Best Practices Workbook

8/12/2019 Best Practices Workbook

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2004 Epicor Software Corporation.All rights reserved.Rev. 2009-04

Page 1 of 44 Epicor 9

Best Practices Workbook


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Epicor Software Corporation Copyright 2005 by Epicor Software Corporation. All rights reserved.

This document is for informational purposes only and is to subject to changewithout notice. The contents of this document are believed to be current andaccurate as of its date of publication. Epicor Software Corporation makes norepresentations or warranties, expressed or implied, with respect to the contentsof this manual and specifically disclaims any implied warranties ofmerchantability or fitness for any particular purpose.

We welcome customer comments and reserve the right to revise this publicationand/or make improvements or changes to the products or programs described inthis publication at any time, without notice.

Published in the United Stated of America. No part of this publication may bereproduced in any form without the prior written consent of Epicor SoftwareCorporation.

Trademarks:Epicor and Vantage are registered trademarks of Epicor Software Corporation.All other trademarks, registered trademarks, names, or product names contained

in this publication are the property of the respected owners, and Epicor neitherendorses nor otherwise sponsors any such product or service referred to herein.Item Code No. 10821-110-3046-584Distribution Date August 2005


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Table of Contents

Welcome to the Best Practices Workbook.4Sales and Marketing ......................................................................................................5Customer Relationship Management ............................................................................ 6Quote Management.......................................................................................................... 7Order Management .........................................................................................................9

Engineering and Design............................................................................................... 11Engineering .................................................................................................. 12

Supplier Relationship Management ............................................................................... 14

Production Planning and Scheduling......................................................................... 16Job Management ........................................................................................................... 17Scheduling ..................................................................................................................... 19Quality Assurance .......................................................................................................... 21

Materials Management ................................................................................................ 23Purchasing Management ............................................................................................... 24Inventory Management................................................................................................... 26Advanced Materials Management.................................................................................. 28

Shop Floor Control....................................................................................................... 30Shipping/Receiving ........................................................................................................ 31Data Collection/Labor Reporting .................................................................................... 33

Financial Management ................................................................................................ 35Accounts Receivable...................................................................................................... 36Accounts Payable........................................................................................................... 38General Ledger .............................................................................................................. 40Payroll ............................................................................................................................ 42Currency Management................................................................................................... 44


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Welcome to the Best Practices Workbook!

This on-line guide is designed to help you work through business process discussions with yourImplementation Team. Each module worksheet contains a series of discussion points andquestions organized by:

Process FlowKey PersonnelKey IssuesInput Working DocumentsForm RequirementsOutput Requirements

The outcome of each module discussion will provide insight on how you choose to map yourbusiness processes to the software.


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Sales and Marketing

The Sales and Marketing area of the system includes the following modules:

Customer Relationship ManagementQuote ManagementOrder Management

Customer Relationship Management controls all aspects of a companys interaction with itscustomers and potential customers from generating the lead, developing the opportunity, takingthe order, producing the goods, shipping the goods, getting the cash and supporting thecustomer.

Quote Management allows you to easily generate and track all customer or prospect Request forQuotations (RFQs), from the time of receipt until an order is placed.

Order Management controls your customers orders for your product allowing you to specifywhether you plan to make the parts or pull them from stock.


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Best Practices for Customer Relationship Management

Customer Relationship Management controls all aspects of a companys interaction with itscustomers and potential customers from generating the lead, developing the opportunity, takingthe order, producing the goods, shipping the goods, getting the cash and supporting thecustomer.

The Customer Relationship Management module is fully integrated with the following modules:

Quote Management

Job Management

Inventory Management

Engineering

Document Management

Identify which modules are installed and candidates to include in your process flow definition.

Identify those who will have primary responsibility for transactions such as:

Creating customers

Creating sales territories

Creating tasks

Creating marketing items

Document answers to the following questions. Your decisions will help you develop new companyprocedures and policies.

How will CRM be woven into your process flow?

Input working documents identify what users need to know in order to introduce key elements ofdata in the system for each step of the process flow. Identify input working documents for each ofthe following entry processes:

Customer or Prospect Entry

Task Entry

Identify custom reporting requirements.


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Best Practices for Quote Management

Quote Management allows you to easily generate and track all customer or prospect Request forQuotations (RFQs), from the time of receipt until an order is placed.

