How Smart Accounting System (SAS) practically works?
System configuration & enablement
So you decided (possibly through your discussions with ACS solutions agent) which SAS solutions suits you the best and have signed up. Given below is what happens next:
ACS support agent enables your licenses for all apps to be used in your SAS account and you receive login details. For instance, if you have opted for QuickBooks online as your main accounting software, you will receive login details for 05 users license of QuickBooks online plus subscription.
Similarly, your access to all other apps (that are included in your SAS account) is established and you are given login details.
Using especially developed technology enabled forms as well as a dedicated online interview session (done through video meeting tools) a system workflow map is developed.
Based on the agreed workflow map, ACS support agent will configure your SAS account eco system to suit your needs.
ACS success team conducts an extensive training session to empower you with all the related knowledge which you need to fully benefit from your SAS account.
For instance, you are trained on how to extract accounting & business reports out of your cloud accounting system, how to push the source data to the cloud storage and how to use the workflow automation apps like CRM or expense approval utility etc.
Introduction with your team
Your account manager introduces him/herself along with the dedicated team which will (from this point in time) be your own accounting team. All communication channels are configured and are tested to ensure reliability.
You receive a copy of agreed system flow documentation which describes all the major links within the value chain.
Connectivity enablement testing
All apps and manual processes connected with your SAS account eco system are tested by your dedicated team to ensure if everything is working the way intended. Dummy data and dummy documents are used for a short test run which serves not only the system testing purpose but also further enhances your comfort with the new & improved environment.
Your confidentiality needs are reassessed (initially these are established during workflow configuration stage) through a senior level review to ensure if 100% compliance has been achieved.
You receive a “let us begin” email
The email serves as a confirmation that we are now ‘good to go’
Beyond initial enablement
Now that you are good to go, there is nothing between you and the joys of a fascinatingly efficient accounting system. Given below is how it works from this point onwards:
Opening balances & historic data
The opening balances (and also historic data where the contract defines its inclusion) are imported to your new cloud accounting system by your assigned team.
Source data sync begins
It is really very simple and could take many shapes and forms. For instance:
For retail value chains, your POS system is directly linked to your dedicated cloud folders, pushing all your sales data to secure cloud folders.
Your purchase requisition app is linked to your accounting software which pushes your approved requisitions as purchase orders to the accounting system.
Your field services & expense approval app is linked to your accounting software which pushes your approved expenses to the ledger.
Your secretary simply takes snaps of the source documents using her iPhone which automatically sync with your secure cloud document folders.
Your project or sales staff has spreadsheets or similar format information which they need to pass on to accounts for invoicing. Instead of passing on manually to an inhouse accountant, they simply push these to dedicated cloud document folders.
Employees time tracking app is linked to your accounting software.
Manual or spreadsheet employee timesheets and other payroll source data is pushed to the dedicated cloud folders.
Inventory GRNs and dispatch note mechanisms (manual or digital) are linked to your accounting software pushing all inventory movements data to the accounting software.
Your Accounting Records Get Updated
Your dedicated SAS team picks up the source data and updates your books of accounts. Depending upon the scope of your SAS account, processes within the Purchase To Pay, Manufacture To Sell and other business cycles get performed (invoice runs, purchase order management, receivables management, payroll processing etc.)
To ensure quality, your accounting and related records are perpetually reviewed by highly skilled professionals. Potential issues are highlighted and recommendations for resolution are made.