If you need a reasonably-priced accounting system that can be used at your specific overseas subsidiary, Cloudia is a good choice. It can be introduced within quite a short period.
If you want to share the same accounting system with multiple affiliates in different countries, Cloudia will satisfy your need.
If you are looking for an ERP application for you and all of your group companies in any countries, your accounting infrastructure will be well developed with Cloudia.
Can we have our overseas subsidiaries use Cloudia?
Yes, of course.
Cloudia has been originally developed as a system for accounting operation at a Japanese company's overseas branches.
Various advantages of Cloudia (versatility, flexibility, customizability) are intended for such branch use, in order to conform to both the parent company's requirements and local legislation.
Which languages are available in Cloudia?
Full-version Cloudia is available in Japanese, English and Chinese (simplified) as the major languages.
Portuguese, Vietnamese, Indonesia, Thai and Chinese (traditional) versions are provisionally or partly available and now in use by certain users. Translations to these and other non-major languages are implemented in concert with our clients (or possibly with our future partners).
Is it possible to manage and integrate accounting operations of multiple overseas subsidiaries?
Cloudia has the functions for processing multi-company ledgers. Each entity can specify its functional currency (its national currency, in most cases) and customize some operations to conform to local legislation. The parent company can be authorized to access all group companies' ledgers (with a “single sign-on” function).
You can readily create consolidated statements based on your group companies' ledgers, with well-programmed functions for data transfer, code conversion and currency translation.
Can we use Cloudia in Japan, too?
The standard features of Cloudia cover JBA's electronic banking requirements, consumption tax processing and other operations required under Japanese accounting and tax legislation.
Cloudia is a recommendable ERP package for integrated management of all subsidiaries and branches, either foreign or domestic.
How much data can be processed in Cloudia?
It is not a matter of Cloudia, but depends on server specifications.
Cloudia is capable of processing even millions of journal entries per year, if you arrange a server or servers with sufficient specifications (CPU, memory, disk volume).
If you use Cloudia through cloud computing, you can easily adjust server specifications according to your business needs at any time.
What Cloudia can do
What are the major functions (menu components) of Cloudia?
There are three major modules for job costing accounting: GL, AP and AR. GL (general ledger accounting) is used for basic accounting operations. The simplest way to use Cloudia is introducing GL only. AP (accounts payable management) can process reconciliation, creation of payment entries by group and creation of payment instructions to be issued to banks. AR (accounts receivable management) can process reconciliation (manual or automated) and import the data on incoming payments.
In addition to these module-specific functions, each module is able to consolidate multiple companies' ledgers throughout the corporate group.
Interfacing these modules with any other external system can be made through item code mapping and batch processing.
What components constitute a journal entry processed in Cloudia?
Each journal entry is comprised of a journal entry number, accounting date, account heading, department code, counterparty code, project code, transaction management code and other components as needed by the company.
“Free Analysis Code”
There are ten fields left open, available for use for any purpose specified by the user. You may give any appropriate name to any of these fields and calculate balances for the figures input in these fields.
This field is available for recording any memo or comment. There are two description fields for each journal entry and five description fields for each journal line.
The quantity information for each accounting transaction can be entered here.
Information on planned payment dates or other related information can be registered as part of the journal entry information.
Does Cloudia incorporate the approval process for journal entries?
As the default setting, the three-step approval process is offered.
The step of preliminary approval may be skipped.
Can we easily create a journal voucher?
Some helpful tools and suggestions are presented, such as quick input assistance, voucher templates, copying of existing vouchers and others.
Is it possible to interface Cloudia with Excel?
When creating a journal voucher by means of Journal Voucher Creator, you can input data by copying and pasting a block of cells on an Excel spreadsheet.
Is it possible to download data from Cloudia into Excel?
Any tabulated data displayed on your screen can be downloaded onto an Excel spreadsheet as it is.
When using the “Customized Search” function, the data retrieved and extracted can be downloaded into Excel.
How are foreign currency transactions processed in Cloudia?
A journal entry for a foreign currency transaction is composed of a transaction currency, amount in the transaction currency, exchange rate and amount converted into the functional currency.
In other words, a single entity can operate and record transactions in various currencies. Each entity can designate its own functional currency and specify the manner of conversion of foreign currency amounts into the designated currency.
Exchange gains and losses are automatically computed at times of payments and at the ends of respective fiscal terms.
How is a transaction currency amount converted into the functional currency designated by each subsidiary?
There are three ways for conversion.
(1) Input an amount in a transaction currency only → Automatically converted at the applicable daily exchange rate registered in the exchange rate database
(2) Input a transaction currency amount and an exchange rate → Converted at this exchange rate
(3) Input both a transaction currency amount and a converted amount → This method is recommended when the foreign currency amount is predetermined for the purpose of currency exchange or VAT payment.
Can we use Cloudia for accounting on a consolidated basis?
By means of ledger-to-ledger transfer, journal entries created by respective subsidiaries can be integrated into one ledger. By incorporating adjustment entries in this integrated ledger, consolidated financial statements may be produced (depending on the volume of necessary adjustment entries).
