OneSource Business Process
Analysis (BPA) Company Name:
Version:
10.0601
|
The OneSource Business Process Analysis
(BPA) is a series of questions designed to: o
Help us (OneSource) understand your unique needs so we can help
you setup and use OneSource is the most efficient and effective means
possible, o
Help us help you find
the answers to the questions you have, in the context of each business
process. o
Help you think about and
remember your business process steps and needs one department or process at a
time, o
Help you come up with a
list of Pilot (hands-on practice) scenarios.
These Pilots can be used by your company to help each person in your
company who will be using OneSource learn from hands on practice of real scenarios. |
q BPA 1.1 -
Managing Suppliers & Vendors
o
A -- (Terminology):
§
In OneSource a Supplier
is a company that you buy products and services to resell.
§
In OneSource a Vendor
is a company that supplies products and services that you consume (such
as rent, the light bill, office supplies, carpet cleaning, etc…)
o
B -- General Information:
§
Approximately how
many total Suppliers do you have?
§
Approximately how
many of these Suppliers are do you buy from actively?
§
In terms of your
primary Suppliers, what is the average lead time to receive shipments after a
§
Do any of your
Suppliers offer an early payment discount?
§
Approximately how
many Vendors do you have?
§
Are there any
special, out of the ordinary fields that you track in your Supplier and Vendor
records?
o
C -- Are there any other special
considerations in this area that would be helpful for us to know?
q
BPA 1.2 - Managing
your Inventory of Products & Services
o
A -- Inventory List:
§
Approximately how
many total “product” items do you have in your current software system?
§
Approximately how
many total “service” or “labor” items do you have in your current software
system?
§
Approximately
what percentage of the items on your entire list of products and services are
“inactive” or no longer actively sold or provided by you?
§
Approximately how
many of the “active” product items do you actually stock?
§
Approximately
what percentage of the “active” items have an accurate Retail/List Price?
§
Approximately
what percentage of the “active” items have an accurate Supplier name?
§
Approximately
what percentage of the “active” items have an accurate Supplier Cost?
§
(Assuming that
with OneSource you would not be “required” to add items to the system if you
believe you may only sell them once), going forward, approximately how many
items might you add to OneSource each day or week or month?
o
B -- Numbering & Categorizing Your Inventory of
Items
§
How do you
determine how each of your items is numbered?
§
Do you have some
type of a Naming Convention that determines how new and existing Item Numbers
are created and named?
§
Do you categorize
and sub-categorize your inventory items?
§
If so, how many
layers of categories do you have/want?
§
Are
there any other special considerations in this area that would be helpful for
us to know?
o
C -- Pricing Your Inventory Items
§
How does your industry
generally price items? (With a
Retail/List price? A discount off of Retail/List, a particular margin, a
particular markup, a markup by divisor, a multiplier, a net price per item/per
customer, with a series of price “codes”, such as an A Price Level, a B Price
Level, a C Price Level, etc…)
§
How does your
company generally price your items?
§
Do you do pricing
this way because that’s exactly how you want to price items, or because that
was the most feasible way in your current software application?
§
Would you
consider changing the method(s) that you use to price items if it was easy to
setup, easier to maintain, and provided a higher overall margin on each order?
§
Do you have
different categories or groups of items for pricing purposes? (For example, suppose
you sold Pianos, Guitars, Drums, Keyboards, etc. Would you possibly group the
Piano’s together so all Piano’s could be sold for Margin X (for high volume
customers) and Margin Y (for lower volume customers), and so on for the
Guitars, Drums, Keyboards, etc…
§
Do you tend to
stick to one pricing method or do you price different types of items with
different methods (or certain customers with different methods)?
§
How much time
would you say you spend setting up pricing for each new customer?
§
How much time
would you say you spend each month, or quarter, or year updating your item
prices?
o
D -- Special Orders & Drop Shipments
§
Terminology:
·
A “Special Order”
in OneSource is generally considered to mean that you do not “stock” the item
and that you generally “Special Order” the item after the sale of the
item.
·
A “Drop Shipment”
in OneSource is generally considered to mean that you are “Special Ordering” an
item from a Supplier to be shipped directly to your customer.
