Fact Sheet: Accounting Software RFI/RFP Template

Transcription

2 Accounting Software RFI/RFP Template The RFI/RFP Template enables quick and easy: gathering of system requirements producing a requirements specification preparing a RFI and RFP evaluation and comparison of vendor responses It can also be used in many other project related tasks, such as: requirements gap analysis assisting in requirements gathering brainstorming meetings justifying projects obtaining board approval The RFI/RFP Template: Saves time. Specifying system requirements, RFI s and RFP s is much faster than with traditional methods. As virtually all the functional system requirements are listed all you do is chose those you need. Saves effort. Thousands of software functions and features are listed, so you don t have to recreate them. They ll help you to be more thorough when gathering requirements and not to inadvertently miss out anything. Saves money. Use the RFI/RFP Template yourself. There s no need for additional staff or resources. SAVE TIME SAVE EFFORT SAVE MONEY IMPARTIAL GUARANTEED The RFI/RFP Template is: Impartial and unbiased, towards any software package or vendor. Guaranteed, with Axia s 60-Day 100% Full Money-Back Guarantee. 1 Copyright 2015 Axia Consulting Ltd. All rights reserved.

3 Widely used and trusted, by many hundreds of large and small organisations, operating in many diverse commercial and non-profit / government business sectors. Axia s RFI/RFP Templates appeal to users changing their systems the world over and have been bought by organisations in more than 30 countries. International, covering accounting systems requirements for the UK, USA and Canada. NB: the general accounting system requirements are suitable for use in any country. Testimonials We chose the Axia Accounting Checklist (Template) because it looked from a google search on such things, to be the best value for money product of this nature. We used a spreadsheet based on an edited / personalised version to go out to suppliers in an open Euro-tender and got six responses. I am sure if we had gone out to Euro-tender with something less detailed, we would have had dozens of claimed solutions, if not hundreds. It was also very useful to our teams (eg Purchasing, Sales, Accounts) as a prompt to what sort of functionality we already had as well as what we wanted from a replacement system. We certainly think the exercise delivered us a choice between two or three quality solutions - one of which we have decided to go with. Andrew Haslehurst, Head of Accounts, Southampton Solent University, Hampshire We have used the Axia System Requirements Checklists (Templates) as cornerstone inputs into our Business Requirement and Change processes for two of our most significant IT projects in recent years. These comprehensive documents have directly saved us considerable time, effort and cost in terms of project / quality planning and external consulting activities. I would not hesitate to recommend the use of these tools for future IT and / or Business Change Projects. Richard Mackenzie, MRM Programme Manager, RAC, Perth, Western Australia 2 Copyright 2015 Axia Consulting Ltd. All rights reserved.

4 Accounting Software RFI/RFP Template - Illustrations Requirements Specification listing thousands of criteria Requirements Specification with example vendor responses and scoring 3 Copyright 2015 Axia Consulting Ltd. All rights reserved.

5 Accounting RFI/RFP Template - Features The Accounting Software RFI/RFP Template is available in 4 versions: 1. Enterprise version 2. Professional version 3. Essentials version - listing 4. Not-For-Profit / Charity version All versions of the Accounting RFI/RFP Template comprise 5 files, zipped into 1 file: 1. Instructions, Selection Guide and RFI/RFP Tips (PDF document) 2. Request for Information (RFI) Template (MS Word document) 3. Request for Proposal (RFP) Template (MS Word document) 4. Business Analysis spreadsheet, for analysing the current situation and collecting more information (MS Excel) 5. Requirements Specification spreadsheet, listing the Accounting system requirements plus a table of contents and evaluation scores comparison chart (MS Excel) The main difference between the versions is the number of accounting modules included within each of the Requirements Specification spreadsheets. Compare the versions in the following table: 4 Copyright 2015 Axia Consulting Ltd. All rights reserved.

