GIS Accounts Payable Questionnaire

PT Kasongan Bumi Kencana
Accounts Payable Workshop

Questionnaire
Location: Jakarta Office Date:

This document is an unpublished work of Global Integrated Solutions (Africa)
Limited. Global Integrated Solutions (Africa) Limited has asserted its right to be
known as the Author of this document. This work is copyright and no part of this
document may be reproduced by any means without the express written permission
of the Author.
PRONTO-Xi is a trademark of PRONTO Software Pty Ltd.
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Virtual Media Technology.
Other products mentioned are trademarks or registered trademarks of their respective

companies.
Copyright © 2009 Global Integrated Solutions (Africa) Limited. Version: 1.0
All businesses referred to in examples are entirely fictitious. Any resemblance to any
company or individual is accidental.
Accounts Payable Workshop Commercial in Confidence Page 2 of 32

Ver 1.0 ©2009 Global Integrated Solutions (Africa) Limited
Table of Contents
Using the Workshop Questionnaire 4
Purpose 4
Attendees / Equipment / Tools required 4
Instructions 4
Current System Process 4
Future System Process 5
Proposed PRONTO-Xi System Process 5
Questions 5
Flags / Tables / Special Accounts 5
Attendance Details 6
Current System Process 7
Future System Process 7
Proposed PRONTO-Xi System Process 8
Module SET UP 9
General Information 10
Accounts Payable Master File 10
Module PROCESSING Error! Bookmark not defined.

Transaction Types 166
Additional Details 16
Approval Procedures 16
Banking Details 17
End of Month 18
Sequences 18
Reports Required 18
Data Conversion 19
Major Function Flags 21
Special Accounts 29
Standard Forms 30
Issues that require followup 31
Customer Acceptance 32

Using the Workshop Questionnaire
Purpose
The purpose of a PRONTO-Xi workshop is to:
 Investigate how customers are currently doing their work and how they want to
do it
 Suggest how can we do it on PRONTO-Xi
 Find out on what areas we need to train the users
 Decide how the flags, special accounts and relevant tables should be set
Attendees / Equipment / Tools required

 Decision makers (for flag settings etc) and process owners (Managers /
Supervisors)
 Operators in the relevant areas
 White Board
 PRONTO-Xi software (single screen required or overhead projector)
 Workshop questionnaire
Instructions
 Prior to the workshop:
 Review the workshop questionnaire
 Review the responses to the relevant information from the Establishment Meeting
and relevant questions from the Planning Meeting
 Conduct the workshop
 Fill in the questionnaire as per the directions below
 Document the outcomes from this workshop (either using a hand-written version
of this questionnaire or typing the answers into this questionnaire)
 Present the outcomes to the GIS Implementation team and then the customer for
review
 Obtain sign off acceptance from both parties
Current System Process

Discuss the current workflow. Flow-chart the current work process in this area.

Future System Process
Discuss the desired workflow. Flow-chart the desired work process for the future in this
area.
Proposed PRONTO-Xi System Process

Demonstrate very briefly how this can be achieved on PRONTO-Xi. Flow chart the
proposed work process on PRONTO-Xi in this area, as it is known at this stage.
Questions
Review and discuss the questions listed with the customer to obtain a more detailed
knowledge on how the module will be used. This should provide the information for
completing the next section.
Flags / Tables / Special Accounts

Review and document the flags / tables / special accounts (including postings) for this
area based on the information now known and decide on settings if this has not been
agreed during the questions phase of the workshop.

Attendance Details
Name: Position:

Current System Process
This is the business procedure currently carried out by the client. This should include:
 Addition of a new Supplier Business Process

 Invoice Processing Business Process
 Payment Processing Business Process
The client should also think about the following business procedures:
 Authority limits for approval of non Purchase Order invoices

 Authority limits for approval of Invoice to Purchase Order variances

Future System Process
The proposed system process that you would like to see implemented.

Proposed PRONTO-Xi System Process
The business process, as agreed to use, within Pronto-Xi.

