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SBO Configuration Document

SYSTEM INITIALIZATIONSETUPMASTER DATAAUTHORIZATION

PACIFIC CEMENT PHILIPPINES, INC.

SAP Business One Implementation

SBO CONFIGURATION DOCUMENTConfiguration Stage

SYSTEM INITIALIZATION, SETUP, MASTER DATA and AUTHORIZATION of 27

TABLE OF CONTENTS

SECTION 1. DOCUMENT VERSIONS.................................................................................................................................................................... 3

SECTION 2. DOCUMENT CONTENTS.................................................................................................................................................................. 3

2.1. ADMINISTRATION: SYSTEM INITIALIZATION............................................................................................................................................42.1.1 Company Details......................................................................................................................................................................................................... 42.1.2 General Settings.......................................................................................................................................................................................................... 52.1.3 Document Numbering.................................................................................................................................................................................................92.1.4 Document Settings.................................................................................................................................................................................................... 10

2.2. ADMINISTRATION: SETUP.................................................................................................................................................................122.2.1 General – Define Users..............................................................................................................................................................................................122.2.2 Financials – G/L Account Determination...................................................................................................................................................................132.2.3 Financials - Define Transaction Codes.......................................................................................................................................................................142.2.4 Financials – Projects..................................................................................................................................................................................................152.2.5 Financials – Define Tax Groups................................................................................................................................................................................. 162.2.6 Financials – Define Withholding Tax.........................................................................................................................................................................162.2.7 Business Partners – Define Customer Groups............................................................................................................................................................172.2.8 Business Partners – Define Vendor Groups...............................................................................................................................................................172.2.9 Business Partners – Define Business Partner Properties............................................................................................................................................172.2.10 Business Partners – Define Payment Terms..........................................................................................................................................................182.2.11 Banking – Define Banks........................................................................................................................................................................................182.2.12 Banking – Define House Bank Accounts...............................................................................................................................................................182.2.13 Field Description Changes.....................................................................................................................................................................................19

2.3. ADMINISTRATION: APPROVAL PROCEDURES.........................................................................................................................................192.3.1 Approval Stages........................................................................................................................................................................................................ 192.3.2 Approval Templates.................................................................................................................................................................................................. 19

2.4. MASTER DATA................................................................................................................................................................................202.4.1 Chart of Accounts...................................................................................................................................................................................................... 202.4.2 Profit Centers............................................................................................................................................................................................................ 232.4.3 Business Partner - Customers....................................................................................................................................................................................272.4.4 Business Partner – Vendor........................................................................................................................................................................................ 38

2.5. AUTHORIZATION.............................................................................................................................................................................39

SAP Business One Implementation Project Pacific Cement Philippines, Inc.


SYSTEM INITIALIZATION, SETUP, MASTER DATA and AUTHORIZATION of 27

DOCUMENT ACCEPTANCE

(This document is deemed official once accepted by Pacific Cement Philippines, Inc)

Name Company – Position Date SignedCreated By Denisse Calaquian Fasttrack Solutions – Project Manager

Reviewed By Emil Gatus Fasttrack Solutions – Quality Assurance Manager

Accepted By Enrico Raymundo Pacific Cement Phils. Inc – Proj. DirectorMa. Simolette Tejol Pacific Cement Phils. Inc – Proj. Manager

SECTION 1. DOCUMENT VERSIONS (This contains the log of changes made in this document.)

Version Date Modified Modified By Remarks1.0 Sept 14, 2010 Denisse Calaquian Configuration workbook creation2.03.04.0

SECTION 2. DOCUMENT CONTENTS

The succeeding pages contain documentation of the actual initialization settings for Pacific Cement Philippines, Inc. in SAP Business One.

SAP Business One Implementation Project Pacific Cement Philippines, Inc.