6 Contents Not-For- Profit Essentials Professional Enterprise 1. Instructions, Guide and Tips (PDF) 2. RFI Template (MS Word) 3. RFP Template (MS Word) 4. Business Analysis (MS Excel) 5. Requirements Specification modules (MS Excel): general ledger accounts payable purchase order processing accounts receivable invoicing inventory cash book fixed assets common requirements across all modules systems operations technology requirements software / system support and services additional not-for-profit / charity requirements sales order processing employee expenses construction industry scheme (UK) job / project costing advanced analytics & business intelligence job order processing field and service management time recording / workforce management work orders, bill of materials, kitting Number of criteria listed: Copyright 2015 Axia Consulting Ltd. All rights reserved.

7 In more detail, the RFI and RFP Templates, Business Analysis and Requirements Specification comprise: Request for Information (RFI) Template Contents RFI Summary, Background and Instructions for Suppliers containing - Executive summary, organization background, project background, instructions to the supplier or vendor, on how to reply to the RFI RFI Supplier Response containing - Summary statements, general requirements (for new accounting software), mandatory requirements (for new accounting software), additional information requested Request for Proposal (RFP) Template Contents Executive summary Organization background Project plan including - project background, project scope and objectives, project structure, project time scales, project locations and resourcing Instructions to the supplier / vendor, on how to reply to the RFP including - RFP process, RFP time scales, RFP participation, RFP conference and questions, confidentiality, terms and conditions, additional information requested, RFP response and format, RFP response submission Business Analysis Contents Current system and vision for the new system including strategic objectives and direction, organizational structure, location / department and user analysis, networks, current system overview and key issues, integration / interfaces, future accounting system vision System usage key statistics by module 6 Copyright 2015 Axia Consulting Ltd. All rights reserved.

8 Requirements Specification Modules and their Contents General ledger - chart of accounts, general ledger configuration, budgeting and forecasting, period-end journals, period-end processing, year-end processing, consolidation, business taxation calculation, electronic filing of accounting returns, statistical allocations, management accounts, cost analysis, product and service analysis, customer analysis, additional public sector general ledger requirements, general ledger reports Accounts payable - supplier master file and set up, transaction details, additional USA accounts payable requirements, e-accounts payable, data entry, data validation, invoice / order matching, non-invoiced payments, payments, end of period processing, documentation, accounts payable reports Purchase order processing - procurement set up options, e-procurement options, purchase planning, requisitions, quotation requests, purchase orders, order amendment, employee self-service (without recourse to procurement), contracts, purchase day books, e- procurement integration with suppliers, supplier portal, supplier self-service, supplier managed inventory, par inventory and replenishment, e-procurement integration with customers, expediting, receipting / goods received, returns to supplier, electronic payment, purchase order documentation, purchase order analysis and reports Accounts receivable - customer master file, payments received, invoice / payment matching, credit notes, credit control, invoice query management, search and enquiry, customer access to accounts receivable via the internet, end of period processing, documentation, accounts receivable analysis and reports Number of criteria Invoicing - invoicing types and methods, invoice creation, utility billing 74 Inventory - inventory item master file, barcodes, transactions, locations, sales prices, additional details for batch and single items, inventory item levels, inventory item values and cost prices, inventory stock counts (stock takes), lot (batch) control, inventory reports Cash book - bank accounts, transactions, e-banking, reconciliation, cash forecasts, cash book reports and enquiries Fixed assets - asset records, asset acquisition, asset disposal, asset types, asset valuations, additional public sector fixed assets requirements, capital expenditure budgeting and forecasting, capital projects, asset tracking, depreciation, capital allowances (UK), lease asset accounting, asset insurance, additional international fixed asset features, end of year processing, fixed assets reports Common requirements across all modules - workflow, alerts, social media, ESS (employee self-service), MSS (manager self-service), employee portal, euro / european monetary union, multi company currency and lingual capability, legislation regulation and taxation, enquiry, reporting, e-documentation and forms, compliance - accounting standards, additional public sector / governmental compliance requirements, compliance - Sarbanes Oxley (SOX), VAT / sales and purchases taxes, integration, building links to other systems Systems operations - reliability, operational efficiency, system performance, user productivity assistance, data processing and systems control, data volumes and quality, security, back up and recovery Technology requirements - application software, windows, database, operating system, network, Cloud services / SaaS (Software as a Service), ASP (Application Service Provider) services, internet, XML and XBRL, hardware Software / system support and services - sources of support, quality accreditations, vendor / support organisation expertise and reputation, implementation assistance and services, training, maintenance and support Copyright 2015 Axia Consulting Ltd. All rights reserved.

