Information Systems Replacement Request For Proposal

<Company Name>
Information Systems Replacement
Request for Proposal

gantthead.com Proposal Request for Proposal
Contents
2007 gantthead.com 2
1. Introduction
1.1. Purpose of the Document
This Request for Proposal (RFP) is in response to <Company Name>s needs and
contains specific requirements to be met by the vendors proposed solution. The
objective of this project is to select and implement a new information system to address
<Company Name>s current and future financial, trading and distribution operations
needs.
This system will provide <Company Name> personnel with the necessary information to
support the daily operations and management of the business and meet their information
requirements for the future.
Time-scales for vendor selection are very aggressive, with the objective of completion of
implementation in the <place> by <date>. There will be a roll out to the other <Company
Name> companies in <list location> during <dates>.
The solution should support the business processes of <Company Name> <place> and
(later) the remaining countries either directly or through the vendors use of a third-party
solution. In addition, the system will need to interface with the newly installed Warehouse
Management System (WMS) in a real time mode.
Vendors have to respond to the price component of this RFP to the following:
Software Acquisition and Installation

Server Hardware Acquisition and Installation
Implementation Services
The vendors are required to review this document and submit their response as per the
schedule included in this document.
1.2. Confidentiality
This RFP, plus any other documents released, information provided, discussions, etc.,
as part of the selection process, are strictly confidential and should not be divulged to
anyone who is not directly involved in preparation of the response. Additionally, all
information within this proposal or gained during the RFP or other processes will remain
confidential by the vendor. No information or publicity will be allowed to any third party
unless specific written authorization is obtained from <Company Name> <place>.
It is a condition of this RFP that the information provided herein is for the purpose of
allowing vendors to submit proposals to <Company Name>. It may not be used in any
other context nor revealed to any other party not directly involved in the submission of a
proposal in accordance with the terms of the specification.
1.3. Terms and Conditions of the Proposal
1.3.1. RFP Responses
The closing date for receipt of proposals is: <date and time>
Response to the RFP shall be delivered to: <contact>
The proposal should be clearly labeled:
Proposal to <Company Name> for the Supply and Implementation of a New

Information System
A Vendor Submission Form will be submitted together with the RFP. An electronic
copy of this document called <NAMEOFTHIS.doc> (Microsoft Word Version
98) is included as part of the RFP pack for this purpose.
<Company Name> management reserves the right to accept or decline late

proposals at its absolute discretion.
The proposal should include the name of the person to whom <Company Name>
may address any questions relating to the proposal.
Respondents should provide four complete copies of the proposal. Only two
copies of any accompanying documentation are required. One electronic version
of the proposal in Microsoft Word (Version 98) is required, plus one electronic
version of the Microsoft Excel (Version 98) cost worksheet.
<Contact> should be contacted for supplementary information relating to this

RFP via the above contact details. All requests should be written. E-mail is
acceptable.
<Company Name> reserves the right to distribute any questions with <Company
Name>s reply to any vendor if it deems appropriate.
1.3.2. Preparation of Responses
The preparation and submission of the proposal shall be made without obligation
to acquire any items included in the proposal, or to discuss the reason why the
proposal is accepted or rejected. <Company Name> will notify acceptance or
rejection in writing to the vendor.
The requirements specified in this RFP reflect those presently known. <Company
Name> reserves the right to vary, in detail, the final requirements.
<Company Name> will not be responsible for or pay any expense incurred in the
preparation of any proposal or in <Company Name>s evaluation of it.
<Company Name> may require that all or part of the successful proposal be
included in the contracts.
All prices shall be consistently in US dollars and all unit prices, charges and
totals should be inclusive of tax.
Respondents should provide a clause by clause response to the RFP as

specified.
General information, which is not specifically requested, should be attached

separately and clearly labeled "Supporting Material".
1.3.3. Contract
This document does not constitute an offer to sell, or a solicitation of an offer to

purchase.
<Company Name> reserves the right to accept all or part of the proposal.
<Company Name> requires that contracts covering the provision of services and
equipment requested in this RFP be negotiated to the satisfaction of <Company
Name>.
All vendors are required to acknowledge that they agree to the conditions set out
in this section.
2. Business Background
2.1. <Company Name>
<Company Description>
2.2. <Company Name> Operations
<Company Description>
3. Current Systems
The following is sample language to show you how to describe each of your current
systems, what it does, what it covers, where it is and what it consists of.
New Branch Operations System (NBOS) This is the current Trading and Distribution
system. It uses Informix 5.1 and running under a HP 9000 Unix operating system for
metro operations and individual PC Server based SCO Unix for suburban sites.
The Trading and Distribution system covers the following:
Sales Order Management
Inventory Management
Purchasing
Accounts Receivable
Replenishment
FAMAS System 21 (Financial System/General Ledger) This is the current financial

system. It runs under an AS/400 model 600 located in <Company Name> Corporations
data center in <place>. Users are connected to the machine via leased line.
Nationwide Consolidation System This is a <Company Name> internally developed

system used for consolidating all NBOS transactions and provides nationwide
consolidated reports. In addition, it also serves as the interface between the NBOS
transactions and System 21. Currently, <Company Name> is building a similar system in
Informix to replace this system so as to be independent from <Company Name>. This is
expected to be up and running by <date>.
The functionalities of the Nationwide Consolidation System are the following:
Consolidation of Sales and Accounts Receivables
Automatic email of report to principals
G/L Interface
Warehouse Management System (WMS) This is the current system being used to run
the warehouse. It is running on a Windows NT and using SQL Server 7.0. The WMS was
just recently implemented and covered the warehousing functions formerly handled by
NBOS. Now it interfaces with NBOS through flat file (with fix data field length) upload to
synchronize and maintain data integrity on both systems.
The Warehouse Management System covers the following:
Pre-advice
Goods Receipt
Put-away
Stock Allocation
Replenishment
Loading, Dispatch, and Proof Of Delivery
Returns
Transfer Orders
Housekeeping/Maintenance
Reporting
Third Party Distribution System (TDIS) This is the system used to capture and report
sales from sub-distributors. This system is built using Visual Foxpro and runs on
Windows NT/95. Data files from Quickbooks coming from <Company Name>s sub-
distributor are uploaded to TDIS and sales reports are generated and given to
corresponding principals.
Assorted stand-alone systems created in Visual Foxpro running on Windows NT. These
systems support the various financial and human resources aspects of the business.
These systems are as follows:
Expense Reimbursement Monitoring
Head Office Expense Reimbursement Monitoring
Medical Reimbursement Monitoring
Branch Company Policies & Operating Procedure System
Company Policies & Operation Procedure System
Branch Cash Receipts & Deposits Monitoring System
Value Added Tax Monitoring System
Expanded Withholding Tax Monitoring System
File Indexing & Locator System
Human Resources Information System
On a regional perspective, the trading and distribution system being used in seven
different countries where <Company Name> is present are the following:
Application Platform
<place> GDS AS400
<place> MXP HP/Unix
<place> MXP HP/Unix
<place> MXP HP/Unix
<place> ILS AS400
<place> NBOS HP/Unix
<place> FITSin4/99 WindowsNT
3.1. System Interfaces
List all systems to be impacted and/or replaced. Detail interfacing requirements. See our
sample wording below.
The objective of this Information Systems Replacement is to select an appropriate

application package to replace the NBOS that is the Trading and Distribution system.
Apart from this, other systems will also be impacted or replaced depending on the
capability of the package. These systems are the (1) JBS FAMAS System 21 (Financial
System/General Ledger), (2) Nationwide Consolidation System, and various stand alone
financial systems.
The NBOS system interfaces with the WMS. These interfaces should be handled by the
new information system. Currently, the information passed to and from NBOS and WMS
consists of the following:
NBOS to WMS:
Shipment Orders
Purchase Orders
Item Master Updates
Invoices
Stock Transfer to Principal
Transfer Order
WMS to NBOS:
Receipt File
o Receipt from Principal

o Receipt from Branch
o Returns
Adjustments
o Internal Adjustments
o Returned Receipts Adjustments
o Stock Transfer to Principal Adjustment
o Transfer Order Adjustment
o Inter-Warehouse Transfer
Quantity Management
The NBOS system currently has interfaces with the Nationwide Consolidation System
and with the FAMAS System 21 (Financial System/General Ledger). It is required that
the new information system replace the FAMAS System 21 (Financial System/ General
Ledger) and Nationwide Consolidation.
Currently, the information passed from NBOS to Nationwide Consolidation System to

FAMAS System 21 (Financial System/ General Ledger) consists of the following:
NBOS to Nationwide Consolidation System:
Inventory
Sales
Accounts Receivable
Cash Receipts
Nationwide Consolidation System to FAMAS System 21 (Financial System /General

Ledger):
General Ledger Interface
Inventory
Sales
All the files being uploaded are in flat files with fixed data length format. It is also
possible that TDIS might be replaced by the new information system. Therefore, an
interface has to be developed to upload Quickbooks data file to the system. Another
possible interface in the future is General Ledger (G/L) consolidation from different
countries. This allows the ability of the system to remotely upload G/L data from different
countries, consolidate it at one location and generate company-wide financial
statements.
3.2. Hardware Environment
Describe your current hardware environment, including servers, networks, platforms,

etc. Note our sample wording for ideas.
The current hardware environment is comprised of a number of PCs, Unix servers,

Windows NT file servers, a Local Area Network (LAN) and a Wide Area Network (WAN).
The standard PC configuration used by <Company Name> is a 32 MB RAM with an Intel

Pentium processor. The existing PCs are a mix of Compaqs and Packard Bells.
Windows NT and Unix File Servers are running on IBM, Compaq and/or HP.
All LANs use Windows NT 4.0 as the Network Operating System and are based on
Ethernet/UTP cabling. The WAN was implemented by connecting all the LANs using
high speed (64 KB) leased lines, backed up by ISDN (128 KB) connections. The Hubs,
switches and routers are all standard equipment from Bay Networks, Cisco and Xyplex.
3.3. Office Automation
The standard office automation product of <Company Name> is Microsoft Office.

Therefore, the new information system needs to interface with the Microsoft Office suite.
<Company Name> uses Microsoft Outlook for messaging. This is currently connected to
the companys frame relay network.
3.4. Transaction Volumes
<Company Name> <Headquarters>:
AverageNo.ofInvoicesperDay 280
AverageNo.ofLinesperInvoice 12
AverageNo.ofPurchaseOrdersperDay 54
AverageNo.ofCheckVouchersGeneratedperDay 41
<Company Name> <Remote location>:
AverageNo.ofInvoicesperDay 1000
AverageNo.ofLinesperInvoice 4
AverageNo.ofFinancialTransactionsperDay 2750
4. System Scope
The system functionalities that <Company Name> is looking for is categorized into the
following:
Front Office
Sales Force Automation

Customer Inquiry
Customer Relation
Marketing and Promotions
Reporting and Analysis
Distribution
Order Management
o Order Entry (Web-Enabled)
o Order Processing (Discount, Promotion)
o Credit Limit Evaluation
o Order Tracking (Web-Enabled)
o Reporting and Analysis
Invoicing
o Debit Invoice
o Credit Invoice (Customer Return)
Purchasing
o Purchase Plan
o Purchase Order
o Consignment
o EDI Support
Inventory Management
Requisition
Inventory Transaction
Item Maintenance
Inventory Control (Stock Management)
Financial Management
Accounts Receivable
Accounts Payable
General Ledger
Fixed Asset
Pricing and Costing
Budgeting
Cash Management
Multi-Currency Management
Human Resource Management
Payroll Administration
Recruitment
Employee Development
Skills and Qualification
5. Statement Of Business Requirements

5.1. Sales
Note:
SDStandard Requirementisstandardtoapplicationsoftwarenomodificationneeded.
MCModerateChange Applicationsoftwarewillsatisfythisrequirementwithmoderatemodification(tobe
accomplishedwithintwodays)
SCSignificantChange Significantcustomization(beyondtwodays)isneededtosatisfytherequirement.
No. RequirementDescription SD MC SC Comments

General
1. Eachsalesman(oragroupofsalesmen)hasa
specificcodeassignedtoaspecificcustomer,
specificregion/areaandspecificproduct.A
product(orcategoryofproduct)isassignedto
morethanonesalesmananddistributedto
morethanonecustomer.
2. SalesmanClassificationtoatleastthreelevels
SalesForceAutomation/CustomerRelation
3. Customers/salesmencanplaceordersbyusing
acommonwebbrowser(thesystemhasan
orderentryscreenonaninternetbasedformat)
4. Thesystemshouldbeabletosuggestdelivery
dateontheorderentryscreen.Theestimate
dateofdeliverycanbeoverride(Thesystem
hasfacilitytosetupacustomer,linkuptopre
specifiedleadtimes.)

5. Aseparatefunctionwhereasuggestedorder
quantitywillbecalculatedbasedonthe
historicalsalesofacustomer.Thisfacilitywill
beavailabletoboththesalesmenand
customersuse.
6. Customers/salesmencankeeptracktheorder
statusbyusingacommonwebbrowser,asit
goesintoprocessing,pickinganddelivery
7. Thesystemhasfacilityoforder
acknowledgment
8. Thesystemshouldhaveabilityinwhicha
salesmancanaccessspecificinformationthat
onlyapplicabletohisorherassignment
(dedicatedcustomer),alsoremotelyusinga
webbrowser.Thisonlinequeryshouldbeable
toprovideinformationsuchas:
Historicalpurchasesofthecustomer
Accountreceivableperformanceofthe
customer
Creditstatuspercustomer
Complaint,inquiryandrequest
Historicalsalesofthecustomer
CustomerInquiry
9. Thesystemhasfunctionalitytologany
customersinquiryandassignownershipto
theirdedicatedsalesmen
10. EachInquiryhaseachstatus(e.g.solved,
unsolved)
11. Thesystemshouldbeabletoseparateeach
inquiryas:

Inquiry
Complaint
Request(e.g.requestforreturnspickup)
SalesTargetMaintenance
12. SalesTarget/ForecastMaintenancebasedon
thefollowing:
SalesGroup
Salesman
Principal
ProductClassification
Product
CustomerClass
Customer
ReportingandAnalysis
Sales
13. SalesReports(MonthtoDate,YeartoDate,
Daily)
inunits
intons
indollars
intonsanddollarsnationwide
intonsanddollarsregionally
BySalesman(bothindollarsandtonsper
line)
ByArea(bothindollarsandtonsperline)
ByRegion(bothindollarsandtonsperline)
BySKU

ByTotalProductCategory
ByPrincipal
NationalTotal
14. Salesorderhistorycanbekeptforuserdefined
period
15. Dailyitemreviewupdate
16. Salesvs.Targets(weeklyupdatepersalesman
perline)
17. Reviseinvoiceregisterbycustomershowing
theoutofstocks
18. SalesbyChannelbySalesmanbySKUby
Region
forInstitutionalAccounts
forBigKeyAccounts
forSupermarket
forGrocery
forDrugstores
forWholesalers
forConvenientStore
forRegionalDistributor
19. BranchFinalSummary
20. No.ofAccountsbuyingaspecificSKU
21. No.ofSKUscarriedbyaspecificaccount
22. Abletocaptureindividualcustomersaleseven
forCODaccountcustomers.
23. Providecustomersalestrendforanalysis
24. Salestrendanalysiscanbepresentedin
graphicalformat.