Module Set up
General Information
How many creditors do you currently manage? (estimate only)
In what format are accounts payable currently maintained? System or spreadsheet?
Are there any country specific items we should be aware of?

(This could relate to special taxation requirements etc)

Accounts Payable Master File
It is important that there is a standardised approach when entering data within Pronto.
We will start by defining how information will be entered into the system.
Account Code
The account code is the main identifier for the supplier.
This code is unique for each supplier.
The standard within the mining industry is to use the first 3 characters of the first name
and 3 digits.
For example: Global Integrated Solutions (Africa) Limited would be GLO001.
This enables the use of more than one account for a supplier. This occurs when the
supplier has multiple offices or multiple currencies.
Structure:
Existing e.g:
New e.g:
Pay to YN
Used for supplier Branch/Head office accounts, where purchases are made from the
supplier branches (and purchase history is required at the branch level) however one
statement is received and only one cheque for all branches is required.
Short Name YN

Name of the creditor, used in search facilities and reporting.

Accounts Payable Master File (Continued)
Housekeeping Flag
Specify the method and frequency with which transactions for this supplier are to be
brought forward or archived. There are two different methods for managing supplier
transactions.
· Brought forward accounting
At periodic intervals, all individual transactions up to that date are archived and
replaced with a single brought forward transaction representing the total amount
outstanding for the supplier at that date.
· Open item accounting
Each invoice is stored as a separate item, and all transactions relating to that invoice
belong to that item. When the item is settled in full, all transactions for that item are
archived at the same time.
Cheque printing is only available on open item cleared accounts. Open items are the
standard practise used ini the mining industry.
Open Item: Transactions archived when reference = O (preferred method) YN

Bought Forward (Monthly, Quarterly, and Half yearly, Yearly): Outstanding balance of
account rolled forward into one transaction. YN
Payment Select
Grouping of creditors for reporting and cheque printing:
 Local (Standard in mining industry) YN
 Overseas (Standard in mining industry) YN
 Priority 1 to 9. YN
 Notational A to Z user definable YN
Only the settings ‘L’ and ‘O’ will display a description to the right of the field. There is no
facility to assign a description to other codes.
Payment Terms (Code Table CQ)

For calculation of default due date of invoice YN
For example: 7 days from month end or 14 days from invoice date.
Payment terms used:

Auto Cheque Req

Creates Requisitions for cheque payments. YN
Note: Must be turned on if cheque printing is required.
Payment Type
Cheque: YN
Draft: YN
EFT: YN
Letter of credit: YN
One: (One cheque per invoice only) YN
Supplier Type (Code table CS)

The supplier type is used to group creditors into specific groups for reporting. It can
also be used for splitting of the creditor control account in the Balance Sheet. For
example splitting creditors between Operations and Head office.
This is a required table within Pronto.
Proposed Structure:
Currency Code (Code table CU)

Are foreign currency accounts used? YN
Proposed Currencies:
Status with Supplier

This illustrates our current standing with a supplier. Eg On hold. YN
(Generally not used in a mining environment)
Settlement Disc (Code table CJ)

Is settlement discount required? YN

G/L Account/Dist Ref

Default expense code for supplier. Only used for expense invoices. YN
Purchase Disc %
Default % discount off purchase price YN
Purchase Terms
The number of days between placement of a purchase order and receipt of goods, as a
numeric value. This is used for reporting purposes only.
Notational Only. YN
Levies/Volume (Code Table CJ)

Levies and Volume discounts are often applied to or by suppliers. This section uses
the same table as the discount codes.
Volume Rebates is table driven and Levies are predefined YN
How are they calculated?
What reporting is required?
PO Policy (Code table TD)

The default terms descriptions code that will appear in the Order Terms field when
placing a purchase order with the supplier. For example FOB or FIS.
Notational Only. YN
(Generally not used in a mining environment as is driven by the purchasing
department)

Supplier Group (Code table RV)

Is used for grouping suppliers for notational and SQL reporting purposes only. This
table is generally left blank in a mining environment at implementation.
Eg. Mechanical, Electrical, Process Plant. Notational Only. YN
Tax Code (Code table TW)

