INTRODUCTION Enterprise Resource Planning (ERP) SIS OPEN ERP 8 · Free Enterprise Resource Planning...

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SIS VIETNAM JSC

INTRODUCTION

Enterprise Resource Planning (ERP)

SIS OPEN ERP 8.0

Free ERP software license

-----------

Ha Noi, 2016

Free Enterprise Resource Planning Software - SIS OPEN ERP 8.0

SIS Viet Nam JSC

Scope of Works:

Design & implement the enterprise management software (ERP) Design & implement the tax accounting software & enterprise management

accounting Design & implement the Free ERP software license & Free accounting software

Slogan:

Professional service, sincerely – Best practise product

Typical Customers:

SIS Viet Nam JSC

Ad : No. 14/183 Dang Tien Dong, Hanoi

Tel: +84-4-35117785 Fax: +84-4-35117787

Hotline : 04.22001100 - 0912.426.152

Email : [email protected]

SIS Viet Nam Team: Dedicated, thoughtful in works Professional working style Harmony in relation with partners, co-workers Always cultivate the knowledge

Rewards:

SAO KHUE 2005, 2006, 2008 , 2009 & 2010 ICT CUP 2005 & 2006 Reward of Minister of ICT 2002 – 2005 > 5.000 Customers

Product: SAS INNOVA 8.0 – Accounting & Online management SAS INNOVA 6.8.1 – Management accounting SAS ERP 8.0 - Enterprise management software (SIS ERP)

SAS INNOVA OPEN 2016 – Tax declaration software (free) SIS OPEN ERP 2016 – Free ERP software

www.sis.vn

www.phanmemketoan.net

mailto:[email protected]

http://www.sis.vn/

http://www.phanmemketoan.net/


SIS Viet Nam JSC

Document Content

PART II: DIFFICULTIES WHEN THE ENTERPRISE MANAGES THE INFORMATION SEPARATELY .......... 5

PART III: BENEFITS WHEN APPLYING SIS OPEN ERP 8.0 IN THE ENETERPRISE MANAGEMENT ........ 6

PART IV: GENERAL INTRODUCTION OF SIS OPEN ERP 8.0 .............................................................. 9

PART V: DETAILS OF SIS OPEN ERP 8.0 PRODUCT ........................................................................ 13

1. Purchase Order Management (SIS PO) ............................................................................. 13

2. Sales Order Management – Distribution (SIS SO) ............................................................. 16

3. Inventory, Material & Goods Management (SIS IN) .......................................................... 19

4. Production, Cost & Finish Goods Management (SIS CO) ................................................... 22

5. Fixed Assets & Tools Management (SIS FA) ...................................................................... 24

6. count Receivable Management (SIS AR) ........................................................................... 27

7. Account Payable Management (SIS AP) ........................................................................... 29

8. Cash Management (SIS CA) .............................................................................................. 31

9. Human Resource – Salary Management (SIS HR) .............................................................. 33

10. Tax Management ......................................................................................................... 38

11. General Ledger (SIS GL) ................................................................................................ 40

12. Financial Report (SIS FI) ................................................................................................ 42

13. System Management (SIS SY) ....................................................................................... 43

PART VI: SIS OPEN ERP 8.0 IMPLEMENTATION PROCESS & APPROACH ....................................... 45

PART VII: PRODUCT WARRANTY PROCESS & APPROACH ............................................................ 53

PART VIII: Contact to SIS VIETNAM JSC ....................................................................................... 57


SIS Viet Nam JSC

PART I: SIS OPEN ERP 8.0 - THE ENTERPRISE MANAGEMENT SOFTWARE SYSTEM

SIS OPEN ERP 8.0 is the general enterprise management software system designed by SIS Vietnam. This software has developed based on the modern technology & success implementation experiences of many large projects. It allows to connect internal the enterprise operation united, central & science. It replaces the separate solutions of the enterprise & digitizes the operations such as: purchase & sales management, finance & account management, human resource & salary management, production management etc.

When SIS OPEN ERP 8.0 applies in the enterprise, it will have enough information for management at any where, any place and any time. It is a sure of suitable management of the enterprise resources. SIS OPEN ERP 8.0 allows the enterprise modernization, standardization processes and high professional of each employee, each department, each branch or the enterprise – general the enterprise.

SIS OPEN ERP 8.0 general management system has designed by business modules same with functional departments of the enterprise such as sales, purchase, order, payable, receivable, production etc. it has shown as processes (diagram) related closely with each others. With the forms and vouchers designed more openly it can be customized suitable with management requirement. Or with the big changes in management, customer can co-operate with SIS Vietnam for customization.

For applying SIS OPEN ERP 8.0 in the enterprise successfully, it requests the co-operation between SIS Vietnam and customer from site survey, business process standardization to design and customize stages as well as training. To implement the working processes it needs standard, ready staffs and especially the high determination of the enterprise leaders.

Special:

With all the above advantages, but SIS OPEN ERP 2016 is a software solution 100% FREE

COPYRIGHT FOR ALL NEED TO USED. This is the only ERP software and the first in Vietnam to

implement this method.

Reasons:

- SIS business towards a Software is Service - S.I.S (Software Is Service) under the inevitable trend of the world. - SIS is the pioneering company in software copyright donation accounting, tax (> 06 years, SAS INNOVA OPEN), continue to donate this software genernal solution management Enterprise - ERP in accordance with previous commitments Community, the long-awaited meeting of the Enterprise. - SIS performed as the service (for a fee) related to ERP software such as enterprise needs: Training and customisation according to the particularities of the businesses, Warranty - Maintenance products. Particularly SIS software copyright is 100% Free. FREE COPYRIGHT is:

+ Enterprise used officially Software & perfectly legitimate versions of software like other fee + Enterprise can create copyright (company name) on the website of S.I.S Vietnam. + Unlimited usage time + Unlimited recording or any public function


SIS Viet Nam JSC

PART II: DIFFICULTIES WHEN THE ENTERPRISE MANAGES

THE INFORMATION SEPARATELY

Most of the enterprises when “out of control” or “need a productivity management solution” are requested to looking for the general enterprise resource planning software solution for management, operation between departments or units, branches… We can see the results of the managing the information separately (separate software of manually) usually as below:

1. Each unit – branch, each department, each personal as a oasis information 2. Depends on information: 3. Dependency on information: Normally, when an personal or division needs information of

management, it has to seek for management information from other divisions, treat information and then make final decision. Sometimes, information is incorrect, comes late, even is null.

4. Too-much dependency on personnel: Since each personal handle a work, function assigned, who uses different management tools which are discrete, lack of conformity, it is uneasy to have a report on analysis or management. For example, business report on is combined by time, area & products; Item, place and service-life inventory report etc.

5. Very-low added value of information: Normally, when a work is carried out discretely, there is a certain result that these divisions have to “re-do” works of other divisions, so information can not be inherited and added value of each individual division is much limited while risks of error, lateness… of information are available. Normally, “living body” parts of an the enterprise have an organic relationship where output information of one part is input information of another part – personal which is transmitted under a form of Copy file, hardware document… Besides, is it very difficult when a personal is shifted shifting or replaced because the new personal have to be trained much for operation and receive the work.

6. Shortage of control: Since the management system is discrete, does not comply with any procedures, mistake always occurs due to lack of mutual control. Cost for overcoming and prevention because mistakes, risks of work can not discovered soon.

7. Shortage of confidentiality of management information: The sharing of works, distribution of responsibilities by manual tools to each personal, each job of a chain of jobs is carried out separately and very difficultly because of technical and professional factors. The risks of information on personal computers, viruses… are very high.

8. General expense for direct and indirect operations of the enterprise is very high, particularly, the expansion of the enterprise size will lead a “direct proportion” of expenses of management, operation and manpower, consequently directly affects the decisions making for business and production.


SIS Viet Nam JSC

PART III: BENEFITS WHEN APPLYING SIS OPEN ERP 8.0 IN

THE ENETERPRISE MANAGEMENT

1. Turnover increase:

2. Expense decrease:

3. Information system supply to management:

The application of SIS OPEN ERP 8.0 in the enterprise management brings to the enterprise the benefits like reduction of expenses, risks, increase of productivity, effect, turnover… Then, each personal will have useful and standard working tool and the board of leaders may see a general picture of the enterprise’s health through detailed, general, multidirectional system of management reporting at any time.

