CODA Part of the Unit 4 Agresso Group. Dream v3.3

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1 ICAEW Accreditation Scheme Financial Accounting Software Evaluation CODA Part of the Unit 4 Agresso Group Dream v3.3 Evaluation carried out by: John Oates - Baker Tilly Tax and Accounting Limited Date completed: February 2009 Disclaimer: The Institute of Chartered Accountants in England and Wales has accredited this software under the terms of its Accreditation Scheme. Purchasers should ensure that the software, its security features and related support meet their own specific requirements, as the Institute will not be liable for any damage whatsoever, incurred by any person, occasioned by the use of the software, or any related products or services howsoever caused. ICAEW Version

2 Table of Contents 1 Summary Approach to evaluation Matters to consider before purchase Evaluation conclusion Security and continuity of processing Input of transactions File maintenance Processing Performance of requisite accounting functions Reports Value Added Tax Currency Sales Order Processing and Invoice Production Purchase Order Processing Stock Control User Documentation Efficiency Integration and www facilities Support and maintenance ICAEW Version

3 1 Summary 1.1 Introduction The suitability of accounting software for each particular user will always be dependent upon that user's individual requirements. These requirements should therefore always be fully considered before software is acquired. The quality of the software developers or suppliers should also be considered at the onset. 1.2 Fundamentally, good accounting software should: Be capable of supporting the accounting functions for which it was designed. Provide facilities to ensure the completeness, accuracy, confidentiality and continued integrity of these accounting functions. Be effectively supported and maintained. It is also desirable that good accounting software should: Be easy to learn, understand and operate. Make best practical use of available resources. Accommodate limited changes to reflect specific user requirements. It is essential, when software is implemented, for appropriate support and training to be available. 2 Approach to evaluation 2.1 Objective To evaluate Dream V3.3 against a set of criteria developed by the ICAEW to ensure that the software meets the requirements of Good Accounting Software, as laid down in the summary. 2.2 Approach and Work performed In order to effectively evaluate Dream V3.3, a product specialist from the Dream V3.3 completed the detailed questionnaire and provided it to the evaluator to examine. The evaluator then visited the CODA office in Harrogate and in conjunction with the operation of the various aspects of the software assisted by a member of CODA s technical staff checked the answers to confirm their validity. The questions were individually reviewed and commented on and the majority of assessments were confirmed. The evaluator discussed the assessments with a member of CODA staff in order to clarify certain points. In the event of disagreement between CODA and the evaluator, the evaluator's decision was taken as final and the response changed accordingly. Dream V3.3, was used throughout the evaluation. The evaluation covered the fully integrated sales, purchase and general ledgers and where appropriate sales order processing, sales invoicing, purchase order processing and stock software, separate reports have not been prepared for each ledger. Instead a composite report has been prepared with references made to the appropriate ledger as necessary. When the evaluation had been completed, the responses were completed by the evaluator and a draft copy sent to the ICAEW for review before completion of the final report. 3

4 2.3 Software/hardware utilised CODA Dream v3.3 build 76 was used throughout the evaluation on a laptop with a 1.8Ghz processor and 2Gb RAM running under Microsoft Windows XP SP2 and using Microsoft SQL Server 2005 Express Edition. 2.4 Report structure The report has been broken down into its main constituents in the contents page. The evaluation questionnaire was provided by the ICAEW and has been used without alteration or amendment. 3 Matters to consider before purchase 3.1 General overview Dream is CODA s flexible finance system for growing businesses based in the UK providing the required elements for accountants wishing to keep proper books of account and to manage their business better. Developed by accountants for accountants, Dream provides all the required accounting functionality, including: general ledger, purchase ledger, sales ledger, fixed assets, cashbook, purchase or sales order processing, budgeting and reporting. Dream is designed around a unified ledger concept, whereby users define the individual ledgers they need within a single accounting database. The unified approach ensures that all ledgers are immediately updated and the system is always in balance. 3.2 Supplier background Since 1979, CODA has been providing Financial Management software and services that help organisations streamline and automate their finance processes (from accounting and procurement to reporting and analysis) and to achieve better compliance and corporate governance. Around 2600 medium and large organisations, across all sectors, use CODA solutions. In February 2008 CODA was acquired by Netherlands-based Unit4Agresso a leading global provider of business software. As a result, CODA is now part of a wider group with broader product offerings. Combined the group has 3,500 employees, a direct presence in 19 countries, turnover of 300m+ and 5,350 customers globally. CODA has one of the world s largest development teams focused on financial transaction processing systems. Each year 25% of annual revenues is invested into R&D. Around a quarter of the functionality enhancements delivered in Dream are as a direct result of customer feedback/request. 3.3 Product background and Suitability for user Flexible and scaleable, user-defined accounting Dream is a best-of-class unified ledger accounting system designed by and for accountants: - Core nominal, purchase, sales and cash ledgers; and, - Additional ledgers; administrative purchasing; fixed asset accounting; and reporting. Based around a single core unified ledger, the system is always in balance, allowing immediate access to the latest data and making period- and year-end closing significantly faster. This streamlines processes, eliminating repetition, whilst ensuring consistent, accurate and current data: - avoiding the repetition of creating multiple entries for each transaction - removing the need to reconcile the individual ledgers the books are always in balance 4