SYSTEM INITIALIZATION AND SETUP of 27

2.1. ADMINISTRATION: System Initialization

2.1.1 Company DetailsMenu Path: Administration ► System Initialization ► Company Details

► General TabGeneral Tab : Local and Foreign LanguageCompany Name 100 Chars Pacific Cement Philippines, Inc.Street / PO Box 100 Chars Km. 11, Brgy. QuezonBlock 100 CharsCity 100 Chars Surigao CityZip Code 20 Chars 8400Country PhilippinesInternet Address 50 Chars www.pacemco.comPrinting Header 100 Chars Pacific Cement Philippines, Inc.Active Manager 50 CharsPhone Number 1 20 Chars (086)8267773, (086)8267510/11Phone Number 2 20 Chars (086)8262506 / (086)8263460Fax 20 Chars (086)8267773E-Mail 100 Chars [email protected],

[email protected]@pldtdsl.net

► Accounting TabAccounting Data TabTax Code 8 CharsTax Office 100 CharsFederal Tax ID 1, 2, 3 32 Chars 005-222-809Additional ID – TIN Number 32 CharsExemption Number 9 CharsTax Deduction Number 9 CharsHolidays Dates 2010Weekend Day Saturday - Sunday

► Basic Initialization TabBasic Initialization TabChart of Accounts Template “User Defined”Local Currency 3 Chars PHPSystem Currency 3 Chars PHPDefault Account Currency PHPDisplay Credit Balance with Negative Sign Checkbox

Use Segmentation Accounts CheckboxUse Negative Amount for Reverse Transaction

Checkbox

Permit More than One Document Type per Series

Checkbox

Multi-Language Support CheckboxDefault Valuation Method Checkbox Moving AverageManage Item cost per Warehouse Checkbox

Allow Stock Release w/o Item Cost Checkbox

SAP Business One Implementation Project

Pacific Cement Philippines, Incorporated

mailto:[email protected]

mailto:[email protected],%[email protected]

mailto:[email protected],%[email protected]

http://www.pacemco.com/



NOTE: Once transactions are entered, the settings for “Basic Initialization Tab” cannot be changed.





2.1.2 General SettingsMenu Path: Administration ► System Initialization ► General Settings

► Posting Periods (Tab)Period Code 2010Period Name 2010Sub-Periods MonthsNo. of Periods 12Period Indicator 2010Active YesLocked No

Code Name Posting Period Due Period2010-01 2010-01 Jan 1 2010 Jan 31 2010 Jan 1 2010 Dec 31 20112010-02 2010-02 Feb 1 2010 Feb 28 2010 Jan 1 2010 Dec 31 20112010-03 2010-03 Mar 1 2010 Mar 31 2010 Jan 1 2010 Dec 31 20112010-04 2010-04 Apr 1 2010 Apr 30 2010 Jan 1 2010 Dec 31 20112010-05 2010-05 May 1 2010 May 31 2010 Jan 1 2010 Dec 31 20112010-06 2010-06 Jun 1 2010 Jun 30 2010 Jan 1 2010 Dec 31 20112010-07 2010-07 Jul 1 2010 Jul 31 2010 Jan 1 2010 Dec 31 20112010-08 2010-08 Aug 1 2010 Aug 31 2010 Jan 1 2010 Dec 31 20112010-09 2010-09 Sep 1 2010 Sep 30 2010 Jan 1 2010 Dec 31 20112010-10 2010-10 Oct 1 2010 Oct 31 2010 Jan 1 2010 Dec 31 20112010-11 2010-11 Nov 1 2010 Nov 30 2010 Jan 1 2010 Dec 31 20112010-12 2010-12 Dec 1 2010 Dec 31 2010 Jan 1 2010 Dec 31 2011

NOTE:1. Sub-Periods

a. Yearb. Quartersc. Monthsd. Days

2. Value Date – define a date range that is broader than the current posting period (posting date). This is usually last day of your posting date plus the longest payment terms days.

► BP (Tab)Customer Activity Restrictions

Credit Limit Checkbox

Commitment Limit Checkbox

A/R Invoice Checkbox

Delivery Checkbox

Sales Order Checkbox

Set Commission BySales Employees Checkbox -Items Checkbox -Customer Checkbox -





Consider Deliveries Balance Checkbox -Default Customer Payment Terms Dropdown Cash Advance/PrepaidDefault Vendor Payment Terms Dropdown 30daysDefault Customer Pmt Method DropdownDefault Vendor Pmt Method Dropdown Outgoing-CheckSubmit Credit Voucher Dropdown AutomaticallyActivate Approval Procedure Checkbox Display Accounts Balance By Control Accounts Checkbox

NOTE:Payment Terms must be defined first in choosing the Default Customer Payment Terms and Vendor Payment Terms





► Budget (Tab)Budget Initialization Checkbox For Document that Deviates from the Budget

Block Deviation from Budget Radio ButtonWarning Radio Button Without Warning Radio Button

For Annual Budget Radio ButtonFor Monthly Budget Radio Button

Purchase Orders Checkbox Goods Receipt POs Checkbox Accounting Checkbox

Note: This functionality is enabled for future use.

