Terms and conditions

Terms and conditions of service provision

These Terms and Conditions, together with the proposal or quote for services (Proposal), constitute the entire regulation between the Parties for the provision of the Contracted Services. OVAR ACCOUNTING SOLUTIONS (The Firm) Declares that it is a legal entity incorporated in accordance with current civil legislation, with registered office at Minerva 1174, Olimpia, Ciudad Juárez, Chih. CP 32370 with Federal Taxpayer Registry SCO2307113B7. That the firm has the knowledge, experience, personnel and structure necessary to provide the professional services requested. Declares means of contact; email info@ovar.com.mx.

Services:

El despacho se obliga a prestar sus servicios profesionales e independientes a El Cliente, consistentes en la propuesta o cotización de prestación o de servicio en las condiciones y términos precisados en el presente instrumento. El despacho se obliga a poner al servicio de El Cliente todos sus conocimientos y equipo necesario para el cumplimiento del servicio contratado. Los servicios no listados en la propuesta o cotización de prestación o de servicios estarán sujetos a un costo adicional. Trabajos adicionales se detallarán y acordarán por ambas partes.

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En caso de cualquier discrepancia entre los términos y condiciones y la propuesta, se acuerda expresamente que prevalecerán los descritos en la propuesta. En tal sentido, cualquier modificación, adición o especificación contenida en la propuesta tendrá prioridad sobre lo establecido en el presente contrato.

Office responsibility

El despacho asumirá la responsabilidad de pagar multas, actualizaciones y recargos derivados de omisiones y/o retrasos, así como de atender y resolver los requerimientos cuando se determine que la responsabilidad recae en el despacho.

Consideration:

Al momento de aceptación de esta propuesta, el pago deberá efectuarse a más tardar dentro de los cinco días siguientes de la aceptación de esta propuesta. 

Para los casos que el servicio sea por iguala; el pago a partir del mes siguiente deberá realizarse durante los primeros diez días de cada mes. Este pago no compromete el cumplimiento de obligaciones fuera del período de contratación. 

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La cuota mensual está sujeta a evaluación en caso de que la carga de trabajo original experimente un aumento. El cliente puede igualmente solicitar una disminución en caso que la carga de trabajo original experimente disminuciones. 

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Este acuerdo financiero se mantendrá vigente durante el año en curso.

Payment methods:

Por transferencia o depósito bancario a los siguientes datos:

Banco BBVA.

Cuenta 0120918903.

Clave interbancaria 012164001209189037.

Por deposito en tiendas de autoservicio a lo cual deberá solicitar línea de pago a su contacto comercial.

Pago con tarjeta transacciones dentro del sitio denominado Senhub se llevarán a cabo mediante la pasarela de pagos de OpenPay.

Privacy:

Los datos personales por usted proporcionados serán protegidos en términos de la Ley Federal de Protección de Datos Personales en Posesión de los Particulares y su Reglamento. Se pone a su disposición Respectivo Aviso de Privacidad en https://ovar.com.mx/aviso-de-privacidad para su consulta.

Termination:

Los servicios podrán darse por terminado en cualquier momento por las partes, previa notificación que por escrito se realice, por lo menos con treinta días naturales de anticipación, a la fecha deseada de terminación.

Description of services.

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Monthly Obligations:

Corresponde a la elaboración de los papeles de trabajo y presentar las declaraciones y entregas de acuse para las obligaciones listadas en la propuesta de prestación de servicios o cotización.

Accounting:

Nos comprometemos a elaborar el Estado de Resultados, la Balanza de Comprobación y el Balance General de cada mes, así como a garantizar la precisión del proceso contable mediante la detección y corrección de posibles omisiones o errores en la operación, la verificación de saldos y su correcta procedencia y cuadre.

Bank reconciliation:

The objective is to ensure that all financial transactions recorded in the company's books match those reflected in the bank, identifying and resolving any discrepancies that may exist. The client agrees to send the account statement no later than the 5th of each month.

Accounting Consulting:

The accounting consulting service aims to supervise and advise the client's internal staff to ensure the proper execution of their accounting processes. This includes verifying the preparation of the Income Statement, Trial Balance, and Balance Sheet, as well as detecting and correcting potential omissions or errors in the accounting records, ensuring the accuracy of the balances and their proper reconciliation.

For the proper execution of this service, the client is obligated to provide, in a timely manner, the policy records, auxiliary transactions, working papers, account statements, and all accounting documentation necessary for the analysis and reconciliation of the information. Failure to submit these documents in a timely manner may affect the quality and scope of the review, and any omissions resulting from this lack of information remain the client's responsibility.

