Sampler Fp New Is

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Information Systems Replacement

Request for Proposal


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Information Systems Replacementgantthead.com Proposal Request for Proposal

Contents

2007 gantthead.com 2


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1.1.1. Introduction

1.2. Purpose of the Document

This Request for Proposal (RFP) is in response to s needs and

contains specific requirements to be met by the vendors proposed solution. Theobjective of this project is to select and implement a new information system to addresss current and future financial, trading and distribution operationsneeds.

This system will provide personnel with the necessary information tosupport the daily operations and management of the business and meet their informationrequirements for the future.

Time-scales for vendor selection are very aggressive, with the objective of completion ofimplementation in the by . There will be a roll out to the other companies in during .

The solution should support the business processes of and(later) the remaining countries either directly or through the vendors use of a third-partysolution. In addition, the system will need to interface with the newly installedWarehouse Management System (WMS) in a real time mode.

Vendors have to respond to the price component of this RFP to the following:

Software Acquisition and Installation

Server Hardware Acquisition and Installation

Implementation Services

The vendors are required to review this document and submit their response as per theschedule included in this document.

1.3. Confidentiality

This RFP, plus any other documents released, information provided, discussions, etc.,as part of the selection process, are strictly confidential and should not be divulged toanyone who is not directly involved in preparation of the response. Additionally, allinformation within this proposal or gained during the RFP or other processes will remainconfidential by the vendor. No information or publicity will be allowed to any third partyunless specific written authorization is obtained from .

It is a condition of this RFP that the information provided herein is for the purpose ofallowing vendors to submit proposals to . It may not be used in anyother context nor revealed to any other party not directly involved in the submission of aproposal in accordance with the terms of the specification.

1.4. Terms and Conditions of the Proposal

1.4.1. RFP Responses

The closing date for receipt of proposals is:



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Response to the RFP shall be delivered to:

The proposal should be clearly labeled:

Proposal to for the Supply and Implementation of a NewInformation System

A Vendor Submission Form will be submitted together with the RFP. Anelectronic copy of this document called (Microsoft WordVersion 98) is included as part of the RFP pack for this purpose.

management reserves the right to accept or decline lateproposals at its absolute discretion.

The proposal should include the name of the person to whom may address any questions relating to the proposal.

Respondents should provide four complete copies of the proposal. Only two

copies of any accompanying documentation are required. One electronic versionof the proposal in Microsoft Word (Version 98) is required, plus one electronicversion of the Microsoft Excel (Version 98) cost worksheet.

should be contacted for supplementary information relating to thisRFP via the above contact details. All requests should be written. E-mail isacceptable.

reserves the right to distribute any questions with s reply to any vendor if it deems appropriate.

1.4.2. Preparation of Responses

The preparation and submission of the proposal shall be made without obligationto acquire any items included in the proposal, or to discuss the reason why theproposal is accepted or rejected. will notify acceptance orrejection in writing to the vendor.

The requirements specified in this RFP reflect those presently known. reserves the right to vary, in detail, the final requirements.

will not be responsible for or pay any expense incurred in thepreparation of any proposal or in s evaluation of it.

may require that all or part of the successful proposal beincluded in the contracts.

All prices shall be consistently in US dollars and all unit prices, charges andtotals should be inclusive of tax.

Respondents should provide a clause by clause response to the RFP asspecified.

General information, which is not specifically requested, should be attachedseparately and clearly labeled "Supporting Material".



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1.4.3. Contract

This document does not constitute an offer to sell, or a solicitation of an offer topurchase.

reserves the right to accept all or part of the proposal.

requires that contracts covering the provision of services andequipment requested in this RFP be negotiated to the satisfaction of.

All vendors are required to acknowledge that they agree to the conditions set outin this section.

1.4.4. Business Background

1.5.

1.6. Operations

1.6.1. Current Systems

The following is sample language to show you how to describe each of your currentsystems, what it does, what it covers, where it is and what it consists of.

New Branch Operations System (NBOS) This is the current Trading and Distributionsystem. It uses Informix 5.1 and running under a HP 9000 Unix operating system formetro operations and individual PC Server based SCO Unix for suburban sites.

The Trading and Distribution system covers the following:

Sales Order Management

Inventory Management

Purchasing

Accounts Receivable

Replenishment

FAMAS System 21 (Financial System/General Ledger) This is the current financialsystem. It runs under an AS/400 model 600 located in Corporationsdata center in . Users are connected to the machine via leased line.

Nationwide Consolidation System This is a internally developedsystem used for consolidating all NBOS transactions and provides nationwideconsolidated reports. In addition, it also serves as the interface between the NBOS



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transactions and System 21. Currently, is building a similar system inInformix to replace this system so as to be independent from . This isexpected to be up and running by .

The functionalities of the Nationwide Consolidation System are the following:

Consolidation of Sales and Accounts Receivables

Automatic email of report to principals

G/L Interface

Warehouse Management System (WMS) This is the current system being used to runthe warehouse. It is running on a Windows NT and using SQL Server 7.0. The WMSwas just recently implemented and covered the warehousing functions formerly handledby NBOS. Now it interfaces with NBOS through flat file (with fix data field length) uploadto synchronize and maintain data integrity on both systems.

The Warehouse Management System covers the following:

Pre-advice

Goods Receipt

Put-away

Stock Allocation

Replenishment

Loading, Dispatch, and Proof Of Delivery

Returns

Transfer Orders

Housekeeping/Maintenance

Reporting

Third Party Distribution System (TDIS) This is the system used to capture and report

sales from sub-distributors. This system is built using Visual Foxpro and runs onWindows NT/95. Data files from Quickbooks coming from s sub-distributor are uploaded to TDIS and sales reports are generated and given tocorresponding principals.

Assorted stand-alone systems created in Visual Foxpro running on Windows NT. Thesesystems support the various financial and human resources aspects of the business.These systems are as follows:

Expense Reimbursement Monitoring



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Head Office Expense Reimbursement Monitoring

Medical Reimbursement Monitoring

Branch Company Policies & Operating Procedure System

Company Policies & Operation Procedure System

Branch Cash Receipts & Deposits Monitoring System

Value Added Tax Monitoring System

Expanded Withholding Tax Monitoring System

File Indexing & Locator System

Human Resources Information System

On a regional perspective, the trading and distribution system being used in sevendifferent countries where is present are the following:

Application Platform

GDS AS400

MXP HP/Unix

MXP HP/Unix

MXP HP/Unix

ILS AS400

NBOS HP/Unix

FITS in 4/99 Windows NT

1.7. System Interfaces

List all systems to be impacted and/or replaced. Detail interfacing requirements. See oursample wording below.

The objective of this Information Systems Replacement is to select an appropriateapplication package to replace the NBOS that is the Trading and Distribution system.

Apart from this, other systems will also be impacted or replaced depending on thecapability of the package. These systems are the (1) JBS FAMAS System 21 (FinancialSystem/General Ledger), (2) Nationwide Consolidation System, and various stand alonefinancial systems.