► Services (Tab)At the Beginning of Each Session

Perform Data Check CheckboxOpen Exchange Rates Table CheckboxDisplay Recurring Postings on Execution Checkbox Send Alert for Activities Scheduled for Today Checkbox Display Inbox When New Message Arrives Checkbox Open Window for Credit Voucher Ref. Update

Checkbox

Open Postdated Checks Window CheckboxUpdate Messages (Min.) Text Box 0Open Postdated Credit Vouchers Window Dropdown No

Internet DefinitionsUse Proxy Server for Web Connection Checkbox

TelephoneArea Code 02For External LineHistory / Log 9999





► Display (Tab)Language Dropdown EnglishColor Dropdown ClassicDefault Length Unit Dropdown cmDefault Weight Unit Dropdown kgTime Format Dropdown 24HHDate Format Dropdown MM/DD/YYYYSeparator /Ext. Image Processing Dropdown PartialNo. of Rows in 'List of' Windows Text Box 0Account Segment Separator Text Box -Decimal Places (0…6)

Amounts Text Box 6Prices Text Box 6Rates Text Box 4Quantities Text Box 3Percent Text Box 2Units Text Box 3Decimals in Query Text Box 2Separator Text Box .Thousand Sep. Text Box ,

Display Currency on the Right CheckboxExchange Rate Posting

Direct Radio Button Indirect Radio Button

►Path (Tab)Microsoft Word Templates FolderMicrosoft Excel FolderPicture FolderAttachments FolderExtension FolderCurrent Scanner

NOTE:The path declared in this tab should be common to all users. All converted files from SAP Business One (through excel, word, bitmaps, attachments) will de stored in the said paths by default. So, the path must be pointed to the server. Use the “Standard Shared folder of SBO”.





2.1.3 Document NumberingMenu Path: Administration ► System Initialization ► Document Numbering

Note: The document numbering assigned is enough for the rest of the year. This may not be applicable to next year transactions. It may be required to setup another document numbering which is longer for 2010.

DocumentSeries Name First Series Last Series

Change Menu names

Sales – A/RSales Order MKG - 04 WASSales Delivery PHS - 01A/R InvoiceA/R Credit MemoA/R Down PaymentSales Quotations MKG - 03 Sales OrderPurchasing – A/PPurchase Order PUR-02Goods Receipt PO WHS-01 MRRGoods Return WHS-35A/P Invoice C/T - 08A/P Credit MemoA/P Down PaymentLanded CostsBankingIncoming Payment (Receipts)Outgoing Payment (Disbursement)

C/T - 10

DepositsInventory

Goods Issue WHS-17 Issue Voucher

Goods Receipt WHS-18Stock Transfers

Bagged Cement Transfer Transfer/Return Slip

PHS - 02

Inventory RevaluationProductionProduction OrderFinancialJournal Entry





2.1.4 Document SettingsMenu Path: Administration ► System Initialization ► Document Settings

► General (Tab)Calculate Gross Profit Checkbox (Default)

Base Price Origin Dropdown Item costCalculate % Gross Profit as:

Profit/Sales Price Radio ButtonProfit/Base Price Radio Button (Default)

Remarks on the Documents Will IncludeBase Document Number Radio ButtonCustomer/Vendor Ref No. Radio Button

When Displaying a Sales BOM in Documents, Show:Price and Total for Parent Item Only Radio Button Price for Child Items that Comprise Radio Button

When Attempting to Release Stock Below The Minimum Level:Without Warning Radio ButtonWarning Only Radio Button (Default)Block Release Radio Button

Manage Inventory by Whse Checkbox (Default)Block Below Zero Quantity Checkbox (Default)Rounding Method

