ceaar

Frequently Asked Questions

Is this application secured ?

Yes. CEAAR is fully secured, hosting in Google servers and loaded with multiple security features like, secured site loading (https), password encryption, STTP, and backed by Google security and backup processes.

Is the data secured and backed up ?

Data in CEAAR is highly secured and periodically auto backed up in Google cloud storage servers.

Can passwords be retrieved ?

Yes. There is a password retrieval process indicated in General Module in Help documentation. A weblink to reset the password is sent ONLY to the User ID email. Email ID should be active for this process to be completed. There is no other alternative available as these passwords are stored in decrypted form in database.

Is CEAAR only for Companies ?

No. It can be used by any one. The word ‘Company’ is colloquially used for all business types such as Individual businessmen, Professionals, Freelancers, Proprietorship firms, Partnership firms, Companies etc., whoever want to record their business transactions in a structured and secured way for various information and tax purposes.

Is CEAAR completely online application ?

Yes. It is a web browser based secured application. It stores your data online, like your emails. There are no installations involved in the web version.

Do we need training to use this application ?

No. This is a simple and easy to use application. Knowledge of your own business processes is the only prerequisite for using CEAAR.

Can we access CEAAR from anywhere ?

Yes. It can be accessed from anywhere in a Laptop or Desktop. CEAAR is a complete online application with no local installation or storage.

Can we access CEAAR from Mobile ?

Yes. CEAAR is also having a mobile app with limited features. Even for mobile app users, web version using Laptop or Desktop is mandatory.

Can the web browser version be accessible from Mobile ?

No. It is not designed for smaller screens because of extensive functionality and huge data handling.

How long it will take to start using the application for business transactions, after registering the new company in CEAAR ?

It will take about few hours if you have all the relevant information handy with you. A check list of information is provided in Help documentation under On Boarding topic in General module.

Is CEAAR suitable for Indian taxation like GST and IT ?

Yes. It is made in India for Indian users. CEAAR is fully tax compliance enabled application.

Can an Auditor post entry in CEAAR ?

Auditor role is defaulted with complete access in CEAAR. While creating the access to Auditor, care should be taken to grant the required access only.

Are there separate read and write access in CEAAR ?

CEAAR does not have separate read and write accesses. If a role can read a transaction, it can also write a transaction.

How to grant only read access to a person in CEAAR ?

Access to Reports only will act as a read access. Reports do not have drilldown feature and hence user with only reports access will not be able to see the transactions

What is the importance of Location in CEAAR ?

Location is very essential part of this application where the Company is engaged in buying and selling of goods and rendering services. GST details are maintained at Location level.

What is branch, store and location in CEAAR ?

All are same in CEAAR. They are all referred to as Location in CEAAR. Every location is maintained with address and GSTIN number (if the company is GST registered)

What if we have multiple locations with in one state and one GSTIN ?

Each of the locations in the same state carries same GSTIN but different addresses as they are located

What is the difference between GSTIN at Company Level and at Location Level ?

A Company is always registered at an address. Please enter the GSTIN that belongs to that address. But at the same time, you have to create a Location for that Address and give location name and code and enter GSTIN accordingly.

How to maintain head office and branch office in CEAAR ?

Every office is a location in CEAAR. Naming these locations appropriately will help in identification

What is e-way bill ?

E-Way Bill is an Electronic Way bill for movement of goods to be generated on the eWay Bill Portal. A GST registered person cannot transport goods in a vehicle whose value exceeds Rs. 50,000 (Single Invoice/bill/delivery challan) without an e-way bill that is generated on GST eWay Bill Portal. In CEAAR, this service is optional and is a paid service. Prior registration is required for using this service.

Is Accounting done at Location level ?

Accounting is done at company level and not at location level.

Are there inter-company auto postings ?

No. Inter-company auto postings are not available. Separate entries need to be posted between inter companies manually.

Do we have to give GST information at the time of registering the company ?

Yes. There are 4 types of companies / businesses we can register in CEAAR. Details of these company types are given in Help documentation. If a company is having GSTIN, it should be registered as GST company in CEAAR. All the relevant screens are functionalities are tagged to this company. Wrong information given at the time of company setup in CEAAR will result in compliance issues with government authorities at a later date or at the time of filing various returns.

