Systems imlementation for Kasetsart University

System Analysis and Design
Class AMCC 10
Voravannee Vinnie Tangsirikusolwong
January 2016
9.00 AM to 12.00AM

System Implementation
 ENTERPRISE RESOURCE PLANNING ERP VS ACCOUTING INFORMATION SYSTEMN
AIS (WHERE ARE WE?)
 Role of Users in Project Implementation Plan.
 Users Roles : End Users VS Supper Users.
 System Supports and Securities
 Set Up Application Access and Set Up Combination Rules Access.
 Example of Test Scripts and Why do we need them.

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEMS (1/2)
ERP systems focus primarily on intra-company processes—that is, the operations that are performed within an organization—
and they integrate functional and cross-functional business processes. Typical ERP systems support Operations (Production),
Human Resources, Finance & Accounting, Sales & Distribution, and Procurement.

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEMS (2/2)

Role of Users in Project Implementation Plan
Example of Project Life Cycle
The Stage:
• The Chart of Accounts have
to be completed designed
and ready to do the System
Configuration
• Implementation User/ Super
User will be involved with at
least from the stage till the
end.
The Stage: The User Acceptance
Tests are tested by End User/
Experience User

Project
Teams
Selected Steering Committee
Executive
Commissioner &
Leadership
Customers &
Stakeholders
TPDL PMO Structure – GovernanceStructure
Project Team
Lead GL-Team
Lead
AP – Team
Lead
AR- Team
Lead
PO Team
Lead
Fixed
Asset
Team Lead
Role and Responsibility: Project Structure Should Be
Project
Manager (PM
Role)
Project Manager (PM)

Security Set Up: Combination Edith Rules

Test Case, Test Sets and Test Scripts
Functional Requirement
• Any statement that describing a function that expect of
the system
Scenarios
• Any condition that may or could possible happen in the
production or the data from production
Test Case
• Input with the pre and post conditions = output

Test Case
• A group of test similar test cases that require
the same step to be executed
Test Script
• A set of step, manual to executed to a set of
similar test case

Example of Test Script – Three Way Matching

Test Scripts : Three Way Matching (1/5)
Match Voucher to Open Receipt - Using the three-way voucher method, you verify
that a billing amount is correct by matching it to your receipt records. This is also
used to process returns to vendor – the purchase order contains a negative quantity
– all returns are processed using 3 Way Match, including evaluated receipts
vendors.
3 Way Match is when the Purchase Order = Supplier Invoice = Order Receipts
The voucher is automatically created in this process. See the journal entry below
that is created but is not posted to the general ledger until the manual post or sleeper
is run.
Action Steps:
Match Voucher to Open Receipt
Receipts to Match
Primary Performers:
Accounts Payable personnel
Initiating Cues:
Receipt of INVENTORY product, which is non-auto pay and utilizes a Purchase
Order.
Completion Indicator:
Screen will return blank to the Match Voucher to Open Receipt [Voucher Match]
Screen
Journal Entry Created (but unposted):
Debit: Received Not Vouchered $XX.XX
Credit: Accounts Payable – Trade $XX.XX
GO TO SCRIPT “Client X Voucher Processing - Review, Approve & Post” for posting the
voucher
Document Control Information
Modified Date Modifier's Name Modifications made
10/03/YY Client Staff Script Creation
06/07/Y1 Client Staff Per Scott & to Client Xs
06/07/Y1 Client Staff Revisions for A/P processes
Approvers Name Date
Client X Financials > Accounts Payable > Daily Processing > Supplier & Voucher
Entry>Voucher Matching> Match Voucher to Open Receipt > Click “ADD” on the
Supplier Ledger Inquiry screen
1. Order Number: Enter the purchase order number. OP will default in as
document type, and the company number will default as 00001.
2. Voucher Num: Leave this field blank, the system will assign a number. Make
sure that PV defaults as the document type and the company is 00001.
3. Supplier: Enter the address book number of the supplier. Use the visual
assist if necessary. REQUIRED.
4. Invoice Number: Enter the correct invoice number. There should only be one
invoice per voucher; therefore, it is recommended that multiple invoices get
entered as one voucher. This field is required by Client X as a “best practice”
policy.
5. Co: Make sure this field defaults to 00001.
6. Branch/Plant: Enter branch/plant “1”
7. Gross Amount: Enter the total amount of the invoice to be paid including the
tax, but not including discounts. REQUIRED.
This will default in from the Receipts to Match program and can be overridden if the
Invoice Gross Amount is different than the PO Amount
1
2
3
4 5
6
7
8
9
10
11
12

