18.1 Assets register to provide all the details about every asset in the books of accounts, Some of the critical details include:
18.1.1 Asset no. with part no. and asset depreciation
18.1.2 Date of capitalization, original cost, accumulated depreciation and WDV 18.1.3 Additions and deletions from assets over a period
18.2 Reports on transactions during the year such as:
18.2.1 Purchase of new assets 18.2.2 Sale of assets
18.2.3 Details of sale, transfer and written off 18.2.4 Costing of Saleable Assets
18.2.5 Capital work in progress computation
18.3 Location details of assets to be used for physical verification 18.4 Assets Registers with grouping
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
18.5 Supports sale of asset, cost of sale and carries out profit and loss Calculation
18.6 Posting of capitalization, depreciation, sale of asset is automatic base on predetermined characters
18.7 Supports automatic calculation of profit or loss on sale of assets based on book depreciation
18.8 Cost center, location of asset
18.9 Unit of measurement of asset such as meters, feet, kgs etc
19.0 CASH MANAGEMENT – REQUIREMENTS
19.1 General Function
19.1.1 Ability to monitor payment flows and safeguard liquidity
19.1.2 Ability to incorporate the Sweep A/c principle wherever it is on ground
19.1.3 Ability to generate an encrypted up loadable bank file for making online payments 19.1.4 Ability to update the cash position on a real time basis
19.2 Bank Reconciliation
19.2.1 Ability to enter bank statement details manually & electronically to match bank transaction information in system
19.2.2 Ability to record bank statement transactions that can be recorded include, but should not be limited to:
19.2.2.1 Bank and other charges 19.2.2.2 Interest received or payment 19.2.2.3 Electronic fund transfers 19.2.2.4 Periodic payments
19.2.2.5 Dishonored cheques (Incoming/Outgoing)
19.2.3 Allows defining the criteria for bank reconciliation and carries out bank reconciliation based on pre-determined criteria.
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM 19.2.4 Ability to automatically generate postings into the General Ledger for Outgoing
Cheques/ Transfers / Cleared cheque/ bank transfer data delivered by the bank to generate the clearing entries (i.e. debit Bank Clearing account, credit Actual Bank account).
19.2.5 Ability to provide function to overview cheque deposit processing status on line 19.2.6 Ability to record stop payment of cheques
19.2.7 Ability to enable the matching of multiple receipts in the system with a single receipt transaction on the bank statement
19.2.8 Ability to allow for short term planning from sources affecting the cash position. This includes:
19.2.8.1 Bank balances
19.2.8.2 Notified incoming payments posted to the bank account
19.2.8.3 Incoming payments (e.g. cheques) with a Incoming payments (e.g. cheques) with a 19.2.8.4 Outgoing cheques posted to the bank clearing account
19.2.9 Ability to allow update of bank balance by Ability to allow update of bank balance by bank accounts
19.2.10 Ability to group bank accounts in a logical hierarchy by type of account
19.2.11 Ability to display bank accounts by group and in more details by bank accounts via drill down
19.2.12 Ability to link payment with cheque transfer to stale cheque accounts as per OTPC rules or Act
19.3 Cash Management for Accounts
19.3.1 Ability to transfer funds from Head Quarter (HQ) to required location
19.3.2 Ability to select proposed bank transfer amount based on individual account, multiple accounts or group of accounts
19.3.3 Ability to automatically generate a proposal of amounts, by bank accounts, that can be transferred based on user defined rules
19.3.4 Ability to edit proposed bank transfer Ability to edit proposed bank transfer
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
19.3.5 Ability to delete bank transfer proposal
19.3.6 Ability to provide information such as planned opening balance, transfer amount and closing balance by bank account
19.3.7 Ability to create, change and delete payment advice to sending (i.e. collection) and receiving (i.e. main) bank account
19.3.8 Ability to create bank correspondence
19.3.9 Ability to post payment advice to the sending and receiving bank account 19.3.10 Ability to post manually and automatically to the General Ledger
19.3.11 Ability to provide function to allow update of bank balance by bank Accounts 19.3.12 Ability to compare actual bank balance against forecast cash outflow
19.3.13 Ability to compute forecast excess or deficit in bank account
19.3.14 If forecast available balance is positive (e.g. excess cash). Ability to:
19.3.15 Provide information such as planned opening balance, closing balance by bank accounts
19.3.16 Create, change and delete payment advice to main bank account 19.3.17 Create bank correspondence and/ or print cheque
19.3.18 Post payment advice to the main bank account
19.3.19 Post manually & automatically to the General Ledger (e.g. Bank and Deposit account) 19.3.20 If forecast available balance is negative (e.g. deficit cash position. Ability To:
19.3.21 Provide information such as planned opening balance, closing balance by bank accounts
19.3.22 Post manually & automatically to the General Ledger (e.g. Bank and Deposit or Borrowing account). Interest upon maturity of deposit should also be posted
19.3.23 Ability to forecast cash outflow based on Liabilities from Accounts Payable and borrowings, payroll due within a user specified period & User-defined level.