When applying SIS OPEN ERP 8.0, enterprise may immediately control its business and distribution operations: how many good it has, where are they placed, what is their situation …

Evaluating business products, markets, customers or crop … for loss or interest of each item, which products are good sellers, which ones are bad sellers… in the best way.

Closely controlling the implementation situation of customers’ orders; automating the processing of transactions.

Controlling situation of money collection from customers, managing debts in details and instantly.

Increasing pleasure level of customers with a professional, scientific and timely service system.

Increasing competition advantage of enterprise in the market owning to a standard and affective business process.

Showing what products are good sellers, which locality has increased turnover …

The enterprise may well control its expenses from the time of arising to reduce risk, error in all sections, divisions, processes

Reducing staffing expense, management expense, expense for hardware infrastructure …

Reducing “communication” expense when dealing works like expense for traveling, document loss, coincided information …

Reducing time for settling operations of each division, personal

Managing inventories safely and effectively Expense analysis shows the reason of expense increase, of

expense decrease; Expense analysis shows effect of capital use to choose the best effective way of investment…


SIS Viet Nam JSC

Full, exact information to divisions of accounting – finance, production, warehouse, distribution, supply, administration...

Multi-directional information to the Board of Leaders: supply of a reporting system to management, analysis by direction of management, presented under many forms like figures, graph, diagram …

Information may be obtained in anywhere of Internet and at anytime without depending on presence or absence of personnel, working hours or rest hours… because the system may run with online regime.

Information system ensures high technical and professional confidentiality with many levels, many layers of software, hardware…

Information system is throughout the whole the enterprise because data are concentrated at one place, avoiding naming various codes for the same customer, the same material …

The Board of Leaders may better control the operation process with SIS OPEN ERP 8.0: process of purchase, sales, production…

Information on accounting, management are reliable, errors are minimized: Standardization of all accounting operations, accounts, customers

The enterprise’s Board of Leaders has enough information on the enterprise operation situation, are initiative in planning and giving suitable strategy for each stage.

The Board of Leaders clearly understand operation picture in their hands. Concern information may be obtained at anytime and anywhere, if necessary.

4. Productivity increase: Officers have effective working tools. They can search information conveniently and do not have to

waste time for searching … Added value is high after each section since works have nature of heritage. Standardization and professionalism are high which have adherence, cross-check between

divisions Human resources are used in a optimum way because of detailed definition of work and suitable

requirement on human resources…


SIS Viet Nam JSC

The system reports the human resources management fully, helping best management of the company’s human resources use, timely and exact evaluation and statistics of human resources

Responsibility of each personal, division is improved clearly.

SUB-SYSTEMS – MODULES RELATIONSHIP IN SIS OPEN ERP 8.0:

GENERAL MODEL OF SIS OPEN ERP 8.0:


SIS Viet Nam JSC

PART IV: GENERAL INTRODUCTION OF SIS OPEN ERP 8.0

SIS OPEN ERP 8.0 is a management solution developed by SIS Vietnam with superior modules and features close to the users, ensuring highest benefits for personnel and divisions in their business.

1. System Managing data of many member-units and many

databases Managing inter-year data Running on network used by many people Having 2-layer (client/server) or 3-layer

(Client/application server/Server) structure Creating and decentralizing users subjects to their

functions and tasks Displaying business process on display Menu system is adjustable Supporting service of translation of languages and

terms relating to subjects, commands buttons, notes on display

Managing & maintaining data with automatic schedule

2. Management of list of dictionaries Permitting search of list of dictionaries with various methods while inputting data Having tools for code change, code grouping in all data arisen out Having status of managing each item: in progress, temporarily ceasing, non-operating Having free fields for classification of dictionaries, giving notes of dictionaries as required

by users Having a common and integral list of dictionaries for whole system

3. Management of transactions, updating of documents Managing status of each

transaction, document: under preparation, waiting for approval, approved, being implemented, completed, closed, transferred to General Ledger …

Process of transaction circulation and settlement may be re-defined

Permitting declaration of addition or reduction of free fields in the form of list of dictionaries, number field, date field or note field in both general information of document and detailed information of document; users may define themselves location, format, name of these free fields

Automatically updating balances, inventories… immediately Having many facilities for searching data during while updating documents


SIS Viet Nam JSC

Permitting reading data from EXCEL file Permitting definition, addition or reduction of different transaction codes as required Monitoring trace of each transaction: time of making/revising/canceling, person who

carries out the making/revision/cancel. Permitting definition of document numbering method; permitting/not permitting coincident

of document numbers Permitting automatic creation of receipt/payment while purchasing/selling goods Permitting VAT backward deduction Permitting review of report while transacting Permitting transfer to another transaction, document while processing certain document

…

4. Reporting Reporting inter-year data Reporting comparison of data of

terms; Reporting comparison of data of the same period of various years …

Having many facilities in reviewing/printing reports: Calculation of summary, arrangement, graphing…

Revising form, conversing foreign currency, changing font (English – Vietnamese), sending Email… are available

There are many reports that permit users add or deduct criteria, declare calculation formula

Drill-down technique permits users to review list of detailed concern documents and original document on data input display from a summary report, and revise document if decentralized.

Having standard report and management report serving management and operation of the Board of Leaders

5. Warning system Declaring & using warning system

in software system Warning transactions, businesses Warning on documents, bills Warning exceeding/shortage of

rates Warning exceeding/reduction of

important thresholds Warning statistic figures Warning data in accordance with

the State’s laws, regulations

6. Management of foreign currency Updating transactions and preparing reports with any currency


SIS Viet Nam JSC

Permitting selection of exchange rate calculation method for book entry: monthly average, mobile average, first in - first out, real name

Permitting exchange rate updating and automatically presenting exchange rate while accounting

Automatically determine double entry for difference of exchange rate of foreign currency… Conversing exchange rate of foreign currency

7. Interface Interface is friendly, easy to use English interface or Vietnamese interface is at discretion of users (in accordance with

Vietnamese Standards) Dendroid/folder/graph shaped interface is at discretion of users Display may be created for each user like Cards, Declarations, Reports

8. System confidentiality Accessing program under name

and password Limiting access right to each menu,

each window, each field and each processing operation

Permitting setting-up data fields under the form of non-display, reading or reading-recording.

Decentralizing to each operation of transaction processing: review, creation, revision, cancel, printing, approval

Decentralizing review, addition, revision, cancel of items for each user

9. Link of sub-systems Sub-systems are linked under the form of working processes of each personal, division Completed work of one stage/division/personal is input of another stage/division/personal Information is automatically exchanged between sub-systems, modules

10. Data exchange between branches Permitting copying/inputting/outputting of data from branches to parent company Permitting Online through Internet

infrastructure

11. Working environment Operating systems: Windows XP, Server,

Win7, Win Vista… Database: MS SQL Server


SIS Viet Nam JSC

12. Technology Programming language: Microsoft Tools Database: Microsoft SQL Tool for report preparation: Crystal Report Programming architecture: Client/Owner, 3-layer. Network: internal network, remote access


SIS Viet Nam JSC

PART V: DETAILS OF SIS OPEN ERP 8.0 PRODUCT

1. Purchase Order Management (SIS PO)

Purchase Order Management Sub-system automates all purchase operations: from making and approval of purchase proposal, request for quotation, price updating, selection of supplier, and order preparation to observation of seller’s goods delivery. This sub-system monitors and makes statistics of purchase, serving analysis of the supplier’s order implementation and the tendency of price change. This sub-system also monitors the goods import and calculation of concern expenses.

Purchase Order Management Sub-system has the main menu as follows: request for purchase, purchaser nomination, request for quotat ion, order, and reports relat ing to goods to be purchased.