§
Approximately
what % of the items you sell each day or week are Special Orders or Drop
Shipments?
§
Are
there any other special considerations in this area that would be helpful for
us to know?
o
E -- Inventory Locations & Warehouse:
§
How many
locations or warehouse do you stock your materials in?
§
Approximately how
many items are stocked/stored in more than one location in any given warehouse?
§
Approximately how
many square feet of warehouse space do you have in each of your warehouses?
§
How many isles
and rows of inventory do you have?
§
Do you identify
each location by Row, Shelf, Bin, etc?
If so, please explain the general way you number/store items?
§
Do any of your
Suppliers store items for you in their warehouse?
§
Do any of your
Suppliers “consign” any items to you stored in your warehouse?
§
Do any of your
Suppliers manage your inventory levels for you?
§
If so, how does
this process generally work and what is your part of this process?
o
F --
§
Do you buy/sell
shipments of items that are tracked and identified by a unique
§
What percentage
of your sales represent these types of items?
§
Are
there any other special considerations in this area that would be helpful for
us to know?
o
G -- Tracking Inventory Items with Differing Styles,
Colors with the Same Item Number
§
Do you sell any
items that basically identical, but differ in the size, color, or style—and do
NOT have a unique Item Number for each variation if the size, color, or
style? (If so, please explain your need
in this situation).
§
Are
there any other special considerations in this area that would be helpful for
us to know?
o
H -- Serial Number Tracking
§
Do you buy/sell
any items that have a unique serial #?
·
If so, do you
create the serial # or is the serial # already affixed to the item?
·
If the serial #’s
are already pre-assigned, do you need to sell groups of serialized items like
serialized bingo cards or gift certificates?
§
Are
there any other special considerations in this area that would be helpful for
us to know?
o
I -- Assemblies (or sometimes known as “kits”)
§
Do you assemble
two or more items together into a new product?
§
Do you assemble
two or more items together into a “kit” of products?
§
If so, do you
track or include any labor or assembly costs in these assemblies?
§
What percentage
of the items that you sell are assembly items?
§
Do you generally
assemble items in advance of the sale or after the sale?
§
Do you currently
have or need the ability to change which items go into an assembly “on the fly”
at the time of the sale?
§
Are any of the
items that you sell in assemblies “Special Ordered”?
·
If so, how
prevalent is this scenario?
§
Are
there any other special considerations in this area that would be helpful for
us to know?
o
J -- Inventory Bar-coding
§
What percentage
of the items you stock have a barcode?
§
Do you use any
type of barcoding hardware and software?
·
If so, can you
tell us as many details about this as possible?
·
If not, are you
interested in using bar-coding hardware and software to help manage your
inventory?
o
K -- Other Information
§
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 1.3 - Purchasing
Inventory Items
o
On average, how
many
o
On average, how
many hours per week are spent determining (1) how many of each item to buy, (2)
creating the PO, and (3) faxing, phoning, or emailing the
o
How do you
determine if a stocked item needs to be replenished?
o
How do you track
special order items that need to be ordered?
o
How do you track
o
How do you track
items that are only partially received / back ordered?
o
How do you track
items that need to be returned for credit or replacement?
o
Do you maintain
inventory Min/Max levels?
o
Is your business
cyclical in nature?
§
If so, how
so? And what challenges does that create
for the purchasing tasks?
o
What are some of
the special ordering terms that your Suppliers require of you?
o
If you have more
than 1 warehouse or location, how does the purchasing take place for the other
locations?
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 1.4 - Receiving
/ Stocking Inventory Items
o
What are your
general step-by-step procedures to receive items (in terms of counting,
storing, reconciling, shipping back orders, documenting, etc.)
o
Are
there any other special considerations in this area that would be helpful for
us to know?
o
How do you track
PO Back Orders?
o
Do you ever need
to move un-received items from one PO to another
o
How do you track
damaged items?
o
How do you track
items that have been returned to you by your customers? Do you generally return them to stock or
return them to the Supplier?
o
Do you receive
items in using a bar-coding scanner/system?