19.3.24 Ability to provide function to create, change and delete payment advice from sending bank (e.g. main) account to receiving (e.g. payment) bank accounts
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
19.3.25 Ability to post payment advice to the respective bank account
19.3.26 Ability to post automatically to the respective bank accounts in General Ledger 19.3.27 Ability to transact thru e-banking.
19.3.28 Ability to alert in case of cash payments exceeding defined limits.
19.3.29 Ability to provide analysis for optimization of cash flows.
19.3.30 Ability to support automatic cheques reconciliation 19.3.31 Ability to support Investment Management
19.4 Cash Flow Forecast and Information Systems 19.4.1 Ability to have Electronic bank reconciliation
19.4.2 Ability to have Journal/ posting overview (e.g. bank transfers)
19.4.3 Ability to have comparison between actual cash flows with forecasted cash flows 19.4.4 Ability to produce forecast cash flow statement for at least 12 or more months with
the following minimum details:
19.4.4.1 Opening balance
19.4.4.2 Cash outflows for Loans / Capital projects / Revenue expenditure / Tax / Project Expenditure / Others (user defined)
19.4.4.3 Ability to provide drill down capabilities to view details of outflows & Inflows 19.4.4.4 Receivables as expected incoming payments
19.4.4.5 Payables as expected outgoing payments 19.4.4.6 Planned payments of wages and salaries 19.4.4.7 Investments and borrowings
19.4.4.8 Planned tax payment 19.4.4.9 Others (user defined)
19.4.5 Ability to forecast these cash outflow and inflows based on:
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
19.4.5.1 Fixed deposit and borrowing terms
19.4.5.2 Consolidated forecast of capital projects expenditure from Project Management 19.4.6 Ability to enter forecast cash flow amount manually
19.4.7 Ability for the units to enter their cash flow forecast, which will get tracked with their actual spending on a real time basis
19.4.8 Ability to support Loan accounting (Banks, Financial Institutions) with reference to cash credit, Equipment funding etc,
19.4.9 Ability to determine net fund requirement and availability.
19.4.10 Ability to perform trend analysis.
19.4.11 Ability to adjust due dates for statutory payment based on declared holidays by bank,
19.5 Vouchers
19.5.1 Ability to add / delete / modify / enquire / post Cash receipt & cash payment vouchers with details like voucher number, token number, date, summary of funds (project wise), activity , contracts , cash account details, narration , others (user defined)
19.5.2 Ability to add / delete / modify / enquire /post Bank receipt & bank payment vouchers with details like voucher number, token number, date, summary of funds (project wise), activity , contracts , bank account details, narration , instrument number, date, others (user defined)
19.5.3 Ability to add / delete / modify / enquire / post journal vouchers with details like voucher number, token number, date, party details, debit trial, credit total, others (user defined)
19.5.4 Ability to generate transfer vouchers with details like voucher number, control account, instrument details, debit total, credit total , others (user defined)
19.5.5 Ability to post all types of vouchers in General Ledger after approval from concerned OTPC official by workflow approval
19.6 Reports
19.6.1 Ability to generate day books for , but should not be limited to:
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
19.6.1.1 Cash Receipt 19.6.1.2 Cash Payment 19.6.1.3 Cash Book 19.6.1.4 Bank receipt 19.6.1.5 Bank Payment 19.6.1.6 Others (user defined)
