Ganda ERP Project | 1

CFC ERP Cut-off Strategy 31 December 2014

Ganda ERP Project |

• 13 Dec Templates for master data uploading and opening balance should be verified working by 20/12/14.

Note : every template need to be upload should have pre-upload to confirm the format is correct, need to set up a list and note pre-upload finish date to trace it.

• 20 Dec Master data to be downloaded from existing system on 6:00pm 20/12/14.

• 25 Dec Templates to be prepared and uploaded into new system by 5:30pm 22/12/14.

• 30 Dec Additional master data to be created manually after 6:00pm 20/12/14 into new system

Master data migration (existing: computerized & Manual records)

Master Data:-Master data for Vendor-Master data for Customer-Master data for Item Master-Master data for Transporter

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Ganda ERP Project |

• 25 Dec Inform vendors not to deliver good to us from 25/12/14.

• Strictly no good receipt on 25/12/14, 30/12/14 and 31/12/14.

Note: If there is good receipt on 26/12/14 – 29/12/14, stamp the receipt documents. Key document into existing system to offset PO. Key document into new system to add stock balance.

• Complete entry of good receipt till 29/12/14 by 5:30pm 30/12/14.

GR for spare, raw material (existing: computerized records)

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Ganda ERP Project |

• 25 Dec User stop creating PR in existing system 5:30pm

• 25 Dec User create PR in new system after 5:30pm .

• 30 Dec All of outstanding PR should be convert to PO before 30/12/14 5:30pm.

PR (existing: Manual records) Avoid outstanding PR

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Ganda ERP Project |

• 26 Dec Speed up the conversion of PR into PO on 26/12/14 ~ 5:30pm 30/12/14.

• 30 Dec Stop issuing PO and lock existing system for PO creation on 5:30pm

• 30 Dec Download outstanding PO list from system on 6:00pm

• 31 Dec Prepare PO outstanding into template by 5:30pm.

• 31 Dec Manual Entry the outstanding PO list 6:00pm.

Convert PR (after user key in) into PO in new system from 26/12/14.

PO Court-Over Can Be Early if is possible

Purchase Order (existing: computerized records)

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Ganda ERP Project |

• Plan spares to be used between 25/12/14 and 31/12/14. Issue the spare physically (considered as usage in 2014) in a specific location.

• 25 Dec Stock taking.

• 29 Dec Prepare balances as per stock take (not include issued material in specific locations) into template by 5:30pm.

• 30 Dec Upload balances as per stock take (not include issued material in specific locations) into new system by 5:30pm.

• If any good issue after 26/12/14, stamp the documents. Key in new system to minus stock balance.

Note: If there is good issue on 26/12/14 – 29/12/14, stamp the issue documents. Key document into new system to reduce stock balance.

Stock balance: Spare (existing: manual records) - 1/2

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Ganda ERP Project |

• 1 Jan Stock take on 1/1/15 for balance of stock still remain in the specific location.

• 2 Jan Prepare balances as per stock take (in the specific location) into template by 5:30pm and upload into new system

for 2014 records.

• 15 Jan Adjust price of closing stock after closing of GL.

Note : About Stock Balance principle would be like this, stock freeze-> stocktaking-> upload stock balance data->person in charge confirm data correction->un-freeze stock, this is very important to keep some time for KUs to confirm the data, if data is not clean, Go-Live transaction would be totally a mass and un-smoothly.

Stock balance: Spare (existing: manual records) - 2/2

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Ganda ERP Project |

• Prepare and upload draft balance i.e. (5 days usage quantity with end November price).

• 27 Dec Stock taking on.

• 2 Jan Prepare balances as per stock take by 5:30pm.

• 3 Jan Adjust stock movement 28/12/14 – 31/12/14 to the physical list by 5:30pm.

Note : Actually, If there is enough Qty for Good Issue, it’s OK to adjust open balance data anytime in Jan-2015.

• 3 Jan Upload / Adjust closing physical quantity by 6:00pm.

• 15 Jan Adjust price of closing stock after closing of GL.

Stock balance: Raw material (existing: manual records)

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Ganda ERP Project |

• Prepare and upload draft balance i.e. (5 days usage quantity with end November price).

• 27 Dec Stock taking.

• 2 Jan Prepare balances as per stock take by 5:30pm.

• 3 Jan Adjust stock movement 28/12/14 – 31/12/14 to the physical list by 5:30pm

• 3 Jan Upload / Adjust closing physical quantity by 6:00pm.

• 15 Jan Adjust price of closing stock after closing of GL

Stock balance: WIP (existing: manual records)

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Ganda ERP Project |

• 3 Jan Key in transaction relating to AP (payment/CN/DN) as many as possible by 5:30pm.

• 3 Jan Download open item of AP on 6:00pm for transfer preparation.

• 3 Jan For posting into existing system after 5:30pm 3/1/15, stamp on the document. Key into new system

• 4 Jan Manual Entry on 8:30am for AP opening items (include CN/DN) on historical transaction date by detail in new system.

• 16 Jan Checking the balance of AP Chart of Account between G/L and AP Modules are the same in new system.

Note : Before check the balance of Chart of Accounts between G/L and AP Module are the same, we do not allow to offset AP transactions in new system.

