q-erp Information Sheet Version 2.0 q-erp Information Sheet

Transcription

1 q-erp Infrmatin Sheet Versin 2.0 q-erp Infrmatin Sheet

2 1. OVERVIEW 1.1 General System Features This lists the general features f the system regardless f what mdule is accessed. Architecture - Client/Server Technlgy using rbust SQL back-end. - Multi-user and Netwrk Ready - Designed and tested fr enterprise-strength transactin prcessing - On-line entry, update, delete and inquiry f transactins - Real Time Prcessing and Updating - Optinal Mdule fr Text Message Enabling the system (see SMS- Shrt Messaging Service mdule). User Interface - Windws-based interface allws a user-friendly experience - Easy t use menus and tlbar icns with shrtcut functin keys - User can use keybard muse, r a cmbinatin f bth. - User custmizable tlbar allws persnalized icns t be created fr frequently used transactins and reprts. - Pwerful search facility makes lcating a particular recrd frm vluminus data an easy task. Reprting - Cmprehensive set f reprts in each mdule - Optin t generate reprts fr screen viewing, printing, print preview, r fr extractin t file (Excel and frmatted PSR file). - Reprts have intuitive parameters (filters) t limit the reprt t desired infrmatin. - Flexible reprt printing ptins like printer setup, page range printing, and multiple cpies printing. Security - Security system prviding different access levels dwn t individual users - Each individual user can be assigned restricted prgram access like read, write and print privileges. - Autmatic lck-ut f users with cnsecutive invalid passwrd attempts prevent hackers frm getting int the system Audit Trail - Audit trails can be dne n lgin, lgut, pen, create, edit, apprve, delete, and print access. This will shw what the user did, when and n what terminal. - Audit trail prgram allws easy filtering fr easy investigatin f data. - Audit trail can be turned n r ff fr ttal security cntrl. - Knw wh is currently lgged n in the system acrss the netwrk. - Check n what yur users have wrked n and mnitr their prductivity. The fllwing are the features f each mdule included in the system: Accunts Receivable Mdule Maintenance/Lk-up Windws The fllwing are the maintenance windws in the mdule. These allw fr flexible lk-ups and settings within the mdule. - Bank (with address, cntact infrmatin and cash-in-bank accunt) - Bank Accunts (with accunt n., currency, balance, cash-in-bank accunt linked with G/L mdule) - Credit Term (with due days, discunt n prmpt payments) - Check Types (the type f checks and the days f clearing, used during check depsit transactin). - Currency Cdes - Exchange Rates (with effective date) - Reasn Cdes (used fr DM and CM) - Tax Cdes (with Tax Percent)

3 - Custmer Type (used t classify custmers) - Cntact Type (fr the Cntact Persns within the Entity Maintenance) - Cllectin Area - Entity Cde Address, Phne N., Fax, , VAT and default currency Entity can either be a supplier r a custmer r bth. Multiple Cntact Infrmatin per Entity. This allws yu t enter different peple within the Entity in yur Cntact Infrmatin. Cntact Infrmatin includes Name, Cntact Type, Designatin and Cntact Numbers. Custmer Infrmatin includes Shipping Address (can have multiple ship t address), Billing Address, Cllectin Address, Credit Terms, Credit Limit, Price List, Cllectin Area and thers. Visit Schedule can be maintained per entity. This is used t indicate the days when cllectin r visits can be made (example fr this entity cllectin is made nly every Fridays). - Apprving Officer (is used fr the n-line apprval f frms within the mdule) - Mdule Settings Custmizes the behavir f each and every frm in the mdule. Example, CM needs t be apprved befre printed then it is psted. The rder f this can be mdified n the mdule settings. Transactins The fllwing are the transactin prcessing dne within the mdule: - Bulk Sales Invice (Recrding f Invices used nly if there is n Sales and Distributin Mdule) - Payment Receipt Recrding f Official Receipt r Payments made by the Custmer. Accepts Cash, Check (multiple checks), and nn-cash payments Applicatins are made t apply a payment t a particular Invice. Tax Withheld At Surce (TWAS/Creditable Withhlding Tax) can als be recrded at this pint. A TWAS cde must be specified (ex., Tp 1,000 Cmpanies 1%). TWAS recrded at this pint needs t be cleared when the Certificate is received frm the Custmer. - Credit Mem - Debit Mem - Offset f Unapplied Transactins During Payment Receipt, advances made by custmer can als be accepted. This is later n applied using this transactin - Check Depsit Transactin - Check Returns Transactin - TWAS Clearing/TWAS Reversal Transactin - Bank Recnciliatin transactin Used t recrd ther transactins that affect bank balances. This may include Bank Charges, Interest, Taxes, Etc. Cmprehensive Reprts - Outstanding Receivable - Summary f Receivables - Summarized Aged Receivables - Aged Receivable - Aged Receivable Graph - Prjected Cllectins Reprt - Payment Aging Analysis - Jumping Payments - Custmer Listing - Custmer Statement f Accunt - Pending Unapplied Transactins - Cllectin Schedule