By Currency Radio Button (Default)By Document Radio Button

Exchange Rate Base Date (A/P Documents) Dropdown Posting Date (Default)Round Tax Amount in Rows CheckboxDisplay Rounding Remark CheckboxUse Warehouse Address CheckboxManage Expenses (Freight) in Documents Checkbox (Default)

Expenses and SetupBlock Documents with Earlier Posting Date Checkbox

Allow Future Posting Date Checkbox





► Per Document (Tab) Document DropdownBankingIncoming Payment

Split BP/Account in Journal Entry CheckboxMaximum No. of Documents in PaymentSplit Credit Voucher CheckboxDisplay All Transactions by Default Checkbox

DepositSplit BP/Account in Journal EntryIn Cash Check Deposits Checkbox In Postdated Checks Deposit Checkbox In Credit Deposit Checkbox

Outgoing PaymentSplit BP/Account in Journal Entry CheckboxMaximum No. of Documents in PaymentSplit Credit Voucher CheckboxDisplay All Transactions by Default Checkbox

Postdated DepositSplit BP/Account in Journal EntryIn Postdated Credit Voucher Deposit Checkbox

FinancialsJournal Entry

Block Unbalanced FC Journal Entry Checkbox Block Multi Currency Journal Entry Checkbox Block Editing of Totals in System Currency Checkbox Block Posting Date Editing per Row Checkbox Block Document Date Editing per Row Checkbox Use Automatic VAT Checkbox