Account Payable (existing: computerized)

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Ganda ERP Project |

• 30 Dec Stop creating SO & DO in existing system on 5:30pm and lock system for SO & DO creation.

• 30 Dec Download outstanding SO & DO list from existing system 6:00pm.

• 30 Dec Manual Entry the outstanding SO & DO data 6:00pm.

• 30 Dec Create SO & DO in new system from 8:30am as 2015 transactions.

• 1 Jan Download DN list on 8:30am for delivery from 6:00 pm 30/12/14 – 11:59pm 31/12/14.

• 1 Jan Set off SO & DO for DN from 30/12/14 5:30pm – 30/12/14 11:59pm.

SO/DO Court-Over Can Be Early if is possible

Sales Order & Delivery Order (existing: computerized records)

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Ganda ERP Project |

• Inform customer that no unplanned delivery on 31/12/14 and 2/1/15.

• 1 Jan Create DN as precaution of delivery for 1/1/15 and 2/1/15 in existing system. Cancel DN when it is successful

created in new system.

• 1 Jan Issue DN from new system effective 1/1/15.

Delivery Notice (existing: computerized records)

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Ganda ERP Project |

• Prepare and upload draft balance i.e. (5 days usage quantity with end November price).

• Stock taking from 27/12/14 – 1/1/15. By stages in different warehouse (big warehouse to be done on 31/12/14).

• 2 Jan Prepare balances as per stock take by 5:30pm.

• 3 Jan Adjust stock movement 28/12/14 – 31/12/14 to the physical list by 5:30pm.

• 3 Jan Adjust closing stock balance into new system by 6:00pm.

• 15 Jan Adjust price of closing stock after closing of GL.

Reconciliation of quantity and value may be required on physical balances and book balances in old system

Stock balance: Finished good (existing: manual records)

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Ganda ERP Project |

• Delay bank in cheque receive on 31/12/14 to 1/1/2015.

• 3 Jan Key in transaction relating to AR (receipt/CN/DN) as many as possible by 5:30pm.

• 3 Jan Download open item of AR on 6:00pm for transfer preparation.

• 3 Jan For posting into existing system after 5:30pm 3/1/15, stamp on the document. Key into new system.

• 4 Jan Manual Entry on 8:30am for AR opening items (CN/DB) on historical transaction date by detail in new system.

• 16 Jan Checking the balance of AR Chart of Account between G/L and AR Modules are the same in new system

Note : If the payment term of Delivery Note and Sales Order is FOB, we need to issue VAT Invoice and AR on Dec, 2014. If the payment term of Delivery Note and Sales Order is DEQ, we need to issue VAT Invoice and AR on Jan, 2015

Account Receivable (existing: computerized records)

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Ganda ERP Project |

• 4 Jan Start Month-End Closing Process for Dec-2014 Accounting period in existing system

• 14 Jan Complete Month-End Closing Process and Generate financial report on form existing system

• 15 Jan Prepare final item cost and stock value into upload template

• 15 Jan Key in Opening Voucher by detail in new system on 31-Dec, 2014 after monthly closing on Dec, 2014 in existing system. All amounts of chart of account in opening voucher are based on the Trial Balance of existing system in Dec, 2014.

• 16 Jan Checking the balance of all Chart of Account between G/L and Subsidiary Financial Modules are the same in new system.

• 17 Jan Upload ERP item cost and open stock value into ERP system

• 20 Jan Complete ERP Opening check and close open period

General Ledger (existing: computerized records)

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Ganda ERP Project |

• 1 Jan Prepare Note Receivable, Note Payable, Bank, Financing Loan, Time Deposit, Investment open items data

• 4 Jan Key in records relating to Note Receivable, Note Payable, Bank, Financing Loan, Time Deposit, Investment on historical transaction date by detail in new system

• 4 Jan Key in records relating to Note Receivable, Note Payable that Cheque Expired Date is after 31-Dec 2014 in new system during Dec 2014

• 16 Jan Checking the balance of NM Chart of Account between G/L and NM Modules are the same in new system.

Note : Before check the balance of Chart of Accounts between G/L and NM Module are the same, we do not allow to write off/Offset NM transactions in new system.

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Note, Bank & Investment (existing: manual records)

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Ganda ERP Project |

• 31 Dec Physical Counting all FA Properties (include Expense FA and Capitalized FA) on 31/12/14 to 1/1/2015. To scrap

and add FA Properties after Physical Counting in existing system or detail report of FA.

• 4 Jan Upload Property Master Data of FA and transfer to Depreciation Expense Records in new system before 04/01/2015.

• 16 Jan Checking the balance of FA Chart of Account between G/L and FA Modules are the same in new system.

Fixed Asset (existing: manual records)

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Ganda ERP Project |

Reprioritize ordinary jobs of Department and reserved suitable manpower for ERP Go-Live on 01st-Jan-2015

Assign Department personal in charge for those ERP Go-Live data preparation and validation tasks.

Participate to the ERP end user training schedule and ensure members have enough time to practice for new ERP system process.

Stressed the importance of ERP Go-Live goal and continual to motivate our members to support ERP Project

Supporting Requirements

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Ganda ERP Project |

Thank You

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