25. Providecustomerprofitandlossanalysis,
promotionandinvestmentrationbasedonuser
definedmethod.
26. Abilitytomonitorsalesperformanceduring
presetpromotionperiod
27. Supportmonitoringofcustomerinventory(e.g.
expirationdate,stocklevelandmovements)
andreplenishmentinsystem.
Merchandising
28. SecondaryDisplaycostsalesratio
byoutlet
byprincipal/product
29. PromotionResults(PostPromoAnalysis)
Salescostratiobyprincipal/product
SalescostratiobySKU
Capabilitytododailyanalysis
SalesForecasting
30. ForecastingModuleby:
Customer
Principal
CustomerInquiry
31. Reportofcustomercomplaints,inquiryand
request
perSalesman
perCustomer
BusinessReviewwithPrincipals/TradePartner

32. ProformaTemplateforReportsPresentedto
Principals
Graphs/Charts
CollectionandReconciliation
33. DailyCollectionandReconciliationReport
perSalesman
perPrincipal
perDistrict
5.2. Marketing
Note:

Forecasting
1. Abilitytogenerateaprofitandlossanalysisper
principalbasedondifferentsalesforecast
figureswithpredefinedparameters
2. Abilitytoforecastproductsdowntothetrade
partnerlevel
MarketingPromotion
3. Abilitytokeeptrackpromotionaleffectiveness

Costtosalesratio(includesdeals,display
allowanceandotherpromotionexpenses)
DailySalesReportduringpromotionperiod
OnlineInquiry
4. Onscreenanalysistoolstohelpuseridentify
andtargetmarketsegmentsbasedonanyuser
definedcriteria
ReportingRequirements
MarketingandPromotionalExpenses
Bytypeofexpense(deals,posters,display
allowance,promogirls,etc.)
byproductline
bytradepartner
byprincipal
bypromotion
5. FreeGoodsRegister
6. ProfitandLossStatementPerProduct
5.3. Order Processing
Note:
SCSignificantChange Asignificantcustomization(beyond2days)isneededtosatisfytherequirement.

OrderEntry
1. Eachsalesorderhasuniquesalesordernumber
2. Receivesorderquantityatamaximumof6
digits
3. Allowdifferentsourcesoforderinputsuchas
manualentry,EDI,POS,handheldcomputer,
MSAccessformat,MSExcelformatandWeb
enabledformat(fromsalesrequirements)
4. Abilitytoprovidedifferentsalesorderformor
screentofacilitateorderclassifications(e.g.,
regularorder,initialstockingorder,indent
order,officeorder,consignmentorder,
guaranteedbysupplierorder,creditoverride
orderorcustomerdefineorderformat,etc.)
5. Noteverysalesorderneedstobeinvoiced
6. Abilitytocanceltheorderbeforeinvoiceis
generated(withauthorization)
7. Salesmancodefieldasmandatoryontheorder
entryscreen.
Duringthesalesorderentry,thesystemshould
onlyviewthededicatedsalesmantobeplaced
(eachinvoicewillbecreditedtoproper
salesmanonly)
8. FacilityofCustomerShiptoAddressencoding
(multipleaddresscodeforonecustomeris
allowed)
9. Everyaddresscodehasitsdeliverygroupcode
anddeliveryremark

10. Optiontoprintoutinforeigncharacter/language
address
11. Abilityofmultiplecrossreferencetoanorder
(e.g.,ordernumber,invoicenumber,customer
purchaseordernumber,thirdpartyorder
number,thirdpartyinvoicenumber
12. Abilitytohaveuserdefinedorderstatuscycle.
(e.g.,completed,suspended,shipped,cancelled,
onhold).Eachorderstatusshouldhaveatime
stamplogforperformancetracing.
13. Abilitytoalerttheuserofoutofstockduring
orderentry
14. Facilitytohandleconsignmentsales
transactions
15. AlloworderinmultipleUnitofMeasures
(UOMs)peritem
16. Allowmultipleorderlineswiththesameitem
codeandUOM
17. AlloworderinEAN/Barcodeorotheritemcode
reference
18. Theorderentryscreenhasorderinstruction
field.(Atleast10ordercommentlines)
19. SupportcustomerPOnumberonorderentry
andwillbeincludedoninvoiceforreference
purpose.
20. Stockisreservedimmediatelyasthe
order/invoicelineenteredevenbeforethewhole
orderisconfirmed.
21. Minimumordervalueisdefinedat
company/divisionlevel

22. ForEDISupport,allowconvertingEDIPOto
S.O.withpredefinedvalues.ThePOwillbe
separatedbycompany/division/agency
23. ForEDISupport,duringconvertingEDIPO,
predefinedcustomergrouppricewillbeused;
ifnotfound,thenpricefromcustomerwillbe
used.
24. Handlenonproductsalesorders(e.g.,charges)
25. Allowuserspecificationofitemshelflifeat
orderentry.
26. Nostockdeductionforindent/damageorder.
Allowcostentryforindentorderatorderline
level.
27. Ordercanbedefinedfordiscretestockpicking
andconsolidatestockpicking.
28. Providesalesamountadjustmententrytoaffect
thestockledgersalesamountonly.
29. Providestockledgerquantityadjustmententry
toaffectthestockledgerquantitybalance
withoutaffectingwarehousestockbalance.
30. Providecostofsalesadjustmententrytoaffect
thestockledgercostofsalesamount.
31. Providestockvalueadjustmententrytoadjust
thestockvalueoftheitemwithoutaffecting
stockquantity.
32. Systemcanoptionallyconsolidateordersofa
customerwithmultiplesalesmenintoone
invoicedefinedatcustomerlevel.
33. Multiplewarehousescanbechosenforasales
order.
34. Providetouchscreenfeatureinorderentry.

35. Supportelectronicapprovalofsignatureon
system.
Invoicing
36. FacilitiestohandleMultiPrincipalInvoicing.
(ThesystemshouldbeabletohandleA/Rper
principal.)
37. Facilitytocancelaninvoice(withauthorization)
beforedelivery.
38. FacilitiesofOrderNotes/ShippingInstructions
onInvoice.
39. OptionalTaxCalculation(VAT)/TaxExempt
foreachInvoice
TaggingofcustomersanditemsasVATor
NonVAT
40. FacilitytoAddChargesonInvoice(e.g.,Freight
Charges,etc.)
Taggingofcustomershavingfreightcharges,
etc.
41. InvoiceSkewingFeature(abilitytohold
printingofinvoiceuntilactualdeliverydate)
42. Includeexpecteddeliverydateoninvoice.
43. SupportDeliverynote/Blanketorderhandling
44. Abilitytopromptpendinginvoicefordelivery
45. Optionformultipledeliverieswithoneinvoice
46. Printbarcodeofinvoicenumberandorder
numberoninvoiceandsalesorder.
47. Supportmultiplecurrenciesoninvoice.
48. Includeforensicclassificationofitemateach
invoiceline.
49. Allowsizeoforderquantityinfivedigits.

50. Facilitytodoapositive/negativeadjustmenton
aninvoiceandcreditmemo.(Adjustmentwill
affectsalesbutwillnotaffectinventory
quantities)
51. Allowuserdefinedcontrolforparticular
customerorcustomertypespurchasing
particularSKUorSKUtype.
52. Printremarksoninvoice(e.g.earlypayment
discount).
53. IncludeLetterofCredit(L/C)andcontract
numberoninvoice.
54. Supportprintingofdeliveryaddressinspecified
foreignlanguagesandcharacters.
55. Provideinvoicediscountvalueanddistribution
allowancesummarybyagencybyproductby
customerinformationmonthly.
56. Abilitytoinformcustomersofnearexpiration
productsbasedonrecordsofdelivery.
CreditEvaluation
57. Allowparameterized(userdefined)credit
blockingfacility(e.g.,percreditlimit,per
overdueaccount,percustomer,etc.)
58. Whenasalesorderisconfirmed,customer
credit/overduestatusandminimumordervalue
ischecked.Theorderwillbesuspendedifover
credit,overdueandunderminimumordervalue
(automaticcreditchecking/overdueaccount).
59. Abilitytocategorizecustomeronpredefine
valuesuchasgood/doubtful/badasaresultof
theaccountreceivableperformance.Systemto
maintainacreditwatch.

60. Customercreditavailabilityisautomatically
deductedonorderconfirmation.
61. Customersoverduestatuswillbeupdated
online.Providesamassupdatefunctionforuser
torecheckeverysuspendedorder.
62. Orderscanbereleasedautomaticallyifthe
customerisnotoverdue.(SeparateFullinvoices
andHangingBalance)
63. Abilitytoincludecustomersordersnotyet
deliveredandactivequotationsincreditlimit
checking.Abilitytoinquirewhatmakesuptotal
creditoutstanding.
64. Creditholdsalesordercanbedividedinto
reviewedorwaitingforcreditreleaseand
acceptinputofreasonforholding.
65. Allowmaintenanceonsuspendedordersand
updateimmediatelyafteranychangesmade.
66. Usercanmanuallysuspendanorder(i.e.,user
holdorder).Stockwillbeallocated.Butno
creditavailableisdeductedfromcustomer.
67. Allowuserdefinedminimumordervalue
checkingbycustomerorcustomergrouporby
customerorcustomergroupbyagency.
68. Optiontoviewonlytransactionsthatneedtobe
evaluated.
DealsandDiscounts

69. Supportsuserdefinedmultileveldiscounting
(atleastfivelevels)withitscode,description
andformula(basedonspecificagreementper
customer).For<CompanyName>,typesof
dealsareasfollows:freegoods(allowdifferent
itemasfreegoods),specialprice,itemdiscount
(linediscount)andInvoicetotaldiscount
(financialdiscount).
70. Abilitytoapplystandardprice/discountmatrix
percustomer/customergroupagainstitem/item
group/agencyonsalesordering.
71. Supportsautomaticgrantingofdealsaswellas
manualentryofdiscount.
72. Discountcanalsobedefinedbyamountper
quantityinsteadofpercentage.
73. Allowatleastfourdiscountinputfieldsateach
invoiceline,andeachfieldallowsinputofboth
percentageoramount.
74. Itempricecanbeexpressedasitemunitpriceor
priceperquantities.
75. Abilitytohavethedealsnumberprompts
automaticallyduringorderentryofspecific
productandcustomer,asaresultofpresetting
ofpromotionperiod.
76. Abilitytodefinethepricesandthediscountsas
pricelistsfordifferentgroupsofcustomers,as
generalpricesoraccordingtoindividual
customeragreements(userdefinedformulafor
eachcustomeranddiscounts).
77. Allowdifferentpricefordifferentitemunits.

78. Itempriceisretrievedfrompricetable
automatically.
79. Providesupervisoroverrideforpresetpriceand
discount.
80. Paymenttermscanbeoverriddenineachorder.
Paymenttermsinsalesordercannotexceedthe
customer'smaximumpaymentterm.
81. Displayfeeperagencyhandling.Multiple
displayfeeorderlineisallowed.
82. Grossdiscountcalculationcanbedefinedat
customerlevel.Usercanselecteithergrossor
reducingbalancediscountcalculation.
83. Threenexteffectivedatesareprovidedforitem
listprice,customergrouppriceanddiscount.
Theprice/discountwillrollupautomaticallyon
effectivedate.
Returns/CreditMemos
84. AutoRecallofInvoicesforCreditMemos
(userdefined,threeyearretentionperiod).
85. ThesystemhastoautomaticallygenerateCredit
Memosandupdateinventorylevelupon
confirmationofreturnonWMSExceed
86. Hasmaintenanceforreferencereasoncodeof
returntransaction,customizereasoncode
(interfacewithWMS).
87. Hasmaintenanceofsubreasoncodeforeach
reasoncode.
88. CreditNotecanbegeneratedtoeitherreferto
aninvoiceornot.

89. ForCreditNotereferredtoaninvoice,itemand
quantityreturnedmustcheckagainstthe
originalinvoiceautomatically.
90. MorethanoneReturn/CreditNotecanbeissued
againstthesameinvoice,andtheitemand
quantityreturnedbytheseReturn/CreditNote
shallbecheckedagainsttheoriginalinvoice.
91. AllowreturnindifferentUOMintheCredit
Noteagainsttheoriginalinvoiceforthesame
item.
92. Creditnotecancellationisallowed.
93. CreditNotecanbecancelledbeforeitis
applied/settledagainstinvoice.
DeliveryPerformanceMonitoring
94. Deliveryleadtimeisdefinedat
company/divisionlevel.Deliverydatewillbe
calculatedautomaticallywhichwillexclude
Saturday,Sundayandholidays.Allowuserto
specifywhetherthedateisexpectedorpending
persalesorder.
95. Abilitytomonitorsalesorderlifecyclefrom
salesorderdateuptodeliverydate.
96. Deliveryleadtimeisdefinedat
company/divisionlevel.Deliverydatewillbe
calculatedautomaticallywhichwillexclude
Sundayandholidays.Allowusertospecify
whetherthedateisexpectedorpendingper
salesorder.
97. RelateTimelinessofDeliverytoCompleteness
ofDelivery(OrdersDelivered,Complete,&
OnTimeODCOT)

ConsignmentProcess
98. Normalconsignmentdeliverytransactionscan
beprocessedwithConsignmentDeliveryNotes
printed.
99. Normalconsignmentsalestransactionscanbe
processedwithConsignmentSalesInvoices
printed.
100. Consignmentreturn(fromindividualcustomer
deliverylocationbacktomainwarehouse).
101. Autoconsolidationofallconsignmentstock.
102. Foranydamagegoodsreturn,systemautomatic
transfer/writeoffgoodstodamagewarehouse.
103. Supportinterconsignmentlocationgoods
transfer.
104. Maintainindividualcustomerinventoryper
delivery
105. Consignmentinventorycanbecapturedvia
handheldterminalsothatopeningstockcanbe
checkeddaily.
106. Allowusingscanningdevicetocapturestock
in/outandincludeincreaseofstockatitem
return.
107. Providedownloadofdailyclosingstockand
consolidationforidentificationofconsignment
salesvolume.
OfficialReceipt
108. AbilitytofacilitateentryofOfficialReceipt
whichcontainsBankAccount,BankNameand
Amount,linktoCR/DR(CashManagement)
109. AbilitytofacilitateDisbursementVoucher

