IBN Technologies Limited

IBN F&A Service Case study

This Case Study is to.

Explain the Services that IBN Technologies is rendering to CPA Firm in USA

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2015 IBN Technologies Limited. All rights reserved.

Index
Overview: Active F&A Engagement
Transition Phases
Activities Phase Wise & Deliverables
Technical Setup
Data Management Process
Process Flow
Book-keeping Work Process
Scan Documents & Processing

Challenges & Difficulties

Accounts Preparation Services
IBN Value Proposition
IBN Service Charges

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2015 IBN Technologies Limited. All rights reserved.

Overview: Active F&A Engagement

Introduction
The Client is Mid Size CPA Firm in USA with
more than 200 Clients
The Client was finding very difficult to handle its
operations as it require daily contact with clients,
along with focusing on rendering services and other
important strategic aspects of his business i.e.
retaining Human Resource.
The Client was looking at a BPO service provider
with a full scale service offerings and capability to
transition the process with aggressive timelines
while ensuring stringent SLAs

Proposed Technology
QuickBooks 2008 &2009 as Accounting Software
QuickBooks Software is installed at Client Server
Bank Statements, Credit Card Statements, Check
Register or Check Stubs and other necessary
supporting documents will be scanned and kept at
client server
IBN Team uses VPN Connection to excess client
server, also two user logins are provided to work on
dual monitor.

Outsourcing Processes
Process are being outsourced in 2 phases. The
first phase covers the following processes: - Live
March 2008
Book-keeping Services
Payroll Processing Services
The Second Phase includes transition of following
processes Live October 2008
Final Accounts Preparation including all schedules

IBNs Value Proposition

IBN CRM for effective communication and project
management
Aggressive Transition timelines
Transparent SLA Management and improvement
Improve technology and process automation
Experienced Team
Top Management Commitment

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2015 IBN Technologies Limited. All rights reserved.

Overview of Transition Phases

1-2 Days

2-3 Days

10-15 Days

Knowledge
Transfer

Initiation

Ongoing

Transition

Steady Phase

Including 10 Days / 40hrs Free Trial

Client

* Onsite IBN Coordinator

(If Required)

IBN Offshore Team

Client

* Onsite IBN Coordinator

(If Required)

IBN Offshore Team

Client

* Onsite IBN Coordinator

(If Required)

IBN Offshore Team

Client

IBN Offshore Team

* Onsite IBN Coordinator can be provided to ensure smooth Transition & Knowledge Transfer. All
discussions will be done in person between Client and Onsite IBN Coordinator and in turn between
Onsite IBN Coordinator and IBN Offshore Team.

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2015 IBN Technologies Limited. All rights reserved.

Activities in Transition Phases

Initiation Phase

Knowledge Transfer Phase

Transition Phase

Steady Phase

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- Scope & Service requirement Document

- Scanning Service Requirement (If required)
- Testing offshore connectivity to client server
- Access to Software and Scan Documents
- Current workflow study & Transition Plan
- Client Overview and Knowledge transfer
- Client Manual Document preparation
- Service Level Agreement (SLA) Document

- Data for Trial Process

- Analysis of data of the past
- Processing Data provided under Trial Process
- Acceptance prior to moving to Steady State

-Deliverables as per Communication

2015 IBN Technologies Limited. All rights reserved.

Technical Setup
VPN Setup (Windows Server)
Windows Server 2003 and Above
Configuration Domain Controllers Rights
Static IP
512 KBPS Bandwidth & Above

Remote Desktop Connection Setup

PC with OS Windows 2000 and Above
Static IP
512 KBPS Bandwidth & Above

Online Remote Desktop Connection

Benefits & Limitation

Right based access to IBN Back-office Team
Two User logins to effectively use Dual Monitor at IBN Center
Independent usage to IBN Team at any point of time
If Windows Server Setup not available then License Cost

Benefits & Limitation

NO New Investment
For access PC need to be ON & connected to Internet
No other User can work when IBN Team is working
Gives Full Access to all folders & file on PC

Benefits & Limitation

Logme In Setup Installation (www.logmein.com) NO New Investment. Logmein setup is Free

512 KBPS Bandwidth & Above
For access PC need to be ON & connected to Internet
No other User can work when IBN Team is working
Gives Full Access to all folders & file on PC

Scanner (In house Scanning)

Scanner which Scan files as PDF and Image file

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Benefits & Limitation

Paperless Office
Indexing of Documents for later reference
If no Scanner then New Scanner Cost

2015 IBN Technologies Limited. All rights reserved.

Data Management Process

VPN Setup (Windows Server)

Data and Software resides at Clients server only and IBN Team access the System through VPN
connectivity to view and process the data at client side only

Process at Client Office

Documents are
Scanned

Server at Client Office with Software

& Scan Images of Document on
domain

Receive Data Info

Executive 1

Executive 2

IBN Team use Diskless PC

with Dual Monitors so that
Scan Documents and software
can be opened on separate
screens for easy and quick
processing

Indian Processing Facility with Dual

Monitors

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2015 IBN Technologies Limited. All rights reserved.

Process Flow

Provision of a list of
missing and unreadable
information
Sorting and Tagging of
Information by checklist

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Data Processing
Processing of
Information as per
defined process
List of Assumptions
made to process the data
Unresolved queries up to
the first draft
On resolving of all
issues, final data is
provided to client

Step 3

Pre Production
Process
Acknowledgement of
receipt of data from
Client

Step 2

Step 1

At IBN, Work is the three step process and is closely monitored to ensure quality service
delivery to clients

Review and Quality

Level 1 Review by the
Processor by checklist
Level 2 Detailed
review of processed data
by Reviewer
Level 3 High-Level
Review by Manager of
Operations on key
controlling issues

2015 IBN Technologies Limited. All rights reserved.

Book-keeping Process Flow

Accounting firms receives the documents from the clients

Accounting firms verify, review and compile the documents received and scan it on the Server and sent ticket for work
through mail to IBN Team.

