Property Management

These modules provide the core functionality for the project costing and job management of your business through having control of all costs and revenues split by job for each and every client. These include optional modules for the control of the approval process for purchasing, for job variations and for staff time recording.

Job Costing

Zavanti Project Management and Job Costing are central to the creation and management of projects and sub-projects. Control your costs, keep track of your time and billing, boost revenues and manage jobs more efficiently.

The initial budget for the Job will be the estimate. The current budget acts as a baseline to the project. When an estimate is applied to a job, we can choose to create purchase orders from the estimate. Once Purchase Orders are issued against a Job, variations can be raised (if required) to change the budgets.

If required, Authority Level checking is applied on each job to allow the Project Manager to set restrictions for other users. This might include setting maximum dollar values for the entry of variations, overruns on budget, etc.

Zavanti Job Costing also fully supports the following features:

• Feasibility Import
• Invoicing
• Purchasing
• Task Management
• Journal posting
• Timesheets
• Comprehensive Reporting
• Retentions

Purchase Orders

As we progress through the Life cycle of a job, we need to determine our financial commitments. Zavanti ERP provides a ‘Purchase Orders’ module that can create purchase orders automatically from an estimate, and allows us to commit costs via purchase orders.

Once the budgets have been created, you can proceed to ordering materials for your project.

An Order is a request to a Supplier for stock or services. Zavanti allows you to keep track of pricing, deliveries and how much of the delivered stock has been invoiced or returned.

Purchase Orders can also be subjected to an approval process, which will depend upon the users authority levels.

Vouchers (Invoice pro formas)

Vouchers are designed to allow users to enter details of an invoice. Its’ main aim is to capture the date of receipt, and to fast-track the Accounts Payable process by allowing any user to perform data entry of the details of the invoice. Vouchers are used to record the receipt of invoices, and can be linked to Contract or Progress Payment Certificates.

Sub-contractor Management

The ‘Sub-Contract Management’ module allows you to track contracts with sub-contractors. We can allocate contract budgets, link your contracts to your contacts, print contract-related reports and so forth. Variations can be entered against Contracts, as well as against a Job. Often a subcontractor will incur additional costs, and these are entered as variations to the original contract.

When creating Progress Claim Certificates, variations can also be claimed by percentage or dollar value. Approved variations are automatically included.

Users have the option to include “Discussion” and “Rejected” variations on Subcontractor Progress Claim Certificates.

Contract Management also supports Extensions of Time, for example due to bad weather, unforeseen construction circumstances, or at the client’s request.

You can also maintain registers of defects in Contract Management to assess the quality of deliveries from your contractors.

Timesheets

Timesheets are integrated with Job Costing to allow for the capture and reporting of time for employees and contractors, as well as for items of equipment against specific projects. Timesheets can be integrated with Payroll to allow automatic creation of payruns. Users of Zavanti CRM have the ability to use our mobile timesheet module to enter timesheets from any web browser or mobile device.

These provide the backend accounting and finance modules. These include: General Ledger, Accounts Payable and Receivable, Payroll and Fixed Assets.

General Ledger and Cash Book

The Zavanti General Ledger is the core of all accounting and finance reporting and management. Capture your Profit, Balance Sheet and Cash Transactions to produce accurate financial information for a single company business through to a consolidated multi-company enterprise.

The General Ledger module holds the Chart of Accounts with the below user-configurable four primary groups:

• Income
• Expenses
• Assets
• Liabilities

Within the subsidiary ledgers, Cost Centre codes are set-up for each activity, and the relationship of the Cost Centre to the Chart of Accounts is defined, as they provide the main link to the General Ledger.

The Zavanti ERP software suite is fully integrated. This means that if a cost or revenue item is entered in the Job Costing module, this cost is reflected in our General Ledger Profit/Loss Statement.

The Zavanti General Ledger includes:

• Automatic posting of journals generated from the sub modules
• Standing journals which can be automatically run on a periodic basis
• Automatic creation of intercompany journals
• Bank Reconciliation, allowing you to match-off your presented cheques and daily banking to your Bank Account Statement
• Reconcile the subsidiary accounting modules to your control accounts
• Tax Listing report on either an Accruals or Cash basis

Extensive reporting capabilities allow you to view the overall financial position of your enterprise.

In addition, the General Ledger Financial Report Writer allows the user to consolidate companies for output to the report via one button rather than manually selecting each individual company.