It is also possible to export the data created by respective subsidiaries through Cloudia to a commercially available package for consolidated financial reporting.
What can we do for project accounting with Cloudia?
To enable accounting operations on a project-wise basis, Cloudia contains the standard features as follows.
• Cost accumulation and creation of various cost reports for each project
• Allocation of overhead costs and other common costs to respective departments or projects
• Allocation of budgeted costs estimated by each department to respective projects operated under its control
• Allocation of actual costs calculated by each department to respective projects operated under its control
• Calculation or journalizing of budgeted or actually recognized revenues for the projects operated by the percentage-of-completion method
• Automated transfer from construction in progress to cost of competed work
How does Cloudia work in the context of internal control?
Cloudia contains the features relating to internal control as follows.
<Access and authority control>
• The strict password management rules (e.g., mandatory password change) are adopted.
• It is possible to meticulously define user authorities, not just identifying the on-screen menus authorized to access, but also limiting the actions authorized to perform on respective screens.
• Operation logs are recorded and login audit trails can be viewed.
• Each journal entry bears the information about its creation date, creator, update date and updater.
<Batch processing management>
• Authorized users can operate batch programs, set scheduled batch operations and confirm batch operation logs.
• It is possible to limit users authorized to access respective batch programs.
In what way is Cloudia compliant with IFRS?
<Financial statements formats>
• B/S or P/L items can be flexibly reclassified or rearranged.
• Multiple display patterns can be registered, such as IFRS-compliant formats, Japan GAAP formats, etc.
<Prior year adjustment>
• It is possible to undo the closing status for a previous fiscal year, create and register correcting entries and recalculate account balances as of the end of this fiscal year.
• The parent company can create and retain ledgers compliant with IFRS and those conforming to its home country's legislation.
• Each foreign subsidiary can have ledgers compliant with its home country's legislation (in its local currency) and those compliant with IFRS (in any designated currency).
Can we continue to use our existing accounting system (journal entry system) along with Cloudia?
Cloudia allows automated creation of interface programs through mapping between the source data in an external system and the relevant interface table in Cloudia.
If the transaction data imported from the source system have not been created in the form of journal entry data, it is possible to journalize them using the journalizing program in Cloudia.
Can Cloudia import accounting data from the existing system used by a foreign subsidiary?
It may sometimes be more advisable to retain the existing system that the local staff is familiarized with. In this case, the data created or stored in the existing system can be imported to Cloudia.
How to introduce Cloudia
In what way is Cloudia introduced in most typical cases? How long does it take?
Client interview → Planning of database settings → Setting up a prototype system → Presentation, demonstration and prototype verification → Adjustment of settings → Data migration → Go-live
This process up to the go-live takes one or two months in general.
If we use Cloudia through cloud computing, how is the system operation environment constructed?
If you use Cloudia with Amazon Web Services (AWS), we can complete environment settings within a few hours through using configuration templates.
After these settings are completed, you have only to access a designated URL to log in Cloudia.
Is Cloudia introduced through a completely custom-made approach or are there any common patterns for initial set-up?
We have some database setting templates according to countries, industries and business types, which are particularly helpful when introducing Cloudia for a new entity.
However, when our client is going to switch from the existing system to Cloudia, the introduction work needs to be carried out with focus on seamless migration of existing accounting data and master data to a new system. This may require a client-specific approach.
Can we customize Cloudia to make it fit in with our business?
One of the concepts of Cloudia is that it allows flexibility and customizability that can adapt to common and global use in any line of business. Such customization work is part of “system settings,” without requiring system development work.
Of course, we are ready to undertake add-on development based on the client's needs, for example, incorporating the report formats or layouts specifically requested by the client or developing completely new module for a specific business process of the client using the framework of Cloudia.
We want training for our local staff...
We are ready to offer educational opportunities or training tools on a case-to-case basis, by such means as inviting your local personnel to video conference for discussions between both of the Client and TA&C or providing online or movie manuals.
Looking at most of our clients who have introduced Cloudia so far, the head office staff in Japan acquainted themselves with Cloudia first and then educated local staff by their own. This is probably because the head office staff also had to get familiar with the new system in order to carry out system introduction and accounting operations on the initiative and responsibility of the head office.
What is the best way to introduce Cloudia at multiple group companies?
Case 1: Launch at one entity as a pace setter, then followed by other entities
After launching Cloudia at one selected entity first, the issues to be addressed are identified and scrutinized and a full deployment plan for all other entities is drawn up. Then, Cloudia is launched all at once or in phases for the remaining entities.
Case 2: Simultaneous launch at all the group companies
Before introduction of Cloudia, our client and we draw up a comprehensive introduction plan and complete add-on development, if any. After that, Cloudia is introduced and launched in phases or all at once in the entire group.
Post-launch support or expansion
Will you support our operation after we have introduced Cloudia?
Our technical support is provided by e-mail in response to your inquiries sent to us by email. Support personnel are well acquainted with accounting operations and customized settings for respective clients.