110. Abilitytoacceptpostdatedchecksfor
succeedingmonths
BackOrder
111. Providesfacilityinwhichanyunservedorders
(specificallyforpriceprotectionanddeals)will
haveagraceperiod(setupasaparameter)fora
chancetobeservedbeforethesearecancelled
forrebooking(rePO).
112. Abilitytoprioritizebackorderstobeserved
basedonafirstcomefirstservedbasisorany
otheruserdefinedcriteria.
113. Providesfacilitytocancelunservedorder(not
fullyservedPOwillbecancelled).
114. Facilityofbackordermonitoringtodifferentiate
doublebookingusingauserdefinedperiodof
timetobecovered.
115. Backorderhandlingcanbedefinedat
company/divisionlevel.(Insufficientstock
frequencycanbecapturedforanalysis.)
116. RegistersforSales,CM&InvoiceAdjustment
Transactions
117. Backorder/ServiceLevelReport(double
bookingnottobeincluded)
118. CreditHeld/BlockedSalesOrderReport
119. Orderstatusreportwithorderstatusselection
120. Suspendedorderreport
121. Gross&NetSalesReports(w/salesforecast)

122. AllOrderEntryReportsshouldbeflexible
enoughtobeproducedbasedoneachora
combinationofthefollowingcriteria:
ByDateRange/DateDefinition
(MTD/YTD/Comparative)
ByCompany
ByTerritory/Branch/Distribution
Center/ZoneDeliveries
BySalesGroup
ByCustomer
ByCustomerClassification
ByPrincipal
ByProductClassification(atleastfour
levels)
ByProduct
BySalesman
ByReasonCode(ForReturnsTransactions
Only)
134. DailyScheduledSODiscrepancyReport
135. Invoicepricevariationreport
136. Monthlystockmovementreport/datadownload
invariousrecordselectioncriteria.
137. BackOrderReport
138. ServiceLevelReport
OrderFillRate(DollarsandUnits)
LineItemOrderFillRate(DollarsandUnits)
DeliveryTurnaroundTime(toincludepartial
deliveriesforasingleorder)

142. Salesorderenquiry/reportbyseveralexternal
principals'referencenumbersshouldbe
provided.
5.4. Purchasing
Note:

General
1. EachPOhasitsuniquePOnumberby
company/division.
2. Providevendor,item,POnumber,ETA
information,paymentterms,freighttype,
deliveryaddress,specialinstruction,PO#,date,
remark.
3. ProvideinquiryofPOstatus.
4. AbilitytomaintainPOPaymentTerms.
5. AbilitytoprocessaPOformultiplewarehouse
deliveriesandmultiPOforonewarehouse.
6. Abilitytolocateprincipalbyaccountnumber,
invoice,address,nameandtelephonenumber.
7. UsercanalsocreateaPOwithoutwarehouse.
8. SupportMultiWarehousePO.

9. HandlemultiplecurrencyPO.
10. WarehousecanbespecifiedwithinaPO.
11. SupportraisePObyitemwithbarcode,
customeritemcode,MOQ,CBM,weight,pallet
factorandvalue.
12. MOQcanbedefinedatagencyoritemlevelby
quantityandvalue.
13. AllowcreationofPObycustomeritemcode
withoutcreationofitemmaster.
14. IndentPOcanbeoffsetbyindentsalesinvoice
aftercreditapproval.
15. ProvidependingoroutofstockPOquantity
info,CBM&weight(includingdetailsofeach
outofstockPO)
16. Rollingforecastbasedonsaleshistoryforuser
maintainedperiodand/orsalesforecastforuser
nominatedperiod.
17. IndentPOcanbeoffsetbyindentsalesinvoice
aftercreditapproval.
18. Providesummaryreportbycompany/division,
agencyonoutstandingshipmentsandPOvalue
difference.
19. ProvidePOshortship&overshipinfoper
completedPO
20. Abilitytomonitorshipmentleadtime.
21. Purchaseitemshallassociatewith
vendor/vendors.Itemcannotbepurchasedfrom
nonassociatedvendor.
22. AllowovershippedquantityentryinPO
receipts.

23. Onorderquantityoftheitemisupdated
immediately
24. Vendoritempricecanbepresetby
item/vendor/currency/UOM.Forthcoming
purchasingpricecanbesetwithdifferent
effectivedates.
25. Systemshouldretrievetheitemlineand
remainingPOquantityautomaticallyuponPO
itemreceipt.
26. CancellationofshortshippedPOisprovided.
Theonorderquantityoftheitemsshouldbe
released.
27. POquantityinputcanbeselectedfromdifferent
UOMsofsameSKU.
28. AllowoverrideofPOunitcost.
29. Sameitemcanhavedifferentpurchasingprice
fromdifferentvendors.
30. Provideupdateofshippingcostatshipment
schedule.
31. POquantityuptofivedigits
32. UsercanpresetthedefaultFOB,shipviaand
carriercodeatcompany/divisionorvendor
accountlevel.
33. UnconfirmedPOitemreceiptisnotallowed.
34. UsercanselectdifferentPOitemtypes(e.g.
sellablestock,packingmaterials,POS)interface
toAccountsPayable.
35. Allowuserdefinedpurchasequota.

PurchasePlanandPOPreparation
36. FacilitytodevelopaPurchasePlanwithpre
definedparametersonproductandsaleshistory.
37. Allowusertodefineandmonitortarget/quota.
38. FacilityonsystemgeneratedPObasedon
TheoreticalStockLevelwitheditfacility.
39. FacilityformanualPOPreparation.
40. AbilitytocreateBlanketPurchaseOrder.
41. UsercanpresetthedefaultFOB,shipviaand
carriercodeatcompany/divisionorvendor
accountlevel.
POEntryandGeneration
42. Systemshouldprompttheuserforimmediate
POconfirmationandPOprintingjustafter
completionofPOentry.
43. Usercansetnottoprintthesystemitemcode,
priceandamountonthePO.
44. ThereshouldbeadefaultETA/ETDinthePO
header.
45. ShouldhaveaneditlistoncePOisprinted.
46. UsercanupdatetheETA/ETDonallitemlines
atonetimeinthePOmaintenanceprogram.
47. Thereshouldhavearelationbetween
vendor/divisionanditemsothatthesystemcan
searchvendorsforitemsduringPOentry.In
addition,theusershouldnotpurchaseitemfrom
vendor/division,whichhavenorelationwith
item.
48. Handlevendor'sitemcode.Itshouldbeprinted
onthePO.

Handlevendor'sitemUOM/conversionfactor
49. HandlenochargePOitemlineseparately
50. Onorderquantityoftheitemisupdated
immediately
51. Vendoritempricecanbepresetby
item/vendor/currency/UOM.Itshouldhandle
multipleeffectivedates.
52. HandlepartialshipmentwithinaPOdetailline.
53. Systemshouldretrievetheitemlineand
remainingPOquantityautomaticallyafter
receiptofPOitem.
54. POcanberevisedandthenreprintedevenits
statusispartialreceipt.A"REVISED"message
shouldbeshownontheprintedPOwithrevised
dateandcancellationofpreviousPO.
55. POstatusandlinestatusshouldbe
automaticallyupdatedafteritemreceipt.Handle
partialreceiptstatusatlinelevel.
56. CancellationofshortshippedPOisprovided.
Theonorderquantityoftheitemsshouldbe
released.
57. ProvideacopyPOfunctionforcreatingnew
similarPO.
58. Calculationmethodoffreightchargesportionin
itemunitcostcanbespecifiedduringPOentry.
Wecanspecifywhetherfreightandother
costingchargesaredividedbyCBMorvalue
foritemcostcalculationduringPOentry.
59. POpurgingautomaticallyshoulddeleteaging
POswithuserdefinedcriteria.

60. SystemRecallofPO'sforReceiving.
61. Discountsperpurchaseorderandpurchase
orderline.
62. Partialreceiptswithoptiontocancelpending
orderorwaitforfurtherreceipts.
Replenishment
63. Provideenquiryofcurrentandhistoricalsales
(minimumoneyear).
64. Providehistoricaldataasperuserdefined
periodorrange.
65. Provideaveragemonthlysalesdata.
66. Providestockmonthdataasperuserdefined
criteria.
67. Provideopeningstockbyitem.
68. Allowinputofforecasting/estimatedsalesin
comingmonths.
69. Providelinkagewithallshipmentstatus.
70. Provideautoreplenishmentsystem(i.e.,allow
setuppriorityonminimumstocklevelin
quantity/monthsandminimumMOQsothat
purchaseordercanbeautogeneratedwith
overridefunction).
71. Provideareplenishmentplanforatleast6
monthsbasedoncurrentinventoryleveland
estimatedsales.
EDISupport
72. Support13and14digititemEANwithcheck
digitvalidation.
73. Support13digitcustomerEAN.

74. SupportmultipleitemEANtooneitemcode
relationship.
75. Definecustomergrouppricebycustomergroup
byitemwithineffectivedaterange.
76. Defineproductdiscountbycustomergroupby
itemwithineffectivedaterange.
77. Defineorderparameters(e.g.salesman,order
type,etc.)asdefaultvaluesbycustomergroup
andagency.
78. InterpretEDImessageswithEANCOM
standard.
79. Extractdatafromhostandsendoutwardsin
EDIEANCOMformat(e.g.,invoices).
80. ConvertEDIPOtoSOwithpredefinedvalues.
ThePOwillbeseparatedby
company/division/agency.
81. DuringconvertingEDIPO,predefined
customergrouppricewillbeused;ifnotfound,
thenpricefromcustomerwillbeused.
82. AllowuserstocancelEDIPOwithreasoncode.
83. AllowuserstopurgeobsoleteoutstandingEDI
PObasedonuserdefinedperiod.
84. Predefineddefaultvalueswillberolledupat
daybeginprocess.
85. DuringconvertingEDIPO,predefined
<CompanyName>pricewillbeused.Ifnot
foundthenpricefromprincipalwillbeused
86. Fordifferentcustomers,samepieceof
informationwillbeextractedfromdifferent
positionsinadataelement.

87. Byusingcontrolparameterper
co/div/customer/timeperiod,theEDIPOwill
eitherundergosalesorderprocessautomatically
orbesuspendedforapproval.
88. Allowtodefineextradiscountby
company/division/customer/branch/timeperiod.
89. Daily/MonthlyROICreportshowingitem
receipttransactionanditscost.
90. Onorderreportbycurrency/POnumber/vendor.
91. POreceiptsbyitemreport.
92. POinformationcanbedownloadtoPCfiles.
93. OutstandingPOreport.
94. POvs.ReceiptReport(inunitsandcost).
95. ServiceLevelReportperSupplier.
96. ExceptionreportsforinvalidPOs.
97. Customergrouppricelistbycustomergroupby
item.
98. Productdiscountlistbycustomergroupbyitem.
99. O/SEDIPOenquirybyEDIreferenceno.
100. EDIcustomerPOlistingforvalidPOs.
101. ReprintEDIcustomerPOlistbyspecifying
rangeofEDIreferenceno.
102. Statisticalreports
103. Providesummaryreportbycompany/division,
agencyonoutstandingshipmentsandPOvalue
difference.
5.5. Inventory Management
Note:

ItemMaintenance
1. Thesystemhastosupportalphanumericitem
codes.
2. Itemcodehasatleast22charactersandits
descriptionhasatleast35characters.
3. Aflexibleandcomprehensiveitemhierarchyto
handlethemanytomanyrelationshipwithfull
abilitytotrace(e.g.,warehouse,agency,group,
UOM,principal,countryoforigin,shipment,
lot/batch,expirydate,costetc.).
4. Supportslot/expirydatetrackingfacility.
5. CaptureUOM,parentandsonrelationship,
dimensions,weight,palletpattern,lotcontrol,
serialcontrol,expirydate,etc.
6. Asingleitempossessesmultiple(atleastfive)
sellingUOMs(i.e.packsize).
7. SupportstheoreticalstocklevelperSKU,re
orderlevelperSKU(basedonhistoricalsales).
8. ThesystemhasSKUClassification(atleastfive
levels)withreferenceclassificationmaintenance.

9. ProvidesmaintenanceofSKUphysical
dimensions(length,width,height,weightand
volume).
10. UserdefinedFEFOorFIFOforeachSKU.
11. ProvidesUnitOfMeasurementmaintenance(per
SKU).
12. SupportsmultiplelogicalwarehousesperSKU.
13. Supportsitemtypes,categoriesandclasses(e.g.,
consumerproducts,foods,poison,drugs,etc.).
14. Includemultiplecrossreferencesandaccesstoa
productdowntoSKU/batch/costlevel(e.g.,
barcode,EAN,customer/vendorcode).
15. Supportsitemtaggingasfollows:
Suspended
Itemnotavailableforselectedorall
transactions
ItemsuspensionforallDistributionCentersor
selected
Onesonly
Restricted(itemavailableforsellingto
selectedcustomersOnly)
16. SupportsKitProductCapability
17. SupportsBarcodeReadyInventoryMaster(Case
BarCode,UnitBarCode).
18. Providestrackingofitemmaintenancehistory.
19. Handlealotofstockthathasthesamelot
number,butwithdifferentexpirydates.
20. Purgeobsoleteitemcodesatregulartimeperiod
basedonuserdefinedperiod.
21. Capturecustomerandsupplieriteminformation.

22. Supportsitemsearchingbydescription.
23. Allowcopyinitemmaintenance.
24. Inactivationallowedifnoinventorybalanceand
salesovertwoyears.
25. Onelineofpackinginformationforspecific
countriesortomeetotherregionrequirements.
26. Itemmastermaintenancetieupwithprereceipt
costs.
27. Itemmastercanbeuploadedfrom
Excel/databases.
28. SupportsmultiplecostsundereachSKU.(Stock
withdifferentcostshavetheirindividualstock
balance.)
29. Specialclassificationandhandlingfor
poison/dangerousdrugs.
30. Stockadjustmentcanbedoneinlocatable
warehousewherethestockbalanceiszero.
31. Optionallyallownegativestock.
32. Supportbothstockitemandindentitem.
33. ItemmastercanbedefinedbySKUwith
minimum/maximumstockingperiod.
34. Customermastercanincludedefinitionof:
Tradingterms,promotionfunds,flatrebate,
etc.
Majorornonmajorcustomers.
Address,creditterms,multicurrencies.
35. SupportVendormaster.
36. Providemasterfilesdataforreporting.
37. Securitysetonagencylevel.