19.6.1.7 Allows to view and print cheque deposit statement for a day.
19.6.1.8 To extract Fund flow and cash flow statement
20.0 COSTING & FINANCIAL CONTROLLING – REQUIREMENTS 20.1 General Functions
20.1.1 Should define cost centers based on internal reporting requirements, plan actual comparison of overheads
20.1.2 Allows grouping of cost centers in a tree structure at least up to 5 levels 20.1.3 Ability to define organization structure in hierarchy at various level 20.1.4 Ability to define main and alternative organization structure
20.1.5 Ability to integrate with the following modules at on-line basis in order to monitor and analyze reporting, but should not limited to:
20.1.5.1 General Ledger 20.1.5.2 Asset management 20.1.5.3 Project Management 20.1.5.4 Budgeting
20.1.6 Ability to upload data from external system, for example, Excel spreadsheet, Access format etc. into application system.
20.1.7 Ability to download information to spreadsheet (e.g. Excel), format etc. for user analysis.
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM 20.1.8 Should support Period-end closing for assessments & settlements, settlements of
variance, etc.
20.2 Allocations
20.2.1 Ability to allocate cost in various levels, for example Department/ Division/ Activity / Others
20.2.2 Allows transfer of cost from one cost center to another cost center:
20.2.2.1 On ad-hoc basis – manual transaction online
20.2.2.2 On predefined criteria including specific amount, percentage or formula 20.2.2.3 In case of formula, flexibility to change formula with an effective date
20.2.3 Ability to allocate actual or budget amount based on Fixed percentage / Variable percentage / Level of activity or statistical information / Budgeted value/ quantity 20.2.4 Ability to process allocations with ability to amend details prior to Allocations 20.2.5 Ability to reverse allocations
20.2.6 Ability to simulate allocation method to check the correctness before update run 20.2.7 Ability to run iterative/non-iterative cost allocation processing in system
20.2.8 Ability for mass allocations posted / reversed
20.2.9 Ability to monitor and print allocation report before closing account 20.2.10 Ability to allocate cost and expense between department/ division/ Others 20.2.11 Flexibility to transfer cost pertaining to specific expense head only
20.2.12 Flexibility to retain origin information of cost even after transfer of costs 20.2.13 Reporting for Plan Vs Actual
20.3 Analysis
20.3.1 Ability to support comprehensive and flexible information system to analyze costs and expenses within OTPC
20.3.2 Ability to analyze costs and expenses online, and trace them right back to the original document
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
20.3.3 Ability to analyze costs and expense separate by responsibility area in account code level, account group level
20.3.4 Ability to display and call up details of allocation method via system 20.4 Activity Base Costing (ABC)
20.4.1 Ability to integrate with the following modules at on-line basis in order to monitor and analyze reporting, but should not limited to:
20.4.1.1 General Ledger 20.4.1.2 Project Management 20.4.1.3 Budgeting
20.4.1.4 Payroll
20.4.2 Ability to support multiple currencies
20.4.3 Ability to monitor and control cross OTPC business processes 20.4.4 Ability to support ABC concept
20.4.5 Ability to define cost allocation in OTPC
20.4.6 Ability to automatically take resource driver and activity driver from System 20.4.7 Ability to provide flexible mapping rules
20.4.8 Ability to upload data from external system, for example, Excel, CSS format etc Access into application system.
20.4.9 Ability to determine lifetime of define rules and relationships
20.4.10 Ability to set security restrictions at various levels for user access to specific models, period data sets, the type of access (create, change, display)
20.5 Enquiry/Reporting
20.5.1 Ability to provide user defined reports for analysis 20.5.2 Ability to provide resource analysis
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM 20.5.3 Ability to serve user to follow all costs to their origin, even down to the document