The NBOS system interfaces with the WMS. These interfaces should be handled by thenew information system. Currently, the information passed to and from NBOS and WMSconsists of the following:

NBOS to WMS:



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Shipment Orders

Purchase Orders

Item Master Updates

Invoices

Stock Transfer to Principal

Transfer Order

WMS to NBOS:

Receipt File

o Receipt from Principal

o Receipt from Branch

o Returns

Adjustments

o Internal Adjustments

o Returned Receipts Adjustments

o Stock Transfer to Principal Adjustment

o Transfer Order Adjustment

o Inter-Warehouse Transfer Quantity Management

The NBOS system currently has interfaces with the Nationwide Consolidation Systemand with the FAMAS System 21 (Financial System/General Ledger). It is required thatthe new information system replace the FAMAS System 21 (Financial System/ GeneralLedger) and Nationwide Consolidation.

Currently, the information passed from NBOS to Nationwide Consolidation System toFAMAS System 21 (Financial System/ General Ledger) consists of the following:

NBOS to Nationwide Consolidation System:

Inventory

Sales

Accounts Receivable

Cash Receipts



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Nationwide Consolidation System to FAMAS System 21 (Financial System /GeneralLedger):

General Ledger Interface

Inventory

Sales

All the files being uploaded are in flat files with fixed data length format. It is alsopossible that TDIS might be replaced by the new information system. Therefore, aninterface has to be developed to upload Quickbooks data file to the system. Anotherpossible interface in the future is General Ledger (G/L) consolidation from differentcountries. This allows the ability of the system to remotely upload G/L data from differentcountries, consolidate it at one location and generate company-wide financialstatements.

1.8. Hardware Environment

Describe your current hardware environment, including servers, networks, platforms,etc. Note our sample wording for ideas.

The current hardware environment is comprised of a number of PCs, Unix servers,Windows NT file servers, a Local Area Network (LAN) and a Wide Area Network (WAN).

The standard PC configuration used by is a 32 MB RAM with an IntelPentium processor. The existing PCs are a mix of Compaqs and Packard Bells.Windows NT and Unix File Servers are running on IBM, Compaq and/or HP.

All LANs use Windows NT 4.0 as the Network Operating System and are based on

Ethernet/UTP cabling. The WAN was implemented by connecting all the LANs usinghigh speed (64 KB) leased lines, backed up by ISDN (128 KB) connections. The Hubs,switches and routers are all standard equipment from Bay Networks, Cisco and Xyplex.

1.9. Office Automation

The standard office automation product of is Microsoft Office.Therefore, the new information system needs to interface with the Microsoft Office suite.

uses Microsoft Outlook for messaging. This is currently connected tothe companys frame relay network.

1.10. Transaction Volumes

:

Average No. of Invoices per Day 280

Average No. of Lines per Invoice 12

Average No. of Purchase Orders per Day 54

Average No. of Check Vouchers Generated per Day 41



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:

Average No. of Invoices per Day 1000

Average No. of Lines per Invoice 4

Average No. of Financial Transactions per Day 2750

1.10.1. System Scope

The system functionalities that is looking for is categorized into thefollowing:

Front Office

Sales Force Automation

Customer Inquiry

Customer Relation

Marketing and Promotions

Reporting and Analysis

Distribution

Order Management

o Order Entry (Web-Enabled)

o Order Processing (Discount, Promotion)

o Credit Limit Evaluation

o Order Tracking (Web-Enabled)

o Reporting and Analysis

Invoicing

o Debit Invoice

o Credit Invoice (Customer Return)


Purchasing

o Purchase Plan

o Purchase Order

o Consignment

o EDI Support


Inventory Management



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Requisition

Inventory Transaction

Item Maintenance

Inventory Control (Stock Management)


Financial Management

Accounts Receivable

Accounts Payable

General Ledger

Fixed Asset

Pricing and Costing

Budgeting

Cash Management

Multi-Currency Management


Human Resource Management

Payroll Administration

Recruitment

Employee Development

Skills and Qualification



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1.10.2. Statement Of Business Requirements

1.11. Sales

Note:

SD Standard Requirement is standard to application software no modification needed.

MC Moderate Change Application software will satisfy this requirement with moderate modification (to be

accomplished within two days)

SC Significant Change Significant customization (beyond two days) is needed to satisfy the requirement.

No. Requirement Description SD MC SC Comments

General

1. Each salesman (or a group of salesmen) has a

specific code assigned to a specific customer,

specific region/area and specific product. A

product (or category of product) is assigned to

more than one salesman and distributed to

more than one customer.

2. Salesman Classification to at least three levels

Sales Force Automation/Customer Relation3. Customers/salesmen can place orders by using

a common web-browser (the system has an

order entry screen on an internet based format)

4. The system should be able to suggest delivery

date on the order entry screen. The estimate

date of delivery can be override (The system

has facility to set up a customer, link up to pre-

specified lead times.)



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5. A separate function where a suggested order

quantity will be calculated based on the

historical sales of a customer. This facility will

be available to both the salesmen and

customers use.

6. Customers/salesmen can keep track the order

status by using a common web-browser, as it

goes into processing, picking and delivery

7. The system has facility of order

acknowledgment

8. The system should have ability in which a

salesman can access specific information that

only applicable to his or her assignment

(dedicated customer), also remotely using a

web browser. This online query should be able

to provide information such as :

Historical purchases of the customer

Account receivable performance of the

customer

Credit status per customer

Complaint, inquiry and request

Historical sales of the customer

Customer Inquiry

9. The system has functionality to log any

customers inquiry and assign ownership to

their dedicated salesmen

10. Each Inquiry has each status (e.g. solved,

unsolved)

11. The system should be able to separate each

inquiry as:



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Inquiry

Complaint

Request (e.g. request for returns pick-up)

Sales Target Maintenance

12. Sales Target/Forecast Maintenance based on

the following:

Sales Group

Salesman

Principal

Product Classification

Product

Customer Class

Customer


Sales

13. Sales Reports (Month to Date, Year to Date,

Daily)

in units

in tons

in dollars

in tons and dollars nationwide

in tons and dollars regionally

By Salesman (both in dollars and tons per

line)

By Area (both in dollars and tons per line)

By Region (both in dollars and tons per line)

By SKU



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By Total Product Category

By Principal

National Total

14. Sales order history can be kept for user defined

period

15. Daily item review update

16. Sales vs. Targets (weekly update per salesman

per line)

17. Revise invoice register by customer showing

the out of stocks

18. Sales by Channel by Salesman by SKU by

Region

for Institutional Accounts

for Big Key Accounts

for Supermarket

for Grocery

for Drugstores

for Wholesalers

for Convenient Store

for Regional Distributor

19. Branch Final Summary

20. No. of Accounts buying a specific SKU

21. No. of SKUs carried by a specific account

22. Able to capture individual customer sales even

for COD account customers.

23. Provide customer sales trend for analysis

24. Sales trend analysis can be presented in

graphical format.



