Summary

INTRODUCTION 2

FIRST CHAPTER : SYSTEMS PARAMETERS 4

SECOND CHAPTER : FINANCIAL ACCOUNTING 21

THIRD CHAPTER : ANALYSIS REPORTS 38

FOURTH CHAPTER : BUDGET CONTROL 44

FIFTH CHAPTER : CREDIT AGREEMENT MONITORING 51

SIXTH CHAPTER : FIXED ASSETS REGISTER 59

SEVENTH CHAPTER : FINANCIAL REPORTS 63

EIGHTH CHAPTER : PROCUREMENTS MANAGEMENT 70

NINETH CHAPTER : UTILITIES 78

CONCLUSION 84

1
 Introduction

TOMPRO is software for management information of projects’ accounts. It comprises

several modules such as:

Besides those ones, TOMPRO offers management parameters modules and utilities
to secure the working of the accounting management modules above-mentionned.

It consists on a double protection (of the material and the software) created to avoid
a data fraudulent use of a third party. In this way, it requires protection keys. Without
any given by the seller, the software can not be run. There is also a protection key of
the software based on the name of the user and the password that corresponds, all
required in order to start up the software.

In spite of this double protection, its module access is controlled by a super-user:

THE PROJECT MANAGER. In fact, he has all the rights especially those which
concerns the establishment of the new users, the assigning of a name and a
password to them and the access on which depends the carrying out of the
corresponding works.

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The screen below secures the establishment of users and users groups, the
alteration of passwords and the assigning of the rights of access. To access this
screen, one only has to click on the network icon that is in the left upper corner of his
screen.

The first tab « USERS » enables to create a new user. Each user must make part of
a group.
The second tab « GROUPS » allows to create users’ parties. A group is a party of
users who have the same rights of access.
The third tab « PASSWORD » enables to modify passwords. Each user create its
password. In fact, TOMPRO always asks for the name of any user. If it is the first
time that you boot up TOMPRO as a new created user,the screen below displays the
message :

This screen allows you to capture your password that you must write to memory if
you want to use TOMPRO during the next sessions.

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Finally the fourth tab « ACCESS AUTHORIZATION » allows to confer the rights of
access to the different users of TOMPRO. This work could only be carried out by the
project manager. For each user, the project manager defines the different operations
that he can carry out.

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TOMPRO

1st Chapter System

parameters

Section I

Access to the parameters

management

Section II

General working of the

option « Parameters »

5
SECTION I Access to the parameters management

Some data are permanent in your project and will be essential for TOMPRO use. The
potential decentralized sites that you manage, the currencies used, the chart of
accounts ‘ structure are so many parameters that must be declared whatever the
cost to TOMPRO since the first use in order to have them continuously at your
disposal. Of course later you can modify conditionnally these parameters.

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If you click on this option (« Parameters »), the parameters’ menu appears :

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 General working of the option
SECTION II « parameters »

Guided by the different menu, you go into the code wanted by a click.

PARAGRAPH 1 : THE GENERAL PARAMETERS

The general parameters are made up of basic codes essentials for the system
working.

A-The header
The header enables to input the identification form of your project.
The next input grid appears when you click on the option « header ».

The informations required are :

-the identification, that is to say the wording and the acronym of the project.
-the adress-other parameters ( such as the currency used)
- the fixed assets registration mode
- the report currency if the project is going to follow the transactions capture in both
currencies (local and main loan currency

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B- The financial years
Actually it concerns the financial year. TOMPRO allows a management on several
consecutive years.
The code of the accounting years enables to create, modify , display the financial
years , and to chose the current financial year.

The code of the financial years

- Beginning date of the financial year
- End date of the financial year
Example : 01-01-94 to 31-12-94

NB : the current financial year is ticked at the right top of the all menu.

C- The sites
They correspond to the decentralized input sites or Data Collection Center (DCC).
Each site is identified by a code and a wording.
Exemple : 01 - Main, 01 – Site 01,
The site 00 is reserved and concerns all site when searching or printing transactions
without taking account a particular site.

D- The currencies
They represent the currencies that one could come across during the management of
his project.

TOMPRO allows a monitoring of agreements ( financial agreements) in the currency

of the financial backer.

- code
- wording
- decimals and format
 Name
 Number

PRINTING FORMAT OF CURRENCIES CURRENCY

CFA CFA francs
None 0
EUR EURO
Cents 2

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E- Countries, Units & Physical locations
Countries are used to identify the third party’s countries (suppliers for exemple).
They are identified by the code and the wording.

Units are set for budget items

Pysical locations enables to locate fixed assets in the project offices

F – The other parameters

This option only concerns TOMATE ‘ s technicians. It enables to give a personal
touch to your project ‘s code.

PARAGRAPH 2 : The plans’ structures

General philosophy

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The tab « Structures » enables to describe the different levels located in the plans
that are used into the project. To establish it, you must define :
- The level
- The wording
- The abbreviation
- The format
The latter is specified by a series of characters that confer a specific behaviour to
the level ‘s code during the input.
 « C » to precise that this level can be equally codify by a series of figures
or letter.
 « A » to say that you must only input alphabetical characters.
 « 9 » to input figures only.

There are four plans :

A- The chart of budget

Example : 1- Budget chapters
Chap – c

B- The chart of accounts

Example : 3- General accounts
Account – 9999

C – The analysis plan

Example : 1 – Components
Compon – 99

D – The geographical plan

Example : 1 - Channels
Channel - 99

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PARAGRAPH 3 : The charts of accounts

These charts are divided in 3 entities. In each entity, by clicking on a option, you
have access to the input screen that corresponds.

A – The budget and technical entities

 The chart of budget
The budget code is made on different levels that must be determined by the
project : To make an illustration, let’s take an exemple which has 3 levels.

The chapters
- Code
- wording
Example : 1 --INVESTMENTS

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 2 -- WORKING
3 – RECEIPTS

The columns
- code
- wording
Example : 10 – CIVIL ENGINEERING
11 – VEHICLES

The budget items

They are subdivisions of budget columns. In theory, a item corresponds to a
grouping of accounts. The characteristics of the account are the next ones :
- code ( the 2 first characters must correspond to a column)
- wording
Example : 1001 – CONSTRUCTIONS
1002- REHABILITATIONS

 The analytical plan

This plan presents the activities that the project finances. It comprises several levels :
the example below has 3 levels.

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Example : COMPONENTS- RESULTS-EXTRANTS
- Level 1 : code
Wording
Example : 01 – MANAGEMENT AND COORDINATION

- Level 2 : code (the 2 first characters represent those of the level 1)

wording
Example : 0101 – MANAGEMENT

- Level 3 : code (the four first characters represent those of the level 2)
wording
Example : 010101- ANUAL PLAN OF MANAGEMENT
NB : For the printing of analysis codes, you can select a codes’bracket .

