hostel mess stockmodule

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SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals High Values

With Branches @ Coimbatore, Chennai, Salem

Flow of Hostel Module

IMPRES ERPis a versatile Web based Total solution for Institutional Automation. Out of

27 integrated modules, Hostelis a unique one which depends on other related Modules. In a

broader sense, it is categorized as

1. Hostel

2. Mess

3. Stock & Inventory

4. Accounts

. !"ll"n#

1. Hostel$

a. Hostel Request: While oining the institution, the student can request

accommodation in the !ostel. "he fee structure of hostellers for the current

academic #ear defined alread# in the respective screen will be made as

demand in his ledger. $ccordingl# he can remit the amount and enrol in the

hostel. %ood preference li&e 'egetarian ( )on 'egetarian should be mar&ed.

b. Room Allocation:!ostel *eput# Warden fishes out the vacanc# position in

each room of different hostels, and allocates room number to the student.

c. Students Movement:+tudents are given with I* ard ( +wiping ard, when

he wishes to move out of hostel, he has to swipe his card and record hismovement. +imilarl# when he enters in to the hostel, the swiping has to be

done. "he time-in and time-out will be sent to parents b# +M+.

d. Students Attendance:%or %ood preparations in the mess, attendance will be

ta&en in %ore )oon and vening +essions.

e. General Administration:In specific cases, students ma# opt to oin the hostel

at the mid of the semester and his demand amount will be lesser than other

students. +imilarl# when a student opts out of hostel, facilit# for refund is also

available in the software. *isciplinar# action against an# student is also

covered here.

2. Mess$a. Student Mess Committee:$ committee comprising student representatives

will be formed to design and draft the wee&l# chart of menu for each session

of the da# and mess timings. $ccordingl#, the menu will be prepared b# the

Mess +taff.

b. Guest Token:+tudent can avail guest to&en and use mess.

c. Bill re!aration: Monthl# e/penses for the purchase of groceries and

accessories and the establishment, the total amount will be divided with the

.

H.O!No. 1, Third Street, KRG Nagar, Ganapath, "#i$%at#&e ' ()* ++(!h"#$%% %&'$('&, $%)(1*1

"it, O-e!11& Thir+all+ar Street, Kil-attalai, "he//ai ' (++ **0!h"$$'#*%()*


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number of occupants in the hostel. 0uest to&en and leaves availed and other

necessar# information will be considered while preparing bill for individual

students.

d. Students urc"ase Committee:It is pure optional for the management to set

up a committee with student members for purchase of vegetables and

groceries.

3. Stock & Inventory$

a. Indent: It is a s#stematic process of purchasing the materials with proper

indent method.

b. +tores1 urchased items are &ept in the store for issue.

c. Stores Issue and Return:"he items required for food preparations must be

done through proper indent s#stem. "he in-charge of the stores will issue the

materials and record in the software. +urplus after usage will be sent bac& to

the stores.

d. Stock Re#ister:$t a point of time, the stoc& shows available materials, value

of the stoc&, price of the product for ever# purchase and its variance, stoc&

below buffer ( reorder level, damaged ( deca#ed items, etc. "his will be

directl# ta&en for bill preparations.

e. urc"ase $rder:%or mass purchase, s#stematic arrangement shall be made

with regular suppliers.

f. Su!!l% & GR': 3ased on the urchase Order, the vendor will suppl# the

materials. 0oods 4eceived )ote will be endorsed with *eliver# hallan.

g. (ualit% C"eck: "he items supplied b# the vendor must be verified withnumber and qualit# b# the stores in charge. "hen the materials will be put in

the stoc& bin and the Invoice bill will be sent t the accounts section.

4. Accounts$

a. )ournal *ntries: "he bill details are entered and passed on the pa#ment

section.

b. a%ment:"he s#stem will print the sundr# creditors name and amount in

words and figures in the cheque leaf. 3ill roposal and $pproval are there for

cross verification and chec&ing.

. !"ll"n#$

a. Hostel +ee ,emand:3ased on the 3ill preparations, the demand will be made

to all hostellers in the selected month. 5ast date for remittance, penalt# for

overdue da#s are also be defined at this stage.

b. Student a%ment:+tudent can ma&e the pa#ment in the cash counter either

cash ( ** ( heque or b# an# pa#ment gatewa#.

c. ,efaulters -ist:"he students #et to clear !ostel ( Mess bill will be listed in

the !ostel )otice 3oard for remainder.

d. SMS:"he !ostel due amount will be informed to the parents b# wa# of +M+.

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%ote$$nl% t"e +lo. of *R Module is s!ecified "ere/ An% inte#ration of "ard.are like

unc"in# ,evice0 R+ I,0 S.i!in# Card0 SMS is !ossible !rovided t"e aut"orities s"ould

furnis" t"e AI 1 S,2 from t"e vendors/ T"is attracts inte#ration c"ar#es/

Hostel & Warden:

Current Status of Hostels & Rooms

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Students Allocation in t"e Hostel

3!loadin# arents "oto

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Students Room Allotment

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+acult% Room Allotment in t"e Hostel

Current Hostellers +ood reference

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Students Attendance in t"e Hostel

Hostel * 4 Gate entr%

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Students (uit Hostel

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Course .ise Hostel Students and t"eir +ood reference

Com!lete Current Hostellers -ist

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Hostellers ,ail% Attendance

Hostellers Attendance 4 Absentia Summar%

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Hostel Rooms 5acanc% osition

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,ail% Summar% of Hostel Student Attendance0 Class Attendance0 urc"ase $rders issued

and Good Received 'ote

Item Master and ,etails

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urc"ase details of a !articular Item and c"art vie.

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+i6 Sales rice 7 for Counter Sale

urc"ase rice A!!roval -imit for eac" 3ser in t"e urc"ase ,e!artment

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Indent of t"e Individual Staff

Indent A!!roved Items -ist

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Item Request ro!osal in t"e Stores

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Item ,emand for Waitin#0 A!!roval and +inali8e

,eliver% C"allan details

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Goods Received 'ote

Counter Sale Re!ort

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urc"ase $rder and its Status

Stock Re!ort as on ,ate

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Indent Made but urc"ase $rder not Made

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urc"ase $rder Made but GR' not Made

GR' Made but Bill not Accounted

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Bill Accounted but a%ment not Made

Item rice 3!date

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For furt'er det("ls) *le(se cont(ct$

M1s Subiks"am Soft.are Solutions vt -td/0

'o/90 T"ird Street0 2RG 'a#ar0 Gana!at"%0

Coimbatore 4 ;9

hostel mess stockmodule

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