4 - Dunning Message - Output Tax Reprt - Credit Limit Reprt - Bank Accunt Reprt - Freign Exchange Gain/Lss Reprt - Summary f Bulk Sales Invice - Summary List f Sales - Payments Reprts - CM/DM Reprts - Check Reprts Summary f Checks Received Summary f Checks fr Depsit Summary f Bunced Checks Generated Debit Mems frm Returned Checks Summary f Checks Depsited Summary f Checks Returned - TWAS/Creditable Tax Withheld Reprts Summary f TWAS Entries Pending TWAS Deductins Summary f TWAS Clearing Summary f TWAS Reversal - Bank Recnciliatin Reprts Accunts Payable Mdule Maintenance/Lk-up Windws The fllwing are the maintenance windws in the mdule. These allw fr flexible lk-ups and settings within the mdule. - Currency (Shared with the ther Mdules) - Exchange Rate (Shared with the ther Mdules) - Check Type (Shared with the ther Mdules) - Payment Charges - Petty Cash Fund Allws fr multiple petty cash within the cmpany Has minimum and maximum funds needed fr replenishment as well as balance f the petty cash fund - Supplier Type - Cntact Type (Shared with the ther Mdules) - Cllectin Area (Shared with the ther Mdules) - Entity (Shared with the ther Mdules) - Bank (Shared with the ther Mdules) - Bank Accunts (Shared with the ther Mdules) - Credit Term (Shared with the ther Mdules) - Reasn (Shared with the ther Mdules) - Salesman (Shared with the ther Mdules) - Tax (Shared with the ther Mdules) - Apprving Office - Mdule Settings Transactin Prcessing The fllwing are the transactin prcessing dne within the mdule: - Bulk Invice Receipt/Invice Receipt (used t Recrd the Invice f the Supplier) - AP Vucher - Payment Vucher Allws fr different types f payments (cash, check, bank transfer r nn-cash) Payment amunt is applied t the supplier s dcument.

5 Allws fr TWAS/Creditable Withhlding Tax t be deducted during preparatin f Payment Vucher - Payment Vucher Disbursement (recrds the actual disbursement f the prepared Payment Vucher) - Offset Unapplied Transactin (used t ffset advances made t suppliers) - Credit Mem - Debit Mem - TWAS Certificate Issuance - Petty Cash Fund Replenishment - Petty Cash Vucher - Petty Cash Vucher Disbursement - Petty Cash Vucher Liquidatin - Petty Cash Fund Recnciliatin - Bank Recnciliatin - Offset AR with AP This transactin allws fr Offsetting f AR with AP fr entities that are bth custmers and suppliers Cmprehensive Reprts - Outstanding Payables - Prjected Payments - Aged Payables - Supplier Ledger - Supplier Listing - Issued Checks - Summary f Payables - Pending Unapplied Transactins - Input Tax Reprt - Bank Accunt Reprt - Invice/APV Reprts - Payment Reprts - CM/DM Reprts - TWAS Issuance Reprts - Petty Cash Reprts Petty Cash Funds Belw Minimum Balance Summary f Petty Cash Replenishment Summary f Petty Cash Vuchers Summary f Petty Cash Liquidatins Summary f Petty Cash Recnciliatin Summary f Petty Cash Fund Transactin Summary f Petty Cash Charges - Bank Recnciliatin Reprts - Offset AR with AP Reprts General Ledger Mdule Maintenance/Lk-up Windws The fllwing are the maintenance windws in the mdule. These allw fr flexible lk-ups and settings within the mdule. - GL Accunts (GUI tree view fr inputting Chart f Accunts) - Subsidiary Accunts - GL Bk Allws the flexible creatin f the different bks Clumns are custmized by the user (example, user defines clumn 1 t becme the CASH accunt) - Fiscal Calendar