level
20.5.4 Ability to monitor, analyze and evaluate reports on real time access
20.5.5 Ability to download information to spreadsheet (e.g. Excel), CSS format etc for user analysis.
20.5.6 Ability to transfer data to required application 20.6 Project Management – Costing
20.6.1 Ability to define the details of the project on-line, but should not limited to:
20.6.1.1 Project type
20.6.1.2 Project ID, Project name 20.6.1.3 Project responsible person 20.6.1.4 Budget
20.6.1.5 Start date, finish date
20.6.1.6 Resource required for the work that is carried out internally/ externally in a project 20.6.2 Ability to integrate with the following modules at on-line basis in order to monitor
and analyze reporting, but should not limited to:
20.6.2.1 General Ledger 20.6.2.2 Asset Management 20.6.2.3 Budgeting
20.6.2.4 Payroll
20.6.3 Ability to upload data from external system, for example, Excel, CSS format, Access into application system
20.6.4 Ability to download information to spreadsheet (e.g. Excel), CSS format for user analysis.
20.6.5 Ability to trace cost/ expense by project.
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM 20.6.6 Ability to automatically link wages/ Overtime/ other benefit from human resource
module to project system module
20.6.7 Ability to calculate and post interest from loan to project
20.6.8 Ability to settle costs and expenses occurred in project to fixed asset, WIP or expenses by percentage, pro-rate or actual amount after closure of project
20.6.9 Ability to automatically link to record fixed asset in asset module
20.6.10 Ability to prohibit to post transactions from other module to this project after closing project
20.6.11 Ability to post revenue to project 20.6.12 Ability to monitor profit/loss in project 20.7 Enquiry/Reporting
20.7.1 Ability to provide flexible and comprehensive information system that assist to monitor and control project easier
20.7.2 Ability to monitor, analyze and evaluate various information:
20.7.2.1 Commercial project reports in hierarchy (single projects, partial projects or across several projects)
20.7.2.2 One or more projects in details by required element
20.7.3 Ability to monitor budget / commitment / actual reports by monthly, quarterly and yearly on real time basis
20.7.4 Ability to monitor cumulative budget/commitment/actual reports 20.7.5 Ability to monitor project progress by viewing completion % 20.7.6 Ability to check history data from system, but not limited to:
20.7.6.1 Start and Finish date 20.7.6.2 Resources usage
20.7.6.3 User who change budget 20.7.6.4 Project Status
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
20.7.6.5 User who close project
20.7.7 Ability to create own reports to for specific information needs
20.7.8 Ability to view all information in the project immediately after entering data via other integrated modules and can run the reports in the background
20.7.9 Ability to view on-line reports in graphic and Gantt chart & other formats as per OTPC requirement
20.7.10 Ability to download reports to Excel spreadsheet, Microsoft word, CSS format etc. for OTPC user analysis
21.0 BUDGETING
21.1 Budgeting – General Functions
21.1.1 Ability to create the following budget, but not limited to:
21.1.1.1 Revenue budget
21.1.1.2 Capital Expenditure budget
21.1.1.3 Flexible budget based on the activity levels 21.1.2 Ability to prepare budget with Bottom-up method
21.1.3 Ability to import or export budget details from / to external systems electronically (e.g. Spreadsheet –Excel)
21.1.4 Ability to provide Windows-based spreadsheets for budget preparation
21.1.5 Ability to check and balance the detailed level budget and the summary level budget.
21.1.6 Ability to navigate within the budget hierarchy (e.g. expand / collapse structure, drill down for details).
21.1.7 Ability to provide a graphical representation of the budget hierarchy.(bar graph, trend line, others)
21.1.8 Ability to calculate and compare budget vs. actual in by amount variance &
percentage variance (activity wise)
21.1.9 Ability to provide text facility to document any changes made and reasons of amendments within each version of budget.
21.1.10 Ability to retain user-specified versions of the budgets upon subsequent reviews
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
21.1.11 Ability to maintain the original budget version and the revised budget Version 21.1.12 Ability to update the original budget by
21.1.12.1 Increasing the budget amounts 21.1.12.2 Reducing the budget amounts 21.1.13 Ability to transfer budget amounts.