1. Invoice Date: Enter the date of the invoice. REQUIRED.
2. G/L Date: Enter the date the transaction will post to general ledger.
REQUIRED.
3. Tax: Enter the total of the tax liability based on a particular supplier’s tax rate
and tax area.
4. Click inside the grid.
5. Click Receipts To Match in the Form Exit bar. The Select Receipts to Match
screen will activate.
1. Enter an “ * ” in the Branch/Plant field to search receipts for all Branch/Plants
2. Highlight the line or lines you wish to match. Click Select.
1. Click OK in the header row. You will return to the Match Voucher to Open
Receipt (Voucher Match) screen.
2. On Match Processing (OP) the system will default to “1”, which is Match
Open Amount. This is the most common option.
Select “4” to add a new line (for freight, etc.)
Select “7” to match and close balance on any remaining dollar amount to the
variance account (e.g. we have received 3 items for $3, but the invoice is for
$2 [and the 3rd item was “free”] we enter a Match Type “7” with a Qty to
Voucher of 3, and an Amt. to Voucher of $2).
3. Enter the Factor/SClient Xial Payee if it is different than the Supplier.
4. Enter the appropriate GL offset code for the business unit responsible fore the
liability. Client X = 1.
5. Click OK in the header row to complete the voucher match.
6. Click Cancel to close the Select Receipts to Match screen.
7. Click Close to close the Supplier Ledger Inquiry screen.
NOTES:
Always utilize Voucher Match with a “1” type for Inventory Purchase Orders.
Otherwise, use “7” type to eliminate open quantity and amount balances if it is known
that there will be no other receipts made on the sClient Xific order.
Tolerance rules apply. Invoices that are greater than 1% or $25 of the PO amount
will create a warning message.

To enter a new line (freight or additional charges) to the Voucher/PO:
1. Scroll to the next available detail line in the grid
2. Enter a “4” in the Match Processing field (OP column)
3. Complete the following fields:
 Qty to Voucher = 1
 Amount to Voucher = amount of charges (e.g $15 for freight)
 Description 1 = description of charges
 Expense account = the BU.OBJ code for the debit amount
 Order Number = PO number being matched
 GL Class = 1
Click OK to accept the voucher match.
To look up the Freight Handling Code from Voucher Match:
1. On the Voucher Match screen, take the Row Exit “Review Orders”
2. Enter the PO # in the Work with Order Details screen header and click Find
3. Highlight the order line we wish to view and click Header Revisions on the Row
Exit. This will take us to the Order Header screen shown below

1. From the Order Header screen take the Additional Info Form Exit menu. This will
take you to the Order Header- Additional Info screen shown below. Note the
Freight Handling Code to determine how freight is to be handled.
How to look up the GL Account number to determine where freight should be
coded:
1. Enter your Voucher Match header information as normal. When you take the
Receipts to Match Form Exit, click Find to display open receipts.
2. To view the details of the receipt, including the GL account number, highlight the
row for the PO you are matching and click on Receipt Details as shown above. The
following screen will display and give you the GL account number:

Note the GL account number and click Cancel to return to the Receipts
to Match screen.