6 User defined fiscal calendar This will becme the basis f all f the G/L transactins as well as reprts - Budget Cde - Ad Hc Reprt Template This is a custmizable reprt where the user can define clumns The basis f the clumns are G/L Accunts and values can either be the beginning balance, ending balance, debit r credit r net change. User can als indicate if values are t be added r subtracted. Cash Flw Reprts are usually created using the Ad Hc Reprt Template - Balance Sheet Template Balance Sheet Reprt is Template driven. This way, users can define different templates fr different usage. Layut fr ne template may differ frm the ther template. Example, yu may pt t create a Balance Sheet Template fr Upper Management and anther fr Accuntants Use. The Balance Sheet fr Upper Management may already be summarized accrding t the needs f the Upper Management. - Incme Statement Template Allws fr different layut depending n different usage. - Recurring Jurnal Vucher - GL Accunt Mapping - GL Bk Mapping - Apprving Officer - Mdule Settings Transactin Prcessing The fllwing are the transactin prcessing dne within the mdule: - Jurnal Vucher Includes transactin date, bk cdes, GL Accunts fr debit and credit transactin JV must be psted t finalize the transactin - JV Apprval - Jurnal Vucher Extractin Used t extract entries autmatically generated by the different mdules (example, AR and AP mdules). - Jurnal Vucher Psting - Budget Preparatin Manual entry f the Budget fr a given budget cde. Cmprehensive Reprts - Ad Hc Reprt Users must specify the Template t use. Can be cmparative fr unlimited number f perids. - Balance Sheet Reprt Users must specify the Template t use. Can be cmparative fr unlimited number f perids. - Incme Statement Reprt Users must specify the Template t use. Can be cmparative fr unlimited number f perids. User can als pt t cmpare versus a given Budget Cde - GL Bk Reprts - Transactin Register - Subsidiary Reprt Sales & Distributin Mdule Maintenance/Lk-up Windws The fllwing are the maintenance windws in the mdule. These allw fr flexible lk-ups and settings within the mdule.

7 - Class (2 levels f classificatin fr the items f the cmpany) - Brand - Unit f Measure - Unit f Measure Cnversin - Lcatin Cdes - Pririty Cde - Item Includes Item Descriptin, Item Type, Class, Sub-Class, Brand, Standard Keeping Unit Purchasing Unit f Measure, Selling Unit f Measure, Min Maintaining Quantity, Maximum Inventry Quantity, Minimum Order Quantity, Rerder Pint, Standard Batch Quantity (fr Jb Orders), Standard Order Multiple, Purchasing Lead Time and Standard Cst - Item Type (user can specify GL Inventry Accunt t use fr the item type) - Package Type - Currency - Price List Type (can define multiple price lists with currency cde) - Custmer Type (shared with ther mdules) - Order Type Can define different flw(s) f infrmatin fr the given rder type s as t custmize the flw f data The fllwing are the custmizable flw f data: Sales Order Sales Invice Sales Order Delivery Receipt Sales Order Delivery Receipt Sales Invice Sales Order Pick Activity Sales Invice Sales Order Pick Activity Delivery Receipt Sales Order Pick Activity Delivery Receipt Sales Invice - Credit Term (shared with ther mdules) - Tax (shared with ther mdules) - Entity (shared with ther mdules) - Reasn (shared with ther mdules) - Territry (shared with ther mdules) - Ship Via - Apprving Officer - Mdule Settings Transactin Prcessing The fllwing are the transactin prcessing dne within the mdule: - Item Price List Update Price List has effective date and is specified per Price List Type - Qutatin Multi-currency Ship Via, FOB Pint, Other Charges Items Quted with price frm item price list Can create Sales Order frm the items in the qutatin - Sales Order Starting pint f the Sales Cycle in the Sales and Distributin mdule Three Levels f Header Discunt Percentages Items Discunt Percentages Sales can be Tax Inclusive r Nt. Tax Cde must be specified - Pick List Starting pint f the picking cycle Items rdered thrugh the Sales Order are printed in the Pick List Pick Lists are t be given t warehuse persnnel fr actual gds preparatin. Can Pick frm multiple lcatins/warehuses using different Pick Lists