 The geographical plan

It concerns the towns where your project has its headsquarters or a management
center. Here this plan is defined on 2 levels, but this definition is upgradeable .

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Example : CENTERS – STATIONS

- level 1 : code
wording
Example : 01 – GENERAL MANAGEMENT
02 – CERRA from NIAMEY

- Level 2 : code (the 2 first characters represent those of the level 1)

wording
Example : 0201 – CERRA from NIAMEY
0202 –GABOUGOURA

B – The accounting entity

It consists on codifying the chart of accounts, the third party ‘s plan and the books’
plan.

 The chart of accounts

The chart of accounts can also comprise several levels (classes, subclasses and
general accounts quoted here as an example).

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The classes

They represent the classes of the chart of accounts identified by the following items :
- code
- wording
Example : 1- Accounts Longlasting Resources
2- Accounts Fixed Assets

NB : The system forbids a class’ deletion if there are subclasses that are linked to it.

The subclasses

They are classes’ subdivisions which are identified by the following items :
- code (the first character must correspond to a class)
- wording
Exemple : 21- Intangible fixed assets
23 –Bat, Install, Agencement

NB : The establishment of a subclass is only possible if the corresponding class has

been created.
The system forbids the deletion of a subclass if accounts are binded to it.

The general accounts

This option allows the user to create its own chart of accounts. This one is worked
out on the screen below :

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You must captuere the following data :
-the account code
-the wording

 Detailed monitoring of the fixed assets

Depending on whether you want ,an account of fixed assets (2XXXXX) can be
followed in detail . To have a detailed follow –up , tick « account followed in fixed
assets ». After, you will be able to input individually the fixed assets for this account.

Exemple : account for vehicles 215200. If this account is followed in detail, each
vehicle could be individualized by a number, sequential for example. The first vehicle
will hold the number 215200-0001, the second the number 215200-0002,…

 Detailed monitoring of the third parties

The third parties’ accounts can also be followed in detail(4XXXXX). Tick

«third collective account » to have a monitoring in detail. After, you must input the
third parties for this account.
Exemple : account of suppliers 401000. If this account is followed in detail, each
supplier will be individualized by a number. The first will hold the number 401000-
0001, the second the number 401000-0002, …(see code of the third parties).
The account 401000 will be consecuently a collective account. Of course you could
use a more significant code : 401000- BNPQ for an account of BNP

 Analysis monitoring
If the account logged in makes part of the accounts of the classes 2 , 6 or 7 , this
account will be the subject of an analysis monitoring by default( breackdown required
during the accounting data capture).
If you do not want any breakdown during the accounting data capture for a specified
account (Example : depreciation), do not tick analytic.
If the account is the subject of an analysis monitoring,it is possible to associate to it
several budget items with a view to control the coherence during the capture of the
accounting flows.

Example : the account 215200 (vehicles) can be associated to the item VEHICLES
EQUIPMENT.

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 Accounts can also be link to one or many budget codes.

This enables to fill automatically the budget code after selecting an account code
which is linked to this budget codes. If more then one budget codes is mapped to the
account code, you can use the key F4 of the keyboard to display only the linked
budget during transactions capture.

 Account default setting

You can define how an account should behave (debit or credit) depending the type of
journal (bank journal or others) in which it is used.

 Accounts can also be the subject of a budget, geographical and financial

monitoring.

Note : For the printing of the chart of accounts, it is possibe to select an accounts’
bracket (Ex : accounts 600000 to 699999 for the expense accounts)

 The subsidiary account

For an individual monitoring of the third party, the different informations concerning
them must be captured.

- The third party account : it concerns the collective account ( chart of accounts) on
which a detailed monitoring is to make.
- The identification is made of the company name and the contact name.

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- The address comprises 2 lines for the address ,the town,the country, the phone
number the fax and the web address(e-mail).
- The bank references : it concerns the bank account’s number of the third party
and the address of his bank .
- When “schedules management” is selected in the project title, you can define the
total days and the limit day of payment fo subsidiary account

 The books plan (Journal)

The accounting flows’ capture is made by journal ( Exemple : bank journal, varied
operations’ journal,…)

To create a book, you must define :

- the book’s code
- the wording
- the book’s type (if cash flow journal, you must select the an account code)
- tick book managed in currencies if you want to run a book in currencies (in
addition to the amount in currencies)
- the currency code : if you have decided to manage the book in foreign currency ,
you can associate to it a currency code , that will be used automatically by
default, (but modifiable) during the accounting data capture.
- If you manage payments sheets, you must associate to the special accounting
books the model « payments sheets », the financing code and the last emission
number.

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C – The financial entity
It concerns the funding agencies, the credit agreement and their categories.

 The funding agencies

This option enables to capture the following informations related to funding agency
from this screen.
- the code
- the wording
- the postal address : 2 lines for address, town, country
- the telephone , the fax and the e-mail.
- The reports type used (World Bank, European Development Fund, IFAD, ADB,
etc..)

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  The credit agreements
In this screen are logged the credit agreements

For each agreement :

- you can capture the remarks that should be edited in D.R.F, these remarks are
edited on 3 lines (screen)
- you specify the states’ signatories with their names and the positions they hold.
- You specify the backers and the currencies : the backer’s name, the currencies
used.

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  The disbursement categories
The splitting of the financings differs according to the funding agency.

When the R.F.R. are established, the funding agency requires a presentation of the
expenses by disbursement category. For each category, there are :
- the code : the system makes automatically a concatenation of the agreement’s
code that you would have selected with the code that you have captured.
- The wording
- The option Tax ticked if a category corresponds to a tax ( Exemple :
V.A.T. ,imports tax,…). In other respects, some modules (payments’sheets,
D.R.F) use this item to output statements that distinghish the net of V.A.T. from
the V.A.T amounts.
- The R.F.R model by default.
Exemple : 01001- WAGES PAID BY THE STATE
01999- OTHER EXPENSES PAID BY THE STATE

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For each financial category, it is possible to bind several budget items ,permitting an
automation during the capture of the accounting vouchers (capture of the category).

 Disbursement Category Allocation

In some projects, funding agencies co-finance one disbursement category. In this
case you can allocate the disbursement category to thes funding agencies as shown
below.

This option enables to specify the way that expenses should be divided in different
financial categories. At this level the percentages which represent the proportions of
the expenses financed by each donnor.

You can divide the expenses in 3 categories to a maximum.

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TOMPRO

2nd Chapter
Financial
accounting

Section I

Access to the general

accounts

Section II

General working of the

option « General accounts»

24
SECTION I Access to the general accounts

The financial accounting is accesssible by the second option of the main menu.

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The general accounts menu appears just when you confirm this option.

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 General working of the option «
SECTION II General Accounts »

The different menus will permit you to realise your different operations on the general
accounts.

