Create Company in BUSY: The first step involves creating a company profile within the software. This includes entering basic company information such as name, address, financial year beginning, and books commencing from.
Configure Company: After creating the company, the next step is to configure the company settings according to the business requirements. This might include setting up tax rates, currency, and other financial settings.
Create Masters: This step involves setting up the master data which includes accounts, items (inventory), and other necessary data that will be used across the software.
Record Transactions: Once the setup is complete, businesses can start recording transactions such as sales, purchases, expenses, and others.
View/Print Reports: BUSY Accounting Software allows users to generate various financial reports to analyze the business performance.
Customisation
Custom Fields and Forms:
Busy allows users to add custom fields within various data entry screens, enabling the capture of additional information relevant to specific business processes or industry-specific requirements.
Custom Reports:
Users can customize financial reports by modifying report layouts, choosing desired columns, adding or removing fields, applying filters, and saving customized report templates for future use.
Custom reports can be created to meet specific business needs, including custom MIS reports and data entry modules that are not provided in the standard Busy Software.
Voucher Types:
Busy allows the definition and customization of voucher types based on the types of transactions frequently performed. Users can create new voucher types and specify their formats, fields, and validations.
Invoice Design:
Custom invoice formats can be designed to meet specific business requirements. This includes basic invoice design, advanced designs like landscape, packing lists, export invoices, and modifications to existing invoice formats.
User Access Controls:
In a multi-user environment, Busy enables the definition of user roles and access controls. Different levels of access and permissions can be assigned to users based on their roles within the organization, ensuring data security and control.
Alerts and Reminders:
Users can set up reminders and alerts for important tasks, such as payment due dates and inventory thresholds, according to their business preferences.
Integration with Other Tools:
Busy supports integration with other business tools and systems, allowing for seamless data exchange and workflow automation. This includes integration with third-party APIs and other software platforms.
Custom API Calls:
Users can interact with any third-party API endpoint using authenticated Passthrough Requests, allowing for extensive customization and integration capabilities.
Custom Validation and Reports:
Custom validation rules and custom reports can be created to meet specific business requirements. This includes custom validation for data entry and custom reports for detailed financial analysis.
Add-ons and Extensions:
Busy offers a range of add-ons and extensions that can be customized to suit specific business needs. These add-ons include features like automatic payment reminders, customer loyalty programs, and sales tracking.
Customization Process
Understanding Business Requirements:
The customization process begins with understanding the specific needs, processes, and documents of the business. This involves close interaction with the customer to identify gaps that can be addressed through customization.
Development and Implementation:
Customizations are developed using Busy’s support for custom-built DLLs, XSLT, and the Busy Software Definition Language (Addon). This allows for the extension or modification of the default behavior of Busy Software.
Testing and Deployment:
Once the customizations are developed, they are tested to ensure they meet the business requirements and are then deployed within the Busy Software environment.
Additional Costs
Additional costs associated with Busy Accounting Software include setup fees, maintenance, and support charges. For example, SQL setup and port forwarding costs ₹900 (₹1062 with GST), data corruption repair ranges from ₹900 to ₹4500 (₹1062 to ₹5310 with GST) depending on the data size, and training sessions cost ₹1800 (₹2124 with GST) per 2-hour session. Other services like invoice designing, SMS configuration, and data conversion also have specific charges.
Training
Busy Infotech offers comprehensive training and support for new users through Busy Training Centres (Busy Academy). These centers provide in-depth training on the implementation and use of Busy Accounting Software.
The training includes understanding financial and business accounting principles, and successful candidates receive a BCA (Busy Certified Accountant) certificate. Support is available through email, help desk, FAQs, forums, phone support, and live online sessions.
Security Measures
Firewalls and Access Controls: The use of firewalls and access controls to safeguard data.
Authentication: Systems should have login IDs and passwords that authenticate the user, confirming that he is allowed to use the computer. Passwords should be changed periodically, and profiles can be set up giving certain users access only to specific modules.
Virus Protection: The importance of using anti-virus software, firewalls, and other security measures to protect systems from viruses and malware.
Backup: A standard security procedure with accounting systems is to back up data and save the backup in a safe place outside the office to ensure data can be restored in case of loss.
Physical Security: Measures to safeguard computer systems against losses and theft, including keeping systems and servers in a safe place and ensuring cables connecting accounting equipment are safe.
Data Loss Prevention (DLP): The use of DLP solutions to monitor and control the transfer of accounting information, helping to prevent sensitive data from being uploaded to cloud storage services or from being copy-pasted into unauthorized locations.
Securing Removable Devices: Implementing device control features that allow companies to block the use of peripheral and USB ports as well as Bluetooth connections to prevent data leakage through removable devices.
Employee Training: Educating employees about security best practices and the risks associated with phishing attacks and other common threats.