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 2.1 - Creating
& Managing Customers & Prospects Records
o
A -- Customer List:
§
Approximately how
many customers do you have on your list of customers?
§
Approximately
what percentage of these customers are “active” customers?
o
B -- Prospective Customer List:
§
Do you manage a
list of prospective customers?
§
If so, where is
this list managed and approximately how many records are on this list?
§
Do you send form
letters, mailers, faxes, or bulk email to these prospects?
o
C -- Tracking and Scheduling Activities:
§
Does your current
system allow you to track multiple individual contacts for each customer,
including contact names, title, phone #’s, email address, birthday, etc?
§
How do your sales
reps track phone calls made and follow up phone calls to make?
§
How do your
customer service reps track phone calls made and follow up phone calls to make?
§
Do your sales or
customer service reps send out form letters?
o
D -- Customer Service Activities:
§
Do your customers
tend to ask a lot of questions about order status, pricing, item stock levels,
past sales history info, etc?
§
If so, please
list as many of the unique types of questions asked and types of information
you are needing to find:
·
…
·
…
·
…
§
What special
information do you track about your customers?
§
How can we help
you improve your customer service?
o
E -- Are there any other special considerations in
this area that would be helpful for us to know?
q
BPA 2.2 - Establishing
Default and Custom Prices for the Items You Sell to Each Individual Customer
o
In Pilot 1 you
were asked to explain a few things about how you generally price items. Please explain here how this general way of
pricing items is applied (case by case) with individual customers?
o
If you do have a
sort of “matrix” of prices (price levels/codes) for different types of items
for each customer, do you know or believe that this pricing is easily
exportable (so we can import all of the unique prices for items for each
individual customer).
o
On average,
approximately how many different items do you sell to each customer? (For example, you may have 2000 items on your
item list and Customer A may routinely buy only 10 of the items, while Customer
B might routinely buy 25 other items).
o
Is the number
generally small enough (and is it feasible or necessary) to give customer their
own price for each item you sell to them?
o
In general, do
your customers expect a particular “exact” price for items, with some type of
formal notification when prices will change, or are you generally able to
increase or decrease your prices with the market value of each item?
o
On average how
often to your “costs” for items change?
o
Do you give each
customer a particular price code or level or discount for all items? Or rather, do you set different price codes
or levels or discounts for various groups or types of items?
o
In other words,
on the whole, does your current pricing method provide a way to give any
particular customer a better than average price on certain types of items,
average pricing on other types of items, and still higher than average pricing
on other groups of items?
§
If not, would
this type of “Custom” pricing / flexibility be useful to make your prices more
exact, per customer, and therefore as competitive as necessary on certain type
of items (or individual items) and less competitive (more profitable) on
certain other types of items?
o
Does your current
system offer a type of “template” of prices, where you price items with certain
discount or set prices by the type of item and/or individual item?
§
If so, do you
have the ability to export these pricing templates?
§
If not, would you
like to download the Custom Pricing Template Worksheet to simplify the
creation of Product Pricing Groups and Custom Pricing Templates?
o
How often then do
you need to change/adjust your prices to your customers?
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 2.3 - Creating
& Managing Quotations, Estimates, and Proposals
o
Do you create
Quotations?
o
Do you create
Estimates?
o
Do you create
Proposals?
§
If yes to any of
these, which application(s) do you use to produce the document(s)?
o
Assuming that
Quotations, Estimates, and Proposals will now be hereinafter referred to simply
as “Quotations”, approximately how many Quotations do you generate each week?
o
How do you
generally send the document to your customer/prospective customer?
o
Do your
Quotations have a bottom line total, or just a total for each line item?
o
Do you group
and/or subtotal groups of items on your Quotations?
o
Do your
Quotations expire a certain number of days later?
o
Do you convert
Quotations into Sales Orders? If
how, approximately how many per day or week?
o
Do you schedule
follow up calls on your Quotations?
o
Are there any
other documents that you send along with your Quotations?
