Financials SunSystems Version 4.2.6 ebusiness Edition
SunSystems A leading international solution offering powerful financial and business software. SunSystems is a proven client/server business solution providing e-business capabilities to a wide range of domestic and international organizations worldwide. Designed with the flexibility to match changing business requirements, SunSystems is a scalable solution, offering ease of use and the power to support business processes. SunSystems incorporates two product suites: Financials and Business modules. SunSystems Financial system includes an integrated ledger and full multi-currency support. Multidimensional analysis extends across all of the SunSystems modules, delivering powerful management information to the whole organization. The Business modules provide full sales and purchasing functionality and an inventory control system, with planned enhancements set to deliver much greater functionality in 2000. Business Intelligence tools offer full analysis and reporting capability across the entire suite of modules. With the growth of the Internet, organizations are seeking to achieve more from their applications, shifting their focus from trading to collaboration. SunSystems is designed to enable these organizations to derive this e-business advantage. The ebusiness Edition of SunSystems offers full application functionality to an organization, while enabling the automation and integration of the solution into an e-business environment. Using innovative technology and an open architecture, SunSystems is available on a wide range of platforms, including Windows NT, Novell NetWare and UNIX. Databases supported include Oracle and Microsoft SQL Server. Fast implementation, tailored training and full support services ensure users can quickly gain access to the information necessary for informed and effective decision making. FROM SYSTEMS UNION With 26 offices spanning five continents and a channel partner network covering over 70 countries, Systems Union s success has been built around the development of SunSystems. Systems Union s mission statement to help customers and partners worldwide achieve their business goals by delivering innovative, proven software and comprehensive service reflects the company s commitment to developing solutions that meet the current and future needs of an international community. With over 20,000 SunSystems customer sites across 187 countries, Systems Union has focused on providing a consistent, high quality solution worldwide. The company s Research and Development facility has a quality management system certified to ISO 9001, positioning it as one of the most reputable as well as successful suppliers of business software in the world. 1
Meeting Business Requirements The SunSystems Solution The design philosophy behind SunSystems focuses on meeting the varying needs of our customers. Its success derives from a range of dynamic features that apply across the entire suite of modules. Technological innovation, e-business capability and independence, combined with powerful analysis tools, provide a compelling solution that can be implemented across the world. Security features, enhanced ease of use and speedy implementation contribute to a low cost of ownership, while offering organizations peace of mind and protection of their investment. POWER OF ANALYSIS Whether simple or complex, organizations can match the way data is structured to fit their business framework using the flexibility offered by user definable, multi-dimensional analysis. Viewing business data and producing reports required leads to better cost control and identification of growing revenue streams. Analysis can be applied to both reference and transaction data, with the user deciding the number and size of the analysis dimensions to be used. This flexibility allows performance to be analyzed at a number of levels, e.g. multiple divisions or profit centers. Users are empowered with the tools to deliver the right information at the right time. REDUCING RISK Organizations looking for tried and tested software can be secure in the knowledge that SunSystems is a proven solution, with over 20,000 customers in 187 countries. As a private company with healthy growth, Systems Union has self-financed the development of SunSystems, resulting in long-term investment and protection for its customers. For example, SunSystems was Year 2000 compliant as early as 1992. SunSystems provides audit trails, comprehensive user access profiles and a single ledger design to ensure that all crucial business processes are secure. Budgets for implementation and support can be allocated with confidence, as SunSystems services have been developed to a consistent standard worldwide, and can be delivered rapidly and easily to organizations across the globe. 2
INTERNATIONAL OPERATIONS Whether a domestic company operating in one of 187 countries, or an organization seeking global expansion, the availability of SunSystems in 27 languages, with local language screens and training, provides a consistent solution wherever your organization is located. Multi-currency functionality (including support for the euro) enables organizations to meet statutory requirements, trade in their desired currency, reduce overheads in currency handling, and obtain a global view of the cash position. Consolidation of information from different regions also enables identification of the best and worst sources of revenue and expenditure. This global view enables optimization of the use and deployment of funding across regions. A range of global and local statutory requirements are incorporated into SunSystems, avoiding the need to create these locally and allowing fast global deployment. Systems Union has built a global network of subsidiaries, VARs and business partners. This local support provides users with a sense of security and greater acceptance of a global solution. Organizations can eliminate risks and cut costs associated with attempting to implement their own global support. EASE OF USE SunSystems has an easy-to-use interface which allows users to navigate directly from any part of the system to any other, either through pull-down menu options and button bars, or by employing hot keys. With the security system only showing users the options they have access to, and with a choice of graphical or character-based interfaces, SunSystems is simple to learn and use. In addition, SunSystems can be used with a range of Microsoft Windows-based tools (e.g. Microsoft Excel), so that end users can easily manipulate data, without additional training costs. 3
