Vendor Reconciliation Made Easy for AC Industry by Firmway

February 27, 2025February 27, 2025Vivek Chandan

Firmway played an important role in setting up Vendor Reconciliation process for the Company in India’s Air Conditioning industry

Introduction:-

A leading company in India’s Heating, Ventilation, and Air Conditioning (HVAC) industry faced challenges in managing vendor reconciliations efficiently. With a strong presence in both B2B and B2C markets, the company operates through multiple offices, manufacturing facilities, and an extensive network of channel partners. Given the scale of its operations, vendor reconciliation was crucial for maintaining financial accuracy and vendor relationships.

The Challenge: Vendor Reconciliation Woes

Company X heavily relies on 10,000 vendors across India to sustain its extensive operations. Managing this vast vendor network while nurturing strong vendor relationships presented significant challenges to the procurement and accounts payable teams.
To effectively address these challenges, enhancing the vendor invoice booking and payment processes was paramount. Therefore, Company X has successfully implemented initiatives like Vendor Portal, Auto generated payment advise etc. Now Company X set its sight to implement the continuous vendor reconciliation process.

Vendor Reconciliation Challenges:-

Despite exploring various approaches, such as establishing an in-house team and outsourcing services result of which all were inconsistent, Company X encountered the following hurdles:

Difficulty in obtaining Statement of Accounts (SOA) from vendors.
Identifying actionable insights from the reconciliation process.
Lengthy turnaround times for completing ledger reconciliations.
Challenges in obtaining vendor sign-offs.

Considering above all, Company X decided to enlist the expertise of Firmway.

Firmway’s Impact on Vendor Reconciliation :-

Through Firmway’s innovative touchless confirmation and ledger reconciliation software, Company X achieved remarkable results:
Obtained SOAs from 65% of vendors, covering 80% of the total transaction amount.
Successfully completed the targeted number of reconciliations within a year, reconciling 80% of the Company’s annual purchases.
Secured sign-offs from 30% of vendors.
Achieved an impressive ROI of 437% by identifying and resolving discrepancies.
Implemented comment-based status updates by cross-referencing them with the invoice tracker

These quantifiable outcomes underscore the effectiveness of Firmway’s intervention. Moreover, the intangible benefit of strengthening vendor relationships cannot be overstated, as satisfied vendors contribute to the uninterrupted flow of operations.

About Firmway :-

Firmway, a dynamic venture spearheaded by Chartered Accountants (CAs), offers a cutting-edge SaaS platform. In our mission to automate and streamline your accounting processes, we aim to reduce complexities. Furthermore, we provide a holistic suite of solutions, including Balance Confirmations, Audit Confirmations, MSME Confirmations, 26AS, Ledger Reconciliation, and a wide range of other invaluable features

To know more about Firmway – https://firmway.in/

How to Automate & Digitize Your Reconciliation Process with Technology

May 23, 2024May 30, 2024Vivek Chandan

Discover how to automate your reconciliation processes with advanced software, AI, and real-time tracking to enhance accuracy and efficiency. Today organizations deal with increasing volumes of financial data and diverse transaction sources. Thus, the old and manual reconciliation methods of the past are proving inadequate. Now technology-driven solutions are the go-to choice for revolutionizing the reconciliation process. Are you wondering how to use the modern day technologies for reconciliation amidst the various complexities it poses?

In this guide, we shall delve into the transformative potential of leveraging technology to streamline and enhance your reconciliation procedures. We shall first glimpse the prominent problems in the reconciliation processes that companies tackle. Then, we will discover how to implement modern technology for optimizing your entity’s reconciliation processes.

Challenges and How to Automate Different Types of Reconciliation

Ledger Reconciliation:

Ledger reconciliation is crucial for ensuring data accuracy and preventing fraudulent activities. However, ledger reconciliation often presents several challenges:

Large Amounts of Data: Companies generate an immense amount of data daily. Collecting relevant data and matching every transaction manually becomes an arduous and time-consuming task, increasing the chances of errors and delays.
Data Complexity: Data from various sources might have different formats and structures, making it difficult to collect, synchronize and reconcile.
Human Errors: Human mistakes during manual data entry and matching can lead to discrepancies and inaccurate financial reporting.

Bank Reconciliation:

Bank reconciliation is useful for detecting any bank errors or fraudulent activities and maintaining a transparent financial position. Some common woes faced in bank reconciliation are:

Timing Discrepancies: Transactions might not always be recorded in real-time, leading to timing differences between the company’s books and the bank’s records.
Outstanding Items: Unidentified or unrecorded transactions, such as outstanding cheques or deposits in transit, can lead to discrepancies between the two sets of records.

