Questionnaire Topics Structure

1. SD ORG Structures

2. Masters

3. SD Process

4. Complaint process

5. Variant Configuration

6. Make to Order

7. Third Party

8. Inter Company Stock Transfer

9. Stock Transfer

10. Reports and forms

1 SD ORG Structures

How many Legal entities do you have (company codes) 01

Selling entities (Sales organisation) 01

Product line (divisions) 01 Multiple SKUS - 30

Medium of sales (distribution channel) Factory FOB / CIF / CFR

Number of Sales offices and responsible area of selling Factory, Mumbai,

Chennai

Grouping of sales employees (sales groups)

How many manufacturing facilities do you have? (plants) 01

Number of dispatching locations (delivering plant/ storage location) 01

How many dispatching points in each plant shipping points 04 (Initially

one)

What is the combination of product line-selling entities and medium of

sales

2 Masters
Customer master

How do you group your customers account wise

(DOMESTIC/EXPORT / OEM)
 What types of business partners do you have (Ordering
/shipping/payer/billing/sales personnel/ sales employee), If multiple partners are
there then elaborate the scenario

How do you categorise the customers by industry, sales region,

sales district, sales office?

Do you have special pricing for a group of customers? Customer

group and price group Post go-live

Do your customers agree for partial delivery? Do you have concept

of delivery priority?

Do you have POD concept?

Do you have tolerance concept? How much tolerance does the

customer permit?

What are the payment terms? Inco terms?

What is your tax structure for the customer? It is based on the

purchase condition (1 sample PO export / local one invoice raised to export
invoice)

Do you have credit limit to customers? What type of credit limits

(decentralised)? Payment terms or value based?- To be discussed with Nirmal Ji

What are the actions once credit limit is surpassed, do you block?
Order or delivery? Explain in brief the credit limit process Nirmal Ji Exception
based approval system

How do you determine the credit limit, sales area wise or customer
wise?- customer wise

Pricing

How do you price your product (pricing components involved in pricing the
product) FG list to be made and price master updation once in a day
Steel Prices volatility

Pricing methodology for sales process (domestic / export /cash sales) One
for domestic / one for export and one for cash sales

Do you maintain pricing records for the products? (customer / material

specific/ price list/ scale price)- yes

What is your discount structure? (based on customer / material/ group/

condition exclusion) depending on customer

What pricing information do you capture for statistical purposes? (I.e., it

does not alter the price)

Material Master
 Tax structure for material? Dig to give

Do you have different UOM for selling and SKU? Pieces / Kgs / Tons / Sheets
/ Number of Coils

How do you group your products?

3 Sales process
Pre-Sales activities
What type of pre-sales activities do you have? (Inquiry /Quotation)

Sales activities

What types of order processing do you have? (domestic/ export/

institutional/ cash / on-line)

Explain in detail order scenario

Whether order is created with ref to quotation/ inquiry?

How do you receive order (FAX/Mail/S Rep/Telephone)?

How do you determine customer at SO level?

Decide ship to party from Customer master or at order level?

Order level

Do you have multiple ship to party for single order? yes, possible
unloading points are post invoice

What all information do you capture at SO level? Which are

mandatory to complete the order? Copy of SO to be given

Is availability check done? Explain the scope (Collective or

individual), Do you block a sales order if the availability check fails? Yes

Do you record minimum delivery quantity? If so, what happens

during a sales order if a violation occurs? No

Do you send letter of confirmation to customers, what media?

Email

Do you want to save the incomplete SO? Yes Unfulfilled orders

Do you have company defined status codes?

What reason would an order or line item be rejected? Material

Availability, Capacity, Credit, Price, Legal

For sales documents, what information do you consider required

and would like to appear on an in-completion log if missing? Copy of Sales
Contract to be provided
 Product Proposals: If a customer routinely orders the same product
or group of products, do you have a process that helps you simplify your order
entry? If so, how does that process work? For example, do you record the product
proposals by Customer, Customer group, or another grouping?

Do you process backorders? If yes, scenario is not possible??

Backward and forward scheduling?? Yes- PP to decide

Do you have lead time concept Yes, Order to Delivery

If the order is blocked for credit limit, what is the % of deviation and
grace period so that it cannot be blocked again To be checked with Nirmal

Do you have any sales order approval by higher authorities (status

profile) - Yes

Do you want the credit check performed during entry of each line
item or only when the document is saved??- Each and every item

If you process Inter-Company orders, do you charge the inter-

company based on a specified amount or on a percentage of the item price? -Dig
to respond (On cost basis)

Do you have the concept of sales commission? If yes how it works

Material Determination

If a product is packaged differently for a special event (e.g., Thanksgiving), do you

want the system to automatically substitute the special packaging when the
product is ordered? Yes, it is needed

What are the different reasons you would substitute one product for another or
one packaging for another? Yes, it is possible

Do you want the originally ordered product or the substituted product information
to be printed on the output? Output will have the actual

Do you want the product substitution to occur automatically or should Data Entry
personnel be offered a selection screen for substitutable products? manually for
control

Do you want Data Entry personnel alerted when a product is automatically

substituted? yes

Do you want the substituted product to be listed as a sub-item to the originally

ordered product or should the substituted product completely replace the original
product? replacement
Material Listing and exclusion

Do you require that certain products or customers must be pre-specified on a

Material List before a customer can place an order for the material Not needed

What Master Data fields will make up the key index for the Material Listing
table? Material Master to be sent

Do you require that certain products or customers must be pre-specified on a

Material Exclusion table to block selling that material to the customer? Not
needed

What Master Data fields will make up the key index for the Material Exclusion
table?