Payroll Administration:

El patrón deberá entregar Aviso de Registro Patronal ante el IMSS, Tarjeta de Identificacion Patronal, Registro Estatal Patronal y accesos al IDSE, SIPARE e INFONAVIT Patrones. La tramitología para los documentos mencionados no esta incluida y requiere cotización independiente para la su obtención.

1. Elaboración y cálculo de nóminas, que comprende:

   1. Plantilla de empleados Numero # de empleados según propuesta.

   2. Registro de incidencias: altas, bajas, modificaciones de salario, faltas, vacaciones, permisos, incapacidades, horas extras, festivos trabajados, recibo de nómina, contrato de trabajo básico, simulación de finiquitos, aumentos de salario, altas e impuestos.

   3. Cálculo de finiquitos.

   4. Semana normal de 7 días con percepciones adicionales como premios de puntualidad, asistencia, excelencia, prima dominical, bonos, horas extra, caja y fondo de ahorro.

   5. Descuentos incluidos: ISR, IMSS, Descuento Infonavit (se necesita entregar hora de retenciones), ajuste de ISR anual, caja y fondo de ahorro.

2. Elaboración de contrato individual de trabajo (machote sin cambios).

3. Envío de la lista de raya y los recibos de nómina por correo electrónico.

4. Gestión de la dispersión de la nómina a través del proveedor proporcionado por el cliente. 

5. Costo por empleado adicional de 250 pesos.

6. Nóminas extraordinarias, aguinaldo y reparto de utilidades.

7. Declaración anual de Autodeterminación de prima de riesgo DAPSUA en febrero de cada año.

8. Servicios legales en materia laboral no incluidos, sin embargo, se pueden emitir recomendaciones sobre temas laborales para minimizar riesgos, basadas en experiencia y conocimiento personal, sin comprometer al despacho en ninguna forma.

9. Confrontación IMSS incluida.

Employer Responsibilities:

It's important to note that, as a Patron, you have certain responsibilities that must be fulfilled to ensure the effectiveness of our services. These responsibilities include:

1. Provide information on incidents, registrations, and cancellations at least one business day in advance of the requested delivery date.

   1. To apply for registration, you must submit tax proof and registration documents, including your Social Security number, registration date, and daily salary.

   2. To request a leave of absence, you must provide the date and reason for the leave.

2. Maintain fluid and timely communication with our team to resolve any questions or issues that may arise during the payroll management process.

IMSS confrontation:

Proceso mediante el cual se revisa y compara sus registros internos de nómina y aportaciones con los registros y declaraciones presentados ante el Instituto Mexicano del Seguro Social (IMSS). El objetivo es asegurar que todas las aportaciones y cuotas obrero-patronales estén correctamente calculadas, declaradas y pagadas, cumpliendo con las obligaciones legales y evitando sanciones por diferencias.

SIROC:

The Construction Works Registry based on contract receipts. This system aims to record and monitor construction projects carried out in the country, as well as ensure compliance with labor and safety regulations in the construction sector.

REPSE:

Registro de los contratos celebrados por cada cuatrimestre del año a más tardar el día 17 de los meses de mayo, septiembre y enero del IMSS e INFONAVIT

1. Informativa de Contratos de Servicios u Obras Especializados (ICSOE)

2. Sistema de Información de Subcontratación (SISUB)

Accounts Payable Management:

Administrar, gestionar y controlar los pagos de la empresa a sus proveedores y acreedores de manera eficiente y precisa. Este departamento se encarga de verificar y procesar facturas, asegurar que los pagos se realicen dentro de los plazos establecidos, y mantener un registro detallado de todas las transacciones financieras relacionadas con las cuentas por pagar. 

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Además, busca optimizar el flujo de caja, evitar pagos duplicados o erróneos, y mantener buenas relaciones con los proveedores al cumplir con las obligaciones financieras de la empresa.

Accounts payable activities:

1. Reception and Verification of Invoices:

Receive invoices from suppliers.

Verify that invoices comply with legal and contractual requirements.

Confirm that the goods or services have been received under the agreed conditions.

1. Payment Approval:

Obtain the necessary internal approval to make the payment.

Review and reconcile discrepancies between invoices and purchase orders.

1. Payment Scheduling:

Plan and schedule payments according to the terms agreed upon with suppliers.

Prioritize payments to take advantage of early payment discounts or avoid interest on late payments.

1. Payment Issuance:

Execution of payments by electronic transfers or online payments.

Ensure that payments are made on the established date.

1. Account Reconciliation:

Reconcile accounts payable with supplier statements.

Resolve discrepancies and manage claims or disputes.

1. Record Keeping:

Archive invoices and payment vouchers.

Maintain accurate records of all accounts payable transactions.

1. Communication with Suppliers:

Communicate with suppliers to confirm payments, negotiate deadlines, or resolve billing issues.