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q BPA 2.4 - Creating & Managing Sales Orders (or Work
Orders):
o
NOTE:
Hereinafter we’ll refer to a Sales Order as an “Order”.
o
A -- Order Entry Process:
§
Please take a
moment to itemize out, in rather detailed form, the typical workflow/process
that an order goes through…
·
…
·
…
·
…
·
…
·
…
o
B -- General Order Entry Info:
§
On average,
how many new Orders do you take each day?
§
On average,
how many line items would each of these Orders have?
§
What might be
your largest average order, in any given month, in terms of total number of
line items?
§
What are the
various ways that you receive Orders from customers? (See Below)
·
Approximate # of
daily Orders from in bound phone calls:
·
Approximate # of
daily Orders from out bound phone calls:
·
Approximate # of
daily Orders from faxes:
·
Approximate # of
daily Orders from email:
·
Approximate # of
daily Orders from website:
·
Approximate # of
daily Orders from personal visits (or routes):
·
Approximate # of
daily Orders from other (please explain):
·
…
·
…
§
Do you have any
customers that call in an exact or near exact Order each time?
§
Do you have any
customers that have a “standing” or routine “recurring” orders?
§
Do you have any
customers that give you type of “blanket order” that ships little by little
each week or month?
o
C -- Starting the Order Entry Process:
§
When you begin
the process of taking an order do you routinely check their credit standing?
§
Do you have or
need a method to flag customers with credit problems when taking an order?
§
Do you have or
need a method to flag “COD” customers?
§
Do you have or
need a method to prevent the shipment of items, the printing of picking
tickets, and the conversion of Orders to Invoices for customers who have
serious credit problems, to prevent further shipments to these types of
customers?
§
Do you have or
need a method to automatically pop up notes about a customer when taking an
Order?
§
Do you manually
number each Order or does the system create a new number automatically?
§
Do you set up
Customer records in advance of taking the Order or do you enter a new Billing
and Shipping address at the time of the Order?
§
Do you take
orders from customers with multiple shipping addresses?
§
When entering a
customer’s Bill To address on an Order, would you rather search by Customer
Name, Contact Name, or Customer Number?
§
The Ship To
address has a drop down box to search for customer Shipping locations. Would you prefer to have only Shipping
addresses that are related to the Bill To address you have selected, or would
you rather view all names in the database on the Ship To drop down list?
§
Do you ever take
orders where the ship to address is different, but you do not want to add a
new, permanent ship to address to the system?
§
Do you track or
need to track who enters each Order?
§
Do you track or
need to track who (which contact) placed the Order with you?
§
Do you create a
separate Job with a separate Job # (to track numerous more details about the
status of an Order) each time your receive a new Order?
§
Do you track your
Customers Order # (
§
What types of
Payment Terms do you offer to your Customers?
·
Net 30?
·
1 % 10, Net 30?
·
Etc…
·
…
·
…
§
Do you offer
early payment discounts?
§
Do you accept
credit cards as a form of payment?
§
If so, do you run
the card at the time of the Order or at a later time?
§
Do you need
assign specific sales reps to specific Customers for commission purposes?
§
Do you track the
Source of each Order?
§
Do you enter a
Shipping Method (Shipped Via) at the time of the Order?
§
Would you rather
have a horizontal row for each line item (making it easier to view each line
item) or more lines of information (per line item, making it easier to see more
information about the line item, such as the Job #, GL Account #, Date Shipped,
additional Comments, etc…)?
§
When you enter
items on an Order, do you enter items by the Supplier’s Item Number or your own
internal item number?
o
D -- Entering Line Items on Orders:
§
NOTE: Please
refer to the section above called: Establishing Default and Custom Prices
for the Items You Sell to Each Individual Customer to outline any
and all of your pricing needs.
§
How often do find
yourself entering new Inventory Item records into your system (for Special
Order items), that you know you may never sell again?
§
How often do you
need to look up the Item record during the Order entry process?
§
Do you search for
items by Item Description?
§
Do you very often
need to search for an item by other descriptors, such as the items Year, Make,
and Model?
§
Based on how you
take some, or all of your orders, can you visualize the need to search for
group of items by keyword (or some other value) and then multi-select a number
of items, all at once, and then enter them onto an Order (or a Quotation) with
one click?
