How not to be deceived at the presentation of ERP

You are confident you have found exactly the product that is sought. After all, he knows and it is all sold, and if then and there, ... ... And then you start a project to implement....
You are outraged by the fact that in reality the system does not know how, and not adapted to the peculiarities of doing business in Russia. So also a consultant, which you sent, you also wondered how this works at all is the business, and regularly finds cause for surprise.


It is for this scenario is a big part of the implementation projects of ERP systems. And to change this practice can only do the customers in advance showing the necessary requirements and to the product and the professionals who will help you in its implementation. And not just make demands and to check and make sure that they actually implemented and working.
Many people have experienced when starting to implement, as far as the words spoken at a demonstration of ERP-system, apart from its actual functionality. During the presentation because the main thing? .
I hope my advice will help those who choose a product, at least, do not let yourself be deceived too rough. This article is not an instruction on testing of ERP-systems, here I am probably going to show what should be. approach. testing as necessary to behave in order not to give a misleading.
So, you have agreed to hold a demonstration. Of course, watching the combat should be a product, rather than images in PowerPoint, because there you are, of course, draw beautiful graphics that go up, showing how to grow your business immediately after the launch of the system and well, everything in this way.
In words such as ... In 80% of cases the answer is either unintelligible ...
Nobody wants to say - ... Dr.. And very fond of saying ... And love. tell. How the system works, and does not show. So your task - to make it show. Because, otherwise, you will not have confidence that it really works.

logistics.
This is a key part of any system which is constructed on the basis of everything else. At least I think so. Agree with me does not necessarily. Nor are.
At a minimum, the availability of ready-made simple supply chain - Order of the provider - the provider bill - invoice (if purchasing a Russian vendor invoice ). In the procurement of overseas scheme can be easily. There, as a rule, order, invoice (or invoice number ), because the expense is always on the composition corresponds to the invoice, but in Russia you may be charged, and the goods to bring the three patch and you should be able to properly reflect this in the system. Let's not talk about the more complex the supply, which use the passport of goods, packing list, etc. Dr.. Otherwise, some may think that I overstate the requirements are too.
In the chain must be clearly traceable link between the documents. That order, and. here. What (exactly what, because there may be several ) account from the provider have been exhibited in response to this order. The invoice from the supplier I clearly see, on the basis of what orders he had formed. Do not be afraid to ask all the show, and so that everything was clear and understandable. Record the two orders and form a basis for their account of the supplier. Or create the custom one, then two the supplier bills for him. Create an order for 3 units. single product, m. e. Name one, and count 3. And then ask them to reflect the following situation: 1 pc. exhibited by a supplier, and on two other different account. On the second account of a thing came on one invoice, and the second on another invoice. In each of these invoices, for each position must be clear - on what account provider that position. This happens in life. You ordered from the supplier -3 server, he will put up 2 accounts. In one run a server, the second 2 servers. The second came from two overhead. Really? .
Dr.. ).
Where and how is entered in the supply of GTE?.
Where in the order ( invoice, and in general all other documents ) that - for some of ...
Draw a simple operation - ask to place an order for one of ... If this question is not strictly controlled by the system will mess with the documents. Order one company, invoice (invoice ) to the other ends... you will not find.
The list of demands to be seen which are processed and which are not. If the optional fully formed invoices ( or invoices of suppliers, which is a scheme to use), it should be seen (with detail, exactly what invoices and the ability to have ...
The same thing in the list of invoices, it should be clear what all capitalized invoices to the warehouse, which are not. The document must be clear for each item on which the warehouse, when and who capitalized product.
Choosing the best provider (you can call and steeper - the tender ). This is necessary when it comes to delivering a large number of items. It should be possible in the procurement needs of the formation of a certain number of titles. This requirement goes (how? Let show ) possible suppliers. When you send a demand to the supplier should be able to reflect for each position not only to part number ( hmm, but is it not in the system? Not bad to be specified), but this article is the position of the supplier (part number is not always, so you may need to work on . In other words, your provider may be because the small and whimsical to ask you to send us the specifications are already in Excel, and this is a reasonable requirement. In response, providers send their proposals. You upload the proposals in the system and choose the best supplier. So let them show you how all this happens only slowly, and it is possible to miss an important nuance, which then would be fatal.