The Quote Management module is fully integrated with the following modules:

Order Management

Job Management

Engineering

Supplier Relationship Management


Document Management

Currency Management


The Quote Management module is often the first or the last module to be implemented. Nomatter when you go live, you may have some coordination issues between the quoting andorder entry process.


Preparing quotes

Reviewing quotes

Approving quotes


How much "manufacturing detail" will be entered? No Detail? Summary? Full Detail?

How will the expiration date be used? Is there a need for expired quotes to be"resurrected"?

How will "days to quote" and "follow-up" date be used?

How will repeat quotes for the same part be handled?

Will the "Duplicate Quote" feature be used?

Do all revision changes go through the quoting/re-quoting process? How is a new unitprice determined when a revision change occurs?

Do all other price changes go through the quoting/re-quoting process? Will a quoting rate be used? Or, a combination of the labor and burden rate? If a quoting

rate will be used, will this rate equal the sum of the labor and burden costing rate?

Where will manufacturing details be pulled from? Existing quotes? Methods ofManufacturing? Jobs?

Is there a need to establish a "generic" quoting template?

Will the additional setup feature be used?


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How do you want to account for scrap? Will scrap be identified for material? Operations?Or, will the quote quantity be increased to account for scrap?

Will the "What-If Scheduling" feature be used?

How will negotiations during the quoting process be handled? Is there a reason to utilize the miscellaneous cost field on the quote worksheet? If so,

what types of miscellaneous costs will be identified?

How will Quote Markups be established? Will there be one markup table established as acompany standard? Markup tables for specific customers? Or markups established on aquote by quote process?

How is profit calculated? % of profit or markup %? What impact does profit % or markup% have on the price calculations?

How will memos be used?

How will comments be used? Header Comments? Line Comments?

Will changes to quotes be logged?

What procedures should be followed once a customer places an order?

Input working documents identify what users need to know in order to introduce key elements ofdata in the system for each step of the process flow. 1. Identify input working documents for eachof the following entry processes:

Quote Entry -- [Preferred Document: Customer/Prospect RFQ]

Creating manufacturing details

Determine whether the Quote form provided with the software suits your company'srequirements.Address the following questions:

How many parts will this document consist of? How will each part be used?

Will you use pre-printed forms?

Is there a need to customize your form?

Review all standard reports to determine whether they suit your company's reportingrequirements.

Quote Worksheet

Document the following characteristics for each report:

Theory of operation - What is its purpose?

Business use - Why is it important to running your business? Report output - How will you use the report?

Intended audience - Who will benefit by using the report?

Frequency of generation - When do you run the report?



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Best Practices for Order Management

Order Management controls your customers orders for your product allowing you to specifywhether you plan to make the parts or pull them from stock.

The Order Management module is fully integrated with the following modules:

Quote Management

Job Management


Shipping/Receiving

Accounts Receivable

Currency Management

EDI


The Order Management module, along with Shipping and Accounts Receivable, are themodules included in the Sales and Collection Business Transaction Cycle. Since thesemodules are tightly integrated, you will need to determine whether you will go live with allmodules in this cycle. If you do not go live with all modules in this cycle at the same time,you will have some coordination issues and duplicate entry between your new system andyour legacy system.


Entering new orders

Modifying existing orders

Reviewing the Customer Master when a "prospect" becomes a customer and places anorder


What will be the procedure once a quote becomes an order?

How is the "Need By" date and the "Ship By" date determined?

How will a line item on the order be added? "Add line"? Or, "Add line from quote"?

How will the unit price on the line item be verified? Will it default from the quote? Will itdefault from the part master? Will it be carte blanc entered at the time of order entry?

How will the revision level be verified? 1.6. Is there a need for Time and Material Orders? How will the Firm/Not Firm flag be used? When is an order considered firm?

How will the Make/Not Make flag be used? Should line items on orders be manufacturedor pulled from stock?

How will Miscellaneous Charges be used?

How will comments be used? Header Comments? Line Comments?



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Will Sales Order Acknowledgements be printed?

How will change orders be handled?

Should all releases be set up on blanket sales orders?

Or should they be grouped together until a release is firmed up and then broken down?


Order Entry -- [Preferred Document: Customer's Purchase Order]

Change order requests -- [Preferred Document: Customer's Change Order Notice]

Determine whether the Sales Order Acknowledgement form provided with the software suits

your company's requirements. Address the following questions: How many parts will this document consist of?

How will each part be used?




