Slide Narrator Of Ucas System

Slide Narrator Of UCAS System Presentation Show

“UCAS System, The Approach Business Scenario For
PT.PBX”
This slide narrator contain the offline presentation as a companion of the UCAS System
presentation show, (Best if you printout this document to a hardcopy and read it during
you see the presentation show slide by slide)

Slide 1
• “UCAS System, The Approach Business Scenario For PT. PBX” The Proposal
Approaches from the UCAS System Overview to your company. This
presentation has 10 Slides
Click to continue...
• (1) First “The Overall Design Of Business Scenario” of PT. PBX
• (2) Then ”Material Purchasing Scenario”
• (3) Next ”Production Business Scenario”
• (4) After that “Material Usage Business Scenario”
• (5) Then “QC Production Business Scenario”
• (6) Next “Account Payable Business Scenario”
• (7) After That “Account Receivable Business Scenario”
• (8) Last “Cash Business Scenario”
• The Numbering (2) – (5) are “The Inventory And Job Costing Business Scenario”
• The All Numbering (2) – (8) Will be “Integrated With The General Ledger
Systems”
Click to continue... and the slide 2 will appear

Slide 2
• “The Overall Design Of Business Scenario” the purpose is to show the designed
of the system to your business process
• “Sales Order / Product Order” created
• “Work Order” created
• “Job Master, Bill Of Material” created
• “Purchase Request and Purchase Order” created to requisite the goods

Slide narrator of UCAS System presentation show Page 1/9

• After the goods are receive, the inventory will keep the “Materials”
• When the production executed the Bill Of Material, the “Work In Progress”
(WIP) will become a container to keep all the transaction incurred
• The material from the inventory will become the “Material Taken” in WIP
• During the production process, there is the material to be returned to stocks from
the WIP container as “Return To Stocks of Un-Use Material”
• The inventory can received the returned item as “Re-Use Material” and/or
“Scrap Material”
• During the process, if there are some transaction as
“Planned Cost/Cash Incurred/Other Expenses”
• The WIP Container will record the transactions as “Other Cost, Labor Cost, etc”
• The Work In Progress (WIP) closed and do the “QC Of Production Batch”
• The Inventory will received the QC Production result as “Finished Goods Stocks”
or “Rejected Stocks”
• “Stock Disposal” of the Scrap Material and Rejected Stocks can be executed
• Back to the “Sales Order”, the “Finished Goods” can be delivered with
“Delivery Order”
• “Invoicing” of the Sales Order
• The Inventory ‘box’ is Inventory System
• The Bill Of Material, Work In Progress, QC Of Production Batch ‘boxes’ are the
Job Costing System
• The Sales Order, Delivery Order, Invoicing ‘boxes’ are the
Account Receivable System
• The Purchase Request and Purchase Order ‘boxes’ are the
Account Payable System
• The Planned Cost, Cash Incurred and Other Expenses ‘boxes’ are the
Cash System
• All boxes system will be fully Integrated UCAS System and will be overviewed
on the next slides


• This slide will show the “Material Purchasing Business Scenario”, this proposal
which might be similar to your current scenario
• When we have a Purchasing Order. There is a scenario which the goods directly
become an Inventory
• By example we buy Glue and Ink, they will become our stocks directly when we
receive them
• How about for the goods that are ‘Not Ready’ to become our stocks directly
because of the stocks UOM, have additonal duties and need to get a modification
from the other third party ?
• The System have the “WIP of Procurement” (WIP-P) to capture all the cost to
make the goods to become our stocks.
• If all the cost already captured to the WIP-P, we can do “WIP-P Closing” to
process it to become the stocks as required
• For Example we buy the Roll Paper in Kg, imported from Europe which will pay
an Import Duty and need to be cut / shaped at the other Third Party because we
do not have the sources. After we do a WIP-P process, the goods (Roll Paper
which already cut/shaped, paid the import duties) will become our Paper1, Paper2
and Paper3 stocks which already captured all the additional cost.

Slide 4
• This Slide will show the “Production Business Scenario”, the purpose is to give
an overview of UCAS Job Costing system to your company
• For Example there is a “WIP For Batch xxxx of Production” as a job costing
master created into the system
• The costing master have a “Bill Of Material” which contain the items as “Paper1,
Glue and Ink”
• If the BOM Processed by withdraw the items for production, automatically the
system will withdraw the stocks from the Inventory and the stocks will be
captured under the WIP Batch xxxx which assigned the BOM
• If during the production we have to returned the item picked back to stocks (in
this case the returned stocks are PaperX as a re-Use Stocks and PaperW as a
Waste.