TAKING ADVANTAGE OF TECHNOLOGY To protect investment in existing technology, and provide for growth in the future, SunSystems is available on a variety of platforms stand-alone PCs, distributed PC networks, SCO UNIX and UNIX installations on HP9000, Solaris and IBM RS/6000. Freedom of choice is also offered through a range of environments Microsoft SQL Server and Oracle Workgroup under Windows NT, Oracle running under UNIX and Oracle with Novell NetWare. SunSystems has been optimized for RDBMS (Relational Database Management System). This allows usage of stored procedures to ensure that operational performance is maximized, allowing greater scalability for large installations. A three-tier architecture ensures that the different layers of SunSystems (presentation, application and data management) can be deployed for optimum client/server performance. This offers the scalability to allow SunSystems to match the growth of your business and operational requirements. SunSystems is supplied with consistent interfaces allowing the development of integrated solutions with third party products. This interface flexibility enables the power of SunSystems to be utilized with a wide range of vertical market packages, from commodity broking to airport management. E-BUSINESS OPPORTUNITIES Business processes are being transformed by the use of Internet technologies, changing the way organizations operate and inter-operate. The result is e-business with web-enabled applications like SunSystems helping organizations of all sizes to reduce the cost of products and services, and/or improve quality and customer service. The ebusiness Edition of SunSystems offers full application functionality to an organization, while enabling the automation and integration of the solution into an e-business environment. The core functionality of SunSystems is made available to many different users within an organization via an interface layer. This enables the effective management of processes and the delivery of information to employees, customers and suppliers. A powerful process management tool uses decision tables to define relationships between data items and launch further processes, both within SunSystems and with other external applications. This enables the automation of end-to-end business processes. 4
SunSystems Financial Modules SunSystems is a modular product, adaptable to meet the functional needs of a wide variety of customers. This brochure covers the Financial modules, Multi-Currency, Additional National Languages, Process Manager and the ebusiness Gateway. Financials: Ledger Accounting Fixed Asset Register Corporate Allocations Generic: Multi-Currency Additional National Languages Process Manager ebusiness Gateway 5
Financial Requirements The power of a financial management system can help organizations optimize efficiency and control. Evaluation of financial performance in every critical business area provides the information necessary to make key decisions and react quickly to change. Recognized as one of the most functional financial management systems available, SunSystems meets these requirements through the Financial modules for Ledger Accounting, Fixed Asset Register and Corporate Allocations. 6 Ledger Accounting This is the core module of the Financials suite in SunSystems. Ledger Accounting provides a unique range of features designed to give organizations greater efficiency and improved control of their business processes. INTEGRATED LEDGER The system s revolutionary integrated ledger design ensures that all accounts are always up to date and in balance, allowing a confident assessment of the true business picture. The attributes and functionality of nominal, sales and purchase ledgers are held within a single environment, avoiding duplication and error. Rapid access to reliable data is made possible through this single source of financial data, offering improved accessibility for larger installations. Reports and inquiries reflect the true position, ensuring timely reporting and a sound basis for decision making. OPEN PERIODS SunSystems can be configured to provide both posting and reporting to match the range of periods used by the organization. Month and year-end processing are made easier by reducing the number of adjustments that would otherwise have to be made. In addition, common processes such as the handling of prepayments and accruals are greatly simplified, saving valuable time and resources. CLEARDOWN AND ARCHIVING At any time after a period or year is closed, completed transactions may be written to an online archive, rather than simply leaving them on the ledger or deleting them. This archive is then available at any time should reports or inquiries be needed. With all transactions available online, the reporting capabilities of SunSystems offer organizations the opportunity to analyze all aspects of their business. BUDGETING SunSystems provides a total of ten budget ledgers, each of which may be defined to reflect the organization s requirements. Each budget can run over as many years as necessary and features similar functionality to the actual ledger. A high degree of flexibility in the input, inquiry and