Sales Order Backlog Report

Scheduled Shipments Report

Sales Order Pick List



Business use - Why is it important to running your business?

Report output - How will you use the report?





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Engineering and Design

The engineering and design area of the system includes the following:

Engineering


Engineering allows the entry, maintenance and listing of product bills of manufacturing,describing the structure of components and finished goods.

Supplier Relationship Management provides a tool for purchasing agents to request quotes forraw materials or subcontract services from one or multiple suppliers.


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Best Practices for Engineering

Engineering allows the entry, maintenance and listing of product bills of manufacturing, describingthe structure of components and finished goods.

The Engineering module is fully integrated with the following modules:

Quote Management

Job Management


Document Management



Adding parts to the Part Master

Checking parts out/in

Creating bills of materials

Creating routings

Approving/unapproving revisions


What parts are candidates to have a defined method of manufacturing stored inAdvanced Bill of Materials?

How will internal process changes be captured and logged?

What/who will dictate a revision change? Your Customer? You?

Is there a need/desire to import the Bill of Materials from a text file?

How will "alternate" methods of manufacturing be handled?

How will common components be addressed? Will they be flagged as "pull as assembly"or "pull as material"?

How will BOM manufacturing comments be used?

How will BOM purchasing comments be used?

What Production Standard Format will be used?


How do you want to account for scrap? Will scrap be identified for material? Operations?



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Input working documents identify what users need to know in order to introduce key elements of

data in the system for each step of the process flow. Identify input working documents for each ofthe following entry processes:

Bill of Material

Routings


BOM Resource Availability Report

BOM Cost Report

BOM Listing

Methods Master Report

Summarized BOM Requirements Report Where Used Report









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Best Practices for Supplier Relationship Management

Supplier Relationship Management provides a tool for purchasing agents to request quotes forraw materials or subcontract services from one or multiple suppliers.

The Supplier Relationship Management module is fully integrated with the following modules:

Quote Management

Job Management


Purchasing Management



Creating RFQs

Entering supplier responses


How will RFQs be woven into your process flow?


RFQ Entry

Supplier Responses

Determine whether the Purchase RFQ form provided with the software suits your company'srequirements. Address the following questions:

How many parts will this document consist of?


Will you use pre-printed forms? Is there a need to customize your form?


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Part Price Report

Supplier Price Report









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Production Planning and Scheduling

The Production Planning and Scheduling area of the system includes the following modules:

Job Management

Scheduling

Quality Assurance

Job Management is a comprehensive manufacturing control module, designed specifically forthe routing, scheduling, costing and tracking of parts manufactured on the shop floor.

Scheduling allows you to schedule jobs forward or backward based on routing information in thejob.

Quality Assurance ties together all quality functions, including scrapping end parts, rejecting rawmaterials and tracking first article inspections.


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Best Practices for Job Management

Job Management is a comprehensive manufacturing control module, designed specifically for therouting, scheduling, costing and tracking of parts manufactured on the shop floor.

The Job Management module is fully integrated with the following modules:

Quote Management

Order Management

Engineering



Shipping/Receiving

Accounts Payable



Creating Jobs

Scheduling Jobs

Printing the Traveler

Releasing Jobs

Modifying Jobs

Completing Jobs

Closing Jobs


What is a job?

What job numbering scheme will be used?

How will the production quantity for the job be determined?

How will the production due date for the job be determined?

How should production decision be made for items you plan to sell from inventory?

Will the job production quantity match the quantity running through the shop in reality?

How will "planned" and "unplanned" over production quantities be addressed?

Will jobs be set up for release that are not "firm"?

How will the "Engineered" and "Released" check off boxes be used? Where will the manufacturing details be pulled from" Advanced Bill of Materials? Quote?

Job?

What is the procedure to schedule a job?

What is the procedure to release a job?

How will rush jobs be handled?

How will change orders be handled?


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What changes need to be made to the production quantity on the job if stock is availablein inventory?

What changes need to be made to a job if you plan to overproduce an assembly?

How will tooling and machine equipment be handled? How will job comments be used? Header Comments? Detail Comments?

What is the process flow for accommodating subcontracting processes?

When will the traveler be printed?

What is the procedure for added operations?

What are the procedures for Job Completion and Job Closing?


Job Entry - Make to Order -- [Preferred Document: Suggestions]

Job Entry - Make to Stock -- [Preferred Document: Time Phased Material RequirementsReport]

Determine whether the Traveler and Pick List forms provided with the software suits yourcompany's requirements. Address the following questions:

Is there a need to customize your forms?