§
How often, during
the Order entry process, do you need to view additional information about the
customer or the item you are selling, such as customer notes, more details
about the line item, more inventory stock level or arrival information,
delivery information, etc?
§
Do you ever need
to give, on the fly during the Order entry process, a different “predefined”
price level for the item than normal?
Such as your A price rather than your B price?
§
What percentage
of the time do customers call and begin asking questions about inventory
pricing levels or inventory pricing before placing the Order?
o
E -- Back Ordering, Special Ordering, or Drop Shipping
Items:
§
Approximately
what percentage of the time do you need to “Back Order” the item?
§
What process do
you currently follow to track your Back Orders?
·
…
·
…
·
…
§
When you do need
to Back Order items do you tend to make a special PO for the item, or do you
generally wait and add the items to an upcoming
§
When you do
create a Special Order PO, do you generally bring the item into your warehouse
or do you Drop Ship the item?
§
If you do NOT
create and track Back Orders, do you prefer to “oversell” items when they are
out of stock? (Knowing that if the
inventory level goes into the negative that it will correct itself a short time
later when you receive the next shipment [after you have taken some of the
items out of the shipment to fulfill the Order that needed the items])…
o
F -- Selling Items Out of More Than 1 Warehouse:
§
Do you have more
than 1 warehouse? If so, how many do you
have?
§
How often do you
have to ship items out of a warehouse other than your own?
§
What do you do if
you need to sell an item out of another warehouse other than your own?
§
Do you generally
ship the items directly from the alternative warehouse or do you transfer the
items to the main warehouse to ship the order complete?
§
Do you need the
ability to view the stock level of an item in all locations at once?
o
G -- Other Types of Special Items
§
Do you sell items
that you track by exact serial number?
§
Do you sell items
that need to be kitted or assembled together? If so:
·
Are the items
typically assembled after the sale or before the sale?
·
Do you need to
change/edit the items in the kit/assembly at the time of the sale?
§
Do you sell items
by the
o
H -- Cash Sales / Point of Sale Needs:
§
Do you have any
retail / walk-in business?
§
If so,
approximately how many Orders do you take of this type each day?
§
Do you enter each
new “cash” customer or do you use some type of generic “cash customer” account?
§
Do you store
Customer credit card information on file?
§
Do you have a
simple or very sophisticated automatic cash drawer?
§
What process do
you follow to reconcile your cash drawer(s) at the end of each day?
§
Do you have any
“Point of Sale” barcode scanners?
§
Are
there any other special considerations in this area that would be helpful for
us to know?
o
I -- Taking Deposits on Sales Orders
§
Do you ever have
to take a partial or complete “deposit” on an Order that you have not shipped
or invoiced?
o
J -- What seems to be the most time consuming or
frustrating part of the Order Entry process?
§
…
§
…
§
…
o
K -- Are there any other special
considerations in this area that would be helpful for us to know?
q
BPA 2.5 - Shipping
/ Fulfilling Orders
o
Do you print
Picking Tickets?
o
Do you print
Packing Slips?
o
Do you print
Orders?
o
What step-by-step
routine is followed by your warehouse personnel to ship/fulfill/track orders?
§
…
§
…
§
Are there any
other documents that you use to track the fulfillment of an order?
§
How do you track
back orders?
o
Do you barcode
your items?
o
How many square
feet is your warehouse area?
o
Do you stock
items in more than one warehouse?
§
If so, how many
warehouses do you have and where are they located?
§
How often do you
ship items from more than one warehouse to fulfill an order?
o
Do most items
have a certain Bin, Row, or Location # or identifier?
o
How often do you
perform a full inventory?
§
How long does it
take you, in terms of combined man hours, does it take you to perform a full
inventory?
§
How often do you
perform cycle counts on inventory items?
o
What 3rd
party shipping companies do you use?
§
…
§
…
§
Do you use UPS
WorldShip to create shipping labels?
§
Do you use any
other shipping programs to create shipping labels?
o
Do you perform
any deliveries? If so,
§
How many
trucks/vans do you run each day?
