Best Practices Workbook

Best Practices
2004 Epicor Software Corporation.

All rights reserved.
Rev. 2009-04

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Best Practices Workbook

Best Practices

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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 change
without notice. The contents of this document are believed to be current and
accurate as of its date of publication. Epicor Software Corporation makes no
representations or warranties, expressed or implied, with respect to the contents
of this manual and specifically disclaims any implied warranties of
merchantability or fitness for any particular purpose.

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

Published in the United Stated of America. No part of this publication may be
reproduced in any form without the prior written consent of Epicor Software
Corporation.

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 neither
endorses nor otherwise sponsors any such product or service referred to herein.
Item Code No. 10821-110-3046-584
Distribution Date August 2005

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Table of Contents

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

Engineering and Design............................................................................................... 11
Engineering .................................................................................................. 12
Supplier Relationship Management ............................................................................... 14

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

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

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

Financial Management ................................................................................................ 35
Accounts Receivable...................................................................................................... 36
Accounts Payable........................................................................................................... 38
General Ledger .............................................................................................................. 40
Payroll ............................................................................................................................ 42
Currency 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 your
Implementation Team. Each module worksheet contains a series of discussion points and
questions organized by:

Process Flow
Key Personnel
Key Issues
Input Working Documents
Form Requirements
Output Requirements

The outcome of each module discussion will provide insight on how you choose to map your
business 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 Management
Quote Management
Order Management

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

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

Order Management controls your customers orders for your product allowing you to specify
whether 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 its
customers and potential customers from generating the lead, developing the opportunity, taking
the order, producing the goods, shipping the goods, getting the cash and supporting the
customer.

Process Flow

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.

Key Personnel

Identify those who will have primary responsibility for transactions such as:
Creating customers
Creating sales territories
Creating tasks
Creating marketing items

Key Issues

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

How will CRM be woven into your process flow?

Input Working Document

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 of
the following entry processes:
Customer or Prospect Entry
Task Entry

Output Requirements

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 for
Quotations (RFQs), from the time of receipt until an order is placed.

Process Flow

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. No
matter when you go live, you may have some coordination issues between the quoting and
order entry process.

Key Personnel

Preparing quotes
Reviewing quotes
Approving quotes

Key Issues

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 unit
price 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 of
Manufacturing? 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 a
company standard? Markup tables for specific customers? Or markups established on a
quote 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?


data in the system for each step of the process flow. 1. Identify input working documents for each
of the following entry processes:
Quote Entry -- [Preferred Document: Customer/Prospect RFQ]
Creating manufacturing details

Form Requirements

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

Output Requirements

Review all standard reports to determine whether they suit your company's reporting
requirements.
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 specify
whether you plan to make the parts or pull them from stock.

Process Flow

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 the
modules included in the Sales and Collection Business Transaction Cycle. Since these
modules are tightly integrated, you will need to determine whether you will go live with all
modules 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 and
your legacy system.

Key Personnel

Entering new orders
Modifying existing orders
Reviewing the Customer Master when a "prospect" becomes a customer and places an
order

Key Issues

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 it
default 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 manufactured
or 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]

Form Requirements

Determine whether the Sales Order Acknowledgement form provided with the software suits
your company's requirements. Address the following questions:

Output Requirements

requirements.
Sales Order Backlog Report
Scheduled Shipments Report
Sales Order Pick List



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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 for
raw 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, describing
the structure of components and finished goods.

Process Flow

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


Key Personnel

Adding parts to the Part Master
Checking parts out/in
Creating bills of materials
Creating routings
Approving/unapproving revisions

Key Issues

What parts are candidates to have a defined method of manufacturing stored in
Advanced 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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Bill of Material
Routings

Output Requirements

requirements.
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 for
raw materials or subcontract services from one or multiple suppliers.

Process Flow

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


Key Personnel

Creating RFQs
Entering supplier responses

Key Issues

How will RFQs be woven into your process flow?


RFQ Entry
Supplier Responses

Form Requirements

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

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Output Requirements

requirements.
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 for
the 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 the
job.

Quality Assurance ties together all quality functions, including scrapping end parts, rejecting raw
materials 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 the
routing, scheduling, costing and tracking of parts manufactured on the shop floor.

Process Flow

The Job Management module is fully integrated with the following modules:
Quote Management
Order Management
Engineering
Shipping/Receiving
Accounts Payable


Key Personnel

Creating Jobs
Scheduling Jobs
Printing the Traveler
Releasing Jobs
Modifying Jobs
Completing Jobs
Closing Jobs

Key Issues

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 available
in 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 Requirements
Report]

Form Requirements

Determine whether the Traveler and Pick List forms provided with the software suits your
company's requirements. Address the following questions:
Is there a need to customize your forms?

Output Requirements

requirements.
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 the
job.

Process Flow

The Scheduling module is fully integrated with the following modules:
Quote Management
Job Management
Data Collection


Key Personnel

Scheduling the job in Job Entry
Maintaining the Scheduling Board

Key Issues

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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Output Requirements

requirements.
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 raw
materials and tracking first article inspections.

Process Flow

The Quality Assurance module is fully integrated with the following modules:
Order Management
Job Management
Data Collection
Shipping/Receiving
Accounts Payable
Accounts Receivable


Key Personnel

Processing customer returns
Processing supplier returns
Inspecting incoming goods
Inspecting manufactured parts

Key Issues

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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Form Requirements

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

Output Requirements

requirements.
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 your
orders, as well as track supplier performance.

Inventory Management provides the key functions necessary to update and maintain raw
materials 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 materials
and 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.