Updates
Automatic Update Mechanism: The software's built-in update mechanism ensures that users always have access to the latest features and security patches. This seamless update process helps maintain the software's compliance with the latest standards and enhances its security posture.
Scheduled Background Activities: The latest version of Busy Agent, for example, automatically performs scheduled background activities such as automatic data backup and cloud sync. This feature runs in the background without interrupting operations, contributing to the overall management and security of the software.
Data Ownership and Portability
Data Ownership: Busy is the sole owner and the lawful licensee of all rights to the software. However, users retain ownership of their data. This means that while Busy owns the software itself, the data entered and managed within the software belongs to the user.
Data Portability: Users have the ability to export their data in standard formats such as XML and CSV, which facilitates easy data portability. This allows businesses to migrate their data to other systems if needed.
Scaling Up / Down
Scalability: The software is available in different editions (Basic, Standard, and Enterprise) to cater to businesses of various sizes. Users can scale up by upgrading to a higher edition or adding more licenses and modules as their organizational needs grow. Conversely, they can scale down by reducing the number of licenses or downgrading to a lower edition if their needs decrease.
Flexibility: The software's cloud-based solution makes it easy to scale storage and licenses. This flexibility is particularly beneficial for businesses experiencing seasonal fluctuations or rapid growth.
Cost Implications: Scaling up or down may involve changes in subscription fees or additional costs for extra licenses and modules. Users should review their specific contract agreements for detailed terms and any potential costs associated with scaling.
The terms & conditions for contract renewal and cancellation
Contract Renewal
Subscription Model: Busy Accounting Software operates on a subscription model known as the Busy License Subscription (BLS). With an active BLS, users receive all updates (major and minor) at no additional cost. Upon BLS expiration, users can renew their subscription by paying an annual fee, which is approximately 20%-30% of the new license cost at the time of renewal.
Renewal Process: The renewal process involves paying the subscription fee before the expiration of the current BLS. If the BLS is not renewed, users will not receive further updates, but they can continue using the software with the last available release before the BLS expired.
Validity Period: The BLS is valid for one year (365 days) from the date of installation or upgrade. Renewal extends the subscription for another year from the renewal date.
Value-Added Services: An active BLS provides access to various value-added services, such as automatic E-Way Bill generation, GSTIN validation, and the Busy Mobile App. These services cease to be accessible after BLS expiration.
Contract Cancellation
Cancellation Policy: Users can cancel their subscription by not renewing the BLS. Upon cancellation, users will lose access to updates and value-added services but can continue using the software with the last available release.
Refund Policy: Busy Accounting Software follows a strict no-refund policy once a purchase is made. Users are encouraged to utilize the free trial period to evaluate the software before making a purchase decision. In rare instances, a refund may be issued within 7 days of purchase due to technical difficulties or platform incompatibilities, provided sufficient information is supplied to positively identify the purchase transaction.
Termination by Busy: Busy Software reserves the right to modify or terminate the software or any product offered through its website at any time without prior notice. This includes the right to refuse renewal or terminate support services if the service is used in an irregular, excessive, abusive, or fraudulent manner.
User Responsibilities: Users are responsible for maintaining the confidentiality of their account credentials and ensuring that all activities comply with the terms of use. Busy is not responsible for account administration and internal management of the services for users.
Dispute Resolution: Any disputes arising from the use of Busy Accounting Software are subject to arbitration, and users waive their right to trial by jury and participation in class actions.
Compliance
GST (Goods and Services Tax) Compliance:
Busy Accounting Software is designed to be fully GST compliant, allowing businesses to manage GST invoicing, filing of GST returns, auto-generation of e-way bills and e-invoices, GSTIN verification, and GST reconciliation.
It provides features for handling input tax credits, output tax details, and generating various GST reports and registers required for compliance.
TDS (Tax Deducted at Source) and TCS (Tax Collected at Source) Compliance:
The software supports compliance with statutory requirements such as TDS and TCS, enabling businesses to manage these tax deductions and collections effectively.
Local and International Accounting Standards:
Busy Accounting Software adheres to local and international accounting standards, ensuring that financial records and reports are maintained in accordance with accepted accounting principles.
Multi-Currency and Multi-Tax Capabilities:
The software offers multi-currency and multi-tax capabilities, facilitating compliance with regulations in different regions and enabling businesses to operate across multiple jurisdictions.
Data Security and Privacy Compliance:
Busy Accounting Software incorporates various security measures such as data encryption, user activity logs, audit trails, and role-based access controls to ensure data protection and compliance with security standards.
Statutory Reporting:
The software generates comprehensive statutory reports, including those related to taxes (GST, VAT, Excise, Service Tax), TDS, TCS, and other legal requirements, enabling businesses to maintain compliance with reporting obligations.