• The Inventory will received back the new PaperX and PaperW stocks
• If there is an “Additional Material” withdraw which not budgeted under the BOM
processed for production, automatically the system will withdraw the stocks from
the inventory and the stocks will be captured under the WIP
• If there is an “Petty Cash Transaction” (Other Expenses / Workshop Expenses)
for the production process, WIP also will captured the cost
• After all items from the BOM and additional costs captured and do the WIP
Closing Process
• The Inventory will capture the “Finished Goods Batch xxxx” of the production
• During the process, all inventory transaction will be controlled with
“Inventory Stock Aging Control” by the UCAS System
• And during the WIP Process, we can control the
“Actual Vs Budget WIP Controlling” within the UCAS System

Slide 5
• This slide shows “The Material Usage Business Scenario”. The purpose is to
show how the UCAS Job Costing System can optimized your costing to a better
actual costing
• For example we have stocks of paper1 9 inch, with 3 meter length
• The Paper1 cut into 3 pieces of square
• And we cut each piece as a round with a lid to a ring shaped
• By right we will have 3 kind of goods after the cut process, 3 rings, 3 solid circle
cut and 3 square with a hole in the middle
• By the advanced material and costing process of UCAS Inventory And Job
Costing system we can have all items to be captured with vary of value. For
example the original paper1 cost is IDR 1,000,000 we can have 3 incoming stocks
as follow: 3 rings as a direct production cost with IDR 800,000 ; 3 pieces solid
circle as re-use material (PaperX) with cost of IDR 150,000 and 20 Kg of waste
(PaperW) with IDR 50,000
All the cost above could be a vary within the amount of stocks in (WIP Batch,
PaperX and PaperW) equals to the amount of stocks out (Paper1)
Click to continue... the slide 6 will appear

Slide 6
• This slide shows the “QC Production Business Scenario”, the purpose is to show
how the production result go to the system and how the UCAS System recognize


the cost
• For example we have a “WIP Production of Box1 Batch xxxx”
• The job master ‘Box1 Batch xxxx’ is tight to a Work Order to make box = 1,000
EA, and the total cost captured by the WIP is 1,500,000 IDR
• When the “QC / Sorting Box1 Batch xxxx Production” executed, we determine
that the finished goods = 950 EA and the rejected goods = 50 EA. While for the
costing we can absorbed the rejected stocks cost to the finished good stocks, by
this example, we could post the IDR 1,450,000 for “Finished Goods” (950 EA,
means @ 1,526.32 IDR) and IDR 50,000 for “Rejected Stocks” (50 EA, means
@ 1,000 IDR).

Slide 7
• This slide shows “Account Payable Business Scenario”, the purpose is to give an
overview of the UCAS AP System which can give a better control of your
purchasing and stock control
• The scenario begins with the user create a “Purchase Request” to inquire the
required stocks / by system calculation min max (a light MRP system)
• The purchasing department will process the request into the company
“Purchase Order Process”
• They can retrieve the purchasing history with “PO History Lookup” on the UCAS
System to “Select Vendor”
• The UCAS System required an authorization before proceed the ‘Purchase
Request’ to be a ‘Purchase Order’. This purpose of the authorization is to give a
better and a tight control for the cost concerned of the product purchased by the
delegated supervisors or managers before release the ‘Purchase Request’ to
‘Purchase Order’
• After the “Released PO”, the purchase order can be post to the system by
“Posting PO”
• Then the “Print and Fax PO To Vendor” can proceed.
So this authorization process is required before the PO can be print or fax to the
vendor
• If the vendor required the Down Payment (or to open L/C) for the purchase order,
The UCAS System have a procedure to issue the Down Payment. This procedure
can be executed after the PO released and posted to the system to avoid the
misused of the payment before the approval of purchase order


• After the “AP Down Payment” created, the system allow to process the
“Cash or Bank Out” for the payment of AP Down Payment Invoice
• Then let us see the “PO Receive” there is a business scenario when receiving the
goods from the purchase order.
• The UCAS Inventory System have a “Batch Registering” process which will
identified/do a track record of the incoming/outgoing goods to/from the inventory.
The process of receiving good from purchase order will go to an “AP Accrual”
and “Accrued Inventory”, this AP accrual and accrued inventory is a special
account on the Chart Of Account to capture all the transaction of PO receiving
which we do not recognize as our Account Payable Debt yet.
• When we do an “AP Recognize”, the system will automatically reverse the AP
Accrual account to system AP Debt Account and reverse the Accrued Inventory
Account to the transaction to the specific the Purchase Order as “Inventory” or
direct to “WIP Transaction”
• After the AP recognize, the system will allow the “Vendor Payment”, and the
system can control the Down Payment which bind to a specific PO number and
automatically the reduce the AP Debt by reversing the AP Down Payment
• The System have a vendor profile which can tell the “Aging Payable” for the
aged invoice and the “Projected Cash Disbursement” for the un-due invoice. This
is part of Cash Management of UCAS System
• The system have a “Purchase On Hand Controlling” to control the un-settled
purchase order, the receiving PO, the accrual and the vendor payment which
already processed into the UCAS System
• The AP aging and projected cash disbursement will related to the
“Cash Or Bank Out” system
• The inventory created by this AP System controlled by
“Inventory Stock Aging Controlling”