SIS PO

Supplies

Information

Purchase

Cost

Management

Purchase

Planing

Input information

Reports

Excel

Creat &

followup PO,

Delivery,

Invoice

Automatic Deals


SIS Viet Nam JSC

Purchase Process:

Supplier Information

Unlimited management of number of suppliers Name of supplier, address, telephone number, fax number, contact person Imposed mode of delivery and payment Declaration of credit conditions, credit term along expiry date Management of Request for purchase

Purchase order may be input for printing or input later

Printing Request for Purchase Permitting search of latest purchase price Implementing management subject to works/project/case Checking inventory of goods to be purchased Approving (in computer) Request for

purchase by levels Quotation management

Saving quotations of all suppliers and all goods ordered

Declaring prices, discounts, payment conditions and min. number of orders


SIS Viet Nam JSC

Permitting review of former and present quotations Comparing quotations of various suppliers for the same item Permitting review of former and present orders Printing request for quotation supply Counting VAT price/VAT-excluded price Printing table of quotations Order management

Making order based on request for purchase

Calling out purchase price and discount subject to supplier’s quotation or table of prices

Making domestic order or import order in supplier’s currency

Making framework order or contract of Request for Purchase; Making auxiliary purchase order

Permitting calculation of freight, insurance and other fees

Permitting change of signed orders by making revised orders or Notice of Order Change

In Notice of Order Change Permitting temporary suspension of Order Monitoring entry of purchased goods, returns to supplier Monitoring of imported goods, domestically purchased goods

Calculating estimated purchase expenses based on FOB price, tax, freight and other import expenses

Automatically distributing import expense/purchase expense for each item subject to quantity, price, or custom. Permitting selection of warehousing entry for distribution

Permitting automatic creation of payment bill if the payment is immediately made to that supplier.

Permitting backward deduction in case the purchase price includes VAT… Purchase warning system

Permitting declaration of purchase warnings Implementing warnings for

imported goods: allowable limit of importing, purchase price, payment to supplier…

Reporting

Reporting on state of requests for purchase, state of orders: orders are overdue, under implementation or waiting for confirmation

List of quotations List of orders Reports of analysis of imported


SIS Viet Nam JSC

goods subject to item, supplier, contract, order… Link to other sub-systems

Linking to sub-systems of inventory management, payables accounting, General Ledger, tax accounting…

2. Sales Order Management – Distribution (SIS SO)

Sales Order Management – Distribution automates sales operations from ordering to delivery and issuance of invoice. Quick and timely implementation of order will please customers; simultaneously reduce repair the ordered number or item. The reduction of procedures of delivery and claim also increases effect of operations. There are many functions serving the settlement of returns, replaced goods and debt adjustment. The price calculation, discount and sales promotion ear implemented with many ways to meet various requirements on promotion. Sub-system of Sales Order Management – Distribution has the major menu as follows: updating Order, printing Stock Requisition, printing Delivery Certificate, printing Bill, Warehouse Receipt of Returns, closing Order, Report on Order, Report on Consumption.

SIS SO

Order

Planing

Input

information

Automatic Deals

Reports

Excel

Customers

Informatio

n

Sales

Return

Creat &

followup

SO,

Delivery,

Invoice


SIS Viet Nam JSC

Sales process:

Declaration of customer information

Not limiting number of customers managed

Saving important customer information like address, telephone number, fax number, contact person, credit term, credit line…

Managing customers by province/city, district, area/region…

Classifying customers with various criteria

Permitting selection of use or no-use of a customer in a transaction…

Permitting addition of free fields to menu management, customer information as the enterprise ’s particular requirements on management

…

Management of flexible price


SIS Viet Nam JSC

method

Permitting declaration of many price alternatives by product, type of product or customer Permitting declaration of many selling prices or discount depending on the number of

goods ordered Managing sales promotion and gifts Managing selling prices by many types of currencies Monitoring validity period of selling prices Management of orders

Automatically searching prices and discounts

Monitoring delivery by installments Checking number of inventories Permitting automatic or direct

distribution of inventories in warehouses having enough orders

Pending orders of customers who exceed their credit line or have overdue debt or returned cheque due to having not enough money in their account

Permitting only authorized people to “release” pending order

Monitoring fight and other expenses Permitting sales of non-stored items Permitting issuance of invoices under various modes Issuing invoices after stocking-out Immediately issuing invoice Independently issuing invoice Managing internal sales Managing seller in agents Issuance of invoice and management of returns

Permitting issuance of one invoice for many orders or many certificates of delivery Managing returns Creating debit/credit entry due to price adjustment or returns Permitting formation of automatic cash vouchers in case of immediate-collection sales Sales warning system

Permitting exploitation of sales warning

Implementing sales warnings like: Allowable limit of sellers, selling prices, discounts, customer’s payments, warning of allowable credit line …

Reporting

Reporting on state of orders Listing pending orders Reporting on unfulfilled orders


SIS Viet Nam JSC

Reporting on orders under implementation

Reporting on fulfilled orders List of Stock Requisitions, List

of Delivery Orders, List of Invoices

Multi-directional reports of sales analysis: by time, product, market, interest/loss of each item, customer, contract, order

Multi-periodical or graph-formed sales management reporting system are visual in management

Presenting what items are well sold, what items are badly sold, long stored…

Link to other sub-systems

Linking to sub-systems of inventory management, payables accounting, General Ledger, output tax…

3. Inventory, Material & Goods Management (SIS IN)

Warehouse management sub-system timely supplies information on all respects of inventory. Sub-system supports direct transactions to record all entries and stocks of goods; permit t ing effect ive management owning to management capabi l i ty of storage/pos it ion of materials; supplying many facilities in inventory to ensure always-correct number of inventories. The sub-system supports all inventory price calculation methods and supplies main reports to serve well the making decisions for material supply line. The warehouse management sub-system has the major menu as follows: Warehousing Entry, Quality Check, Material Dispatch to Return to Supplier, Request for Material Dispatch, Stock-out Requisition, Waste Warehousing Entry, Finished-Product Warehousing Entry, Goods Delivery to Agent, Dispatch to other warehouse, Production Order, Warehouse Inventory, Entry Report, Dispatch Report, Inventory Report.


SIS Viet Nam JSC

Declaration of material & goods information

Not limiting items of materials Permitting declaration of to-16-character code Describing in details and summarizing materials, goods Classifying, grouping materials, goods as required bu user Declaring various units for one item Managing by lot and life-span Managing photos of materials, goods Order policy, size (quantity) of one order and time for implementation Permitting declaration min., max. quantity of inventories Permitting declaration whether a list is used in transactions or not Permitting declaration of free fields serving the enterprise ’s particular requirements on

management… Declaration of warehouse

Not limiting the number of warehouses Not limiting the places for arrangement

in each warehouse is not limited Permitting declaration of company’s

warehouse, agent’s store…

Operation management

Types of documents as follows: Warehouse Receipt, Stock Requisition, Stock Requisition to another warehouse, material requisition form…

Permitting declaration of transaction code

Printing documents from program

Excel

Customers

Informati

on

SIS IN

Input

information

Items

Informatio

n

Items

Informatio

n

Stock

Informatio

n

Reports

Automatic Deals

In, out,

transfer

stock...

Calculate

cost,

inventory


SIS Viet Nam JSC

Monitoring reason of entry/dispatch Not permitting/permitting over-dispatch of inventory Distributing materials according to production order Informing about material shortage before signing production order Managing material dispatch through Request for Material Dispatch Inventory

Printing Minutes of Inventory Printing Inventory Note Printing inventory difference Calculating inventory difference and

forming corresponding entries Inventory Price Calculation

Supporting methods of inventory price calculation: monthly average price, mobile average price, first-in first out, real name

Permitting selection of price calculation method for each item

Permitting calculation of prime price by each contract, operation

Warehouse Warning System

Permitting declaration of warehouse warnings Implementing warehouse warning like: level of dispatch/entry of materials, finished

products, goods; warning on dispatch/entry price of materials, goods when exceeding important threshold…

Reporting

Reporting on inventory state Reporting on inventory entry/dispatch Stock cards, books of materials Reporting on state of production order Evaluating inventories Monthly reporting on expiry

goods Reporting on analysis of

inventory under various criteria: group of goods, expiry date, lot, warehouse, supplier, order…

Reporting on inventories by places


Linking to sub-systems of purchase, sales, General Ledger, production administration…


SIS Viet Nam JSC

4. Production, Cost & Finish Goods Management (SIS CO)

Sub-system of Production, Cost & Finish Goods Management implements collection and analysis of

selling expenses, management expense and calculation of product prime price; Depending on demand, SIS Vietnam will make necessary revisions to the program to meet the enterprise’s special requirements on product price. At present, SIS OPEN ERP 8.0 permits calculation of prime price by each work, project with the methods as follows: simple, rated, stepped out, factor, prime price by each construction work, project… or these methods may be combined for settlement of problem of production prime price. Sub-system of Production, Cost & Finish

Goods Management has the major

menu as follows: upgrading product information (material rating, unit price of salary…); collection and distribution of expense in term (material, salary, general expenses), expense distribution to unfinished goods on line and products to be stored, calculating on prime price, reporting on prime price of products, reporting on production process.

