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Export refunds, import duties on raw nut, e-way bills for every lorry and books split across family firms make accounting in Kollam heavier than a single Tally file can carry.
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An accountant in a Kollam export house juggles more than most. Raw cashew arrives against letters of credit in dollars. Kernels leave under export invoices with refunds to claim. Domestic sales to wholesalers carry tax and e-way bills. The family usually owns three or four firms that trade with each other, tied together once a year by the auditor.
Accounting and GST software built on ERPNext keeps it in one place: ledger, receivables and payables, multi-currency, bank reconciliation, GST with e-invoice and e-way bill, TDS, cost centres and consolidated accounts across companies. Because stock, purchase and sales share the database, invoices post themselves and the books are current every evening.
Purchases and sales in foreign currency, held in a rupee-only package, leave gains and losses to be worked out on a spreadsheet long after the event. Multi-currency accounting records each invoice and each settlement at its own rate and posts the difference itself.
Many offices export billing data, tidy it in Excel and send it to a consultant each month. With tax captured on every transaction, return data, e-invoices and e-way bills come from the same entries, and mismatches with supplier filings show up early.
Sister concerns lend stock and money to one another informally. Multi-company accounting with inter-company entries keeps each firm's books clean while giving the family a consolidated view of profit, debt and cash across the group.
Case studies
BrahMos Aerospace Thiruvananthapuram Ltd (BATL)
BrahMos (BATL) — Secure, Auditable ERPNext Finance & Procurement
Dumas Bakes N Meals Private Limited
Dumas Bakes N Meals — ERPNext Lifted On-Time Deliveries by Over 40%
Connect N Cabs Tours & Travels Pvt. Ltd.
Connect N Cabs — A Custom Travel ERP That Lifted Fleet Utilisation 35%
An example
It is the tenth of the month and the accounts room at a kernel exporter near Chamakada is quiet. Nobody is copying invoices into a spreadsheet. The month's sales, purchases, credit notes and imports are already in the ledger, posted as each document was raised at the gate and at the shipping desk. The accountant opens the tax summary, checks the few entries flagged as missing a supplier reference, and calls two vendors. By noon the return data is signed off and the refund file for the last three shipments is printed with its invoices attached. The queries that used to arrive in March have stopped.
We work alongside your accountant and your auditor from the first meeting, since they hold the history behind every ledger. Chart of accounts, tax setup and opening balances are agreed with them in Kollam. Migration from Tally is a checked step with trial balances compared. Training is in person for the accounts team, and later queries are handled remotely.
Discovery. Your chart of accounts, GST registrations, branches and how the month closes today.
Blueprint and fixed scope. A clear plan, the deliverables and the timeline, agreed in writing before configuration starts.
Configuration. Accounts, cost centres, GST and e-invoicing, approvals and the reports your accountant needs.
Data migration. Masters, opening balances and outstanding bills moved from Tally or spreadsheets, reconciled with your accountant.
Training, go-live and support. Your team tests on real data, we stand beside you at launch, then support continues under a plan.
The scope and timeline are agreed in writing before work starts.
Cashew processing and export
Import purchase accounting with landed cost, packing credit and bank charges held against a shipment, export invoicing in foreign currency, refund tracking, and profit by lot and by buyer where the stock module is also in use.
Retail and wholesale trade
High-volume billing, customer-wise outstanding with ageing, supplier scheme and credit note accounting, daily cash and bank reconciliation, and branch-wise profit for traders working from the city and the taluk centres.
Wood and furniture
Job-wise costing for makers who buy timber in lots and sell finished pieces, with purchases from small suppliers, labour paid by piece, and a common facility centre's charges posted where they belong.
Usually yes, once he sees the reports. Trial balance, ledgers, day books, tax summaries and audit trails are all there, and data exports to Excel. We bring the auditor into the setup so the chart of accounts matches what he needs at year end.
Yes. With the India compliance features configured, both are generated from the sales invoice or delivery note, without retyping on the government portal. That matters for units dispatching several lorry loads a day to the ports and to upcountry buyers.
You can. Some businesses begin with finance and tax, settle in, then bring in inventory, manufacturing or payroll. The benefit grows as modules are added, since entries then flow from operations into accounts without anybody keying them twice.
After a first conversation about your entities, GST registrations, users and the system you use today, we agree the scope and send you a written quotation. The price, the deliverables and the timeline are fixed against that scope before any work starts, so nothing grows without your sign-off.
You speak to someone who does this work, not a call centre. They ask about how your books, GST filing and month-end run today. If it looks like a fit, we agree the scope and put it in writing, with the timeline, before any work starts. If it does not, we tell you.
Chamakada, Kollammarket
second commercial centre of the city: wholesale rice and grocery merchants, historic cashew export point, Export Inspection Council sub-office and lab
Wholesale rice and grocery merchants here bill on credit and in volume, and the historic cashew export point beside them brings customs and inspection paperwork into the same books.
Source: en.wikipedia.orgKollam Porttransport
non-major seaport run by the Kerala Maritime Board with wharves of 178 m and 101 m and a 7.2 m channel; handles cashew, minerals, coir, tiles, fertiliser and fisheries products
Cargo moving through the port as cashew, minerals, coir and fisheries products carries duty, freight and inspection costs that belong against a shipment, not in a general expense head.
Source: kmb.kerala.gov.inKottarakkara Municipalitylocal body
Traders with a shop or godown in this eastern town keep a second set of books, and branch ledgers under one consolidated company save them a duplicate accounting routine.
Source: kollam.nic.inPlaces and organisations are named for local context only. Acube Innovations is not affiliated with or endorsed by them.
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Kochi (Kadavanthra & Infopark) · Thiruvananthapuram · across India & overseas · In business since 2011