9 Additional Not-For-Profit/Charity - charity accounting, fundraising, charity reporting, grant management, grant accounting, grant reporting, loan servicing management Sales order processing - proposal management, quotation management, prices, crossselling and up-selling, contracts, order processing, sales daybooks, fulfilling orders, product configuration, delivery, customer portal, integration with website / shopping carts, customer self-service / sales orders, sales order data exported to e-commerce website, website product catalogue, sales order data imported from e-commerce website, e-commerce payments, cash sales and trade counter, customer returns / RMA (Return Merchandise Authorisation), sales order documentation, sales order analytics and reports Employee expenses - on-premise or cloud system, system configuration, expenses processing, expenses payments, e-expenses, corporate credit / payment cards, e-travel, employee expenses reports and analysis Construction industry scheme (UK) - set up and registration, sub contractor records, job details, payments, CIS reports and documentation Job / project costing - job / project static data, project planning and management, quotations orders and budgets, job variations, income and costs, job costing invoicing, job costing reports Advanced analytics and business intelligence - analytical system, dashboards, data visualization, self-service, mobile business intelligence, enterprise search, balanced scorecards, business activity monitoring, predictive analytics, decision support, data mining, online analytical processing (OLAP), data warehouse, extract transform load (ETL) Job order processing - quotations and costings, job orders, enquiry, job order documentation and reports Field and service management - mobile field support access, warranty management, service management, service call logging, schedule optimisation, despatch service requests / engineers, problem resolution and solution management, call progressing, call escalation, preventative maintenance, service parts management, mobile parts management, returns and parts order, repair management, shipping and receiving (of parts and repair items), service analytics and reports Time recording / workforce management - resource (workforce) planning, resource (workforce) scheduling, time data, timesheet design, additional equipment requirements, data capture and processing, monitoring and analysis, EU Working Time Directive, time scheduling and recording reports Work orders, bill of materials, kitting - quotations and order processing, work orders (WO), bill of materials (BOM), kitting Copyright 2015 Axia Consulting Ltd. All rights reserved.

10 Technical Details File formats The Accounting RFI/RFP Template comprises 5 separate (MS Word, MS Excel and Adobe PDF) files, combined into a single zip file (WinZip file). Visit if you need to obtain a copy of WinZip. The Accounting RFI/RFP Template files work in all versions of Excel and Word from 97 through to 2010 and Windows from 95 through to 7. The minimum recommended system requirements are 2 MB free disk space, MS Excel , MS Word , MS Windows 95 and Adobe Reader 10 - or later software versions. The File sizes are: Accounting RFI/RFP Template File Format Not-For- Profit Essentials Professional Enterprise 1. Instructions, Guide and Tips.pdf 0.3 MB 0.3 MB 0.3 MB 0.3 MB 2. RFI Template.doc 0.1 MB 0.1 MB 0.1 MB 0.1 MB 3. RFP Template.doc 0.1 MB 0.1 MB 0.1 MB 0.1 MB 4. Business Analysis.xls 0.1 MB 0.1 MB 0.1 MB 0.1 MB 5. Requirements Specification.xls 0.7 MB 0.7 MB 0.8 MB 1.0 MB Combined.zip file of the above 5 files.zip 0.5 MB 0.5 MB 0.5 MB 0.6 MB Latest version: November Copyright 2015 Axia Consulting Ltd. All rights reserved.

11 Accounting RFI/RFP Template - Availability The Accounting RFI/RFP Template may be purchased from our website: Either, via our online shop at SWREG/Digital River, with secure credit card processing and immediate download, straight to your in-box (zip file format), or Or, directly from Axia, with payment on invoice (zip file or individual Word/Excel/PDF files). file attachments sent within 24 hours of ordering. Contact details: Axia Consulting Ltd 17 New Road Avenue, Chatham, Kent ME4 6BA, United Kingdom Tel: +44 (0) info@axia-consulting.co.uk Web: 10 Copyright 2015 Axia Consulting Ltd. All rights reserved.