EXECUTIVE SUMMARY

Company's ProfileNameAddress

Tel. #Fax #e-mailWebDate of IncorporationNational Tax No.Sales Tax No.

ManagementExecutive Directors Managing Director CEO COONon-Executive Directors Chariman Managing Director Director 1 Director 2 Director 3 Director 4 Director 5 Director 6 Director 7

Nature of BusinessAgriculturalCommercialFinancialManufacturingServicesAny Other

Corporate StatusProprietorshipPartnershipPublic Limited Co.Private Limited Co.Any Other

Associated ConcernsName of Concern Sponsoring Directors Nature of Business

Financial Highlights (for the last one year)Authorized CapitalShare CapitalGeneral Reserves / Unapp-ropriated Profit/LossLong Term LoansLease LiabilitiesShort Term Liabilities Creditors Accrued OtherFix AssetsLong Term InvestmentsCurrent Assets Stock in Trade Stores & Spares Trade Debtors Advances Deposits Prepayments Bank CashP & L Statement Turnover Gross Profit Admin Expenses Selling Expenses Financials Net Profit

Computerization StatusExisting 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 MatrixBranches

Epochs' RoleComputerization 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 LedgerSr. # 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

General LedgerSr. # Description Remarks

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

General LedgerSr. # Description Remarks

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?

General LedgerSr. # Description Remarks

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?

General LedgerSr. # Description Remarks

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

PurchasesSr. # Description RemarksSupplier 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

PurchasesSr. # 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

PurchasesSr. # Description Remarks

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

InventorySr. # Description RemarksMultiple Stores

1 Whether client's existing system is Manual Computerized

2 What type of stores are being maintained?

Item Database3 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 beingmade 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?

InventorySr. # Description Remarks

InventorySr. # Description Remarks11 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 Standard16 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.

InventorySr. # Description Remarks

InventorySr. # Description RemarksScrap 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 Warehouse29 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 Items32 List down the multiple groups of items.

33 At what levels the existing software handles the multiple groups of items?

InventorySr. # Description RemarksFacility 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 items39 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

InventorySr. # Description RemarksHandling 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 Verficiation54 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.

InventorySr. # Description Remarks57 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 Issues58 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, Standard61 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 Stocks63 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 Control66 Describe the client existing inventory levels

67 Does client require any modification in the existing system?

InventorySr. # Description Remarks

68 List down the existing related reports and formats for the required reports.

Consumption quantity and value information69 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

SalesSr. # DescriptionStore Order

1 Write down the client's sales order procedure and obtain its format

2 Mention authorised personals for sales order.

Payment Terms3 What are the procedures for handling payment terms?

Product Classification & Configuration4 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 Enquiry7 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 Enquiry10 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 Challan14 List down the procedure involved uptil the prepartion and recording of delivery

challans.

15 Please obtain a copy of format of delivery challan.

Invoice Generation16 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 Posting19 Mention the processing system of sales invoice recording

20 Whether it is online or Batch processing

Sales Return21 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 Handling24 Mention the credit policies of client

25 How credit policies are monitored Manual Sales System

Customer Analysis26 Whether Client presently makes any reports for customer analysis

27 Please obtain formats, also get Client's further requirements in this regard

Sales Forecasts28 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 Cost31 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 & Productivity33 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

IMPLEMENTATION QUESTIONNAIRE - SALES

SalesRemarks

IMPLEMENTATION QUESTIONNAIRE - PAYROLL

PayrollSr. # Description RemarksPayroll 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 Printing5 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 Tax8 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 Components11 List down the pay components of all the employees.

PayrollSr. # Description RemarksDeduction Components

12 List down the deduction components which will be available in the system for net salary calculation

Full & Final Settlement13 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 effectively16 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 Settings18 Obtain the farmula how the client will set employee wise and grade wise

salary component

Provision for Leave Encashment & Gratuity Calculation19 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 Monitoring21 Write down the procedure for daily attendance.

22 Whether it is manual or through any machine.

PayrollSr. # Description Remarks23 If attendance is through machine whether it is integrated with payroll

package or not.

Shift Handling & Employee-wise Shift Setting24 What is the current shift handling procedure?

25 How the current system provide employee wise shift setting?

Loan & Advances26 Write down the procedures for loan and advances to employees.

27 Mention how these laons and advances will be adjusted against monthly salaries.

Payroll Process28 Write the time of client payroll process and its frequency.

Bonus Process29 Write down the client policy that when and how bonus will be calculated.

Automatic Calculation of Pay Cheques30 Does the client require automatic calculation of paychecks or bank transfer

slips.

On Line Payroll Enquiries31 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