Product, order, production order information

Rating of materials (BOM) Rating/unit price of salary Selection of cost price calculation method for each product, project, works… Conversion factor to standard product List of expense elements Updating information of orders, production orders

SIS CO

Excel

Input

information

Items

Informatio

n, Order,

production

order

Reports

Automatic

Deals

Update,

Processing

&

Caculating

production

cost

Sales,

Manament

cost, ...

Production

Cost


SIS Viet Nam JSC

Updating and processing data

Updating beginning and ending incomplete data

Calculating warehouse-gate price

Calculating current derived expenses

Distributing current derived expenses: material, labor, general expense

Distributing expense for incomplete products and products to be stored

Calculating cost price, adjusting cost price

Calculating cost price with selection method: rating method, proportion method, direct expense method, or combination thereof

Calculating cost price of products from various production types: continuously made products, products made for orders, products as erection works

Monitoring (gathering) expenses (for materials, labor, machines, general production expense, sales expense, management expense) subject to using unit (division, workshop, the enterprise , production team), subject business (contract, work, project, product), subject to item (office, electricity, water, telephone...)

Depending on special characteristics of each the enterprise, the program will be revised to calculate cost price as required.

Warehouse warning system

Permitting declaration of production process warnings Implementing warnings of rating exceeding/shortage of material expense, salary expense… Implementing automatic warnings of management expense, sales expense and other

elements of expense when expense is increased or reduced excessively… Reporting on cost price of products (continuously made products, products made for orders)

Table of summary of cost prices of products

Card of cost price Tables of expenses

distribution Table of analysis of cost

prices by expense element

Table of detailed analysis of cost prices for each type of material

Table of calculation of product cost prices of order

Reporting on production


SIS Viet Nam JSC

process Reporting on comparison between rated cost price and actual coast price … Reporting on management expense and sales expense

Reporting on expense by item Reporting on expense by element Reporting on expense by subject to division, contract, business... Link to other sub-systems

Reading data from other sub-systems and transferring data to sub-system of General Ledger and inventory accounting (coast price is assigned to product to be stored).

5. Fixed Assets & Tools Management (SIS FA)

Sub-system of fixed assets & tools management of SIS OPEN ERP 8.0 is designed to meet the enterprise’s management demand as well as follow the latest regulations of the ministry of Finance. This sub-system permits saving necessary information of an asset from purchase to liquidation. This sub-system is linked to sub-system of General Ledger, Purchase Order Management, Cash Management. The sub-system has the major menu as follows: Dec la ra t i on o f f i xed asset s , ca lcu lat i on o f deprec ia t ion , sh i f t i ng o f f i xed asset s , adjustment of deprec iat ion , primary price of fixed assets, liquidation of fixed assets, updating General Ledger.


SIS Viet Nam JSC

In addition, this sub-system also permits the enterprise to manage tools for production, for example, declaration, distribution of tools, reporting on tools and concern tables of tools distribution.

Information of fixed assets

Not limiting number of item of fixed assets, tools Monitoring information relating to fixed assets such as primary price, depreciation value,

remaining value, formed capital resources, no. of years of depreciation/annual depreciation value, using division, purpose of use, origin country, and year of manufacture...

Permitting user define and classify assets himself/herself Having fields for classifying fixed assets under various criteria; having free fields for users

to use for managing fixed assets as specially required. Permitting declaration of imposed accounts concerned (depreciation, expense) to support

automatic accounting the entry of depreciation distribution. Managing spare parts, tools attached Information noting assets, describing characteristics of assets. Monitoring changes relating to fixed assets

Increase/decrease of primary price of fixed assets Change of using division Stopping calculation of depreciation of fixed assets Decrease of fixed assets Support to monitoring liquidation and temporary stop of use of assets

SIS FA

Excel

Input

information

Assets

Informatio

n

Reports

Automatic

Deals

Assets

changed

Assets

Informatio

n

Depreciati

on and

Depreciati

on

allocation

Assets

count

...


SIS Viet Nam JSC

Calculation and distribution of fixed assets

Automatically calculating depreciation by no. of using years or depreciation ratio; permitting revision of monthly depreciation value as required

Selecting calculation method of fixed assets depreciation as required Making table of depreciation distribution by using division, capital resources, type of assets,

expense account… Saving depreciation process of all assets.

Reporting on inventory of fixed assets

List of fixed assets (Detailed and general) Reporting of inventory of fixed assets by capital resources, using

division, type of product and total Card of fixed assets Reporting on fully-depreciated fixed assets Reporting on liquidated assets Reporting on assets of which the use is temporarily ceased Diary of assets shifting


SIS Viet Nam JSC

Reporting on increase/decrease of fixed assets

(Detailed and general) reporting on situation of increase/decrease of fixed assets by capital resources, using division, type of product and total…

Reporting on depreciation and depreciation distribution of fixed assets & tools

Table of calculation of fixed assets by capital resources, using division, type of product and total

Table of depreciation distribution of fixed assets by using division and total… Reporting on assets calculated with depreciation Process of asset depreciation


Creating entry of depreciation distribution and transferring to General Ledger

6. count Receivable Management (SIS AR)

Sub-system of Account Receivable of SIS OPEN ERP 8.0 contributes to management cash flow more effective and speeds up the money collection. Its interface is friendly to the users, and has many other functions permitting processing of invoices, money collection, transactions in easier way. Online search and reporting facilities will help determination of due debts, overdue debts and customers exceeding their credit line. This sub-system is fully connected with other sub-systems of SIS OPEN ERP 8.0 and suitable to the general accounting standards and principles. Facilities and performance of this sub-system will be exploited completely when it is connected to the sub-system of Sales Order

Management – Distribution of SIS OPEN ERP 8.0.

Sub-system of Account Receivable has the major menu as follows: Upgrading invoices, documents of receivables; Distribution of incomings to invoices; Calculation of difference of ending exchange rate of invoices; Reporting on detailed debts by invoices, Reporting on detailed debts by customers.

SIS AR

Excel

Input information

Reports

Automatic

Deals

Customers

Information

Invoice

Management

Adjust

Debts of

Customers

Payment

Management


SIS Viet Nam JSC

Management of customer information

Supplying information on customer’s current situation and searching backward to original transaction with drill-down technique

Saving important customer information like address, telephone number, contact person, region, credit term, credit line and credit classification

Monitoring status of customer whose transaction is temporarily ceased

Declaring credit line of customer Invoice management

Reading invoices input from sub-system of Sales Order Management – Distribution for accounting

Permitting direct input of invoices Automatically calculating VAT Monitoring payment term of invoices Automatically creating entries of General Ledger Permitting trace control while transferring/updating transactions Preventing updating invoices of coinciding numbers. Debit/credit entries of debts

Adjusting receivables, debts to be cancelled… through debit/credit entries of debts Printing documents of debit/credit entries Management of sales proceeds collection

Document for collecting sales proceeds is updated at sub-systems of cash and bank deposit accounting, even automatically at sub-system of sales in case of cash collection from customer

Distribution of sales proceeds collected from customer to sale invoices may be processed at sub-system of money capital accounting or receivables accounting.

Distribution of sales proceeds to invoices may be processed directly to each invoice or automatically subject to the following selection criteria: first-out – first-collection, first-due – first-collection…


SIS Viet Nam JSC

Permitting distribution of takings (advanced takings and late takings) from payments Calculating interest/loss, difference of exchange rates of foreign currencies in case the

payment relates to foreign currencies Re-evaluating receivables in foreign currencies for each customer, each invoice Receivable Warning System

Permitting declaration of receivable warnings Warning receivable line of each customer while transacting or in reporting Warning overdue debts for permitting or stopping goods delivery… Reporting

Analysis of debt-age of receivables

Report of overdue debts Report of on customers

exceeding their credit line Detailed book of customer

debts Report of receivables Report of receivables under

contract, order… Link to other sub-systems

Automatically receiving invoices, debit entries from sub-system of sales management

Supplying information on credit line and overdue debts to sub-system of sales management to temporarily cease credit permission

Automatically transferring accounted data to General Ledger or to sub-system of general accounting for approval then transferring to General Ledger.