Default taxation rate for each supplier is mandatory. Eg VAT.
Proposed Rates :

Module Processing
We now discuss the Accounts Payable processes.
Transaction Types
Please advise if the following processes are required
General Ledger Creditors Journal YN
Intra Creditor Journal YN
Purchase Invoice/Credit Entry YN
Fast Creditor Invoice Entry: YN
 Expense Invoice/Credit (I/C) YN
 Foreign Currency Invoice/Credit (F/G) YN
 Local Purchases/Returns (P/R/Z) YN
Additional Details
Can temporary creditors be created when entering invoices? YN
Is Vat/GST used? YN
Details:
Approval Procedures
Is Invoice approval required? YN
Details:
Is Payment Approval required? YN
Details:
Are Invoices to be authorised? YN
Details:
Are Retention amounts to be released? YN
Details:

Module Processing (Continued)
Banking Details
Are Cash Payments made to Debtor/General Ledger? YN
Details:
Is Foreign Currency Banking required? YN
Details:
Are Periodic Payments to be used? YN
Details:
Is Holding Rechargeable Invoicing to be used? YN
Details:
What Cheque Printing procedures are required? YN
Details:
Will Bank Statements be transferred electronically? YN
Details:
Are Letters of Credit used? YN
Details:

Module Processing (Continued)
End of Month
Is one person responsible for all End of Month procedures or is each department
responsible for their own?
Sequences
Set up night / month sequence (level 8 users only)
Reports Required
Aged Accounts Payable Trial Balance YN
Transactions by account YN
Payments Commitments YN
Other:

Data Conversion
Is a data conversion required to bring the suppliers into PRONTO-Xi?
Are only active suppliers to be included?
What format will the data be available in?
Who will be responsible for extracting the data?

Data Conversion (Continued)
When will a sample of the data be available?
Will definitions be available for each field? Who will provide this?
Who will be responsible for testing the converted data?

Major Function Flags
The standard values are the recommended setup for a mining company.
History Options
Flag Description Standard Client
Value Value
Suppliers Archive Transaction Control D
This flag determines how long transaction history is kept for each supplier, once transactions are settled
and archived. The options allow a number of years to be selected or for history to be kept forever.
Options are:
1 – Archive records held for 12 months

2 – Archive records held for 24 months
7 – Archive records held for 84 months (7 years)
A – Keep full transaction history for 12 months
B – Keep full transaction history for 2 years
C – Keep full transaction history for 3 years
D – Keep full transaction history forever.

Major Function Flags (Continued)
Purchasing Procedures
Value Value
Max Invoice Variance % 10%
The maximum percentage variance allowed between the invoice amount and the value of the shipped
goods as recorded on the purchase order. The value variance must be exceeded before the variance is
reported. Pronto-Xi sets teh status of the invoice to Unapproved if this variance is exceeded.

Value Value
Max Invoice Amount 50
The maximum value amount (that is, total original order total and the invoice amount) allowed before the
variance is reported, however the percentage variance must not be exceeded.

Value Value
Payments Always Apply Discount N
When Accounts Payable invoices are paid, this flag determines how the terms discount is applied.
Y – Discount is always taken, regardless of when paid

N – Apply as normal terms discount only


Value Value
Supplier Reference is Purchase Order # or Invoice # 1
Determines the primary reference for finding the transactions.
1 – Purchase Order #
2 – Invoice #


Value Value
Approval needed for supplier invoice 1
This flag works in conjunction with the Variances for Purchase Orders for both re-costing of inventory or
the raising of a claim against the supplier.
0 Approval not required.