21.1.14 Ability to allow changes to be made to the 5 year forecast revenue, plan and expenditure items either by manual entry and electronic upload
21.1.15 Ability to control the following activities by account, date of change and user IDs:
21.1.16 Ability to unlock such budgets to reflect budget changes
21.1.17 Ability to lock subsidiary budgets and master budget so as no changes can be made once approved
21.1.18 Ability to support multiple currency
21.1.19 Ability to carry over unspent budget amount from previous years to assist in budgeting for next year
21.1.20 Assist in budgeting by showing the estimates of the last year 21.1.21 Able to analyze and help in decision making by producing scenarios 21.2 Revenue/ Operating Expenditure budget
21.2.1 Ability to define a revenue/ operating expenditure budget hierarchy for responsibility areas within the organization to facilitate control and monitoring
21.2.2 Ability to classify hierarchical revenue and expenditure items
21.2.3 Ability to provide edit functions to create, insert, copy & delete a responsible area or revenue / expenditure item within the hierarchy.
21.2.4 Ability to identify revenue and expenditure as controllable to and uncontrollable for budget control purposes.
21.2.5 Ability to disallow posting into GL account w/o budget approval 21.2.6 Ability to allow posting into a GL account only after approval of budget
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
21.2.7 Ability to control authorization to create, change, delete, budget, transfer and post by Budget version
21.2.8 Ability to copy budget values into a new budget version from a reference budget version and by selecting specific revenue/ expenditure accounts
21.2.9 Ability to revalue budget by percentage and by fixed amount
21.2.10 Ability to provide formula (user-defined) planning/ budgeting at the lowest level 21.2.11 Ability to update budgets on-line, either individually and in mass only at specified
windows
21.2.12 Ability to provide a text editor functions up to the lowest budget level (i.e. revenue/
expenditure accounts) to capture supporting workings that derive the budget amount.
21.2.13 Ability to record budgets at all levels of the chart of accounts (all views of account number up to lowest level of the accounts and all levels of state wise groupings / phase wise groupings / bypass / others (user defined)
21.2.14 Ability to allow input budget data at detail level with automatic roll-up to summary level by using aggregation of account (i.e. revenue and expenditure items) at multiple levels of consolidation.
21.2.15 Ability to allow input budget data at higher level within the budget hierarchy and perform the following:
21.2.15.1 Manually allocate amounts to detail level based on user-specified Methods 21.2.15.2 Allocate via automatic pro-rate apportionment to user-specified detail accounts.
21.2.15.3 Allocate budgeted overheads at the same level that actual expenses was allocated or based on information from other accounts
21.2.16 Ability to incorporate algebraic, mathematical and logical formulas into cost allocation formulas at the lowest budget level.
21.2.17 Ability to maintain statistical information in the budget (such as budgeted units of electricity consumed) for several different activities
21.2.18 Ability to provide the option to reflect changes to amounts in a new budget version or without indicating budget as a new version (i.e. overwrite original budget).
21.2.19 Ability to prepare revise budgets / modified budgets at least twice in a Year
Project: IMPLEMENTATION AND MAINTENANCE OF SAP ERP SYSTEM
21.2.20 Ability to check and highlight missing, incomplete budget items prior to consolidation 21.3 Capital Expenditure Budget
21.3.1 Ability to use multiple currency for capital expenditure budget
21.3.2 Ability to disallow posting into a GL account prior to approval of budget
21.3.3 Ability to provide the option to reflect changes to amounts in a new budget version or without indicating budget as a new version (i.e. overwrite original budget).
21.3.4 Ability to provide text editor function for budget exceed
21.3.5 Ability to determine the budgeting start year and the number of years in the future for which budgeting is allowed.
21.3.6 Ability to define user-defined budgeting period, e.g. 1 year, 3 years or 5 Years 21.3.7 Ability to define sub-period budgets, e.g. monthly, quarterly, semiannually, or
annually
21.3.8 Ability to create and maintain at 12 months rolling budget
21.3.9 Ability to carry forward budget outstanding from projects to the following fiscal year 21.3.10 Ability to carry forward commitment amount from projects to the following fiscal year 21.3.11 Ability to support multiple budgets by revenue accounts and expense accounts 21.3.12 Ability to update budgets on-line
21.3.13 Ability to provide the option to reflect changes to amounts in a new budget version
21.3.13 Ability to provide the option to reflect changes to amounts in a new budget version