PARAGRAPH 1 : The general parameters

It concerns financial years, the chart of accounts, the books and the third parties ( cf.
B/ the accounting entity from the paragraph 3 : The accounts’plans and the financial
years’ code seen in B/The financial years from paragraph 1 : The general
parameters )
Concerning the financial years, if you work on two consecutive financial years so first
of all chose the financial year to consider ( choice of the financial year).

PARAGRAPH 2 : The data capture

The different availble options for data capture are summed up on the following
screen.

Among others, there is the capture of opening balances, of entries, and the check
ofthese ones.
In this option are also included the capture and the processing of data that contribute
to bank reconciliation. In thid module there is also the marking and unmarking.

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A- Opening balances and transactions entries
 The opening balances’ capture
It concerns the different balances of report accounts at the beginning of a financial
year. In fact, at the first settlement, if the opening balances ned to be logged in. For
the following years, the opening balances will automatically be updated by the
system, during the yearly close.

 The capture of the opening balances is done on the following screen :

To capture the opening balances of an account, it is necessary to chose a input site

or Data Collection Center, and after capture the folllowing data :
- the general account’s number
- the auxiliary account if it concerns a third collective account
- the type (debit or credit)
- the amount in local currency
- the amount in foreign currencies ( for the multi- currencies accounts) after
selecting the currency.

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If the opening balance is already captured so you can display it, modify it or delete it.

The display and the printing of the opening balances contribute to check if these
ones are balanced.

 Transaction Entries

You can press the F5 key of your keyboard each time you need to select a
given code captured in parameter sections

The entries’ capture is done statement by statement (voucher by voucher).

At first, you must select the input data collection center and after capture the
commitment if it concerns data related to a procurement.

After, you must give the informations that concern the entire voucher (journal’s code,
date of accounts, number and date of the voucher). You can specify in which
currency the transaction is capture and the system will apply automatically the
exchange rated set in change table.

Finally, you input all the entries that constitute the voucher. Each entry has an
account number, potential analysis charges (analysis code, item, location code,
financing and financial categories), the description , the amount in local currency ( in
foreign currency if the journal is managed in foreign currency). Use the TAB key to
move from on area to another.

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According to the pre-established codes, some analysis charges ( items and financial
categories) are suggested by default(cf. general accounts’ code, analysis accounts
and financial categories).

During the data capture, the current status is continuously displayed on the screen.
You can modify or delete them.
After the capture of all the area, you can confirm the statement. The validation is only
possible when the statement is balanced (the total debit and the total credit are
continuously displayed), except for the books which have an automatic counterpart
where the system automatically balances yhe statement with the counterpart account
associated.
Once the statement confirmed, you can not return on the movements captured in the
present option ( to modify them, use the option entries’check).

The data capture’s processes

The data capture is done while giving informations to the system on the following
features :
- the input site
- the market (optional)
- the financial year
- the journal code
- the accounting date
The system grants a chronological operation number. This number that appears in
most of accounting statements.
To be available, the accounting date must be located in the current financial year and
it does not come before the last closing date.
Moreover, some informations related to the voucher must be given :
- the voucher’s number
- the voucher’s capture date
- the currency and its exchange rate.

After the voucher’s capture , there are txo cases :

First case :
If you have a book with no automatic counterpart ( Exemple : the varied operations’
book), so you are invited to capture all the entering movements :
-the account number
-the movement’s wording
-the item
-the branch
-the operation’s direction ticking Debit or Credit
-the amount in local currency
-the amount in foreign currency if the currency’s exchange rate was not captured
before.

Thanks to the buttons located in the right corner at the bottom of your screen, the
system offers you the following options :

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- an option that permit to capture a new line
- an option that permit you to delete a line for capture
- an option that allows to confirm a line
- an option that contributes to delete a statement
- an option which enables to confirm a statement
- an option that allows to quit the statement in way of establishment without
backup.

Second case :
If you work on a book without automatic counterpart (Exemple : cash book) so there
are two cases :
- You want to pay a third party (supplier) : click « YES » to have an answer to the
question « AUDITING OF A THIRD PARTY’S ACCOUNT ». After you can input
the third party ‘s account. You are suggested the list of the movements to balance
and you choose the one you want to balance double- clicking on it

- It concerns a movement different from a auditing of a third party ( Ex : Payment of

the menus expenses , money transfer ,…).

You are invited to input all movements (cf. previous case). If there are not any
movements to input , then you can confirm and the system systemetically balances
the operation with the account of automatic counterpart. Then you can confirm the
validation of the statement.

Moreover, the analysis charges usefull for the establishment of DRF are required
during the settlements of third party ‘s accounts. The system sugggests by default
the charges captured during the invoice’s printing.

NB : During the vouchers of accounts’ capture, if the operation is executed on the

accounts of the classes 2, 6 or 7, an analytical, budgetary, financial and geographical
breakdown is required : this is essential for the subsidiary accounts.

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During the capture, to have the elements’list of a plan, press the key F5 and double-
click on the item you want to use.

 The correction of entries

The corrections are done by selecting the movements to modify in a list of entries
already captured. It consists just on clicking at the beginning of the line to correct for
its selection.

You can modify the voucher’s number, accounting date, voucher’s printing date,
description , analysis code, budget item, geographical code, financing , amount.
Here is the display of the captured entries’ list.

Only the no marked transactions that come before the last closing date can be
modified.

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The modification is done on the following display.

Remarks : If your accounts is done in several currencies so you have access to

the option that permit to complete the amount in foreign currency when you have
these informations ( that is the case of transfer orders made on accounts in foreign
currency).

The selection process of movements remains the same.

However, if you know the exchange rate of the currency for the transaction, you can
input it and the system carries out the automatic conversion.
You also have the possibility to define the amounts in local currency.

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B- Bank reconciliation
 Bank’s parameters
At this level, the data related to the bank account are captured since the opening
of the reconciliation period. This work is done since the input screen that follows :

With that in mind, must be captured :

- the account number
- the amount at the beginning of the period captured in local currency and in foreign
currency in case of multi- currencies management.
- The beginning date of the reconciliation period.

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  Bank statements’ capture
After posting the accounting entries related to a bank transaction, the bank
statement’s data must be captured in order to make later the reconciliationwith the
bank.
The following display enables to input these data :

You must input :

 Concerning the account :
- the general account’s number.
- the auxiliary account’s number if it exists.

 Concerning the statement :

- the statement’s number
- the statement’s printing date

To validate the data you have just captured , click on « OK ». You can also quit this
screen without confirming your data capture clicking just on « END ».

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  The statement of an account
You capture the account’s number of the chart of accounts related to a bank. You
click on « OK » to confirm the number captured and the system shows you the
statement of the entries’ reconciliation concerning that bank.
Here is the display that presents an account’s statement.

You can also view the non reconciliated entries clicking on the tab «ENTRIES NON
RECONCILIATED ».
The following screen displays the list of entries non reconciliated as far as the bank
account 521100 is concerned.

