EXECUTIVE SUMMARY Company's Profile Name Address Tel. # Fax # e-mail Web Date of Incorporation National Tax No.
Sales Tax No. Management Executive Directors Managing Director CEO COO Non-Executive Directors Chariman Managing Director Director 1 Director 2 Director 3 Director 4 Director 5 Director 6 Director 7 Nature of Business Agricultural Commercial Financial Manufacturing Services Any Other Corporate Status Proprietorship Partnership Public Limited Co. Private Limited Co. Any Other
Associated Concerns Name of Concern Sponsoring Directors Nature of Business
Financial Highlights (for the last one year) Authorized Capital Share Capital General Reserves / Unappropriated Profit/Loss Long Term Loans Lease Liabilities Short Term Liabilities Creditors Accrued Other Fix Assets Long Term Investments Current Assets Stock in Trade Stores & Spares Trade Debtors Advances Deposits Prepayments Bank Cash P & L Statement Turnover Gross Profit Admin Expenses Selling Expenses Financials Net Profit
Computerization Status Existing Software Title of Software Producer Licenced Module in Operation General Ledger Inventory Purchases Sales Payroll Fixed Assets Production Other Reporting System Generated In Excel Other Level of Integration
Awareness of Employees Excellent Good Average Poor Terrible Networking Enviornment Operating System Networking Type Networking Software Hub Type No. of Users Existing Hardware No. of Computers Branded Non-Branded Main Server Spec. No. of Printers Lasers Dot Matrix Branches
Epochs' Role Computerization Scope of Work General Ledger Inventory Purchases Sales Payroll Fixed Assets Production Other Additional Services Management of Inventory Budgets Human Resource Any Other General
IMPLEMENTATION QUESTIONNAIRE
General Ledger
Sr. # Data Entry 1 2 3 4 Description How many types of vouchers are prepared? How many vouchers are prepared in a day? How many vouchers are prepared in one month? What kind of Voucher numbering is required Manual Auto 5 How many additional fields are required in vouchers? Remarks
What is the data entry method Online Batch
Whether printing of voucher is required Yes No
If Yes what is voucher printing requirement 1 on 1 Page 2 on 1 Page 3 on 1 Page
How many data entry locations are required?
10
How many persons will do data entry?
11 12
What is the coding structure currently in use Change in coding sturcture is required Yes
General Ledger
Sr. # No 13 14 If Yes what type of coding structure is required Chart of Account Same at every location Different at every location 15 Whether change in Chart of Account Only Head Office can change User at different location can change 16 Foreign Currency accounts are required Yes No 17 18 If Yes, number of currencies in which FC accounts required Which exchange rate will be used Monthly averge Spot Transactional Description Remarks
Budgets
19 Whether Budgets are maintained Yes No 20 If Yes what Budgeting method is followed Zero Based Flexible Fixed Any other 21 If No, does client need Budgeting
Costing
General Ledger
Sr. # 22 Whether Costing is required by Client Yes No 23 If Yes in what type of Costing they are interested in Batch Costing Job Oder Costing Process Costing Contract Costing Description Remarks
Integration
24 Whether existing system is integrated Yes No 25 If Yes, mention list of integrated modules
26
Whether Integration of Meezaan with other software modules is required
Security Management
27 Whether client has user security management Yes No 28 If Yes, what are the rights available to each user?
29
Is client maintaing log of transactions? Yes
General Ledger
Sr. # No 30 If No, do they require log of transaction to be maintained Description Remarks
31
Does client need user security management Yes No
32
If Yes, what will be the user security structure?
Reports
33 34 What are the existing reports at Clients? Whether different reports are required for different levels? Management Auditors Statutory Bodies Any other 35 36 Whether GL module will be on one unit or more? Whether units are related to same business or in different business?
37
Whether Consolidation of different units engaged in same busiess is required?
38
Whether consolidation of all units engaged in different businesses is required?
39
Whether client requires only consolidated financial statements?