Working with the price lists of suppliers.
If you are working for each item with a group of suppliers, which means you are constantly working with suppliers to price. Hence, they should be able to download the system. So that being in the classifier ( directory, directory, call it what you like) products, I could see - in which the provider as this position is, and the date of injection, to see how the price is relevant. Such a possibility would make the primary selection of prospective suppliers quickly enough. You can choose to do a better supplier and at these prices, not on the basis of proposals, it all depends on you.

Logistic (transport ) services.
It should be possible to account. I should be able to order these services and linking them to the various supply. So I placed an order for delivery of cargo. And the cost of this delivery applies to this invoice, these two. Ask to see where you can see with any invoices related to the transport service. Now show me in these two invoices input price of the goods. I have to see for each item the price at which I bought it and the price at which it actually cost me, with all transportation costs (not only the delivery of the goods, it is his insurance, customs, etc. Dr.. ). For the purity of the experiment is better to make an order for two services (cargo carried by two stages and carried two different transport companies ), and bind them to the two invoices, t. e. matrix must be respected - many to many. Each invoice should be clear that that's attached to it, these two services. Where transport services shows that they are provided, where the visible debt to logistics operators?.

ToDay.
Summary or the need for procurement, call it what you like. I - Procurement Manager. Where I can see. that. I have to buy it? . It should be clear - what to buy, how much, who ordered, when, under which a client (or for the production or just for storage), on what the document on which project to which the date is necessary to buy ( ask, where does this date ). In other words, all the necessary information so as not to have been carried out for each position of the planned ...
If a single, consolidated demand does not, then the Procurement Manager will use the materials at hand such as ... Dr.. Chaos in the procurement of guaranteed.
Purchasing Manager will be more convenient if today will be visible to the main supplier of this heading and the planned delivery time for each position of the main supplier, as well as desired delivery time to the client to immediately understand - there is a problem with the time or not. Should be clear those items on which time ...

Transportation between warehouses.
How does the process of transportation of goods between warehouses? . Dr..

Resource Planning.
Where and how to set the standard delivery time of goods suppliers? . Supplier number 1 is the group of products, ... And as these terms are used in planning the timing of delivery of goods. Why are planned delivery time, you ask? .
If you can not set target dates for product groups, we have to define these terms for each item. The same product can deliver multiple suppliers. If this heading tens of thousands, then I feel sorry for you. We'll have to hire staff to administer this infinite table.
What tools exist in the system for planning purchases, ... That the system is a ...

Purchases under the ...
Simple chain: customer has ordered the goods, he was discharged from, on the basis of which formed a bid for the purchase of. In Today there was an application, it was treated and booked supplier. In the long run (which we have written to the client ) can be seen? . In order not to tear purchasing managers and myself to see everything. I can not (in this case is purchasing manager or supervisor) in the invoice ( ordering provider, supplier invoice ) to see - for whom I carry the goods. When the cargo arrived at the warehouse, the client received the reserve stock in the account ( the order)? . What's the point in buying ... You'll have to keep track of it all by hand, and ordered by one customer to ship the goods will be forever wrong, who should.

