Quick & Cost Effective Invoice Processing Solution.............

Purchase Invoice Processing

Accounts department in any organization receives Purchase Invoices from a number of sources, by email, Fax and Post.
We can capture and add the relevant information to your Financial software for up to date Purchase Ledger Control and Maintenance. Some of the details that we can input are :
- Suppliers Name
- Suppliers Code
- Purchase Order Number
- Invoice Number
- Invoice Date
- Invoice Currency
- Item(s) description, quantity and unit cost
- Amount Sub Total
- VAT Amount
- Total Amount (Including VAT)

Sales Invoice Processing

In case Sales Invoices are not automatically added to your Accounting Software, we can enter this information to your Financial Software which will allow you to monitor and maintain your Sales Control Ledger.
We cover the entire activity of Invoice processing. In case new customers and suppliers are added, new accounts will be created for them and new codes assigned to them as per your organisations policy. The invoices will be entered into there respective accounts.
This will enable us to maintain, on your behalf, individual accounts in order to keep a track of invoice transactions and balances pertaining to that account. A fast and efficient method is to control and access amounts receivable and payable.

At the same time, the nominal ledger will be updated to show current sales achieved together with the range and amount of expenditure incurred.

Payment Processing / Cheque Processing

If you are receiving a large volume of payment by Bank Cheques, we offer you the solution of processing them for you.
Step 1
All payment related posts could be directed to us via a POST BOX.
Step 2
We will scan all incoming posts, which would include cheques received and any covering notes/ supporting documents as high resolution images.
Step 3
Cheques will be deposited in your Bank Account, even possibly on the same day.
Step 4
Details of payments received will be entered into your accounting systems by remote access or data given for you to upload into your systems.
We can maintain your Bank Books, Sales Ledgers etc. for up to date maintenance of records. We can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including on a daily basis if needed.

Outsource Your Invoice Approval Process.............

All Invoices need to be approved before payment. If the number of invoices received by an organisation is substantial, this can take a considerable amount of time. In most cases this process can be redesigned to be able to save cost and time.
If you are receiving a large volume of invoices that need to be approved before payment, we offer you the solution to process them for you.
Step 1
All invoice related posts could be directed to us via a POST BOX.
Step 2
We will scan all incoming posts, which would include Invoices received and any covering notes/ supporting documents as high-resolution images.
Step 3
We will have a list of your purchase orders, with details indicating if the invoice received against them requires separate authorization or they can be paid directly.
Step 4
All invoices against approved purchase orders will be accepted for payment at the end of credit period. Invoices requiring separate authorization can be emailed directly to the concerned person for approval. Once approved, they can be paid or withheld in the absence of approval.
Step 5
We can generate reports with payment details and lists of invoices that need to be paid in reach payment run.
We can maintain your Bank Books, Purchase Ledgers etc. For up to date maintenance of records. We can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed.

We also use our own in-house software with MS SQL database for customised needs. If you feel that your needs are not covered by the software packages listed above, please let us know, we will advise you of the possible solutions available.

Upto Date Bank Reconciliation Books.............

Regular reconciliation of all bank accounts can be undertaken to ensure that all activities are accounted for.
Step 1
Your bank statements or supporting documents or information can be sent to us by post. Alternatively, if you have access to online banking, we can download the information directly from your banks web site or you can send us the information electronically as well.
Step 2
We will scan all incoming posts, which would include Bank statements received And any covering notes/ supporting documents as high resolution images.
Step 3
We will reconcile your bank accounts, as per whatever periodicity you need them. .
Step 4
With this, true bank balances can be ascertained in order to assist with cash flow planning.
We can maintain your accounts for up to date maintenance of records. We can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed.

Credit Control - Healthy Cash Flow Is A Must For Any Successful Business.............

Are you receiving timely payment from your customers or are you calling customers all the time chasing payments ?
Do you have a large amount of money tied up in accounts receivables ?
What can we do for you?

1. Advise you of overdue payment.

a. Upto date Records
We can maintain the sales ledger in all aspects, such as posting all sales invoices, credit notes and amounts received to the respective accounts. With upto date records we will monitor your customers accounts.
b. Ageing Analysis
We will provide aging analysis for all payments due, so that late and overdue payments can be chased to keep a healthy cashflow.