2.2. ADMINISTRATION: Setup

2.2.1 General – Define UsersMenu Path: Administration ► Setup ► General ► Users

#User Code User Name

Department Branch

1 UNM001 Jose Ramon V. Cortes OTP Makati2 UNM002 Inocencio R. Cortes OTP Makati3 UNM003 Enrico C. Raymundo OTP Makati

4 UNS001 Julius B. Yballe OTPSurigao

5 UNS002 Redempto G. Ecoben ProductionSurigao

6 UNS003 Renato F. Cortes TreasurySurigao

7 UNS004 Glenda G. Cortes CorporateSurigao

8 UNS005 Nestor Y. Saldivar SalesSurigao

9 UNS006 Simolette S. Tejol OTPSurigao

10 UNS007 Alex F. Obenza ControllingSurigao

11 UNS008 RUBEN F. CORTES PurchasingSurigao

12 UNS009 Treasury TreasurySurigao

13 UNS010 Charlie D. Ortega MechanicalSurigao

14 UNS011 Ramil M. Nengasca ElectricalSurigao

15 UNS012Rene M. Ello/CQ Escasinas Production

Surigao

16 LIS001 Prodn Planner/Shift Engr ProductionSurigao

17 LIS002 Issuing WarehouseSurigao

18 LIS003 Baltazar I. Llenos AdminSurigao

19 LIS004 Purchasing PurchasingSurigao

20 LIS005 Jovita C. Landero ControllingSurigao

21 LIS006 Rosalima O. Roboca Controlling Suriga





o

22 LIS007 Placida S. Dubduban ControllingSurigao

23 LIS008 J.M. Sobrecaray WarehouseSurigao

24 LIS009 Luther P. Arriesgado FMPSurigao

25 LIS010 Sales SalesSurigao

26 LIS011 Leopoldo F. Corro PortSurigao

27 LIS012 Alfredo A. Cortes Pack HouseSurigao

28 LIS013 Glenn G. Zerda SAEDSurigao

29 LIS014 A Zerda/E Catelo BMHSurigao

30 LIM005 Makati Makati Makati

31 LIPR01 Ronald S. Dubduban SalesSurigao

32 LIPR02 Marlowe G. Jolejole TreasurySurigao

33 LIPR03 Felix L. Macalisang ElectricalSurigao

34 LIPR04 Planner ElectricalSurigao

35 LIPR05 Kenneth Karr E. Cagas QASurigao

36 LIPR06 Richard B. Morite QASurigao

37 LIPR07 Josel M. Paloma AdminSurigao

38 LIPR08 Gheleene S. Buenaflor SAEDSurigao

39 LIPR09 Joel G. Taganahan SAEDSurigao

40 LIPR10 Julius N. Galindo SAEDSurigao

41 LIPR11 Michael C. Resare MechanicalSurigao

42 LIPR12 Emilio P. Desoloc MechanicalSurigao

43 LIPR13 Rustico Lisondra MechanicalSurigao

44 LIPR14 Planner Mechanical Suriga





o

45 LIPR17 Romeo B. Javellana PortSurigao

46 LIPR18 Planner BMHSurigao

47 LIPR15 Erlito M. Orit FMPSurigao

48 LIPR16 Planner FMPSurigao

49 LIS015 Receiving WarehouseSurigao

50 LIPR19 Jeffrey E. Dorola TreasurySurigao

51 LIPR20 Simolette Tejol OTPSurigao

52 LIPR21 Jovita C. Landero - PR ControllingSurigao

53 LIS016 QASurigao

54 LIPR22 Cynthia Q. Escasinas ProductionSurigao





2.2.2 Financials – G/L Account Determination

Menu Path: Administration ► Definitions ► Financial ► G/L Account Determination

GL Account Determination – General TabSales TabPermit Change of Control Accts Checkbox

Accounts ReceivableDomestic Accounts Receivable G/L 110211000 - Account Receivable -

TradeForeign Accounts Receivable G/L 110211000 - Account Receivable -

TradeChecks Received G/LCash on Hand G/L 110111000 – Cash on Hand

Down Payment Clearing G/LDefault Customer for A/R Invoice + PaymentOverpayment A/R Account G/LUnderpayment A/R Account G/LRealized Exchange Diff. Gain G/L 712000202 - Realized Forex GainRealized Exchange Diff. Loss G/L 712000101 - Realized Forex LossCash Discount G/LRevenues Account G/L 410111000 - Cement Sales - Type 1Sales Credit Account G/L 410111000 - Cement Sales - Type 1

GL Account Determination – Tax TabSales TabWithholding Tax Checkbox

Default Withholding Tax CodeNI NumberExpiration DateCertificate No.Down Payment Tax Offset AccountSales Tax Group (Items) VAT Output 12%Sales Tax Group (Service) VAT Output 12%

GL Account Determination – Purchasing TabPurchase TabPermit Change of Control Accts Check

box

Accounts PayableDomestic Accounts Payable G/L 210111000 - Accounts Payable TradeForeign Accounts Payable G/L 210111000 - Accounts Payable Trade

Realized Exchange Diff. Gain G/L 712000202 - Realized Forex GainRealized Exchange Diff. Loss G/L 712000101 - Realized Forex LossBank Transfer G/LCash Discount G/L





Cash Discount Clearing G/LDown Payment Clearing Account G/L 210211000 – Customer’s DepositExpense Account G/LPurchase Credit Account G/L 210111000 - Accounts Payable TradeOverpayment A/P Account G/LUnderpayment A/P Account G/LExpense Account G/L 522004909 – Other expensesExpense Account - Foreign G/L 522004909 – Other expensesExpense Account - EU G/L 522004909 – Other expensesPurchase Credit Account G/L 522004909 – Other expensesPurchase Credit Account - Foreign G/L 522004909 – Other expensesPurchase Credit Account - EU G/L 522004909 – Other expensesDown Payment Clearing Account G/L 110212000 - Advances to Suppliers

GL Account Determination – General TabGeneral TabCredit Card Deposit Fee G/LRounding Account G/LReconciliation Difference G/LPeriod-End Closing Account G/LRealized Exchange Diff. Gain G/LRealized Exchange Diff. Loss G/L

2.2.3 Financials - Define Transaction Codes

Menu Path: Administration ► Setup ► Financials ► Transaction Codes

Transaction Code (4 Chars) Description (20 Chars)C/A Liquidation of Cash AdvancesSAL Salaries & WagesFT Fund transfer

2.2.4 Financials – Projects

Menu Path: Administration ► Setup ► Financials ► Projects

Project (8 Chars) Project Name (30 Chars)





2.2.5 Financials – Define Tax GroupsMenu Path: Administration ► Setup ► Financials ► Tax ► Tax Groups

Code (8 Chars) Name (50 Chars) Category (Input or Output)