1 Invoices not relating to purchase orders: All supplier invoices require approval before
allocating to the General Ledger.
Invoices relating to purchase order: Invoice authorisation not required but if invoice value
differs from PO amount by more than the variance percentage or value tolerance, set
payment approval required.
Additionally if an invoice is processed against a contract purchase order, specify whether
to complete the purchase order or leave it open.
The authorisation process (Approve/Auth. Supplier Invce/Pay option in the Accounts
Payable module) will post tax, under a GST/VAT environment.
This option does not function if the maximum invoice variance percentage and amount are
zero.
2 Invoice authorisation not required but if invoice value differs from PO amount greater
than variance % and $, set payment approval required.
zero.
than variance % and $, set payment approval required for the variance amount only.
zero.
than variance % and $, set payment approval required for the full value of the invoice – not
just the variance.
It also checks the payment Approval Officer’s invoice limit. If the invoice exceeds the limit,
the transaction is put onto payment approval.
If the invoice does not relate to a purchase order, it does not require invoice authorisation,
but payment approval is only required if the invoice amount exceeds the invoice approval
limit set for that user.
5 Same as 1, except:
Payment approval is required if the variation between the purchase order value and the
invoice value is greater than the percentage or monetary value variance.
Payment approval is required if the variation between the purchase order value and the
invoice value is greater than the percentage or monetary value variance.

Payment approval required if the invoice value differs from the purchase order amount by
a value greater than the set percentage or monetary variance.
Payment approval is required if the invoice value differs from the purchase order amount
by a value greater than the set percentage or monetary variance.

Accounts Payable Procedures

Value Value
Purchase Term to affect due Date N
This flag is used to indicate whether the payment terms or purchase terms are to be used to calculate the
payment due date.
Y – The purchase terms if set a non zero value, will be used to calculate the payment due date.
N – The payment terms will be used to calculate the payment due date

Value Value
Accounts Keyword Look-Up used 1
Allows customers to be found using the following alternative keys:
0 – Not Used
1 – Account short name
2 – Account name and Address

Value Value
Length to Pad Accounts to N
Specify whether a serial number is automatically appended to a supplier account code when a new
account is created. This code is not used in the mining industry and hence a default is used.
N – Use account code as entered


Value Value
Special Tax Account Setup 0
This flag is used to determine whether or not the Tax Department account codes need to be split.
Setting of this flag allows the Accounts Payable Account, ‘Z-TAXDcccc’, to be set up. The ‘Z-
TAXDcccc’ account allows a split of the Withholding Tax Liabilities by supplier type. If a
database has multiple companies, the suppliers are split to different Accounts Payable control
accounts by the Supplier Type field. For every different control account, there is a ‘Z-TAXD’
account so that the Withholding Tax deducted by all suppliers linked to one control account is
sent to the one ‘Z-TAXD’ account. Thus, multi-company databases can record the Withholding
Tax liability and paid amounts per company, not just at a corporate level (the ‘Z-TAX-DEPT’
level).
0 – Only one ‘Z-TAX-DEPT’ and ‘Z-TAX-PAYE’ account is required

1 - Multiple ‘Z-TAX-DEPT’ account codes need to be split by supplier type

Value Value
Create Temporary Suppliers N
Determines whether a new supplier can be created at invoice/purchase order entry.
Y – Allow supplier entry

N – Disallow supplier entry


Value Value
Approval for favourable variances Y
Treat favourable/unfavourable variances in the same manner
Y – Yes
N – No

Value Value
Approval allowed for own transactions 0
Relates to approval of suppliers transactions.
0 – Can approve own transactions providing they are also a payment officer
1 – Cannot approve own transactions

Special Accounts
Most functions that create automatic entries within Pronto-Xi to the General Ledger do
so via special accounts. These accounts are mapped as part of the implementation
process.
Are the following accounts provided for in the chart of accounts?
Account Name System Type Your Value
Accounts Payable Control CCTRL Liability
Unapproved Purchases CRHOLD Liability
Purchase Invoice Variance PURVAR Expense
Exchange Gain by Bank

EXGAIN Revenue
Currency
Exchange Loss by Bank
EXLOSS Expense
Currency
Exchange Loss/Gain EXLOSSGAIN Expense
Accounts Payable Exposure

