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Periodical Billing & Payment Collection.

Once you define your maintenance charges in the application it’s hardly take few seconds to generate bills on single click. You have sole rights to define your billing frequency viz. Monthly, Bi-Monthly, Quarterly, Half Yearly & Yearly. Anytime you can switch from one frequency to another without hassles. No impact on late penalty calculation because system is well articulate as per rules and law. You can set up multiple bill series with different billing frequency as and when needed. You are free to define your terms & conditions for your bills. Application has inbuilt capacity to accommodate period specific maintenance charges via special bill option. Any reduction or addition of charges in the bill can be carried out by special billing module. Bills are get locked automatically once collection receipt is entered. Collection receipts can be entered through various modes like Cash, Cheque, NEFT or online payment etc. It hardly takes 30 seconds to enter one collection receipt. Unrealized collection receipts can be reversed with single click without changing original value of the receipt. Member will get intimation of both transactions. Member has rights to view/print bills, collection receipts & reversal receipts too. Receipts are get locked once bills are generated. No malfunctioning allowed.

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Send Bills & Receipts via SMS & Email.

Application is well equipped with email and SMS gateway. Once bills are generated, current bill & previous month’s receipt will be sent to all members via Email & SMS. It is the most convenient way to send bill and receipt by email when everyone is well equipped with mobile phones. Separate bill & separate receipt can be sent as and when needed. There is no limit to send SMS to member as a reminder toward payment. SMS are well structured with Bill No., Bill Date, Due Date & Due Amount so that member can make payment without any confusion. It is a best & proven method to influence member to pay outstanding dues within the prescribe period & that result to improve funds flow of housing society. .

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Day-to-Day Accounting

Financial Accounting is the heart of any ERP system. All modules of ERP are finally get linked with accounting system. All transaction vouchers like Cash Payment, Cash Receipt, Bank Payment, Bank Receipt, Expenses Purchase, Material Purchase Vouchers & Journal Vouchers are made available. We recommend, first enter transaction in the application then get printout of voucher and attached with cheque & invoice. It will get signed by office bearer on all documents simultaneously. Hence, fist level of auditing is done. Now, signed voucher can be uploaded & stored in the application that can used for statutory audit at later stage. No need to maintain voucher file manually.

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Year End Accounting Statements.

Year-end accounting statements are never get generated but always ready as and when needed. For each and every transaction you entered, all reports made available by this ERP APP. Year-end reports include vouchers, day books, ledgers (Members & Generals), Trial Balance, Income & Expenditure Statement, Schedule to Income & Expenditure, Balance Sheet, Schedule to Balance Sheet, Receipt & Payment Statement, Bank Reconciliation Statement etc. Opening & Closing balances carry forwards or brought downs are strictly managed by application only. No person’s intervention allowed means prohibiting manipulation and malfunctioning.

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Investment Management.

Every year you are bound to invest your statutory fund in fixed deposits. ERP APP provide facility to keep track of your investment with required sufficient detail. It captures and stores investment amount, maturity amount, maturity date, interest amount etc. It intimate office bearer about maturity detail.

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Statutory Compliance Document Management.

All registered societies need to maintain their share certificate detail with transfer records. Even nominations of each member is must. It’s a legal binding. This APP is capable to maintain and manage documents like Share Register, Share Transfer Register, Share Leger, I Form, J Form, Nominee Register etc. All these registers are get done by the application automatically. No need to hire legal expert to write and maintain records of these registers. Saving on huge cost and no legal hurdles from government authorities.

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Online Notices & Voting Management.

Through this ERP APP voting matters will be made available for committee members and/or all member till certain date specified by office bearer. There will be various option like Agree / Disagree / No Comments with description so that each person involved can write their notes on given matters. Vote counting will be taken care by application keeping all secrecy. Hence, no tempering of data. Result can be communicated to members in the form of notice or made available online. Any kind of notices can be sent to all stake holders with instant intimation by Email & SMS.

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Complaints & Redressal Management.

Two percent society has Administrator appointed by Government due to non-communication or miss communication. “CloudSociety” tries to mitigate this via Complaint & Redressal module. All related stake holders have rights to lodge a complaint anytime anywhere. Ticket Number will be raised by the APP and sent to society manager or office bearer. Once problem is solved, society manager or office bearer will reply back on the matter with SMS & Email intimation. Member or Tenant or any stake holder can close ticket number on their own or it will be get closed by society manager or office bearer. NO ONE has rights to remove or delete any complaint by human intervention. So, legal point of view your society is safe as communication between parties are stored and protected.

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Free Online Payment Gateway.

“CloudSociety” does not charge to housing society or apartment association for this module as it is free of cost. This is a third party service we attached with our application. Member can make payment to housing society via credit card, debit card, NEFT, Wallets, UPI etc. and can get instant receipt via SMS & Email. If society has their own payment gateway, then we promise to link with our ERP application for free of cost.

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10 (TEN) Years Data Storage.

This ERP APP stores data for 10 years. Law of Limitation expect document needs to be kept for 3 years whereas Income Tax Law says document needs to be kept for 7 years as a legal proof. We manage and stored data for 10 years even though customer discontinue our services. We never block your data as it is your property. After completion of 10th year, only first year data will be removed from the application after providing advance intimation to the housing society or apartment association.

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SMS & Email Messaging.