2. Chasing Payments

a. Written Reminders
Depending on the duration an invoice has been unpaid, we can expedite the payments by sending written reminders at specific intervals to your customers on your behalf.
b. Phone Calls
In case written reminders are not responded to, we can phone your customers on your behalf, advising them to clear the over due payments without any further delay.
Our call centre is based In India, which offers professional courteous staff, who are well trained in dealing with credit control calls and can talk to your customers in a polite yet firm manner to expedite payment of your overdue invoices, at a very cost effective price.
c. Further Action
In cases where payments are still overdue after reminders and phone calls, we can send notices and involve our debt collection partners to collect the payments on your behalf.
We will monitor the sales ledger and whatever payments are received will accordingly be updated.

In whatever format you receive this information by Email, Fax, Post or Paper we can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed.

Payment Control - Healthy Cash Flow Is A Must For Any Successful Business.......

Different Suppliers have different payment terms. Credit period offered differs for different suppliers. At the same time some suppliers offer early payment discount.
Managing a large number of suppliers with different payment terms and discounts can be a daunting task, let alone taking advantage of the payment terms.
Depending on your position (cash rich or cash deficient), we can work towards getting the best deal available for you.
We can assist you to:
1. Taking full advantage of the Credit Period
In case a supplier offers credit period and there are no early payment discounts offered, we will advise you of the last possible date on which to pay the invoice, to take full advantage of the free credit period. If payments are made on a weekly basis, we will advise you in which payment run various invoices are to be paid, with all relevant details.
2. Early Payment Discount
Where early payment discounts are offered by suppliers, and the cash flow position of your organisation permits early payments or based on your cost of borrowing we can advise you which early payment discounts should be availed of and by when the payment be made for them.
We will monitor the sales ledger and whatever payments are made, the ledger will be accordingly updated.

In whatever format you receive this information, by Email, Fax, Post or Paper we can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed

Payment Runs - Rationalise Your Payments.............

If you are making a large number of payments, in conjunction with out Purchase Ledger Maintenance and Payment Control Services we can assist you in streamlining the payment procedure. Depending on your business needs we will agree with on a payment run schedule at whatever frequency that is relevant to you, be it weekly, fortnightly or more.
With details of the purchase ledger, we will give you a list of invoices that will be paid in each payment run along with a Electronic cheque printing file. All that you would need to do is to print the cheques using this file, sign and dispatch them.

Raising Sales Invoices - Save Time and Money.............

The accounts department function of physically raising invoices can be passed over to us. This will present huge cost and time savings particularly where there are a high volume of sales.
We will need details of the client and product and amount to be invoiced, we can then raise the invoices on your behalf in a professional format.

We can send the Invoices directly to your clients by email, fax or post and also account for them by adding the details to your Accounts package

Monthly/Quarterly Management Accounts- Upto Date Information About Your Business.............

Upto date information about the financial health of any business is must to manage the present and plan for the future. We can prepare your accounts on a Monthly / Quarterly / Semi -Annual Basis.
These would include the Balance Sheet, Profit and Loss Account as well as useful financial performance ratios. Interim accounts provide a performance indicator and highlight areas of concern. Comparative figures can be included so that improvements and downturns can be identified.

In whatever format you receive this information by email, Fax, Post or Paper we can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed.

Management Information Reports

Each organisation has its own unique working environment and conditions. Also within that environment the management, different departments, external customers, suppliers and regulatory agencies need different information.
Working with your financial data, including purchases and sales invoices, we have access to a significant volume and quality of data, which if presented in the required format Reports can significantly benefit an organisations current and future decision making process and performance.
Preparations of various reports periodically like:

Preparation of Budgets
Monthly / Quarterly Financial Results
Variation analysis
Ratio analysis statements as specified
Fund Flow and Cash Flow statements
Debtors aging analysis
Inventory aging analysis

Preparations of various statements periodically like:

Bank Reconciliation Statements on the basis of Bank Statements and Bank Book
Debtors confirmation letters
Creditors confirmation letters
Debtors reconciliation statements
Creditors reconciliation statements
Inventory reconciliation statements
Various Periodical Returns like VAT Returns, etc.
Interest working statements
Depreciation Statements
Preparation and updating of Fixed Assets Register

We can give you Customized reports that you require in formats of your choice, at whatever frequency they are needed, including daily reports where required.