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C- Marking and unmarking
 The manual marking
The marking consists in marking with the same flag (lettreing number) transactions
which are linked (ie payment of an invoice) in order to know :
- all the disbursement belongs to a funding agency (this will facilate the RFR
productions)
- if a subsidiary account is debtor or creditor(this will facilate the justification of
accounts).

Remember that during the auditing of third party’s accounts ( cf.capture of accounts’
transaction), a automatic marking is established by the system.

The marking of the accounts is made on the following screen.

You must capture the account (by using F5 key) to be marked. Then the system
displays the number and the entire unmarked transactions related to this account.
The marking is only confirmed when the transaction selected are balanced (debit =
credit ).

If you did not use the option « Auditing of the third party » to pay your suppliers so
the option « Automatic marking » enables to restore the marking for invoices and
payments of the same amount. The individualization of each supplier in the chart of
accounts is essential for this process to be operational.

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  The automatic marking
The option « Automatic marking » enables to make a marking of several third party’s
accounts in only one handling.

To realise it, choose an accounts’bracket and the period on which the marking must
be done.
Only the movements that have the same amount are marked.

All marked transactions cannot be deleted or modified. You mus unmarked

before doing any modification.

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  The unmarking
The unmarking of accounts consists on deleting markers ( number of lettering)
established before.

It is only possible to unmark transactions that were previously marked. After

unmarkin a transaction you can modify it.

The unmarking is done on the following screen :

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You must give the account’s number that must be delettered and possibly the
auxiliary account’s number if it concerns a collective account. All the lettered
movements related to this account are displayed and you are invited to select the
movements to be delettered . Confirm the unmarking clicking on the button
« Unmarking ».

PARAGRAPH 3 : The printings

This option permits you to output all the statements that could interfere in the
accounting management of your institution. To have access to it, click on the tab
« PRINTINGS » and the following screen appears :

When you choose the statement to edit, the system asks you to provide different
informations such as the account, the accounting period,….For some data as the
accounting period , the system suggests choices failing that.

After confirmation, the statement is displayed then you can edit it clicking on the
button provided for that purpose.

Remark : If your accounts is based on many foreign currencies, so the system ask
you to choose between « local currency » and « foreign currency ».

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A- Accounts – journal
 The entries of an account
The printing of the entries of an account is done through the following screen :

At first, select the period (the system suggests you the current financial year).
Choose the account’s number ( possibly the auxiliary number) by using F5 key.

After, select the kind of statement ; tick it in « Account entries » , « Balance of

account », « Proof of a third party’s account ».

You can choose between « Dispersed entries » and « Entries gathered by item »
ticking your option. In this last case, the system gathers movements of a same entry
broken down on one line only.

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The entries that you have chosen are displayed on the following screen :

 The Journal
The printing of ledgers’entries is made in the same way than that of the entries of an
account. At this level, the choice is made between an auxiliary ledger and the general
ledger.

 The exchange rate’s check

This option allows to check the exhange rates applied to the transactions made in
foreign currencies. This is done according to the ledgers.

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  The search for movements
One can choose to edit some movements according to his criteria.

The following screen displays the different criteria you can choose.

After choosing the criteria, click on « OK », the system displays all the movements
that correspond to your criteria. Then you can edit them.

B- Ledgers- balances
 The ledgers
You can choose between the general ledger and the auxiliary ledger. The system
suggests a period and by omission an input center that you can modify. For each
kind :
- General ledger : input an accounts’ bracket.
- Auxiliary ledger : input a collective account , a bracket of auxiliary accounts.

For both options, you can choose between « Dispersed entries » and « Entries
gathered by items » ticking your option.

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Once you confirm ; the system displays the statement that you can now edit.

 The balances
You can edit the general balance or the auxiliary balance.

Choose the period and the input center ( the system suggests you values by
omission). For each type :
- general balance : input a bracket of accounts then click on « OK ».
- auxiliary balance : input a collective account of third party, a bracket of auxiliary
accounts and click on « OK ».

C - Payment voucher printing

Capture the ledger’s code, the period.
Input the general account’s number and possibly the auxiliary account ‘s number.
Select this account clicking on the arrow. You can act that way to select several
accounts in order to output a sheet of payment related to all these accounts.
The following screen gives you a view of the process.

The system diplays all the movements related to the selected accounts.

Select the lines you want by clicking on them.

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You can also have the detail of a line selecting the line and clicking on the tab
« Detail of a line ».

PARAGRAPH 4 : The periodic works

Choosing this option, you are suggested two opportunities for closing in the following
menu :

- the monthly closing : you are suggested a closing date ( end of the current
month’s date). If you accept the closing, click on « OK ».

Remember that the movements that come before the closing date can not be
modified anymore.

- the yearly closing : this one creates the definitive opening balances of the current
financial year. The system saves in memory the movements of the the anterior
financial year. These movements can be viewed but are not modifiable anymore.

Moreover, the access to each data of this menu depends on the capture of a special
password. The access will only be allowed if the password is right.

45
TOMPRO Analysis
reporting
3rd Chapter

Section I

Access to Analysis reporting

Section II

General working of the

option « Analysis reporting »

46
SECTION I Access to Analysis reporting

The analysis reporting is accessible by confirming the third option of the general
menu of TOMPRO.

The following screen appears.

47
The analysis monitoring is a concept related to the general accounts.
Let’s remind that during the accounting entries’capture, data are broken down
according to several entities,namely :
 budgetary
 financing
analytical (activity)
geographical.
In fact, the analysis monitoring enables to have the costs of each activity of the
project.

48
 General working of the option
SECTION II "Analysis reporting"

The different fonctions will guide you through their menus for your different
operations.

PARAGRAPH 1 : The parameters

It concerns the financal years’ code and the logging of distribution’s keys and the
analysis plan.

A- The financial years

This option allows to display the financial years on which you work. If you have
established several financial years, click on the financial year you want to operate in
order to select it.

B- The analysis plan

The informations related to the analysis plan are similar to those of thechart of
accounts. Refer to the content of « The accounting entity ».

C- Allocation parameters

In this option is done the logging of the distribution’s keys.

49
Capture yhe folowing data :
- the code
- the wording

After click on the tab « DISTRIBUTION » to display the following screen.

This screen permits you to capture the distridution’s percentages of axpenses

according to the keys.

Moreover, this option allows to make an automatic ditribution of expenses during the
accounting entries’ capture. This one is done on the activities defined in the analysis
reporting according to the percentages calculated by distribution’s key.

50
PARAGRAPH 2 : Uses
This option enables to view and print the analysis statements.

A- Transaction Details
According to the criteria captured (view the input screen), the system displays all the
movements that correspond to the criteria.

You can start now printing these data clicking on « Print » or view them by choosing
« View ».

51
B- The analysis balance
This option enables to make a multicriteria choice through the following screen .

The criteria’s capture and the choice of the printing mode allows the display and / or
the printing.

