- Industry: Entertainment
- Area of Expertise: Custom Apps Development
Background
Our client for this project wanted to clean up their reporting and bookkeeping processes. Their existing bookkeeping was based on filling out physical end-of-day forms to report their cash-on-hand and in safes. Our goal in working with them was to transition their paper records into a more structured form.
Solution 1: Books Initialization
Pre-Processing
In order to migrate their data, we began by scanning 2 years of end-of-day forms across five different locations. We also checked for the presence of each file for each location for each date, enabling the client to see what had been uploaded.
We then used OCR (Optical Character Recognition) to process these scans, and converted the resulting data into spreadsheets, giving a unique ID to each daily cash file. Following this, we used a Google App Script to process each file, and extracted each of the values in the sheet, pushing to a master sheet that summarized cash totals for each amount.
Analytics
Following the pre-processing of our data, we uploaded the data to Analytics. Here, we structured the data for import into Zoho Books.
Books
After data processing in Zoho Analytics, the data was migrated to a freshly initialized Zoho Books system. Each record was uploaded in Zoho Books as a journal entry. Each journal entry showed the daily cash starting and ending amounts, as well as the safe totals.
Solution 2: Digital Daily Cash Reporting
Creator
To transition the client’s paper processes into the Zoho ecosystem, we created a digital version of the daily cash reporting processes they were already undertaking. Using this app, at the start of each day the amounts of each cash bill are inputted. Following this, a variety of positives and negatives are logged, enabling the calculation of total revenue, total profit, daily cash delta, and delta between total positives and negatives calculated.
Books
Following submission of the creator form, multiple entities are made in Zoho Books. These includes one journal entry per day regarding cash-on-hand, and any supplementary journal entries as needed.
Solution 3: POS CSV Uploader
Creator
We also developed a Creator app to enable the direct upload of a Daily Item Sales Summary CSV or Excel spreadsheet. We then processed this upload, mapping it automatically to each charted item. The user then selected the location for which this file was for. Finally, on submit, the app took the user to Zoho Books.
Books
On submit of the Creator form, a Journal Entry with all of the input information was made in Zoho books. The selected location was dynamically named the recipient for each line item, as well as the Location on the entry.
Outcomes
- Migrated client to an electronic system, replacing their physical processes
- Enabled centralization of data, making specific records easier to access
- Structured and standardized bookkeeping process in a way they did not have before
- The various calculations in the daily cash app enabled flagging to ensure that expected cash and calculated cash are the same, and to enable some troubleshooting in the event that they are not.
The structure created by these Zoho books processes set up our client effectively for better bookkeeping. This enabled our client to proceed with major deals and investments for which organized books are key.