available

- Blocked and frozen

- Executive-wise

- Floor-wise

- Completion status

· Client reports

- Client register

- Payment history

- Cancellation report

· Project-wise realized amount

· Project-wise out standing with overdue

BOOKING AND SALES

· Project master creation

· Flat, plot, villa creation

· Flat/plot classification

- East, west facing

- Water front

- Private garden

- Private pool

- Corner plot

- Dimensions

- Bed rooms

· Parking lot setup

· Price setup

- Mass modification

- Individual price setup

· Unique property code

· Amenities setup

· Invoice configuration

- Association charges

- Building tax

- Revenue tax

- Club house

- Additional car park

· Stage completion report

· Enquiry details

· Follow up details

· Site visit management

· Lead management

· Advertisement master

· Broker commission

· Client details

· Enquiry reports

- Hot, warm, cold

- Executive-wise

- Closed, cancelled

- Commissions

- Conversion

- Ad-media response

- Site-visit summary

· Enquiry source

· Project-wise reports

· NRI customer report

PROPERTY CONFIGURATION

BOOKING

· Booking amount

· Blocking property

· Unblocking property

· Booking multiple flats for one client

· Payment schedule

- Stage-wise

- Date-wise

· Booking cancellations

· Multiple parking slots to one client

· Maintain waiting lists

· Booking process

- Stage-wise report

- Project-wise

· Executive-wise reports on booking

· Client booking form with conditions

ALLOCATION

· Flat swapping

· Freeze flat sales

· Frozen flat report

· Cost center-wise project allocation

· Blocked flat report

· Payment due report

· Flat/Villa alteration details, costing

· Filter and search

· Final possession

· Payment reminders

· Payment history

· Housing loan details


Builders’ Business – Enquiry Management

Builders’Solution

EnquiryManagement

MIS Reports


AccountsManagement

Booking,Sales,

Allocation


Process Flow – Enquiry ManagementENQUIRY MANAGEMENT

· Enquiry details

· Follow up details

· Site visit management

· Lead management

· Advertisement master

· Broker commission

· Client details

· Enquiry reports

- Hot, warm, cold

- Executive-wise

- Closed, Cancelled

- Commissions

- Conversion

- Ad-media response

- Site-visit summary

· Enquiry source

· Project-wise reports

· NRI customer report

Customer enquires directly to builder Brokers and realty agents

refer the customerLead is generated through

advertisements, calls

Prospective customer requests for a site visit

Sales executive shows the property to customer

Representative speaks to the customer and explains the

details of the project

Customer Prospect Database

Prospect is generatedProspect details are

stored in the database

Enquiry/Lead details arestored in the database

Customer books the apartment

Customer doesn’t book the property

Customer asks the executive to call later

Is customer interested to buy the property

No

Customer details stored in the database

Yes

Is customer interested ?

Yes

Customer is not interested and is marked as cold

No

Executive enquires with the customer on appointment

date


Primary Requirement – Enquiry Management

Category / Module Major Requirement Explanation

Enquiry Management Customer database management

Customer name, contact details, projects interested in, recording communication history is important for tracking the enquiry status.

Lead source management Leads by brokers need to be recorded to manage broker commissions.

Tracking the lead progress Customer handling becomes a challenging task when several customer enquiries arise for different projects. Tracking these enquiries will help the sales department to sell effectively.

Tracking site visits Site visits by customers needs to be tracked as this involves additional costs. Sales department can effectively handle these customers if additional reports are available.

Measure the performance of sales executives

Measuring the performance of executives based on lead conversions prospective customer is important to understand effectiveness of sales force. Also, useful for providing the performance based incentives.

Enquiry and conversion reports

Reports showing the enquiries during a specific month, with how many enquiries were handled and what percentage was covered are useful for management. This can also help them position, advertise the property better.


Tally.ERP 9 Fitment – Enquiry Management

Contd..

SL No. Requirement Available in Tally.ERP9 ?

Customization/ Integration needed?

