apartment software | society accounting - society123

Click away hassles of Society Management Logon to www.society123.com

In this era of modernization, what is that one thing that we look for in our daily life? • We look for ways to make our life easier! • Through mobiles, Internet, Tablets and more…

No Headaches ! No more Headaches ! • No More Heaps of Unattended Documents !!!

Introducing for the first time ever… Web-based management tool for your Co-operative Housing Society

An Introduction… • Society123.com offers you hassle-free platform to transform your society, making it highly functional and easily manageable. Developed by an expert team with over 25 years of experience handling society matters, this software enables even a newcomer to participate in the management process • Centralize and mobilize your activities in Housing Society in secure environment • With its unmatched capabilities and flexibility, Society123 promises to better the functioning of your housing society, by digitizing all its functions and making it available for easy access through a highly secure and stable website – www.society123.com

Modules

Accounts Management 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 Receipts • Members Contribution • Other Income From Members • Rental Incomes • Interest Income • Modules for Various Types of Payments • Statutory Payments • Metered Expenditures • AMCs and Service contracts • Staff Salary / Advances • Tax & Other Payments (The Accounts will be maintained in our Offline Software and will be updated in Society123 when Accounts Module is Complete). Target date to integrate Accounts module is 15th August 2013

Accounts Management Cont… • Other Modules include - Investment of Funds - Members & Outsiders - Security Deposit management - Fixed Assets Management - Share Transfer Premium – Management - Booking Assets Management • Uploading various documents / Bills / Receipts for easy procurement at a later date (this also help in audits) • Receipt and Payment Account & Trial Balance as on any date • Customized Balance Sheet / Income & Expenditure Statements as on any date • Generate Audit Reports [Access granted only to the Auditors] • Along with Audit Report, Audit Memorandum, Form No 1 and Form No 28 [Maharashtra State] are also generated

Managing Meetings Members with appropriate authority have access to this feature to manage all kinds of society meetings. They can easily generate meeting notice, agendas, minutes of the meeting and more online. • All types of Meetings can be managed • Most of the Agenda items are automatically generated • Notice Header and Footnotes are predefined, and can customize the same whenever required • Predefined Minutes available for selection based on the outcome of the discussions • Attendance of the members attending meeting can be noted

Managing Standard Inward / Outward Documents Every registered society member needs to fulfill all formalities as required, and to make it convenient, all prerequisite are easily accessible through this module. • Admin can acknowledge and generate various forms • The forms submitted are verified on various predefined parameters • The forms received can be placed as an Agenda in the next Managing Committee meeting • On approval by the Managing Committee, the required data is updated • All 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

Managing Statutory Compliance Requirements To make sure the society’s statutory compliances are fulfilled regularly, this module has an inbuilt list of legal compliances, available online to any managing committee member through this portal. • Ensures that the Society meets its Legal Compliance needs • A list of Legal Compliance Requirements are available to crosscheck and update • On predefined date, the Compliance Requirement automatically turns into a task and thus can be monitored by the assigned person • Updates on change of any Compliance Requirement are automatically done for the information and benefit of the users

Managing Statutory Registers To make it more convenient for the committee members all the Statutory Registers are maintained online and are automatically updated as and when a new entry is made. All Statutory Registers can be managed • On approval of the Transfers, respective membership details in I form, J form and Share Registers are updated • On approval of the Nomination Form by the Managing Committee, the Nomination Register is automatically updated • As and when bills are generated, the Sinking Fund Register is automatically updated • Investment Register is linked to the Fixed Deposit Management Module

Managing Tasks In order to help the society to run smoothly and in a timely manner, Tasks can be generated by Admin or automatically by the respective module. • System Generated Tasks - 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) - Renewal of FDs • Tasks can also be Posted by the Admin • Managing Quotations is also an intrinsic part of Task Management Module • Tasks that need to be presented before the Managing Committee, are added as an Agenda Item for selection • Tasks which are repetitive in nature can be defined to perform accordingly

Managing Complaints 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. • Members Can post Complaints on Facilities and Services ( Help Desk) • Complaints are classified under various categories • Complaints, if not attended within the predefined time, escalates to the next level. • After escalating at three levels, the complaints are placed before the managing Committee for resolution • SMS alerts / email messages can be sent on request of the member based on policy adopted by the Society

Tenancy Information Management To keep a track of the Tenancy information, Tenancy information module is highly helpful. • Non Occupancy Charges as per Tenancy Data. • Tenancy Expiry Information / Email Reminders to the member • All tenancy Records maintained. • No Leakage of Income. • Information of family members staying with the Tenants are also maintained. • Data updated on approval of the Application by the Managing committee.