Employee Efficiency Report Job Status Report

Production Detail Report

Subcontract Status Report

Resource Group Efficiency Report

Work in Process Report









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Best Practices for Scheduling

Scheduling allows you to schedule jobs forward or backward based on routing information in thejob.

The Scheduling module is fully integrated with the following modules:

Quote Management

Job Management

Data Collection



Scheduling the job in Job Entry

Maintaining the Scheduling Board


How will the "Req. By Date" for the job be determined?

How will the "Production Due Date" for the job be determined?

Will jobs be scheduled forward or backward?

Will jobs be scheduled using finite capacity? Infinite capacity? A combination of both?

How will jobs be prioritized? Do you make use of "what-if" scenarios? If so, when?

How will employees know which job to work on?

What resource groups are candidates to have move time defined?

What resource groups are candidates to have queue time defined?

What resource groups are candidates for finite capacity?

Do the estimated setup and production times (standards) match reality?


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Priority Dispatch Report

Schedule Impact Report

Shop Load Report








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Best Practices for Quality Assurance

Quality Assurance ties together all quality functions, including scrapping end parts, rejecting rawmaterials and tracking first article inspections.

The Quality Assurance module is fully integrated with the following modules:

Order Management

Job Management

Data Collection


Shipping/Receiving

Accounts Payable

Accounts Receivable



Processing customer returns

Processing supplier returns

Inspecting incoming goods

Inspecting manufactured parts


How will customer returns be handled? Will a formal RMA document be created?

How will manufacturing inspection processes be handled? First Article? In Process?Final?

Will inspection time be recorded as direct labor to the job?

How will scrap be reported during the manufacturing process?

How will supplier returns be handled?

How will you handle warranty claims?



Inspection processing

Non-conformance entry


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Determine whether the DMR Packing Slip form provided with the software suits your company's

requirements. Address the following questions: How many parts will this document consist of?





Non-Conformance Analysis

Open DMR Status Report

Receipt Inspection Pending Report









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Materials Management

The Materials Management modules area of the system includes the following modules:



Advanced Materials Management

Purchasing Management will allow you to create purchase orders and to follow up on yourorders, as well as track supplier performance.

Inventory Management provides the key functions necessary to update and maintain rawmaterials and finished goods inventory quantities and costs.

Advanced Materials Management enables you to produce electronic requests for materials,dispatch those materials, and track inventory movements of all inventory including raw materialsand work-in-process.


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Best Practices for Purchasing Management

Purchasing Management will allow you to create purchase orders and to follow up on your orders,as well as track supplier performance.

The Purchasing Management module is fully integrated with the following modules:

Job Management



Shipping/Receiving

Accounts Payable


The Purchasing Management module, along with Receiving and Accounts Payable, are themodules included in the Acquisition and Payment Business Transaction Cycle. Since thesemodules are tightly integrated, you will need to determine whether you will go live with allmodules in this cycle. If you do not go live with all modules in this cycle at the same time,you will have some coordination issues and duplicate entry between your new system andyour legacy system.

Identify those who will have primary responsibility for transactions such as:Creating Purchase Orders


How will RFQ's be woven into your process flow?

How will requisitions be woven into your process flow?

How many buyers are in your purchasing department? How are buyers assigned to thevarious types of purchasing activity?

What do the buyers use to determine what they need to purchase? How much? When?

What percentage of purchases will be made directly to a job? 1.6. What percentage of

purchases will be made to inventory?

How will blanket PO's be handled?

Do you have annual negotiated prices based on anticipated volume with any of your

suppliers? What is the Purchasing unit of measure? Inventory unit of measure?

How will the conversion factor be established?

How will material lead times be identified?

How will the purchase order unit price be determined/verified?

How will price breaks be used?


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Is the purchase order unit price known when the purchase order is issued? If not, is itknown before the receipt?

How will "to be determined" pricing be handled?

Will the G/L account number be assigned and verified at the time of Purchase Orderentry? If not, when is the account number verified?

Will any purchases be made and "paid" for with a credit card?

How will the supplier obtain their copy of a purchase order?


PO Entry -- [Preferred Document: PO Suggestions/Time Phase Material RequirementsReport/Subcontract Status Report]

Determine whether the Purchase Order form provided with the software suits your company'srequirements. Address the following questions:






Open Purchase Order Report









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Best Practices for Inventory Management

Inventory Management provides the key functions necessary to update and maintain rawmaterials and finished goods inventory quantities and costs.