52
C- The ledger
The screen below enables to start an printing of the analysis ledger.

The analysis ledger shows the detail of the accounting expenses’ distribution
according to the distribution’s keys defined.
One only has to define the display or printing criteria , so that the system displays the
accounting vouchers captured and their analysis breakdown.

53
D- Summary table
This screen enables to select the criteria that define the statement to edit.

It is a double entry table for which you can select the line and the column. So, you
can choose the summary level that you want and select the data to consider in the
table.

54
E- The summary table on a five year period
By clicking on this option, the screen below that permits the criteria’s capture
appears.

This table presents the summary of your project’s analysis management on the last
five years.

55
T
TOMPRO Budget
control
4th Chapter

Section I

Access to the budget

monitoring

Section II

General working of the

option « Budget monitoring»

56
SECTION I Access to the budget monitoring

The budget monitoring contributes to the comparison between implementations

( compromises included ) and the financial year’s forecasts.
The implementations captured in the general accounts are broken down on 4
entities :
Budget
Financing
Geographical
Analytical

The estimates ( budget) also consider these 4 entities. So, this software permits the
monitoring of one or several entities.
The budget monitoring is accesssible since the fourth option of the general menu of
TOMPRO.

57
By clicking on « Budget monitoring », the following screen appears.

58
 General working of the option "Budget
SECTION II monitoring"

PARAGRAPH 1 : The parameters

The parameters concerning the financial years , the financings’ plan and the budget
plan are already defined in the first chapter ( B- of the paragraph 1 and A- then C- of
the paragraph 3). The rest of the parameters not already defined is presented as
follows :

A - The units
The following screen enables to do the measure units’code of the products to follow
in the budget. Please capture the code and the wording that correspond.

59
B - Budget Input - Configuration
This option enables to precise the levels to consider in the budget’s capture.

Concerning the budget, analysis, geographical plans and the chart of accounts,
capture the level to take into account in the budget management.

As far as the financial plan is concerned, you can choose eitheir to manage the
budget by credit agreement or by credit agreement and disbursement category.

If you capture the budget in foreign currencies ( Example : USD) so precise the
conversion rate. The budget could then be managed in local currency or in foreign
currency. However, the budget monitoring will always be done in the currency of the
project.

You can parameter up to 10 differents budget tables

60
PARAGRAPH 2 : Budget data entry
The budget is captured in detail in the following screen.

For each budget line, you must define :

- the wording of the line planned for the budget
- the input site
- the general account
- the budget item
- the financial agreement
- the financial category
- the geographical subdivision
- the analysis account
- the unit of measure of yhe product to include in the budget (optional)
- the unit price
- the quantity.

Then the system displays the amount of the budget and the rest to allow.

61
After, choose the distribution’s mode of the budget in the year by ticking it. You have
three possibilities :
- Linear ( distribute automatically over the whole year and equally every month).
- Seasonal ( equal during a period) : in this case, you must choose the period.
Considering that the months of the year are numbered from 1 to 12, choose the
number of the first month and the number of the final month. The system carries
out the distribution according to the period chosen.
- Manual : you must input the allowance of each month up to the yearly allowance.
In this case, you choose the months and input the amounts until reaching the
ceiling expected for the year.
- Bimonthly,Quartly or Semester : you must choose the month from which you want
to start the allowance depending on the total month you want ot allocate.

Finally, confirm your data capture by clicking on the button « confirm ».

To select a line, you can use the movement commands designed to that purpose on
the input screen ,or click on the tab « list ». Then the system displays the list of all the
budget lines and you click at the beginning of a line to select it. This selection can be
done in a view to delete, modify or view.

62
PARAGRAPH 3 : Budget uses
This option enables to present all the statements that concern the budget and its
monitoring.
These different data are summed up in the folowing screen.

63
A – Budget printings
A considerable array of printing types is suggested. You must select according to
your needs, the printings relating to the budget. You can have a budget on several
levels :
- Total budget by budget items
- Budget by item and by general accounts
- Budget by items, accounts and lines
- Budget distributed by month ( by items, by accounts and / or lines)
- General summary : in this option, the user directly makes a table with two entries
choosing the data to put in lines and columns. The user selects the thrusts among
the analysis criteria ( financing , item , location , activities). He can also choose
the detail level of the statement ( cf. the definition of the different plans’ levels).

B – Budget monitoring
In this option, the budget statements make a report on all the expenses done during
a period, tools usefull for the unit in charge of the management.

Several criteria ( financing, geographical, budgetary, analytical) can be selected to

output a budget monitoring.

However, the budget monitoring is expressed in the currency defined by the project.

 Monocriterion analysis
This option allows to compare the estimates and the realizations achieved with the
criterion selected. The following screen enables to capture the data essential to the
analysis.

64
You must :
- Choose the criterion ( financing, geographical code, budget and general
accounts).
You can also select levels into the criterion chosen.
- Choose the currency.
- Tick the budget type and specify if it is a compromise or not.

Start the printing of your data clicking on « Print » or clicking on « Consult » to view.

If you want to make an analysis on all the financial year’s data so select only the
financial year in the first part of the screen. However, if you want to target
informations, capture the other fields of the screen’s first part. You can only capture
some fields on the whole.

 Bi- criteria analysis

This option follows the same purpose than the previous. The difference is that the
sort is realised according to two criteria. The following screen enables to realise this
work.

65
  Analysis by period
In the previous options, the sum of the amounts is given by the system on the
selected period. But in this case, the detail on the period is done by month . This
analysis is a monocriterion analysis.

As you see on the screen above, it is only the end date of the period that is captured.
The beginning date of the period is automatically the beginning date of the financial
year chosen.

66
  Summary analysis
In this option, the user selects himself the thrusts of double entry table , since the
following screen. He also chooses the detail level of the statement.

67
 Credit agreement
TOMPRO monitoring
5th Chapter

Section I

How to start your financial

accounts ?

Section II

The distribution of the

financial volumes

Section III

General working of the

option « Credit agreement
monitoring »

68
 How to start your credit agreement
SECTION I monitoring ?

Reminder concerning the credit agreement monitoring

Some operations and programs are frequentally operating units of international

agreements that are spread over several years. The result of this is that they are
confronted to specified constraints concerning their budgets and
acounts’presentation.

The yearly budget must deviate as less as possible from the budget expected for the
corresponding period in the estimate document and be approved by the backer who
is interested.

The accunting codes must also permit to charge expenses to the actions planned by
the budget and the different budget items that result from the financing agreement.
The respect of these rules enables to establish the eligibility to the refund of the
expenses realised and to require in time potential reallowances.

69
SECTION II Credit agreement allocation

The amounts expected for each project must be the subject of a distribution that uses
estimate and agreement documents ( credit agreement ). The estimate documents
permit to identify the financings (backers) and the financed sections ( financial
categories ).

The calling in of the financial monitoring makes appear one of the following menus.