38. Authoritycheckingofcostinginformationon
displayandreporting.
39. Multiplelevelitemgroup.
40. Multiplelevelcustomergroup.
41. Productdescriptioninspecifiedforeign
languages.
42. Productphotocanbestoredintheitemmaster.
InventoryTransactions
43. Inregardswithstockreturnsfromcustomer,the
systemhastosupportStockTransferto
Principals(STP)withSTPreasoncode.
44. Supportautostocktransfertoprincipals,
triggeredbyCreditMemotransactionwhose
reasoncodeisanAutoSTPreasoncode.
45. SupportsTransferOrder(transferoutto
branch/distributioncenter).
46. SupportsTransferIns(ReceiptfromBranch
Transfers).
47. SupportsInventoryAdjustmentTransaction
(withinventoryreasoncode).
48. SupportsInterwarehousetransfer(transfer
betweenlogicalwarehouse).
49. SupportinventoryadjustmentandSTPreason
codemaintenancewithfacilityforsub
classification.
50. SupportsStockWithdrawalwithreasoncodes.
51. Providereservedquantitybyitembysalesman.
52. Providereservedquantityenquirybyreference
number.

53. Uponstockallocation,systemcanautodeductby
lotlevelandavailablequantity.
54. Displaystockstatuswithstockingmonth.
55. Allowenquiryofstockintransit.
56. Salesorderstockallocationcanbedowntoitem
level,batchlevelandexpirydatelevel.
57. UserdefinedstockingpolicyperSKUas
FEFO/FIFO.
58. Stockaginginformationwithreferencetoarrival
dateasperbatchperexpirydateandperreceipt.
59. Stockbalancesarekeptasperitem,UOM,batch,
expirydateandperreceipt.
60. Acceptdifferentcostfordifferent
customer/customertypeonsameSKU.
61. Multiplewarehousestransferfunction.
62. AutoconversionofUOMinPOreceipts.
63. Incorporatebarcodescanningsystemonshelf
level.
64. Allowstockreservationbycustomer/customer
type.
65. Issuerepackingrequest,quotationofpackaging
cost,stocktransferandconfirmation
electronicallyw/opaperdoc.
66. Providestockreservationinformationper
customertype/customerperSKUperUOM.
67. Providedummystockhandling.
68. Inventoryregisterscontainingquantityanddollar
(costandselling)valuesofall.

69. Inventorytransactiontypesbasedonthe
followingcriteria:
ByDateRange
ByReferenceNumber
ByCompany
ByTerritory/Branch/DistributionCenter
ByPrincipal
ByProductClassification(atleastfour
levels)
ByProduct
70. StockMovementReport(inUnitsandinCost)
Showsbeginningbalancefortheperiodand
thepeso/quantitysummaryofeachinventory
movementtypeofeachSKU.Thelastcolumn
showstheendingbalancefortheparticular
SKUandlogicalwarehouse.
Thereshouldbeanoptiontoshowthisreport
bylotnumber
71. StockCardReport
ShowsthedetailedtransactionofeachSKU
perwarehouse.Theendingbalancereflected
shouldtallywiththeStockMovementReport.
72. InTransitsReport
73. InventoryOrderAnalysisReport(containing
unitsandcost).Relevantinformationforthis
reportwouldbeasfollows:
Sixmonthshistoricalsales(average&per
month)
TheoreticalStockLevel

QuantitytoOrder(asrecommendedbythe
system)
InTransit
Over/UnderStockQuantity
74. StockStatusReport(InventoryReportwithTotal
InventoryCost&CostofSalesFigures)with
columnforPOBalances,TIL,DaysCovered:
ByDistributionCenter
NationwideFigures
75. Itemavailabilityenquiryandreportshowingon
hand,available,allocated,onorder,backorder
andintransitquantities.Showbyitemby
warehouse,orbyitembylot.
76. Inventorytransactionenquirybywarehouseby
item.
77. Dailyandmonthlyinventorytransactionreports.
78. Dailyandmonthlyoccupancyreport,breakby
warehouse/agency/itemlevel.
79. Stockagingreportby
co/div/agency/item/warehouse.
80. Expirydatereportby
company/division/agency/item/warehouse.
81. Stockagingreportbyperiodwithstockvalue,by
co/div/agency/item.
82. Lotmovementcanbetrackedusingbatchcontrol
recallreportbyitembylot.
83. DailyandmonthlyROICreport.
84. Controlreportsformonitoringstockbalance
discrepancy.
85. Weeklyreceiptsummaryreport.
5.6. General Ledger
Note:

General
1. Abilitytocreatememoaccountsfornon
financialtransactions.
2. Preventpostingsametransactiontwice.
3. Abilitytocompareactualyeartodateandmonth
againstbudgetedandprioryearfigures.
4. Abilitytomaintainmultipleexchangerateswith
predefineddates.
5. Abilitytomaintainforwardrates.
6. Abilitytoautomaticallypostexchangevariances
toavarianceaccount.
7. Abilitytoconvertcurrencyduringtransaction
input.
8. Abilitytosupportforwardexchangecontracts.
9. Electronicinterfacewithbankingsystem.
10. Abilitytohandleforeigncurrencytransactions.
11. Abilitytohandlemultiplebankaccountsin
multiplecurrencies.
12. Simulatefinancialplanningscenariosasitrelates
topredicting.

13. Inventoryinvestmentbylocation.
14. Allocatetransportationcoststothedistribution
centers.
15. Warehousespacerequirements.
16. Laborrequirementsandequipmentneedfor
distributioncenters.
GeneralLedger
17. Abilitytohavechartofaccountscovering
multiplelegalentitiesorseparatechartsatusers
discretion.
18. Chartofaccountscodemusthaveatleasteight
charactersforaccountname.
19. Threecharactersforagencycode.
20. Threecharactersforareacode.
21. GLaccountcodemusthaveatleastthree
charactersforcompanycode.
22. Threecharactersfordivisioncode.
23. Pluschartofaccountscode.
24. Systemshouldbefullyintegratedandrealtime
onlineupdate.
25. Abilitytokeeponlyoneaccountingperiodopen
fortransactionposting.
26. Userscompany/divisionsecurity.(morethan
100divisions).
27. Allowmergingandswappingofdivisionsand
companies.
28. Accountingcalendarmaintenancewithpassword
control.

29. Periodforfiscalyearisatleast12to99ina
calendar.
30. Changeofaccountperiodtobecontrolled
manuallyorautomatedinmonthendprocess.
31. Aclosedperiodcannotbereopened.
32. Shouldnotallowbackwardand/orforward
periodposting.
33. Acrossledgerpostingfunctionforeach
transactiontype(JV,PU,PV,RV,PC,DN,CN)
withautomaticallyverification,withthescreen
formatjustlikeanelectronicdocument.
JV=Journalvoucher
PU=Purchasevoucher
PV=Paymentvoucher
RV=Receiptvoucher
PC=Pettycashvoucher
DN=Debitnote
CN=Creditnote
34. Automaticassignmentofvouchernumberwith
optionsformanualchanges(withauthorization).
35. Printvouchersheetforeachtransactiontypeand
posttoaccountafteruserfillsinallinformation
totheelectronicdocumentandconfirmationby
authorizeduser.
36. PrintoptionforcreditnoteforCNentryinthe
electronicdocument.
37. PrintoptionfordebitnoteforPVandDNentry
intheelectronicdocument.
38. Allowuserinputareasoncodewithtwodigits
andkeepintransactionrecord,whenfillinginthe
PVelectronicdocument.

39. InPUelectronicdocument,allowuserpressa
functionkeytodisplayallROICrecordsofaGL
dummyaccountforusertoselect,then
consolidatewithotherentriesandposttoAP
vendoraccount,thenprintPurchasevoucher
sheetafterconfirmedbyauthorizeduser.
40. AbilitytoextracttransactionfromGLandAP
systems,thenoutputtoafileintext/excelformat
underuser'scriteriasetting.
41. AgoodreportwriterinGLfortheaccountstaff
toproducetheirownfinancialreportsandwith
summaryfiledownloading.
42. Thesystemshouldnotpostunbalancedjournal
entries.Screenpromptswhenjournaldoesnot
balance.
43. Allowrejectedjournalstobeheldinsuspense
accountforcorrection,deletionorretry.
44. Capabilityofreversingallpostedjournals.
45. Allocationofrecurringexpensestodifferent
accounts.
46. AfunctionCrossLedgerJournalEntryforuser
toposttransactionstoGL,APandAR(non
trade)atsametimewithsamejournalnumber.
47. AfunctionCrossLedgerPaymentEntryfor
usertoinputpaymenttoGL,APandAR(non
trade)atsametimewithsamejournalnumber.
48. AllowcopyfunctionforGLaccountmasterin
companyand/ordivisionlevel.
49. Consolidationaccountmaintenance.
50. Bankreconciliation.

51. Endofyearprocess:
Prioryearendclosingadjustmententry.
Postyearendclosingadjustmententry.
Yearendclosingresettrialrunsandfinal
run
OnlineInquiry
52. Accountbalance,budgetvs.actualforcurrent
yearinquiry.
53. Transactioninquiry.
54. Generalledgerreport.
55. Trialbalance.
56. Dailytransactionlist.
57. Generalledgerreportwithselectionfor6digit
accountsand12digitaccounts.
58. Dailyreconciliationcontroltotal.
59. Consolidatedaccountstructureinquiry.
60. Consolidatedbalancesinquiry.
61. CheckInquiry.
62. CancelledCheckInquiry.
63. Abilitytorecognizeintergrouptradingand
interfacewithappropriategeneralledger
accounts.
64. Automaticpostingofbankchargestogeneral
ledger.
65. Generalledgerinterfacestorecognizecostatthe
differentstandardcostlevelsorthedifference
betweenthem.

66. Abilitytoautomaticallylinkinternalcustomers
torelevantGeneralLedgeraccountsamples,
staffsales,etc.
67. Abilityforautomaticpostingofsubledger
balancestothecontrolaccountintheGeneral
Ledger.
68. Abilityforamultiplehierarchyofgeneralledger
toexist(atleasteight)andtoallowreportingand
analysisacrossthoseledgers.
69. Abilitytouploadfromspreadsheetsintorelevant
ledgersbothGLandsubsidiary,ifrequired,to
ensureadequatelydefinedsecurity.
70. SummarylevelinformationtobekeptinGL,
withabilitytodrilldownfromtheGeneral
Ledgerthroughtothesubsidiaryledgerstothe
originalentrysourcewithouthavingto
physicallymovefromonemoduletoanother.
71. Automaticupdatewithrealtimeprocessingof
journals.
72. Abilitytoautomatethereconciliationprocess
withthesubsidiaryledgers.
Budget
73. Abilitytocreatebudgetswithdifferentlevelsof
detaildependingonrequirement(e.g.,company,
division,departmentetc.).
74. Abilitytocreatebudgetsatuserdefinedlevels.
Somelevelsshouldbememobudgetsthatdonot
feedthroughtomainbudget.
75. Abilitytocreatemultiplebudgetsforsamecost
centers(forbudgetreviews).

76. UploadbudgetfiguresfromPCtohostcomputer
andalsokeeprevisionhistory.
77. Abilitytoautomaticallygenerateadraftbudget
frompreviousyearsactualorbudgetsusing
userdefinedparameters.
78. Abilitytomaintainlastyear,currentyearand
nextyearsbudgetinthesystem.
79. Automatedbudgetprofilingbasedonpast
performanceanduserparameters.
80. ProvidewithinGeneralLedgerBudgeting
Module
thefollowing:
Facilitytocopyonespecificbudget(cost
center)toanother.
Facilitytodeleteonespecificcostcenter
budget.
81. Permitmultiplebudgetsforsamecost/profit
centers.
5.7. Accounts Payable
Note:

General

3. AlphanumericPrincipal/SupplierCodewithat
least:
4. Onecharacterfordivision
5. Onecharacterfornature
6. Threecharactersforagency
7. Twocharactersforcurrency
8. Onecharacterforaccounttype
9. MaintenanceofPrincipal/SupplierPayment
Terms.
10. Principal/SupplierClassificationasto
ConsignmentorDirect.
11. MonitorPrincipal/SupplierInvoicesvs.RR.
12. AgingofPrincipal/SupplierInvoices.
13. AutogenerateanAPrecordfromPOaftergoods
receiving(integratewithWMS).
14. Allowmultiplecurrencytransactions.
15. Autoprintcheckswithremittanceadviceand
securitysettings.
16. Allowmanualinputofcheckentries.
17. Abilitytoconsolidatepayments.
18. DailypostingofAPtoGLbatchorinteractively.
19. Allowdifferenttypesofdebitnotes(fortrading
accountandnontradingaccounts).
20. Abilitytogenerateduelisttoissuepayment
(eitherautoormanualcheckprinting)and
integratetosystem.
21. Generatetransactionsforserviceaccounts(e.g.,
recurringandmiscellaneousexpenditure).

22. Masscash/checkpaymententry.
23. Whencheckisvoided,theabilityto
automaticallyreversetransactionposting.
24. Cancelpaymentrun.
25. Promptpaymentstocreditorswithdebitbalance.
26. Allowspaymenttocreditorswithdebitbalance.
27. Allowsonlyauthorizedpersonneltoapprove
invoiceamountshigherthanthecontractprice.
28. Creditnote/creditadjustmententrywithonline
applicationoption.
29. Carryopenitemstonextperiodifstillopened.
30. Allowusertochangethevendorreferenceand
duedateofaninvoice.
31. Promptuserofexistingsimilaritiesininvoice
numbers.
32. Supportselectronicfundtransferwiththeability
toemailorfaxpaymentdetailsautomatically.
33. Matchapplication/matchtooutstandingitems.
34. Canceltransaction/journal.
35. Purgehistoryrecordsbasedonuserdefined
period.
36. Cashforecastupdate.
37. Processexternaljournals.
38. Interfacewithbankreconciliationmodule.
39. Providesalesmancommissionratecalculation
basedonitemsales/agencysalesbysalesman.
40. Processaccrualsjournal.
41. Processfixedexpenses.

42. Printmonthlyreports:
43. Ageddetailreport.
44. Agedsummaryreport.
45. APledger.
46. APstatement.
47. APsummaryreport.
48. Recalculateagingmonthly.
49. Movesettled.
50. Purgetransactionsfromproductionsystembut
shouldbeabletoretrievetransactionsonauser
definedperiod.
51. Automaticcomputationofwithholdingtax.
52. Generatewithholdingtaxcertificateper
supplier/principal.
53. Alphalistingoftaxwithheldfromdifferent
companies.
54. AutomaticcomputationofValueAddedTax
(VAT).
55. Closedperiodcannotbereopened.
Onlineinquiry/Reports
56. AgoodreportwriterinAPfortheaccountstaff
toproducetheiranalysisofreports.
57. Vendortransactioninquiry.
58. Vendorbalanceinquiry.
59. Cashforecast.
60. DatabasesearchforvendormasterandAP
transactionrecordsbyseveralsearchingcriteria.
61. Dailytransactionlistwithreconciliationcontrol.

