RCS Eastern Intertrade

Corp.
BIR Computerized Accounting System
Presentation
May 3, 2017
AGENDA
Company Background
 Company Profile
 Location Map

System Information and Accounting

Cycle Walkthrough
 SAP Business One Profile
 System Flow
 Process Flow
 System Demo
 Documents Printing and Report Generation
 List of System-Generated Documents and Books of Accounts
 Audit Trail
 Hardware, Back Up and Recovery Plan
 Network Diagram and Information Security
COMPANY BACKGROUND
 COMPANY PROFILE

RCS Eastern Intertrade Corp. was incorporated and registered with

the Securities and Exchange Commission on November 24, 2006
with SEC Company Reg. No. CS200618327. Its primary purpose is
to engage in, conduct, and carry on the business of buying, selling,
distributing, marketing at wholesale and retail insofar as may be
permitted by law, all kinds goods, commodities, wares and
merchandise of every kind and description; to enter into all kinds of
contracts for the export, Import, purchase, acquisition, sale at
wholesale or retail and other disposition for its own account as
principal or in representative capacity as manufacturer’s
representative, merchandise broker, indentor, commission
merchant, factors or agents, upon consignment of all kinds of goods,
wares, merchandise or product whether natural or artificial.
 VISION

•To be the leading provider of quality and affordable consumer

goods and merchandise in developing, and growing communities
and cities across the Philippines .

•To be the most preferred and trusted business entity by product

innovators and businesses in providing product introduction,
marketing and distribution services.
 MISSION

•To provide quality, affordable and sustainable supplies and

consumer goods to businesses and consumers.

•To provide marketing, business, and consumer-relationship

opportunities to product innovators and suppliers.

•To create jobs and employment, for the economic community

development, growth and sustainability.
 CORE VALUES

•Focus on Consumer Satisfaction. We cater consumer needs and

preferences, bringing into the market both quality and affordable
diverse product lines to meet customer expectations and
requirement.

•Commitment To Providing Quality Services to Suppliers. We are

more than eager and enthusiastic in helping our suppliers introduce
and deliver their products to the public.
 OBJECTIVES

•
RCS Eastern Intertrade Corp.
Corporate Officers

Lailynne C. Zhu
Chairman and President

Michael Abalos
Vice President

Felipe B. Chu
Treasurer

Gina B. Martinez
Corporate Secretary
LOCATION MAP

Head Office
 OUR C.A.S. PROVIDER
Fasttrack Solutions Inc.
The Premier Consulting Company of SAP Phils.
IMPLEMENTATION
& DELIVERY
Manila
Main
10F The Valero Tower
Valero St., Salcedo Village
Makati City SALES & RESEARCH &
Research & MARKETING DEVELOPMENT
Development Center
6F Nobel Plaza
110 Valero St., Salcedo
Village
Makati City Business
Cebu Units
16F Keppel Center
Cardinal Rosales Avenue
Cebu Business Park EDUCATION SUPPORT
Cebu City

HR &
ADMINISTRATIO
Davao N
4F Landco Corporate Center
JP Laurel Avenue
Davao City
 OUR C.A.S. PROVIDER
Fasttrack Milestones

2014 SAP B1 Partner of the Year SEA

2014 SAP B1 Partner of the Year Asia Pacific
2014 SAP Business One Star Achiever 2014
2013 Innovation Partner of the Year
2012 Outstanding Performance for B1 SEA
2011 Top Performing SAP B1 Partner
SAP MASTER RESELLER 2010
LARGEST SAP Business One Implementation in the
whole Asia Pacific Region
SYSTEM INFORMATION
 SAP Business One: The Business Solution
Preferred by the SME’s

SAP Business One is a business

management solution designed for small and Administration
midsize businesses. Financials
Sales Opportunities
SAP Business One gives you on-demand
access to real-time information through one single Sales
system. The application is divided into a number of Purchasing
modules, each covering a different business Business Partners
function. Banking
Inventory
SAP Business One has a user-friendly
Production
interface that serves as your central ERP access
point, with standard interfaces to internal and MRP
external data sources, handheld computers, and Service
other analysis tools. Human Resources
Reports
Through its 13 core modules, SAP
Business One covers all core operations necessary
to run SMB’s successfully.
SAP Business One: Features

 A single system to streamline your entire

business
 Instant and complete business information
across various departments in an
organization
 Proven tools to help you accelerate growth
with Improved efficiency and productivity
levels
 Adaptable to your own business and
industry needs
 Better tracking and forecasting
 Lower costs of operations & production
 Improved customer service