General Ledger
Sr. # Description Remarks
Data Syncronization
40 Does client's existing system has data syncronization feature? Yes No 41 If Yes, how they handle data syncronizaition
42 43
If No, do they require data syncronization What is the frequency of data syncronization Daily Weekly Monthly Quarterly Any other
IMPLEMENTATION QUESTIONNAIRE - PURCHASES
Purchases
Sr. # Supplier Record Maintenance Description Remarks
Is there any method of keeping supplier history?
Is there any exercise of vendor rating or vendor evaluation being maintained?
What is the procedure of any quotation, enquiries & vendor registration?
Please write down the procedures for purchase enquiries
Please write down the procedures for quotation evaluation
What is the procedures for bulk orders and rate contracts (attach formats)?
Please define complete mapping of organisational heirarecy
Product recording and evaluation procedures.
Please explain the procedures of following input forms Purchase Indent Purchase Order
Purchases
Sr. # Description Remarks
Purchase Invoice Purchase Return Purchase Requisition Purchase Oder Entry/amendment/Cancellation/Order Level 9 Please attach format of the following input forms Purchase Indent Purchase Order Purchase Invoice Purchase Return Purchase Requisition Purchase Oder Entry/amendment/Cancellation/Order Level 10 Please explain recording of the following input forms Purchase Indent Purchase Order Purchase Invoice Purchase Return
Purchases
Sr. # Description Remarks
Purchase Requisition Purchase Oder Entry/amendment/Cancellation/Order Level
Reports
11 Please enquire whether the following reports are being prepared Order histroy Analysis Period-wise Vendor-wise Item-wise 12 Current Order Analysis Period-wise Vendor-wise Item-wise 13 Aging of Current Order Period-wise Vendor-wise Item-wise 14 Order Status - Tracking of information 15 Please attach all formats of the above said reports
IMPLEMENTATION QUESTIONNAIRE - INVENTORY
Inventory
Sr. # Multiple Stores Description Remarks
Whether client's existing system is Manual Computerized What type of stores are being maintained?
Item Database
List down the input forms and attatch their formats
5 6
What is the existing item coding structure? Does client require any change in existing Item Coding structure? Yes No If Yes, what will be the new Item Coding structure? What is the procedure for checking the quantity in hand of any material?e.g. Bin Card etc, also obtain their format (if any).
Quantity on Hand, on Order, Shortage, Usage Pattern
Write down the procedures for giving orders to vendor, Is any contract being made before ordering?
What type of emergency measures are being taken to evaluate shortages (if any)?
How the inventory levels are being maintained?
10 what are the alarming procedures in case inventory reaches minimum or maximum levels?
Inventory
Sr. # Description Remarks
11 What are the lead times for high value items
12
Whether Costing is maintained by the Client
Yes No 13 If Yes, what type of Costing method they are using Batch Costing Job Oder Costing Process Costing Contract Costing
14 If No, does client require Costing
Yes No
15 If Yes, in what type of Costing they are interested in
Batch Costing Job Oder Costing Process Costing Contract Costing
Material Issue System - Latest, FIFO, Average or Standard
16 What is the standard procedure of makig Store Issue Requisition (SIR)? Who prepares it and who approve it etc. Please attach format of SIR.
17 Is there any manual register of SIR also being prepared in stores? 18 Is there any separate entry of SIR in accounts?
19 What is the costing method used by the Client
20
Latest FIFO Average or Standard Is there any two costing methods are simultaneously running?
21 Is there any duplication of work being done in different departments? Yes No 22 If Yes, how many personals are involved in it.
Inventory
Sr. # Scrap Handling Description Remarks
23 What is the procedure of scrap handling?
24 How scraps are being valued?
25 Are there any different catagories of scraps
26 How many personals are handling scraps, what are there job responsibilities?
27 How many registers are being maintained at each store of scrap?
28 What type of management reports are being prepared for scrap?
Bounded Warehouse
29 Does client use to keep their stocks in bonded warehouse?
30 List down the registers and there contents keeping the records of items in bonded warehouse items.
31 what is the procedure of valuing the items in bonded warehouse?