As needs arise, Skype or other communication tools may be used for such technical support.
If we establish a new subsidiary after Cloudia goes live in our corporate group, is it possible to easily launch Cloudia in the new subsidiary as well?
Cloudia allows addition of a new accounting unit of any kind at any time, through copying the settings for an existing accounting unit where appropriate.
Establishment of new accounting units and closure of existing accounting units occur very frequently, in case of construction firms or other businesses operating multiple business establishments set up on a temporary basis (project sites, unincorporated joint ventures, etc.). For such clients, we provide templates customized for respective clients so as to enable them to readily register new accounting units by themselves.
System requirements and infrastructure
What are the system requirements for Cloudia?
Linux (Windows servers are available on a customization basis)
1.5 GB or greater
Available disk space
50 GB or greater
Oracle 10G or 11G
Windows XP or Windows 7
Internet Explorer 6, 7 or 8
Excel 2003, 2007 or 2010
* In general, Cloudia works in the environment in which Adobe Flash Player and Adobe AIR works.
What is the minimum transmission speed required for Cloudia?
If you are generally able to connect to the Internet without trouble, you can use Cloudia in your environment, but it depends on network conditions of your country.
Why not try connecting to the demo environment on our website and check the connection speed?
If you need our help to connect to the demo environment, please contact the Consulting Division.
Since Cloudia is a web-based application, I wonder if I can input data without being irritated...
Cloudia has a gadget called “Journal Voucher Creator.”
This tool is installed and operates in each user's PC.
Unlike typical web applications, this tool allows data input through the function keys, the Enter key and other keys on your keyboard and through the clipboard in your PC.
Is it possible to use Cloudia in public cloud computing?
In case of public cloud computing, we recommend Amazon Web Services (AWS) in light of cost, accessibility and experience and service know-how as the cloud provider.
Please explain the outline of security measures when Cloudia is used in the cloud environment.
Access to Cloudia is controlled based on the user ID and password given in Cloudia and the IP address. Access from outside the client's intranet is not allowed.
If desired, the mechanism using user authentication files can be additionally adopted.
In the context of our internal control, what is the implication of using Cloudia in the cloud?
If you use Amazon Web Services (AWS), you can rely on the fact that AWS security controls and practices are certified by third party certification organizations such as SAS 70 Type II and ISO 27001 (ISMS).
Can we use Cloudia as a stand-alone tool?
Yes, if it is installed in your PC.
(In this case, it may be necessary to consider preparing a remotely accessible environment to enable you to receive our technical support.)
About particular accounting operations
How can I create adjustment entries for period-end settlement?
One recommendable method is to set a checkmark (flag) in the specified checkbox for each adjustment entry. This setting performs automated creation of an entry to reverse the adjustment entry at the specified time after the period-end settlement.
This method can be used for annual settlement as well as for monthly closing operation.
When outputting a certain statement or report, you can choose whether to tally adjustment entries or not.
Can I delete a journal entry after it is created?
Yes, if its status is not “Final Approval.”
After final approval is given, the entry can no longer be deleted; in this case, you need to create a reversing entry (with the “Reverse” button) and issue a correcting voucher.
The person authorized to give final approval is recommended to output a list of both “Final Approval”-bearing entries and pre-approval entries and confirm account balances before giving final approval.
How should I process a currency exchange in Cloudia?
When creating a journal entry, you can input the amounts in multiple currencies, such as inputting both a transaction currency amount and a functional currency amount.
In your initial setting, you can choose a balance checking method: checking balances in transaction currencies or checking amounts converted to the functional currency.
Can I record quantities or volumes for accounting transactions?
Yes, each journal entry may have the information about the quantity or volume as the data underlying the amount payable or receivable.
(Looking at many actual cases, it seems that quantity information is usually contained in the data imported from external systems, rather than manually inputting quantities in Cloudia.)
It is also possible to create a journal entry from the quantity information.
Can I input a tax invoice no. for a VAT-taxable transaction?
Since there are 10 spare fields, users are free to set any additional components constituting each journal entry in those spare fields. You can give a name “Tax Invoice No.” to one of such fields and input tax invoice numbers there.
Can I output a report on journal entries sorted or selected as per specified rules?
On the screen for searching or viewing account balances, you can identify the journal entries that meet your specified condition.
In addition, you can register your specified search condition for subsequent use.
Can I compute the accounting data by segment?
You are free to define any segments, using a hierarchic structure, if necessary.
For this purpose, department codes or project codes given as the default attributes or spare fields as defined by you can be used.
We need to authorize our overseas staff to view the GL account master data, but we don't want them to edit those master data...
User authorities can be finely defined, for example, specifying whether accessible or inaccessible, whether view-only or edit, or whether authorized or not to operate each operation button on a specific screen.
Can we register the tax registration numbers of our vendors or customers?
Each of the major databases used in Cloudia (for account headings, subaccounts, counterparties, departments and projects) has four blank fields.
Such spare fields are available for inputting any attribute that you need to record and use as a control item.