1 Source of lead Yes

2 Lead details, prospect details Yes

3 Follow-up details Yes

4 Follow-up reminders Yes

5 Sales executive-wise lead generation summary Yes

6 Lead progress report Yes

7 Site visits of the day Yes

8 Enquiry conversion report Yes

9 Project-wise report Yes

10 NRI customer database Yes

11 Prospect database Yes

12 Excel sheet import of leads into database Yes


Tally.ERP 9 Fitment – Enquiry Management



13 Broker commissions Yes

14 Website enquiries – own and 3rd party Yes

15 Sales executive commissions Yes

16 Ad media expenses Yes

17 Advertisement master Yes

18 Appointment booking Yes

19 Lead status : hot, cold, warm Yes

20 Conversion reports Yes

21 Automated reminders to customer through SMS Yes

22 Customer interaction history Yes

23 e - Mail enquiries, SMS enquiries Yes


Builders’ Business – Property Configuration

Builders’Solution

EnquiryManagement

MIS Reports


AccountsManagement

Booking,Sales,

Allocation



PROPERTY CONFIGURATION

Flat

Villa

PlotProjects

Locations

Country

City

Amenities

Dimensions

Club house

Swimming pool

Specification

Sales Executive

Department

Location

Sports (Basket ball, football, tennis etc.)

Parking

East-facing, west-facing, corner etc.

Private garden, pool

Covered parking

Multiple parking spaces

Completion Stages

Bed rooms, square feet/mts


Primary Requirement – Property Configuration



Location based configuration Builders with projects in different countries, states, cities and locations need to individually configure and group the projects for understanding the projects profitability and expenses.

Project based configuration Builders with multiple projects need to configure rates, dimensions specific to the project.

Multiple units Plot dimensions like square meters, square feet, total area etc. needs to be configured for each property.Flat dimensions like carpet area, wall area, construction area, built-up area, private pool, garden area etc. needs to be updated to record complete details of the property.

Amenities configuration Based on projects, project manager has to add new amenities like swimming pool, parking lots, garden, club house, children play area etc. to individual project.

Authorizations Project manager, regional manager needs to have authorization for receipts, price changes, so that manual errors in contracts, communications are avoided.

Mass update option Board, Management needs to have the option of rising the property price as per market trends. These mass configurations reduce the effort involved when several units needs update.


Tally.ERP 9 Fitment – Property Configuration

Contd..



1 Project location : Country, State, location Yes

2 Project stages definition Yes

3 Multiple projects Yes

4 Plot dimension update on projects Yes

5 Project costing configuration Yes

6 Amenities configuration Yes

7 Parking lot configuration Yes

8 Price configuration, Sq. feet Yes

9 Increasing/decreasing price across projects Yes

10 Price change authorizations Yes

11 Multiple units for property dimensions (Sq. Mts, Sq. Ft) Yes

12 Auto calculation of dimensions for multiple units Yes


Tally.ERP 9 Fitment – Property Configuration



13 Common amenities, private amenities distinction Yes

14 Assign sales executives to project Yes

15 Assign sales executives to multiple projects Yes

16 Cost center setup for projects Yes

17 Management mass update on projects Yes

18 Authentication setup for voucher approval Yes

19 Invoice component setup specific to project Yes

20 Classification of property as plot, villa, flat Yes

21 Unique property code for identification Yes

22 Project stage definition (eg. stage 1 is approval, stage 2 is roads development etc.)

Yes

23 Government approval details in project creation Yes

24 Project completion stages configuration Yes


Builders’ Business – Booking, Sales, Post sales, Allocation

Builders’Solution

EnquiryManagement

MIS Reports


AccountsManagement

Booking,Sales,

Allocation


Process Flow – Booking, Sales, Post sales, AllocationBOOKING SALES

ALLOCATIONCustomer pays booking amount against specific

property

Property is marked as booked/blocked

Commercial department provides the property

documents to customer for evaluation

Booking amount % is refunded to the customer

as per conditions

Sales executive is paid for the conversion

Customer wants to buy, finalize

Customer is agrees for further deal process

Sale agreement is drafted and evaluated

Customer opts for a payment method

Full payment

Discounts are provided based on engagement

Installment payment Bank loan

Customer can opt for a swap as per terms

Payment schedule is decided and agreed

Customer defaults on payment

Customer pays as per agreed terms

Payment reminders are sent to the customer

Property is moved to unblocked status

Is customer willing to pay ?