IBNs Process Manager creates the Ticket on IBN CRM and reviews the documents and allocates the tasks
to Process Executives through IBN CRM.

IBNs Process Executives receives the ticket perform the necessary tasks in the software(QB) at the server using
Remote Desktop Connection and once complete assign the ticket to Manager for Review

Manager verify the data entered in the software using

Remote Desktop Connection based on scan files and on complete verification forward
the work to Client

Client does the Final review of work done and prepares reports for any discrepancies

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2015 IBN Technologies Limited. All rights reserved.

Scan Documents & Processing

Client Scan the following documents for the processing:
Check Stubs/ Check Register prepared by the Client
Bank Statement
Credit Card Statement
Loan Amortization/ Depreciation Schedule (If Any)
Invoice Copies
Deposit Slips
Payroll Register / Attendance Sheet

Based on the Scan Documents IBN Team process following entries

Check Payments Entries
Bank Withdrawals & Debits Entries
Credit Card Transaction Processing
Loan Payment Entry and Depreciation Entry
Purchase & Sales Bill Invoicing
Bank Deposits
Bank Reconciliation
Payroll Processing & Payslip Preparations

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2015 IBN Technologies Limited. All rights reserved.

Challenges & Difficulties

Getting familiar with Client Chart of Accounts
To start IBN Team take a step backward and review the book-keeping work for previous months which
are already processed by client and based on same clarify there queries.
Scanning of Check Stubs
If the Check Counterfoils cannot be scanned properly then the details are provided in Check Register
which is excel file prepared by client.
Unreadable Checks
If the text on the Check Counterfoils is unreadable then IBN Team process the check to Ask my
Accountant account. Client review all entries posted in this particular Account.
New Information (Debit/Withdrawals or any other transaction)
If there is any new or unusual transaction than it is clarified with Client first before it is processed.

Any Missing Information

If there is any information which IBN Team think is required than they sent requisition for missing
info to client.
IBN Staff working for specific client leaving organization
IBN ensures that the Process Manual are prepared for each client with all necessary details and it is
updated on day to day basis. FAQs specific to each client are also prepared for quick reference.

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2015 IBN Technologies Limited. All rights reserved.

Accounts Preparation Services

IBN prepares the Final Accounts as per required Accounting regulation. It includes preparation of all
schedules along with working papers. Based on work papers the adjustment accounting entries are passed in
Pro System FX TB.

Process Steps
Data Received
Option 1- Client provides clients software Database in which all transactions are reported or recorded
Option 2 Client provides all the Supporting documents for the reporting period i.e. Bank Statement, Credit Card Stmt, Invoice Copy,
Check Register, Management Reports, etc.

Processing Data
Step 1 Preparing current year activity reports manually or from software
Step 2- Grouping the Transactions in each Accounts as per required schedules or workpapers
Step 3 Checking individually transactions for any discrepancies i.e. recording of expenses as per guidelines

Working Papers
Step 1 - Schedules preparation for Fixed Assets, Prepaid Insurance, Deferred Mortgage Expenses, Receivables & Payables, etc.
Step 2 - Sending the Working papers to client for the review & finalization.

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2015 IBN Technologies Limited. All rights reserved.

IBN Value Proposition

Complete Service cycle Off shoring
Consulting-led Approach to Deliver Business Services
Low Cost of Ownership
Dedicated Team of Qualified and Certified Professionals
State-of-the-art Facilities and Infrastructure
Minimized Business Risk
Uninterrupted Operations
Data Security
Dedicated 24/7 Support Staff

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2015 IBN Technologies Limited. All rights reserved.

IBN Strength
Accounting Outsourcing is core business of IBN. We are independent third party service
provider that is not allied to any firm, thus mitigating potential conflict of interest.

Our client management structure is designed to ensure that each client has it own dedicated
staff. Small firms receive the same service as the medium/big size firms.
Our staffs understand service level responsibilities and are committed to meeting client
expectations and deadlines. We focus on building and maintain the integrity of our
relationships.
All of our work is subject to a combination of 100% quality check and senior review.
Controls have been developed specifically to meet the industry requirements and are
subject to compliance and internal audit protocols.
Our facility has the entire necessary infrastructure to support 24*7. At all time we ensure
confidentiality of client information by having paper less office and systems with no
internal and external storage device.
We train our staff to provide specialist accounting support, corporate services and day to
day management. We employ professionals who are ambitious and accurate, able to
manage deadlines and responds to clients needs. Senior staff is qualified accountant and
technical specialists.

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2015 IBN Technologies Limited. All rights reserved.

For More Information

Head Office
IBN Technologies Limited, CyberNex, 4th Floor
Shankar Sheth Road, Swargate, Pune, Maharashtra 411037. INDIA
T: +91 20 2426 4182 / 83 F: +91 20 2426 4184 E: info@ibntech.com
London Office:
Mirabelle House, 26, Barclay Road, Croydon, Surrey CRO 1JN, London. UK
T: +44 20 3026 1884; F: +44 20 7022 1713; E: info@ibntech.co.uk
www.ibntech.com

2015 IBN Technologies Limited. All rights reserved.