Account Management System

Running head: ACCOUNT MANAGEMENT SYSTEM
Account Management System
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Existing information system within the organisation:
The current Stock Management System that is used in the organisation of Marcia, helps in the
operation of its different branches with at least one sales manager, one office assistant and
with a minimum of 2-6 supporting staffs. The existing system that is used in the organisation,
comprises of different parts which includes two processes- call management system, and an
accounts receivable system.
The call management system that is used in the organisation helps the office assistants to take
up calls from the customer support. The whole process is filed out in spread sheet for each
call. In the spreadsheet, the names of the customers, their phone numbers, address are stored.
All this information is extracted from another customer master spreadsheet file. The support
that is requested from the customers end is described briefly along with the urgency of the
request. The requests then gets categorized under various division like hardware or software
or networking based on its urgency and request. After all these complex processes, the spread
sheet with support details are saved and printed and are laid in tray from where the support
staffs can pick up the request which they want to handle confidently and within the
convenient time schedule. The entire details of the stock are stored in a perfect stock system
from where the usage of the stocks is tracked, re-ordered and handled efficiently. After
completing with one support request, the staffs record the details about the time spent on
providing solution to the task in a support spreadsheet. The details recorded in the
spreadsheet also includes the parts that are used for providing solution to the support request.
The next part of the entire process that is carried out in the stock management system,
includes the account receivable system. Where the details of the completed tasks are stored
and invoice is created for each customer manually by entering details in the spreadsheet and
further calculations on the cost is calculated. After completing with the invoice process, the

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details of the payment are mailed to the head office of the company and one of the receipts is
sent to the customers.
Problem faced with the existing information system: While reviewing the entire stock
management system of the organisation of Marcia, it is seen that the entire process of
managing the stocks , customer requests and payment related calculations are done manually
in the support spreadsheet which is a very much time consuming work and for Marcia it is
very much difficult to manage the system in both of the branches of the organization. Though
the sub information system of Perfect Stock works well and efficiently with the current
information system but still it is seen that it lacks to provide accurate and up to date
information about the daily working hours and amount of task completed by each employee.
Also, the existing system lacks ti provide efficiency in completing tasks with urgent status.
For the accounting system that is used it also has some drawbacks in its operation process.
Each day the receipt of the bank is provided to the office assistant and Mercia has to take
these receipts back to the head office and again to the bank account in order to reconcile the
transaction process based on the invoices that are generated. Another problem that is
generated from the existing stock management system, is that as the system is quite outdated
and inaccurate hence it lacks to implement some important operational functions that are
provided in the sub system of Perfect Stock.
Solution objectives:
The objectives of the solutions that would be provided in the newly integrated stock
management system includes the following-
1. To develop a modern computer-based call management system that will be identified
and initiatives would be taken to install the system in all branches of the organization.

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The newly integrated call management system would be designed in susch a way so
that it efficiently manages the requests that ae made by the customers and helping to
track the work of individual staffs effectively.
2. To develop an integrated management system for online voice processing. The entire
system for accounts receivable will be computer based. Here in lies another objective
to identify and implement the integrated system in the rest of the branches of the
organisation.
3. To improve the accuracy for recording details related to the usage of the stocks and to
gain a minimum of 50% productivity from the other administrative tasks.
4. To identify and implement a single system so as to initiate the payroll system and
financial system under one system that will be operated in all branches of the
organisation including the headquarters.
5. To provide a well-integrated system overall so that it is feasible in all respect.
6. To implement a highly integrated computer system while providing interface between
different other departments that are related to the information system.
7. To ensure that the entire data processing method is processed smoothly.
8. To ensure the ability of the newly integrated stock management system to order
combined stocks within more than one branches. Though this functionability is
available in the existing sub system of Perfect Stock but the function is not effectively
implemented in the existing system of stock management of the organisation.
9. To enable consolidated reporting on all activities at the organisation branches to the
head office.
10. To effectively determine the availability of any required part within the stock at any
of the branches of the organisation.