15
 SAP Business One Applicable Functionalities

Financial Accounting
Invoicing/Accounts Receivable
Purchasing/Accounts Payable
Banking
Inventory
Microsoft Office Integration
Reporting
 SAP Business One Applicable Modules

Administration
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Business Partners
Banking
Inventory
Reports
 SYSTEM FLOW PER ACTIVITY

Procure To Pay Process

Purchase Goods A/P Outgoing

Order Receipt Invoice Payment
PO

Goods A/P Debit

Return Memo
 SYSTEM FLOW PER ACTIVITY

Sales Order to Collection Process

Sales Delivery A/R Incoming

Order Invoice Payment

Return A/R Debit

Memo
 SYSTEM FLOW PER ACTIVITY

Inventory Flow Process

Goods Receipt Goods Return
PO (Purchasing)
(Purchasing)

Inventory Inventory
Transfer – IN
(Inventory)
Delivery Transfer – Out
(Inventory)

Goods Receipt Goods Issue

(Inventory) (Inventory)
 SYSTEM FLOW PER ACTIVITY

Financials Process

Automatic Journal
Entries

Purchasing
A/P

Sales A/R
Journal Entries

Inventory

Banking
Journal Entries
Fixed Assets
 SYSTEM GENERATED REPORTS

Balance Sheet
This report displays the accumulated assets and
liabilities of a company up to a particular date, using
the accounting formula: Total Assets = Total
Liabilities + Equity.
 SYSTEM GENERATED REPORTS

Trial Balance Report

This report displays a summary of all accounts and/or
business partner balances for a specific date. The report can
comprise all accounts and business partner balances in SAP
Business One, or only a particular cross section.
 SYSTEM GENERATED REPORTS

Profit and Loss Statement

This report lets you view the balance of all Profit and
Loss G/L accounts. The total result of the statement is
the profit or loss for the company in the selected
period.
 SYSTEM GENERATED REPORTS

Cash Flow
The Cash Flow report is a standard financial
statement. It details information relating to cash
relevant income and expenses, and cash equivalents
within a defined period.
 SYSTEM GENERATED REPORTS

G/L Accounts and Business Partners

This report enables you to generate a list of G/L
accounts and/or business partners. Use this window
to specify selection criteria for the report.
 SYSTEM GENERATED REPORTS

General Ledger
This report enables you to generate a list of journal
entries posted to the company database according
to various criteria. Use this window to specify
selection criteria for the report.
 SYSTEM GENERATED REPORTS

Customer Receivables Aging

This report lists all open customer
receivables, sorted by age, and provides an
analysis of each customer receivable owed to
you.
 SYSTEM GENERATED REPORTS

Vendor Liabilities Aging

This report analyzes vendor
liabilities, sorted by age.
 SYSTEM GENERATED REPORTS

Transaction Journal Report

displays a list of transactions according
to a selected transaction type.
 SYSTEM GENERATED REPORTS

Sales Analysis
Use this window to specify selection criteria for the Sales
Analysis report. The window contains three tabs:

Customers, Items, and Sales Employee

 SYSTEM GENERATED REPORTS

Purchase Analysis
Use this window to specify selection criteria for the
Purchase Analysis report. The window contains three
tabs:

Customers, Items, and Sales Employee

 SYSTEM GENERATED REPORTS

Check Register Report

This report gives an overview of the checks for
payment created in SAP Business One. According to
the selection criteria you define, the report lists
checks for payment, grouped by the originating
accounts, and provides information such as
whether a check was printed, its amount, the
confirmation status, and more.
 SYSTEM GENERATED REPORTS

Inventory Status
You can use this report to check the
planned inventory transactions for a
specific item, according to the defined
selection criteria. The report lists the
available quantities for the requested
items.
 SYSTEM GENERATED REPORTS

Inventory in Warehouse Report

This report lists the current inventories by
warehouse based on the information in these
documents. You can then implement measures
such as inventory transfers, for example, to
supplement the inventory of a warehouse.
 SYSTEM GENERATED REPORTS

Inventory Audit Report

This report provides an audit trail for the
posted inventory transactions in the chart
of accounts.
 SYSTEM GENERATED REPORTS

Access Log
Displays a list of actions and
details related to a specific
user's access activity in SAP
Business One.
 SYSTEM GENERATED REPORTS

Change Log
Use the change log to gain an overview of
changes in most windows of SAP Business One.
NETWORK DIAGRAM
 ADMINISTRATION

Tables and Setups Maintained in Administration Module:

