REU of Plekhanov controls finance of 50 branches using the 1C:Reports system

Company "1C: The first BIT" automated preparation of the reporting in accounting of Plekhanov Russian University of Economics. The 1C:Reports system provided operational obtaining the consolidated statements on 3 available and to 47 new branches of university with reduction of the staff of accounting on the head platform. On a response of the customer, the university saves 480 man-hours a month. At the same time control over expenses of territorial subdivisions is optimized. In all 50 branches accomplishment of the plan of financial and economic activity is provided. Besides, the university does not need for submission of reports to send accountants from branches to Moscow any more. Data of all divisions are loaded into uniform base on the Internet and consolidated in head accounting of university.

Prerequisites of the Project

In a number of REU branches of Plekhanov the accounting and tax statements were prepared in spreadsheets. Reports of all divisions arrived to the employee of head university and came down manually. As in each branch the set of internal forms, processing of all arriving information was used required considerable labor costs. The special complexity was represented by preparation of the consolidated declaration VAT and also summary reporting under consumption of the fuel and energy resources (FER). Besides, employees from remote branches had to bring reports on paper and electronic drives to Moscow for check by accountants of head university. The university was forced to pay these business trips.

As the result, was required to organization an information system which would allow to consolidate quickly regulated reporting under all territorial subdivisions and head university. Besides, for obtaining necessary volumes of public financing it was required to provide exact observance of the plan of financial and economic activity in all 50 branches. As explained at the university, non-compliance could lead the plan fact to negative effects: at underconsumption of money in one reporting period the university receives the smaller amount in the following. The overexpenditure is fraught with penalties.

For the solution of assigned tasks the 1C:Reports system was selected. A system was unrolled by specialists "1C: The first BIT" in 50 workplaces in accounting.

Key results of the project

At the university new standards of filling of the reporting are entered. In a system the list of report forms which each branch and also criteria for evaluation of correctness of filling of reports is obliged to hand over is set. "1C:Reports" are integrated with the solution "1C: Budget Institution Accounting 8" of edition 1 and 2 ("1S:BGU"): the reporting created in "1S:BGU" by branches is unloaded via the web interface in uniform base "1C:Reports" where check and consolidation of data is made. On a response of the customer, it simplified and accelerated data collection and processing from divisions of organization. At the same time the university does not spend funds for business trips of employees for submission of reports.

At the same time, obtaining the summary report in a paper and electronic form is simplified. By estimates of university, preparation of the summary reporting accelerated by 3 times:

• A system allows to create as the summary report in one form, so at the same time several summary reports in different forms. There was an opportunity to set the list of branches and selection criteria of branches for consolidation of data. Accounting of the head platform itself sets an algorithm of creation of the summary report now.

• Control ratios allow to carry out intra uniform and interuniform control of indicators of the initial and consolidated statements. Control is applied both to verification of reports of a current period, and to reconciliation of reports for the different reporting periods. Are also provided: complex verification of reports using all types of control and check by certain types of control; a possibility of control directly when loading reports of subordinated organizations in information base. The protocol of check contains interpretation of indicators of the reporting with their evident comparison in a screen report form. At the same time intermittent errors in calculations are excluded: all indicators are calculated by the formulas put in the protocol of the report.

• For financial analysis of organizations the program allows to create analytical and statistical selections on the basis of the consolidated data. In analytical selections it is possible to select and group details of reports and organizations. As a result the management of university and structural divisions at any time has access to necessary information.

All this helped to optimize control of execution of the plan of financial and economic activity in all branches of the university. The management can monitor expenses already at a planning stage.

Besides, from "1S:BGU" come to "1C:Reports" this, necessary for formation of tax statements, for example, of the summary declaration on the VAT. The most volume sections of the declaration VAT — Sections 8-12 are consolidated in "1C:Reports": the purchase ledger, the sales ledger, additional sheets of the purchase ledger, additional sheets of the sales ledger, the log-book of the received and exposed invoices which then are unloaded on the website of FTS. As a result the set-up time of the summary declaration of university was reduced from one-two working days to 10-20 minutes, counted in the company.

In addition to everything, the automated consolidation of accounting records of parent organization and branches allowed the university to avoid hiring of at least three new accountant officers. According to the estimates of "1C: The first BIT", it saves about 480 man-hours a month, or 5760 man-hours a year.

"Using the 1C:Reports system head accounting of REU of G.V. Plekhanov services 10 times bigger number of branches former structure. We not only hand over in time reports, but also we control execution the plan facts for all 50 divisions of university — Anna Staurskaya, the chief accountant of REU of G.V. Plekhanov commented on project results. — Control over expenses on FHD for us — a key condition of receiving necessary money from the budget".