7. Account Payable Management (SIS AP)

Sub-system of Account Payable manages payables to suppliers and other payables effectively. It has interfere friendly to users and automation performance, helping processing of transactions easily. Performance like searching and making report help quick access to information relating to payables as well as references or payment alternatives for expense saving.


SIS Viet Nam JSC

This sub-system is linked to all other sub-systems of SIS OPEN ERP 8.0 and suitable to the general accounting standards and principles. Facilities and performance of this sub-system will be exploited completely when it is connected to the sub-system of Sales Order Management –

Distribution of SIS OPEN ERP 8.0. Sub-system of Account Payable has the major menu as follows: Upgrading sale invoices, documents of payables; Distribution of payments to invoices; Calculation of difference of ending exchange rate of invoices; Reporting on detailed debts by invoices, Reporting on detailed debts by customers.

Supplier Information

Supplying information on state of payables to supplier with drill-down technique searching backward to original transaction

Saving important supplier information like address, telephone number, contact person, classification, tax code

Permitting declaration of credit conditions, credit line and date of expiry Management of purchase invoice

Permitting check with three methods of data on supplier’s invoice, warehousing entry, goods receipt report and purchase order before making document of payables

Automatically calculating VAT Monitoring payment term of

invoice Automatically creating entries in

General Ledger Permitting trace control while transferring/updating transactions Debit/credit entries and concern transactions

Adjusting payables through debit/credit entries Printing debit/credit documents Updating documents of advance payments Payment management

Payment document to supplier of is updated at sub-systems of cash accounting and bank deposit accounting, or at sub-system of purchase management for immediate-payment purchase.

Distribution of payments to supplier to sale invoices may be processed at sub-system of money capital accounting or payable accounting.

Distribution of payments to


SIS Viet Nam JSC

invoices may be processed directly to each invoice or automatically subject to the following selection criteria: first-receipt – first-payment, first-due – first-payment…

Permitting distribution of payments (advanced payments and late payments) Calculating interest/loss, difference of exchange rates of foreign currencies in case the

payment relates to foreign currencies Re-evaluating payables in foreign currencies for each supplier, each invoice Managing advance payments internally: amount of advance payment, term for repayment,

repaid amount and amount to be repaid… Receivable Warning System

Permitting declaration of payable warnings Warning payable line of each supplier while transacting or in reporting Warning overdue payable… Reporting

Analysis of debt-age of payables Detailed book of debts with supplier General report of payables General report of payables receivables under contract, order Link to other sub-systems

Automatically receiving invoices, debit entries from sub-system of sales management Automatically transferring accounted data to General Ledger or to sub-system of general

accounting for approval then transferring to General Ledger.

8. Cash Management (SIS CA)

Sub-system of cash management of SIS OPEN ERP 8.0 contributes to close, exact, clear receipts and expenses. Other characteristics permit effective processing of money collection from customer, payment to supplier, monitoring of loan agreement and other expenses, receipts. This sub-system is linked to all other sub-systems of SIS OPEN ERP 8.0 and suitable to the general accounting standards and principles. Facilities and performance of this sub-system will be exploited completely when it is connected to the sub-systems of Account Payable and Account Receivable of SIS OPEN ERP 8.0. Sub-system of Cash Accounting has the major menu as follows: Upgrading receipts, bills, bank documents (in foreign or local currency); Calculation of entered exchange rate of accounts and induced amounts in foreign currency; Reporting on balance of cash, deposit, cash book, bank detailed book; Reporting on loan agreements and situation ò


SIS Viet Nam JSC

payment.

Management of cash, deposit, loan agreements

Monitoring deposits, loans in banks Monitoring transactions relating to various foreign currencies Monitoring each loan agreement Management of receipts

Monitoring detailed receipt/expense of each customer, each invoice

Permitting receiving money from several invoices by one receipt

Permitting receiving money from several customers by one receipt

Permitting receiving advanced payment from customer then distributing to invoice issued later

Monitoring other receipts Printing receipts from program

under user’s special form Automatically creating entries

in the General Ledger Permitting trace control while transferring, updating transactions Preventing updating invoices with coincided number Permitting selection of money collection transaction by workflow: making receipt,

approving receipt, implementing and transferring to the General Ledger. Management of expenses

Monitoring detailed payment to each supplier, each invoice

Permitting payment by one bill to several invoices

Permitting payments to several suppliers by one bill

Permitting payment in advance to supplier then distribution to invoice received later

Monitoring other expenses There many facilities to monitor

input VAT invoices expenses from for amounts directly taken from expenses

Printing bill, payment order, transfer order fro program under the user’s special form

Automatically creating entries of General Ledger Permitting trace control while transferring/updating transactions


SIS Viet Nam JSC

Preventing updating invoices with coincided number Permitting selection of money collection transaction by workflow: making receipt,

approving receipt, implementing and transferring to the General Ledger. Management of foreign currency

Monitoring various foreign currencies Automatically calculating exchange rate for book entry with selection method: real name,

monthly average, mobile average, first in - first out Automatically calculating and accounting difference of exchange rates Reporting

Cash, bank detailed book Loan agreement List of documents Cash flow Selecting and implementing

report of conversion of foreign currency while reviewing report

Reporting on cash, deposit by criteria such as foreign currency, exchange rate, local currency…


Linking data to sub-systems of account receivable management, account payable management for invoice and payment

Automatically transferring accounted data to General Ledger or to sub-system of general accounting for approval then transferring to General Ledger.

9. Human Resource – Salary Management (SIS HR)

SIS OPEN ERP 8.0 is designed not only to meet requirements on personnel management on the aspect of recording and reflecting but supply management reports to serve analysis and direction by company’s leaders of levels Deep and exact

management reports help reduction of management liability of the enterprise’s owner, leaders of levels, particularly personnel managing officers.

Information on


SIS Viet Nam JSC

recruitment; personnel; salary; personnel’s characteristics; working hours and shifts… becomes simple and easy to be controlled.

Quickly searching, supporting in instantly making decision. Human Resource – Salary Management is analyzed, designed and programmed on the basis made by SIS Vietnam, meeting and accumulating much know-how of Recruitment Management, Human Resources Management, Management and Supply of Equipment to employees… from the enterprise that have been operating in various aspects. Forms, books given by SIS OPEN ERP 8.0 are suitable to the Labor Code of Vietnam. Based on the easiness to change and adjust forms, in case the Labor Code of Vietnam or requirement on the enterprise’s management report is changed, forms and reports of SIS OPEN ERP 8.0 may be supported by user or staff of SIS Vietnam to change and revise quickly. With this modulus, user need update only the arisen-out input data, and then computer will automatically calculate and give books, reflecting reports, management information, information

on change analysis, report of stand-by plan…

9.1 Recruitment and Training Management Declaration/Input

Updating demand on recruitment Updating list of candidates Updating list training classes Updating training (points)

Output Information

List of candidates Report of recruitment result List training classes List of learners (by class) …


SIS Viet Nam JSC

9.2 Human Resource Management

Declaration/Input

List of geography: Nation/Province

List of qualifications, levels List of family information List of positions, policies List of rewards/penalties List of types of labor contracts Declaration of training process