reporting of budgetary information assists budget holders in making comprehensive analyses, and decisionmakers in reviewing and controlling costs. KEY FEATURES Analysis setup and management Audit control Automatic consolidation Budget management Comprehensive tax management and reporting Daybook setup and listing Financial statements, tables and analysis Flexible journal and account listing Ledger balances and entry management Ledger descriptions up to 240 characters of text per transaction Multiple due-dates for staged payments Payment controls and forecasting Payment terms split Powerful reporting (current/future/prior periods/quarters/years) Project costing and reporting Rough book handling for countries requiring preliminary postings Settlement discount terms for individual transactions Transaction allocation and transfer Trial balance by day/week/period Up to 110 characters available for coding User-defined chart of accounts
Fixed Asset Register Available as a stand-alone module, or fully integrated with other SunSystems modules, the Fixed Asset Register manages all assets for an organization, regardless of complexity. FLEXIBLE DEPRECIATION Depreciation techniques vary enormously depending on the type of company, its range of assets, and the country in which it is based. To ensure effective control of a company s assets, the software used must be flexible enough to meet a range of diverse requirements within a single solution. The Fixed Asset Register provides up to ten different depreciation methods for each asset, each of which may be rule or table based and can be applied automatically or manually. ASSET DIARY Tracking the history of an asset can be a major headache, with enhancements, part disposals and divided locations to be accounted for. The Fixed Asset Register features a unique Asset Diary system allowing clients to track every aspect, both monetary and otherwise, in the acquisition and life cycle of all capital assets. POWERFUL REPORTING Most asset management systems are designed to provide reports that satisfy legal requirements. However, for an organization to gain the maximum benefit from their financial management system, these standard reports need to be supplemented by flexible status and management information. Through a range of standard and customizable reports, combined with powerful analysis tools, SunSystems meets the most stringent of requirements, offering organizations increased control of their fixed assets. INTERNATIONAL SUPPORT With depreciation methods varying from country to country, any international organization wishing to control and consolidate assets needs a flexible and fully multi-currency asset register. With the addition of the Multi-Currency module, SunSystems can value and depreciate assets by local and corporate methods, and in local and corporate currencies, with separate book value and asset life. This enables companies to use the same system, wherever their operations are based. KEY FEATURES Asset management, including budgets, status, disposal, depreciation, financial analysis and ledger management Budgeting, forecasting and taxation values Diary system for enhancement, disposal and part disposal Dual currency asset value Full audit reports Online ledger update Powerful reporting tools Range of international depreciation methods Separate depreciation for each currency Status, listing and journal reports Up to 110 characters available for asset coding Up to ten budget ledgers User defined transaction types 7
Corporate Allocations SunSystems Corporate Allocations module automates and therefore simplifies the allocation of costs and charges in complex environments. Organizations can analyze revenue and expenses across a range of products and projects, in the knowledge that resources have been allocated accurately. ALLOCATION METHODS Different costs and revenues invariably need to be split in different ways. For example, overhead costs may be charged to different departments according to their floor space, whereas an inter-company interest charge may be a specific percentage on a current account balance. Corporate Allocations supports both apportioned and fixed percentage allocations as well as fixed amounts like management charges. INTER-COMPANY COSTS Inter-company processing is fully supported by Corporate Allocations. Allocations and charges can be made across entities with transfer files automatically produced for distribution to remote locations. This greatly simplifies the maintenance of accounting systems by ensuring the automatic generation of balancing entries in the intercompany account. SIMPLE SETUP A series of simple data entry forms are used to define the structure of each allocation, enabling the allocations process to be timely and easy to use. Furthermore, each allocation may have a number of steps combining any or all of the available allocation or charging methods. Each of these steps may be re-employed by other allocation routines, saving time in both setup and maintenance of the system. POSTING OPTIONS A complex allocation routine is likely to generate a number of postings, which may affect disparate ledgers and companies. SunSystems allows the user to control when each of these postings takes place, to ensure the process fits the organizational requirements. Transactions may be processed immediately after each step of the procedure or at the end of the run. Alternatively the system can either generate a transfer file for subsequent batch posting, or a report to allow checking of the results before they are submitted. 8
KEY FEATURES Allocation management covering setup, ratios, sources and targets Apportionment by any statistical or financial data in ledger or budgets Automatic currency conversion Choice of allocation techniques Choice of posting options Fixed charges for management fees, etc. Fixed percentage and amount apportionment Full inter ledger posting Interest calculation based on account balances Option to allocate on achieving threshold Powerful reporting 9