Effective Date

Rate % Tax Account

VATINP VAT INPUT 12% Input 01.01.10 12 110814000VATDEF VAT DEFERRED

INPUT 12%Input 01.01.10 12 110814000

XI Exempt Input Input 01.01.10 0 110814000VATDIT VAT DEFERRED

INPUT 12%Output Tax 01.01.10 12 110814000

VATOUT VAT OUTPUT 12% Output Tax 01.01.10 12 210116000X0 Exempt Output Output Tax 01.01.10 0 210116000

2.2.6 Financials – Define Withholding Tax

Menu Path: Administration ► Setup ► Financials ► Tax ► Withholding Tax

Wtax Code (4 Chars)

Wtax Name (50 Chars) Category(Invoice or Payment)

Effective Date

Rate % Tax Account

C010 EWT – Professional (gross income <=P720,000)

Payment 20100101 10 210112000

C030 EWT – Professional (gross income > P720,000)

Payment 20100101 15 210112000

C070 EWT- Insurance agents & insurance adjusters

Payment 20100101 10 210112000

C100 EWT – Rentals Payment 20100101 5 210112000C120 EWT – Prime Contractors/sub-

contractorsPayment 20100101 2 210112000

C140 EWT- Commercial brokers Payment 20100101 10 210112000C158 EWT – Contractors/dealers/end-users

(Goods)Payment 20100101 1 210112000

C160 EWT – Contractors/dealers/end-users (Services)

Payment 20100101 2 210112000

C640 EWT – LGU’s (1%) Payment 20100101 1 210112000I010 EWT - Professional (gross income <=

P720,000)Payment 20100101 10 210112000

I030 EWT - Professional (gross income > P720,000)

Payment 20100101 15 210112000

I100 EWT – Rentals Payment 20100101 5 210112000I120 EWT - Prime Contractors/sub-

contractorsPayment 20100101 2 210112000

I158 EWT - Contractors/dealers/end-users (Goods)

Payment 20100101 1 210112000

I160 EWT - Contractors/dealers/end-users (Services)

Payment 20100101 2 210112000





I640 EWT - LGU's (1%) Payment 20100101 1 210112000

2.2.7 Business Partners – Define Customer Groups

Menu Path: Administration ► Setup ► Business Partners ► Customer Groups

Group Name (20 Chars)DealerContractorLGUEnd UserAdvances-CementAdvances-OBAdvances-PersonalAdvances-Medical

2.2.8 Business Partners – Define Vendor Groups

Menu Path: Administration ► Setup ► Business Partners ► Vendor Groups

Group Name (20 Chars)SurigaoCebuButuanManilaForeignCagayan de OroEmployees

2.2.9 Business Partners – Define Business Partner PropertiesMenu Path: Administration ► Setup ► Business Partners ► Business Partner Properties

Group Name (20 Chars)





2.2.10 Business Partners – Define Payment TermsMenu Path: Administration ► Setup ►Business Partners ►Payment Terms

Code Due Date Based On Start From Months Days

100 CharsDoc. Date, Posting Date,

System Date, Closing Date

None, Month End, Half Month, Month Start

Number Number

COD Document Date - CBD Document Date CASH Document Date 15 Days Document Date 1515 Days - PDC Document Date 1530 Days Document Date None 3030 Days - PDC Document Date None 3045 Days Document Date None 4545 Days - PDC Document Date None 4560 Days Document Date None 6060 Days - PDC Document Date None 6090 Days Document Date None 9090 Days - PDC Document Date None 90Upon Completion/Acceptance of work Document Date None Per Billing Document Date None Per Billing every 15th and 30th Document Date None 15Per Billing every 5th and 20th Document Date None 530% Downpayment, Balance COD Document Date None 30% Downpayment, Balance 30 Days Document Date None 30% Downpayment, Balance 30 Days - PDC Document Date None 30% Downpayment, Balance Upon completion/acceptance of work Document Date 30% Downpayment, Balance 60 Days Document Date 30% Downpayment, Balance 60 Days - PDC Document Date 40% Downpayment, Balance COD Document Date 40% Downpayment, Balance Upon completion/acceptance of work Document Date 40% Downpayment, Balance 30 Days Document Date 40% Downpayment, Balance 30 Days - PDC Document Date 50% Downpayment, Balance COD Document Date