62. Ageddetailreport.
63. Agedsummaryreport.
64. Matchreferencereport.
65. APledger.
66. APstatement.
67. APanalysisreport.
68. Vendormasterlist.
69. TotalDisbursementperBank.
70. TotalCancelledChecks.
71. PaymentHistoryperSupplier.
72. OutstandingPayments.
73. StockStatusReport.
74. StockMovementReport.
75. StockInterfaceReport.
76. InventoryInterfaceReport.
77. ReceivingReportRegister.
78. TotalInventoryCost.
79. Summaryofpostableaccountbyprincipal.
5.8. Accounts Receivable
Note:

Classification
1. Alphanumericcustomercode(atleastnine
characters)
2. FiveforCustomerCode
3. Fourforbranch/division/subsidiary
4. Referencefileforcustomerclassificationin
termsofthefollowing:
customerbusinesstypesupermarkets,drug
stores,topkeyaccounts
customeraccounttypeactive,inactive
7. Shiptoaddressmaintenanceforeachcustomer
8. Automaticmonthlyupdateofcreditlimitbased
onsalesvolumeandpayinghabits.Basicformula
forcreditlimitissixmonthsaveragesales
multipliedbypayingfactor.Payingfactoris
determinedbyhowquickcustomersettleshis
account.
BouncedChecks

9. BouncedChecksEntryinReferencetoOR
Number
10. BouncedCheckReasonCode(e.g.,Insufficient
Funds,StopPayment)ReferenceFile
11. AutoDebitNoteGenerationforeverybounced
checkentered.
A/RAdjustments
12. Handlebouncedcheck.(Donotreverseinvoice
entry,butgenerateabouncedcheckdebitand
offsetbyabouncedcheckpaymentlater).Ifthe
invoicewasalreadypurged,itshouldberevived.
13. A/RAdjustmentEntryinreferencetoOpenAR
Itemwithrestrictions.
14. A/RGovernment,PrincipalCertificate
TransactionsinreferencetoOpenA/RItem.
15. Allowcreditnoteentrythatwillaffectsalesentry
forSAadjustment,andallowonlinematchto
debittransaction(i.e.,invoice,debitnote,debit
adjustment)
16. Allowdebitmemoentry,thatwillaffectcash
entryforSAadjustment
17. Allowcreditanddebitadjustment/journalentry,
nonsalesrelatedandallowonlinematchtodebit
transaction(i.e.invoice,debitnote,debit
adjustment)
18. Matchapplicationforusertoassigntheopen
credittransactiontodebittransaction.
19. Printingofdebitandcreditmemo.

20. Onceaninvoiceisgeneratedforasalesorder,an
ARrecordhastobecreatedonlineandthe
customermastersbalancehastobeupdated,as
well.
21. ReturnsshouldhaveareferenceInvoiceNumber
sosystemshouldbeabletoautomaticallytrace
fordiscountsgivenforthereturns.
TransactionRegisters
22. TransactionRegistersforallA/RTransactions
indicatedabovetogetherwithSalesandReturns
Transactionstobeproducedusinganyora
combinationofthefollowingcriteria:
A/RTransactionType
ByDateRange/DateDefinition(MTD/YTD)
ByCompany
BySalesGroup
ByPrincipal
BySalesman
ByReasonCode
OfficialReceipt
23. OR/DVEntryWithReferencetoInvoice
Amount(oneormultipleinvoiceapplications)
24. ReferencefileforDeductionVoucherReason
Codes

25. Inputpaymentbybatchandacheckagainsttotal.
Ascreentodisplaytheinvoicesandallowthe
usertoselectwhichinvoicetosettle.
Needtohandlepartialpaymentandunallocated
credit/cash/deposit.
26. Paymentreentryfunction.
27. Asuspensecustomerforeachnormaltrade
customerissetupfortemporarycontainsthe
disputeorunallocatedtransactions.
28. Extrastatementsforsomecustomersareprinted
atmonthend,uponcustomersrequestfor
reconciliationandreference.
29. Asubmoduletohandlepostdatedcheckwith
longmaturityperiod.
30. Printreceiptwithdetailsofcheck/cashpayment.
31. Cashierautomationmonthlypaymenthistory
extractionanddownload.
32. Cashierautomationmonthlyobsoleterecord
deletion.
33. OR/DVRegister
BySalesman
ByPrincipal
ByInvoiceTransaction
ByOutlet
StatementofAccount
34. Aseparateaccountcanbecreatedforallaccount
indisputetogetatruepictureoftheAccount
Receivablebalance.

35. Statementsforthesecustomersareprintedat
monthend,butnotsendtocustomer,andkeep
forreconciliationandreference.
36. AllowARtransactiontobetransferredfrom
customertocustomerorfrombranchtobranch
withoutchangeoftransactiondate,duedateand
transactionreference(withrestrictionofuse).
37. Autoprintcollection/reminderletteronoverdue
accountpredefinedbytheuser.
38. Abilitytohavedifferentthemeofletter
dependingontheagingofreceivables(e.g.,30
daysletter,60daysletter,90daysletteretc.)
39. Acontrolfunctiontoinputcollectionmemoand
reminder.
40. Abilitytoprintstatementofmultiplecurrency
withaging.
41. Separateconsignmenttransactionfromregular
transaction.
CreditReview
42. Overduebypassflagmaintenance.
43. Onlinereagewithsinglecustomerorall
customers;resetoverdueflagwithgraceperiod.
44. Extendedcreditlimitfortemporarycredit
allocation.
45. Postdatedcheckregistermodulewithintegration
toinvoicessettlement.
46. Aflexibleanduserfriendlyreportgenerator
programforadhocoronetimeinformation
manipulation(togetherwithagooddata
warehouse).

47. PaymentdatawithcustomerPOnumberfrom
bank/customer,andmatchtotheirordernumber
andourinvoicenumber.
48. Creditreleasebasedoncustomerscreditterms
andgracedaysadded.Thisshouldbemaintained
incustomermasterrecord.
49. Agingreporttheagingcolumnsdayssetting
canbechangedandaddtwomorecolumns.
50. Onlinereagewithsinglecustomerorall,reset
overdueflagwithgraceperiodwithrestrictions.
51. Paymenthistoryforpaymentanalysis,e.g.,
invoiceduedatetopaymentdateanalysis,
paymenttermsanalysis.
52. OpenitemsinARsystemarepreferred.Balance
broughtforwardwithoptionfordetail
breakdownalsoaccepted.
53. Customermasterrecordsmaintenancehistory
anddetailforinquiryandaudittrial.
54. Onreceiptofapaymentfromacustomeranearly
discountmayhavebeentaken.Thesystemneeds
tobeabletocalculate/capturetheearlydiscount
andidentifythebranchandthecustomerto
whomtheearlydiscountbelongssothatprofitby
branchandcustomercanbecalculated
incorporatingtheearlydiscount.
55. Collectionperformanceanalysisbasedon
collectiondateandcustomerinformation.
EndofDay,Month,YearProcessing
56. Endofdayprocess

57. DailyinterfacetoGL
58. SOtransactioninterfacetoAR
59. Massreaging
60. Resetoverdueflagwithhandlingofgrace

daysbasedonuserdefinedformula
61. EndofmonthNormalmonthendReset
MTDfigures
62. Changeperiod/year
63. ClosedtransactionnormalEOMpurging
64. Printnormalmonthendreports
65. Datafilesdownload
66. Purgehistoricaltransactionbasedonauser
definedperiod
67. EndofmonthCalendarmonthendPrint
statements
68. Printcalendarmonthendreports
69. Closedtransactioncalendarendofmonth

purging
70. EndofyearResetYTDfigures.
OnlineQuery
71. Customerrecordcanbesearchedbycustomer
number,fullandshortname.

72. Recordscanshowforeignlanguagecharacters.
73. Showagingofoutstandingdebts,openorder
valueandunallocatedcash/credit.
74. Displayinvoicesandrelatedpayment(s),debit,
creditandbalance.Abletobrowseattheinvoice
lineorpaymentlinetolookatthedetailed
invoiceandpaymentrecord.
75. DatabasesearchforcustomermasterandAR
76. Customerperiodbalancewithcomparison
inquiry.
77. Customersummaryinquiry.
78. ARtransactiondetailsinquiry.
79. AbilityofcustomertoaccessA/Rthroughthe
Internet.
80. Optiontoprintallqueries.
81. Allowtheusertodefinetheagingcolumnsinthe
agingreport(i.e.,030days,3160days,etc.,
preferablyuptoover360days).Allowbothdays
andmonth(e.g.,allinvoicesissuedinMay,June,
July,witho/sbalance).
82. Overduereportbysalesperson.
83. DailyARtransactionlistforcheckinganddaily
debtorcontrolsummaryreport.

84. Unallocatedcash/creditreport
85. Maturepostdatedcheckreport
86. SalesandCollectionRegister.Reportshowing
BeginningA/Rforthemonthtogetherwithall
A/RTransactionsfortheMonthtoarriveatthe
EndingA/R.
87. AgingReportsinSummary&Detailformat
basedonanyoracombinationofthefollowing
criteria:
ByCompany
BySalesGroup
ByCustomer
ByPrincipal
BySalesman
ByReasonCode(ForDVs&BouncedChecks
Only)
ByPrincipal,TradePartner,Government
ByPrincipalGuaranteedAccounts
ByProductClassification
99. SegregateAgingDetailsastoHangingBalance
orFullInvoice.TobeavailableMTDandYTD.

100. DaySalesOutstanding(DSO)Report.This
reflectstheaveragenumberofdaysbeforean
outstandinginvoiceiscollected.Componentsof
thisreportareasfollows:
MonthlyHistoricalSalesPerPrincipalandPer
Outlet
OutstandingA/Rasofaspecifiedperiod
Computationoftheabovefigurestocomeup
withtheactualDSO
101. CollectionReport
102. Principal
103. Customer/Group
104. Subdistributor
105. Pricedifferenceregister
106. Freegoodsregister
107. STP(StockTransfertoPrincipal)
108. SalesrecapbyPrincipal/Customer
109. CreditMemoRegister:
SKU
Outlet
Salesman
Line/Category
AccountsReceivable(NonTrade)
114. Customercodeisatleastfivecharactersand
subsidiary/branch/divisioncodeisatleastfour
characters(A/REmployeeCashAdvance,
RevolvingFund,CarLoanandOther).

115. Providecopyfunctiononcustomercreation.
116. Provideanindividualsubsidiaryledgerforeach
employee.
117. ARinformationBRnumber,bankaccountand
address,postalcode.
118. Putaccountonholdwithreasoncodeanddisable
fromanymovemententryexceptinquiry.
119. Handlesmultiplecurrencyaccountsforone
customer.
120. Customeragingcodesshouldagebymonthorby
days.
121. Allowcreditnoteentryandonlinematchtodebit
transaction.
122. InvoiceandDebitmemoentry.
123. Creditadjustment/journalvoucherentry,allow
onlinematchtodebittransaction.
124. Debitadjustment/journalvoucherentry.
125. Matchapplicationforusertoassigntheopen
credittransactiontodebittransaction.
126. OnceanentryispostedtoARsubledger,the
customermastersbalancehastobeupdated,as
well.
127. Inputpaymentbybatchandacheckagainsttotal.
Ascreentodisplaytheinvoicesandallowthe
usertoselectwhichinvoicetosettle.
128. Needtohandlepartialpaymentandunallocated
credit/cash/deposit.

129. AllowARtransactiontobetransferredfrom
customertocustomerorfrombranchtobranch
withoutchangeoftransactiondate,duedateand
transactionreference.
130. Autoprintcollection/reminderletteronoverdue
accountpredefinedbytheuser.
131. Statementtoshowmultiplecurrencies.Also
showaging.
132. Onlinereagewithsinglecustomerorall
customers.
OnlineInquiry
133. Customerrecordcanbesearchedbycustomer
number,fullnameandnickname.
134. Showagingofoutstandingdebts,open/openand
closedtransactions.
135. Displayinvoicesandrelatedpayment(s),debit,
creditandbalance.
136. Displaytransactionleveldetails,matching
referenceandexchangerate.
137. DatabasesearchforcustomermasterandAR
138. Customerperiodbalancewithcomparison
inquiry.
139. Customersummaryinquiry.
140. ARtransactiondetailsinquiry.
141. Optiontoprintallqueries

142. Allowtheusertodefinetheagingcolumnsinthe
agingreport(i.e.,030days,3160days,etc).
Allowbothdaysandmonth(e.g.,allinvoices
issuedinMay,June,July,witho/sbalance).
143. DailyARtransactionlistforcheckinganddaily
debtorcontrolsummaryreport.
144. Unallocatedcash/creditreport
5.9. Fixed Assets
Note:

FixedAsset
1. Alphanumericassetcodewithatleasttendigits.
2. Handlesthefollowingevents:
3. Systemcanhandlethefollowingevents
applicabletoindividualorselectedgroup
assets
4. Acquisitionofnewasset
5. Acquisitionofpartiallydepreciatedasset
6. Transferofassetwithinacompany

7. Transferofassetbetweencompanies
8. Partialdisposalofanasset
9. Fulldisposalofanasset
10. Automaticallycalculatedepreciationofan
asset
11. Manuallycalculatedepreciationofanasset
12. Abilitytorevalueassets.
13. Defaultapplicationofassetdepreciation
methodologiesandratesbasedonasset
categoriesanddatesofacquisitionwithdifferent
treatmentbetweentaxandbookvalue.
14. Abletoforecastdepreciationcostsbasedon
capitalapprovals,currentassetlevelsandcurrent
expenditure.
15. Abilitytotrackcapitalexpenditureapprovals.
16. Abilitytotrackcapitalcommitments.
17. Generateandprintassetlabelwithbarcode.
18. Identifyassetbyphysicallocationinfourlevels
(i.e.,company,businessunitdivision,andcost
center)andindividualassignments
19. Provideassetmanagementreports(e.g.,asset
movementreport,assetstatusreport,asset
depreciationreport,etc.).
20. Provideexportandimportfunctions.Thefile
formatmaybetextorExcelformat.
21. Theassetcodemaybeautomaticallygenerated
fordifferentcompanies,divisions,asset
categoriesandyear.

22. Abilitytoallocatedepreciationandcostbythat
assetlocationorprofitcenter.
23. Abilityforthesystemtogenerateandinterface
depreciationjournalswithGeneralLedger.
24. Accountingperiodsareuserdefinable.
25. Provideauserfriendlyreportwriter.
26. Provideaccesssecurity,bothintermsofaccess
toenquiry,reportingandfunctions,andinterms
oflimitingaccesstocompanies,divisionsand
certaingroupsofassets.
27. Allowtaxcalculationforaselectedassetpool.
28. Provideaudittrail.
29. Abilitytotrackandmanageleaseholdassetsand
controlleasepayments.
5.10. Price and Costing
Note:

PricingandCosting
1. Standardcostsaretobecalculatedbyreference
toabasecostinputbytheuser.Uptotenuser
definedfactorsexpressedasapercentageofbase
orawholedollarfigurethatwillbecontrolled
throughusermaintainedtables.Factorswillbe
positiveandnegativeandwillbedatedriven.
2. Standardorcostmustrecognizeaforeign
currencyelementandbeabletobeadjustedby
changesinaglobalexchangerateforeach
currency
3. Basecosttobechangedgloballybyreferenceto
userdefinedorsystemfieldsonadatedriven
basisorindividuallyentered.
4. Abilitytosetspecialcostsattimeoforderingby
usingaSpecialTypePurchaseOrderwhich
overridesstandardcostforthespecificstock
unitsreceivedagainstthatorder.Abilitytolink
suchstocktoacustomerorderandchargecostof
saleswithspecialcostswhenassociated
customersorderisdelivered.Thismaybe
handledbyaspecialvariance.(Seecommentson
variancesbelow.)Variancestoberecognized
whengoodsarereceived.
5. Accesstoalevelofstandardcosttobecontrolled
bysystemsecurity.
6. Anychangesinstandardcosttoautomatically
createarevaluationvariance.

