TrueBook is a one of trusted the Financial Management System designed for Non-Profit Organization to manage their book keeping and financial management.

The TrueBook was introduced to the market in 2001 and continuously developing / adjusting the system as per need of the organizations and donor. 100+ organizations had used / are using this system. We thank them all to trust us and providing us for providing valuable inputs / feedback which encourage us to make the system up to this point. We are continually improving our system with their feedback.

The TrueBook cover almost all the features required for financial management / reporting of Non-Profit Organisations. Currently we are focusing on incorporating donor prescribed reports formats in the system. With this users can generate the donor reporting directly from system just in One-Click in donor prescribed format without any additional manual effort. The system already covered reporting format of following donor / organisation:

  • Save the Children Nepal
  • Plan International Nepal
  • SNV Nepal
  • Child Fund Japan
  • The Norwegian Association of the Blind and Partially Sighted (NABP)
  • Aasaman Nepal

We strongly believe that the TrueBook reduces workload of finance team in book-keeping, budget monitoring and reporting to donor and management. The system also enhances competence and efficiency of the finance team as well as automated the accounting and reporting will nominal manual effort.  

Features of the System

Nepali & English Date

  • The system maintains the date of transaction in both Nepali & English, and user can use any date system for transaction entry and generate report in both dates. 

Multi-Organizations accounting

  • The system handles / maintains financial transactions of more than one organizations.
  • Treats each organization data separately and generates reports of the each organization separately.
  • This features is useful when the organization need to maintain the financial data / reporting separately without mixing with the main organization data. This features will help to maintain financial data of Joint-Venture projects, to support small organization by maintaining their account etc.

Multi-Currency

  • The system maintained 3 currencies at the time of transaction booking:
    • Document(transaction) Currency,
    • Base (organization) Currency and
    • Reporting (Project) Currency
  • User can select the currency at the time of transaction booking
  • Base Currency need to setup at the time of organization Setup (One time setup at before transaction booking)
  • Reporting currency can be defined for project/s (One time setup at the time of project setup before transaction booking)

Multi-Donor

  • The system support both single donor funded project as well as multi-donor funded (basket-funding) project.
  • Reports can be generated donor wise.

Exchange Rate and Revaluation

  • For each currency exchange rate can be set for periodic wise or voucher wise or transaction wise (as per project setup)
  • Revaluation can be done in system for balancing accounts. System will auto calculate the revaluation figures and generate revaluation voucher.

Multi-Cost Centre

  • This features is very helpful to the supports the organizations which have offices in field and need to book the transaction from field or book the transaction field office wise.
  • Generates the reports of each cost center separately as well as consolidated reports.

Multi-Fiscal Year / Period

  • The system supports multi-fiscal (financial) year. This features addresses different fiscal year cycle of the donors.
  • Fiscal (Financial) year for the project can be set as per donor/reporting requirement.
  • 12 Periods (months) can be defined for each fiscal year.

Project Accounting

  • The system maintains all the transaction/Voucher cost-center and project wise.
  • Numbering of voucher/transaction is separately maintained for each cost-center (optional) and project as set in project setting.

Chart of Accounts (CoA)

  • The system maintains two (2) Chart of Accounts (CoA) and each CoA can go up to 4 levels. The accounts are categories into 7 account types (Income; expenditure; Assets; Liabilities; Advance, Bank and Cash, Exchange Difference).
    • Organization – Chart of Account

Based on this CoA, system generates consolidated reports for the organization. In the consolidated report, user can includes report for the organization. Project/Cost-Center/donor/period can be selected for the report.

This CoA can be setup with current NFRS (Nepal Financial Reporting Standards).

  • Project – Chart of Account

Based on this CoA, transactions are recorded in the system. System maintain separate Project CoA for each project. Budgets and Project expenditure are maintained in the system as per this CoA. 

Bank and Cash Account

  • The system treats bank & cash account separately and have addition attributes.
  • Bank reconciliation directly in system and generate bank reconciliation report  after entering bank statement in the system
  • Bank Statement can be import (copy-paste) from excel.
  • Supports to shared and dedicated Bank & Cash account/s for the project/s. For shared bank/cash account balance can be maintained/controlled for each project.
  • Minimum balance of cash/bank account can be set.

Budget / Budget Revision

  • System maintained both Project Budget as well as Annual Budget for each project.  
  • The budget is maintained in both currency: Base and Reporting Currency.
  • Annual budget can be maintained in Annual, Biannual, Quarterly or Monthly.
  • Budget revision can be done for both Total Project and Project Annual Budget. System maintained all version of the budgets (revision).
  • Any Budget version can be selected for report.

Booking Control

  • Transaction booking control in Cash/Bank Account: system will not allow to book transaction if the cash/bank balance is less than set minimum balance.
  • Expenditure booking control based on allocated budget: system will give alert if the cost for the budget-line is more than allocated budget and will not allow to book the cost if it is more than set allowable budget variance %. The budget control can be set either in project budget or annual budget.

Transaction (voucher) Entry / printing

  • User can enter all transaction in the system through transaction entry.
  • System support multiple Entry (Voucher) Types (Journal Voucher, Payment voucher, Receipt Voucher, etc.). Entry Types can be set as per need of the organization practice.
  • Once the user enter the voucher in the system. The voucher can be directly print for signing and approval.
  • Different voucher template (format) can be set for each voucher type of the project.
  • Once the transaction is entered in the system. User can generate reports after that.
  • Transaction can be imported from excel (copy-paste). Regular transaction (e.g. Salary payment and other regular payment) can be predefine in the excel file to minimized the workload.