50% Downpayment, Balance Upon completion/acceptance of work Document Date 50% Downpayment, Balance 30 Days - PDC Document Date 50% Downpayment, Balance 30 Days Document Date 50% Downpayment, Balance 45 Days - PDC Document Date 50% Downpayment, Balance 45 Days Document Date

Note:1. Term Code – Unique identification for the Payment Terms Code (Length (30Chars))2. Due Date Based On – put the following if:

a. P - If based on Posting Dateb. S - if based on System Datec. D - if based on Doc Date

3. Start From – identify the start date of “Due Date Based On” field computation:a. Y – Month Start. The system will compute due date on the start of the month.b. H – Half Month. The system will compute due date starting half of the month.c. E – Month End. The system will compute due date starting at the end of the month.d. Blank – no reference to the particular day of the month.

4. Months/Days – Optional, number of months + days to be added on the “Due Date Based” field.5. Tolerance Days – Optional, number of days allowed for late payments before finance charging.6. No. of Installments – Optional, if the payment will be of number of installments.7. Cash Discount Name – Optional, if there will be prompt payment discount to be given.

2.2.11 Banking – Define Banks

Menu Path: Administration ► Setup ► Banking ►Banks

Country Code Bank Code (30 Chars) Bank Name (32 Chars)PH BDO Banco De OroPH PNB Philippine National BankPH UNB Union BankPH BPI Bank of the Philippine IslandsPH LBP Land Bank of the PhilippinesPH RCBC Rizal Commercial Banking Corp.PH CBC China Banking Corp.

2.2.12 Banking – Define House Bank AccountsMenu Path: Administration ► Setup ► Banking ►House Bank Accounts





Bank Code Branch (50 Chars)

Account No. (50 Chars)

Next Check No. G/L Account





BDO DELA ROSA-RADA-MAKATI

5370-00537-1/5378006771

110111001


5370-00672-6/537-8006-887

110111002


5370-00793-5/537-8006-917

110111003

BDO SURIGAO 3380-01665-3/3388-0034-24

110111005

CBC SALCEDO VILLAGE-MAKATI

124-035821-0 110111004

DBP SURIGAO 0850-007612-0301/0-01452-850-1

110116400

LBP SURIGAO 0982-1091-08 110111006LBP SURIGAO 0981-0822-49 110116200LBP SURIGAO 0981-0822-22 110116100RCBC HEAD OFFICE-

MAKATI8-001-08386-5 110114100

RCBC SURIGAO 1571-34359-9 110115300RCBC HEAD OFFICE-

MAKATI3-000-72798-8 110114600

RCBC FORT BONIFACIO-MAKATI

0-139-90013-9 110114800

RCBC FORT BONIFACIO-MAKATI

9-139-00471-8 110114700

2.2.13 Field Description Changes

Document Document Section Original Field Name New Field Name PurposePurchase Order Header Vendor Ref. No Your RefPurchase Order Footer Owner Prepared bySales Quotation Header Doc Due Date Agreed Delivery

DateSales Order Header Vendor Ref. No SO#Sales Order Footer Sales Employee Sales ManagerIncoming Payment Header Reference PR#Outgoing Payment Header Reference OR#Goods Receipt Header Ref. 2 I.V No.Service Call Header Customer Department CodeService Call Header Customer Name Requesting

department





Service Call Footer Problem type SymptomService Call Header Serial No. Asset TypeService Contract Header Customer Name Requesting

department Service Contract Header Customer Department CodeService Contract Header Customer Name Requesting

department Service Contract Footer Response Time Estimated timeService Contract Footer Resolution Time Actual Time

2.3. ADMINISTRATION: Approval Procedures

2.3.1 Approval Stages

Menu Path: Administration ► Approval Procedures ►Approval Stages

Stage Name Stage DescriptionNo. of approvals

required Authorizer Department

1A/P Invoice - Controller A/P Invoice - Controller 1 Alex F. Obenza Controlling

2A/P Invoice – VP Finance A/P Invoice – VP Finance 1 Enrico Raymundo

3 MRR - Warehouse MRR - Warehouse 1 Joven M. Sobrecaray Warehouse

4 MRR - Controlling MRR - Controlling 1 Rosalima Robocca Controlling

3PO up to 50,000 (Staff)