Users, Licenses, and Authorizations
Tax Tables (VAT and Withholding Tax)
Business Partner Master Data
Item Master Data
Pricelists
 Process Flow per Module

Purchase to Payment Process

Sales Order to Collection Process
Banking Process
Financials Process
Inventory Process
Fixed Assets Process
Process Flow per Module

Purchase to Payment Process

Purchasing A/P
Purchasing A/P
Purchasing A/P
Purchasing A/P
Purchasing A/P
Purchasing A/P
Purchasing A/P
Process Flow per Module

Sales A/R – Process Overview

Sales A/R
Sales A/R
Sales A/R
Sales A/R
Sales A/R
Sales A/R
Sales A/R
Process Flow per Module

Banking Process
Banking
Banking
Banking
Banking
Banking
Process Flow per Module

Financials Process
Financials
Financials
Financials
Financials
Financials
Financials
Financials
Financials
Financials
Financials
Financials
Financials
Financials
Process Flow per Module

Inventory Process
Inventory
Inventory
Inventory
Inventory
Inventory
Inventory
Process Flow per Module

Fixed Assets Process

Fixed Assets
Fixed Assets
Fixed Assets
Fixed Assets
Fixed Assets
Fixed Assets
System Demo & Forms
 Forms

Name of Document Document Description Doc From To

Code
Purchase Order PO 110000001 119999999

Goods Receipt PO GR 120000001 129999999

Goods Return GI 130000001 139999999

A/P Invoice PI 140000001 149999999

A/P Debit Memo PC 150000001 159999999

A/P Downpayment PP 170000001 179999999

Sales Orders SO 210000001 219999999

Deliveries SD 220000001 229999999

Sales Returns SR 230000001 239999999

Sales Invoice SI 249000000 249999999

A/R Credit Memos SD 259000000 259999999

 Forms

Name of Document Document Description Doc From To

Code
Outgoing Payments OP 310000001 319999999

Incoming Payments IP 329000000 329999999

Deposits DE 330000001 339999999

Goods Receipt RG 410000001 419999999

Goods Issue RI 420000001 429999999

Inventory Transfers ST 440000001 449999999

Fixed Asset Capitalization FC 510000001 519999999

Fixed Asset Manual FD 520000001 529999999

Depreciation
Fixed Asset Transfer FT 530000001 539999999

Fixed Asset Retirement FRE 540000001 549999999

Fixed Asset Revaluation FR 560000001 569999999

Journal Entries JE 900000001 909999999

 Book of Accounts
1. General Ledger
2. General Journal
3. Sales Journal
4. Purchase Journal
5. Inventory Book
6. Cash Disbursements Journal
7. Cash Receipts Journal
Audit Trail
 Transaction Logs. Every transaction successfully processed by the
system is viewed in TRANSACTION JOURNAL REPORT.
 Listing of Transactions
 Change Logs
 Number series is controlled and generated by the system.
 Transactions can be voided but still can be traced in the system.
 Each transactions created are with user ID stamp.
Hardware
 SERVER
Service and
Server Name / Major Machine Brand / Date Processor Storage Backup
Location Maintenanc
Serial Number Application Model Acquired Capacity Capacity Frequency
e Agreement
SAP UNTV XEON E5-
SAPPROD/5TP 4/28/20
BUSINESS HEAD DELL R430 2600 1TB DAILY 2 Years
4092
ONE OFFICE
16
3.1GHZ
Backup Procedure
 BACKUP
• - Database backups are created using standard MS SQL
procedures:
Full DB backups – scheduled daily EOD
• - The SAP server and the onsite backup are located in 907
EDSA, Brgy. Philam, Quezon City
 Backup Flow

Server Room

Database

Storage
Disaster Recovery Plan
 DISASTER RECOVERY PLAN
• Production Server is being maintained at the main office;
should any damage occur to this server or should the facility
become unavailable, the IT administrator is equipped with the
resources to setup a temporary server.
• Production Database backups are created regularly – daily for
full backups.
• Database backups will be kept on multiple locations:
• Host machine
• IT Administrator copy
• The IT administrator will be in-charge of communicating system
downtime, system fixes, restoring databases and access to the
system.
Network Diagram and
Information Security Policy
 NETWORK CONNECTION
Optimus PLDT
WWW WWW
HQ OFFICE

Web

Email

Users
Database

Firewall File Server

DB Backup Server
 Information Security
• Users and access levels are managed by the system administrator.
License types and restrictions are also considered when determining the
type of information a user can have access to.

• Passwords are being maintained in the system, with password complexity

set to ‘High’:
THE END