Accounts Payable

Zavanti Accounts Payable is designed to provide you with a powerful, yet flexible means of managing supplier and subcontract accounts. Accounts Payable is typically a Back Office accounting and finance function.

The Accounts Payable functionality includes invoicing, as well as easy and comprehensive enquiry functions. The Accounts Payable module keeps all related data, cheques to invoices, invoices to General Ledger journals (and back the other way), all at the click of a mouse.

Reporting subcontractor payments to the ATO is simply a process of generating the necessary electronic “Tax Payments Annual Report‟ (TPAR) file for lodgement with the ATO.

In Accounts Payable, you can maintain suppliers and sub-contractors including insurance details.

Accounts Receivable

Manage your client accounts with greater efficiency, incorporating invoicing, standing orders, statements and comprehensive enquiry functions. The Accounts Receivable capability provides your business with a powerful and flexible way to manage your client accounts.

The Accounts Receivable function allows all related data, cheques to invoices, invoices to General Ledger journals (and back the other way) to be readily available at the click of a mouse. Designed with the Property Development and Construction business in mind, the Accounts Receivable is a must for your software suite.

Accounts Receivable allows users:

• To create and maintain Debtors
• Standing Orders, which is a facility to allow the user to set-up a regular order of goods and/or services for your existing customers/clients
• Invoicing, which can be created in either Batch or Real Time mode
• Credit Notes, which can be entered against an invoice
• The receipts function allows you to process account payments made by clients

Payroll

Zavanti payroll allows you to keep track of all of your employee’s payroll needs, including licensing and training obligations. Zavanti Payroll is fully integrated with Zavanti Timesheets. The Payroll function of Zavanti ERP has been designed to give you a simple and easy-to-use way of maintaining your employees’ pay details and human resource information. The system has been designed to give you complete control and flexibility over how you build and manage your Payroll and Pay Run details. The Zavanti suite simplifies your accounting and finance payroll processes.

The Zavanti ERP Payroll module can run as a standalone Payroll Module, or can be integrated to the Job Costing module to capture timesheet hours entered against a Job or Project.

Zavanti Payroll provides for:

• Accruals
• Allowances
• Awards
• Contributions
• Deductions
• Fringe Benefits
• Tax Table maintenance

Pay areas can be used to define groups of employees classed by certain criteria. They are useful for categorising employees by trade, by department or any other attribute. A good example of how a pay area may be applied is if you have decentralised your pay areas to state or regional offices.

Pay rates can be pre-configured on the system so that when an employee’s standard pay is created or an entry is made into a timesheet, it will be possible to quickly choose the pay rate to apply.

Zavanti ERP provides a range of integrated reporting capabilities, starting with our Power Writer for creating detailed reports in excel format. Our range of reporting capabilities are outlined below.

Power Writer

Power Writer is a dedicated report writer for the Zavanti ERP application. Power Writer’s strength lies in the ease of obtaining periodic information on any company, estate, stage, project or job in the Zavanti ERP system. Power Writer exports information from Zavanti ERP to Excel. In Microsoft Excel, this data can be analysed and charted.

Financial Report Writer

This is an integral component of our General Ledger for financial reporting, as this function allows the client to create a range of reports on operating results and balance sheets to meet management and external reporting requirements. There is also the opportunity for you to build upon our templates of reports.

Dashboards and Charts

Integrated with Zavanti CRM or stand alone, there is the capability to create reports using Microsoft Reporting Services. These are customisable for users to meet their specific reporting needs. Use of Microsoft Reporting Services allows the delivery of these reports through web browsers and mobile devices.

Zavanti Reports

The Zavanti solution comes with nearly 400 standard reports and templates for all users, which include invoice formats, purchase orders, sales orders and a complete range of documents used by our clients. In addition, certain reports include integration with word templates for creating documents such as contracts.

Export to Excel

For ease of analysis, you can simply export any data table in Zavanti to Excel through the click of a button!

The Zavanti software suite provides advanced administration and security features. This means you can easily integrate this suite into your business processes, allowing easy access to all required information and documentation through a secure platform.

User Security

System Maintenance allows the creation and cessation of users and fully configurable security settings. Zavanti ERP also allows for the inclusion of “User Groups”, which is a collection of users all sharing the same authority level and access rights. This allows for System Administrators to quickly and efficiently manage all users within the software.