Can a non-GST company become a GST company in CEAAR ?

Yes. One time conversion is possible.

Is Product batches maintenance a must in CEAAR ?

No. It is up to the business practices of the company. Once a company is set up in CEAAR as Batches company, at every stage of product stock movement, batch details are stored and tracked.

Can a NO BATCH company become a BATCH company ?

No. If a company is setup in CEAAR as NO BATCH company, a lateral conversion is not possible.

How do we test the features of CEAAR or give a practice version to our staff ?

A Trial version can be requested from this website for learning, practicing, training, testing etc.

Can a consultant come to our company to setup CEAAR for us ?

CEAAR is a self-help application. It does not need anyone’s help in setup. Once we login for the first time, an onboarding workflow process is provided to fill in the information one by one. It’s a handholding process to enable companies to onboard the application in no-time. Please check the On Boarding documentation under Help section.

Do we still need HRM module if we don’t want to use any HRM functionality ?

Yes. Employee master is a minimum requirement, as this information is used for creating access roles in the company. Even if there are no employees in the company, at least owner name can be entered.

What is legacy application ?

Legacy application is the accounting application that is being used before using CEAAR

Can we upload Products from the legacy application to CEAAR ?

No. Products cannot be uploaded in bulk. We have to start creating the products one by one manually, because in CEAAR we are creating products with HSN numbers based on GST provided list.

Can we create a new UOM which is not there in the dropdown list ?

No. This list is from GST. If your business specific UOM is not in the list, ‘OTH-Others’ may be selected.

Can I add new accounts to Chart of Accounts at a later date ?

Yes. But, any new accounts created will not affect the already posted transactions.

Can I delete an Account that was created wrongly ?

No. Nothing can be deleted in CEAAR. But you can make an account inactive, so that no postings can be made to this account.

How to make voucher payments ?

Please use Payment vouchers under Accounts module.

How to record non-trade related cash receipts ?

Please use Receipt vouchers under Accounts module.

How do I pass a journal entry ?

Please use Journal Voucher under Accounts module.

How do I pass the entry for petty cash withdrawal ?

Please use Inter Bank Transfer under Accounts module

How do I record the rent collected with GST ?

Please use Incomes under Accounts Module.

Can I import a PDF file in Bank Statement uploads ?

No. Only excel files are allowed to be imported / uploaded.

Can I offset one employee advance to multiple expenses for reimbursement ?

Yes. Please use Expense Reimbursement under Accounts Module.

What happens when we run Year End function ?

The selected year’s (last year’s) closing balances are transferred to next year (current year)as opening balances

Can we run Year End immediately after the end of the year?

Yes. Care must be taken when selecting the Transferred Financial Year. It will simply overwrite the existing opening balances.

Can we run Year End multiple times ?

Yes. It can be run multiple times.

Do I need to use Goods Delivery Note all the time to generate e-way bill ?

No. It is not necessary, if it is not part of your business process. You can directly create Sales Invoice and generate e-way bill.

What if there is a change in GST rate of a product ?

You can change it by going into Product Master in Masters > Products/Services.

What if there is a change in Percentage of TDS for a Supplier ?

You can change it by going to Customer Master in Masters > Customers/Suppliers.

How to add a new bank account opened by the Company ?

Please go to Masters > Chart of Accounts, create a new Account, and select it as a Bank Account.

Can we record the bank account details of a Supplier ?

a. Supplier accounts are not stored in CEAAR. This is a redundant information in India because all the companies are advised to make online payments, and these details are stored in online banking account of your bank as a Payee.

How do we issue proforma invoice ?

Please use Sales Order function as proforma invoice.

Is using CEAAR online e-way bill generation a must ?

This is optional if you have another process already in place.

Can we use Payroll without using Leave management ?

Salary Master, Leave Management and Payroll are tightly integrated. If Leave management is not used, unpaid leaves cannot be deducted from employees’ pay.

Can we allocate leaves and use them without defining Holidays ?

Weekends, special weekends and public holidays are defined in Holidays. In the absence of this information, when employees apply for longer period of leave, even non-working days like weekends, special weekends and holidays are considered as working days and leaves are counted and cut for these days as well.