CANIAS ERP

SYSTEM ANALYSIS

Prepare Date

01.07.2014
Revision Number

00
Pages

17
Prepared By

.
IAS Turkey
..

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Contents
1. Revision History
2. Purpose of System Analysis

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Revision History
Date
01.07.2014

Revision
Number
V1.0

Revised By

Description

Initial Version

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Purpose of System Analysis

This document is prepared for helping to collect data about the processes of companies in which caniasERP is
used or candidate for using. Purpose, is to obtain information about the 'Actual Situation' of company. Owing to
System Analysis Study, it is possible to be informed about the whole processes (Basic Data, Sales, Purchase,
Planning, Production, Accounting/Finance, Inventory, Quality...etc.) of company. Thanks to this data, all
processes are determined that will be corrected or revised in company before the usage of caniasERP, and
'Proposed Situation' is defined for processes. Also, Flow Charts are drawn for comparing 'Actual' and 'Proposal
Situations'. In addition, Reports, Printout...and so on documents are examined. Finally, 'Current System' is
modified through caniasERP.

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BASIC DEFINITIONS OF THE COMPANY

1. Is there any software which is used in the Company? Is it integrated System? What are the processes that are
followed thanks to this System?

2. What is the organizational structure of the Company? Is it holding company? If it is, what are these?

3. Which data is collected about the Customer/Vendor Records in the System? (Accounting, Sales,
Purchase...etc.?)

4. Are there any definitions as Branch, Group...etc. for Customer/Vendor Records? Are there any Pricing Policies
owing to these categories?

5. Are the Candidates followed in System? What type of data is collected for the Candidates?

6. What are the coding logics of Customer/Vendor Records? Is it necessary to revise them?

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BASIC DEFINITIONS OF THE COMPANY

7. Data Import of Customer/Vendor Records is needed, or are they entered manually?

8. What type of data is followed in Material Master? (Accounting, Sales, Purchase, Planning, Production...etc.?)

9. What are the Material Types? (Row Material, Semi-Product, Product, Trade-Product, By-Product,
Maintenance, Service, Subcontract...etc.?)

10. What are the Material Groups? (Main Material Group Sub Material Group).

11. Are there any other groups defined for materials? (Branch, Class...and so on).

12. What is the Material Stock Coding logic? Is it necessary to revise them?

13. Data Import of Material Master Records is needed, or are they entered manually?

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BASIC DEFINITIONS OF THE COMPANY

14. How the Plant, Warehouse, Stock Place definitions are made in the Company?

15. Is there any Batch Number, Serial Number tracing in the Company?

16. Are there any material Stock, Purchase, Sales, Production...etc. processes with different stock units
(Kilograms, Piece, Liter, Parcel, Pallet...and so on) in the Company?

17. How the Finance/Accounting Records are followed up for the Company's different locations?

18. What is the Costing Method of the Company? (Standard, Average, Moving Average, FIFO, LIFO, Batch).

19. Are there any consolidate reports for the Holding Company?

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SALES & MARKETING

1. What are the types of materials which are sold? (Product, Semi-Product, Trade-Product).

2. What are the stages of Sales process? (Offer, Order, Delivery Note, Invoice). Is there any confirmation
process during these stages?

3. Is there any Discount/Surcharge used for Sales Document Head or Items? What are the Discount/Surcharge
Types (Percentage, Absolute)?

4. Are there any Price Lists in the Company? If there are, how are they prepared? (For example; based on
Customer Material Groups... and so on). Is there any Standard Cost Calculation for Offer?

5. Are Sales Budget and Independent Demands created? How are they defined?

6. Is Special Customer Order Type used in the Company?

7. Are there any Third-Party materials? If there are, how are they followed up?

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SALES & MARKETING

8. Are there any Sales Contracts determined in the System? For which materials and in which conditions these
Contracts are made?

9. Which Sales Reports are used in the System?

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PURCHASE & VERIFICATION

1. How is the Purchase Process (RFQ, Purchase Price List / Information, Contract, Purchase Requisition,
Purchase Order, Invoice/Verification)?