70
 General working of the option "Credit
SECTION III agreement monitoring"

PARAGRAPH 1 : The parameters

The financial code is realised in the chapter concerning the general parameters’
management ( General parameters of the first ).

Reminder on the financial code

Before applying the financial monitoring, all the parameters related to this monitoring
must be logged in.

The agreements’ management enables to follow the financial position of the project
by backers, position that will be summed up in each claims for funds withdrawal. All
the informations that compose the claims for funds withdrawal will be made in this
module, especially :
- the capture of agreements
- the selection of transaction that come from the general accounts
- the settlement of claims for funds withdrawal

71
PARAGRAPH 2 : Credit agreements
monitoring
This option enables to make all operations related to agreements since the signing
until claims for direct payments going through claims for funds withdrawal.

A- Management of requests for funds withdrawal

 Capture of the amount of agreements
The capture of agreements is done in the following screen.

To execute this operation, you must :

- select the agreement, whose amount you want to capture, in a list that is
suggested by the system.
- In the same way, select the financial category whose amount you want to capture.
- Input the amount of the agreement in local currency.
- Input the amount expressed in the two currencies of the monitoring of the project :
TOMPRO enables to follow disbursements in the backer’s currency.
- Input the maximum amount that can be required during the issue of requests for
funds withdrawal.

72
If there is another amount allowance for a financial category, the section « reallowed
amounts » enables to view and modify the data of this reallowance.

 Capture of the reallowed amount

In case of amount reallowed, this section contributes in making the capture of
relating data. In this case, the data of the agreement are dispayed on the screen and
can not be modified.

 Transactions sorting
The following screen appears.

For each financing, the number of the requests for funds withdrawal is granted by the
system . You must choose the agreement, capture the period for the sort and that of
the printing.
After clicking on « OK » , the system sorts out and isolates the movements that fulfil
the criteria above.

For the establishment of requests for funds withdrawal, only the accounting
movements included in the period chosen ae taken in account. Moreover, a selection
is done by the system among the movements of the period : only the expenses paid
in reality will be selected ( counterpart cash, bank or supplier recorded in the
lettering).

73
  Transaction draft
This option enables to edit , consult and modify the accounting transactions that have
been selected during the sort. In adition to the characteristics of the accounting
vouchers ( number, accounting date,…) , a sort indicator is automatically granted.

Tick « All » for all transactions, « F » for the transactions that could be invoiced and
« N » for the transactions that could not be invoiced.
By omission, the system automatically choose « All » for this parameter.

After the transactions that could be invoiced , the transactions that could not be
invoiced are edited.

 Printing of models
All the models of requests for funds withdrawal are edited here according to that
screen.

It concerns the expenses that could be invoiced which constitute the claim.
Since this option, 4 models can be edited according to what is in the agreement :
- the free format (4 F)
- the market details (3 F)
- the summary report (2 F)
- the standard format.

74
  The updating of the requests for funds withdrawal
When all the reports related to the requests for funds withdrawal are edited , a
updating of this one must be started.

During this updating , the system marks all the transactions selected in the current
requests for funds withdrawal. Like this,these transactions will not be again sorted
anymore for the next requests for funds withdrawal.

The system also calculates and updates the different totals of the claims by
agreements and financial categories.

NB : It is very advisable to wait the non- objection of backers before starting the
update of the requests for funds withdrawal.

 The regularization of requests for funds withdrawal

The requests for funds withdrawal is sent to backers for refund and direct payment to
suppliers.
However, some requests can be rejected by backers. Hence the necessity to
regularize the request so that it will be in accordance with the requests really
satisfied.
This regularization is done in the following screen.

You must select the agreement, the financial category and the number of the
Request for Funds Withdrawal.
- The system displays the amount issued. You input the amount that has been paid
and the system calculates the balance.

75
- Input the amount that has been rejected, the amount bone of contention and the
audited amount.
- The system displays the rest.
Click on « OK » to confirm the regularization.

 Situation of the agreement

This option enables to have an idea on all the requests for funds withdrawal and in all
financial (detailed ) categories issued concerning an agreement.

 Summary by financial category

This option carries out the same fonction than the previous but in this case the
requests are gathered by financial categories.

 Agreement on currencies
The call to that option enables to make the conversion of the local currency in the two
currencies of the project’s monitoring and this at the average exchange rate applied
in the book. This operation is carried out in the following screen.

At the end of all the data captures, click on « Confirm ».

76
B- Management of Direct Payment Requests ( DPR )
The establishment process of direct payment requests is similar to the process for
requests for funds withdrawal.
At this level, the difference is that the DPR are made by book. This every time
requires the choice of the book concerned, except that the management screens of
the RFW and the DPR are similar. It is advisable to create a special book for DPR.

77
TOMPRO
Fixed assets
register
6th Chapter

Section I

Access to the management

of fixed assets

Section II

General working of the

option « Fixed assets »

78
 Access to the management fo fixed
SECTION I assets

The monitoring of fixed assets is accesssible by the option 6 of the main menu.

79
When you click on « Fixed Assets » , the following screen display.

80
 General working of the option "Fixed
SECTION II Assets"

PARAGRAPH 1 : The parameters

The parameters’ code on fixed assets is already done in the chapter of the general
parameters ( first chapter).

A- The data capture

 The capture of fixed assets
This data capture is done in the following screen.

To create a fixed asset, you must input the following data :

- the collective account of re- attachment
- the order number ( automatically given by the system )

81
- the wording
- the implementation date
- the quantity purchassed , the unit price ( the total is automatically displayed –
value at the beginning)
- the depreciation rate and the identification number
- the supplier
- the location that is to say the place where the material will be used
- the budget item to which it is related
- the analysis item
- the agreements and their financing levels
- the date and amount of the last estimation.

NB : Do not forget to post the entry related to the material’s purchase.

82
  The calculation of depreciations
It is an operation realised at the end of the financial year or at the material
assignment. It is done through this screen.

B- Consultation of the fixed assets

This option allows to view the fixed assets according to some criteria chosen by the
user. The following screen enables to select criteria :

83
Choose :
- the basic table (Basic fixed assets, fixed assets simple results, fixed assets
cumulative results, fixed assets financing results) .
- the kind of account : the basic criterion of the fixed asset’s monitoring ( general
account of the chart of accounts, location, item, extrant, field, financing ).
- the lower and upper boundary markers that corespond to a bracket of the data
which define the kind of account.
- Order 1 and order 2 related to a bracket of fields selected at the level of the basic
table chosen. You can also select some fields ticking the ones you have chosen
in the right corner of the screen.

NB : Only the fields that have been selected will appear in the fixed assets’ display. If
you do not select any field, by omission all the fields are displayed.

After defining the criteria , the following screen is displayed .

You can print now the screen clicking on the button « List ».

84
TOMPRO

7th Chapter
The financial
reporting

Section I

Access to the management

of the financial reporting

Section II

General working of the

option « Financial
Reporting »

85
 Access to the management of the
SECTION I financial reporting

This option is acessible by the level 7 of the main menu.

