Accounting Information System for Shipping Companies
TRANS-Account Introduction Case Study Interview

We are achieving more than satisfactory business improvement effects despite non-customization and short introduction time

Mr. Masatoshi Hirano, President

 Daiichi Chuo Naiko Kaisha, which is a 100% subsidiary of Daiichi Chuo Kisen Kaisha, handles coastal transportation and ship management focusing on the ship owner business. The company's main cargo is cement and it currently manages a fleet of 13 ships including those of its overseas subsidiaries. We got to the bottom of President Masatoshi Hirano's fresh point of view on the appeal of TRANS-Account.

"This is the one!" This was the decision of our accounts manager who learned about this system

-- Three years have passed since you introduced the accounting system, TRANS-Account.

Mr. Hirano:  We started using the system in October, 2011 and it was already in operation by the time I was named president in 2012. I have only heard about the introduction of the system from our accounts manager but I recognize that our on-site business efficiency has improved remarkably since we introduced TRANS-Account.

-- Please tell us about this in more detail.

Mr. Hirano: It was our accounts manager, Mr. Izumi, General Manager of General Affairs Department, who specifically promoted the consideration of introducing the system. He was originally a sailor and someone who was very knowledgeable about the system. When he was a sailor, he acquired a pocket computer on his own initiative and used it to do complex and troublesome calculations during loading and unloading. Before we introduced TRANS-Account, Mr. Izumi was doing our accounting work with his own independently-developed in-house program and manpower. Along with only 1 other employee, he was handling the accounts of 4 companies including overseas subsidiaries on the dollar standard in addition to his other duties.
Business was turning over but there was a tendency towards overwork and taking the establishment of a business environment aimed at the next generation into consideration, we needed to introduce specialized software.
However, ordinary accounting systems did not have enough account titles and management items and this was not satisfactory for a maritime company. We did not want to spend a vast amount of money on customizing. We were having difficulty finding something suitable when an AIS salesperson came our way. When Mr. Izumi heard about the product, he decided, “This is the one!” Information about the system was attached to the in-house circular and the decision to introduce it was taken.

-- Did you have any problems in introducing the system?

Mr. Hirano: When we were in the process of building master data, there was a partial defect in the data that we submitted and it appears that we had to correct the errors one by one after operation had started but that was the only problem. Apart from this, everything was fine. We ordered the system in August of 2011, it took less than a month to organize the master data and operation started from 1st October so introduction was completed in the short period of 2 months.

Easy to understand and operate, even for beginners

-- How do the people working with the system feel about it since its introduction?

Mr. Hirano: First of all, operations can be performed on the internet so it is convenient. As we use firm banking (internet banking with banks), it is possible to remit directly from our accounting system. We used to have to manually input printed out details onto remittance slips but now there is no concern about input mistakes and the workload has been greatly reduced. In addition, as the system is compatible with foreign currencies, it is possible to remit both domestically and internationally.
As detailed account titles can be set for maritime companies, the creation of financial statements is extremely smooth. We used to have to check account title details one by one and there were pages and pages of these but now it has been transferred to Excel spreadsheets and this work is much easier.
As our company is a consolidated subsidiary, we have to regularly submit financial statements to our parent company but we are able to create documents for submission in an extremely short period of time. Overtime in General Affairs Department is down to zero or maybe one hour a day even just before the end of an accounting period.
This may be a small thing but I have heard that the burden of inputting work has been alleviated such as being able to create individual slip templates and just change the figures.
Furthermore, I heard that the system is easy to understand and operate even for beginners such as new employees. As well as being simple to search for clients, etc., there is no concern about clicking a wrong button and getting lost in the middle of an operation.

We use TRANS-Account as back data when determining charter hire

-- What about other utilization methods?

Mr. Hirano: Business analysis has become easier. When considering income and expenditure in the ship owner business, revenue from charter hire comes in once a month. The more important thing is expenditure and by managing and analyzing it in detail, the result of the analysis sis used to determine charter hire. In the case of our company, "vessel", "counterparty" and "remarks(*)" can be set in TRANS-Account management code and it is possible to understand the counterparty and the payment amount by the vessel and route. If the source data is correct, there is no need to confirm every single thing when creating documents or slips and the burden on the management side is reduced.
We are using a non-customized version of TRANS-Account but we are achieving more than satisfactory effects at present. In any case, TRANS-Account is a user-friendly software and easy to use for business analysis, too.
(*income and expenditure management items are uniquely registered in the master file)

● INPUT Image
 Vessel, Remarks(income and expenditure management items) are selected from the master and crew expense is calculated.

● OUTPUT Image
 Crew expense list is output by the vessel or remarks

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