International Requirements If your business involves international operations, the requirement to deal in multiple currencies or multiple languages has to be met by your business software. SunSystems incorporates modules for Multi-Currency and Additional National Languages, both of which integrate with all other modules. Multi-Currency One of the most challenging complexities of the international marketplace is the management of multi-currency transactions. The effects on your business can be far-reaching, requiring the capability to control and report on currency handling. The Multi-Currency module is fully integrated with all SunSystems modules, enabling organizations to trade in their desired currency, meet statutory requirements, reduce overheads in currency handling, and obtain a global view of the cash position. FLEXIBLE CONVERSION From rate variances according to date, to the number of decimal places for each currency, the complexities of currency management are handled by SunSystems. The Multi-Currency module handles all currencies, values of up to 15 digits including up to three decimal places, and a variety of revaluation methods. Transactions are automatically converted on entry, via either a spot rate or by reference to tables allowing for different rates for different classes of account. AUTOMATIC PROCESSING Conversion, translation and revaluation routines lie at the heart of multi-currency management, and are simplified with SunSystems. Gains or losses resulting from multi-currency cash allocations can be identified and posted to specified accounts. Revaluation resulting from revised currency rates may be applied to all or part of a ledger using a report-only option, to ensure that control of these values remains firmly with the user. FINANCIAL REPORTING In order to track and control your overall financial position, comprehensive reporting that extends to an unlimited number of currencies in each account is supplied with SunSystems. With a range of actual and reporting rates available for selection, movement and balance analysis can be provided, as well as profit and loss and balance sheets, for trading and exposure reporting. 10
RECORDING TIME AND OTHER VALUES The translation facilities available in this module lend themselves to more than just currency handling. As a time conversion system it offers multiple rates, project costing and budget comparisons. Time and cost reporting is combined with booking, to avoid inaccuracies and save labor. Furthermore, this conversion module also allows companies to monitor and control financial values against any other type of quantity, from barrels of oil to cartons of soap powder. KEY FEATURES Flexible Conversion Average, closing or spot rate Conversion rates to 9 decimal places Currencies with 0, 1, 2 or 3 decimal places Daily and period conversion rate lookup Flexible entry Automatic Processing All accounts multi-currency Selective revaluation Settlement of realized gains and losses Unlimited number of currencies per account Financial Reporting Aged debtor and aged creditor reports Consolidated reports Creditor remittances Debtor and client statements Gain, loss or exposure by currency Multi-currency P&L and balance sheet Recording Time and Other Values Costs revalued on change of rate Department, project and job analysis Other quantities may be recorded Unlimited number of time rates 11
Additional National Languages The Additional National Languages module provides multi-lingual support for installations of SunSystems. With the availability of 27 languages, organizations can use the same solution across the world, while multi-lingual support allows more than one language to be used per site. This gives users the option to work in their native language, improving ease of use, and allows organizations to increase staff mobility across regions. The use of local language screens, combined with local language training, can result in higher user acceptance of the new system and better individual access to information. Costs can be reduced, and implementation time scales shortened, thereby maximizing the return from the investment and reducing risks associated with the installation of a new system. 12
E-business Requirements Process Manager SunSystems Version 4.2.6 the ebusiness Edition, includes a new capability Process Manager. It is designed to enhance SunSystems ability to effectively manage the processing and delivery of information within an organization. This may cut across departmental disciplines, and extend to include customers and suppliers. SunSystems has always offered the flexibility to map to an organization s structure, to capture and manage its financial and business information. The Process Manager enables organizations to take even greater control by automating end-to-end business processes. VALIDATION Using a rules engine based on decision tables, it is possible to control the information entered into SunSystems, both for manual entries and imported data. This validation extends beyond a single database, which means that data entered in one database in SunSystems can be validated against another SunSystems database. Analysis can be cross-referenced, i.e. matching people to departments Reference data can be checked, i.e. ensuring all the address details are present when a sales order is placed Data entered into a subsidiary ledger can be checked against a consolidation ledger, thereby ensuring consistency across the whole organization. AUTOMATION The Process Manager extends the automation capability within SunSystems. An action in SunSystems can trigger further actions within SunSystems, or initiate an external application. This might include sending messages to operators to tell them of an error or omission in the data entry, or e- mailing a manager