EXCOTH Expense
Other Side
Accounts Payable Foreign
EXPCOS Liability
Exposure

Standard Forms
The following standard forms are required for Accounts Payable:

 Remittance Advice
 Cheque Layout

Issues that require follow up

Customer Acceptance
This Customer Acceptance Form has been prepared in accordance with the PRONTO
Implementation Methodology (PIM).
The Customer Acceptance of the completed workshop questionnaire is the formal
acceptance of the documentation from the workshop conducted for the customer. The
customer agrees that they have read the results from this workshop (i.e. this document)
and agree that this is a fair representation of their requirements in this area.
Both parties acknowledge that any additional changes to the requirements may require
additional services (consulting / training) as per normal procedures.
Acceptance and approval is hereby given to the workshop documentation detailed in
the above questionnaire.
Signed for and on behalf of
GIS Representative PT Kasongan Bumi Kencana
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:


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PT Kasongan Bumi Kencana

Accounts Payable Workshop

Location: Jakarta Office Date:

PRONTO-Xi is a trademark of PRONTO Software Pty Ltd.

Other products mentioned are trademarks or registered trademarks of their respective

Copyright © 2009 Global Integrated Solutions (Africa) Limited. Version: 1.0

Accounts Payable Workshop Commercial in Confidence Page 2 of 32

Current System Process 7

Future System Process 7

Proposed PRONTO-Xi System Process 8

Module PROCESSING Error! Bookmark not defined.

Major Function Flags 21

Issues that require followup 31

Accounts Payable Workshop Commercial in Confidence Page 3 of 32

Attendees / Equipment / Tools required

Current System Process

Accounts Payable Workshop Commercial in Confidence Page 4 of 32

Proposed PRONTO-Xi System Process

Flags / Tables / Special Accounts

Accounts Payable Workshop Commercial in Confidence Page 5 of 32

Accounts Payable Workshop Commercial in Confidence Page 6 of 32

 Addition of a new Supplier Business Process

 Authority limits for approval of non Purchase Order invoices

Accounts Payable Workshop Commercial in Confidence Page 7 of 32

Accounts Payable Workshop Commercial in Confidence Page 8 of 32

The business process, as agreed to use, within Pronto-Xi.

Accounts Payable Workshop Commercial in Confidence Page 9 of 32

How many creditors do you currently manage? (estimate only)

In what format are accounts payable currently maintained? System or spreadsheet?

Are there any country specific items we should be aware of?

Accounts Payable Workshop Commercial in Confidence Page 10 of 32

Short Name YN

Accounts Payable Workshop Commercial in Confidence Page 11 of 32

Open Item: Transactions archived when reference = O (preferred method) YN

Payment Terms (Code Table CQ)

Accounts Payable Workshop Commercial in Confidence Page 12 of 32

Auto Cheque Req

Supplier Type (Code table CS)

Currency Code (Code table CU)

Status with Supplier

Settlement Disc (Code table CJ)

Accounts Payable Workshop Commercial in Confidence Page 13 of 32

G/L Account/Dist Ref

Levies/Volume (Code Table CJ)

(Generally not used in a mining environment)

PO Policy (Code table TD)

Accounts Payable Workshop Commercial in Confidence Page 14 of 32

Supplier Group (Code table RV)

Tax Code (Code table TW)

Accounts Payable Workshop Commercial in Confidence Page 15 of 32

We now discuss the Accounts Payable processes.

Accounts Payable Workshop Commercial in Confidence Page 16 of 32

Accounts Payable Workshop Commercial in Confidence Page 17 of 32

Accounts Payable Workshop Commercial in Confidence Page 18 of 32

Is a data conversion required to bring the suppliers into PRONTO-Xi?

Are only active suppliers to be included?

What format will the data be available in?

Who will be responsible for extracting the data?

Accounts Payable Workshop Commercial in Confidence Page 19 of 32

When will a sample of the data be available?

Who will be responsible for testing the converted data?

Accounts Payable Workshop Commercial in Confidence Page 20 of 32

Suppliers Archive Transaction Control D

1 – Archive records held for 12 months