86
Clicking on that option , the following screen appears .

87
 General working of the option
SECTION II "Financial reporting"

PARAGRAPH 1 : The standard reports

The balance sheet , the profit and loss account and the statement of sources and
applications compose the standard reports to edit.

A- The parameters
TOMPRO suggests three types of configuration :

 The balance sheet’s configuration

This option permits you to configurate the balance sheet. For this, you must define
the balance sheet lines. The balance sheet lines are groups of accounts.

For each line, you must define the following data :

the number of lines on 4 positions
the wording of the line
the type ( « A » for Assets , « L » for Liabilities)

88
the brackets of the accounts that constitute the gross amount of the line , and the
direction ( « B » for Balance , « D » for Debit and « C » for Credit )
 the brackets of accounts that possibly compose the depreciation or the provision of
the balance sheet’s line.

NB : Before printing the balance sheet, the system makes a coherence check of the
configuration of the balance sheet’s lines.

 The configuration of the profit and loss account

You must also configurate your profit and loss account creating its lines.

For each line of the profit and loss account , you must input the following data :
the number of lines ( Example : 0101)
the wording ( Example : Raw materials’ purchase)
the type of the line : « D » for Debit , « C » for Credit ( Example : D )
the brackets of accounts and the direction : « B » for Balance , « D » for the Debit
and « C » for the Credit ( Example : 601000 – 606999 ).

The configuration of the statement of sources and applications

The reports « sources and applications » and net position are configurated in this
option.

You must configurate each line that constitutes the statement, defining the following
fields :

89
 number of line : determines the exit order of each line on the statement ( on 4
positions )
 wording of the line
 nature of the line specified by : « S » for sources and « A » for applications
 direction : « D » for Debit , « C » for Credit and « B » for Balance
reversed sign : « Y » for Yes and « N » for No. In theory, the applications are at the
debit, the sources at the credit. If some diagrams of accounting entries do not meet
this logic so select « Y » to reverse the sign
 agreement and category permit to select the transactions on these criteria. You
can choose not to define these fields.
bracket of accounts : 5 brackets of accounts can be selected.

NB : When you number the lines , leave margins on the numbers from a line to
another. In case of omission, it will permit you to insert another line.

B- The printings
 The printing of the balance sheet
To edit the balance sheet, you must configurate before the lines of the balance sheet
( cf. A from the paragraph 1).

Then you must input the accounts closing date. But the system suggests by omission
the closing date of the current financial year. What you can modify of course.

Finally, click on the button « Confirm » to start the process that leads to the balance
sheet.

In fact, the establishment of the balance sheet is done in many steps :

 Phase 1 : the system reconstitutes the balance of accounts of the balance sheet.
 Phase 2 : the system checks the coherence of the lines of the balance sheet that
has been configurated before.
In case of irregularity ( Example : an account present in two lines of balance sheet,
or an account of the classes 1 to 5 that do not exist in a line of balance sheet, or an
end of year account that has not be configurated and associated to a line of balance
sheet). A book which records these facts is edited on a printer.
 Phase 3 : the system establishes the balance sheet since the balance that has
been checked.
When the system authorised you to operate, click on the button whose picture
represents a to view your balance sheet and possibly the irregularities located by the
system.

 The profit and loss account’s printing

This printing follows the same stages than the balance sheet’s printing.

 Printing of the statement of sources and applications

90
Percise the period on which you want to output the report on sources and
applications. By omission, the system precises the accounting period.
T hen click on the button « Confirm ».

The system executes this printing in 2 phases :

 Phase 1 : the system checks the irregularities on the lines of the report.
 Phase 2 : the report is established after the calculalation by the system.

PARAGRAPH 2 : The reports LACI / FARAH

It concerns reports that present the whole expenses made during all the project.
These reports are edited thanks to the Report on the Project Estimation (RPE).
Before going into the reports’printing , the RPE must be configurated.

A- The RPE’s coding

This coding prmits to define the expenses centers planned and the charges tey carry
out. The following screen permits you to make the coding.

You must capture in the screen the code and the wording.

For the centers , put the codes on two positions for example and the expenses that
have been charged to these centers on four positions. But see to it that the two first
positions of the expense’s code are compose of the code of the center.

91
B- Data capture of the program RPE
This data capture is done per year and financing. Here is the procedure :
- Start selecting the year
- Capture or select the expense
- Precise the financing
- Capture the amount in local currency and in foreign currency.

Confirm your data capture by clicking on « OK ». Then the data captures appear in
the table located below the input screen.

You can also modify or delete some data. Options are planned to that end.

All this is illustrated in the following screen.

C- The printing of the program RPE

You can make an printing on a year or during all the project , per financing or for all
the financings.

- If you want to make an printing on a year, select the system ; by omission the
system suggests « All » that is to say an printing during all the project ‘s period.

92
- If you do not choose any financing, the system takes in consideration all the
financings by omission.

93
TOMPRO
Procurements &
th
8 Chapter Commitments

Section I

Access to Procurements &

Commitments

Section II

General working of the

option « Procurements &
Commitments »

94
 Access to Procurements &
SECTION I Commitments

Procurements & Commitments is accesssible by the option 8 from the main menu of
TOMPRO.

95
By clicking on « Procurements & Commitments», the following screen appears.

96
 General working of the option
SECTION II "Procurements & Commitments"

PARAGRAPH 1 : The parameters

It concerns the general parameters and the parameters related to deals. The general
parameters being established in the first chapter , only the Procurements &
Commitments parameters will make the subject of this paragraph especially the
parameters that have not been described in this manual.

 Procurement type
The configuration of the types of deals’ signing enables to establish analysis per type
of signing. When a deal is open, its type of signing is captured.

Then you input the deal’s code :on 3 positions at maximum and the wording of the
deal too.

 Payment Forecasts
In this option , the mechanism and nature of the cash withdrawal are defined.

97
At first , capture the code of the cash withdrawal and its wording.
Finally , define according to the months , the percentage of the amount that you
withdraw.
You can distribute the cash withdrawals on a perid of 24 months.

Attention : The total of the percentages for a cashwithdrawal must make 100%.

 Procurement type
In this part, for each type of deals, you define the accounting entry that corresponds.

Input the code of the type of deal and the wording.

The data of the deal are : net amount, advances , security deductions , premiums
and penalties. For each acounting charge, specify the direction of the account : « D »
for Debit and « C » for Credit.

98
PARAGRAPH 2 : Procurement Files
A- Procurement data entry
Procurement data entry is done in the following schedule.

To capture a deal, the following informations are required :

 Procurement Identification
Some informations are essential to identify the procurement. They are :
 number of the contract
 name of the deal : it is advisable to put at the beginning of the deal’s name , the
name of the supplier.
 the person to whom the deal has been aassigned to : it is the beneficiary of the
deal that is to say the suppliertakes possession of the deal. Capture the account
number in the chart of accounts of the supplier concerned ( general account and

99
auxiliary account ). If a number is not already assigned to this supplier so you will
have to create it in the chapter on parameters .
 supplies informations : non objection date, delivery dates, etc….