5 - allowing immediate access to the latest data - making period-end closing significantly faster. Dream provides flexible and scaleable, user-defined accounting to suit current requirements and which can be adapted rapidly to match and keep pace with business as they develop. Access to data is very good all the information is available online, from a single database, in real time, in balance and completely up to date. Data is easily traceable throughout the system and the reporting tools allow users, employees, managers, partners and customers can have rapid and simple access to their data. Users freedom to design own screens One of the Dream s most popular features is User Defined Input or UDI. This allows users to define input screens as required. UDI ensures quick familiarity with the system and minimises training needs. It allows continuation of existing procedures and conventions screens can match the forms or the documents that are already part of users day-to-day processes and it can be managed by the customer without the intervention of CODA or IT. The main benefits are seen that customers spend less time, money and effort getting their staff used to yet another way of working. In addition, many requirements can be set centrally with default settings, further reducing the opportunity for input errors. Input to the system is on a document-by-document basis that reflects the real world of invoices and orders. The difference is that, once entered into Dream, each document is fully validated and can then be immediately posted to update the books, so that customers always see the latest figures. Integration Control and connectivity The integration toolset means customers can take advantage of the ultimate in connectivity with their other business systems minimising implementation risks, helping them to integrate with business partners and connect with customers. Around 95% of Dream customers integrate Dream to other systems within their business. CODA also has a growing number of vertical solution partners who can easily and quickly integrate their solutions to Dream, with complete confidence that interfaces will remain unaffected by upgrades something CODA states few vendors can claim. CODA using these same technologies to integrate Dream with other CODA R&D investments/products such as Analytic Explorer, Control Manager, etc giving customers access to the same integration that they use themselves. DreamView DreamView extends the power of Microsoft Excel for browsing and reporting of data by providing direct, seamless access to the Dream data from within Excel. DreamView supports an unlimited number of database connections, allowing cross-company or cross-database reporting for one version of the truth. All data remains protected by Dream security, and drill down to source data from Excel means that the manipulated data remains easy to interrogate. Amended data can be written back into Dream, removing the need to re-key and reducing the chances of human error. Dream Reporter A central report designer allowing complex secure reports to be deployed via Microsoft Excel (through DreamView) or via a web browser (Internet Explorer) giving full access to the entire database plus any user-defined data. 5

6 3.4 Typical implementation Dream can either be implemented as a 100% web deployment or as a Client Server application. It is a scalable solution and as such has a wide variety of clients in terms of size ranging from single site, single user to multiple site, global implementations; thus there is no typical example. The ratio of software licence to services (implementation, training and support) is claimed to be low in comparison to competitive solutions at 1:0.5 meaning the services cost is often around 50% of the cost of the licence itself. CODA claim most solutions would run at an even 1:1 ratio of licence to services. In terms of implementation time it is not unusual for a Dream project to be fully implemented within days. 3.5 Vertical applications Around the Dream solution CODA works with a number of partners who have specific vertical solutions and expertise: - Retail (Azurri, Maginus, Torex) - Property Management (Hexagon) 3.6 Software and hardware specifications Development environment Dream is written in C++ and C# and is built using the Microsoft technologies of.net technology following Web Services standards. It uses and supports XML throughout the system and is accredited by BASDA (Business Application Software Developers Association) for ebis-xml transactions Databases Dream will operate on both Microsoft and Oracle databases on both the Client and Server: - Oracle 10g R2 - Oracle 9i - Microsoft SQL Server 2008 (Planned) - Microsoft SQL Server Microsoft SQL Server Operating software Dream supports and is planning to support the following Operating Systems on both the Client and Server: - Windows 2008 (Planned) - Windows Vista - Windows XP SP2 - Windows Windows 2000 Dream supports and is planning to support the following Operating Software on both the Client and Server: - Internet Explorer 7 (Planned) - Internet Explorer 6 - Microsoft Excel Microsoft Excel 2003 SP2 - Microsoft Excel XP SP3 - Microsoft Excel 2000 SP2 -.NET Framework 2.0 6