Customer doesn’t want the property anymore

Payment history is updated

Ownership and possession are

transferred to the customer after final

settlement

Ownership and possession are

transferred to the customer after final

settlement

Property is marked as unblocked is available

No

Yes

No

Yes

Booking amount % is refunded to the customer

as per conditions


Primary Requirement – Booking, Sales, Post sales, Allocation


Booking, Sales, Post sales, Allocation

Booking management Accepting different booking amounts for different properties (partially/fully completed) through different modes of payment, tracking them is an important task.

Property sale, sale agreement and sale conditions

Property can be sold as sq.ft sale, fixed amount. The sale agreement and conditions are to be kept as reference while recording the customer details and payment scheduling.

Payment management Installments and tracking the payments as per payment schedule, tracking multiple payments, payment modes, payment history, sending reminders to customers as automated SMS become challenging tasks for commercial department.

Monthly invoice generation and commercial receipt issue

Generating the monthly invoice as payment against installment due is important to track the debts/receivables.

Sales executive incentives based on sale figures

It is key to incentivize the sales process through performance measurements of executives, this can be across projects.

Discounts management Tracking of discounts given to different clients, like management discounts, based on the project is important.

Post dated, due date cheque management

Tracking of checks which are post-dated, due-dates is necessary to avoid additional effort needed for payment collection.


Tally.ERP 9 Fitment – Booking, Sales, Post sales, Allocation

Contd..



1 Booking amount collection Yes

2 Blocking a property based on booking amount Yes

3 Multiple property booking Yes

4 Different booking amounts for property dimensions Yes

5 Property availability list Yes

6 Booked property list Yes

7 Property unblocking and adding to available list Yes

8 Management Freezing of flats Yes

9 Frozen flat report Yes

10 Un freezing of property for sale Yes

11 Sale agreement drafting Yes

12 Sale agreement conditions Yes



Contd..



13 Sale discounts Yes

14 Management discounts, bulk discounts Yes

15 Invoice generation for installment pay Yes

16 Tracking payables for installments Yes

17 Property booking with different completion status Yes

18 Post dated cheques report Yes

19 Post dated cheques on start-up Yes

20 Project-wise PDC Yes

21 Client-wise PDC Yes

22 Staled cheque reports Yes

23 Sale contract reminders Yes

24 Executive wise sale reports Yes





25 Multiple loan details Yes

26 Multiple payment options Yes

27 Payment schedule Yes

28 Property ownership and possession transfer Yes

29 Installment payment defaults – receivable reports Yes

30 Project-wise pending installments Yes

31 Swapping of property Yes

32 Square feet sale, Fixed amount sale Yes

33 Property registration details Yes

34 Commercial receipt report Yes

35 Commercial land, residential land distinction Yes

36 SMS reminders Yes


Builders’ Business – Accounts Management

Builders’Solution

EnquiryManagement

MIS Reports


AccountsManagement

Booking,Sales,

Allocation


Primary Requirement – Accounts Management


Accounts Management Statement of accounts Balance sheet, profit and loss statements in schedule VI format, trial balance are needed for the management to track the profitability and expenses.

Statutory compliance (VAT, CST)

Land tax, VAT, sales tax need to be tracked for compliance of statutory rules. Summary report is important to see monthly and annual status of tax related expenses across projects.

Branch-wise, Project-wise account management

In multi-location projects the reports desired by each project manager are different. The reports should consider the cost incurred by the location and actual profit from the project.

Payroll management Employee database tracking, different levels, pay head configuration, attendance tracking are important for salary and compensation.