8 - Pick Activity Recrds the actual items picked r withdrawn frm the warehuse Deducts Inventry accrdingly Autmatic UM cnversin References Pick List Number - Pick Returns Used t return items picked during pick activity References Pick Activity Number - Delivery Receipt References Sales Order (Many t Many Relatinship) Can include nly Picked Items (depending n Order type) - Packing List Generate Cartn/Packing Details References Delivery Receipt Number - Sales Invice References Sales Order Number (Many t Many Relatinship) Linked with Accunts Receivable Mdule - Sales Return Linked with Accunts Receivable Mdule Increases Stck n Hand f the items returned Cmprehensive Reprts - Summary f Sales Transactins - Sales Graph - Sales Mix - Summary List f Sales - Detailed List f Sales - Summarized Daily Sales Margin - Detailed Daily Sales Margin - Sales Reprt By Item - Best Selling Item - Item Sales Margin - Summarized Sales By Salespersn - Sales Reprt By Salespersn - Item Sales By Salespersn - Custmer Sales Ranking - Custmer Listing - Custmer Pricing Histry - Custmer Last Purchase Reprt - Price List - Price List Histry - Available Inventry fr Sale - Item Price List Update Reprts - Sales Order Reprts Summary f Sales Order Pending Sales Order Summary Pending Sales Order Items - Picking Reprts Pending Items fr Pick List Summary f Pick Lists Pending Pick Lists Summary f Pending Pick Items Summary f Pick Activities Summary f Picked Items Summary f Picked Returns

9 - Delivery Receipt Reprts Pending Items fr Delivery Summary f Items fr Delivery Summary f Delivery Receipts Detailed Summary f Delivery Receipts Summary f DR Items Pending Delivery Receipts - Sales Invice Reprts Pending Items f Invicing Summary f Sales Invice Summary f Invice Items - Packing List Reprts - Sales Return Reprts Purchasing & Inventry Mdule Maintenance/Lk-up Windws The fllwing are the maintenance windws in the mdule. These allw fr flexible lk-ups and settings within the mdule. - Class (shared with ther mdules) - Brand (shared with ther mdules) - Unit f Measure (shared with ther mdules) - Unit f Measure Cnversin (shared with ther mdules) - Lcatin Cdes (shared with ther mdules) - Pririty Cde (shared with ther mdules) - Item (shared with ther mdules) - Item Type (shared with ther mdules) - Bank (shared with ther mdules) - Charge (shared with ther mdules) - Currency (shared with ther mdules) - Exchange Rate (shared with ther mdules) - Department - Issuance Type - Entity (shared with ther mdules) - Credit Term (shared with ther mdules) - Item UM Cnversin Can specify UM cnversin fr a particular item These are fr cases where the particular item has a different cnversin (example, 1 pallet fr item A is 200 pieces while 1 pallet fr anther item is nly 100 pcs) - Supplier Item UM Cnversin Can specify UM cnversin fr a particular item sld by a particular supplier. - Apprving Officer - Mdule Settings Transactin Prcessing The fllwing are the transactin prcessing dne within the mdule: - Purchase Requisitin - Purchase Order - Receiving - Miscellaneus Receiving Used t receive items withut a reference purchase rder. - Purchase Return - Materials Requisitin - Materials Issuance - Materials Return - Miscellaneus Issuance