The Inventory Management module is fully integrated with the following modules:

Quote Management

Order Management

Job Management

Data Collection

Engineering



Shipping/Receiving Quality Assurance



Entering Inventory Issues/Returns

Entering Receipts from Manufacturing

Entering Cycle Counts

Entering Quantity Adjustments

Entering Cost Adjustments


What types of inventory do you have? Raw Material? Finished Goods? ManufacturedComponents?

How will inventory be relieved? Backflush at the operation level? Backflush at jobcompletion? Issue specific? Mass issue?

Is there a need to use Miscellaneous Issues?

Will bar codes be used on Physical Inventory tags?

Will inventory adjustment reasons be used?

How will receipts from manufacturing be captured? Auto receive into inventory?

Traditional receipt into inventory?


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Issues to Manufacturing -- [Preferred Document: Pick List/Backflush]

Receipts from Manufacturing -- [Preferred Document: Traveler/Auto Receive]

Determine whether the Inventory Tags form provided with the software suits your company'srequirements. Address the following questions:






Inventory Usage Report

Material Transaction Detail Report

Stock Status Report

Time Phased Material Requirements Report



Business use - Why is it important to running your business? Report output - How will you use the report?





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Best Practices for Advanced Materials Management

Advanced Materials Management (AMM) enables you to produce electronic requests formaterials, dispatch those materials, and track inventory movements of all inventory including rawmaterials and work-in-process.

The Advanced Materials Management module is fully integrated with the following modules:

Order Management

Job Management

Data Collection

Scheduling

Shipping/Receiving

Quality Assurance

Inventory Management Accounts Payable

General Ledger



Entering scrap

Material handling on the shop floor


How is scrap determined?

Who will be responsible for entering scrap?

Which customers should be given priority over others for items in stock?

Where will shop floor terminals be located?


Issues to Manufacturing -- [Preferred Document: Pick List/Backflush] Receipts from Manufacturing -- [Preferred Document: Traveler/Auto Receive]

Sales Order Entry [Preferred Document: Customer Purchase Order]


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Determine whether the Inventory Tags form provided with the software suits your company'srequirements. Address the following questions:






Inventory Usage Report

Material Transaction Detail Report

Stock Status Report Time Phased Material Requirements Report









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Shop Floor Control

The Shop Floor area of the system includes the following modules:

Shipping/Receiving

Data Collection/Labor Reporting

Shipping/Receiving allows you to monitor incoming and outgoing items, including shipmentsagainst an order, subcontract parts being sent to a supplier, raw material being received from apurchase order to a job or into inventory, or filling an order from stock.

Data Collection/Labor Reporting is the easiest way to get accurate labor information into yoursystem. Labor transactions are posted on-line, and in real-time eliminating manual time cardentry.


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Best Practices for Shipping/Receiving

Shipping/Receiving allows you to monitor incoming and outgoing items, including shipmentsagainst an order, subcontract parts being sent to a supplier, raw material being received from apurchase order to a job or into inventory, or filling an order from stock.

Shipping is fully integrated with the following modules:

Order Management

Job Management


Accounts Receivable

Receiving is fully integrated with the following modules:

Job Management



Quality Assurance

Accounts Payable



Entering Customer Shipments

Entering Subcontracting Shipments

Entering Supplier Receipts Creating Bills of Lading


Where will the shipping function be performed? Shipping/Receiving? Administration?

How will packaging be labeled? Will shipping labels be used?

How will shipping comments be used?

How will Memos be used?

How will the "log" field be used on the Packing Slip header?

What Miscellaneous Charges will be accessible in Shipping Entry?

Who will control the "Ready to invoice flag? Shipping? Invoice Entry? Will shipping interface with Accounts Receivable?

Will "Allow Shipment from Any Job" be necessary?

How will receipts be tagged? With a job number? With a part number?


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Customer Shipment Entry -- [Preferred Document: Scheduled Shipments]

Subcontractor Shipment Entry -- [Preferred Document: Traveler/Subcontractor StatusReport]

Receipt Entry -- [Preferred Document: Supplier's Packing Slip]

Bill of Lading Entry

Determine whether the Packing Slip, Shipping Label and Bill of Lading forms provided withthe software suits your company's requirements. Address the following questions:





Sales Order Pick List

Scheduled Shipments Report


Theory of operation - What is its purpose? Business use - Why is it important to running your business?