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25. Provide customer profit and loss analysis,

promotion and investment ration based on user

defined method.

26. Ability to monitor sales performance during

pre-set promotion period

27. Support monitoring of customer inventory (e.g.

expiration date, stock level and movements)

and replenishment in system.

Merchandising

28. Secondary Display cost-sales ratio

by outlet

by principal/product

29. Promotion Results (Post Promo Analysis)

Sales-cost ratio by principal/product

Sales-cost ratio by SKU

Capability to do daily analysis

Sales Forecasting

30. Forecasting Module by:

Customer

Principal

Customer Inquiry

31. Report of customer complaints, inquiry and

request

per Salesman

per Customer

Business Review with Principals/Trade Partner



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32. Proforma Template for Reports Presented to

Principals

Graphs/Charts

Collection and Reconciliation

33. Daily Collection and Reconciliation Report

per Salesman

per Principal

per District

1.12. Marketing

Note:






Forecasting

1. Ability to generate a profit and loss analysis per

principal based on different sales forecast

figures with pre-defined parameters

2. Ability to forecast products down to the trade

partner level

Marketing Promotion

3. Ability to keep track promotional effectiveness



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Cost to sales ratio (includes deals, display

allowance and other promotion expenses)

Daily Sales Report during promotion period

Online Inquiry

4. On screen analysis tools to help user identify

and target market segments based on any user-

defined criteriaReporting Requirements

Marketing and Promotional Expenses

By type of expense (deals, posters, display

allowance, promo girls, etc.)

by product line

by trade partner

by principal

by promotion

5. Free Goods Register

6. Profit and Loss Statement Per Product

1.13. Order Processing

Note:




SC Significant Change A significant customization (beyond 2 days) is needed to satisfy the requirement.



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Order Entry

1. Each sales order has unique sales order number

2. Receives order quantity at a maximum of 6

digits

3. Allow different sources of order input such asmanual entry, EDI, POS, handheld computer,

MS Access format, MS Excel format and Web-

enabled format (from sales requirements)

4. Ability to provide different sales order form or

screen to facilitate order classifications (e.g.,

regular order, initial stocking order, indent

order, office order, consignment order,

guaranteed by supplier order, credit override

order or customer define order format, etc.)

5. Not every sales order needs to be invoiced

6. Ability to cancel the order before invoice is

generated (with authorization)

7. Salesman code field as mandatory on the order

entry screen.

During the sales order entry, the system should

only view the dedicated salesman to be placed

(each invoice will be credited to proper

salesman only)

8. Facility of Customer Ship-to Address encoding

(multiple address code for one customer is

allowed)

9. Every address code has its delivery group code

and delivery remark



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10. Option to print out in foreign character/language

address

11. Ability of multiple cross reference to an order

(e.g., order number, invoice number, customer

purchase order number, third party order

number, third party invoice number

12.Ability to have user defined order status cycle.

(e.g., completed, suspended, shipped, cancelled,

on hold). Each order status should have a time

stamp log for performance tracing.

13. Ability to alert the user of out of stock during

order entry

14. Facility to handle consignment sales

transactions

15. Allow order in multiple Unit of Measures

(UOMs) per item

16. Allow multiple order lines with the same item

code and UOM

17. Allow order in EAN/Barcode or other item code

reference

18. The order entry screen has order instruction

field. (At least 10 order comment lines)

19. Support customer PO number on order entry

and will be included on invoice for reference

purpose.

20. Stock is reserved immediately as the

order/invoice line entered even before the whole

order is confirmed.

21. Minimum order value is defined at

company/division level



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22. For EDI Support, allow converting EDI PO to

S.O. with pre-defined values. The PO will be

separated by company/division/agency

23. For EDI Support, during converting EDI PO,

pre-defined customer group price will be used;

if not found, then price from customer will be

used.

24. Handle non-product sales orders (e.g., charges)

25. Allow user specification of item shelf life at

order entry.

26. No stock deduction for indent/damage order.

Allow cost entry for indent order at order line

level.

27. Order can be defined for discrete stock picking

and consolidate stock picking.

28. Provide sales amount adjustment entry to affect

the stock ledger sales amount only.

29. Provide stock ledger quantity adjustment entry

to affect the stock ledger quantity balance

without affecting warehouse stock balance.

30. Provide cost of sales adjustment entry to affect

the stock ledger cost of sales amount.

31. Provide stock value adjustment entry to adjust

the stock value of the item without affecting

stock quantity.

32. System can optionally consolidate orders of a

customer with multiple salesmen into one

invoice defined at customer level.

33. Multiple warehouses can be chosen for a sales

order.

34. Provide touch-screen feature in order entry.



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35. Support electronic approval of signature on

system.

Invoicing

36. Facilities to handle Multi-Principal Invoicing.

(The system should be able to handle A/R per

principal.)

37. Facility to cancel an invoice (with authorization)before delivery.

38. Facilities of Order Notes/Shipping Instructions

on Invoice.

39. Optional Tax Calculation (VAT)/Tax Exempt

for each Invoice

Tagging of customers and items as VAT or

Non-VAT

40. Facility to Add Charges on Invoice (e.g., Freight

Charges, etc.)

Tagging of customers having freight charges,

etc.

41. Invoice Skewing Feature (ability to hold

printing of invoice until actual delivery date)

42. Include expected delivery date on invoice.

43. Support Delivery note/Blanket order handling

44. Ability to prompt pending invoice for delivery

45. Option for multiple deliveries with one invoice

46. Print bar code of invoice number and order

number on invoice and sales order.

47. Support multiple currencies on invoice.

48. Include forensic classification of item at each

invoice line.

49. Allow size of order quantity in five digits.



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50. Facility to do a positive/negative adjustment on

an invoice and credit memo. (Adjustment will

affect sales but will not affect inventory

quantities)

51. Allow user defined control for particular

customer or customer types purchasing

particular SKU or SKU type.

52. Print remarks on invoice (e.g. early payment

discount).

53. Include Letter of Credit (L/C) and contract

number on invoice.

54. Support printing of delivery address in specified

foreign languages and characters.

55. Provide invoice discount value and distribution

allowance summary by agency by product by

customer information monthly.

56. Ability to inform customers of near-expiration

products based on records of delivery.

Credit Evaluation

57. Allow parameterized (user defined) credit

blocking facility (e.g., per credit limit, per

overdue account, per customer, etc.)

58. When a sales order is confirmed, customer

credit/overdue status and minimum order value

is checked. The order will be suspended if over

credit, overdue and under minimum order value

(automatic credit checking/overdue account).

59. Ability to categorize customer on pre-define

value such as good/doubtful/bad as a result of

the account receivable performance. System to

maintain a credit watch.



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60. Customer credit availability is automatically

deducted on order confirmation.

61. Customers overdue status will be updated

online. Provides a mass update function for user

to recheck every suspended order.

62. Orders can be released automatically if the

customer is not overdue. (Separate Full invoices

and Hanging Balance)

63. Ability to include customers orders not yet

delivered and active quotations in credit limit

checking. Ability to inquire what makes up total

credit outstanding.