§
How many
routes/runs does each truck perform each day?
§
Would automated
mapping of Orders/Stops help you?
o
What is the most
frustrating thing about how you track or ship Orders?
o
On average, how
many shipments come into the warehouse each day?
o
How do you track
Purchase Order back orders?
o
Are there any
special types of Shipping, Receiving & Inventory Management Lists or
Reports that are or would be helpful? If
so, please list each list or report need below:
§
…
§
…
§
…
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 2.6 - Invoicing
Sales Orders
o
Do you Invoice at
the time of the Order, or after materials have been shipped?
o
Do you Invoice
for partial shipments? (And then Invoice again when some or all of the
previously unshipped / back ordered items are delivered)
o
Do you Invoice as
you go, or in some type of daily batch?
o
If payment is
being made with a Credit Card on file, when does this take place?
o
Do you file
copies of the picking slip and/or packing slip along with your invoices?
o
Do you have any
special Sales Tax needs?
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 2.7 - Job
/ Project Tracking & Costing (If applicable)
o
Do you track a
separate job or project in addition to Order/Work Order (to combine and track
more of the details of the fulfillment of the order)?
o
If so…how do you
number the jobs?
o
How do the jobs
relate to Quotes and/or Sales Orders?
o
What are the
different “types” of jobs that you need to track?
o
What are the
various phases or statuses that each type of job goes through?
o
Do you “cost”
your jobs?
o
Do you set a
budget for each job in advance?
o
Do you need to
create a job and then bid out the job to multiple current or prospective
customers?
o
Do you need to
create a job and then request a bid or quotation from several purchasing
sources
o
Are there certain
additional fields that would be helpful to add to OneSource to help track your
jobs more efficiently?
o
What are
information pertaining to your job tracking needs would be helpful for us to
know?
o
Are there any
special types of Job/Project Tracking Lists or Reports that are or would be
helpful? If so, please list each list or
report need below:
§
…
§
…
§
…
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 3.1 - Managing
your Bank Accounts & Credit Cards
o
How many bank
accounts do you have?
o
Do you manage
your bank account(s) in your current software?
o
Do you reconcile
your bank accounts in your current software?
o
Do you manage any
credit card accounts with your current software?
o
Are there any
special types of Banking Account Lists or Reports that are or would be helpful? If so, please list each list or report need
below:
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…
§
…
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…
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 3.2 - Accounts
Receivable (AR)
o
Do you ever
collect a pre-payment /deposit at the time of the Order?
o
Do you accept
credit cards as a form of payment?
o
Do you keep
credit card information on file for any customers?
o
Do you have any
customers on Credit Hold?
o
If so, how do you
manage this process?
o
Do you have any
customers on COD?
o
If so, how do you
manage this process?
o
Do you create and
manage credit limits?
o
Do you print
monthly statements?
o
If so, do you
send them to all customers or only to customers that meet a certain criteria?
o
Do you create
finance charge invoices?
o
How do you track
collection calls and activities?
o
Do you create
collection letters?
o
What steps or
reports do you use to help manage your cash flow?
§
…
o
Are there any
special types of Accounts Receivable (AR) Lists or Reports that are or would be
helpful? If so, please list each list or
report need below:
§
…
§
…
§
…
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 3.3 - Accounts
Payable (AP)
o
Do you enter a
Bill the moment the item is received (even before the Invoice from the Supplier
arrives?)
o
Do you take any
early payment discounts?
o
Do you pay any
suppliers or vendors with a Credit Card?
o
Do you have any
recurring bills or checks that you print?
o
Do you pay and
print checks in a batch?
o
Do you currently
print computer checks when paying bills?
o
Do you have a dot
matrix, inkjet, or laser printer?
o
Do you print on
multi-part (NCR) checks?
o
Do you print
multi-voucher checks?
o
Do you pay
commissions on the items you sell?
o
If so, do you pay
commissions on Gross Sales, Net Profit, or something other?
o
Do you pay
commissions on Orders or Invoices?
o
Do you pay
commissions on all sales for a range of time in the past, or do you pay
commissions only after all or part of the invoice is collected?