Multiple Grouping of Items
32 List down the multiple groups of items.
33 At what levels the existing software handles the multiple groups of items?
Inventory
Sr. # Description Facility to convert Items to different Units of Measures Remarks
34 Is there any facility in the existing system to convert items in different units of measure at the same time?
Handling material returned from shop floor, scraps, etc.
35 What is the procedure of sale return in case of scrap sale?
36 Does client issue credit notes ? Yes No 37 If Yes, what is the format and who is resonsible for issuing credit note?
38 Is the credit note adjustment is being maintained in sales tax return?
Handling identification, disposal, destruction - obsolete items
39 What is the system of items identification?
40 Is there any bar codes system, if any other please describe in detail.
41 what is the disposal system of items?
42 What type of vouchers are being mainteianed for disposed items?
43 How disposed items are recorded and reported to management?
44 In case of any destruction, what is the procedure of inventory: Handling Recording Reporting
Inventory
Sr. # Handling of Multiple Locations Description Remarks
45 List down all the locations at which inventories are being carried down. (Separate paper can be used for additional write up) 46 Write down the number of record keepers working at each location.
47 write down the job responsibilities of each worker.
48 List down the flow of documents at each location.
49 What type of data handling system is used by Client? Manual Computerized 50 In case of manual system, what type of registers are being prepared?
51 In case of computerised system,what is the procedure of data syncronization?
52 How the data is integrated with main module in the head office?
53 What are the security levels of data handling at each location?
Facilitates Perpetual Inventory System for Physical Stock Verficiation
54 What type of Inventory System is used by Client? Periodical Perpetual 55 In case of perpetual inventory system, is there any procedure of physical stock taking? 56 If any bin cards are being prepared, please attach photocopy.
Inventory
Sr. # Description Remarks
57 Is the existing system gives closing balance of all items at any cutt off date for physical stock taking purpose?
Control on Batch No. / Lot No. for Receipts and Issues
58 Does the client have proper Batch/Lot management system.
59 Write down the complete flow of documents also attach copies of formats.
60 Write down any flaws in the client's existing system
Stock valuation on LIFO, FIFO, Latest Rates, Purchase Orders, Standard
61 Does client require stock valuation on the following other than average rate LIFO FIFO Latest Rates Purchase Orders Standard 62 Does the client require all the facilities of stock valuation?
Aging of Stocks
63 Does existing system of Client provide aging of stocks? Yes No 64 If No, does client require aging of stocks?
65 List down any related reports required by client.
Minimum, Maximum, Re-order Level Control
66 Describe the client existing inventory levels
67 Does client require any modification in the existing system?
Inventory
Sr. # Description Remarks
68 List down the existing related reports and formats for the required reports.
Consumption quantity and value information
69 List down all the existing consumption reports
70 Specify all the other required reports relating to consumption
Economic Order Quantity (EOQ)
71 Whether the client has build its farmula for EOQ Yes No 72 If Yes, give the details, and also specify whether the client require EOQ from our package.
IMPLEMENTATION QUESTIONNAIRE - SALES
Sales
Sr. # Store Order Description
Write down the client's sales order procedure and obtain its format
Mention authorised personals for sales order.
Payment Terms
What are the procedures for handling payment terms?
Product Classification & Configuration
What type Sales System is used by Client? Manual Computerized Write down the client's Finished goods classifications and configuration.
Mention in detail in both cases, how client handles product configuration? Manual
Computerized
Sales Enquiry
How client handles sales enquiries, please mention the complete procedures
Does client make any record for sales enquiries? Yes No If No, does Client require it now?
Sales Enquiry
10 Does client has any process of comapring its qoutations? Yes No 11 If No, does Client require it now?
12 Does the client keep record of quotations?
13 List down the reports in this regard prepared by Client
Delivery Challan
14 List down the procedure involved uptil the prepartion and recording of delivery challans. 15 Please obtain a copy of format of delivery challan.