Bank Lien Management Secure yourselves with Bank Lien Notings - easily accessible and verifiable during share transfer. • Request for NOC for Bank loan & NOC letter by Society • Creation & Noting of the Bank lien on issue of NOC letter • Verification of the Bank Lien at the time of Share transfer • Bank Lien Register is Maintained and updated

Share Transfer Management All the Share Transfer details can be stored and can be accessed from time to time. • Generation of the Share Transfer Documents based on various situations. • Sale • Gift • Inheritance • Nomination • List of points to verify and intimation of discrepancy to the concerned member • Collect Share Transfer Premium and other charges as per defined policy • Automatically place as an item of Agenda in the MC Meeting to be held next • On approval, update all relevant registers

Vendor Management A complete and comprehensive list of vendors for maintaining and repairing / servicing of various assets / AMCs / services can be maintained and updated from time to time. • Reminder for renewal of the contract / AMCs • Managing Fresh Quotations • Keep a list of all the Vendor Staff working in the Society along with their time schedules

Managing Committee ROLES With this login the members of the managing committee can manage day-to-day activities with ease. • Desired access control can be provided to specific Managing Committee Members, as per their role in the administration. • Besides basic access to the various modules, the Add, Edit, and/or Delete functions can be assigned to particular Managing Committee Member(s), again depending on their roles in the administration. • To ensure that the control is not limited to only one person, we have incorporated the concept of “approve”. Wherein each of the Managing Committee Member can be assigned the authority to approve various activities to be formally accepted. • Managing Committee can delegate functional powers to the Administrative Staff, at the same time exercising complete control, through this “approve” mechanism. • This “approve” feature is unique and is not found in any other Society Management / Accounting Application.

Member Interface Every registered member of the society has the convenient way to access all the relevant information, forms, bills and more through this login. • Login and use the application • Access predefined features in the application • Easy login through registered email ID and a password • Access their accounts , bills and receipts and view/ print • Post complaints on facilities and Services. [ Help Desk ] • Make several standard forms/ applications to Society Admin …. [This is a unique feature not available in any other software] • And many more …

Vendor Staff Management This special login is for the vendors in contract with the society to provide miscellaneous services, and provides limited / temporary access for Various Staff members / Vendors / Service providers. • Limited access can be provided to the vendor(s), as and when required • Permissions granted for add / edit / delete, can be monitored and controlled through Approval at the Admin level • If these access permissions are misused, all the permissions can be blocked by the Admin at any time • Access permission can be granted for predefined period only • The entire access and functional rights to the various modules to different vendors / Staff are set by the Admin

Our R & D Corner We are constantly working to provide you with better solutions for society. And going ahead we are developing newer modules which will be available to you very soon! • Security Gate Management • Society Event Management • Facility booking • Notice Boards and Announcements • Health Club Management • Election to Managing Committee • Project Management • Society123.Mall

Support & Training Worried about who will handle the application! We are there to train /guide and assist your staff / admin on a continuous basis. • Dedicated person to solve issues via telephone • Email Support - All emails received will be normally replied within 24 hours • Live Chat- A trained person will attend to issues raised through Chat • Module wise user manual • Categorized FAQs • Initial Training at site by our executives • Free Training at our corporate office • Initial set up of various data / parameters / policies into the system by our trained personnel to make it faster and easy • Man power based services [Accounts handling / managers, etc.] • Creating a ‘Pool of Accountants’ / Managers trained in ‘Housing Society Accounts writing and Management’ for selection by the Societies

Knowledge Bank All your queries get answers at a single place. • Free Website • Byelaws in English and Marathi • Search the Byelaw by key words • FAQs • News Items • Videos • Articles by Eminent people • Generation of Standard Forms prescribed under the Byelaws [ Blank as well as data filled] • Post Queries and get answers from Professionals • Updation on a weekly basis • No annoying advertisements

Advantage of Society123 • Earned Interest calculations on the Fixed Deposits at any given date. • ZERO Accounting errors assured. • Calculations of amount for Outstanding Liability of Metered bills at year end. • Reminder to follow the Statutory Legal Compliance requirements (TDS, filing of returns, holding AGM, documents to be submitted to Registrar etc.) • Document Storage facility (Quotations, Bills, Receipt, letters, vouchers etc..). For easy reference & procurement at a later date. Ensuring Paperless Work • With Tenancy Module, ensuring for no leakage of Income for Society. • Automatic generation of Balance Sheet (till finalization of Accounts) at any given time • Calculations of Service Tax liability and also alerts for the same. • Decision of the Meeting can be implemented automatically for further action • Tasks can be escalated automatically as per define schedule to further level and can become an agenda item after the schedule level. • Help Desk module will help smooth communication between Member and Managing Committee (till the matter been resolved). • Verification of the Bank Lien at the time of Share transfer

Technical Features of Applications • The Society123 applications are developed in most robust and secured technology J2EE (Java) & PostGres SQL • The applications are hosted on the secure scalable CLOUD infrastructure provided by Amazon Web Services (AWS) which includes...- Application Hosting- High Performance Computing- On Demand Scaling- Content Delivery- Storage & Backup- Security • More information about AWS can be seen at http://aws.amazon.com

Pricing • Pricing policy based on affordability. • A combination of fixed price and a variable price based on number of premises • Pay for what you use . • Decide your own plan as a combination of various services. • Attractive discounts based on number of services opted. • Change your plan at will. • Affordable to even a very small society.

www.society123.com A product by Pangal Computer Services Pvt. Ltd. [PCSPL] developed in association with Webelement.Inc

apartment software | society accounting - society123