7. PurchasePriceVariancetoberecognizedwhen
thegoodsarereceivedotherthanonaSpecial
TypePurchaseOrder)intostock,andthe
PurchaseOrdervalueismoreorlessthanthe
BaseCost.Theimpactofthisdifferenceonall
standardcostlevelsmustberecognizedas
variancestoeachlevel.
8. AnInvoiceVariancewillberecognizedwhenthe
principal/suppliersinvoiceisprocessedanditis
moreorlessthanthepurchaseordervalueandan
authorizeduseracceptssaiddifferentvalue.This
variancemustbetracedbackdowntothe
individualstockitemscoveredbytheinvoice.If
theyhavealreadybeensoldthenthevariance
willbereleasedtoprofitintheprofitcenterthat
soldthestock.
9. Alltheabovecostingvarianceswillbecalculated
foreachstandardcostlevel,mustbeassociated
withspecificstockunits,andmustmovewith
theseunitsastheyaretransferredtoother
locationsorsold.
10. Costingsystemshouldbeabletoprovide
computeraidedcalculationoflandedcostand
theirtransfertoBaseCost.
11. Systemtocomputediscountsusingstandard
terms.Manualoverridefacilitytodiscountrateto
beavailable(controlled).
12. Systemcomputeddiscountstobeallocatedto
individualprofitcentersbasedonstock
receipting.
13. Abilitytoapplydiscounts:

particularitem
totallineitems
particularoutlet
alloutlets
VATandnonVATitems
14. Abilitytoinputandsubsequentlyedit(subjectto
usersecurity)sundrysurchargesanddiscountson
salesorders,including:
cuttingcharges
freightcharges
surchargesanddiscountsintheformof
percentage
absolutevalueorordervalue
advertising
rebates
15. Abilitytomaintainquantitybreaks(forboth
purchasesandsales).Inadditiontopricesand
discountsappliedtotheitem,thesystemshould
supporttheapplicationofadditionaldiscounts
andpricesbasedonthequantityofproduct
bought/sold.Quantitybaseddiscountsmayvary
fromcustomertocustomer.
16. Abilitytosetupandmaintainpromotionsplan,
eitherbyfixedpricesordiscounts,bydate
ranges,inadditiontonormalpricesforthe
following:
customer
customertype

itempricebandsforallcustomers
groupsofcustomer(buyinggroups)
individualitem
groupsofitems(includingitemnature,
manufacturer,etc)
combinationsoftheabove
17. Inaddition,promotionsmustbeabletobe
maintainedonanational,regionalorlocalbasis.
Forexample,itshouldbepossibletodefinea
promotionthatappliestosalesofanitematone
branchonly.
18. Systemshouldbecapableofnotpermittingsales
tobemadebelowminimumsalespricesorbelow
aminimumsalesmargin.
19. Abilitytosetdifferentmarginsat
national/state/branchlevel.
20. Marginabovecostpricetobedisplayedattime
ofsalesorderentrybylineitemandintotal.It
shouldbepossibletodisplaydifferentcostprices
dependentonorganizationalhierarchy.
21. Onlinemargin/profitabilitycalculationsfor
inquiriesandsalesofsingleproductsandtotal
ordersdependentonorganizationhierarchy.
22. Abilitytodefineusersecurityforinquiriesand
maintenanceofdiscountstructures(i.e.,master
data)byorganizationhierarchy.

23. Inadditiontothediscountstructurepreviously
described,andtopreservelocalflexibility,the
systemshouldsupporttheabilitytooverridethe
systemcalculatedprice,through:
Entryofafixedorabsolutepriceforanitem,
and/or
Theentryofadiscount(either%orabsolute
value)againstthewholeorder.
However,theabilitytoperformtheaboveshould
becontrolledbyusersecurityordelegated
authoritylevelsbybranch.
24. Abilitytogenerateoffinvoicerebatesforcertain
productsalesfordefinedtradepartnersbasedon
annual/monthlyvolumesorvalue.
25. Abilitytodefineforspecifictradepartnerhow
pricesaredisplayedoncustomerinvoices,i.e.,
whetheradditionalpriceinformationisshownor
suppressed.
26. Branchloadingtheabilitytoaddauserdefined
percentagetotherecommendedtradepriceto
items,bymanufacturerandproduct(discount)
grouptobecontrolledthroughusersecurity.
27. Automatedprofilingoftradepartnerbuying
habitsandsuggestionofoptimaldiscount
structures.
28. Thisshouldatleastbeareportshowingcurrent
andpreviousyearsalesandassociatedmargins
byitem/productgroup.
29. Abilitytoholdprocesscostsfortradepartners,
principals,andproductsbasedondistribution
channels.

30. Maintainmultiplecostsstructuresandselectthe
correctonebasedonthefollowingperSKU:
Distributioncenter
Contracts
Warehouselocation
Effectivedate
Quantitybreaks
31. Abilitytodefineandmaintainavarietyof
discountandrebatestructureswhichmayormay
notbevolumedependent,andwhichmayapply
toindividualorrangesofproductsand/orwhich
mayapplyonanational,regionalorbranch
basis.Aswithtradepartnerpricing,principal
discountsandrebatesarebasedontheTrade
PriceList.

32. Abilitytoholddifferentcostsforaspecific
product,basedonprincipaldiscountsand
rebates,andtocontrolhowcostsareviewedor
usedinmargincalculations,andcontrolhowand
towhomthesearemaintained,displayedand
reported.
Whilethetradepricelistisusedasthebasisfora
productscostandthereforethesalesprice
calculations,eachbasepricecanthenbesubject
toavarietyoftypesofsupplierdiscountsand
rebates.Thisresultsintherebeinganumberof
costlevels.Whilethetruenet
margin/profitabilitymustbeavailableatalltimes
foraspecificproduct,theabilitytomaintainand
inquireondifferentlevelsandhencethereported
margincalculationisdifferentdependingonthe
usersroleintheorganization.Theaccesstothis
margininformationmustbecontrolledthrough
security.
33. Abilitytocreateandmaintainspecialrebatesand
costsstructuresrelatedtospecifictradepartner
promotionprojects.Inadditiontonormalrebate
anddiscountstructuresofferedbysuppliers,
specialpricesarealsonegotiatedforoneoff
contractsorprojectswithtradepartner.In
returnfortheadditionalvolume,thesupplier
providesadditionaldiscountsorrebates,which
mayormaynotbeincludedinnormalsupplier
rebates.
34. Abilitytoautomaticallygenerateprincipalrebate
claimsonauserdeterminedfrequency.

35. Abilitytoapportionprincipalrebatesand
discountstoindividualstockitemsandtothe
branchmakingthesale.
36. Abilitytoreconcilerebatepaymentsreceived
fromprincipalswiththoserebatefactorsusedin
costingcalculations.
37. Abilitytopurchasenonstandardproductsfrom
principals.Standarditemsarethosewhichare
regularlypurchasedfromsuppliersandexistin
theproductmasterfile.Onoccasion,ata
customersrequest,special,ornonstandard
productsmaybepurchasedfromsuppliersto
completeacustomerorder.Insuchcases,the
pointofsalemusthavetheabilitytocreatean
orderforanonstandardproductandderivea
priceforthattransactiononly,without
necessarilydirectlymaintainingtheproduct
masterfile.Thepracticeofpurchasingnon
standarditemsisnotencouragedbutisregarded
asnecessary.Thesolutionmustprovideforstrict
controlsonhow,andbywhom.Thereshouldbe
sufficientdetailedreportingtoidentify
specificallywhatwaspurchased,andtoenable
thecreationofamasterfilerecordiftheproduct
islaterrequiredtobeastandardproduct.
38. Abilitytorevalueproductsbasedonchangesto
anylevelofcostandcalculatesvariancesfor
eachlevel.
39. Abilitytocalculatepurchasepricevariances
wherethepurchaseordervalueisdifferentfrom
thestandardcostandtheitemisnotaspecialor
nonstandardproduct.

40. Abilitytoreportoncomparisonsofrebate
structuresacrossprincipals,tradepartners,and
products.
41. Abilitytoprompt/forceoptimalbuyingprogram
basedonprincipaldiscountsforordersizes,
promotions,etc.
42. Abilitytoholdallprincipalandtradepartner
contractsdataonline.
43. Abilitytolinkprincipalsandtradepartners
throughasinglecontract(projects).
Differentpurchasepricesarenegotiatedfora
certainitem/manufacturercombinationfora
specificcontract.Forexample,asalescontract
mightbenegotiatedwithSM.Priceswillbe
negotiatedwith<CompanyName>sprincipal
specificallyforthatcontract.Thetwocontracts
thatarethusrelatedshouldbelinkedwithinthe
system.
44. Abilitytoproduce,holdandgeneratecontracts
onlineusingstandardtextsandmasterfiledata
45. Abilitytomaintainpricesforeachindividual
sellingunitofmeasure(i.e.,PalletPrice,Carton
Price,andUnitPrice).

46. Thesystemshouldallowfornetpricestobe
createdbyapplyingdiscountsofftradeprice
basedonthefollowing:
tradepartner
outlettype
itempricebandsforallcustomers
groupsofcustomer(buyinggroups)
individualitem
groupsofitems(includingitemnature,
manufacturer,etc.)
combinationsoftheabove
Thesystemshouldsupporttheuseofone,some
orallofthepotentialdiscountsaboveandforthe
definitionoftherulesandorderinwhichtheyare
applied.
47. Abilitytomanagepercentagebasedandabsolute
pricingconcurrently.
48. Discountsandpricescanalsobeappliedto
specificcontractswithcustomers,andinsome
casesthesamecustomermayhaveseveral
contracts(e.g.,foreachdivision)wheretheprice
ordiscountforthesameitemmaydiffer.The
systemmustsupporttheuseofcontractpricing
inadditiontonormalpricingstructuresforthe
samecustomer.

49. Inadditiontothepricingstructuresand
flexibilitydescribedpreviously,pricingand
discountscanvaryfromregiontoregionand
frombranchtobranchwithineachregion,and
hencethesystemmustsupporttheapplicationof
theaboveflexibilitybasedondifferentbranches,
locationsorregions.Hencethesamecustomer
mayhavemultiplepricelists.
50. Abilitytomaintainseparatepricesforpurchase
andsalesofitemsperprojectorcontract
5.11. Human Resource
Note:

EmployeeDemographics
1. Fulldemographic/addressinformationin
employeeprofiles.
2. Sophisticatedsearch/inquirycapabilities.
3. Userdefinedemployeegroupings/classifications,
levelsandpositions.
4. Onlineselection/querybyanyfieldinemployee
screen.

5. Abilitytotracksposition(s)currentlyand
previouslyheld,wageandbenefitsinformation,
educationalbackgroundandskillsdata,previous
employment,payrolldata,relations(dependents,
beneficiaries),equipmentandpropertyissues,
applicationsfortransfer,andmanymorefields
includingspecialuserdefinedfields.
6. Abilitytokeeptrackofemployeerecordsaseach
employeebeinghired,promoted,demoted,
transferredbetweendepartment,transferredfrom
affiliatecompanyandresigned.
7. Historyofchangestoemployeerecords,
compensationandpositions.
8. 'Tickler'dates/reports(nextreview,probationary
expiry,lasthire,etc.).
Recruitment
9. Userdefinedrecruitmentmethods,actionplans
andselectionprocess.
10. Personnelrequisitioncanbegenerated
automaticallyfromtherecruitmentplanor
enteredmanually.
11. Fullapplicantprofileinformation,including
demographicdata,skills,education,notes,equity
details(EEO).(Shouldbeabletoregisterapplied
position,expectedsalary,workexperience,
familybackground,areasofinterest,references
education,employmenthistory,traininghistory,
compensationhistory,medicalhistory,
performanceevaluation,skillsandmiscellaneous
personalinformationsuchasphoto,address,etc.)

12. Crossreferencelinksbetweenapplicantand
applications(postings/requisitions).
13. Automatictransferofapplicationinformationto
employeefiles.
TrainingandDevelopment
14. Abilitytosetupatraininganddevelopmentplan
programforeachlevelandposition.
15. Abilitytofileeachtraininganddevelopment
program.Thefilesuchastrainingcodeand
description,subject,duration,date,trainer,
profileofparticipants.
16. Abilitytofacilitateemployeeperformance
reviewandlinkupwithemployeeprofile.
SkillsandQualifications
17. Supportuserdefinedskill,taskandabilityof
eachpositionorlevel.
18. Supportuserdefinedpositionorlevel.
19. Supportuserdefinedcompetencyprofile.
PayrollAdministration
20. Userdefinedearningcodes,summarization
classesforearnings,benefitsanddeductions,
payrolltypes.
21. Multiplepayrollfrequencies(weekly,biweekly,
semimonthly,monthly,quarterly).
22. Maintenanceoffulldetailedtransactionsforas
longasrequired.
23. Fullsummaryhistory:lifetodate,yeartodate,
quartertodate,monthtodateandpayperiodfor
alltransactions.
ReportingandAnalysis

PersonnelInformationSystem
Abilitytogenerateindividualemployment
historyreflectingthefollowingdetails:
FamilyBackground
DependentsData
Education
OrganizationalAffiliation
TrainingAttended
EmploymentHistory
CompensationHistory
PerformanceEvaluation
AwardsandMerits
DisciplinaryActions
MedicalHistory
CorporatePersonalProfile
24. Graphicalpresentationofreportreflecting
percentageofthefollowingpersonneldata:
Education
CivilStatus
Age
Numberofdependents
Gender
ResidentialLocation
Source
JobLevel
Position

Personnelperdepartment
Personnelperbranch
25. Abilitytogeneratecorporatemanpowersorted:
ByDepartment
ByPosition
ByJobLevel
ByBranch
26. Abilitytogeneratelistofbirthdaycelebrantsper
monthandlistofemploymentanniversary
celebrantspermonth.
PersonnelMovements
27. Reportsonpersonnelmovements:
Listofnewhires
Listofseparatedemployees
Listoftransfereesfromoneaffiliatecompanyto
another
Listofpromotedemployees
Listofdemotedemployees
Percentageofhiringrates
Percentageofturnoverrates
CompensationManagement
28. Listofsalariesthatcanbesortedout:
ByDepartment
ByPosition
ByJobLevel
29. Comparisonratioofcurrentsalariesvs.external
andinternaldata.