to tell them of specific activity in SunSystems requiring their attention. This means that SunSystems can now help push processes and information through an organization. IMPORT/EXPORT OF DATA The Process Manager also delivers a new tool that enables data to be brought into SunSystems or exported from it in any format, subject to the same validation and automation process as manual entries. The data that is being imported into, or exported from, SunSystems can be viewed and altered before it is processed further. This could be used to create a purchase order approval process for example. Purchase orders entered into SunSystems could be sent to a manager for approval before further processing can take place. This enhanced import/export capability enables SunSystems to better match the processes of an organization and further enhances SunSystems ability to integrate with other applications. RECONCILIATION Process Manager also provides generic allocation functionality. It can reconcile between accounts or across SunSystems databases or ledgers. In conjunction with the import/export capabilities, it can import data for reconciliation. This means for example, that bank statements from any source can be imported and reconciled within SunSystems. MENU OPTIONS The final element of the Process Manager is the ability to add functions to SunSystems menus. This means that once a process has been defined, for example the import and reconciliation of a bank statement, it can be added as a new menu item, with a two character mnemonic to identify it. 13
The ebusiness Gateway SunSystems has always offered the capability to integrate and share information with other applications within an organization. The ebusiness Gateway enables organizations to take even greater control by enabling the integration of SunSystems into an e-business environment. The ebusiness Gateway is designed to enhance the management of the flow of information within an organization, providing better access for employees, customers and suppliers. Using the ebusiness Gateway The ebusiness Gateway enables web and other external applications to submit processing requests to SunSystems and receive responses. Using the ebusiness Gateway, it is possible to inquire on SunSystems data from a web application - for example, looking at inventory levels or checking an account balance. In addition, transactions can be entered into SunSystems from a web application. This means that casual or inexpert users can work with SunSystems, without needing to know anything about how it operates or how to use its screens. For example, sales and purchase orders can be entered via a web application, rather than through SunSystems Business Modules. SESSION MANAGER A vital part of the ebusiness Gateway is its in-built Session Manager. This opens a number of SunSystems sessions when the Gateway is started and prepares them to receive commands from the ebusiness Gateway. When a command is received, the Session Manager assigns it to a SunSystems session to be processed in real time. It monitors the activity of each session and can close and re-activate a session if necessary, to ensure that continuous availability is maintained. This means that any inquiries are dealt with immediately, avoiding delays caused when using batch imports. FROM CONTROL TO INNOVATION The ebusiness Gateway significantly enhances the functionality of SunSystems and, combined with the Process Manager, delivers a solution that enables organizations to move from control to innovation from business to ebusiness. 14
XML The ebusiness Gateway performs no application processing itself, nor does it have a screen interface. It simply interprets XML requests from web or other applications and passes them to SunSystems. Like HTML (the language used to create web pages), XML is a variant of the widely used document markup language, SGML. XML allows users to create common information formats and share both the format and the data on the World Wide Web and intranets, and via other applications that understand XML. Organizations working in an e-business environment could, for example, agree on a standard or common way to describe the information that they share (e.g. account details, product names) and then describe the information format with XML. Anyone wanting to share this information in a consistent way can then use XML to do so. The ebusiness Gateway enhances SunSystems integration capabilities, allowing it to interact with web applications and other external applications that use XML. XSL stylesheets provide a powerful means of displaying XML data at the client side. Using stylesheets, the data can be presented in a way that is highly customized and fulfils the specific requirements of individual organizations. 15
FURTHER INFORMATION For further information on Systems Union, SunSystems, service offerings and our partners, please visit our website at http://www.systemsunion.com or contact your local Systems Union office, or SunSystems solutions provider. ACKNOWLEDGEMENT IBM s XML Parser for C++ Edition is incorporated into the ebusiness Gateway. ENVIRONMENT This publication uses paper produced from sawmill residues, forest thinnings, and sustainable managed forests using a Totally Chlorine Free process. DISCLAIMER Published by Systems Union Group Limited. Copyright 1982-2000 Systems Union Group Limited. All other trademarks are the property of their respective owners. Although indicative of Systems Union s technical direction, nothing in this publication forms part of any contract or undertaking, written or verbal. Neither Systems Union nor its resellers will be held liable for any action taken from any statement made in this publication. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, mechanical, recording or otherwise, without the prior written consent of the publisher. 16
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