o
How do you
calculate and process your payroll now?
o
Do you produce
your own payroll tax reports?
o
Do you ever, or
are you familiar with making payroll journal entries to record tax liabilities?
o
Are there any
special types of Accounts Payable (AP) Lists or Reports that are or would be
helpful? If so, please list each list or
report need below:
§
…
§
…
§
…
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 3.4 – Working with your Chart of Accounts (General
Ledger)
o
How do you
currently manage your General Ledger? (Your software? In a paper ledger? by
your CPA?)
o
Do you number
your GL Accounts?
o
Do you use a
number of layers of sub accounts with the name master heading or account
number?
o
On a scale of
1-10, (10 being an expert), how familiar are you with posting journal entry
debits and credits to your General Ledger?
o
Does your current
system make postings to the General Ledger automatically or in accumulated
batches?
o
What types of
Journal Entries do you commonly make (without the assistance of your CPA)?
o
Do you have a
person on-site who you consider to be a GL/Debits/Credits guru? If so, who is this person?
o
Do you have an
accountant that helps you with your GL onsite or offsite?
o
Do you break your
GL down by location, business unit, or division?
o
If so, are these
separate sets of books, with separate bank accounts and/or separate tax
returns?
o
How often do you
print your Income Statement / Profit & Loss Statement?
o
How often do you
print your Balance Sheet?
o
Do you use the
Statement of Cash Flows report?
o
How often do you
print other GL Reports?
o
Is your current
Balance Sheet accurate and ready to be entered into OneSource?
o
Does your Balance
Sheet match your system Open AR, Open AP, approximate Inventory valuation, Bank
Account, etc?
o
Do you track
Fixed Assets? If so, approximately how
many items to you track in this method?
o
Are
there any other special considerations in this area that would be helpful for
us to know?
q
BPA 4.1 – Finding Individual Records…
o
What are all of
the ways that you need to search for Customers & Prospects? (Example, by Company
Name, Customer #, etc?)
o
What are all of
the ways that you need to search for Suppliers?
o
What are all of
the ways that you need to search for Quotes, Orders, Invoices?
o
What are all of
the ways that you need to search for
o
What are all of
the ways that you need to search for AR items?
o
What are all of
the ways that you need to search for AR items?
o
What are all of
the ways that you need to search for Banking items?
o
What are all of
the ways that you need to search for General Ledger / Journal Entries?
q
BPA 4.2 – Finding Lists of Records…
o
Describe each
list (including each column name and contents) that your sales personnel could
use to make their job easier.
o
Repeat this
process for each department necessary.
q
BPA 4.3 – Finding & Printing Reports
o
Are there any
particular reports that you print daily? (That are particularly useful to each
of your individual departments…Sales personnel, Customer Service personnel,
Order Entry personnel, Purchasing personnel, etc…)
o
Are there any
particular reports that you print weekly?
o
Are there any
particular reports that you print monthly?
o
Are there any
particular reports that you print quarterly?
o
Are there any
particular reports that you print annually?
o
Are there any
reports that you have always wanted that your current system has never been
able to produce?
q
BPA 4.4 – Dashboard Reports (New)
o
NOTE: A dashboard
is a type of report or spreadsheet that has bottom line information about 1
part of your business and/or many parts of your business all on 1 report. The data is typically presented in some sort
of summarized fashion with totals, averages, variance percentages, gauges, pie
charts, etc. Upon request, OneSource
Software Developers can create 1 or more ‘dashboard’ style reports customized
for your business. (As with any customizations, programming charges apply).
o
Do you currently
use some type of ‘dashboard’ spreadsheet or report of any type to help manage
and run your business?
§
If so, if you’d
like to us to design some type of report or reports to duplicate this report,
please fax a sample copy of the report to OneSource Software Solutions at (866)
926-3990 (or email it to: support@onesourcesoftware.com)
§
If not, if you’d
like us to create 1 or more reports for you, please create a mock up design on
a spreadsheet or word doc that outlines what you’d like the report to generally
look like and fax the document to: (866) 926-3990 (or email it to: support@onesourcesoftware.com)