Welcome to the Baseplan Financials Module
The Baseplan Financial module is the cornerstone module of Baseplan Enterprise and is where all financial transactions are recorded. Supporting Accrual Accounting (not Cash Accounting), sub ledgers including accounts payable, accounts receivable, assets and all other modules that create financial transactions push information through to this area when they are incurred. This means that full profit and loss, balance sheet and statutory reporting is readily available within Baseplan Financials.
The Baseplan Financial Module allows for drill down back to the original transaction. Each process that is made within the system is underpinned by extensive audit trail information supporting detailed examination.
The Customer Management or Accounts Receivable area within Baseplan Financials is the repository for all information regarding clients. Extensive information is stored in respect to customers such as multiple sites, multiple contacts and extensive reporting categories. Customer management is fully linked through to the other modules within Baseplan Enterprise including the rental and service modules. In respect to integration, accounts receivable also holds default information to make data entry easier for entry of rental contracts and service jobs.
All financial transactions are recorded in real-time and linked back to the general ledger. Financial, audit and statutory reports are available within the General Ledger reports menu. Detailed analysis reports and visualisations are accessible via Baseplan Analytics.
Vendor Management or Accounts Payable is tightly integrated with the Request For Quote Module, Purchase Orders and the General Ledger. Accounts Payable also supports the batching of the payment runs with an approval process. Electronic interfaces are available to support bank deposits while standing journals are available for the processing of periodic payments.
Branch Performance Analysis
Analyse the performance of any branch in real time. Financial information is made readily available by branch down to the individual expense and income account level. This also applies to any number of different divisions or cost centres within the organisation.
Accounting deprecation can also be recorded at branch level. This is automatically recorded in real-time with a number of options allowing for deprecation only while equipment is on rent or for the duration that the equipment resides at the branch.
Asset Financial Management
Book, tax and finance depreciation is held concurrently on each asset inside of the Asset Financial Management system. Assets can be joined or split as required. There is also an automatic disposal process allowing for the quick and efficient sale of an asset when required. The assets register integrates comprehensively with the General Ledger, Equipment Ledger and Accounts Payable Ledger (in respect to finance leases). Extensive functionality includes the ability to have sub assets, the capability to put a “hold” on depreciation and also to revalue assets as required with full audit trails.
Procurement Process Management
Procurement optionally starts within the Request For Quote module which links together Accounts Payable with equipment specifications and allows for a cohesive process with respect to engaging suppliers for tender. The procurement process also allows for the creation of purchase orders for one or more of the successful suppliers and integrates through to the receipting process and ultimately to the on boarding of the assets. This tight process integration has many benefits across the business ultimately resulting in smoother process with fewer delays prior to utilizing the asset and less internal paperwork to process at month end.
Within the finance area bank reconciliation functionality allows for multiple bank accounts in different currencies. Where necessary these bank accounts can be tied to different groups of customers and suppliers.
Electronic importation of bank statements is available along with fuzzy logic for automatic matching of payments from customers enabling the automatic creation and matching of payment transactions within the Accounts Payable module. End of day branch reporting is available to assist with efficient branch cash management while electronic interface to EFTPOS payment terminals is also available. Importation of other bank data feeds such as Locked Box is also supported.
Multi-currency is supported throughout the system in particular with respect to customer and supplier facing transactions. The system supports operations in many different currencies and will automatically format the currency designator dependent upon configuration. Foreign exchange adjustments can also be performed easily with revaluation adjustments automatically taken through to the general ledger.
Real-Time System-Wide Integration
Baseplan Enterprise is fully integrated across all five key areas within our software. This enables the leveraging of financial information across all areas, such as credit checking which is available in the rental and service modules and speeding up the data entry system wide. The extensive integration keeps your departments connected and de-duplicates data entry by automatic and integrated processing of data between different areas of the system. This tight and extensive integration minimises loss of time and data between processes throughout your organisation.