Invoice Generation
16 How does Client generates invoice Manual Sales System 17 Is invoice integerated with Inventory and GL module. Yes No 18 If No, does Client require it to be integerated with other modules?
Product-wise Sales Posting
19 Mention the processing system of sales invoice recording
20 Whether it is online or Batch processing
Sales Return
21 Write the procedures involved for sales returns
22 Whether credit notes are being prepared or not
23 Please mention whether any separate books are being prepared for sales tax purpose
Credit Handling
24 Mention the credit policies of client
25 How credit policies are monitored Manual Sales System
Customer Analysis
26 Whether Client presently makes any reports for customer analysis
27 Please obtain formats, also get Client's further requirements in this regard
Sales Forecasts
28 Does Client prepares any budgets or sales forecasts? Yes No 29 If Yes, obtain any previously prepared forecasts
30 If No, obtain Client's requirements in this regard
Reduced Cost
31 List down any extra cost involved in clients sales proceudres
32 Mention how it will be reduced by the application of our system.
Increased Sales Force effectiveness & Productivity
33 List down the points how our package will increase sales force effectiveness and productivity. 34 Mention how our package will Reduce Sales Cycle times Co-ordiante team selling Track Invoices to Payment
QUESTIONNAIRE - SALES
Sales
Remarks
IMPLEMENTATION QUESTIONNAIRE - PAYROLL
Payroll
Sr. # Description Payroll generation for various Pay Periods Remarks
Write down complete details of shifts, number of working days etc.
Write down the method of payments
List down the flaws in the existing Payroll System
Write down the complete requirements of client in this regard
Payslip Printing
Whether Client's existing Payroll System Manual Computerized If computerised, whether payslip printing option available or not
Obtain formats of payslip, also discuss any changes required by Client
Income Tax
List of staff members whose tax is being deducted.
Obtain the bifurcation of employee's salary on the basis of which tax has to be deducted.
10 Obtain the detail of all allowances available to employees.
Payment Components
11 List down the pay components of all the employees.
Payroll
Sr. # Deduction Components Description Remarks
12 List down the deduction components which will be available in the system for net salary calculation
Full & Final Settlement
13 List down the procedure of full and final settlement of employees.
14 What are the stages involved in this procedure?
15 Attach the format (if any) made by the client for full and final settlement of employees.
Monitoring of Earnings & Deduction of an Employee effectively
16 List down all the reports generated by payroll system or department to evaluate the overall efficiency.
Monitoring of Salary Component like HRA, DA, etc.
17 List down the procedures laid down by the client to monitoring components of salary like HRA, DA etc.
Employee-wise & Grade-wise Salary Component Settings
18 Obtain the farmula how the client will set employee wise and grade wise salary component
Provision for Leave Encashment & Gratuity Calculation
19 List down the rules for leave encashment and gratuity calculation.
20 Also mention what type of retirement benefits client provide to satff and what documents are beng prepared for their maintenance.
Attendance Monitoring
21 Write down the procedure for daily attendance.
22 Whether it is manual or through any machine.
Payroll
Sr. # Description Remarks
23 If attendance is through machine whether it is integrated with payroll package or not.
Shift Handling & Employee-wise Shift Setting
24 What is the current shift handling procedure?
25 How the current system provide employee wise shift setting?
Loan & Advances
26 Write down the procedures for loan and advances to employees.
27 Mention how these laons and advances will be adjusted against monthly salaries.
Payroll Process
28 Write the time of client payroll process and its frequency.
Bonus Process
29 Write down the client policy that when and how bonus will be calculated.
Automatic Calculation of Pay Cheques
30 Does the client require automatic calculation of paychecks or bank transfer slips.
On Line Payroll Enquiries
31 Does Client's existing system provide online payroll enquiries that Any employee salary at any cut off date Number of Days worked during the month / Shift / etc. List down all other enquiries required by Client