64. Credit hold sales order can be divided into

reviewed or waiting for credit release and

accept input of reason for holding.

65. Allow maintenance on suspended orders and

update immediately after any changes made.

66. User can manually suspend an order (i.e., user-

hold order). Stock will be allocated. But no

credit available is deducted from customer.

67. Allow user defined minimum order valuechecking by customer or customer group or by

customer or customer group by agency.

68. Option to view only transactions that need to be

evaluated.

Deals and Discounts



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69. Supports user-defined multi-level discounting

(at least five levels) with its code, description

and formula (based on specific agreement per

customer). For , types of

deals are as follows: free goods (allow different

item as free goods), special price, item discount

(line discount) and Invoice total discount

(financial discount).

70. Ability to apply standard price/discount matrix

per customer/ customer group against item/item

group/agency on sales ordering.

71. Supports automatic granting of deals as well as

manual entry of discount.

72. Discount can also be defined by amount per

quantity instead of percentage.

73. Allow at least four discount input fields at each

invoice line, and each field allows input of both

percentage or amount.

74. Item price can be expressed as item unit price or

price per quantities.

75. Ability to have the deals number promptsautomatically during order entry of specific

product and customer, as a result of pre-setting

of promotion period.

76. Ability to define the prices and the discounts as

price lists for different groups of customers, as

general prices or according to individual

customer agreements (user defined formula for

each customer and discounts).

77. Allow different price for different item units.



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78. Item price is retrieved from price table

automatically.

79. Provide supervisor override for preset price and

discount.

80. Payment terms can be overridden in each order.

Payment terms in sales order cannot exceed the

customer's maximum payment term.

81. Display fee per agency handling. Multiple

display fee order line is allowed.

82. Gross discount calculation can be defined at

customer level. User can select either gross or

reducing balance discount calculation.

83. Three next effective dates are provided for item

list price, customer group price and discount.

The price/discount will roll up automatically on

effective date.

Returns/Credit Memos

84. Auto-Recall of Invoices for Credit Memos

(user-defined, three-year retention period).

85. The system has to automatically generate Credit

Memos and update inventory level upon

confirmation of return on WMS-Exceed

86. Has maintenance for reference reason code of

return transaction, customize reason code

(interface with WMS).

87. Has maintenance of sub-reason code for each

reason code.

88. Credit Note can be generated to either refer to

an invoice or not.



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89. For Credit Note referred to an invoice, item and

quantity returned must check against the

original invoice automatically.

90. More than one Return/Credit Note can be issued

against the same invoice, and the item and

quantity returned by these Return/Credit Note

shall be checked against the original invoice.

91. Allow return in different UOM in the Credit

Note against the original invoice for the same

item.

92. Credit note cancellation is allowed.

93. Credit Note can be cancelled before it is

applied/settled against invoice.

Delivery Performance Monitoring

94. Delivery lead-time is defined at

company/division level. Delivery date will be

calculated automatically which will exclude

Saturday, Sunday and holidays. Allow user to

specify whether the date is expected or pending

per sales order.

95. Ability to monitor sales order life cycle from

sales order date up to delivery date.

96. Delivery lead-time is defined at

company/division level. Delivery date will be

calculated automatically which will exclude

Sunday and holidays. Allow user to specify

whether the date is expected or pending per

sales order.

97. Relate Timeliness of Delivery to Completeness

of Delivery (Orders Delivered, Complete, &

On-Time - ODCOT)



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Consignment Process

98. Normal consignment delivery transactions can

be processed with Consignment Delivery Notes

printed.

99. Normal consignment sales transactions can be

processed with Consignment Sales Invoices

printed.100. Consignment return (from individual customer

delivery location back to main warehouse).

101. Auto consolidation of all consignment stock.

102. For any damage goods return, system automatic

transfer/write off goods to damage warehouse.

103. Support inter-consignment location goods

transfer.

104. Maintain individual customer inventory per

delivery

105. Consignment inventory can be captured via

handheld terminal so that opening stock can be

checked daily.

106. Allow using scanning device to capture stockin/out and include increase of stock at item

return.

107. Provide download of daily closing stock and

consolidation for identification of consignment

sales volume.

Official Receipt

108. Ability to facilitate entry of Official Receipt

which contains Bank Account, Bank Name and

Amount, link to CR/DR (Cash Management)

109. Ability to facilitate Disbursement Voucher



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110. Ability to accept post-dated checks for

succeeding months

Back Order

111. Provides facility in which any unserved orders

(specifically for price protection and deals) will

have a grace period (set up as a parameter) for a

chance to be served before these are cancelledfor re-booking (re-PO).

112. Ability to prioritize back-orders to be served

based on a first come first served basis or any

other user-defined criteria.

113. Provides facility to cancel unserved order (not

fully served PO will be cancelled).

114. Facility of back order monitoring to differentiate

double booking using a user-defined period of

time to be covered.

115. Back order handling can be defined at

company/division level. (Insufficient stock

frequency can be captured for analysis.)

Reporting Requirements

116. Registers for Sales, CM & Invoice Adjustment

Transactions

117. Backorder/Service Level Report (double-

booking not to be included)

118. Credit Held/Blocked Sales Order Report

119. Order status report with order status selection

120. Suspended order report

121. Gross & Net Sales Reports (w/ sales forecast)



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122. All Order Entry Reports should be flexible

enough to be produced based on each or a

combination of the following criteria:

By Date Range/Date Definition

(MTD/YTD/Comparative)

By Company

By Territory/Branch/DistributionCenter/Zone Deliveries

By Sales Group

By Customer

By Customer Classification

By Principal

By Product Classification (at least four

levels)

By Product

By Salesman

By Reason Code (For Returns Transactions

Only)

134. Daily Scheduled SO Discrepancy Report135. Invoice price variation report

136. Monthly stock movement report/data download

in various record selection criteria.

137. Back Order Report

138. Service Level Report

Order Fill Rate (Dollars and Units)

Line Item Order Fill Rate (Dollars and Units)

Delivery Turnaround Time (to include partial

deliveries for a single order)



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142. Sales order enquiry/report by several external

principals' reference numbers should be

provided.

1.14. Purchasing

Note:






General

1. Each PO has its unique PO number by

company/division.

2. Provide vendor, item, PO number, ETA

information, payment terms, freight type,

delivery address, special instruction, PO#, date,

remark.

3. Provide inquiry of PO status.

4. Ability to maintain PO Payment Terms.

5. Ability to process a PO for multiple warehouse

deliveries and multi PO for one warehouse.

6. Ability to locate principal by account number,

invoice, address, name and telephone number.

7. User can also create a PO without warehouse.

8. Support Multi Warehouse PO.



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9. Handle multiple currency PO.

10. Warehouse can be specified within a PO.

11. Support raise PO by item with bar code,

customer item code, MOQ, CBM, weight, pallet

factor and value.