Process Flow

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 the
modules included in the Acquisition and Payment Business Transaction Cycle. Since these
modules are tightly integrated, you will need to determine whether you will go live with all
modules 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 and
your legacy system.

Key Personnel

Creating Purchase Orders

Key Issues

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 the
various 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 it
known 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 Order
entry? 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 Requirements
Report/Subcontract Status Report]

Form Requirements

Determine whether the Purchase Order form provided with the software suits your company's

Output Requirements

requirements.
Open Purchase Order Report



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Best Practices for Inventory Management

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

Process Flow

The Inventory Management module is fully integrated with the following modules:
Quote Management
Order Management
Job Management
Data Collection
Engineering
Shipping/Receiving
Quality Assurance


Key Personnel

Entering Inventory Issues/Returns
Entering Receipts from Manufacturing
Entering Cycle Counts
Entering Quantity Adjustments
Entering Cost Adjustments

Key Issues

What types of inventory do you have? Raw Material? Finished Goods? Manufactured
Components?
How will inventory be relieved? Backflush at the operation level? Backflush at job
completion? 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]

Form Requirements

Determine whether the Inventory Tags form provided with the software suits your company's

Output Requirements

requirements.
Inventory Usage Report
Material Transaction Detail Report
Stock Status Report
Time Phased Material Requirements Report



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Best Practices for Advanced Materials Management

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

Process Flow

The Advanced Materials Management module is fully integrated with the following modules:
Order Management
Job Management
Data Collection
Scheduling
Shipping/Receiving
Quality Assurance
Accounts Payable
General Ledger


Key Personnel

Entering scrap
Material handling on the shop floor

Key Issues

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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Form Requirements

Determine whether the Inventory Tags form provided with the software suits your company's

Output Requirements

requirements.
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 shipments
against an order, subcontract parts being sent to a supplier, raw material being received from a
purchase 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 your
system. Labor transactions are posted on-line, and in real-time eliminating manual time card
entry.

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Best Practices for Shipping/Receiving

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

Process Flow

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


Key Personnel

Entering Customer Shipments
Entering Subcontracting Shipments
Entering Supplier Receipts
Creating Bills of Lading

Key Issues

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 Status
Report]
Receipt Entry -- [Preferred Document: Supplier's Packing Slip]
Bill of Lading Entry

Form Requirements

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

Output Requirements

requirements.
Sales Order Pick List
Scheduled Shipments Report



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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 your
system. Labor transactions are posted on-line, and in real-time eliminating manual time card
entry.

Process Flow

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. If
you do not go live with these modules at the same time, you will have some coordination
issues and duplicate entry between your new system and your legacy system.

Key Personnel

Entering labor transactions
Reviewing labor transactions for accuracy (daily)
Correcting labor transactions

Key Issues

Will grace periods be used? If so, what is the convention for defining the grace minutes at
shift 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 to
consider for this group of "employees"? What will the Employee ID be for a contract
employee?
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 resources
something 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]

Form Requirements

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

Output Requirements

requirements.
Labor Edit Report
Employee Efficiency 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 track
payments as they are received. Transactions are created that can be instantly posted to the
General 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, Accounts
Payable and Payroll modules, as well as manual entries made directly in General Ledger.

Payroll handles the processing of all employees paychecks, and provides necessary company
and 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 track
payments as they are received. Transactions are created that can be instantly posted to the
General Ledger.

Process Flow
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 and
Collection Business Transaction Cycle. Since these modules are tightly integrated, you will
need to determine whether you will go live with all modules 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 and your legacy system.

Key Personnel

Preparing invoices
Recording cash receipts
Managing Customer Credit

Key Issues

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]

Form Requirements

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

Output Requirements

requirements.
Engineering
Aged Receivables Report
Commission Report
G/L Distribution Report
Sales Analysis Report
Sales Gross Margin Report
Sales Tax Report



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Best Practices for Accounts Payable

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

Process Flow

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 and
Payment Business Transaction Cycle. Since these modules are tightly integrated, you will
need to determine whether you will go live with all modules 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 and your legacy system.

Key Personnel

Entering invoices
Creating disbursements
Reconciling Bank Statements

Key Issues

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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Form Requirements

Determine whether the Check and 1099 forms provided with the software suits your company's

Output Requirements

requirements.
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, Accounts
Payable and Payroll modules, as well as manual entries made directly in General Ledger.

Process Flow

The General Ledger module is fully integrated with the following modules:
Accounts Receivable
Accounts Payable
Payroll
Currency Management


Key Personnel

Preparing general journal entries
Modifying recurring journal entries
Reviewing balance sheet transactions
Reviewing income statement transactions
Preparing financial statements

Key Issues

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 fiscal
year 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

Output Requirements

requirements.
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 company
and governmental reporting.

Process Flow

The Payroll module is fully integrated with the following modules:
Job Management
Data Collection
General Ledger


Key Personnel

Processing payroll for hourly employees
Processing payroll for salaried employees
Preparing tax reports

Key Issues

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 administrative
employees? 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, what
G/L account will it be posted to?
What are the rules governing Workers' Compensation Rates? Are the rates based on
gross 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 be
used?
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

Form Requirements

Determine whether the Check and W-2 forms provided with the software suits your company's

Output Requirements

requirements.
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.

Process Flow

The Currency Management module is fully integrated with the following modules:
Quote Management
Order Management
Shipping/Receiving
Accounts Receivable
Accounts Payable
General Ledger


Key Personnel

Entering currency tables
Defining currency tables on each customer or supplier

Output Requirements


Best Practices Workbook

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