10 - Transfer Order - Transfer Receipt - Physical Cunt Adjustment Used t recrd physical cunt Tw types f Adjustment: Abslute and Relative Cmprehensive Reprts - Stck Status Reprt - Stck Card Reprt - Items Belw Minimum Maintaining Quantity - Negative Inventry Reprt - Items Last Received Date - Negative Adjustment Reprt - Supplier Listing - Purchase Requisitin Reprts Summary f Purchase Requisitins Pending Purchase Requisitins - Purchase Order Reprt Summary f Purchase Order Pending Purchase Order - Receiving Reprt - Purchase Return Reprts - Materials Request Reprts - Materials Issuance Reprts - Physical Adjustment Reprts - Transfer Reprts Summary f Transfer Orders Pending Transfer Orders Summary f Transfer Receipts Summary f Received Transfer Items 2. IT FRAMEWORK 2.1. Develpment Platfrm The System is develped using a Client/Server setup. The client applicatin is develped using Pwerbuilder, a Rapid Applicatin Develpment tl. The back-end r the server can be any f the listed Relatinal Database Management System (RDBMS) Sftware Requirements Listed belw are the minimum sftware requirements fr the cmputerizatin. These requirements are nt part f this prpsal and shuld be btained separately. QCD can prvide yu with these prducts r yu can acquire them frm ther vendrs. Server Requirements Operating System 1. Micrsft Windws 2003 Server (recmmended, fr netwrk implementatin), the number f cnnectin licenses depends n the actual number f netwrk users. 2. Or, any Operating System that will supprt an RDBMS and has netwrking capability. RDBMS (Relatinal Database Management System) 1. Or, Micrsft SQL Server 2005 r higher (recmmended, fr netwrk implementatin), the number f licenses depends n the actual number f netwrk users. 2. Or, any RDBMS that will run n the selected Operating System and is ODBC (Open Database Cnnectivity) cmpliant.

11 Wrkstatin Requirements Operating System 1. Micrsft Windws 95, 98, ME, XP (recmmended). 2. Or, Micrsft Windws NT Wrkstatin Hardware Requirements Listed belw are the suggested minimum hardware requirements fr the cmputerizatin. These requirements are nt part f this prpsal and shuld be btained separately. Server Requirements Pentium IV r better prcessr 256MB RAM 20GB Hard Disk SVGA Mnitr Netwrking peripherals (fr multi-user setup) 28.8Kbps Mdem Backup device Printer (can be shared by ther wrkstatins in the netwrk) UPS Wrkstatin Requirements (number f units will depend n the number f users) Pentium PC 128MB RAM 20GB Hard Disk SVGA Mnitr Netwrking peripherals (fr multi-user setup) Printer (can be shared by ther wrkstatins in the netwrk) 2.4. Netwrk Design The netwrk infrastructure fr the system will depend n the number f users wh will access the system. It will als depend n the physical prximity f the users t the Server. The actual technlgy t be used will still depend n the final requirement specificatins that will be defined after further data analysis. Preliminary netwrk design schematics is illustrated as fllws: SERVER LAN Hub Hub LAN Wrkgrup LAN Wrkgrup

12 Figure 1. Order Type Allws user t define the sequence f events fr the Sales Prcess. Figure 2. Qutatin Windw Allws tracking f qutatins issued t custmers.

13 Figure 3. Sales Order Entry Figure 4. Pick Activity Transactin Allws warehuse t indicate actual items picked.

14 Figure 5. Delivery Receipt Indicates Actual items delivered. If pick activity is required then nly items picked can be included in the DR.

15 Figure 7. Stck Card Reprt Shws the In and Out mvement f an item n all lcatins r fr a warehuse. Figure 8. Payment Vucher Windw Can indicate check and bank accunt infrmatin

16 Figure 9. Petty Cash Fund Allws user t define multiple funds with different balances and levels. Figure 10. Bank Accunt Allws user t define the different bank accunts f the cmpany. Each can have its wn GL Accunt (which refers t the Chart f Accunts).

17 Figure 11. GL Accunts User can define the Chart f Accunt f the Cmpany Figure 12. Balance Sheet Template Allws user t define different templates/lks fr the balance sheet and incme statement reprt. This template will be used during the balance sheet reprt and incme statement reprt.

18 Figure 13. GL Bk Allws user t define the different clumns f the different bks. A sundry clumn is always prvided at the last clumn. Figure 14. Budget Preparatin Allws user t indicate budgeted values fr the different expense and revenue accunts. This can be used as a cmparative value during the Incme Statement Reprt Printing.

19 Figure 15. Incme Statement Reprt Incme Statement and Balance Sheet can d cmparative side by side reprting. This can be dne n ne r mre fiscal perids.