MedicalData
30. Listofemployeespertypeofillness.
31. Healthcarebenefitsthatcanbesortedout:
Permonth
PerQuarter
PerYear
DisciplinaryAction
32. Summaryofalldisciplinarycaseshandledper
year.
33. IndividualDisciplinaryActionMemo.
Certifications
34. EmploymentCertificatew/ocompensationdata
35. EmploymentCertificatew/compensationdata
36. SSSCertificateofPremiumContributions
37. HDMFCertificateofPremiumContributions
38. HDMFCertificateofLoanEligibility
PayrollSystem
39. EmployeeLedger
40. PayrollRegister
41. EarningsRegister
Sortedbypayrolldate
Sortedbytransactioncode
42. DeductionsRegister
Sortedbypayrolldate
Sortedbytransactioncode
43. Payslip

44. Yeartodatetaxreconciliationregister
45. QuarterlySSS/MedicareReport
46. MonthlySSS/Medicare/ECCReport
47. MonthlySSSR1AEnrollment
48. MonthlySSSLoanCollection
SortedbyEmployee
SortedbyTypeofLoan
49. QuarterlySSSLoanCollection
50. Alphalist
51. W2
52. Loan/BenefitsTransactions
53. MonthlyPIF/HDMFRegister
54. MonthlyPIF/HDMFLoanCollection
55. PayrollSummary
56. AttendanceList
57. LeaveSummary
6. System Requirements
6.1. Technical Requirements
Note:

General
1. ApplicationIntegration
SameLookandFeel
SingleAdministration
SingleProgrammingLanguage
(Excellentintegrationmeansthattheuserfeels
liketheyareusingapplicationsfromasingle
environment.)
2. AutoDocumentation,FlexibleReportingand
WebPublishing
(Readabilityofoutput.Systemshouldhavea
veryflexibleandpowerfulGUIbasedreport
writerorafacilitytobeabletoexportoutputinto
otherreportingtools)
3. WebEnabledApplication
(ApplicationrunsonInternetenvironment.
ShouldhaveextensiveconnectivitythroughEDI
andshouldsupportpopularstandardslike
EDIFACT.)
4. EaseofUse
IntuitiveInterface
OnlineHelp
Nonmodalscreennavigation
(Userfriendly.Systemshouldusestandard
Windowsicons,layoutandmakeextensiveuse
ofshortcutfeatures.Itshouldhavecontext
sensitivehelp,andwizardlikenaturallanguage
query.)

5. ConnectivitytoOfficeAutomation
(AbilitytoprovideconnectivitytoPCbased
officeautomationproductslikeMSOffice,fax
modem,etc.)
6. Supportforcentralizedcomponentbased
environment
(singletierdeploymentenvironment).
7. RelationalDatabaseManagementSystem
(RDBMS)
(Theapplicationpackageshouldbebuiltaround
moderndayRelationalDatabaseManagement
System,preferablySQLServerorOracle.)
8. StandardDBMSconnectivitytoexternaldata
sources,SuchasODBC,OLEDB,JDBC.
(ODBCataminimum;othersarebonus.)
9. OperatingSystem
(Theapplicationpackageshouldrunonindustry
standardoperatingsystem,preferablyWindows
NTorUnix.)
10. HardwareCompatibility
(ShouldrunonthelatesthighendPCServer
technologyandbeportabletoanymidrange
businessserver.)
11. MultipleUserAccess
(Abilitytoprovideconcurrentsystemaccessto
multipleusersanditshouldnotcausefileor
recorddeadlock.Providefastresponsetimetoall
concurrentusers.)

12. Thesystemshouldbeabletocopewithorshould
be:
MultiSite
MultiCurrency
MultiWarehouse
Multilingual(e.g.,Chinese,German,Swahili)
Goods/ServiceTax
MultiCompany/Division
Abilitytoprocessintercompanytransactions
13. Periodicprocessing(e.g.,daybegin,dayend,
monthend)canbeperformedseparatelyby
environmentorbycompany.
14. Supportmulticurrencywithexchangerate
definedbyperiodandallowuseroverridein
transactionlevel.
15. Allrawdatacapturedcaneasilybetransferredto
areportviaareportwriter.
16. Formsandreportscanbeprintedtoaspecific
printeraccordingtouserID,company/divisionor
othercriteria.
17. Regional/countryconsolidationandanalysison
inventory,salesandaccountinginformation.
18. Transactionnumbersgeneratedper
company/divisionandwithalphaprefix(e.g.,
salesorder/invoicenumber,purchaseorder
number).
19. Allowremovalofallmastersandtransactionsof
selectedcompanies.
20. Allowhousekeepingwith
company/division/timeframeselectionforall
modules.

21. Allowmanytomanyrelationshipfordivisions
andagencies.
22. Providefaxoutfacilityfromthemainmachine.
23. Allowtransferofagency/divisionfromone
company/divisiontoanother.
24. Autoprintingofcompanylogo,businessstream
andcompanynamesonexternaldocuments
accordingtocompany/division/agency/customer.
25. Year2000Compliance
(ThesystemmustbeYear2000compliantinall
aspects.)
DBMS
26. ODBC/JDBCSupport
27. ReferentialIntegrity
28. BuiltinTrigger
29. StoredProcedure
30. RowLevelLocking
31. Journal,Commitment/Rollback
32. OnlineSave
33. AdministrationTool
34. OpenPlatform
(Couldrunonmorethanoneplatform,preferably
SQLServerorOracle.)
35. OnlineaccesstoSQLServer7.0
EndUserQueryTool
36. ExplorationFlexibility
(Drilldown)

37. Administration
38. ExportCapabilitytoOfficeAutomationSoftware
39. WebPublishingOutput
40. RowandColumnLevelSecurity
41. ChartingFacility
42. ReportingFacility
43. BrowserBasedUserInterface
44. PerformanceMonitoring/Tracking
6.2. Security and Control Requirements
Note:

1. MultipleUserClasses
(Thesystemmustallowformultiplelevelsof
userclasses.Eachlowerlevelcorrespondsto
morelimitedaccess.)
2. AccessControl
(Accesscontrolshouldbebasedon
menus/options.)

3. ScreenLevelSecurity
(Entirescreensorselectivepartsofscreens
shouldbeaccessibleonlytodulydesignated
classesofusers.Hence,auserbelongingtoa
highlevelclasscanaccessmorescreensthana
userbelongingtoalowerlevelclass.)
4. File,RecordandFieldLevelSecurity
(Specificfiles,recordsandfieldsareonly
accessibletodulydesignatedclassesofusers.
Therearealsodifferentlevelsofaccessibility.
Usersbelongingtoaspecificclasscaneither
haveread,write,updateordeleterights.Users
belongingtohighestlevelofclassorthosein
systemadministrationgroupmayhaveallthe
accessrights.)
5. Accesslevelbaseon
companies/division/department/agencies
(i.e.,usersareclassifiedonwhichcompany,
division,departmentoragencyinformationthey
canaccess).
6. Accesslevelbasedonlocation(i.e.,usersare
classifiedonwhichwarehousedatabasethey
couldaccess).
7. AccessControltoClientData
(SincewewillbeprovidingourClientswith
accesstoinformationregardingtheirstocks,
theremustbeacontrolinplacesothattheClient
willhaveaccessonlytoinformationregarding
himandhimalone.)

8. Password
(Passwordshouldbereadilychangeablebythe
endusers.Thesystemshouldforceusersto
changepasswordatpredeterminedintervals.The
systemshouldbeintuitivetodetectandrejectif
passwordisusedmorethanonceduringspecified
duration.)
9. AccesstoOperatingSystemPrompt
(OnlytheSystemAdministratorsshouldhave
accesstotheoperatingsystemprompt.)
10. SystemHousekeeping/Maintenance
(Thesystemshouldprovidetheabilityfor
backupsandotherhousekeepingwithoutexiting
totheoperatingsystem.)
6.3. Audit Requirements
Note:

1. FullTransactionTraceability
(Alltransactionswillneedtobeauditedtoshow
thesourceofinitiationofthetransaction,the
individualwhoworkedonthetransaction,and
thedate/timeofinitiationandcompletionofthe
transaction.)
2. AuditTrailforMaintenanceofConfidentialor
SensitiveMasterData(Example:Customer
CreditInformation,BusinessDeal,orContract
Information)
3. UserLogs
(Theremustbefullvisibilityofallsystems
activitiesofallusers.)
4. DataIntegrity
(Theremustbemechanismsthatverifythe
integrityofdata.Theremustalsobecontrol
mechanismsontheEDIfronttoensurethatany
datatransmittedisacknowledgedbacktothe
originator.Thisacknowledgmentmustbe
comparedtotheoriginaltransmissionandany
exceptionshighlighted.)
5. RollBack/RollForwardandMirroring
(ItshouldbepossiblefortheRDBMStoroll
back/rollforwardusingtransactionlogs.
Mirroringofthedatabaseattheremotelocation
willallowcontinuousoperations,eveniftelecom
linesconnectingtothecentralserverare
disrupted.)
6. Input/OutputInterfaceControls
(Theremustbefullcontrolsonallinputand
outputinterfaces.)
6.4. Target System Performance
Note:

1. AbilitytoHandleVolumes
(Thesystemshouldbeablehandlethevolumes
asprojectedinSection3.4,TransactionVolumes,
withoutanydegradationinsystemspeed.)
2. 24HourAccess
(Thesystemshouldprovide24houraccess.Day
endactivitiesshouldnotinterferewithusers
accesstothesystem.Thesystemshouldallow
foronlinebackupsandotherhousekeeping
activities.)
3. Printers
(Thesystemshouldsupportawidevarietyon
laser,inkjetanddotmatrixprinters.)
4. PerformanceDegradation
(Thereshouldbenonoticeabledegradationin
systemperformanceforupto400users.)
5. HistoricalData
(Thesystemshouldbeabletomaintainarolling
12monthsofhistoricaldataonline.)
7. Vendor Requirements
7.1. Supplier Profile
All vendors must give a comprehensive profile of their organization in the following
format and order.
7.1.1. Organization
Organization concerns the structure and size of the company both in terms of its
head office and other worldwide regional locations.
Please provide information as to whether the organization is independent or

part of a larger conglomerate. If the latter, please provide details on the
holding company.
Please provide corporate mission statement and strategic direction of the
product. Also long term plan for addressing emerging technology
Please provide information as to whether the organization is the package
manufacturer, reseller or value-added resellers (VARs). If the latter two,
please also provide details of the company.
Please provide information of any company that merged with or purchased by
the organization.
Please provide information of any alliance or affiliation that with which the
organization partners (e.g., tool or equipment supplier, standard groups,
industry groups).
Please provide information of the organization statistics (e.g., geographic
distribution, market share, reputation, company highlights, etc.).
Please provide information of your organizations performance against others
in the industry.
Please provide information on how much the organization spent on research
and development as a percentage of revenue for the last two years.
7.1.2. Product
Product concerns some basic information on the products of the company:
All products being marketed

How long the products have been in the market
Compatibility of different products marketed
Who and where was the product developed
Platform the products are running
Connectivity strategy for product proposed
7.1.3. Location
Location concerns the location and size of operations at the head office and any
regional offices.
For each location please state:
Number of employees by function (technical and non-technical).

Whether the offices are wholly owned subsidiaries of the main head office or
if it is a third-party managed operation (VARs).
Also indicate the office from where an implementation would be managed.
7.1.4. Growth
Growth concerns the manner in which the company has progressed since its
inception. Please provide information:
The year when the company was first established.

The place where the company was first established.
The size of the company per year since its inception in terms of locations and
staff numbers and within this, the number of consultants.
If the company has been in operation for a number of years, please
summarize up until the last five years, then provide detailed information from
this period.
The history in sales and consulting revenue over the last five years: product
sales, personal growth (local, regional and global) and R&D expenditure
(money and man-hours).
7.1.5. Experience
Experience concerns the relative experience vendor has in terms of an

implementation of this size related to the business activity and distance from the
most local regional office. Please provide information as to the experience of
your consultants and retention rate of your key support people in the last two
years.
7.1.6. Reference Sites:
Reference sites concerns the location and relative suitability of sites where the
package is already implemented and is currently operational. Please provide:
Number of reference sites by geographic area

Other locations
For each reference sites, please provide the following:
Client company name

Client contact person
Client address (street, city, country, post code), email address, telephone and
fax number
Client number of employee
Client industry
The package or module that was delivered

The date of the delivery
For reference locations whose software applications most closely match
<Company Name> requirements, please outline the business activities carried
out at these sites and their use of your package. Please indicate the period of
time each site has been in operation with the designated package and the
degree of customization that was required.
7.1.7. Other Information
Please also provide us with any other information which you see as relevant,
specifically any known weakness that the product has in terms of functionality or
implementation/training requirements.
7.2. Maintenance and Support
Vendors are required to provide the following information related to the support
and maintenance of the proposed solution.
Options available for support, names and addresses of Agents (if any) in the
region.
Software maintenance charges and the spectrum of activities covered under
such maintenance contracts (new release, bug fixes, etc.).
Software support availability (Help Desk, hotline, etc.) and duration for which
they are available.
Response time to support inquiries from <Company Name>.
Standard hours during which support will be provided and out of hours
support options and costs.
Uptime guarantees.
Number of staff in the software support team.
Frequency at which new versions of the software are released.
Release date for the first version of the software.
Release date for the current version of software.
Release date for the next version.
Product development plan for the proposed software solution and annual
R&D.
Implications of modifications on upgrade, maintaining modification and
potential costs.
8. Implementation Requirements
It is planned that a vendor will be selected by <date> and contract negotiation completed
<date>. It is <Company Name>s intention to commence operational use of the
proposed system no later than <date>. Please use indicative figures for this section.