Declaration of transferring process

Declaration of salary change process

C.V …

Output Information

Employer’s record Report of personnel by division Report of personnel by type of

labor contract Report of personnel enjoying

policies Report of monthly date of birth of

personnel Report of officers by age Report of human resource

analysis/management Report by qualifications Report by genders Report by positions Report of leaving/retired

employees Report by number of working

years Report of rewards/penalties Report of employees working in

toxic environment …


SIS Viet Nam JSC

9.3 Equipment & Tools Management

Declaration/Input

List of tools Handing over tools to employees Adjusting tools for employees

Output Information

Table of monitoring of equipment supplied to employees

Detailed report of tools Report of increase/decrease of

tools Table of calculation of tools

depreciation Table of distribution of tools

depreciation

9.4 Day-work & Salary

Calculation Management

Declaration

Pay schedule/File of Pay

schedule/Machine of Pay

schedule

List of salary items

List of divisions, departments

List of employees

Updating salary factor for product

List of shifts

Declaration of holidays of year

List of reasons of leaving

List of dependant deductions

Declaration of monthly basic

salary

Updating work-days of month

Table of income taxes

Updating

Unusual salaries

Certificate of CV, finished

products

Updating salary progress of

employees

Declaration of working o’clock

shift of employees

Updating days of leave, days for


SIS Viet Nam JSC

extra works

Calculation of personal income

tax

Calculation of salaries

Calculation of work-days

Calculation of annual rating of

holidays

Distribution of salary expense

…

Output Information Pay schedule of employees

Summary of products

Summary of work-days

Summary of hours of late coming,

soon leaving of employees

Report on coming late, leaving

soon of employees

Report of presence/absence

Report of illness/leave

Summary report of work-days

Table of shift distribution

----------------------------------------------

Table of payment of salaries and

allowances

Table of distribution of salaries

and social insurance

Table of payment of social

insurance

Summary of social insurance and

health insurance deducted…

List of Labor Fund/Wages

Report of salaries and social

insurance

Report of list of persons enjoying

subsidies

…

----------------------------------------------

Declaration of Personal Income

Tax

Declaration of Final Account of

Personal Income

List of Personal Income Taxes

…


SIS Viet Nam JSC

10. Tax Management

Declaring input/output taxes from

sub-system of Purchase Accounting,

Sales Accounting and Cash Capital

Accounting to make reports, list of

input taxes, output taxes (according

to Forms No. 03/GTGT, 04/GTGT,

05/GTGT), Tax Declaration, payables

to budget, along with a book for

monitoring reimbursed taxes,

exempted taxes and report of invoice

use etc.

Updating the latest forms according to the Circular No. 60/2007/TT-BTC, Circular 32/2007/TT-

BTC, Circular 127/2004/TT-BTC. Particularly, this sub-system has been fully integrated where

forms are printed with appropriate 2-way so taxes must not be declared on the software of

declaration system of General Department of Taxation.

Permitting transfer to form under the form of Pdf… for the enterprise to apply electric invoice,

integrate digital signature (CA) for implementing online tax declarations regulated by Ministry of

Finance.

Business Tax Management

List of documents of goods purchased List of documents of goods sold Declaration of VAT integrated with 2-way article numbering, book for monitoring VAT

reimbursed, exempted Declaration of self-accounting of

SIS TA

Input VAT

Link to others

modul

Automatic

deals

Report

Output VAT

Income Tax PIT

Warning tax under the law

Excel


SIS Viet Nam JSC

Declaration of VAT Business income tax paid quarterly Classification Declaration of VAT Classification of special consumption tax.

Management of Personal Income Tax

Declaration of Personal Income Tax Deduction (monthly)

Declaration of Personal Income Tax Deduction - Form 02/KK TNCN (quarterly)

Declaration of Personal Income Tax Deduction - Form 03/KK TNCN (monthly)


Declaration of Personal Income Tax Deduction - Form 04/KK TNCN (monthly)


Declaration of Personal Income Tax Deduction - Form 07 (declared by user) Declaration of Final Account of Personal Income Tax - Form 04/TNCN (final account of

year)


SIS Viet Nam JSC

11. General Ledger (SIS GL)

At the end of accounting term, general accounting is made for adjustments, accounting in term, check and comparison of detailed and general ledger, automatic transfer of balance and distribution of expenses. After checking and implementing the ending entries, the program will create a Full and Exact Financial Report. Permitting updating declarations of system of warnings and internal messages, for example, declaration of warning to the cancelled invoice, the enterprise escape; warning of expense line; warning of goods delivery; warning of expense lines; legally warning of data… Permitting declaration of beginning information like balance of debt, warehouse, account, production case, order… This modulus is related to all other modules of SIS OPEN ERP 8.0

Report, accounting book: Accounting book under the form of General Diary

Book of general diary Specialized books

SIS GL

Update Openning balance

Input Information

Report

Excel

Automatic

Journal

Entries

Transfer the

balance to

next year

Accounting

Voucher

Declare the

warning

system

Declare the

standard

business

processes Automatic deals


SIS Viet Nam JSC

General ledger “T-shape” book Table of Summary of account

balances Balance sheet of induced sums of

accounts Accounting book under the form of Documents for Book Entry

Registration book of Documents for Book Entry

Documents for General Book Entry

Detailed book “T-shape” book Table of Summary of account


accounts Accounting book under the form of document diary

Diaries Nos. from 1 to 10 Lists Nos. from 1 to 11 Table of distribution of general

expenses, TL, tools, depreciation General Ledger Detailed book “T-shape” book Table of Summary of account


accounts Searching data and reporting quickly

List of documents Asking for balance of an account List of documents by customers/contracts/sub-items/contra account Summary table of induced sums by customers/contracts/sub-items/contra account Reporting on management result

Permitting making accounting statement as specially required by the enterprise’s management through dynamic report in which enterprise declares the criteria required.

Making both detailed and general multi-directional statements, books for the enterprise’s various purposes, divisions.


SIS Viet Nam JSC

12. Financial Report (SIS FI)

Accounting – financial reports are

designed in accordance with the latest

regulations of the Ministry of Finance.

Complete financial reports & financial -

management financial reports are

supplied, particularly: financial reports for

several terms, multi-term cash flow with

several methods (direct method, indirect

method)… will be available.

Permitting automatic design as required

for special criteria of the enterprise, like

declaration of calculation formula, criteria,

accounts for data creation…

Continuously updating the latest circulars,

decision of the Ministry of Finance like

Decision No. 48/QĐ-BTC, Decision No.

15/QĐ-BTC, Circular No. 60/TT-BTC,

Circular No. 32/TT-BTC, Circular No.

105/2003/TT-BTC v.v.

Financial & Management Report: Financial Report Balance Sheet of induced sums of

accounts Balance Sheet Balance Sheet comparing several

terms Business Operation Statement I - II -

III Business Operation Statement

comparing several terms Cash Flow Statement (direct method

and indirect method) Cash Flow Statement comparing

several terms Descriptive Financial Report Financial Comparison Statement

illustrated with graphs (column graph and pie graph)

Management Report Available design of display with interfere for the enterprise ’s leaders only Management Report on the enterprise ’s health:

Payment factor: quickly paying capacity, current paying capacity, instantly paying


SIS Viet Nam JSC

capacity, loan interest Operation capacity: turn-round of inventory turn-round, receivable turn-round,

working capital turn-round. profitability: ROS, ROE, ROI

Summarized data permit the Board of Leaders review the enterprise instantly through figures summarized from operations, modules without seeking for, sieving or taking from separate parts (debt, inventory, cash, deposit, expense, turnover, sales summary…

Reporting on expenses within a framework or according to regulations

Diagrams of, expense and performance of turnover -expense relationship

…

13. System Management (SIS SY)

Management, authorization of use right to each user correspondingly to his/her assignment, detailed in each functions, operation. Capacity of confidentiality and safety of data is high (Data are kept in secret in with grades as follows: network, operating system, database, application). Particularly, data with Client/Server Model is accessed, used and exploited by many users. Regime of copying, saving and recovering data is simple, easy to operate with MS SQL*Server. System parameters are declared integrally, diversifiedly, flexibly. Online is capable to run through infrastructure of Internet.


SIS Viet Nam JSC

MODEL OF 3-LAYER ARCHTECTURE IN WS:

WS is a system using model of 3-layer architecture.

Interfere layer: This layer has task to communicate with the final user for data collection and result/data display through components in the user’s interfere. This layer will use service supplied by the application layer. In WS, Windows Forms is used to perform this layer.

Application layer: This layer undertake the main tasks of the system, using services supplied by database layer, and supplying services to interfere layer, transferring message between application layer and interfere layer using protocol HTTP through LAN, Internet, Intranet… To perform

this layer, WS uses WebService with 3 main standards: SOAP (Simple Object Access

Protocol), WSDL (Web Service Description Language) and UDDI (Universal Description, Discovery, and Integration) SOAP (Simple Object Access Protocol), WSDL (Web Service Description Language), data transfer under XML format.

Database layer: This layer performs the operation relating to saving and accessing data of application. This layer will use services of database management systems like SQL Server to implement its task.

STRONG POINT OF MODEL:

Concentrative database: - Being easy to manage as well as copy and save data - Reducing risk of data loss - Being easy to be developed because the development is made at one point

Application: It may be developed at one or more places, linked to the data center through internal network or Intranet. Speed of data processing is high, minimizing time for user’s data input.

High mobility: With one equipment only that is capable to connect to internet, the user may input data at any places.