We can also do a significant amount of processing and analysis of this data

Cash Flow Forecasts - Cash Flow Management, A Must For Financial Success.............

More Businesses fail because of lack of positive cashflow, rather than lack of profit. For planning the short and long-term funding and viability of a business, it is more important to forecast the likely cash requirements than to project profitability, etc.
What can We Do?
We will collect information from you such as projected sales and expenditure and existing commitments. With this information we can prepare detailed cash flows for you, which will show:

Periods when you will need external funding, such as loans, etc.
Periods with excessive funds, which could be invested for short or long- term or used for business expansion

These can be prepared to assist with the planning and management of future financial commitments. A very useful money management tool which provides warnings in advance of periods of high expenditure and low sales. This is also a vital component in the application process for additional funding.

Preparation of Draft Accounts

Year end draft accounts can be prepared, whatever your needs be. This will give you a complete picture of your accounts and financial position for the year.
System and Methodology

Entering all the details of transactions in an accounting package based on input provided.
Details will be required in the form of either soft copies in Electronic Formats such as Excel Word etc. or as paper copies of respective items as per their convenience to the extent applicable on case-to-case basis:

Last year’s Final Accounts Statements to consider opening position as well as to understand the policies followed like Cash System or Mercantile System of accounting etc.;
Bank Statement of all the bank accounts;
Cash transaction statements;
Credit Card statements of all the cards;
Transactions details like sales, purchase, receipt and payments;
Credit Note and Debit Notes
Service charges bills or statement;
Expenses bills or statement;
Employees details, periodical pay outs, applicable deductions etc. for Payroll Returns, if any;
Capital Expenditure (Fixed Assets Purchase / Sales) details, if any;
Details of provisions required, if any, for accrued, unearned or prepaid items;
Investments transaction details;
Other Loans and Advances, Deposit transaction details;
Inventory details, if any;
Details of any other income like Salary, Commission/Brokerage, Rent, Interest, etc.;
Details of Tax Deductions, Advance Taxes Paid / Payable, etc.;
Any other matter which is considered necessary as per prevailing practices;

On the basis of the above details we will prepare Accounts either in Sage Accounting Package or any other Accounting Package specified. Mainly Accounts will include the following:

Cash Book,
Bank Book
General Ledger,
Debtor’s Ledger,
Creditor’s Ledger,
Sales Register,
Purchase Register, etc.

On the basis of the above Books of Account and records, we will prepare draft Trial Balance and will send you for perusal and suggestions, if any.
If there are any changes suggested by you on the basis of draft Trial Balance, the same will be incorporated here as per the suggestion.
After incorporating necessary changes suggested by you in the books of account, we will prepare and send draft annual accounts which will comprise mainly:

Balance Sheet and its Schedules
Trading and Profit & Loss Account or Income & Expenditure Account and its Schedules
Capital Account(s)
Groupings
Statement of Total Income

If there are any changes suggested by you in the above statements, the same will be incorporated here and final draft accounts will be prepared and sent.

Inventory Reconciliation Upto Date Reporting & Records.............

Update list and records of your organization’s Inventory can be maintained by us. Purchase and Sales of Assets to be updated regularly by us. Goods in and out to be updated to provide an up to date stock record.

Records to be updated for obsolete stocks as per your requirements.

Stock records can be maintained in whichever format required. Items can be categorised as per needs to give relevant information.

We can capture and add the relevant information to your financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed.