<Company Name> proposed the following order of priority in implementing the

information system:
1. Financial
2. Distribution
3. Front Office
4. Human Resource
<Company Name> is open to an option on the priority order of implementing the system
if convinced with the alternative solution of vendor.
8.1. Implementation Plan
Vendors should include an implementation plan with a timetable for the implementation
of the system, showing the recommended modules to be included in each phase and
estimate effort required. The plan must indicate the specific tasks involved and the time
frames required (both elapsed and man days). Implementation plan must also indicate
the set-up, testing, parallel and live run phases, the checks to be made at the end of
each phase and the deliverables from each one.
Clearly state the standard acceptance and testing criteria that is usually employed.
Indicate what kind of performance bond the vendor is willing to provide to <Company
Name> ensuring a satisfactory performance of the system.
This implementation plan will be refined during initial scoping of the project.
8.2. Data Conversion
As part of the project, some data will need to be converted and loaded into the system.
Conversion programs may need to be written to handle this task. Vendors must indicate
how they propose to do this and the approximate effort and cost of this effort.
8.3. Project Organization
Provide details of the proposed project structure identifying key individuals, e.g., Project
Managers and their roles, including the number and location of proposed
analysis/development personnel. Due to the expected impact on the business
processes, it is extremely important <Company Name> obtain a thorough understanding
of the organizations and individuals proposed for the project and the roles <Company
Name> staff would be expected to play. Vendors should provide details of sub-
contractors likely to be involved. Indicate the number of full time equivalent staff that will
be required. Resumes or a personal profile should be provided for key personnel within
the project.
It is desired to provide estimates of the required number of <Company Name> staff and
identify the skills required. Provide details for the following:
Number of Full Time Equivalent (separate IT and Business) required throughout the
duration of the project
Key roles to be included from the business

Key roles to be included from IT
Provide details of governance roles including:
Steering committee
Project management
Number and frequency
Provide an estimate of the infrastructure required at <Company Name> for your
implementation team:
Number of work desks

Number of telephones
Number of computers
8.4. Training
As part of the implementation requirements, training needs must also be identified for up
to 20 operating staff and managers. This will have to be conducted in two or three
batches. The training needs of the IT staff for ongoing support must also be identified.
Please include a training plan, clearly indicating what type of training can be imparted at
what phase of the project and where, with due consideration for the remoteness and
travel costs. The vendors must also indicate the number of man-days of training and
support provided free of charge.
List the documentation (systems and user manuals) provided with the standard software
solutions. It will be necessary for <Company Name> to see samples of such
documentation during the selection process (not to be supplied along with the Proposal).
Implementation costs should cover all effort required from initiation to post-
implementation wrap-up.
9. Selection Process
9.1. Objective
The objective of the evaluation process is to select a reliable and experienced vendor,
capable of supplying and installing a computer system with the functions required by
<Company Name>, within the time frame identified in Section 6.2. In addition, the vendor
should be willing and capable of providing ongoing maintenance and support of the
solution.
9.2. Timetable
The key dates for the RFP issue, receipt, evaluation and implementation are currently as
follows:

CompletedBy: KeyMilestones Comments

<date> Distributionofthe
RFP
<date> PreBidQuestion AnAgendawasattached
andAnswer togetherwiththeRFP.Meeting
isat<location,time,date>.
<date> Submissionof
ResponsetoRFP
<date> VendorPackage Onlyqualifyingvendorswill
Solution beinvitedtocometo[place]
Presentation (attheirownexpense)to
demonstratetheproducttothe
projectteam
<date> VendorSiteVisits <CompanyName>reserves
therighttomakeatleastone
installedsitevisitand/or
contactreferencesitesby
telephone
<date> AnnouncedWinning
Vendor
<date> Contractnegotiation Selectedvendorentersintoa
scopingperiodduringwhich
timethefollowingwillbe
produced:proofofconcept,
finalcosting(including
infrastructure),final
implementationplanand
signedcontract.
<Company Name> retains the right to amend this schedule as it sees fit.
9.3. Contacts during the selection process
For vendors for all clarifications until completion of the selection process, the primary
point of contact will be: <contact>
In order to ensure that any clarification is promptly made available, a secondary point of
contact is: <contact>
For an organized process of answering queries from vendors, a Question/Inquiry Form

shall be accomplished addressed to the contact persons above. This can be done
through facsimile or e-mail. An electronic copy of this document called
QUESTIONS.DOC (Microsoft Word Version 97) is included as part of the RFP pack for
this purpose. Questions received not following the format above shall not be
entertained. All questions/inquiries shall be responded within 24 hours from receipt of
request.

9.4. Selection Criteria
Package selection will be based upon a number of criteria, as detailed below. The
vendors are therefore required to consider how their package fits in with the criteria
listed and clearly indicate this in their response document.
Selection criteria will be based upon:
Functional Fit
The functional fit between the package and the business needs, as documented
in the Statement of User Requirements and its availability for implementation.
This will also take into account the ease of use of the package, the quality of the
documentation, the extent of the modifications required and the readiness and
flexibility of the vendor to handle customization and adapt to any future changes
in the business.
Supplier Fit
The quality of management, technical staff, financial and organizational stability

of the company. Contractual arrangements, current customer base and the
quality of the vendors support (i.e., assistance/troubleshooting, training, and
consulting) will also be considered. Customization should be carried out by the
vendors in such a manner that it can be incorporated into future releases of the
software. Vendor presence in countries where <Company Name> is operating
will be a definite advantage.
Technical Fit
The package will be technically measured based on its seamless online

connectivity to the application systems identified in the System Interface section
and its flexibility and support on open architecture so that any future need to
interface with other system would not cause any problem. It will also be
evaluated on its stability of its platform (preferably Unix or Windows NT),
robustness of its database (preferably MS Sequel or Oracle), and adherence to
defined security and control requirements, audit requirements and target system
performance.
Cost
The overall costs of implementing the proposed solution for up to 400 concurrent
users. A cost-effective solution that seeks to minimize overall cost of ownership
Implementation Strategy and Risk
Solutions that can be implemented quickly, are flexible and are able to meet
present and future needs. A proposed implementation approach seeks to
minimize risk.
9.5. Contract Negotiation
For the preferred vendor, <Company Name> <place> will handle negotiations to agree
on a contract. The agreed contract will stipulate that the equipment and application
software specified will satisfy the functions as stated in this RFP, and will perform at a
speed appropriate to the retail/distribution industry. It will include final costing and a
complete implementation plan.
10. Proposal Response Format

This section outlines the format in which the suppliers are required to respond to this
invitation. All suppliers will be required to provide the information as specified. Any other
information that may be relevant to our decision making process must be supplied as
addenda.
10.1. Summary of Proposal
The RFP document must have a summary section containing the following information:
Name of the package(s) being offered, version number, etc.

Broad functional fit to the specifications in the Statement of User Requirements
Hardware platforms recommended and alternatives.
Application environment
Number of sites where package is implemented. Number of sites for the version
proposed.
Approximate cost of implementation broken down by:
o Software Acquisition and Installation
Application Software
Data Access Software
Database Software
System Management Software
Development/Testing Software
o Hardware Acquisition and Installation
Application/Database Server
Web Server
Backup Server
o Implementation Service
General Project Cost (Consulting, Travel Expense, etc.)
Installation
Customization
Maintenance and Support
o Other Costs

Summary of Strengths of the Recommended Solution
It is the vendors responsibility to highlight all costs related to the implementation

of their solution. Key components that are required but not quoted for will be the
responsibility of the supplier.
10.2. Supplier Profile
Vendor should detail in this section all details pertaining to the vendor requirements
summarized in Section 6.
10.3. Compliance to User Requirements
Vendors should set out clearly in their proposal all information requested. The proposal
should follow the same numbering system as this RFP. An electronic copy of this
document called USREQT.DOC (Microsoft Word Version 98) is included as part of the
RFP pack for this purpose. Vendors should respond to each requirement with a SD
(Standard), MC (Moderate Change), or SC (Significant Change) answer.
The definitions are as follows:
SD Requirement is standard to application software no modification needed.
MC Application software will satisfy this requirement with moderate modification (to
be accomplished within two days)
SC Significant customization (beyond two days) is needed to satisfy the requirement.
Where a specific requirement cannot be fully met, or an alternative solution is proposed,

comments should be included (e.g., the cost of basic tailoring, how much time is needed,
etc.).
The vendors are also required to provide printed report samples for those listed below:
1. Sales Reports
2. Sales-Cost Ratio
3. A/R Reports
4. A/R Aging Reports
5. Service Level Reports
6. Collection and Reconciliation Reports
7. Sales Order Reports
8. Purchase Order Reports
9. Stock Movement Reports
10. Stock Aging Reports

11. Transaction Registers
10.4. Compliance to Technical Requirements
An electronic copy of this document called TECHREQT.DOC (Microsoft Word Version

98) is included as part of the RFP pack for this purpose.
10.5. Compliance to Implementation Requirement
Vendor should detail in this section all details pertaining to the vendor requirements
summarized in Section 6.
10.6. Cost
To assist <Company Name> in the evaluation and analysis of the costs associated with
the proposal, vendors should present their pricing using the cost model provided. This
cost model is in the Excel spreadsheet, PRICE.XLS, on the diskette enclosed with the
RFP.
It is expected for the vendor to provide the application software (including third party
software wherever applicable), database integration services and consulting.
Each heading should be expanded as required to show each item and clearly identify
what is included within the associated charge. The charges should be separated into
capital cost, one-time costs and ongoing charges.
It is expected that all charges and costs applicable to this proposal will be included in
this section. Including, for example: handling, transportation, installation, training,
maintenance and support, software upgrade, tools, travel, accommodations, and any
other item that could be interpreted as the real cost of procurement and any on-going
expenses due to the vendor. Costs are to be provided in <type of currency>.
Software costs should highlight the difference between standard core licenses, modules,
and enhancement costs and third party software licenses. Wherever a vendor is
supplying items of a different manufacturer, the manufacturer and model numbers must
be indicated.
In this section, vendors are requested to provide details on the equipment required as a
platform for the proposed system. <Company Name> requires that vendors provide
estimates for the capacity and costs of all equipment for the proposed system.
Any charges applying to the proposal should be included with a full and itemized
description.
All costs and prices quoted in the proposal are assumed to be valid until implementation
is completed.
10.7. Contracts
The vendors must indicate nature of contracts and agreements they are willing to enter
into. The information to be provided includes:
Sample contracts
Payment terms - details of payment settlement options

Period for which the price quotes will hold
Guarantees against the system non-performance
Penalty clauses
Any other vendor constraints

11. Glossary
The following glossary defines certain terms that at times have been used in this RFP.
The terms Client, Customer, Principal, Supplier and Third Party, for example, can cause
considerable confusion. Depending on the activity and the relationship with the
organization and <Company Name> as a whole, a Principal can also be a Supplier.
Term Explanation
A/R AccountsReceivable
A/P AccountsPayable
Customer Canrefertoprincipalortradepartner
DBMS DataBaseManagementSystem
EDI ElectronicDataInterchange
EDIFACT ElectronicDataInterchangeforAdministration,Commerceand
Transportation
FOB FreightonBoard
GL GeneralLedger
GUI GraphicalUserInterface
Hubs Ahubisapieceofelectronicwhichallowsyoutojoincomputers
togetherinastararrangement
ISDN IntegratedServicesDigitalNetwork
LAN LocalAreaNetwork
L/C LetterofCredit
MTD MonthToDate
NBOS NewBranchOperationsSystem
ODBC OpenDataBaseConnectivity
PC PersonalComputer
POD ProofOfDelivery
Principal Anexternalpartywhosuppliesconsumerproductsto<Company
Name>tobesoldtothemarket.
RDBMS RelationalDataBaseManagementSystem
RDT RadioDataTerminal
Routers Ontheinternet,arouterisadeviceorinsomecases,softwareis
acomputer,thatdeterminesthenextnetworkpointtocollidea
packetshouldbeforwardtowarditsdestination.Therouteris
connectedtoatleasttwonetworksanddecideswhichwayto
sendeach
SalesService MeetingplaceandoperationheadquartersofSalesPeoplefor
Center consolidatingbookedorder
SO SalesOrder
SKU StockKeepingUnits
Term Explanation
StockCreditMemo CreditMemoforanystockitem
StockInvoice Invoiceforanystockitem
Subdistributor Authorizedresellerofproducttothesecondaryandtertiary
market
Supplier Anexternalpartyprovidinggoodsandservicesotherthan
consumerproducts
Switch Intelecommunication,aswitchisanetworkdevicethatselectsa
pathorcircuitforsendingaunitofdatatoitsnextdestination.A
switchmayalsoincludethefunctionoftherouter,adeviceor
programthatcandeterminetherouteandspecificallywhat
adjacentnetworkpointthedatashouldbesentto.Ingeneral,a
switchisasimpleandfastermechanismthanarouterwhich
requiresknowledgeaboutthenetworkandhowtodeterminethe
route
TradePartner Anexternalpartywhobuysconsumerproducts
TDIS ThirdPartyDistributionSystem
UOM UnitofMeasure
WAN WideAreaNetwork
WMS WarehouseManagementSystem
YTD YearToDate

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<Company Name>

Information Systems Replacement

Request for Proposal

Software Acquisition and Installation

1.3. Terms and Conditions of the Proposal

1.3.1. RFP Responses

Response to the RFP shall be delivered to: <contact>

The proposal should be clearly labeled:

Proposal to <Company Name> for the Supply and Implementation of a New

<Company Name> management reserves the right to accept or decline late

<Contact> should be contacted for supplementary information relating to this

1.3.2. Preparation of Responses

Respondents should provide a clause by clause response to the RFP as

General information, which is not specifically requested, should be attached

This document does not constitute an offer to sell, or a solicitation of an offer to

2.2. <Company Name> Operations

The Trading and Distribution system covers the following:

Sales Order Management

FAMAS System 21 (Financial System/General Ledger) This is the current financial

Nationwide Consolidation System This is a <Company Name> internally developed

The functionalities of the Nationwide Consolidation System are the following:

Consolidation of Sales and Accounts Receivables

Automatic email of report to principals

The Warehouse Management System covers the following:

Loading, Dispatch, and Proof Of Delivery

Expense Reimbursement Monitoring

Head Office Expense Reimbursement Monitoring

Medical Reimbursement Monitoring

Branch Company Policies & Operating Procedure System

Company Policies & Operation Procedure System

Branch Cash Receipts & Deposits Monitoring System

Value Added Tax Monitoring System

Expanded Withholding Tax Monitoring System

File Indexing & Locator System

Human Resources Information System

3.1. System Interfaces

The objective of this Information Systems Replacement is to select an appropriate

Item Master Updates

Stock Transfer to Principal

o Receipt from Principal

Currently, the information passed from NBOS to Nationwide Consolidation System to

NBOS to Nationwide Consolidation System:

Nationwide Consolidation System to FAMAS System 21 (Financial System /General

General Ledger Interface

3.2. Hardware Environment

Describe your current hardware environment, including servers, networks, platforms,

The current hardware environment is comprised of a number of PCs, Unix servers,

The standard PC configuration used by <Company Name> is a 32 MB RAM with an Intel

3.3. Office Automation

The standard office automation product of <Company Name> is Microsoft Office.

3.4. Transaction Volumes

<Company Name> <Headquarters>:

<Company Name> <Remote location>:

Sales Force Automation

Human Resource Management

5. Statement Of Business Requirements

No. RequirementDescription SD MC SC Comments

No. RequirementDescription SD MC SC Comments

No. RequirementDescription SD MC SC Comments

No. RequirementDescription SD MC SC Comments

No. RequirementDescription SD MC SC Comments

No. RequirementDescription SD MC SC Comments

No. RequirementDescription SD MC SC Comments