7 3.6.4 Minimum client PC and Server specification Dream is supported on the following hardware Platforms for both the Desktop Client and the Server: - Linux x64 (AMD64/EM64T) - X Software installation and support CODA claim that quick implementation and minimal training mean both new customers and those upgrading have minimal disruption and enjoy new benefits immediately. To enable this, they provide a range of expert services which they describe as follows: Consulting o PRINCE2-based project methodology o 100% finance-focused consultants most with professional qualification o Unrivalled record of no failed implementations in CODA s history. Training o CODA adopts a Train the Trainer approach with scheduled & ad-hoc courses held at the customer s site or at CODA. Support o Friendly, professional, effective assistance offering multi-lingual, global coverage. o Various levels of support provide customers with a choice to meet their needs: o Standard - telephone and online support via the secure customer support website o Managed Service technical and application managed service support o Interim Management provision of CODA-experienced people to solve finance personnel challenges e.g. long-term illness, maternity cover, business transition/reorganisation. 3.8 Partner network and related accreditation process CODA is primarily a direct sales organisation. Around the Dream solution it has 4 partners all who offer a specific vertical solution integrated to CODA. A Reseller channel for Dream does not exist. Where CODA is approached by new partners an accreditation process is in place which covers integration assistance, training and ongoing support. 3.9 Limitations There are a number of limitations in the product, which while not adversely impacting upon this evaluation may be of importance to some businesses. It is important that any business contemplating the purchase of software reviews the functionality described and limitations therein against its detailed requirements. Attention is drawn in particular to the following areas where the product, on its own, may not be suitable for businesses with complex or specific requirements: In a number of areas (indicated within the questionnaire) the functionality described is not available as standard with the product "out of the box". Most user input screens are designed upon implementation to the requirements of each customer based upon a set of templates. It will be important for all such requirements to be fully specified prior to implementation. The system does not currently support upload of VAT documents direct to the HMRC gateway. Basic stock control can be supported (see section 15). If complex stock control requirements exist, it may be necessary to rely on a third party stock system. 7

8 A number of limitations exist in purchase order processing (see section 14) essentially due to the fact that only simple stock control is supported. Only basic sales order processing is supported. 4 Evaluation conclusion There were no areas in the evaluation that gave cause for concern. Dream is a well-designed, financial accounting package that is supported by CODA. In terms of the functionality that is available in the current version and the target market for this product, the product has been adequately specified. It is easy to use and relatively flexible in is approach. Disclaimer Any organisation considering the purchase of Dream V3.3 should consider their requirements in the light of proposals from CODA or its dealers and potential suppliers of other similarly specified products. Whilst the contents of this document are presented in good faith, neither ICAEW nor Baker Tilly Tax and Accounting Limited can accept liability for actions taken as a result of comments made herein. 8

9 5 Security and continuity of processing 5.1 What security features are included to control access to the application? System, company, menu, sub menu and field access can be controlled via the security features. Access can be controlled at a variety of levels. 5.2 Can access to application functions be managed so users can only see (in menus and other links) and access those functions they are authorised to access? 5.3 Is this access to the application managed by: Individual user profiles? User groups based on their job roles? 5.4 If menus can be tailored would this override the application access control? 5.5 Passwords Is access to the software controlled by password? Please state the basis of control available (e.g., role based etc) If there is no password facility please state how confidentiality and accessibility control can be maintained within the software? Are single user systems access controlled by password Does the software allow for each user to have separate log on (user ids)? If No: How is does the software track user activity?. Security is fully userdefinable. The degree of granularity utilized can be adjusted to local business or job-role requirements. It is user-defined so can be either. No.. Individual user basis or in groups - role-based. This is defined at implementation. N/A.. Groups define access levels, any number of groups can be used each with any number of users. Confirmed access levels determine menu access. N/A Is each user required to have a personal password?. 9

10 5.5.7 Are passwords one-way encrypted? [i.e. Is it impossible for anyone to see other user s passwords in the software] Are passwords masked when entered by any user logging in?, passwords are encrypted.. Confirmed the administrator can reset passwords but cannot view passwords Is password complexity available at application level? Is : Please specify [e.g. Number of digits, requirement for special characters, numeric, upper/lower case etc.] No. It is controlled and applied at Operating System level. Confirmed uses either SQL or Windows authentication and corresponding complexity options. It is possible to achieve this using the application but use of operating system security is recommended Is there a facility to enforce password changes after a chosen period of time? Is there a facility to specify a minimum age for passwords (e.g. 1 day)? Controlled by the Operating System. Controlled by the Operating System. Confirmed see above. Confirmed see above How many previous passwords are retained by the system to limit users recycling passwords (e.g. 24 or 32) Controlled by the Operating System. 5.6 Please state how security allows for access to be specified separately for : Read? Read and write? Delete and amend? Read and write access can be specified separately during user set up. 5.7 Are any data files, such as budgets or price updates, imported by users validated by the application software before main data files are updated? 5.8 Does the software require higher or specific levels of user access for changes to sensitive data, such as customer credit limits?. They are all validated upon import.. This is done at a functional level. System Administrators have the highest level of access and control. Includes compulsory conditions such as existence of key fields. Warnings & error messages provided on import. Confirmed sufficient separate levels can be defined. 10

