Accounting
Tosin Partners Co.
HUE Classic AC series is introduced to drastically reduce overtime hours by getting rid of paper!
Tosin Partners Co., Ltd. is engaged in a wide range of businesses, including planning, development, and sales of condominiums, real estate sales and brokerage, and real estate leasing, with the mission of "creating new value in real estate to enrich the lives of individuals and realize a vibrant society. The company has supplied more than 270 condominiums with a stable popularity of 99.7% occupancy rate and has won the Good Design Award for seven consecutive years since fiscal 2014.
Tosin Partners, Inc.
Interview participants:
Naoshi Unda: Manager, System Management Section, Information System Division
Tomoaki Shiina: Section Chief, Accounting Section, Finance & Accounting Department, Administration Division
Kenji Ono: Chief, Accounting Section, Finance & Accounting Department, Administration Division
Natsuki Hirayama: Chief, Finance Section, Finance & Accounting Department
Aiming to "improve the convenience of the system and get rid of paper-based operations"
-First of all, please tell us about the issues you were facing before the introduction of HUE Classic.
Mr. Kumoda:
We felt that our previous system was not user-friendly and that our work had become complicated due to a lot of Excel-based management. In the previous accounting system, we used only the general accounting area, and used Access for debt management and withdrawal requests. In addition, the management of receivables and disbursements was done in Excel, and expense reimbursements were done on paper, so we considered introducing a new system to improve both the Excel and paper operations. In addition to improving the convenience of the accounting system, we considered the availability of business functions that were not available in the system we were using at the time and were being managed with Excel to be a prerequisite for the introduction of our system.
-What were the reasons for adopting HUE Classic and what were the deciding factors?
Mr. Kumoda:
The office manager at the time was introduced to HUE Classic by a certified public accountant as a system that would not incur additional costs for upgrades, etc. This was a good opportunity for us.
Initially, there were about three candidates for the system, and none of them could meet our essential requirements, but the fact that HUE Classic had plans to add additional functions was a key point.
Another key point was the wide coverage area that would allow us to systemize the areas of cash receipts and disbursements and credit management that we had been doing in Excel. In addition, the concept that HUE Classic can be upgraded free of charge in the event that additional functions are needed in the future was an attractive factor in our decision to adopt HUE Classic.
The introduction of HUE Classic has significantly reduced overtime hours!
-How are you currently using HUE Classic and how effective has it been since its introduction?
Mr. Kumoda:
First of all, overall, the paper operation, which was an issue when we introduced the system, and the part where the accounting department had to manually input journal entries and check them have been improved, which has made our work easier. At that time, it was common for the accounting department to work overtime until 20:00 or 21:00, not only during the accounting period, but also during normal business hours.
-What areas have been particularly effective as a result of the migration from Access?
Mr. Ono:
The most effective area was in the area of debts, where automatic completion of payment information and ease of inputting payment information reduced the number of mistakes made by each on-site staff member. With HUE Classic, when a supplier is selected for an invoice payment application, payment terms are linked behind the scenes, and payment schedule information and bank information are also completed, making it difficult for human error to occur.
In addition, since the subsidiary's field personnel, who have no knowledge of accounting, perform the input, HUE Classic allows them to flexibly set the display items according to their work, so they can set subject names that are easy for the field personnel to understand. This allows the field staff to select the subject information without making mistakes, and the work proceeds more efficiently.
- How have the areas that were previously managed by Excel been improved?
Mr. Hirayama:
Previously, accounting and financial operations were not on the same system, and the financial section manually transcribed the contents of output paper forms into Excel to manage payment dates, amounts, and other information. The introduction of the Treasurer's Area has led to two major improvements in these operations.
First, the systemization has strengthened internal controls. The addition of a finance section to the approval workflow for payments has strengthened internal controls by enabling the accounting and finance sections to approve their respective areas of responsibility after accurately confirming payment schedule information and other details.
In addition, the system has greatly improved operations through comprehensive transfers, which had not been possible until the system was implemented. Prior to the systemization, when making a transfer, we had to log in to our Internet banking account and process the transfer manually. However, with the addition of the Treasury Section to the payment workflow, it is now possible to output FB data based on payment information approved in the system and make payments, which has greatly reduced the man-hours required to process transfers manually.
The system has enabled consistent operations from payment processing on the system to transfers using FB data, and has truly improved the transfer and payment operations of the Finance Section. It has also lowered the hurdle for using FB data for general transfers.
Aiming to further reduce work man-hours by expanding the scope of use
-What are your future plans?
Mr. Kumoda:
Our immediate goal is to make more use of the functions in the business areas related to funds and cash receipts and disbursements. We are also considering systemizing areas that are still managed with Excel by utilizing HUE Classic's functions. For example, there are areas such as consolidated accounting that are still managed in Excel because they have not yet been utilized, even though HUE Classic also has functions. We believe that integrated management with the system will enable us to inquire and manage more useful information as output, and we would definitely like to consider using the system.
We hope to continue to utilize the system in the future.
-Thank you very much for your time today.
This article is current as of July 2021.
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