Auditing – direct and remote Annual auditing is an important factor for every business. Builders need to get the declared assets, expenses, earnings audited by CA.

Group companies When more than one companies join to form a parent company, it is important to track them individually and also as one.

Remote access and SMS All the company details could be accessed from anywhere, anytime, details should be retrievable from mobile phones.


Tally.ERP 9 Fitment – Accounts Management

Contd..



1 Balance sheet – Schedule VI Yes

2 Profit and loss statement – Schedule VI Yes

3 Daily receipts and payments Yes

4 Multiple payment mode handling Yes

5 Stock summery report Yes

6 Branch wise stock summary Yes

7 Branch transfer report Yes

8 Outstanding receivable and payable Yes

9 Trial balance Yes

10 Multiple cheque payment option Yes

11 Reminder letter, e-mails Yes

12 Staff database handling Yes



Contd..



13 Employee payroll management Yes

14 TDS, PF, ESI, Bonus, for employee Yes

15 Employee attendance and leaves Yes

16 Employee cost tracking Yes

17 Employee income tax and e-Return Yes

18 Project/branch transfer management Yes

19 Project/branch synchronization Yes

20 Project/branch sales and purchase management Yes

21 Project-wise cost tracking Yes

22 Executive-wise sales report Yes

23 Project-wise balance sheet and P&L Yes

24 Company grouping Yes





25 Cash flow, fund flow statements Yes

26 Ageing analysis of receivables, debtor wise Yes

27 Scenario management Yes

28 Ratio analysis Yes

29 Statutory compliance VAT, CST Yes

30 Interest calculation Yes

31 Remote auditing Yes

32 Contract-wise profit and loss Yes

33 Foreign currency handling Yes

34 Budget and Variance Yes

35 Bank reconciliation Yes

36 Remote access Yes


Builders’ Business – MIS Reports

Builders’Solution

EnquiryManagement

MIS Reports


AccountsManagement

Booking,Sales,

Allocation


Primary Requirement – MIS Reports


MIS Reports Management summary A comprehensive summary for the management to analyze the health of business would necessary. The report summarizes financial position from balance sheet, receivables, payables and profit and loss statements from all the projects.

Cash flow projections Project-wise cash flows are important to assess which projects are more profitable and where the costs are increasing. Based on the attractiveness of cash-flow, focus can be given.

Project-wise reports Balance sheet, P&L, accounting reports, statutory reports are more meaningful if these can be obtained for specific projects. This also provides clearer picture to management.

Client registers Client registers, country-wise, executive-wise, cancelled client reports are important to track clients. Client-wise profitability reports are important to track the profitability by individual customer.

Flat reports Complete list of flats from different projects which are available, blocked, frozen, completion reports will give the project administrator a clear picture of the status.

Excel integration and data migration

Ability to migrate data from the existing systems, excel, XML format is very important without interruption to business.


Tally.ERP 9 Fitment – MIS Reports

Contd..



1 Management summary Yes

2 Project-wise cash-flow statement Yes

3 Stage-wise cash-flow statement Yes

4 Date-wise cash-flow statement Yes

5 Flat reports : allocated, available, blocked, frozen Yes

6 Flat reports: completion status Yes

7 Flat reports: executive-wise sales Yes

8 Flat reports: floor –wise Yes

9 Client registers with filters Yes

10 Payment history Yes

11 Cancellation reports Yes

12 Project-wise realized amount Yes


Tally.ERP 9 Fitment – MIS Reports



13 Project wise outstanding with overdue Yes

14 Management(JMD) price hike trends and report Yes

15 Finance department report on profitability including utilities

Yes

16 Project-wise report with client details Yes

17 Departmental reports: Sales, commercial, project administration

Yes

18 Executive summary across projects Yes

19 Flat registers with filters Yes

20 Unique client ID for tracking the customer Yes

21 Excel integration Yes

22 Data import/migration Yes


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Documents

Tally.ERP 9 for builders and property developers