SUBIKSHAM SOFTWARE SOLUTIONS Pvt.

Ltd
High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Flow of Hostel Module

IMPRES ERP is a versatile Web based Total solution for Institutional Automation. Out of
27 integrated modules, Hostel is a unique one which depends on other related Modules. In a
broader sense, it is categorized as
1.
2.
3.
4.
5.

Hostel
Mess
Stock & Inventory
Accounts
Billing

1. Hostel:
a. Hostel Request: While joining the institution, the student can request
accommodation in the Hostel. The fee structure of hostellers for the current
academic year defined already in the respective screen will be made as
demand in his ledger. Accordingly he can remit the amount and enrol in the
hostel. Food preference like Vegetarian / Non Vegetarian should be marked.
b. Room Allocation: Hostel Deputy Warden fishes out the vacancy position in
each room of different hostels, and allocates room number to the student.
c. Students Movement: Students are given with ID Card / Swiping Card, when
he wishes to move out of hostel, he has to swipe his card and record his
movement. Similarly when he enters in to the hostel, the swiping has to be
done. The time-in and time-out will be sent to parents by SMS.
d. Students Attendance: For Food preparations in the mess, attendance will be
taken in Fore Noon and Evening Sessions.
e. General Administration: In specific cases, students may opt to join the hostel
at the mid of the semester and his demand amount will be lesser than other
students. Similarly when a student opts out of hostel, facility for refund is also
available in the software. Disciplinary action against any student is also
covered here.
2. Mess:
a. Student Mess Committee: A committee comprising student representatives
will be formed to design and draft the weekly chart of menu for each session
of the day and mess timings. Accordingly, the menu will be prepared by the
Mess Staff.
b. Guest Token: Student can avail guest token and use mess.
c. Bill Preparation: Monthly expenses for the purchase of groceries and
accessories and the establishment, the total amount will be divided with the

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

number of occupants in the hostel. Guest token and leaves availed and other
necessary information will be considered while preparing bill for individual
students.
d. Students Purchase Committee: It is pure optional for the management to set
up a committee with student members for purchase of vegetables and
groceries.
3. Stock & Inventory:
a. Indent: It is a systematic process of purchasing the materials with proper
indent method.
b. Stores: Purchased items are kept in the store for issue.
c. Stores Issue and Return: The items required for food preparations must be
done through proper indent system. The in-charge of the stores will issue the
materials and record in the software. Surplus after usage will be sent back to
the stores.
d. Stock Register: At a point of time, the stock shows available materials, value
of the stock, price of the product for every purchase and its variance, stock
below buffer / reorder level, damaged / decayed items, etc. This will be
directly taken for bill preparations.
e. Purchase Order: For mass purchase, systematic arrangement shall be made
with regular suppliers.
f. Supply & GRN: Based on the Purchase Order, the vendor will supply the
materials. Goods Received Note will be endorsed with Delivery Challan.
g. Quality Check: The items supplied by the vendor must be verified with
number and quality by the stores in charge. Then the materials will be put in
the stock bin and the Invoice bill will be sent t the accounts section.
4. Accounts:
a. Journal Entries: The bill details are entered and passed on the payment
section.
b. Payment: The system will print the sundry creditors name and amount in
words and figures in the cheque leaf. Bill Proposal and Approval are there for
cross verification and checking.
5. Billing:
a. Hostel Fee Demand: Based on the Bill preparations, the demand will be made
to all hostellers in the selected month. Last date for remittance, penalty for
overdue days are also be defined at this stage.
b. Student Payment: Student can make the payment in the cash counter either
cash / DD / Cheque or by any payment gateway.
c. Defaulters List: The students yet to clear Hostel / Mess bill will be listed in
the Hostel Notice Board for remainder.
d. SMS: The Hostel due amount will be informed to the parents by way of SMS.

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

*Note: Only the Flow of ERP Module is specified here. Any integration of hardware like
Punching Device, RF ID, Swiping Card, SMS is possible provided the authorities should
furnish the API / SDK from the vendors. This attracts integration charges.
Hostel & Warden:

Current Status of Hostels & Rooms

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Students Allocation in the Hostel

Uploading Parents Photo

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Students Room Allotment

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Faculty Room Allotment in the Hostel

Current Hostellers Food Preference

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Students Attendance in the Hostel

Hostel E Gate entry

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Students Quit Hostel

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Course wise Hostel Students and their Food Preference

Complete Current Hostellers List

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Hostellers Daily Attendance

Hostellers Attendance Absentia Summary

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Hostel Rooms Vacancy Position

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Daily Summary of Hostel Student Attendance, Class Attendance, Purchase Orders issued
and Good Received Note

Item Master and Details

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Purchase details of a particular Item and chart view

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Fix Sales Price - for Counter Sale

Purchase Price Approval Limit for each User in the Purchase Department

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Indent of the Individual Staff

Indent Approved Items List

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Item Request Proposal in the Stores

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Item Demand for Waiting, Approval and Finalize

Delivery Challan details

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Goods Received Note

Counter Sale Report

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

General Issue Report

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Item Wastage Report

Indent Approved but Waiting for Purchase Order

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Purchase Order and its Status

Stock Report as on Date

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Indent Made but Purchase Order not Made

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Purchase Order Made but GRN not Made

GRN Made but Bill not Accounted

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

Bill Accounted but Payment not Made

Item Price Update

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678

SUBIKSHAM SOFTWARE SOLUTIONS Pvt. Ltd

High Ideals

High Values

With Branches @ Coimbatore, Chennai, Salem

For further details, please contact:

M/s Subiksham Software Solutions Pvt Ltd.,

No.1, Third Street, KRG Nagar, Ganapathy,
Coimbatore 641 006 S. India.
Ph: 0422 2534635, 4276181, 94430 82678
impreserp@gmail.com, info@impreserp.in
www.impreserp.in

.
H.O: No. 1, Third Street, KRG Nagar, Ganapathy, Coimbatore 641 006 Ph:
0422 2534635, 4276181
City Office: 115 Thiruvalluvar Street, Kilkattalai, Chennai 600 117 Ph:
9443082678