12. MOQ can be defined at agency or item level by

quantity and value.13. Allow creation of PO by customer item code

without creation of item master.

14. Indent PO can be offset by indent sales invoice

after credit approval.

15. Provide pending or out-of-stock PO quantity

info, CBM & weight (including details of each

out-of-stock PO)

16. Rolling forecast based on sales history for user

maintained period and/or sales forecast for user

nominated period.

17. Indent PO can be offset by indent sales invoice

after credit approval.

18. Provide summary report by company/division,agency on outstanding shipments and PO value

difference.

19. Provide PO short ship & over ship info per

completed PO

20. Ability to monitor shipment lead time.

21. Purchase item shall associate with

vendor/vendors. Item cannot be purchased from

non-associated vendor.

22. Allow over-shipped quantity entry in PO

receipts.



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23. On-order quantity of the item is updated

immediately

24. Vendor item price can be preset by

item/vendor/currency/UOM. Forthcoming

purchasing price can be set with different

effective dates.

25.System should retrieve the item line and

remaining PO quantity automatically upon PO

item receipt.

26. Cancellation of short-shipped PO is provided.

The on-order quantity of the items should be

released.

27. PO quantity input can be selected from different

UOMs of same SKU.

28. Allow override of PO unit cost.

29. Same item can have different purchasing price

from different vendors.

30. Provide update of shipping cost at shipment

schedule.

31. PO quantity up to five digits

32. User can preset the default FOB, ship via and

carrier code at company/division or vendor

account level.

33. Unconfirmed PO item receipt is not allowed.

34. User can select different PO item types (e.g.

sellable stock, packing materials, POS) interface

to Accounts Payable.

35. Allow user defined purchase quota.



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Purchase Plan and PO Preparation

36. Facility to develop a Purchase Plan with pre-

defined parameters on product and sales history.

37. Allow user to define and monitor target/quota.

38. Facility on system generated PO based on

Theoretical Stock Level with edit facility.

39. Facility for manual PO Preparation.

40. Ability to create Blanket Purchase Order.

41. User can preset the default FOB, ship via and

carrier code at company/division or vendor

account level.

PO Entry and Generation

42. System should prompt the user for immediate

PO confirmation and PO printing just after

completion of PO entry.

43. User can set not to print the system item code,

price and amount on the PO.

44. There should be a default ETA/ETD in the PO

header.

45. Should have an edit list once PO is printed.

46. User can update the ETA/ETD on all item lines

at one time in the PO maintenance program.

47. There should have a relation between

vendor/division and item so that the system can

search vendors for items during PO entry. In

addition, the user should not purchase item from

vendor/division, which have no relation with

item.

48. Handle vendor's item code. It should be printed

on the PO.



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Handle vendor's item UOM/conversion factor

49. Handle no-charge PO item line separately

50. On-order quantity of the item is updated

immediately

51. Vendor item price can be preset by

item/vendor/currency/UOM. It should handle

multiple effective dates.52. Handle partial shipment within a PO detail line.

53. System should retrieve the item line and

remaining PO quantity automatically after

receipt of PO item.

54. PO can be revised and then reprinted even its

status is partial receipt. A "REVISED" message

should be shown on the printed PO with revised

date and cancellation of previous PO.

55. PO status and line status should be

automatically updated after item receipt. Handle

partial receipt status at line level.

56. Cancellation of short-shipped PO is provided.

The on-order quantity of the items should bereleased.

57. Provide a copy PO function for creating new

similar PO.

58. Calculation method of freight charges portion in

item unit cost can be specified during PO entry.

We can specify whether freight and other

costing charges are divided by CBM or value

for item cost calculation during PO entry.

59. PO purging automatically should delete aging

POs with user- defined criteria.



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60. System Recall of PO's for Receiving.

61. Discounts per purchase order and purchase

order line.

62. Partial receipts with option to cancel pending

order or wait for further receipts.

Replenishment

63. Provide enquiry of current and historical sales(minimum one year).

64. Provide historical data as per user defined

period or range.

65. Provide average monthly sales data.

66. Provide stock month data as per user defined

criteria.

67. Provide opening stock by item.

68. Allow input of forecasting/estimated sales in

coming months.

69. Provide linkage with all shipment status.

70. Provide auto-replenishment system (i.e., allow

setup priority on minimum stock level in

quantity/months and minimum MOQ so that

purchase order can be auto-generated with

override function).

71. Provide a replenishment plan for at least 6

months based on current inventory level and

estimated sales.

EDI Support

72. Support 13- and 14-digit item EAN with check

digit validation.

73. Support 13-digit customer EAN.



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74. Support multiple item EAN to one item code

relationship.

75. Define customer group price by customer group

by item within effective date range.

76. Define product discount by customer group by

item within effective date range.

77. Define order parameters (e.g. salesman, ordertype, etc.) as default values by customer group

and agency.

78. Interpret EDI messages with EANCOM

standard.

79. Extract data from host and send outwards in

EDI EANCOM format (e.g., invoices).

80. Convert EDI PO to SO with pre-defined values.

The PO will be separated by

company/division/agency.

81. During converting EDI PO, pre-defined

customer group price will be used; if not found,

then price from customer will be used.

82. Allow users to cancel EDI PO with reason code.

83. Allow users to purge obsolete outstanding EDI

PO based on user-defined period.

84. Pre-defined default values will be rolled up at

day-begin process.

85. During converting EDI PO, pre defined

price will be used. If not

found then price from principal will be used

86. For different customers, same piece of

information will be extracted from different

positions in a data element.



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87. By using control parameter per

co/div/customer/time period, the EDI PO will

either undergo sales order process automatically

or be suspended for approval.

88. Allow to define extra discount by

company/division/customer/branch/time period.

Reporting Requirements89. Daily/Monthly ROIC report showing item

receipt transaction and its cost.

90. On order report by currency/PO number/vendor.

91. PO receipts by item report.

92. PO information can be download to PC files.

93. Outstanding PO report.

94. PO vs. Receipt Report (in units and cost).

95. Service Level Report per Supplier.

96. Exception reports for invalid POs.

97. Customer group price list by customer group by

item.

98. Product discount list by customer group by item.

99. O/S EDI PO enquiry by EDI reference no.

100. EDI customer PO listing for valid POs.

101. Re-print EDI customer PO list by specifying

range of EDI reference no.

102. Statistical reports

103. Provide summary report by company/division,

agency on outstanding shipments and PO value

difference.



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1.15. Inventory Management

Note:






Item Maintenance

1. The system has to support alphanumeric item

codes.

2. Item code has at least 22 characters and its

description has at least 35 characters.

3. A flexible and comprehensive item hierarchy to

handle the many-to-many relationship with full

ability to trace (e.g., warehouse, agency, group,

UOM, principal, country of origin, shipment,

lot/batch, expiry date, cost etc.).

4. Supports lot/expiry date tracking facility.5. Capture UOM, parent and son relationship,

dimensions, weight, pallet pattern, lot control,

serial control, expiry date, etc.