User security is also defined within Systems Maintenance for all users of the Zavanti ERP. Users can be restricted to only view (such as job properties) and not be able to update any information on the job. Users could also be restricted from being able to edit tax amounts for any transactions, or seeing payment details for any suppliers or supplier.

Providing that a User has been given access, they are then able to change their own password.

Authority Levels (if required) are set-up in Systems Maintenance. These levels indicate what can and cannot be done by a user. Each user is assigned an Authority level.

Auditing

Auditing can be turned on to allow a User to report on access by all users.

The audit reports will display information relevant to database changes for the tables set up as ‘Audit On’.

Integration

The Zavanti Integration Module is a capability that enables the transfer of information to and from other external systems and Zavanti ERP. This high-level administration and security function means you can quickly and easily store your business documentation and information all in the one Zavanti suite.

Archiving

The archiving capability allows you to archive various transactions by removing transactions based upon user-defined criteria. As a result, the live database size is reduced, allowing for efficient maintenance of the database and improved response times when retrieving information for users through reports, search functions etc.

This capability is invaluable for customers who have been using the solution for many years.

Taxes

Tax Codes are maintained in the System Maintenance module, which can be applied to all or specific companies as required. This enables management of companies in different tax jurisdictions through a single solution.

The Zavanti Project Management and Collaboration solution is a fully scalable solution built on the Microsoft Dynamics CRM 2013 and SharePoint 2013 platforms for businesses within the Construction, Engineering and Project-based industries. Zavanti have created a unique toolset to support your business needs.

The solution delivers a 360-degree real-time view of projects, tasks and resources combined with extensive reporting and back-end financial information. Developed with Zavanti’s extensive industry experience, the solution delivers robust document and contract management features. The software was developed with users in mind so that it is quick to learn and easy to use with a consistent Microsoft office look and feel, making it the project management and collaboration software tool that staff will want to use.

The solution gives your business the ability to accurately analyse project data in order to forecast project milestones, cash flow estimates and budget reports.

Managing all the documents related to a project can be difficult if you have multiple resources working on the same spreadsheets or documents. With the SharePoint 2013 integration, you can track and store all of the documents relating to your project in one place, ensuring consistency of information across your organisation.

Key Features:

• Effectively manage job scheduling, resource allocation and task management to deliver successful projects on time and on budget
• Take control of your project environment
• Understand actual costs on a real-time basis
• Risk and Issue management
• Efficiently schedule and allocate budget and resources throughout the project lifecycle
• View critical dates, completion percentages and subcontractor activities for all projects on one screen
• Intuitive Gantt chart for tracking and scheduling
• Extensive reporting and dashboard functionality

Building on our Sales and Marketing module, you have access to special functions for ongoing management of your property portfolio. We offer capabilities in property management processes including rent management and reviews, maintenance requests and notifications, reminders & document registration and reporting. You can also make use of specialised functions for the Residential, Retail or Commercial sectors to better manage the unique aspects of your portfolio.

Lease Management

Capture all the relevant information to successfully manage all aspects of a lease from initial inquiry to executing the lease.

• The Financials – Sq Meter rate, Incentives, Bonds, Promo levies, Concession, Insurances, Common Area Management, Deposits, Bank Guarantees, Third Party Guarantees
• Lease Type – Gross, net, Gross +
• Rent Reviews, Recurring Charges and Client Payments
• Car Bays and Car Bay Groups

Lease Documents

Managing the outstanding document register for all type of leases is a major part of the lease process. Track where each document is, solicitors office, with the lessee for signing, etc. The date each document is sent or received is also tracked.

Property Maintenance

Manage any number of properties and property types, holding all information like owner details, suppliers, tenants etc. in a central repository. Property Maintenance provides you with the ability to track your maintenance activities including Property Management processes and workflows to easily approve maintenance jobs.

Tenant Insurances

Track all the relevant details for the different type of tenant insurance:

• Public Liability
• Worker Compensation
• Glass
• Contents

Reports and Dashboards

Manage your business using information provided by reports such as

• Tenant Summary report
• Outstanding Document Register report
• Insurance report
• After hours contact report
• Maintenance Dashboards
• Work Order Schedules
• Sales Pipeline Reports
• ROI/Leeds Dashboards
• Sales Conversion Reports