11 5.9 Please specify the specific security procedures (by passwords or warnings) over the: Update of ledgers Closing of accounting periods Not directly. Users are automatically assigned to the next available posting period for input depending on the security setting put in place by the system administrators. Groups of users are assigned a posting level. As time progresses the posting level which is able to post to a period is amended. This appears to be a logical method of controlling periods but will require some understanding and discipline Deletion of transactions Confirmed - normally system administrator function only Archiving of transactions. Confirmed - normally system administrator function only Is it impossible to delete a transaction? If No: 5.11 How are deletions controlled by the system? 5.12 Are deleted transactions retained in the audit trail and denoted as such? 5.13 Can a report be produced detailing all current users, via user groups if relevant, and their authority levels and/or access rights? 5.14 If data can be accessed by separate reporting facilities, such as ODBC or separate report writer, is the user access security control applied? If No: Please explain any other protection in place to prevent unauthorised access to data with such facilities Is the level of security (described with this section) appropriate for the expected size of business using the software? 5.17 Is there a clear indication in the software or manuals as to how the data is: Backed-up? Recovered? No. They are controlled by system security. The level of security and access to these functions can be user defined at set up... Either directly from the application or using any external ODBC/ADO-compliant reporting tool.. Via security views. Confirmed could only be preformed by a user with administrative access. Help screens provide detailed guidance for back-up & recovery. 11

12 5.18 Back ups How are back ups provided: Within the software application? Within the operating software? A form of backup can be carried out utilizing the menu based Export Database functionality. This is not seen as a day-to-day back up process but is more commonly used for database migration or support purposes.. Normally incremental or secure database backups are controlled from the DBMS management tool in use (Oracle or SQL Server) Are backup procedures automatic? Database back up procedures can be automated through DBMS if required Is the user forced or prompted to back-up at certain intervals? No. This is seen as an administrative discipline. Under most normal circumstances the database back up functions would be relied upon. Under most normal circumstances the database back up functions would be relied upon Can the intervals be customised? N/A N/A 5.19 Recovery Please state how the software facilitates recovery procedures in the event of software failure? (E.g. roll back to the last completed transaction). Dream will apply any completed transaction to the database. Consequently when a loss of system occurs only uncompleted transactions will require re-applying ie the most any user will have to amend is the transaction they were working on at the point of failure If software failure occurs part way through a batch or transaction, will the operator have to re-input the batch or only the transaction being input at the time of the failure? See previous response. The user will either have to re-apply the individual transaction in progress at the point of failure or re-access this transaction from the hold database and complete the entry Are these automated? Do the recovery procedures work? 5.20 What features are available within the software to help track down processing problems? The audit logging features will write exceptions and commands to the internal log files. Audit trail configuration specifies which functions are logged e.g. delete, update, insert etc. The logs also record previous setting Are software messages clear?. All system messages follow established Microsoft architecture guidelines. 12

13 5.22 Are user responses properly structured to ensure that erroneous key strikes do not lead to inappropriate actions?. See previous response Is there a software log which details: Error messages? Security violations? No. This would be achieved through the relevant DBMS system. N/A the system uses database operating system security Audit trail Does the software have a detailed audit trail? Is it impossible to turn off or delete the audit trail? Are all master file changes recorded in the audit trail? If : Does each change have a system generated reference allocated? Are the originator and authoriser identified? Is the change date and time stamped? Are all standing data changes recorded in the audit trail? If : Does each change have a system generated reference allocated? Are the originator and authoriser identified? Is the change date and time stamped?. Mandatory audit trails are generated for all transactional data. Audit trails are configurable for changes such as updates, creation, modification and any other changes. No. The audit trail is mandatory and cannot be switched off.. Each is uniquely numbered.... As above... It is also possible to define conditions that will result in an alert to a senior user e.g. change of bank details. 13