Voucher posting / System locking

  • The system provide the features of voucher posting. Once the voucher is posted user cannot edit or delete the voucher. This protect user for unintentional delete and edit of the voucher.
  • Voucher can be unposted by Admin-Master user level only
  • Transaction booking can be locked up to specific date for each project to control back date booking.
  • For the completed project, status can be set to “COMPLETED” and system will not allow the any changes of the project (transaction, budget, etc.).
  • Fiscal Year can also be locked.

Open Line-Item Management

  • Allows to clear the settled advances and Liabilities (such as Advance to staff, TDS withholding, VAT refund, etc.) and can generate the report (Ledger & Sub-Ledger) with unsettled amounts.
  • For multi-currency: System automatically generate exchange difference voucher for any difference due to exchange rate.

Cost Area

  • This is additional dimension which allows user to categories expenditure of project area / location / donor expenditure code, etc.

Sub Ledger

  • This is additional dimension for any type of account for further detail of transactions.
  • Sub-Ledger can be considered as personal ledger as well as to record the expenditure of each staff/consultant/vendor, etc.
  • Sub-Ledger reports can be generated like staff advance ledger, debtor & creditor ledger, Staff PF Ledger, Salary etc.
  • Sub-ledger(s) can be assigned for Ledger-account dynamically.

Expenditure

  • This is additional dimension for expenditure account for further detail down.
  • Basically in the project accounting, expenditure heading are based on activities and it is allows challenging for finance staff to generate report base on expenditure type. With the dimension report can be generated base on expenditure type at project level as well as organization level.

Dynamic Header/Footer  

  • Header / footer for the report / vouchers can be set for each Project and also for organization.

Display ID/Code

  • Display ID/Code can be set for all master data as per need of organization or project or donor. Displayed ID/Code will be used in the reports.

Reports: 

  • Generate reports in both printable version and MS Excel.
  • Generated reports in MS Excel is with formatting & formula and ready to print format.
  • User have options to generate reports with Nepali date or English date.
  • All the reports can be generated in Base Currency or Reporting currency.
  • Dynamic filter option to filter the report data.
  • Reports can be generated project specific or consolidated.
  • One-click Donor Reporting: Generate the periodic reports for reporting in donor specific format on one click (donor specific).

Standard Reports:                                                                                                                    

  • Listing of master data
  • Voucher and Transaction Listing
  • Ledger reporting : General Ledger, Sub Ledger
  • Bank and Cash Ledger
  • Trial Balance
  • Matrix Trial Balance (consolidated) with separate column for each project.
  • Financial Statements :
    Income / Expenditure Statement & Balance Sheet
  • Advance Aging    
  • Periodical Statements 
  • Bank Reconciliation
  • Fund Accountability Statement (FAS) (with Project Budget /  Annual Budget)
  • Budget vs. Expenditure statements (with Project Budget /  Annual Budget)
  • Statement of Receipt and Expenditure (CASH FLOW)
  • Statement of Financial Position


Donor/Project Specific Report:

  • One of our main objective is to reduce the workload of system user. It is always good idea to generate report directly from the system for regular reporting (in prescribed format by Donor). In most of the cases the reports (prescribed format) are prepared manually using figures from system generated reports.
  • We put our best effort to design the report (prescribed format) on your request as per your organisation requirement / Donor requirement.

System Requirement for the system

  • Microsoft Office 2013 or higher version
  • Monitor/Screen: HD Ready (1280×720);
                           recommended : Full HD Screen(1920×1080)
  • 200MB free space (approx.)
  • NAS Server (or Dedicated file server) recommended for multi users

Data Security and Control

Database is protected by password. Only System user (created in the system) can access the program with their given login name and password. User can be created as per need of organisation and assign their role.

User can access the system within their define role. In the System there are 5 define roles for the user

  • Viewer             – can only view reports and data (for program staff & auditors)
    • Entry               – Viewer rights + data entry
    • Supervisor       – Entry rights + Budget entry, Exchange Rate entry, Sub-Ledger Add/Edit and voucher posting
    • Administrator   – Supervisor rights + master data setup/change
    • Admin-Master   –  Administrator rights + voucher unpost.

For each user Project/s and Cost Center/s can be assigned /activated. User can only access the activated Project/s and Cost Center/s. Please also refer “Voucher Posting / System Locking features for transaction security.

Data Backup

Data Backup can be taken by the use as an when needed/required. It is recommended to take the data backup in external storage device/location (pendrive or cloud space: one drive, google drive etc.) It recommended to take a data backup-once a week.

System takes data backup automatically once a week (Wednesday) at the time of login with day & month stamp at time of login.

Training / Orientation

We are conducting training / orientation online via Google Meet. For the training, we recommend 1 session per day (2-3 hours) this will allow the user to practice the learning. For the new user 3-4 session is required to cover full features of the system.

After Sale Support

We have been providing continues support to our clients from last 16 years. After sales service / support is one of the strong side as our support team also has knowledge of accounting / finance.

Our formal response time is within 2 working days, however average our response time is less than hour. We provide support remotely via phone / online (through AnyDesk).