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Best Practices for Data Collection/Labor Reporting

Data Collection/Labor Reporting is the easiest way to get accurate labor information into yoursystem. Labor transactions are posted on-line, and in real-time eliminating manual time cardentry.

The Data Collection module is fully integrated with the following modules:

Job Management

Scheduling

Quality Assurance


Document Management

Payroll


Data Collection/Labor Reporting is tightly integrated with Job Management and Payroll. Ifyou do not go live with these modules at the same time, you will have some coordinationissues and duplicate entry between your new system and your legacy system.


Entering labor transactions

Reviewing labor transactions for accuracy (daily)

Correcting labor transactions


Will grace periods be used? If so, what is the convention for defining the grace minutes atshift start and shift end?

Will idle time be calculated? If so, what is the default work center? Indirect code?

Will Data Collection be interfaced with Payroll?

Will Reason Codes be used for Scrap and Rework?

Are there contract labor employees? If so, are there any special arrangements toconsider for this group of "employees"? What will the Employee ID be for a contractemployee?

Is there a need for "Phantom" employees? If so, how will the phantoms be used? Are there Resource Groups that require a number of resources to be something greater

than 1?

How will labor be reported for those resource groups that have a number of resourcessomething other than 1? Will these resource groups be treated as a "cell"?

How will work be assigned? Priority Dispatch List? Work Queue? Traveler? Other?


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Labor Entry -- [Preferred Document: Data Collection/Epicor's standard time card]

Dispatching Work -- [Preferred Document: Priority Dispatch List/Work Queue/Traveler]

Epicor has a standard labor card that resembles the Labor Entry screen. This makes it easy forthe operator to key in labor detail.Determine whether the Employee Badge form provided with the software suits your company'srequirements. Address the following questions:



Labor Edit Report

Employee Efficiency Report





Intended audience - Who will benefit by using the report? Frequency of generation - When do you run the report?



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Financial Management

The Financial Management area of the system includes the following modules:

Accounts Receivable

Accounts Payable

General Ledger

Payroll

Currency Management

Accounts Receivable allows you to bill your customers as orders are shipped, and trackpayments as they are received. Transactions are created that can be instantly posted to theGeneral Ledger.

Accounts Payable allows you to enter supplier invoices for purchases, then create checks for

the invoices you want to pay.

General Ledger processes and posts entries created by the Accounts Receivable, AccountsPayable and Payroll modules, as well as manual entries made directly in General Ledger.

Payroll handles the processing of all employees paychecks, and provides necessary companyand governmental reporting.

Currency Management automates the process of both buying and selling foreign currencies.


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Best Practices for Accounts Receivable

Accounts Receivable allows you to bill your customers as orders are shipped, and trackpayments as they are received. Transactions are created that can be instantly posted to theGeneral Ledger.

The Accounts Receivable module is fully integrated with the following modules:

Order Management

Shipping/Receiving

Quality Assurance

Currency Management

General Ledger


The Accounts Receivable module is one of three modules included in the Sales andCollection Business Transaction Cycle. Since these modules are tightly integrated, you willneed to determine whether you will go live with all modules in this cycle. If you do not go livewith all modules in this cycle at the same time, you will have some coordination issues andduplicate entry between your new system and your legacy system.


Preparing invoices

Recording cash receipts

Managing Customer Credit


Do any customers qualify for special "Billing Days"? If so, explain.

How will invoice comments be used?


Will there be a need to change the "system generated" invoice date?

How will miscellaneous charges be assigned?

How will Miscellaneous Invoices be used?

How will credit limits be handled?

How will partial payment situations be handled?


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Invoice Entry -- [Preferred Document: Get Shipments feature in Invoice Entry]

Cash Receipts Entry -- [Preferred Document: customer's remittance advice]

Determine whether the Invoice and Customer Statement forms provided with the software suitsyour company's requirements. Address the following questions:






Engineering

Aged Receivables Report

Commission Report

G/L Distribution Report

Sales Analysis Report

Sales Gross Margin Report

Sales Tax Report

Document the following characteristics for each report: Theory of operation - What is its purpose?







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Best Practices for Accounts Payable

Accounts Payable allows you to enter supplier invoices for purchases, then create checks for theinvoices you want to pay.