14 Is all input data included within the audit trail, including amendments, deletions, journals etc? Does the software allocate a system generated unique reference number to each transaction? Is this stamped with a user id? Is this unique reference number presented to the user at time of input? Is the transaction date and time stamped? Are all imported /interfaced transactions allocated a software generated reference number? How are transactions differentiated within the audit trail? 5.25 What are the procedures for handling dates? (E.g. 2 digit years, 4 digit years) In the case of two digits what is the break point for the century? Are dates handled consistently throughout the software?. Transaction numbering is configurable. Numbering can be: - Auto-assigned - Assigned from within predefined ranges - User-defined at input.... Via the document type code, e.g. PINV (purchase invoice), SINV (sales invoice). Dates can be catered for in any specified format for transaction processing and file import. The system will apply defaults from the client desktop locale settings. Post millennium dates are fully supported. The software will not permit the same document type / number to be reused within the same company. Alternatively, transaction import can be configured to accept unique reference numbers allocated by another system (in which case it may be necessary to rely on sequential control in the other system). Exceptionally, it is possible to allow input of unique numbers by the operator (if external system numbers are not suitable). In both cases other steps should be taken to ensure sequential control. 14

15 6 Input of transactions The following sections in Input of transactions, File maintenance, Processing and Reports are primarily aimed at the three main accounting ledgers and where applicable Sales Order Processing, Sales Invoicing, Purchase Order Processing and Stock Control. 6.1 Is data input controlled by selfexplanatory menu options?. All input screens are created for each specific customer based upon a set of templates at the point of implementation. There are no standard set of input screens. All input screens are created for each specific customer based upon a set of templates. 6.2 Are these menus applicationspecific? 6.3 Does the software provide input validation checks such as account code validation, reasonableness (limits, VAT or discount checking) and validity checks (VAT check-digit calculations)? 6.4 Can the user amend data on an input screen prior to update? and User Definable. All input validation can be controlled in one of two ways: - By the integral account code checks ie only valid combinations are allowed and users can only select codes to which they have access. - Through user-defined lookup or validation rules for a specific transaction which are coded as part of the input screen designer (UDI) capabilities. Entering invalid data generates an error warning and, where applicable, provides a list of options to choose from Furthermore, entering '?' throughout the system provides a list of options to select from. Confirmed prior to the transaction being committed by pressing F What control features are within the software to ensure completeness and accuracy of data input? All postings must adhere to standard accounting principles. Each posting must: - Contain valid account code and nominal combinations - Balance to zero - Have a valid open accounting period and input date etc. - Do not contain duplicate information. The type of duplicate checking is defined at input design stage. - Entering? throughout the system provides a list of options to select from. Confirmed some controls need to be considered at implementation stage. 15

16 6.6 Are all input transactions subject to this control? 6.7 How does the software ensure uniqueness of the input transactions? (i.e. to avoid duplicate transactions) 6.8 Does the software allow for batch control totals? If : Are batches automatically numbered? Are batches forced to balance before ledger update? Does the software allow the temporary halting of input of a batch to allow for queries or other activities to take priority (e.g. set up a new account) Is the user forced to confirm batch totals? 6.9 Is attempted posting of unbalanced journals rejected? (G/L) Are input errors highlighted? 6.11 If are they: Rejected and reported on screen? Rejected and error reports generated? Accepted and posted to suspense? As a standard check the system will not allow duplicate information to be entered. The type of duplicate checking is defined at input design stage. Dream is not specifically designed for batch processing but batch references can be applied to transactional input where this is a requirement.. If batch input is required automatic numbering can be instituted through the user-definable input (UDI) capabilities.. The unified ledger approach means that transactions cannot be posted unless they balance to zero.. Incomplete/unbalanced transactions can be posted to a separate hold database for subsequent retrieval and completion.. If batch input is required automatic numbering can be instituted through the user-definable input (UDI) capabilities.. All transactions must balance to zero. Input errors are prevented not rejected. Input errors are prevented not rejected. No, but if required transactions can be posted to a separate hold database for subsequent retrieval and updating. Confirmed suitable controls need to be considered at implementation stage. If batch processing is required the product would have to be tailored to provide this. Confirmed see above. Transactions that are put on hold are recorded in a separate database. Confirmed see above. Confirmed suitable controls need to be considered at implementation stage. Transactions that are put on hold are recorded in a separate database. 16

17 6.12 Does the software have an automatic facility to correct/reverse/delete transactions? If : Are all the double entry transactions documented in the audit trail? 6.13 What are the controls to ensure the internal integrity of the ledger(s) or the accounting information, e.g., control of accounts Is it possible to allocate input values directly to ledger control accounts? If : Please note the mechanisms available to allow the user to establish why the total balances on individual accounts do not agree to a respective control account? 6.15 Can automatic accruals or prepayments be generated? No. The unified design of Dream means that ledgers are, by design, always maintained in a state of accounting integrity. Postings cannot be committed to the database unless they are in balance. This design means that ledger control accounts are no longer required to maintain system integrity although the flexible design of the product enables use of such accounting practices where this is a business requirement. No. This is integral to the unified ledger design of Dream. Supported. N/A Confirmed - if control account posting is attempted the system forces selection of nominal ledger suballocation. Provided via a free add-on for customers requiring this Will these automatically be reversed after the period end? (G/L) 6.17 Does the software have a purchase invoice register? When creating reversing entries the user can specify the required reversing date and accounting period.. Use of register can be set as never, always or optional Does the software permit multi debit/credit journals?. Transactions can hold an unlimited number of lines. 17