Inventory Reconciliation:

It is the process of aligning physical inventory with recorded quantities for accurate valuation and reporting.

Data Accuracy: Discrepancies between physical inventory counts and recorded quantities can arise due to errors in counting, theft, damage, or misplacement.
Valuation Differences: Different methods of valuing inventory, such as FIFO (First-In-First-Out) or LIFO (Last-In-First-Out), can lead to valuation discrepancies.
Unrecorded Transactions: Incomplete recording of incoming or outgoing inventory transactions can result in inaccurate reconciliation.

Tax Reconciliation:

The act of comparing tax records with financial statements to ensure precise tax reporting and compliance.

Changing Regulations: Frequent changes in tax laws and regulations can lead to confusion and inaccuracies in tax reporting and reconciliation.
Diverse Tax Types: Dealing with various types of taxes (Income tax, Wealth Tax, Municipal Tax, or GST) can create complexities in reconciling different tax obligations.
Data Matching: Aligning financial data in tax records with general ledger entries can be challenging due to differences in categorization and timing.

The Promise of Technology for Streamlined Reconciliation

Technology has brought about remarkable solutions to address the challenges inherent in reconciliation processes, offering enhanced accuracy, efficiency, and real-time insights. Here’s how you can tap technology to ease the overall reconciliation process.

Adopt Automated Software Solutions: How to Automate Your Reconciliation Processes

Robust reconciliation software can automatically compare and match vast volumes of data, ensuring rapid and error-free processing. These tools can be customized to handle different data formats, enabling seamless reconciliation and eliminating manual data entry errors.

Harness Artificial Intelligence and Machine Learning

AI and ML algorithms can learn from historical data, allowing reconciliation systems, to predict and categorize transactions accurately. These technologies also help identify patterns and discrepancies that might go unnoticed in manual processes.

Embrace Data Integration and Centralization: How to Automate Reconciliation Processes

Implementing applications that integrate easily with ERP systems or cloud-based platforms help centralize data from various departments and sources, simplifying the reconciliation process for different types of reconciliation processes.

Make use of Real-Time Tracking

Leveraging technology enables real-time tracking of transactions, minimizing timing discrepancies and ensuring that reconciliations can be performed more frequently.

Conclusion

The advent of technology has set forth a new era of streamlined reconciliation processes, overcoming the limitations of manual efforts. By adopting latest reconciliation solutions, organizations can navigate through the complexities of reconciliation and unleash the true potential of their financial data.

Firmway is among the reliable names that have untapped the potential of technology to offer nifty software solutions for reconciliation needs. Book a demo with us now!

Audit Working Paper: Unlock Hidden Audit Power

February 15, 2024December 23, 2024Vivek Chandan

ICAI Introduces New Audit Working Paper Templates for 2023

In July 2023, the Institute of Chartered Accountants of India (ICAI) introduced noteworthy additions to the audit working paper templates. These ICAI audit working papers particularly focuses on the third-party confirmation and its documentation. Today, we aim to summarize the key aspects regarding this recent development and help auditors realize the relevance of these new audit working paper templates for third party confirmation.

As we know, audit working papers are a critical component of the audit process, serving as written records of audit procedures, findings, and conclusions reached by the auditor. The ICAI audit working papers play a crucial role in complying with the Standard on Auditing (SA) 230, Audit Documentation. It requires auditors to prepare sufficient and appropriate audit documentation to support their audit opinion.

Third-Party Confirmation

Third-party confirmations play a crucial role in validating the accuracy of financial records, as they provide an independent and objective assessment of the information presented in the audited entity’s books.

Benefits of ICAI’s Third-Party Confirmation Templates

ICAI’s introduction of third-party confirmation and documentation templates marks a significant step towards ensuring consistency and efficiency in the audit process.
These templates help auditors structure and format their work papers consistently, simplifying the organization and documentation of procedures performed.
Financial aspects covered include accounts receivables, accounts payables, related party transactions, communication with those charged with governance (TCWG) in the audit working paper templates.
ICAI has drafted the working papers in accordance with the Standards on Auditing. It ensures that auditors adhere to globally accepted practices while performing their engagements.

