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

TRANS-Account is accounting software
worth cultivating

Ryo Sekiguchi
Executive Officer Koyo Kaiun Co., Ltd.

Koyo Kaiun (based in Minato-ku, Tokyo, President: Fujio Sekiguchi) is an owner operator that continues to make progress with its main cargoes of palm oil and chemicals. The company is currently operating 17 vessels. Koyo Kaiun expanded to Singapore in 1996 and is currently aggregating its sales functions there. The Tokyo headquarters mainly functions as the administration department. We asked Ryo Sekiguchi, the Executive Officer, about the remarkable improvements in the company`s business environment connected to TRANS-Account from the frank point of view of the person in charge of accounting.

When we introduced the system, we had a dedicated specialist on hand to help

-- Please tell us the story behind your decision to introduce TRANS-Account

Mr. Sekiguchi: It was actually in March, 2009 that we firmed up our intention and signed a contract to introduce TRANS-Account. It was around this time that we felt that our existing accounting software, which was not specifically for the shipping industry, was reaching it limits for our business. We had long had the intention to change our system and our opportunity to introduce TRANS-Account came from participation in a seminar held by AIS. System experts from our company also participated and after that, we needed no time to decide to introduce the system and sign a contract.

-- What do you think of system operation in reality?

Mr. Sekiguchi:It didn`t take us long to sign a contract but, to be honest, we needed a fair amount of time to implement actual operation. There is no doubt that TRANS-Account is accounting software for the shipping industry but as we wanted to add more functions while running our existing software concurrently, it is a fact that, for our company, we had to do repeated customizations. We introduced TRANS-Account in 2010 but we ran it concurrently with our existing software and we have had no problems up to now.

-- Did you receive adequate support?

Mr. Sekiguchi:Until we got on track with TRANS-Account within the group, we had a dedicated specialist permanently stationed with us. Even now this specialist performs regular data back-ups by remote operation. Thanks to these back-ups, if we have some kind of problem on our side, AIS has the same data as we do and the time it takes to confirm and solve issues is greatly reduced.
We no longer have to call the person responsible, check the problem and wait a few days for a solution. One of the advantages of this software is that it is possible to operate it through a web browser.

Enhanced group account processing and search functions

-- What do you feel are the other merits of the system?

Mr. Sekiguchi: For example, from the staff`s point of view, the administrative load has been dramatically reduced. There has been a marked decrease in multiple inputting and checking tasks for the same details for transactions within the group which used to occur repeatedly. If we input the correct information once at the parent company, we can share these figures so the balance of credit and debt with subsidiaries always matches.


Furthermore, as we have a shipping management business in Singapore, we are incorporating journalization data from procurement systems that are input locally and performing receipt and expenditure tasks at headquarters. Through the daily procurement activities of the local subsidiary in Singapore, we can immediately understand how much of which substance has been procured by each ship.
I have also heard that the search function is very convenient. It is possible to freely search journalization, do bundle searches and search just with a monetary amount using management codes. It seems that it is possible to immediately identify which costs occurred with which counterparty and how these were journalized. Voucher templates and the copying function are also highly appreciated.

Constant grasp of previous month’s income and expenditure. Also takes on the role of personnel utilization.

-- What do you think about TRANS-Account from the point of view of management?

Mr. Sekiguchi: Since we got on track with TRANS-Account, we have been able to have a more timely understanding of the flow of income and expenditure every month. It used to take us around 2 months to complete monthly balance sheets so this difference is extremely significant in management terms. In particular, during the yearly financial settlement period, headquarters was busy collating its own figures and it was a fact that we found it difficult to get round to financial settlement for group
companies. However, now we are able to close financial settlement for group companies almost simultaneously.
It has become easier to make yearly financial settlement predictions in order to collate monthly balance sheets in a speedy manner. Our company has a high dollar income and it has become easier to ascertain what influence exchange rate fluctuations will have on financial statements.
We no longer have to concentrate financial tasks in the period before financial closing. With TRANS-Account, we are able to equalize accounting work.
Furthermore, as the accounting burden has been lightened with the introduction of TRANS-Account, staff are able to help with other tasks and there are more opportunities to learn other jobs.
The original customization was hard work but the feeling of those who work with the system now is that it is "accounting software which is worth cultivating." They also say, "We cannot return to the business environment that existed before the introduction of TRANS-Account. We wouldn’t want to, either". Not only have we been able to improve accounting efficiency, we also recognize that the level of contribution of TRANS-Account to our company is high in management decisions as well as the utilization and training of personnel.

Group Accounting Function The group accounting function makes it possible to input vouchers as single accounting units for the group company overall. If Special Purpose Company costs are paid up front by the parent company, a voucher for the parent company and a voucher for the SPC will be created simultaneously if a voucher is input by the parent company.

Group Accounting Function

The group accounting function makes it possible to input vouchers as single accounting units for the group company overall. If Special Purpose Company costs are paid up front by the parent company, a voucher for the parent company and a voucher for the SPC will be created simultaneously if a voucher is input by the parent company.

AIS CO., LTD.

Tokyo Head Office
4F Ochanomizu Union Bldg, 2-1-20, Kandasurugadai, Chiyoda-ku, Tokyo
TEL: 03-5283-5515

Kobe Office
Tatsumi Sannomiya Bldg. 6F, 4-1-38 Isogami-dori, Chuo-ku, Kobe-shi, Hyogo-ken
TEL: 078-232-1111

Singapore Branch
AIS MARITIME SOLUTION SINGAPORE PTE.LTD.
350 Orchard Road, #19-06 Shaw House,
Singapore 238868
TEL:(+65)6635-1959