18 6.19 How are transactions identified on screen/reports as to: Type? Debit or credit? 6.20 Can separate nominal analysis codes be input for each invoice line? It depends on the context. Most of the time this can be user defined at set up through GUI.. Mandatory. If : Does this cover: Sales ledger? Purchase ledger? Stock? 6.22 Can receipts and payments be matched to specific invoices? If :- Is this Automatic or manual? 6.23 Will the software permit part payments? 6.24 Will the software allow: Payments to be made to customers? Receipts to be received from suppliers? Either singularly or in bulk. Manually or automatic.. There is a specific part payment function provided. Confirmed - specific part payment function provided Does the software handle purchase credit notes? 6.26 Is there an ability to automatically amend stock if applicable? No N/A basic stock control only Can the software generate sales credit notes? 6.28 Does the software handle discounts and promotions? 6.29 Does the software provide for early settlement discounts? Various criteria such as time limits & rates can be set. 18

19 6.30 Can early settlement discounts be automatically generated? 6.31 Are there controls over accepting settlement discounts (e.g. time limits)? 6.32 Is VAT treated correctly on early settlement discounts? 6.33 `Will the software permit the posting of unallocated cash to the ledgers? Does this apply to: Sales ledger?. Utilising the Dream payment facilities. Time limits could be configured into the application if required. most implementations involve applying VAT to the amount before deduction of the discount and adjusting VAT if the discount is taken. However where it is appropriate to calculate the VAT on the net amount under the assumption that the discount will be taken, this approach could also be supported. Terms are specified on ledger account. Controlled via input screen would need to be considered upon implementation. Confirmed either approach is supported, the most appropriate treatment for each client would need to be defined upon implementation Purchase ledger? 6.34 Are unallocated cash/credit notes specifically reported for follow up? 6.35 Are outstanding transactions displayed for allocation?. Enquiries and reports can be configured to highlight this information.. As previous response. Confirmed - report options include reporting paid, unpaid, disputed, held items etc. If does this apply to: Sales ledger? Purchase ledger? 6.36 Is it possible for new accounts to be created during input? subject to user access security. Confirmed - a separate window can be used to create a new account Does this cover the following ledgers: Sales? Purchases? General? Stock? 19

20 6.38 What controls are there over the creation of new accounts? 6.39 Is the originator and/or authoriser identification logged by the software? 6.40 Is the user prevented or warned from overriding credit limits or discounts? (S/L) Does the software have a bank reconciliation facility? 6.42 Does the software enable transactions to be posted to the ledgers whilst performing a bank reconciliation (e.g. standing charges, bank charges etc)? It is controlled via menu security and can be specified at set up. in the Audit Trail.. This requirement can be controlled through the user-defined input (UDI) designer.. Transactions will appear immediately in the bank reconciliation window if the refresh button is applied. For example it is possible to permit a user to enter transactions but not to create accounts. Rules to govern how credit limits are enforced would be set up on implementation. The credit limit is recorded in the database but is enforced via configuration of the input screen which would include a user definable warning message Are these adequately reported? 6.44 Does the software accept input files from other computer packages? If : What formats are accepted?. Data can be imported in a number of ways: As formatted files (.csv, tabdelimited etc) for the following areas: - Nominals - Accounts - Account Name & Addresses - Account Payment Information - Account Terms - Budget Codes - Nominal and Account Budget Details - Order items - Order Item, Suppliers - Index items and Keylist Keys - Bank Statement details - Period Calendars - Order Details - Transaction Details Dream XML import facilities through BASDA ebis XML procurement standard documents 20

21 What controls are in place over the interface? 6.45 Does the software have a facility for calculating interest on late payments? Standard menu and functional security is applied to accessing the import functionality. In addition standard input validation (eg account/nominal access) is applied to transactions as they are loaded.. Interest can be applied based on percentage or fixed value. A proposal is put forward by Dream, elements accepted or amended by the user, and then applied. It can operate on balances and/or transactions as desired by the user. 21