Why Use ICAI Audit Working Paper Appropriately:

Provide Adequate Evidence for Audit Opinion
First and foremost, they serve as evidence of the work carried out and form the basis for the auditor’s opinion. By maintaining records of audit procedures followed, auditors and reviewers gain confidence in the quality of the audit.
Act as Future Audit Reference
ICAI’s audit working papers serve as a valuable reference point for future audits. They document the audit plan, procedures performed, and the results obtained, making it easier for auditors to build on previous engagements and carry forward best practices.
Promote Enhanced Team Communication
Effective communication among the engagement team members is crucial during an audit. Audit work papers play a vital role in facilitating this communication by providing a common reference point to discuss findings, conclusions, and any issues encountered during the audit. This fosters collaboration and ensures that the team is on the same page throughout the engagement.
Enable Efficient Work Approach
ICAI audit working papers aim to enhance the efficiency of audit processes. Auditors can save time and effort by using these templates, which offer a clear framework for documenting procedures and evidence. This streamlined approach helps auditors be more productive in their work.

Conclusion

By leveraging ICAI’s audit working papers, auditors can enhance the quality of their work, save time, and maintain a structured record of their audit procedures, ultimately promoting transparency, credibility, and reliability in financial reporting. As businesses face ever-evolving challenges in financial reporting, the use of ICAI’s third-party confirmation and documentation templates will prove invaluable in establishing trust and confidence among stakeholders and investors. For a comprehensive and integrated solution, consider exploring Firmway, a leading provider in audit management software, to further streamline and optimize your audit processes.

Early Audit Benefits: Unlock Accuracy and Save Time

December 22, 2023December 23, 2024Vivek Chandan

How Can Early Audit Benefits Improve Your Audit Process?”

Auditing is a critical process that ensures the accuracy and reliability of financial statements, essential for maintaining public trust and confidence in financial reporting. The auditor’s role is to examine the financial statements and provide an independent opinion on their accuracy and fairness. However, this process can be time-consuming and complex and auditors face various challenges during the audit process. To tackle this challenges starting the audit early brings Early Audit Benefits, such as better planning and flexibility, which improve the overall process.

Discover the Early Audit Benefits That Improve Accuracy

Starting audits early not only provides extra time for completing the same but also increases audit effectiveness. Here are some of the major benefits of starting audits early:

Effective Planning :-
The first and foremost reason why auditors should start their audits early is effective planning. It is the initial and crucial component of the audit process. Auditors must carefully plan the audit carefully to ensure that it is conducted effectively and efficiently. Starting the audit early provides the auditor with sufficient time to plan the audit effectively. This includes gathering all the necessary information and resources required for the audit, reviewing the previous year’s audit reports, and understanding the client’s business. With effective planning, the auditor can better understand the client’s business operations, identify any potential risks or issues, and determine the scope of the audit.
Early Detection of Issues :-
Starting the audit early provides auditors with sufficient time to identify and address issues that may arise during the audit process. Early detection offers an opportunity for auditors to investigate and resolve issues before they escalate into significant problems. For example, if auditors identify a potential fraud risk during the planning stage, they can thoroughly investigate it and develop appropriate audit procedures to address the risk.
Flexibility :-
Starting an audit early provides auditors with greater flexibility in scheduling. It allows auditors to work around the client’s schedule and address any unexpected issues that may arise during the audit process. For instance, if the client is unavailable during the scheduled audit period, auditors can adjust their schedule accordingly to ensure timely completion. Additionally, if unexpected issues arise during the audit process, auditors can adjust audit procedures to address them, which is easier with more time available.
Reduced Stress :-
Starting an audit early reduces stress for both auditors and clients. There is less pressure to complete the audit on time, reducing the likelihood of errors or oversights. If auditors start an audit too late, they may rush through procedures to meet the deadline, resulting in mistakes. This can cause stress for clients, worrying about the accuracy and completeness of their financial statements. By starting the audit early, auditors can avoid these issues and provide a more accurate and thorough audit report.
Improved Quality of the Audit :-
Starting an audit early improves the quality of the audit by allowing auditors to conduct a more thorough and comprehensive review of the client’s financial statements and accounting practices. With more time available, auditors can review financial statements and accounting records in more detail, leading to a more accurate and complete audit report. Additionally, auditors can perform more substantive testing to verify the accuracy of financial statements and identify potential errors or misstatements.

How Early Audit Benefits Can Make Your Audits Seamless

One of the most important functions of an audit is confirmation and reconciliation, which can be a cumbersome and time-consuming process. Automating these processes allows auditors to focus on essential elements of the audit. But how can both these processes be automated?

