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 / Unapp-
ropriated 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. # Description Remarks
Data Entry

1 How many types of vouchers are prepared?

2 How many vouchers are prepared in a day?

3 How many vouchers are prepared in one month?

4 What kind of Voucher numbering is required

Manual

Auto

5 How many additional fields are required in vouchers?

6 What is the data entry method

Online

Batch

7 Whether printing of voucher is required

Yes

No

8 If Yes what is voucher printing requirement

1 on 1 Page

2 on 1 Page

3 on 1 Page

9 How many data entry locations are required?

10 How many persons will do data entry?

11 What is the coding structure currently in use

12 Change in coding sturcture is required

 Yes

No

13 If Yes what type of coding structure is required

14 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 If Yes, number of currencies in which FC accounts required

18 Which exchange rate will be used

Monthly averge

Spot

Transactional

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
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

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

No

30 If No, do they require log of transaction to be maintained

31 Does client need user security management

Yes

No

32 If Yes, what will be the user security structure?

Reports
33 What are the existing reports at Clients?

34 Whether different reports are required for different levels?

Management

Auditors

Statutory Bodies

Any other

35 Whether GL module will be on one unit or more?

36 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?

Data Syncronization
40 Does client's existing system has data syncronization feature?

Yes

No

41 If Yes, how they handle data syncronizaition

42 If No, do they require data syncronization

43 What is the frequency of data syncronization

Daily

Weekly

Monthly

Quarterly

Any other
 IMPLEMENTATION QUESTIONNAIRE - PURCHASES

Purchases
Sr. # Description Remarks
Supplier Record Maintenance
1 Is there any method of keeping supplier history?

2 Is there any exercise of vendor rating or vendor evaluation being maintained?

3 What is the procedure of any quotation, enquiries & vendor registration?

4 Please write down the procedures for purchase enquiries

5 Please write down the procedures for quotation evaluation

6 What is the procedures for bulk orders and rate contracts (attach formats)?

7 Please define complete mapping of organisational heirarecy

Product recording and evaluation procedures.

8 Please explain the procedures of following input forms
Purchase Indent

Purchase Order
 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
 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. # Description Remarks
Multiple Stores
1 Whether client's existing system is
Manual
Computerized
2 What type of stores are being maintained?

Item Database
3 List down the input forms and attatch their formats

4 What is the existing item coding structure?

Does client require any change in existing Item Coding structure?
Yes
No
5 If Yes, what will be the new Item Coding structure?
Quantity on Hand, on Order, Shortage, Usage Pattern
6 What is the procedure for checking the quantity in hand of any material?e.g.
Bin Card etc, also obtain their format (if any).

7 Write down the procedures for giving orders to vendor, Is any contract being
made before ordering?

8 What type of emergency measures are being taken to evaluate shortages (if
any)?

9 How the inventory levels are being maintained?

10 what are the alarming procedures in case inventory reaches minimum or

maximum levels?
 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

Latest
FIFO
Average or Standard
20 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.
Scrap Handling
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?
Facility to convert Items to different Units of Measures
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
Handling of Multiple Locations
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.

 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?

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. # Description
Store Order
1 Write down the client's sales order procedure and obtain its format

2 Mention authorised personals for sales order.

Payment Terms
3 What are the procedures for handling payment terms?

Product Classification & Configuration

4 What type Sales System is used by Client?
Manual
Computerized
5 Write down the client's Finished goods classifications and configuration.

6 Mention in detail in both cases, how client handles product configuration?

Manual

Computerized

Sales Enquiry
7 How client handles sales enquiries, please mention the complete procedures

8 Does client make any record for sales enquiries?

Yes
No
9 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
 UESTIONNAIRE - SALES

Sales
Remarks
 IMPLEMENTATION QUESTIONNAIRE - PAYROLL

Payroll
Sr. # Description Remarks
Payroll generation for various Pay Periods
1 Write down complete details of shifts, number of working days etc.

2 Write down the method of payments

3 List down the flaws in the existing Payroll System

4 Write down the complete requirements of client in this regard

Payslip Printing
5 Whether Client's existing Payroll System
Manual
Computerized
6 If computerised, whether payslip printing option available or not

7 Obtain formats of payslip, also discuss any changes required by Client

Income Tax
8 List of staff members whose tax is being deducted.

9 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.
Deduction Components
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.

 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