6. A single item possesses multiple (at least five)

selling UOMs (i.e. pack size).

7. Supports theoretical stock level per SKU, re-

order level per SKU (based on historical sales).

8. The system has SKU Classification (at least five

levels) with reference classification maintenance.



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9. Provides maintenance of SKU physical

dimensions (length, width, height, weight and

volume).

10. User defined FEFO or FIFO for each SKU.

11. Provides Unit Of Measurement maintenance (per

SKU).

12. Supports multiple logical warehouses per SKU.13. Supports item types, categories and classes (e.g.,

consumer products, foods, poison, drugs, etc.).

14. Include multiple cross-references and access to a

product down to SKU/batch/cost level (e.g.,

barcode, EAN, customer/vendor code).

15. Supports item tagging as follows:

Suspended

Item not available for selected or all

transactions

Item suspension for all Distribution Centers or

selected

Ones only

Restricted (item available for selling toselected customers Only)

16. Supports Kit Product Capability

17. Supports Barcode Ready Inventory Master (Case

Bar Code, Unit Bar Code).

18. Provides tracking of item maintenance history.

19. Handle a lot of stock that has the same lot

number, but with different expiry dates.

20. Purge obsolete item codes at regular time period

based on user-defined period.

21. Capture customer and supplier item information.



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22. Supports item searching by description.

23. Allow copy in item maintenance.

24. Inactivation allowed if no inventory balance and

sales over two years.

25. One line of packing information for specific

countries or to meet other region requirements.

26. Item master maintenance tie up with pre-receiptcosts.

27. Item master can be uploaded from

Excel/databases.

28. Supports multiple costs under each SKU. (Stock

with different costs have their individual stock

balance.)

29. Special classification and handling for

poison/dangerous drugs.

30. Stock adjustment can be done in locatable

warehouse where the stock balance is zero.

31. Optionally allow negative stock.

32. Support both stock item and indent item.

33. Item master can be defined by SKU withminimum/maximum stocking period.

34. Customer master can include definition of :

Trading terms, promotion funds, flat rebate,

etc.

Major or non-major customers.

Address, credit terms, multi-currencies.

35. Support Vendor master.

36. Provide master files data for reporting.

37. Security set on agency level.



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38. Authority checking of costing information on

display and reporting.

39. Multiple-level item group.

40. Multiple-level customer group.

41. Product description in specified foreign

languages.

42. Product photo can be stored in the item master.

Inventory Transactions

43. In regards with stock returns from customer, the

system has to support Stock Transfer to

Principals (STP) with STP reason code.

44. Support auto-stock transfer to principals,

triggered by Credit Memo transaction whose

reason code is an Auto-STP reason code.

45. Supports Transfer Order (transfer-out to

branch/distribution center).

46. Supports Transfer-Ins (Receipt from Branch

Transfers).

47. Supports Inventory Adjustment Transaction

(with inventory reason code).48. Supports Inter-warehouse transfer (transfer

between logical warehouse).

49. Support inventory adjustment and STP reason

code maintenance with facility for sub

classification.

50. Supports Stock Withdrawal with reason codes.

51. Provide reserved quantity by item by salesman.

52. Provide reserved quantity enquiry by reference

number.



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53. Upon stock allocation, system can auto-deduct by

lot level and available quantity.

54. Display stock status with stocking month.

55. Allow enquiry of stock-in-transit.

56. Sales order stock allocation can be down to item

level, batch level and expiry date level.

57. User defined stocking policy per SKU asFEFO/FIFO.

58. Stock aging information with reference to arrival

date as per batch per expiry date and per receipt.

59. Stock balances are kept as per item, UOM, batch,

expiry date and per receipt.

60. Accept different cost for different

customer/customer type on same SKU.

61. Multiple warehouses transfer function.

62. Auto conversion of UOM in PO receipts.

63. Incorporate bar code scanning system on shelf

level.

64. Allow stock reservation by customer/customer

type.

65. Issue re-packing request, quotation of packaging

cost, stock transfer and confirmation

electronically w/o paper doc.

66. Provide stock reservation information per

customer type/customer per SKU per UOM.

67. Provide dummy stock handling.

Reporting Requirements

68. Inventory registers containing quantity and dollar

(cost and selling) values of all.



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69. Inventory transaction types based on the

following criteria:

By Date Range

By Reference Number

By Company

By Territory/Branch/Distribution Center

By Principal

By Product Classification ( at least four

levels)

By Product

70. Stock Movement Report (in Units and in Cost)

Shows beginning balance for the period and

the peso/quantity summary of each inventory

movement type of each SKU. The last column

shows the ending balance for the particular

SKU and logical warehouse.

There should be an option to show this report

by lot number

71. Stock Card Report

Shows the detailed transaction of each SKU

per warehouse. The ending balance reflected

should tally with the Stock Movement Report.

72. In-Transits Report

73. Inventory Order Analysis Report (containing

units and cost). Relevant information for this

report would be as follows :

Six months historical sales (average & per

month)

Theoretical Stock Level



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Quantity to Order (as recommended by the

system)

In-Transit

Over/Under Stock Quantity

74. Stock Status Report (Inventory Report with Total

Inventory Cost & Cost of Sales Figures) with

column for PO Balances, TIL, Days Covered : By Distribution Center

Nationwide Figures

75. Item availability enquiry and report showing on

hand, available, allocated, on order, back order

and in-transit quantities. Show by item by

warehouse, or by item by lot.

76. Inventory transaction enquiry by warehouse by

item.

77. Daily and monthly inventory transaction reports.

78. Daily and monthly occupancy report, break by

warehouse/agency/item level.

79. Stock aging report by

co/div/agency/item/warehouse.

80. Expiry date report by

company/division/agency/item/warehouse.

81. Stock aging report by period with stock value, by

co/div/agency/item.

82. Lot movement can be tracked using batch control

recall report by item by lot.

83. Daily and monthly ROIC report.

84. Control reports for monitoring stock balance

discrepancy.

85. Weekly receipt summary report.



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1.16. General Ledger

Note:






General

1. Ability to create memo accounts for non-

financial transactions.

2. Prevent posting same transaction twice.

3. Ability to compare actual year to date and month

against budgeted and prior year figures.

4. Ability to maintain multiple exchange rates with

pre defined dates.

5. Ability to maintain forward rates.

6. Ability to automatically post exchange variances

to a variance account.7. Ability to convert currency during transaction

input.

8. Ability to support forward exchange contracts.

9. Electronic interface with banking system.

10. Ability to handle foreign currency transactions.

11. Ability to handle multiple bank accounts in

multiple currencies.

12. Simulate financial planning scenarios as it relates

to predicting.



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13. Inventory investment by location.

14. Allocate transportation costs to the distribution

centers.

15. Warehouse space requirements.

16. Labor requirements and equipment need for

distribution centers.

General Ledger

17. Ability to have chart of accounts covering

multiple legal entities or separate charts at users

discretion.

18. Chart of accounts code must have at least eight

characters for account name.