High confidentiality: o This is the most advanced model at present which minimizes risk in business when the

system fails. o Layers are separate so the system confidentiality is improved.


SIS Viet Nam JSC

PART VI: SIS OPEN ERP 8.0 IMPLEMENTATION PROCESS &

APPROACH

For customers demand to use the installation, implementation, training service or customization

software. SIS Viet Nam will implement under the basic process as follows:

1. Development stage:

The enterprise needs clearly determine its requirements on software solution: management

points, operations and techniques to be managed, parts to be managed, even requirements that

may occur in short term, medium term and long term when the enterprise ’s requirements on

management changes, consequently the enterprise can determine a general software solution to

meet the following requirements:

Solution is suitable to the enterprise ’s requirement Augmentability/upgrading in future is assured

Survey & Analysis

Proposed solutions

Signing Economic Contracts

Implement SIS OPEN ERP 8.0

Detailed Survey

Analysis, Consulting & Design

Refine & Edit

Testing

Setup Program

Training & Transfer

Testing & Adjustment of System

Acceptance

Warranty


SIS Viet Nam JSC

Feasibility in project development is high Expense for software (copyrights, trainign - development, adjustment, maintanance -

warranty …), hardware infrastructure… is suitable Integrity between software solution SIS OPEN ERP 8.0 and other software

1.1 Survey and analysis

Consultants of SIS Vietnam will meet the enterprise , divisions, pesonnel… to understand customer’s overall requirment. This is considered as an important section in the project implementation, size and requirements:

What is customer’s requirement on management accounting?

What is customer’s requirement on business management?

What is customer’s requirement on payment management? What is customer’s requirement on warehouse management? What is customer’s requirement on purchase management? What is customer’s requirement on production, expense, cost price management? What is customer’s requirement on human resources management? What is customer’s special requirement on other managements? What is customer’s requirement on technique, confidentiality? What is customer’s requirement relating to installation points, parts, units… What is customer’s process, business? What is difficulty in the enterprise ’s management? …

Based on the enterprise learning process, consultants of SIS will analyze the above-mentioned issues, requirements under a general angle so that “topic” of the enterprise problem is given clearly and transparently and then SIS can reply the following questions:

What solution the enterprise needs in fact? What is real solution to

settle such issues?

1.2 Solution Proposal Based on the enterprise requirements and analysis of SIS Vietnam, consulting team will supply solution for the enterprise management problem. The solution will detail and clarify each issue encountered by the enterprise and give suitable solution for each issue.


SIS Viet Nam JSC

Proposal always include the basic contents as follows:

Issue encountered by the enterprise Analyses Settlement methods Concern advices Requirements for assuarnce of project success Preliminary plan for implementation Proposal on expense estimate for project implementation Advatages, disadvantages …

1.3 Signing economic contract

Afetr the solution ahs been passed, customer andSIS Vietnam will confirm the project development of software SIS OPEN ERP 8.0 by an economic contract in which contents of works will be provided in details as follows: scope of work, detailed description, implementation time, concern appendix …

2. Development stage:

Losing in development of general management project in the enterprise s is always a obsession of

both the enterprise, supplier and customer. Therefore, to develop a project successfully, a series of

important requirements, methodically and flexibly performed processes… must be approved.

The specialty is each the enterprise has its own model, process, product, business, human

resources, level…, besides the requirements on accounting management, business, warehouse…

are different, the development of a solution need concrete

analyses for each the enterprise .

2.1 Detailed survey at customer’s place Based on the enterprise’s management requirements agreed between customer and SIS Vietnam, SIS’s officers will carry out detailed survey of operations, requirements to clarify each issue to reply the following answers: What? How?... Simultaneously, nontransparent contents are clarified into concrete and detailed ones for development. This stage much needs cooperation of each officer, unit concerned in the enterprise since the more concrete issues given the easier the implementation thereof.


SIS Viet Nam JSC

Simultaneously, repeat of actions may be avoided because requirements are not clearly or fully raised, leading shortage of linking in whole system for later development.

2.2 Analysis, consultancy & design Based on processes, reports, documents, operations, clear management requirements of the

enterprise , SIS VN will analyze, evaluate and consult as well as design software program suitably

to the confirmed contents. Then, the following contents will be clarified:

Workflow: SIS will do mapping between the enterprise ’s current process, new management requirement & SIS’s development experience to establish a new standard process in the enterprise . This new process will be applied and agreed in concern divisions, ensuring heritage, scientific nature, and flexibility. Workflow is the most important section for the solution to have systematic and comprehensive nature. When a clear workflow is available, other contents will rotate around it.

Systematic analysis of initial declarations and coding thereof: Coding of accounts, coding of operations, coding of expenses, list of materials, goods, warehouses, ratings – production section, unit, division… These information ensure standardization in accordance with regulations of VAS, of the enterprise, as well as expansion capacity in the future.

Analysis of input elements: SIS VN will, along with the enterprise , analyze input elements of the workflow system, particularly: accounting, warehousing, purchase, sales, production, human resources… to give standards of input information: Documents, invoices, warehousing entry, stock requisition, human resources…

Analysis, consultancy on output elements: Issues reported serves each division, department, the Board of Leaders or state owned agency as well as for other purposes will be analyzed, consulted and designed suitably to management requirement.

Analysis, consultancy, design and other special issues of the enterprise


SIS Viet Nam JSC

Analysis, design of concern interferes …

2.3 Fine-tune, Customize

Analyses, designs of Stage 2.2 are the basis for

technical division of SIS VN to implement adjustment

of software program. This is an important stage to

be suitable to the enterprise’s management issues

with available software. The clearer the requirements

the faster the program fine-tune, ensuring quality

and requirement of the enterprise.

Normally, these works have process repeatability

since in fact there are unreasonable or newly-arisen

matters, the work will be repeated according to the

standard process to ensure correctness of such

revisions.

2.4 Testing:

This is an integral section of the control process for

customers of SIS VN. Any fine-tune needs an

independent testing team to ensure the issue meets

correctly and fully the enterprise’s requirements.

Testing situations with many tests may occur in that

implementation.

SIS Vietnam has built a scientific, close testing

process to be performed by a group of personnel

who are experienced in profession, consultancy and

deeply understand products, product logic so that

the enterprise ’s requirement and programmed

product match in the best way.

2.5 Setup:

Operation of setup of software program in the

enterprise in this development process may be carried

out soon or late depending on specialty of the

requirements of the enterprise or each division, unit,

branch.

For example: The enterprise desires to develop

standard management accounting part first, SIS VN

will do adjustments first because it relatively

independent from the contents to be adjusted. In

addition, if the Project is developed under rolling form,

it may be developed module by module. That mean

each module completed will be accepted immediately…


SIS Viet Nam JSC

Normally, in this stage, the basic program has been completed and will be set up and initial

information of system will be declared: declaration of system parameters, units, divisions… for test

running of the system subject to customer’s model. In this section, setup will be recorded for SIS

officers and the customer’s persons in charge easily control and adjust concern parameter.

Authorization of use right to each personal, division concerned so that they can learn and perform

their work after being trained and transferred by SIS VN.

2.6 Training & Transfer:

This is very important stage in

development process of a

system. To implement this

stage best, it needs a close

combination between the

enterprise and SIS VN to ensure

train the right persons, right

work - profession, in

accordance with the schedule

and requirements provided in

the Training Plan.

Training Types:

Concentrative training: The training is comprehensive, supplying general regulations, conventions, operations, functions for the integral persons, divisions understand, agree and implement. Simultaneously, is also determines functions, tasks of each position/user in the system.

Separate training: The training is made in details by operation of each personal, division in the system to a right depth of profession of users. Special instruction documents will be supplied to them.

Stages:

Training time is divided into stages by SIS Vietnam, depending on the size, level of receivers in each the enterprise. The stages division will ensure that knowledge is gradually received, current works are not disturbed too much and new working style is gradually formed. In addition, with stages division trainees can learn and work simultaneously, and arising matter will be settled easily.

Number of stages in the transfer process and distance between trainings depend on each the enterprise , size of software system, number of users and sub-systems …


SIS Viet Nam JSC

Subjects of training:

The subjects of training on software will be the final users, the Board of Leaders, system management, head of concern divisions …

Training documents:

SIS VN will build documents subject to the enterprise’s characteristics, detailing each operation, each position of use in the system, including: Text book, description document & specialized manual, training data…

Documents will be built and transferred to the enterprise in file or softcopy

2.7 Testing & Adjustment of System

After training and software transfer stages, the

system operation will be started. During system

operation, overall system will be tested and

adjustments, if any, will be made to complete the

whole program.