Auditors have been relying on Firmway for automating their Confirmation and Reconciliation processes. Firmway offers a useful, scientific, and comprehensive solution for External Confirmations. Becoming tech-savvy and conducting audits using the latest tools and software has become paramount for the effective, accurate, in-depth, and timely completion of audits. Firmway provides various modules like Balance Confirmations, MSME Confirmations, TDS Reconciliation, and purchase register reconciliation, etc., to seamlessly match the books with reported information and external parties. Are you auditing your clients with Firmway?

Enhance your audit process—start early and leverage Firmway’s Automation for a seamless and effective auditing experience.

Digital Transformation: Breakthrough Roadblocks Now

October 11, 2023December 23, 2024Vivek Chandan

Digital Transformation – Importance and Roadblocks Ahead

Technology is changing the way businesses operate. Leveraging technology has become key to remain relevant. Technology is the catalyst for automating business processes and improving efficiency. However, digitization has its own set of challenges. Here’s why digitization is more of a necessity than a choice for businesses and what can be the roadblocks when undergoing digital transformation.

Importance of Digitization

To understand the importance of digitization, let’s take a quick look at how the world is responding to the same:

Following are some of the key points that highlight the importance of digitization:

Saving Costs: Digitization can help you save a ton of costs in the long run. Managing everything physically using traditional methods only adds to the cost, effort and space. While transitioning from old methods to new ones might invite certain initial costs, it will reward in the long run.
Better Efficiency: Digitisation and using technology for automation leads to better productivity and efficiency. With everything being digitized, the time required to perform tasks reduces to a fraction of what it required earlier.
Warding Off Risks: There are various risks associated with traditional methods. Digitisation ensures confidentiality as access can be controlled. Further, it also ensures disaster recovery with proper backup mechanisms in place.
Higher Accuracy: The core foundation of digitization is minimizing human involvement. Humans are prone to errors. As digitization reduces human intervention, the chances of errors decrease manifold.

Roadblocks in Digitization

As stated earlier, digitization too has its own set of challenges. Following are the major roadblocks an organization might face while implementing digitization:

Lack of Shared Vision: One of the key drivers of digitization is automation. There might be resentment from employees over the fear of losing jobs due to automation. There needs to be a shared vision towards the development of the organization. Digitization is a team game. There should be a clear demarcation of duties and responsibilities.
Upskill Talent: Learning is paramount for growth and prosperity. As the world transforms digitally, organizations need to continuously upskill and train their workforce to adapt to changing environments.
Lack of Courageous Leadership: Leaders are the catalyst of change. Leaders define, design and shape their workforce’s vision. Therefore, they need to welcome the changes brought by digital transformation.
Initial Costs: There might be certain initial costs due to the transition. However, the organisations need to understand that in the long run, the benefits will outweigh the cost.

How Firmway is Bringing Digital Transformation?

Firmway is bringing digital transformation into the accounting functions by allowing businesses to automate Balance Confirmations, MSME Confirmation, Auto Reconciliation, data collection management. Whether it is about reconciling ledgers, Firmway does it all. It’s time you also automate your accounting functions the Firmway!

Cloud Computing – the need for new-age technology

September 27, 2023December 23, 2024Vivek Chandan

Cloud Computing: The Key to Post-Covid-19 Resilience

While cloud adoption had been on the rise for several years, recent global disruptions such as the Covid-19 pandemic, semiconductor shortages, and geopolitical conflicts like the Ukraine-Russia war served as pivotal moments in showcasing the importance of cloud transformation for business continuity and supply chain resilience. These events had a significant impact on businesses, making it evident that Cloud Computing was the way forward. According to the Deloitte Cloud Imperative – Asia Pacific report, cloud technology is projected to contribute a staggering USD 160 billion to GDP from 2020 to 2024, with cloud investments growing at an impressive 28% annually until 2024. This growth is a testament to how the cloud has evolved since the challenges posed by Covid-19 and other disruptions.

The Shift: From On-Premise to Cloud Computing

Before diving into why organizations are increasingly moving from on-premise solutions to cloud-based infrastructure, it’s essential to understand the fundamental differences between the two:

Cloud Computing

Cloud computing offers virtual, convenient, and on-demand access to a shared pool of computing resources. Additionally, data and applications are accessible and stored in virtual platforms hosted over the internet, eliminating the reliance on physical hard drives.

On-Premise

On-premise infrastructure involves organizations hosting and managing their IT resources internally.