Proper communication always solved 50% problems arises due to some disputes. This application is capable to send SMS & Email as a part of communication. Member do get their bills & receipts via SMS & Email. Whenever office bearer sends Notices, New Flash to member, he gets instant SMS & Email as a part of notification. When member lodge complaint or place request or want to book facilities of club house, SMS and Email reaches to office bearer or society manager immediately it means prompt reply can be expected from them. It makes your life easy and hassle free. New year greetings can be send via SMS & Email.

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Tenant Management with Police verification.

All tenants need to register with the housing society or apartment association. Approval of tenant will not take place until and unless one submits police verification report and tenancy agreement. Once approved, tenant will get one ID & password through which he can communicate with office bearer for facility booking. Tenant can raise complaint or place request on society related matters. Tenant will be allowed to upload document like Aadhar Card or other ID proof and address proof documents. This ERP APP is well equipped to accept co-tenant’s ID proof & Address proof like driving license, ration card, passport, Aadhar card etc. for official record in case any emergency situation arises.

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Parking Management.

Stilt parking, podium parking, open space parking, guest parking etc. can be capture with parking identification number. Parking can be further segregate with four wheeler parking, two wheeler parking, three wheeler parking and much more. Then these parking can be allotted to member’s flat with transfer date. For security reason vehicle numbers for each parking slots are also provided in the application. Unauthenticated parking can be trace and tracked to maintain peaceful environment.

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Periodical Bank Reconciliation with locking

In financial reporting bank reconciliation has its own importance. Single date marking as well as batch date marking is provided so that bigger bunch of time & cost can be saved. Application is well equipped with data locking facility after reconciliation work get done. We recommend that at least quarterly bank reconciliation must be carried out. Unlocking option is also given in case any emergency. Reconciliation statement is always ready before and after marking date. It helps statutory auditor to justify authenticity of the transactions.

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Free Mobile App.

CloudSociety does not charge for the use of Mobile App. It is made available for the convenience. You can use all functions & facility available for desktop version. Members can view their own bills, receipt, ledger anytime anywhere. They can place a request or lodge complaints. Even they are allowed to view audited financial statements like Balance Sheet, Schedule to Balance Sheet, Income & Expenditure Statement, Schedule to Income & expenditure statement etc. via mobile app. Members are allowed to pay outstanding dues through Payment Gateway and can get instant receipt. Office bearer can execute all function including bill generation, Payment Collection data entry, send bills via SMS & Email, feeding payment vouchers. So, application gives you more power to manage your society anytime, anywhere isn’t it?

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Communication Management (Facility Booking, News Flash, Notices, Requests, Suggestions)

Intelligently articulated communication module assist office bearer to perform their duties within stipulated time perfectly. It provides faster decision making on any urgent or simple matter. Member can place their request, suggestion, facility booking request instantly with ticket number and intimation goes to Society Manager / Office Bearer immediately via SMS and email. If possible Society Manager / Office Bearer provide prompt resolution on the spot and query can be closed by either side. Society Manager / Office Bearer has privileges to write Notices, News Flash etc. electronically or write on piece of paper, scan and upload it and then publish it with instant intimation via SMS and email. These facilities are protected with maker and checker terminology.

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Minute/Resolution Management.

Keeping records of minutes/resolutions is binding on office bearer of the society but not communicating with member is a crime. This ERP APP is fair enough equipped with SMS & Email intimation so that everyone concerned can get involved in the process. Here maker and checker concept in implemented for security reason. Unauthenticated documents or write-ups may never reach in the hands of member and therefore unwanted mess can be brought down. You can write resolution electronically and publish it or write on paper, scan & upload it and then publish. It’s all easy.

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Vendor & Contract Management.

Vendors, contractors, creditors or suppliers whatever name you call, they play crucial role to maintain society’s health at better level. Unhealthy relationship with vendor may leads to bad impact on services rendered. Therefore, maintaining and recording their agreements, terms of payment and conditions of contractual situation must be accessible as and when needed. This application provides facilities to upload documents & intimating both parties before expiry of contracts.

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Material Inventory Management.

Housing societies does not have much faster moving items. So, Material management has no importance at some extent. But there is inventories of few items and that needs to be maintained. Being it is a ERP APP we made provision to maintain inventory of materials. Items/goods can be issued for consumption, loan or repair. We provide tracking of material at all stages. It gives information on the valuation of goods/items as well. Item can be clubbed with groups.

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Upload 75+ types of documents.

This is the India’s first ERP APP that allowed to upload more than 75 documents. Not only this but you have all rights to add new document as per your requirement. Study suggest that 50 percent time of Society Manager spend on document management. Keeping in mind the ease of operation concept document attachment is provided in the respective modules. Hence, tracing and tracking document made easy. Using this module, you do not need to maintain flat files of each member manually. This will help you to reduce document management time by 70 percent. So, saving cost and time on paper management.

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Group Discussion.

This is one of the best feature in the application witch allowed all stakeholder to communicate with each other. This create peaceful environment in society premises. Any matter can be posted by office bearer or member for discussion and all other member can express their view on given subject. But this module is a double edged sward also. Sometime it creates big headache for office bearer as member starts fighting each other using abusive language. Discussion matters can be closed by office bearer anytime. Permanent deactivation of this module can be executed by office bearer if they feel so.

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