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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
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
10
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
Security Management
27 Whether client has user security management Yes No 28 If Yes, what are the rights available to each user?
29
General Ledger
Sr. # No 30 If No, do they require log of transaction to be maintained Description Remarks
31
32
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
38
39
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
Purchases
Sr. # Supplier Record Maintenance Description Remarks
What is the procedures for bulk orders and rate contracts (attach formats)?
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
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
Inventory
Sr. # Multiple Stores Description Remarks
Whether client's existing system is Manual Computerized What type of stores are being maintained?
Item Database
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).
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)?
10 what are the alarming procedures in case inventory reaches minimum or maximum levels?
Inventory
Sr. # Description Remarks
12
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
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
26 How many personals are handling scraps, what are there job responsibilities?
Bounded Warehouse
30 List down the registers and there contents keeping the records of items in bonded warehouse 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.
36 Does client issue credit notes ? Yes No 37 If Yes, what is the format and who is resonsible for issuing credit note?
40 Is there any bar codes system, if any other please describe in detail.
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.
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?
52 How the data is integrated with main module in the head office?
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
59 Write down the complete flow of documents also attach copies of formats.
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?
Inventory
Sr. # Description Remarks
68 List down the existing related reports and formats for the required reports.
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.
Sales
Sr. # Store Order Description
Write down the client's sales order procedure and obtain its format
Payment Terms
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?
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?
Sales Return
23 Please mention whether any separate books are being prepared for sales tax purpose
Credit Handling
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
Reduced Cost
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
Payroll
Sr. # Description Payroll generation for various Pay Periods Remarks
Payslip Printing
Whether Client's existing Payroll System Manual Computerized If computerised, whether payslip printing option available or not
Income Tax
Obtain the bifurcation of employee's salary on the basis of which tax has to be deducted.
Payment Components
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
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
Payroll
Sr. # Description Remarks
27 Mention how these laons and advances will be adjusted against monthly salaries.
Payroll Process
Bonus Process
29 Write down the client policy that when and how bonus will be calculated.
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