Free Goods

Do you have the concept of free goods (inclusive and exclusive) Up to 10 Kgs
follow the sales contract Samples to be maintained

Sales promotions

Do you have any schemes like sales promotions yes

Bills of material

Do you have a products based on components (Laptop and charger/bag etc)

How do you explode the bill of material (Delivery and pricing at what level)l

Delivery Processing

Do you maintain factory calendar for Plant and dispatching point PP Module

Do you have single dispatching points for all plants or plant specific? Yes, single
dispatching

Do you check the availability of product during delivery time? If yes, then explain
the scope of Availability -yes

How are freight charges handled? What shipping documents are generated?
Bsssaed on the inoterms

For delivery document what information do you consider required and would like
to appear on an incompletion log if missing? This is not relevant

What happens when the Delivery Quantity exceeds the Order

Quantity? Amendment in Sales order - Do you have tolerance concept? How
much tolerance does the customer permit To set the tolerance after post-go-live

Do you use batch or serial number? Batch

Shipment Document with transportation functionality

Billing and Invoicing

Do you combine multiple deliveries in single invoice? Yes possible but not
advisable

Do you utilize periodic billing by for rental contract type documents? This is not
applicable for

Do you utilize milestone billing for make to order type documents? Yes, every
order follows this.

How do you recognize price changes that occur between the Sales Order and
Billing time frame? am not concerned about the commodity fluctuation

What are the reasons you would ever block a delivery from creating an invoice?
(POD confirmation required). How do you track the delivered material in transit?
Credit engine, quality, UTR wrong information, closure, returns

What types of text are required on your billing documents? One copy of billing
document needed

How you are processing the incorrect invoices (Cancelling/correction/ cr/dr memo)
One copy of credit note / debit note

Do want to send invoice list periodically to customers? -yes, daily basis

Rebates (Slab in price mechanism)

Do you offer rebates to customers? If so what type (Value, volume or QTY based)?
Not needed

Time interval for settlement cycle monthly basis, quarterly , yearly ( fully or
partially) Not needed

Account determination

How do you book your sales revenue and deductions?

How do you book your TAX?

Outline agreement:-
Contracts

Do you have contracts with customers? What are the types (Service / Quantity/
Rental/ Value)? No

What is process to be followed once the target is achieved / Validity?

What all information do you capture in the contract? Sample contract to be

obtained.
 Can your customer in the order be different than your contract customer? yes-
key accounts

Scheduling Agreement

Do you have a scenario of periodic delivery for customers? Yes

What all information do you capture in the agreement? Yes

Consignment

Do you have consignment process? Post go-live we will decide

Do you allow customer to keep stock but the ownership of stock remain with the
company?

Does the customer place the order for material or do you ship on regular basis.

What method you are following for determining when to bill the customer for
consumed material.

How will you be notified when customer/consignee has sold the material?

Are unused or unwanted materials returned to your location from consignment

location?

What is your consignment return delivery process?

Who will bear the fright charges for the consignment?

Do you have consignment scenario where customer directly order company for
material, and delivery is done by the consignee point, and invoice is raised by the
company directly to the customer?

Free of charge or Sample orders

How do track the value of free/sample good? (in terms of cost or sales revenue)
non returnable gate passes

Who will bear the freight and packing charges (in case of sales revenue) Based
on incoterms
Rush/ Cash orders

Do you have scenario of cash / rush sales? Yes, up to a ceiling of 24 K

Are they regular or one time customer?

Do you have employee sales? How do you manage the employee sales, by
creating customer code for all employee or one time customer? No

Do you want to book the revenue directly to petty cash or cash clearing NO

4 Complaint process

Physical Returns

Explain the return process Sales Return flow chart

Whether returns are against invoice or order. Is it mandatory or optional? Both

What are the reasons for returns Quality, quantity, Payment, accident, legal

What are the information captured in return request invoice, relevant forms,

How do you process return material (thru quality or rework or scrap or directly to
unrestricted)

Are you going to give replacement(FOC) or a credit memo ( based on delivery or

order)

Do you want approval for credit memo in case of return? Yes

How do you track returnable packing material? report

Price settlement

Is there any scenario of price difference? If any difference then do you refer main
invoice or not?

How do you release price settlement request? (authorisation or Dr/Cr block) Yes
it is needed

5 Variant Configuration

Do you have configurable material?

Do you use variant for your materials (eg. Automobile industry)?

What are the characteristic and its values. How do you determine the pricing for
the variant material?
 Do you have the variant material with several components, if yes then how do you
process it?

6 Make to Order

Do you have a make to order scenario?

If yes manufacturing or assembling?

7 Third Party

Do you sell goods that you purchase from a vendor? Are these materials always
purchased or just on certain orders? yes, second is scenario based

Does the vendor send the goods directly to customer or it comes to your store
and dispatching to customer?it comes to your store

Do you send rejection letters to vendors losing bids? Are quotes selected for
purchase order creation? Not needed

Will shipping notification create expediting documents?

Do goods receipts have storage location determination?

Is there blocked stock quality inspection, or other types of received stock?

Do you charge third-party accounts right away or make separate postings?-

separate postings.

Are you going to raise the customer invoice without booking the vendor invoice
No

8 Inter Company Stock Transfer

What is the process of stock transfer?

Do you bill inter company stock transfer?

9 Stock Transfer

What is the process of stock transfer (one way or two way)

10 Reports and forms

Forms

Quotation

Proforma invoice

Sales order acknowledgement

 Delivery note

Picking/Packing list

Invoice

Reports

SO list

Pending SOs

Sales Register

Price report

Delivery Monitor