The General Ledger is the end point repository of all financial information in the system. The General Ledger is updated in real time and as such displays and reports up to the second financial data. The comprehensive general ledger account numbering system allows for great flexibility in the set up and formatting of the chart of accounts in respect to departments, cost centres and different types of revenue and expenses.
The financial reporting structure can be configured easily through our report formatting tool. In addition, there are multiple formats available in respect to statutory reports. Your financial information can also be easily exported into Microsoft Excel for additional forecasting and budgeting where required. At budget time financial results can be modelled in Excel and then imported from Excel into the General Ledger. Budgets can be done at the summary or detail level. The General Ledger journals can also hold equipment numbers supporting detailed analysis by equipment number or any of the equipment reporting categories.
There are interfaces available to provide data feeds into external financial products if needed. Our Excel Add In tool adds further value to the General Ledger in respect to flexible reporting with the ability to structure reports completely independently of existing hierarchy if required and to have the numbers grouped/totalled at any level and refreshed directly from the system at the click of a button.
Request for Quote
The request for quote module links together equipment specifications and accounts payable. It provides for a cohesive process with respect to engaging suppliers to supply under tender. Designed to integrate seamlessly with the Equipment Ledger, Purchasing and Assets modules, the request for quote module is the cornerstone system for the management of Asset purchasing and onboarding of these assets.
Deep interface capability across most areas of the system is supported by our fully functional Baseplan Gateway which is a fully featured API. This allows for external third party systems to be implemented including mobility, websites and other workflow tools to work seamlessly with Baseplan Enterprise. Specific adaptors are available for mobility, document automation, Microsoft Dynamics CRM and client portals. The underlying functionality is built upon Microsoft Communication Foundation and supports both synchronous and asynchronous methods based upon the underlying entities and methods.
The biggest asset in your business is most likely your data and Baseplan provides several ways for you to leverage this data with Business Intelligence. Business Intelligence data is aggregated automatically through to the Baseplan Analytics Data Warehouse as data is absorbed into the Baseplan application through day to day processing of financial and non-financial transactions. From this central repository various tools can be used at different levels to generate a variety of financial reports and stunning visualisations.
Within the Baseplan Enterprise application users are presented with a dashboard as a header page in each of the modules that can be configured to display data from queries from any of the detailed or aggregated data from within the Baseplan Analytics Data Warehouse subject to security provisions. Drill down from this data can automatically load a form related to the data selected. For example a user dashboard configured to display a list of purchase orders waiting authorisation would load the purchase orders form with the selected purchase order loaded ready for authorisation. Further to this there are another three levels of Business Intelligence tools that leverage the Baseplan Analytics Data Warehouse.
From the Baseplan Analytics Data Warehouse great visualisations can be authored in third party tools such as Tableau®. These visualisations can be published via a portal and can have drill down capability. Over a hundred standard visualisations can be provided as a starting point for you to build upon.
The Baseplan Excel Add In is a very easy to use doorway to your data. Accessing the data from the Baseplan Analytics Data Warehouse is very easy with examples provided. Once the query is defined upon the configuration sheet by adding a row to an existing table, data can then be formatted using standard Excel commands to produce live stunning reports that are portable within your organisation.
Collecting money from your customers is made easier by our integrated Collections sub-module which allows for the assigning of customers to different collection offices with budgets. Collection offices work within a workflow screen that shows them the last contact and notes in respect to a particular client and lists by priority the next calls to make with the contact details of the client.
The Collections module also provides you with the ability to easily see the financial transactions in respect to a client, enter in follow up notes and directly email clients their invoices and financial statements if requested. Full tracking of client contact is automatically retained by the system.
Baseplan Enterprise provides you with the ability to send all invoices electronically to customers as a PDF attachment individually or in bulk. Larger billing runs are also made possible with integration to third party mail houses and leveraging XML data streams which are specifically configured as required. This allows the mail house to provide the document formatting and grouping of content for reduced postal charges and offloads significant system processing. Invoice runs of tens of thousands of invoices can be supported in this way without tying up your office staff and printers.