22 7 File maintenance 7.1 Are ledgers: Open item? Balance forward? 7.2 Does the above cover: Sales ledger? Purchase ledger? General ledger? They are maintainable as either and it covers Sales, Purchase and Nominal Is a month end routine required to be undertaken? 7.4 Is the creation or amendment of standing data (e.g. customer account details) controlled by menu options? 7.5 Are menus: Application specific? User specific? 7.6 Is it impossible to delete accounts if the balance if Nil but transactions have been recorded against the code. Does this apply to: General Ledger? Sales Ledger? Purchase Ledger? Stock? A period can be closed off to prevent further posting to it. Users can then continue to work posting into the next period while the period end reporting is undertaken. Users are not forced to cease working while a period end routine is undertaken.. Security is applied to menu options which control access to account set-up and maintenance. This is used in conjunction with account security to control which ledgers (customers, suppliers, etc) any individual user can maintain. User specific.. No account can be deleted once postings have been made to it. This applies throughout the system. Controlled by adjusting security level to post to a period to prevent users with lower security levels from posting whilst allowing an authorised user to do so if required. Menus and input screens can be tailored as required upon implementation. Confirmed - delete button disabled as soon as any posting made to an account. 7.7 Are there any other constraints over the deletion of accounts? No. N/A 22

23 7.8 What is the size and format of reference numbers and descriptions within: General Ledger? Sales Ledger? Purchase Ledger? Stock? All account and nominal codes are up to 12 alpha-numeric characters. 7.9 Is the scope of the reference number adequate to permit sufficient depth of analysis? 7.10 How does the software guard against/warn about, duplicate account numbers on set up? 7.11 How does the software enable the traceability - from, to and through the accounting records - of any source document or interfaced transaction? 7.12 What drill down/around functionality is available within the software?. Codes are used primarily for data capture. Analysis structures are defined largely independently from these posting structures using reporting Indices. It warns the user through On-screen Messages and will then inhibit entry of the duplicate account. Full drill back. Full online drill down/around/back Can reports be invoked which identify all the fields which have been modified? 7.14 If the software uses a lot of standing information which changes frequently or regularly, does the software allow for such changes to be effected through the use of parameters or tables? If : Is the use of such parameters or tables adequately reported? 7.15 What controls are within the software over changes to parameters and tables e.g. reporting, password etc?. Integral Audit Trail Report.. Information can be uploaded through the interfacing capabilities or held within the application as keylist data where a keylist refers to user-defined parameter tables. Keylist information can be reported on. Access to keylists and the ability to update standing information through the import facilities is under secure control. Confirmed - dependent upon auditing being set to on for relevant fields. Shows parameter settings before and after amendment. "Keylist" refers to userdefined parameter tables. 23

24 7.16 Does the software allow selective archiving of old data on a userdefined basis?. Archiving of transactional information is user-controlled and normally relates to ranges of completed financial years. Confirmed via a separate Dream Archive tool What controls are in place over the handling of archived data? Archiving functions are menu and password controlled Can archived data be used for reporting purposes? 7.19 Does the software allow for the restoration of achieved data for audit without affecting current accounting data?. This would normally be achieved at the database management level. Confirmed - archived transactions are moved to a separate database rather than being deleted. 24

25 8 Processing 8.1 Does the software ensure that menu options or programs are executed in the correct sequence (e.g. ensure outstanding transactions are processed before month end procedures run)? 8.2 After an external document (e.g. sales invoice or cheque payment) has been generated and posted to the accounts is it impossible to amend this data? 8.3 Is there an audit trail of all changes to transactions which have updated the ledgers? 8.4 Can the software calculate prices or values by reference to master file data? 8.5 Does the software provide automatic recalculation, where appropriate, of data input? (e.g. VAT) 8.6 Does the software warn the user when the ledger is out of balance? 8.7 How is this done e.g. when the software is switching on or on ledger update? Supported. Where there are time or sequence dependencies in processing, menu options will only appear when appropriate (eg steps in the payment cycle). This is controlled through security. Normally no changes would be anticipated but the system can be configured to allow this if required. Supported Supported Account code validation is carried out on switching. Balance validation can be done either on posting or on value update through the user-input designer (UDI) capabilities. The audit trail can be configured to record any such amendments. An input form would need to be set up to perform this function. Confirmed, subject to set-up of input forms upon implementation. Confirmed although this would only be expected to occur in exceptional circumstances. 25