2. Which data is kept in Vendor Records about Purchase?

3. Is there any Contract made with Vendors, what are the conditions of contracts? (Quantity Contract, Value
Contract).

4. How the Purchase Requisitions are created in the System? (Manually, MRP).

5. How are the Requisitions derived from Planning Department evaluated? Is there any confirmation process
during this step?

6. How is the confirmation process during purchasing? Are the any hierarchical confirmation order?

7. How are the goods received? Are there any Quality Control processes or any partial acceptance or
tolerances?

8. Is there any Vendor Evaluation or any process while Purchase Order is creating?

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PURCHASE & VERIFICATION

9. What are the types of Purchase Invoices? (Normal, Carrier, Insurance, Custom, Packing, Difference,
Return...etc.) Are there any Invoice Types without Purchase Order Process (Manual Invoice)?

10. What are the types of Receipts consist of Purchase Invoice?

11. How are the Expense Invoices sent? Are they sent with the Material Invoice or separately? How are the
Expense Invoices reflected to material cost?

12. How is the Import Process? Is there any Import File tracing?

13. Are there any tolerances in order to accept Invoices?

14. What are the Reports used by Purchase Department? Are there any additional Reports needed?

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FINANCE&ACCOUNTING
1. Are the related Accounts harmonious each other? (Sales Cost Accounts; Sales Sales Discount Accounts;
Sales Stock Accounts; Stock Production Accounts).

2. What are the details of Customer/Vendor Accounts?

3. What is the logic of Stock Accounts? Are there defined according to the Material Types?

4. What is the logic of VAT Accounts? (Payable Receivable).

5. Are there any Accounts used for rounding amounts because of exchanging?

6. Is Financial Matching procedure used for closing Debit and Credit each other?

7. What are the processes of Currency Differences during Payments and Collections?

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FINANCE&ACCOUNTING

8. Is there any reporting currency?

9. What are the Cost Centers? Is there any hierarchy between the Cost Centers? (Main Cost Center Cost
Center).

10. What are the Cost Accounts?

11. Is there any Cost Distribution Key to follow the costs in detail and to calculate the Production Costs?

12. How are the General Production Expenses distributed?

13. How the Annual or Periodical Budgets are prepared?

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FINANCE&ACCOUNTING

14. Are there any Project, Investment or Cash Flow based Budgets?

15. How are the Fixed-Assets followed up? How is Revalue and Depreciation Process performed?

16. What are the Financial/Accounting Reports (Aging, Cheque/Voucher List, Trial Balance, Journal, Balance
Sheet, Payment/Collection List, Cash Flow, General Ledger, P&L).

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PRODUCTION&PLANNING
1. Are there any Product-Trees (Bill-of-Materials) defined in the System?

2. What are the available Work Centers?

3. Are the Operations followed up in the System based on Activities, Durations, Equipments...etc. orderly?

4. How is Material Planning performed according to quantity and production/procurement duration?

5. Is there any Production Order tracing orderly?

6. How are the Production Orders started/confirmed?

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PRODUCTION&PLANNING
7. How are the stock movements made based on Production Order as issues of raw materials and receipt of
semi-products/products?

8. How are the Production Orders confirmed? Are there any Scrap, Rework, By-Prod in the Production process?

9. Is Limited Capacity Planning made in the System? Are there any Machine and Labor Capacity Groups?

10. Are there any Quality Control processes during the production?

11. Which Reports are used in the production processes?

12. Are Production Order Costs calculated? Is it possible to calculate Actual Product Cost?

13. How is the Maintenance of the Machines performed? How are the breakdowns of Machines followed up?

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OTHER
1. How is Human Resources Management Process performed? (Payroll, Official Reports...etc.).

2. Is there any Document Management System? Which types of documents are kept as electronic data?

3. Is there any detailed tracing for the Customer and Candidates? (Meeting, Actions, Batch-Mailing...and so on).

4. Is there any Integration inside or outside the Company?

5. Are the Balanced-Score Cards used in the Company?

6. Is there any user friendly Reporting Tool used?

7. How is the Mailing System is managed in the Company?

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