Invoice Processing

Transaction Processing

Sales ledger Maintenance

Puchase Ledger Maintenance

Raising Sales Invoices

Monthly/Quarterly Management Accounts

Management Reports

Cash Flow Forecasting

Preparation of Draft Accounts

Inventory Reconcilation

Accounting, Book Keeping & Financial Outsourcing

TTPL is a world-class outsourced Finance and Accounting (F&A) and IT service. We enable our clients to move their focus away from non value added transactional activity, leaving them free to do more with their business.
We can achieve this by uniquely blending and leveraging:

Outstanding commercial flexibility and creativity
World-class processes and services
Finance and Accounting shared service operational delivery excellence
Dedicated partnership for innovation and transformation
Seamless and flexible on/offshore delivery
Extensive experience of successful transfers and outstanding delivery
25% to 50% annual cost savings without capital investment

Greater ‘control’ over the business and the finance and accounting function
Real-time tracking and reporting of all financial transactions
Automated routing of transactions for approval by business unit managers irrespective of location, enhancing control and manager productivity
Elimination of the headache of recruiting, hiring and managing clerical staff
The ability to focus on strategic, pertinent finance and accounting issues instead of non-value added activities

Today, management's information needs have increased dramatically. It is no longer sufficient to look at a profit and loss statement three weeks after the end of the month to see how the business performed. Management today needs to understand revenues, costs and profits by product/service, office/branch, department, salesperson, and customer in real-time. Management cannot wait to find out how the business did, they need to know how the business is doing now, where it is performing and where it is not.
This increasing sophistication has led to more complex accounting/ERP systems to provide this information. However, most companies have found that these systems are very expensive, risky and expensive to implement and rarely provide the information that the software salesperson promised. Other technologies, such as imaging and workflow, add immense value to these systems if implemented properly. However, they are also expensive and risky to implement.
The increasing information needs have also necessitated more complex accounting processes which are difficult to design, required internal expertise very few companies have with a different set of skills to manage these processes typically not found in the accounting department. This is because most accounting processes are really transaction processing functions, not accounting functions (think of accounts payable). Furthermore, finding intelligent, well-qualified staff to work in these areas has become more and more difficult, and many firms have to put up with significant turnover and human resource issues.

TTPL Accounting Outsourcing Services Give Management the Information Required to Manage Their Business, While Providing Greater Control and 25% to 50% Annual Cost Reduction

Upto Date Maintenance of purchace Ledgers.............

We maintain your purchase ledger in all aspects, starting from:
1. Setting up individual Suppliers Accounts for new suppliers or working with your existing lists. In case new suppliers are added, new accounts will be created for them and new codes assigned to them as per your organisations policy.
2. Posting all purchase invoices, credit notes and payments made to the respective accounts.
In whatever format you receive this information by email, Fax, Post or Paper we can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed.

Up to date records will allow you to monitor your suppliers accounts. We can provide aging analysis for all payments due, so that you can take full advantage of credit periods to keep a healthy cashflow.

Processing Solution For Bank, Cash, Credit Card Transactions.............

Any organisation or business will have financial transaction to account for. We can enter

All Bank Transactions
All Cash Transactions
All Credit Card Transactions

into accounting softwares of your choice. We will post these transactions to individual customer accounts, suppliers accounts and nominal ledger.
In whatever format you receive this information by email, Fax, Post or Paper we can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed.

We cover the entire activity of Transaction processing. In case new customers and suppliers are added, new accounts will be created for them and new codes assigned to them as per your organisations policy. The transactions will be entered into their respective accounts.

With this you will have a complete customer and supplier balance list/account on an up to date basis. Our services assist you in tracking amounts received and payments made.

Upto Date Maintenance of Your Sales Ledgers.............

We maintain the sales ledger in all aspects, starting from:
1. Setting up individual Customer Accounts for new customers or working with your existing lists. In case new customers are added, new accounts will be created for them and new codes assigned to them as per your organisations policy.
2. Posting all sales invoices, credit notes and amounts received to the respective accounts.
In whatever format you receive this information by email, Fax, Post or Paper we can capture and add the relevant information to your Financial software for up to date Control and Maintenance or give you processed data or reports in whatever format you need on a regular basis, including daily basis if needed.
Up to date records will allow you to monitor your customers accounts. We can provide aging analysis for all payments due, so that late and overdue payments can be chased to keep a healthy cashflow.

Information Capture | Information Processing | Quality | Delivery