Slide 8
• The slide shows the “Account Receivable Business Scenario”, the purpose of this
slide is to introduce the UCAS AR System which has an advance controlling for
the pre-Delivery and pre-Invoicing
• The slide begins with the “Sales Order” created to the system
• If your business require the customer to pay a down payment for their order, you
can registered the down payment bill thru an “AR Invoicing” to create
“Down Payment” (UCAS System differentiate the Sales Order Invoice with the
AR Invoice)


• After the AR down payment created, and the cash system will maintain the
“Customer Payment”, either the payment term already due (become an
“AR Aging”) or un-due payment term which will become the
“Projected Cash Received”
• Back to the sales order, now we do a “Delivery Process”, UCAS System
introduce the “Picking List” as the pre-delivery document which can be print to
the warehouse to prepare the items before the official delivery order note issued.
The picking list processed thru the “Inventory Stock Aging Controlling”, means
the user must select the items/stocks which will be delivered to the customer
based on the layered inventory system.
• The UCAS System concerned about the “Customer Credit History”, means the
customer profile will be cross-checked with the boundaries (the ‘AR Invoice
Aging Bracket’ and/or the ‘Credit Limit’) that already set to the customer. If the
checking process not passed, the UCAS system will block next process of
delivery order process, means the official DO cannot be issued, system will create
an message to the delegated supervisors / managers to release the blocking by
“Credit Limit Release”.
• After passing the credit checked, the picking list can be posted to the system
(“DO Posting”) which will reduce the Inventory stocks
• The official “Delivery Order” printed out and the goods can be deliver to the
customer
• During the picking list posting process (DO Posting), the UCAS system capture
all transaction into “Un-Invoice DO Controlling”. Because there is a business
scenario that the customer do not want us to invoiced them if we cannot delivered
all the goods as their purchase order. UCAS System can be set to have a special
account (Un-Invoice AR) in the Chart Of Account to capture this scenario, the
account type is Asset
• Now we do an “Invoicing Process”
• As understand that the process “Invoice To Customer” is collecting the Delivery
Order received by the customer and offset them with the AR down payment for
bill amount.
Although the bill amount might be less than the sales order amount, UCAS AR
System still recognize the Revenue with the full amount of sales order, but the
cash system capture bill amount after offsetting the AR down payment.
This process will reverse the Un-Invoice AR Account and recognize then as the
COGS too.
• The cash system will capture the “Customer Payment” for the “AR Aging” for
due invoice and “Projected Cash Received” base on the terms as specified on the
sales order


• All the sales order, delivery process and sales order Invoice are controlled with
the “Sales Order On Hand Controlling”, to show the remaining customer order
which not fulfill by our company yet
• “Customer Payment” for the order also controlled under the “Sales Order On
Hand Controlling” to figure out the partial payment by the customer

Slide 9
• The slide shows the “Cash Business Scenario”, the purpose of this slide is to
introducing the petty cashier transaction as requested by the applicant.
• Petty cash transaction created for the applicant, for example the applicant some
cash to buy something which could be a direct cost or could be capture for the job
costing
• The system has an ” Un-realized Petty Cash Controlling” to be capture all
transaction which not settled yet
• If the applicant do a settlement for the petty cash he created.
• During the settlement, petty cashier can directly charge the cost to direct cost
(“Expense Account”) or to the Job Costing (“WIP Transaction”) as informed by
the applicant
• The system also have a “Realized Petty Cash Transaction Controlling” to analyze
the applicant request

Slide 10
• The final slide is the “General Ledger System”, this slide is to show how the
general ledger system capture all the transaction from other system module to
create financial reports. UCAS System has a ‘Distribution To GL’ process on
each module to send the account transaction to the general ledger
• The “AP System Distribution”, “AR System Distribution”,
“IV System Distribution”, “JC System Distribution”, “Cash System Distribution”
will collected by the general ledger ‘Edit List Process’
• There is “General Journal” transaction which can be created from general ledger
module itself for a ledger transaction such as a Re-Allocation, Re-Class or
adjusment transaction, also will collected by the Edit List Process
• If all the transaction balanced, the General System can do an “Edit List Process”
“Working Trial Balance With Profit/Loss Statement” to show the provisional
balances of Asset, Liabilities account, Current Retained Earning, Revenue


Account And Expense Account. This is to analyze or adjust the transactions
• If you already agree with all figures, you can do a “Period End Closing” to close
the monthly period
• The “Balance Sheet and The Income Statement” can be served as a company
financial reports, the reports have an options to served with a budget comparison
which already defined.

This is an offline communication with you to help you get the message about the slide
when you view the UCAS System Presentation show which contain the suggested
business scenario which might be suitable to your company.

In brief, UCAS System is a System Application and Procedure, he has an enhanced
Credit Limit Control and Level of Release for blocked transaction, Manageable System
Access, Manageable User Access, Delegation of Authority and Control System of Actual
versus Budget.

UCAS system is a modular system which can be built block-by-block, if you have
another suggestion of business scenario to fulfill your business needs or you have a
further question for above narration of UCAS System presentation or you want to see the
live system demo of UCAS System, please do not hesitate to contact:

S. Andy Tjandra
+62 816519196
s_andytjandra@yahoo.com


Slide Narrator Of Ucas System

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