100
  Procurements starts
This carrying out requires some informations such as :
 Launching date
 Temporary date of delivery
 Date of non- objection
 Definitive date of delivery : you must capture this date when the deal is
completely carried out and closed
 the supplier’s nationality
 tick « Undertaking » if you enter into an undertaking.

 The observations
On 3 lines , you capture comments concerning the deal.
After you click on the button « Amount », the following screen appears :

Then, you can break down the total amount of the deal according to :

101
 the general account
 the cost account
 the budget item
 the financing and the financial category
the geographical code.

It is important to capture the amounts in local currency and in foreign currency.

102
B- Closing Procurements
This option enables to suppress the commitments ( deals) that do not be anymore
taken in account in the budget monitoring.
Before proceeding to the auditing itself, you must select the commitments to audit.
The definition of the selection’s criteria is done in the following screen :

You can capture :

 A bracket of deals
 A bracket of dates that will permit to take into account only commitments taken
in a specified period
 The type of signing , the activity, the geographical code, the budget item, the
financing and the financial category and then the type of the deal
 the supplier account
 A bracket of amounts.

Clicking on the button « OK » , a list of the commitments, specified in the criteria, is

dispayed. Audit the commitments you have chosen by clicking at the beginning of
their lines.

However, you can carry on regardless this definition of criteria. So click on the button
« OK » , the list of all the commitments is displayed and you can do the auditing of
the commitments that you would have chosen.

103
PARAGRAPH 3 : Uses
You can print all the reports achieved in this option by clicking on the button « Print »
after the display of each report.

A- Procurements uses
The operations permit to make all the analysis on the deals that have been captured.
 Procurement lists
This option permits you to have the list of all the deals that have been signed with
their respective amounts.
If you want only a certain number of deals ,so at first, capture the selection criteria
before clicking on the button « OK » otherwise, click directly.

 Summary by types of procurement

In this option ,the deals are gathered by types of signing. For each type, you
achieve :
- The number of deals and its percentage on all the deals selected.
- The total amount of this type and its percentage on the total of the deals selected.

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  Procurement data entry
At this level, you can view all the accounting entries related to a deal. This is done
thanks to the following screen.

Capture these informations in the screen :

- the code of the deal
- the period to take into account
- tick the subclasses whose entries must be consulted.
Then click on the button « OK ».

 The monitoring of the deals

This module pemits to make a balance sheet of invoicings and payments made for
the signing of the deals.

At first you can make a multicriteria sort before launching the process that leads to
the display of thedeals selected.

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B- The commitments’ uses
This option enables to output the list of the commitments by two different ways :
- The list of commitments : a condensed list of the commitments taken with the total
amount locked up, the audited part and the balance.
- The detailed list of commitments : for each commitment, the detail is done
according to the analysis breakdown that has been done, the year, the amount
locked up , the audited part, the balance and the different informations related to
the breakdown.

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TOMPRO

9th Chapter
The Utilities

Section I

Access to Utilities

Section II

General working of the

option « Utilities »

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SECTION I Access to Utilities

For a maximum security, the module of utilities is included in the software to allow to
execute easily the operations of saving and restoration of the basis and also the
different works usefull to preserve the basis integrity.

The utilities are accesssible by the option 9 from the main menu of TOMPRO.

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Clicking on « Utilities », the following menu is displayed .

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 General working of the option
SECTION II "Utilities"

PARAGRAPH 1 : The database

A- The saving
This module enables to make the database saving. The following screen appears :

In this option , you can save data on diskette or on hard disk. To choose, one has
only to tick the option wanted.

If the two options are ticked, the system chooses by omission the diskette as target of
the saving.

If you tick the option « on the hard disk » , the database saving is done on the root.

Whether it is on the hard disk oron the diskette, the system makes an automatic
compression of files before the saving. During all the saving, wait until the system
gives you a pointing hand by a message of end of saving.

It is more advisable to make the saving on diskettes. For more security , the saving
must be done on two games of diskettes and after put in a safe place.

In case of problem of the material, the operation of saving enables to distribute with
the data of the last saving, operation executed by the restore of the basis.
NB : The operations of saving must be done on the post SERVER in he case that
the software is used in networking.

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B- The restore
At this level, te basis that has been saved before on diskette or hard disk is restored
in the working directory of the software.

This operation is done since the following screen.

These operation for restoring must be done on the SERVER post.

C- The repairing
This module enables to correct the integrity errors that could have happened during
the data capture in the basis.

To launch this operation, answer positively to the answer that the system would have
asked you.

D- The compressing
The compressing enables to the base to get out some temporary data that slow down
the rapid execution of the works. After this operation, only the data usefull for its
functionning remain in the base.

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E- The purge
This operation enables to delete definitively from the base some data that are not
anymore essential for the processings ( case of the previous years’entries for
example).

This operation being very difficult , its launching depends on the capture of a special
password. So , it could be launch only by the persons that are allowed to.

The following screen permits you to end this operation.

At first, you capture the password. If it is not correct , so the access is denied and
that will be like that until you give the corect password or you quit the operation.

When you are allowed to have access , choose the selection you want by ticking it :
- « All » to delete all the structures, the parameters, and the transactions.
- « Parameters » to delete only the parameters and the transactions.
- « Transactions only » ; as its name precises , this module enables to delete only
transactions.

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PARAGRAPH 2 : The interfaces
The interfaces of TOMPRO are tools that permit to communicate with the other
standard softwares of the market.

A- Exported data
 Option site
It is the transfer of data from the centre to the decentralized sites. The possible
exported data are :
 The codes
By choosing this option, the system permits you to precise the different codes you
want to export by ticking them.
 The entries ( multicriteria sort)
 The budget (multicriteria sort)

 Option internal uses

It permits data exchange by different departements of the institution . In this case,the
exportings allowed are :
 The accounting transactions
 The budget
 The deals

Whatever the selected option , you are allowed to choose the directory that must
receive the data to export. So one has only to click on the button that has an opened
book to make the choice of the directory.

B – The importings

The importing enables to restore some data that come from another computer that
uses TOMPRO.

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 Conclusion

When all is said and done, Tompro is a software which has a management
information system of the projects’accounts. It is composed of several modules,
each of them offers many functionnalities.
In fact, these numerous functionnalities predisposes you to a rational and efficient
management of your accounts as a whole as well as in its partcularities. Moreover, its
structure is so user- friendly that its use is symplified thanks to an interface that is
well adapted to the user’s needs.

Moreover, TOMPRO looks after the management of the parameters and utilities. It
also secures an efficient protection of your informations in order to avoid the
falsification of your data by a third party.

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