Script ID Description
Configuration
UAT
Performance
Inter-module
Vendor Information
AP1001 Adding a vendor using auto-numbering. X
AP1002 Adding a vendor using manual numbering. X
AP1003 Adding a vendor using manual numbering. X
AP1004 Adding a US vendor using manual numbering. X
AP1005 Adding a vendor and placing on Hold. X
AP1006 To place a vendor on ‘Hold’. X
AP1007 To remove a vendor off ‘Hold’. X
AP1008 To change data for an existing vendor (address). X
AP1009 To change data for an existing vendor (location). X
AP1010 Adding a vendor conversation X
AP1011 Approving a vendor – Denied authority X
AP1012 Approving a vendor X
AP1020 To run the Vendor Detail Listing report X
AP1021 To run the Vendor Summary Listing report X
Voucher Entry
AP1101 Entering and saving a Voucher using auto-numbering. X
AP1102 Entering and saving a Voucher X
AP1103 Entering and saving a Voucher
AP1104 Entering and saving a Canadian Vendor voucher in US$
AP1105 Adding an ‘Express’ voucher
AP1106 Entering and saving a Voucher with taxes
AP1107 Adding an ‘Express’ voucher for vendor on hold.
AP1108 Enter a quick voucher
Voucher Processing
AP1201 Posting vouchers through Batch Process
Control Groups
AP1301 Adding and saving a Control Group X
AP1302 Adding an ‘Express’ voucher to a Control Group
Test Scripts :Documentation Tests

AP1305 Update a Control Group to be Reviewed
AP1306 Verifying and Closing a Control Group
AP1310 To run the Control Group Register report
Managing Vouchers
AP1401 Entering a voucher that requires a separate payment
AP1402 To put a voucher on ‘Hold’
AP1403 To put a voucher on ‘Hold’
AP1404 Enter an ‘Express’ voucher as a prerequisite for test AP1404
AP1405 To delete a voucher
AP1406 To ‘Close’ a voucher
AP1407 To ‘Unpost’ a voucher
Creating Payments
AP1501 Adding and saving an Express Cheque
AP1502 Adding and saving an Express Cheque
AP1503 Verify no Express Cheque issued for a vendor on hold.
AP1504 Deleting a voucher payment
AP1505 Posting a Payment
AP1506 To void a voucher payment and reissue
AP1507 To create a pay cycle
AP1508 To process a pay cycle (Payment Selection)
AP1509 Running the Trial Register report
AP1510 To process a pay cycle (Payment Printing)
AP1530 To Process Pay Cycle selection for multiple companies
AP1531 To process a pay cycle – Payment printing for multiple companies.
AP Inquiry and Reports
AP1601 To run an inquiry on a voucher
AP1602 To inquire on the Detailed Charges of a voucher
AP1603 Inquiring on the Voucher Accounting Entries
AP1604 To run the Voucher Register
AP1605 Running the Posted Voucher Listing report
Voucher Contracts
AP1701 Adding a recurring contract
AP1702 Edit Vouchers: Initiate through Batch Process
AP1703 Edit Vouchers
AP1704 Running the Recurring Voucher Contracts report
AP1705 Running the Recurring Voucher Detail report
Script ID Description
Configuration
UAT
Performance
Inter-module
Test Scripts :Documentation Tests

Tools to Design Business Process Reengineer (BPR)

TYPE PRIORITY DATE LAST (days)
* * 05/30/2013 30
# ISSUE TYPE PRIORITY OPENED ON OPENED BY CLOSED ON CLOSED BY NOTES
1 Issue #1 Type 2 Medium 02/01/2013 James 02/04/2013 James
2 Issue #2 Type 2 Low 02/01/2013 Kim 02/01/2013 James
3 Issue #3 Type 3 Low 02/04/2013 Lilly 02/04/2013 Lilly
4 Issue #4 Type 1 Medium 02/04/2013 Lilly 02/05/2013 Lilly
5 Issue #5 Type 1 Medium 02/04/2013 James 02/04/2013 Ted
OPEN vs. CLOSED ISSUE TRACKER
1 1 1 1
3 3 3
4 4 4
6
7 7 7
8 8
11 11 11 11
12 12 12
13
14 14 14 14 14
15
2 2 2 2
3 3 3 3
4 4
5
7 7
8
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10 10
11 11
13 13 13 13
14
15 15 15 15 15
/1/1 / /1 / /1 /4/1 / /1 / /1 /7/1 / /1 / /1 /1 /1 /11/1 /1 /1 /1 /1 /14/1 /1 /1 /1 /1 /17/1 /1 /1 /1 /1 / /1 / 1/1 / /1 / /1 / 4/1 / /1 / /1 / 7/1 / /1 / /1 / /1
Tools to Design Business Process Reengineer (BPR)

Systems imlementation for Kasetsart University

Systems imlementation for Kasetsart University

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