The Accounts Payable module is fully integrated with the following modules:

Job Management


Shipping/Receiving

Quality Assurance

Currency Management

General Ledger


The Accounts Payable module is one of three modules included in the Acquisition andPayment Business Transaction Cycle. Since these modules are tightly integrated, you willneed to determine whether you will go live with all modules in this cycle. If you do not go livewith all modules in this cycle at the same time, you will have some coordination issues andduplicate entry between your new system and your legacy system.


Entering invoices

Creating disbursements

Reconciling Bank Statements


How are freight costs handled? What account(s) is freight expensed against?

How will sales and use tax be handled?

How will supplier C.O.D. relationships be handled?

What will be the process flow for manual checks?


Invoice Entry -- [Preferred Document: Supplier's Invoice]

Payment Entry

Bank Reconciliation -- [Preferred Document: Bank Statement]


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Determine whether the Check and 1099 forms provided with the software suits your company'srequirements. Address the following questions:






Advance Payment Balance Report

Aged Payables

Check Register Expense Distribution


Received but not Invoiced









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Best Practices for General Ledger

General Ledger processes and posts entries created by the Accounts Receivable, AccountsPayable and Payroll modules, as well as manual entries made directly in General Ledger.

The General Ledger module is fully integrated with the following modules:

Accounts Receivable

Accounts Payable

Payroll

Currency Management



Preparing general journal entries

Modifying recurring journal entries

Reviewing balance sheet transactions

Reviewing income statement transactions

Preparing financial statements


Will you establish one company or multiple companies? How many characters are identified for each segment of your chart mask?

How many periods in your fiscal year? 12? 13?

What will be the beginning fiscal year/period? Will you enter any previous period or fiscalyear data for comparison reporting?

Which interfaces are/will be activated? Accounts Payable? Accounts Receivable?Payroll? Inventory? Currency Management?

When will the interfaces be activated?

If interfaces are not activated, how will the data be added to the General Ledger?

What will be the procedure for calculating cost of sales? Work in Process value?Inventory value?

What recurring journal entries will be utilized?

Will budget data be entered?

What is the period end closing schedule and procedure?


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Journal Entries


Chart of Accounts Listing

Financial Reports

General Ledger Report

G/L Journal Listing









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Best Practices for Payroll

Payroll handles the processing of all employees paychecks, and provides necessary companyand governmental reporting.

The Payroll module is fully integrated with the following modules:

Job Management

Data Collection

General Ledger



Processing payroll for hourly employees

Processing payroll for salaried employees

Preparing tax reports


Will Data Collection/Labor Entry interface with Payroll?

Will there be more than one Payroll Manager?

Will there be more than one Payroll Class?

Which Payroll Manager will have access to run payroll for which Payroll Class? What is the defined payroll week?

What is the payroll frequency for hourly manufacturing employees? Hourly administrativeemployees? Salaried employees? Officers?

What is the overtime threshold? Over 8 hours per day? Over 40 hours per week?

What is the procedure for handling the premium portion of overtime?

Are there shift differentials to be considered? If so, what are the rules that apply?

Will the premium portion of shift differential go to a separate G/L account? If not, whatG/L account will it be posted to?

What are the rules governing Workers' Compensation Rates? Are the rates based ongross wages or hours? What pay types are subject to/exempt from Workers'Compensation rates?

How is vacation accrued? Can the vacation accrual feature be utilized in the Employee

Master? Will the sick pay accrual feature be utilized in the Employee Master?

Will the Pension Plan checkbox be utilized?

Will the Deferred Compensation checkbox be utilized?

How will authorized personal time off (PTO) be addressed? Will an authorization form beused?

How will comments be used in the Employee Master?


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How will memos be used in the Employee Master?

Is Direct Deposit in place?


Payroll Entry

PTO time off

Determine whether the Check and W-2 forms provided with the software suits your company'srequirements. Address the following questions:





Deduction Report

Employee Earnings Report

Employee Master Listing


Payroll Quarterly Tax Report Workers' Compensation Report









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Best Practices for Currency Management

Currency Management automates the process of both buying and selling foreign currencies.

The Currency Management module is fully integrated with the following modules:

Quote Management

Order Management


Shipping/Receiving

Accounts Receivable

Accounts Payable

General Ledger



Entering currency tables

Defining currency tables on each customer or supplier


Best Practices Workbook

Documents

Transcript of Best Practices Workbook