19. Three characters for agency code.

20. Three characters for area code.

21. GL account code must have at least three

characters for company code.

22. Three characters for division code.

23. Plus chart of accounts code.

24. System should be fully integrated and real-timeonline update.

25. Ability to keep only one accounting period open

for transaction posting.

26. Users company/division security. (more than

100 divisions).

27. Allow merging and swapping of divisions and

companies.

28. Accounting calendar maintenance with password

control.



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29. Period for fiscal year is at least 12 to 99 in a

calendar.

30. Change of account period to be controlled

manually or automated in month-end process.

31. A closed period cannot be re-opened.

32. Should not allow backward and/or forward

period posting.33. A cross-ledger posting function for each

transaction type (JV, PU, PV, RV, PC, DN, CN)

with automatically verification, with the screen

format just like an electronic document.

JV = Journal voucher

PU = Purchase voucher

PV = Payment voucher

RV = Receipt voucher

PC = Petty cash voucher

DN = Debit note

CN = Credit note

34. Automatic assignment of voucher number with

options for manual changes (with authorization).

35. Print voucher sheet for each transaction type and

post to account after user fills in all information

to the electronic document and confirmation by

authorized user.

36. Print option for credit note for CN entry in the

electronic document.

37. Print option for debit note for PV and DN entry

in the electronic document.

38. Allow user input a reason code with two digits

and keep in transaction record, when filling in the

PV electronic document.



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39. In PU electronic-document, allow user press a

function key to display all ROIC records of a GL

dummy account for user to select, then

consolidate with other entries and post to AP

vendor account, then print Purchase voucher

sheet after confirmed by authorized user.

40. Ability to extract transaction from GL and AP

systems, then output to a file in text/excel format

under user's criteria setting.

41. A good report writer in GL for the account staff

to produce their own financial reports and with

summary file downloading.

42. The system should not post unbalanced journal

entries. Screen prompts when journal does not

balance.

43. Allow rejected journals to be held in suspense

account for correction, deletion or retry.

44. Capability of reversing all posted journals.

45. Allocation of recurring expenses to different

accounts.

46. A function Cross-Ledger Journal Entry for user

to post transactions to GL, AP and AR (non-

trade) at same time with same journal number.

47. A function Cross Ledger Payment Entry for

user to input payment to GL, AP and AR (non-

trade) at same time with same journal number.

48. Allow copy function for GL account master in

company and/or division level.

49. Consolidation account maintenance.

50. Bank reconciliation.



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51. End-of-year process :

Prior year-end closing adjustment entry.

Post year-end closing adjustment entry.

Year-end closing reset - trial runs and final

run

Online Inquiry

52. Account balance, budget vs. actual for current

year inquiry.

53. Transaction inquiry.

54. General ledger report.

55. Trial balance.

56. Daily transaction list.

57. General ledger report with selection for 6-digit

accounts and 12-digit accounts.

58. Daily reconciliation control total.

59. Consolidated account structure inquiry.

60. Consolidated balances inquiry.

61. Check Inquiry.62. Cancelled Check Inquiry.

63. Ability to recognize inter-group trading and

interface with appropriate general ledger

accounts.

64. Automatic posting of bank charges to general

ledger.

65. General ledger interfaces to recognize cost at the

different standard cost levels or the difference

between them.



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66. Ability to automatically link internal customers

to relevant General Ledger account samples,

staff sales, etc.

67. Ability for automatic posting of sub-ledger

balances to the control account in the General

Ledger.

68.Ability for a multiple hierarchy of general ledger

to exist (at least eight) and to allow reporting and

analysis across those ledgers.

69. Ability to upload from spreadsheets into relevant

ledgers both GL and subsidiary, if required, to

ensure adequately defined security.

70. Summary level information to be kept in GL,

with ability to drill down from the General

Ledger through to the subsidiary ledgers to the

original entry source without having to

physically move from one module to another.

71. Automatic update with real-time processing of

journals.

72. Ability to automate the reconciliation process

with the subsidiary ledgers.

Budget

73. Ability to create budgets with different levels of

detail depending on requirement (e.g., company,

division, department etc.).

74. Ability to create budgets at user-defined levels.

Some levels should be memo budgets that do not

feed through to main budget.

75. Ability to create multiple budgets for same cost

centers (for budget reviews).



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76. Upload budget figures from PC to host computer

and also keep revision history.

77. Ability to automatically generate a draft budget

from previous years actual or budgets using

user-defined parameters.

78. Ability to maintain last year, current year and

next years budget in the system.

79. Automated budget profiling based on past

performance and user parameters.

80. Provide within General Ledger Budgeting

Module

the following :

Facility to copy one specific budget (cost

center) to another.

Facility to delete one specific cost center

budget.

81. Permit multiple budgets for same cost/profit

centers.

1.17. Accounts Payable

Note:






General



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3. Alphanumeric Principal/Supplier Code with at

least:

4. One character for division

5. One character for nature

6. Three characters for agency

7. Two characters for currency

8. One character for account type

9. Maintenance of Principal/Supplier Payment

Terms.

10. Principal/Supplier Classification as to

Consignment or Direct.

11. Monitor Principal/Supplier Invoices vs. RR.

12. Aging of Principal/Supplier Invoices.

13. Auto-generate an AP record from PO after goods

receiving (integrate with WMS).

14. Allow multiple currency transactions.

15. Auto print checks with remittance advice and

security settings.

16. Allow manual input of check entries.

17. Ability to consolidate payments.

18. Daily posting of AP to GL batch or interactively.

19. Allow different types of debit notes (for trading

account and non-trading accounts).

20. Ability to generate due list to issue payment

(either auto or manual check printing) and

integrate to system.

21. Generate transactions for service accounts (e.g.,

recurring and miscellaneous expenditure).



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22. Mass cash/check payment entry.

23. When check is voided, the ability to

automatically reverse transaction posting.

24. Cancel payment run.

25. Prompt payments to creditors with debit balance.

26. Allows payment to creditors with debit balance.

27. Allows only authorized personnel to approve

invoice amounts higher than the contract price.

28. Credit note/credit adjustment entry with online

application option.

29. Carry open items to next period if still opened.

30. Allow user to change the vendor reference and

due date of an invoice.

31. Prompt user of existing similarities in invoice

numbers.

32. Supports electronic fund transfer with the ability

to email or fax payment details automatically.

33. Match application/match to outstanding items.

34. Cancel transaction/journal.35. Purge history records based on user-defined

period.

36. Cash forecast update.

37. Process external journals.

38. Interface with bank reconciliation module.

39. Provide salesman commission rate calculation

based on item sales/agency sales by salesman.

40. Process accruals journal.

41. Process fixed expenses.



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42. Print monthly reports:

43. Aged detail report.

44. Aged summary report.

45. AP ledger.

46. AP statement.

47.

AP summary report.48. Recalculate aging monthly.

49. Move settled.

50. Purge transactions from production system but

should be able to retrieve transactions on a user-

defined period.