Maintain a positive relationship with suppliers.

1. Report Preparation:

Prepare reports on the status of accounts payable, including balances and due dates.

Provide relevant financial information to management.

1. Tax and Regulatory Compliance:

Ensure that payments comply with tax and legal regulations.

Withhold taxes or make deductions when necessary.

1. Cash Flow Management:

Monitor and forecast cash flow needs related to accounts payable.

Collaborate with the treasury department to manage payments efficiently.

Requires the client to provide access to electronic banking for the execution of the

commitments or, where appropriate, a daily report of banking operations for the bank manager to execute.

Accounts Receivable Management:

Manage and optimize the collection process for the company's credit sales, ensuring that payments are received in a timely and efficient manner. This department seeks to minimize the number of outstanding accounts and reduce the collection period, which contributes to maintaining a healthy cash flow for the company. It also works to reduce the risk of bad debts and maintain positive customer relationships through clear communication and proper credit management.

Accounts receivable activities:

1. Issuance of Invoices:

Generate and send invoices to customers for goods or services provided.

Ensure invoices are accurate and comply with the terms of the contract or agreement.

1. Payment Tracking:

Monitor outstanding accounts receivable and track payment status.

Make calls or send reminders to customers to ensure timely payment.

1. Account Reconciliation:

Reconcile accounts receivable with customer account statements.

Resolve discrepancies and manage complaints or disputes with customers.

1. Report Preparation:

Prepare reports on the status of accounts receivable, including balances, maturities, and delinquency rates.

Provide relevant financial information to management and other departments.

1. Customer Relationship Management:

Maintain clear and professional communication with clients to resolve billing or payment issues.

Work with the sales department to align collection strategies with customer expectations.

1. Tax and Regulatory Compliance:

Ensure that collection operations comply with tax and legal regulations.

Issue and deliver tax receipts in accordance with applicable regulations.

1. Cash Flow Management:

Monitor and forecast cash inflows related to accounts receivable.

Collaborate with the treasury department to ensure adequate cash flow.

Inventories:

Optimize administrative inventory management to ensure processes are carried out efficiently and in accordance with industry best practices. We focus on designing and implementing strategies that allow our clients to maintain optimal inventory levels, reduce associated costs, and improve accuracy in inventory recording and control. Through an analytical and proactive approach, our goal is to support companies in the effective management of their inventory, ensuring that administrative procedures are robust, reliable, and aligned with the organization's strategic objectives.

Activities of the Inventory Consulting Service:

1. Inventory Process Evaluation:

Review current inventory management procedures to identify areas for improvement.

Evaluate the efficiency of administrative processes related to inventory management.

1. Inventory Strategy Design:

Develop strategies to maintain optimal inventory levels and minimize associated costs.

Propose systems and methods to improve accuracy in inventory recording and control.

1. Implementation of Management Systems:

Provide advice on the selection and implementation of appropriate inventory management systems.

Configure procedures for integrating these systems with the company's daily operations.

1. Development of Control Policies:

Establish policies and procedures for inventory control, including loss prevention and obsolete product management.

Implement mechanisms for detecting and correcting discrepancies in inventory records.

1. Monitoring and Evaluation:

Monitor the performance of inventory processes to ensure their effectiveness.

Conduct periodic analyses and audits to identify and address any deviation from established policies.

1. Advice on Returns Management:

Provide guidelines for efficient management of returns and inventory adjustments.

Provide advice on coordinating with suppliers for the proper handling of returned products.

1. Inventory Performance Analysis:

Evaluate inventory performance through key metrics such as turnover and carrying costs.

Provide recommendations to improve the efficiency and profitability of inventory management.

1. Regulatory Compliance and Continuous Improvement:

Ensure that inventory management processes comply with current regulations and standards.

These consulting services are designed to support companies in administrative inventory management, ensuring that their procedures are effective and aligned with their strategic objectives.

Investment in software and training expenses not included in the service.

The client requires having personnel on site for the operation, reception and capture of inventory.

Annual Declaration:

The annual declaration carries an additional cost of 50% of the monthly balance, provided the business relationship has not ended.

Billing:

To issue invoices to individual customers, it is necessary to provide the recipient's tax receipt, payment method, and sales note (or, where applicable, the price and description of the product or service) by the means agreed upon by the parties.

Financial/Tax Consulting:

The financial and tax advisory service refers to a one-hour meeting per month (additional advisory hours are charged separately). Calls and emails with questions are not considered advisory services but rather consulting services and are not limited to these services. Our advisory commitment requires us to resolve questions or concerns regarding the SAT and other institutions involved in the company's operations regarding tax matters, as well as any requirements that may arise. The firm does not cover the resolution of requirements that are beyond its responsibility or due to omissions or errors on the part of the client.