Why Cloud Computing Prevails Post-Covid-19

In this era of advanced technology, transitioning to the cloud offers several compelling advantages that have become even more apparent post-Covid-19:

1. Cost Optimization

Cloud computing offers virtual, convenient, and on-demand access to a shared pool of computing resources. Furthermore, data and applications are accessible and stored in virtual platforms hosted over the internet, eliminating the reliance on physical hard drives.

2. Remote Accessibility

The Covid-19 pandemic emphasized the critical need for remote work capabilities; furthermore, cloud solutions enable secure access to files and data from anywhere at any time. According to EY’s ‘Cloud as a Driver of Business Transformation in 2022,’ 75% of enterprises are adopting cloud technology to facilitate remote work.

3. Scalability

Cloud computing empowers organizations to swiftly adapt to new trends, process vast amounts of data, and adjust capacity as needed. In contrast, on-premise infrastructure involves time-consuming processes for acquiring and scaling new equipment. EY’s report cites business growth and development as a key driver for cloud adoption.

4. Security

Security concerns often arise in discussions about cloud-based services. However, data security largely depends on the chosen service provider. Continuous updates to security controls, in addition to advanced algorithms and computing capabilities, ensure data safety. Furthermore, cloud service providers prioritize risk assurance through ongoing enhancements

5. Encourages Innovation

Cloud-service providers regularly introduce updates and features that enhance user experiences. By transitioning to the cloud at affordable prices, enterprises can leverage the latest technologies, such as artificial intelligence and machine learning, fostering innovation within their organizations. These emerging technologies fuel innovation in the enterprise sector.

Conclusion: Embrace the Cloud for Digital Transformation

The cloud serves as the foundation of digital transformation. The challenges posed by events like the Covid-19 pandemic accelerated the adoption of cloud technology, underscoring its transformative power. Cloud infrastructure adoption spans various sectors, including healthcare, pharmaceuticals, banking, finance, and information technology. It is now more important than ever to join the digital transformation movement and stay ahead of the curve.

Price Waterhouse banned from auditing listed firms for 2 years

How to Prevent SEBI Audit Penalty With Confirmation Tool

January 12, 2018March 4, 2025Vivek Chandan

One of the most unprecedented order in the country “Price Waterhouse banned from auditing listed firms for 2 years”

Overview of the SEBI Order:

On January 10, 2018, SEBI took the unprecedented step of banning all 11 Price Waterhouse (PW) firms in India from issuing audit and compliance certificates for listed companies and intermediaries for two years. This decision was coupled with a SEBI audit penalty of Rs. 13 crores, including 12% interest on the wrongful gains made by Price Waterhouse and its partners S. Gopalakrishnan and Srinivas Talluri.

Few findings from the investigation carried out by SEBI in Satyam Computers Services Limited (SCSL) wherein “systemic problem” in the audit processes were noted, have been excerpted below:

Inflated Cash/Bank Balances of Rs. 5,040 Crores

The auditors failed to independently verify the bank statements and fixed deposits.
They also did not maintain necessary control over the process of sending and receiving balance confirmations from banks. This was in complete disregard of the Auditing and Assurance Standards (AAS) prescribed by ICAI.
Moreover, they relied on the balance confirmations from SCSL, which had glaring anomalies and huge discrepancies, without further inquiry or examination. This led to the misreporting of account balances.

Inflated Sales Revenues Using 7,588 Fake Invoices

The auditors failed to verify invoices, which resulted in inflated sales revenues by accounting for 7,561 fake invoices and 27 invoices linked to non-existent customers.

Overstated Debtors’ Position by Rs. 490 Crores

The auditors did not seek external confirmation from the debtors. This was a violation of their own audit manual and provisions in AAS.

Firmway’s Role in Preventing Similar Issues

SEBI’s order came into effect immediately, but for operational ease, it did not impact audit assignments for FY 2017-18. Price Waterhouse has since expressed confidence in obtaining a stay on the SEBI order.

However, this case has sent a clear message from SEBI: wrong practices and market abuse will not be tolerated in India.

At Firmway, we believe in supporting auditors to comply with auditing standards. External confirmations are a powerful and reliable audit tool that provides more reliable audit evidence. Over the past two years, we have developed a robust, high-quality Audit Confirmation Tool that helps auditors obtain direct confirmations from the parties involved. Additionally, to help identify fake entities, we offer a verification service to ensure that the entities involved are legitimate.

To learn more about our services and how we can help you maintain audit compliance and prevent penalties, please visit firmway.in.