26 9 Performance of requisite accounting functions 9.1 What control features are provided by the software to support effective user controls? Full menu/data security. 9.2 Is there: Transaction sequencing? Automatic dating of posting transactions? Identification of user id or source of document? 9.3 Is the software available as multi user? 9.4 Can the same function be used by more than one person at the same time, whilst still retaining the separate user identities? 9.5 Is the software available as multicompany? If :- How many companies are supported? 9.6 Is a group consolidation facility available? 9.7 Can the software consolidate entities with different charts of accounts? Unlimited.. Unlimited numbers of organisational summarisations can be created utilising Dream Indices. In addition, for more complex group consolidation CODA 2control Consolidation is available integrated to Dream.. For example, cross company reports are a standard option. Confirmed an optional module is available for consolidation. 9.8 How many levels of nominal analysis can be handled by the software? 3 but up to 10 levels in reporting. 9.9 How does the software handle cost centres, departments, divisions? 9.10 How are periods handled by the software? User definable. User-definable at set up. 26

27 9.11 How many: Accounting periods can be set up? Years can be set up? Unlimited Unlimited 9.12 Can the length/ number of periods be adjusted to suit different user requirements? 9.13 How many accounting periods can be open at any one time? 9.14 How many years can be open at any one time? Unlimited Unlimited 9.15 Can a period or year be re-opened after it has been closed? If : What controls are in place over this function? If No: Is the data archived on the server? Is this accessible for reporting purposes? Can a previous year be restored from backup? 9.16 Can data from all accounting periods and years be accessed at any one time? Subject to user access security.. Subject to appropriate security settings. Subject to user access security. Internal procedures will be required to ensure properly controlled Can previous months and years be accessed for enquiries or reports? 9.18 Does the software handle posting date as well as document date? If : Are transactions analysed by posting date or document date? 9.19 Can transactions be posted to more than one accounting period at any point in time? 9.20 Does this cover:-. User definable.. Unlimited. 27

28 General ledger? Sales ledger? Purchase ledger? 9.21 Is it possible to allocate transactions to: Future periods? Previous closed periods? A previously closed year? If : What controls are in place e.g. level of authorisation and on screen warnings? Will the software revise subsequent periods accordingly? 9.22 How will transactions outside the current period be: Reported Accounted for in the VAT return? 9.23 Does the software permit use of budgets and provide comparisons between budgets and actuals? If : How many versions of budgets/forecasts can be maintained on the system? 9.24 Are budgets available for: General ledger? Sales ledger? Purchase ledger? Overheads? Balance sheet? Supported. With appropriate security permissions. Supported. With the appropriate security permissions. A warning can be created, if required, through the user-defined input (UDI) tools. There is no direct relationship between input and period security. Any number of periods can be posted to with the appropriate security permissions. All periods are available to the reporting tools at all times subject to the security permissions of the user. Supported. Unlimited budgets can be held. Some configuration would be required to be able to autopost to multiple periods e.g. accruals allocation. Subject to user access security. Internal procedures will be required to ensure properly controlled. Requires configuration at implementation stage. Subsequent periods are revised accordingly. Internal procedures will be required to ensure properly controlled. Confirmed provided using transactions types to indicate actuals, budgets or commitments for example Can budgets be set by: Period? Annually? 28

29 9.26 Can the software automatically generate budgets? If :- Please state how this is achieved What is the maximum value of transactions and of totals that can be handled by the software? 9.28 What is the maximum number of transactions that can be handled by the software? 9.29 What is the maximum number of accounts on each ledger: Sales ledger? Purchase ledger? General ledger?. Information such as budgets can be extracted, manipulated, written and posted back into Dream. Any value up to 18 significant digits. Unlimited Unlimited For example export / import to / from spreadsheets. 29

30 10 Reports 10.1 Are all reports adequately titled and dated? (E.g. report name, client name, data, period, batch, last entry number, period end, pages, numbers etc.) 10.2 Do the reports provide totals where applicable? 10.3 Are these totals calculated or taken from a control file? Please state the reports that do not feature calculated totals Is it clear when the report has ended? (totals or end markers) 10.5 Can reports be saved in electronic format (as distinct from just printing)? 10.6 Are such files adequately protected from deletion or amendment? 10.7 Is a report writer provided as part of the software or as an add on? Please state the name of any third party package What level of knowledge is required to use the report writer e.g. beginner, regular user, expert? Calculated on report creation / report window refresh.. Any report window can be extracted directly to external tools (eg spreadsheets) utilizing standard Windows menu options (copy window, cut-and-paste etc) Once saved external to the application there is no direct control over their status. Internal report definitions can be saved and protected to prevent deletion. A suite of internal report generators and reporting windows are provided as standard with the application. In addition Dream can be accessed from any ODBC/ADO-compliant reporting tool. There is also an Excel plug-in (DreamView) to enable summary reporting directly from a spreadsheet, with full drill-back to transactional detail as with the core application. The internal report windows can all be used by normal finance users. Minimal training is required for both these and the internal report writing tool (UDR) and DreamView. N/A, subject to file type & storage used but reports can be reproduced at any time. Reports can be built quite easily by selecting fields and filters from drop down options. 30