PO up to 50,000 by Purchasing Staff 1 Ruben F. Cortes Purchasing

4PO up to 50,000 (Manager)

PO up to 50,000 by Purchasing Manager 1 Julius B. Yballe OTP

5PO over 50,000 - 500,000

PO over 50,000 - 500,000 by Purchasing Staff 2 Ruben F. Cortes Purchasing

Julius B. Yballe OTP

6PO over 500,000 up to 1,000,000

PO over 500,000 up to 1,000,000 2 Julius B. Yballe OTP

Inocencio R. Cortes Corporate

7PO over 1,000,000 above PO over 1,000,000 above 2 Julius B. Yballe OTP

Inocencio R. Cortes Corporate

Jose Ramon V. Cortes Corporate

8 Sales Order Sales Order 1 Nestor Saldivar Sales

9 Issue Voucher Issue Voucher 1 Joven M. Sobrecaray Warehouse





2.3.2 Approval Templates

Menu Path: Administration ► Approval Procedures ►Approval Templates

Name Description Originator Documents Stages Terms1 A/P Invoice A/P Invoice LIS005a - Jovita Landero

2 MRR MRRLIS002a - Cipriano A. Centural

Goods Receipt PO MRR Always

3PO up to 50,000 (Staff)

PO up to 50,000 by Purchasing Staff

LIS004a - Robert P. MacalamLIS004-B – Denis ApatanLIS004-C – Anjanette Cutamora

Purchase Order

PO up to 50,000 (Staff)

Total document is less than or equal to 50,000

4

PO up to 50,000 (Manager)

PO up to 50,000 by Purchasing Manager

UNS008 - Ruben F. Cortes

Purchase Order

PO up to 50,000 (Manager)

Total document is less than or equal to 50,000

5

PO over 50,000 - 500,000

PO over 50,000 - 500,000 by Purchasing Staff

LIS004a - Robert P. Macalam

Purchase Order

PO over 50,000 - 500,000

Total document is in range (50,001 - 500,000)

6

PO over 500,000 up to 1,000,000

PO over 500,000 up to 1,000,000


Purchase Order

PO over 500,000 up to 1,000,000

Total document is in range (500,001 - 1,000,000)

7

PO over 1,000,000 above



Purchase Order


Total document is greater than 1,000,000

8 Sales Order Sales Order

LIS011a - Nelie E. LesacaLIS011b - Ronald S. DubdubanLIS011c - Angelito Alvin S. Villano

Sales Quotation Sales Order Always

9 Issue Voucher Issue Voucher

LIS002a - Cipriano A. CenturalLIS002b - Rustico A. Gases Goods Issue

Issue Voucher Always

NOTE: Request for Approval of Work Notifications will be sent to Department Head of requesting department. Approval will be done through updating of service contract status

2.4. MASTER DATA

2.4.1 Profit Centers

Menu Path: Financials ► Cost Accounting ► Profit Centers# Center Code Center Name Group Code

1 1100 Technical 1000





2 1101 Production 1000

3 1102Office of the President 1000

4 1103 ITM 10005 1200 Quality Assurance 10006 1300 Mechanical 10007 1400 Electrical 10008 1401 Power Plants 10009 1500 FMP 1000

10 1710 Purchasing 100011 1720 Warehouse 100012 1800 Portsite 100013 1900 SAED 100014 2200 Quarrying/Crushing 200015 2201 BMH 200016 2202 Mobile 200017 2300 VRM 200018 2400 Coal plant/Clinker 200019 2510 FM#1 200020 2520 FM#2 200021 2600 Packhouse 200022 3100 Administration 300023 3200 Controlling 300024 3300 Corporate Mgt. 300025 3400 Treasury 300026 3500 Sales 3000

NOTE: When a new profit center is added to the system, the BP Master date (customer) should also be updated with the same information.

Profit center will be used to indicate the cost center where expenses being entered will be charged.

2.4.2 Business Partner – Customers *see separate sheetMenu Path: Business Partners ► Business Partner Master Data

2.4.3 Business Partner – Vendor *see separate sheetMenu Path: Business Partners ► Business Partner Master Data





2.4.4 Chart of Accounts *see separate sheetMenu Path: Financials ► Chart of Accounts