51. Automatic computation of withholding tax.

52. Generate withholding tax certificate per

supplier/principal.

53. Alpha listing of tax withheld from different

companies.

54. Automatic computation of Value Added Tax

(VAT).

55. Closed period cannot be reopened.

Online inquiry/Reports

56. A good report writer in AP for the account staff

to produce their analysis of reports.

57. Vendor transaction inquiry.

58. Vendor balance inquiry.

59. Cash forecast.

60. Database search for vendor master and AP

transaction records by several searching criteria.

61. Daily transaction list with reconciliation control.



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62. Aged detail report.

63. Aged summary report.

64. Match reference report.

65. AP ledger.

66. AP statement.

67. AP analysis report.68. Vendor master list.

69. Total Disbursement per Bank.

70. Total Cancelled Checks.

71. Payment History per Supplier.

72. Outstanding Payments.

73. Stock Status Report.

74. Stock Movement Report.

75. Stock Interface Report.

76. Inventory Interface Report.

77. Receiving Report Register.

78. Total Inventory Cost.79. Summary of postable account by principal.



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1.18. Accounts Receivable

Note:






Classification

1. Alphanumeric customer code (at least nine

characters)

2. Five for Customer Code

3. Four for branch/division/subsidiary

4. Reference file for customer classification in

terms of the following:

customer business type supermarkets, drug

stores, top key accounts customer account type active, inactive

7. Ship-to address maintenance for each customer

8. Automatic monthly update of credit limit based

on sales volume and paying habits. Basic formula

for credit limit is six months average sales

multiplied by paying factor. Paying factor is

determined by how quick customer settles his

account.

Bounced Checks



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9. Bounced Checks Entry in Reference to OR

Number

10. Bounced Check Reason Code (e.g., Insufficient

Funds, Stop Payment) Reference File

11. Auto-Debit Note Generation for every bounced

check entered.

A/R Adjustments12. Handle bounced check. (Do not reverse invoice

entry, but generate a bounced check debit and

offset by a bounced check payment later). If the

invoice was already purged, it should be revived.

13. A/R Adjustment Entry in reference to Open AR

Item with restrictions.

14. A/R Government, Principal Certificate

Transactions in reference to Open A/R Item.

15. Allow credit note entry that will affect sales entry

for SA adjustment, and allow online match to

debit transaction (i.e., invoice, debit note, debit

adjustment)

16. Allow debit memo entry, that will affect cash

entry for SA adjustment

17. Allow credit and debit adjustment/journal entry,

non-sales related and allow online match to debit

transaction (i.e. invoice, debit note, debit

adjustment)

18. Match application for user to assign the open

credit transaction to debit transaction.

19. Printing of debit and credit memo.



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20. Once an invoice is generated for a sales order, an

AR record has to be created online and the

customer masters balance has to be updated, as

well.

21. Returns should have a reference Invoice Number

so system should be able to automatically trace

for discounts given for the returns.

Transaction Registers

22. Transaction Registers for all A/R Transactions

indicated above together with Sales and Returns

Transactions to be produced using any or a

combination of the following criteria:

A/R Transaction Type

By Date Range/Date Definition (MTD/YTD)

By Company

By Sales Group

By Territory/Branch/Distribution Center

By Principal

By Salesman

By Reason Code

By Customer Classification

Official Receipt

23. OR/DV Entry With Reference to Invoice

Amount (one or multiple invoice applications)

24. Reference file for Deduction Voucher Reason

Codes



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25. Input payment by batch and a check against total.

A screen to display the invoices and allow the

user to select which invoice to settle.

Need to handle partial payment and unallocated

credit /cash/ deposit.

26. Payment re-entry function.

27. A suspense customer for each normal trade

customer is set up for temporary contains the

dispute or unallocated transactions.

28. Extra statements for some customers are printed

at month-end, upon customers request for

reconciliation and reference.

29. A sub-module to handle post dated check with

long maturity period.

30. Print receipt with details of check/cash payment.

31. Cashier automation monthly payment history

extraction and download.

32. Cashier automation monthly obsolete record

deletion.

33. OR/DV Register

By Salesman

By Principal

By Invoice Transaction

By Outlet

Statement of Account

34. A separate account can be created for all account

in dispute to get a true picture of the Account

Receivable balance.



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35. Statements for these customers are printed at

month-end, but not send to customer, and keep

for reconciliation and reference.

36. Allow AR transaction to be transferred from

customer to customer or from branch to branch

without change of transaction date, due date and

transaction reference (with restriction of use).

37. Auto print collection/reminder letter on overdue

account pre-defined by the user.

38. Ability to have different theme of letter

depending on the aging of receivables (e.g., 30

days letter, 60 days letter, 90 days letter etc.)

39. A control function to input collection memo and

reminder.

40. Ability to print statement of multiple currency

with aging.

41. Separate consignment transaction from regular

transaction.

Credit Review

42. Overdue bypass flag maintenance.

43. Online re-age with single customer or all

customers; reset overdue flag with grace period.

44. Extended credit limit for temporary credit

allocation.

45. Post dated check register module with integration

to invoices settlement.

46. A flexible and user friendly report generator

program for ad hoc or one time information

manipulation (together with a good data

warehouse).



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47. Payment data with customer PO number from

bank/customer, and match to their order number

and our invoice number.

48. Credit release based on customers credit terms

and grace days added. This should be maintained

in customer master record.

49. Aging report the aging columns days setting

can be changed and add two more columns.

50. Online re-age with single customer or all, reset

overdue flag with grace period with restrictions.

51. Payment history for payment analysis, e.g.,

invoice due date to payment date analysis,

payment terms analysis.

52. Open items in AR system are preferred. Balance

brought forward with option for detail

breakdown also accepted.

53. Customer master records maintenance history

and detail for inquiry and audit trial.

54. On receipt of a payment from a customer an early

discount may have been taken. The system needs

to be able to calculate/capture the early discountand identify the branch and the customer to

whom the early discount belongs so that profit by

branch and customer can be calculated

incorporating the early discount.

55. Collection performance analysis based on

collection date and customer information.

End of Day, Month, Year Processing

56. End-of-day process



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57. Daily interface to GL

58. SO transaction interface to AR

59. Mass re-aging

60.

Reset overdue flag with handling of gracedays based on user-defined formula

61. End-of-month Normal month-end Reset

MTD figures

62. Change period/year

63. Closed transaction normal EOM purging

64. Print normal month-end reports

65. Data files download

66. Purge historical transaction based on a user-

defined period

67. End-of-month Calendar month-end Print

statements

68. Print calendar month-end reports

69. Closed transaction calendar end of month

purging

70. End-of-year Reset YTD figures.

Online Query

71. Customer record can be searched by customer

number, full and short name.



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72. Records can show foreign language characters.

73. Show aging of outstanding debts, open order

value and unallocated cash/credit.

74. Display invoices and related payment(s), debit,

credit and balance. Able to browse at th

Documents

Sampler Fp New Is