These adjustments may be understood as technical

or professional ones.

This is the last stage of the project development

process before acceptance of SIS OPEN ERP 8.0

software system.

2.8 Project Acceptance

After completion of works agreed

between the enterprise and SIS VN,

and based on the acceptance of

stages, operation parts, detailed

works, the whole project will be

assessed, accepted and it will be

formally transferred to the Warranty

stage.

However, in the whole stage of

product exploitation, particularly the

first months of use, persons in

charge of consultancy, development

will continue direct support or

remote support to ensure the system

operates well and the enterprise can

own the solution so that SIS’s

employees may withdraw from the project gradually.


SIS Viet Nam JSC

3. Some conditions affecting proejct success:

the project success much depends on preparation elements. Requirements on preparation conditions are different for projects.

One among most important elements of the Project success is the support and assistance from the Board of Leaders, personnel relating to accounting operation as well as business operation, warehousing operation, administration operation...

Besides, participation and support from the enterprise’s personnel are meaningful in the product development since this is product developed for their ownership and application.

Basically, the project of management software solution building to the enterprise requires human resources as follows:

The enterprise will assign its personnel to take part in the project management process. An officer as the Project Manager has authority to decide all problems relating to the Project, an assistant to give support to the observation of all Project’s works, to SIS’s team in communication, contact, exchange… with divisions and other Project’s works concerned.

The enterprise will supply fully environment for testing and accepting products (server and tools for data saving, infrastructure of information system, tables and chairs, telephone machine, fax machine, PC, software, operation system, and other equipment relating to the Project). After software has been developed, it may be accepted and used immediately.

The enterprise will prepare for the Project performance, including establishment of Project’s Steering Board agreed by the Board of Leaders and divisions and personnel, plan and arrange time of personnel concerned etc.

The enterprise will supply the enterprise accounting operations, business operation - process, purchase process and other management processes (through professional personnel and authorized officers) to complete the section of special description of user’s requirements. After determining correctness of operation process, analyzing and designing, the authorized officers have to sign for certification of the operation requirements as well as analysis, design within a definite time.

The enterprise will clearly determine the scope of software under constraints of time and budge to determine the purpose of problem.

The enterprise will create good conditions for the Project Management Board to access leaders of levels in necessary cases.

Some sections will be performed in the enterprise (like survey, interview of final user, analysis, representation to final user and certification signature etc.) and some other sections will be made in SIS’s office (like programming, analysis of program design, document preparation, some tests etc.). It is necessary to have equipment for data safety assurance …


SIS Viet Nam JSC

PART VII: PRODUCT WARRANTY PROCESS & APPROACH

The Project is considered as successful when the enterprise exploits effectively the features supplied by the program as required for the solution. For the enterprise’s best exploitation of the software program as well as for having changes to be suitable to the enterprise’s management requirements, the software warranty, maintenance and upgrading is a compulsory requirement and very important. Fro an optimum service solution, SIS Vietnam has not been ceasing upgrading and innovation of form, content of service supply to enterprise. Besides, the product development team continually creates new range of products, new features and facilities for upgrading and upgrading product and meeting increasingly high demand on enterprise management.

1. Content of implementation of product warranty process

1.1 Updating the latest circulars, decisions of the Ministry of Finance 1.2 Warranting errors arisen out


SIS Viet Nam JSC

1.3 Consulting in use, saving, copying and keeping safety of data… 1.4 Supporting in setting up, changing software program if required by customer 1.5 Periodically checking the use situation, supporting and informing new policies, products,

features to customer by Service Quality Control Staff 1.6 Organizing without charge the training courses and classes for customer. 1.7 Supplying “Maintenance Book/ Maintenance Note” to customer when customer signs for

maintenance service 1.8 …

2. Product Warranty & Maintenance Process

2.1 Information transfer process of Center for Service and Customer Care:

Notes:

Information distribution to staff in charge of warranty, particularly information transfer to the staff in charge of taking care to a customer

Information source: from customer, divisions Information receipt and response: through fax, email, telephone, Skype, mail In case the staff in charge can not settle the matter the reason may be that staff is

incapable or has no time for responding settlement method to customer

1080 Staff Support Staff

Allocate Information

for Officials Support

Staff

Processing

?

Y

N

1080 Receiving

Receiving

Information

Processing

information

1080 allocate for

others

Handling customers

Information In


SIS Viet Nam JSC

2.2 Product warranty & maintenance approach The product warranty will be performed through the following forms:

Direct warranty: SIS Vietnam’s staffs will do warranty at the customer’s place in case the remote warranty alternatives can not be carried out.

Remote warranty: SIS Vietnam’s warranty team will access remotely through Internet (TeamViewer) to perform its service.

In addition, product consultancy, support and warranty may be made through telephone, E- mail, Fax, …

Once after a failure occurred, the enterprise will contact the Center for Service and Customer Care of SIS Vietnam for timely settlement through telephone, Fax, E-mail…. Customer service will be assigned to the staff in charge. SIS will supply and hand over information in full for convenience during transaction. When a service needs be performed, SIS will interfere and settle immediately the failure for the case where the service if performed remotely and within 24 hours if the service is carried out at the customer’s place 200 km from Hanoi and within 48 hours at the customer’s place over 200 km from Hanoi.

3. Time for product warranty, maintenance Time for product warranty is 1 year usually. Time for product maintenance is not limited to ensure continuity of the product use

process along with the enterprise development process.

4. Regulation on responsibility to perform Product warranty and maintenance

The Center for Service and Customer operates to perform its specialized tasks and functions for supplying a timely, exact, adequate service to the customers with high responsibility. To obtain this, firstly, staffs will be assigned with task, responsibility clearly: 4.1 Person in charge of the Center

This person is generally responsible for the center operation, controls the service quality of staffs to customers to ensure supply of optimum service quality, and simultaneously sets up customer care programs, customer consultancy programs for maximum exploitation of the management software…

4.2 Hotline – Online Settlement Division This division has staffs who have good knowledge of software operation, experience and consultancy knowledge. They receive matters informed by customers, clarify and settle such matters fastest and most effective as possible. They will be the ones who directly settle the matters relating to the operation, consultancy for customers. The technical matters out of their control and may take many time, they will be transferred to technical staffs for settlement.


SIS Viet Nam JSC

4.3 Team of technicians for failure settlement This team is responsible to manage a number of customers. The team shall have responsibility to settle failures reflected by customers or the failures transferred by Hotline (1080). The team shall have responsibility for the quality of care service to the customers managed by it before the person in charge of division, Quality Control Division and the company. This division is ready to carry out onsite warranty services if necessary to meet the progress, requirement of service implementation in a best way.

4.4 Quality Control Division This division operates for quality assurance before, in and after SIS Vietnam’s sales. This division will check, control the quality of product, service supplied to customers, particularly: Serving awareness/behavior, service quality, document for service performance, service performance process, product supplier to customers …

5. Information on Product Warranty & Approach

Center for Service & Customer Care, SIS

Vietnam Add: 14/183 Dang Tien Dong, Dong Da, Hanoi Tel: 04.35117785 Fax: 04.35117787 Hotline: 04.22001100 Hotline: 0912.426.152 (Mr. Diep) Email: [email protected]

6. Product Upgrading

Because of strong and non-stopping development of technology and informatics, changes in management, size of enterprise business, so software solution need be always upgraded to ensure that the enterprise still has a suitable, advanced software system. Therefore, SIS VN always attaches special importance to the product development and supply to customers of the following service packages with the best quality:

Upgrading product with new versions Upgrading product with new functions Upgrading product with new facilities Upgrading product as specially required by

the enterprise …



SIS Viet Nam JSC

PART VIII: Contact to SIS VIETNAM JSC

SIS Viet Nam JSC No. 14/183 Dang Tien Dong, Dong Da, Ha Noi Tel: 04.35117785 Fax: 04.35117787 Hotline: 04.22001100 Email: [email protected]

Website: www.sis.vn

Consulting & Sales SIS OPEN ERP 2016

ALL FOR CUSTOMER! --------


http://www.sis.vn/

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