Serial numbers of products.
Show me, for starters, just a list of serial numbers that we have in the database. Take any serial number. What I see, looking at him? . Dr.. and as a result made ​​it to the client. In short, should be the whole story of the life of the serial number, with the ability to ...
What are the methods of entry of serial numbers? . Refine this question might come in handy.

warehouse.
Where and how to store manager sees what, when, by whom, for what the document should go to him? .
Where and how to store manager sees what, when, to whom and for what he has to ship the instrument? .
Show me how organized the process of selection of goods in stock. That's me at the warehouse received an application for shipment. It must still be found in the warehouse, prepare and m. Dr.. (briefly collect in a heap, package, etc. Dr.. ). Only after selecting the team manager will provide the transport department for the delivery of the goods, because the selection of goods can take several days. He saw a manager in his account - a matched load on the stock? . This means that the stock can be collected much more than is the free product (m. e. logical balance ). Accidents will always receive the stockmen on the order of selection of goods, which no longer exists.
Show how the order form for a warehouse for shipment of goods. Determine if the order of the logical balance? . If so, then it will not work. Warehouse will receive regular orders for shipment, which he did not, because he had just been shipped to.

The classifier of goods and services.
The classifier of goods is not just a guide, as many think. This ...
Sections of residues. Here I am on the position of the classifier. I have seen not just in public warehouses have this product physically, but the logical balance of each stock and all of the company. Draw a simple operation - write down the account (or, order, no matter what scheme is used ) to the client, reserve the goods for a particular stock. Now stand in the classifier on this product and ask you to show the remains of goods in the warehouse. It should be clear that much physically (eg, 15), as a reserve (eg, 7) and logically as ( respectively 8). Ask to deploy the reserve figure, the program has shown - in which the accounts generated reserves.
Work with a warehouse with no logical. the remainder is unrealistic.
Being on the heading in the classifier must be able to view the history of the delivery of this position, sales history. See how much at the moment this position ordered to suppliers, but in the way from supplier to us, but in the way between the warehouses, but in the way to the customer. It also should be able to detail these figures until the documents. From the heading should be able to deploy the remnants of the stock by serial number.
Replacement analogs, zip and other goods between organized? .
How to see the history of the movement of certain goods for a specific warehouse. So it was understandable when the goods arrive at the warehouse ( and on what the document ), when shipped ( on what the document ), with the ability to ...
Ability to view the history of the remainder (the same as the history of the movement, but the chronology of the remainder ) of a certain commodity at a certain stock.
Ability to understand the remains of goods on a particular stock at a certain date (T. e. specify a date and a warehouse and to receive the remains of goods to the warehouse on this date ).
Being on this product, you can see its current cost of moving? .

assembly production.
So I ordered by the client, agreed with the client of the. How do I create a task on the production?.

How is the cost of a product? . It should consist of the cost components. This is at least. And may still be some costs in the cost of.
Where the production plan? . Where in the plan shows that this plan has already been done, not done. Can the plan of the ...
If you make products ... Otherwise, you will just have to hope that everyone will remember where whose product does not confuse the product during shipment. And it happens regularly. I do not just been a customer of manufacturing companies.

transport.
Where and how to deliver the application form? . Is it clear in the application for the delivery of the grounds on which it formed, t. e. on what account ( optional) are carrying the load? . these. delivery made ​​, and. these. no.
So I formed an order for delivery of cargo. As a storekeeper learns what, when and to whom it must ship? .

projects.
To get started simply ask to see a list of projects. Can I directly from the list of projects fail to account for project orders, shipping and other documents?.
Let us return to the list of accounts ( orders and other documents). It can be seen there in the document, which project it belongs to? .
If a system of project approval? .
Is it possible to store files in the projects ( and not only in the projects, but also in other places). If the system can not store files in the database, so there will be problems with the storage of project documents and other files. Where is it stored? . Well, what happens to them upon separation of on whose computer they were stored, and says it is not necessary. A simple experiment - that's on the drive of my computer has a file. Ask to tie him to the project. Now let's delete the file from my computer. Now let's open the file from the project. How does blocking access to these files? . Dr..
Of course, that all the logistics and other business processes must be supported and a system of project management. In other words, any process must be able to carry out the project as well as outside of it.

finance.
Where and how to set up the financial statements? .
Make two raznovalyutnye sale. One ruble, another dollar. And now look what will, for example, the indicator ...
Is there a system to prepare financial statements for the profit and loss (P. How are they configured? .
What is in the payment schedule? . Where I can see. that. I need to pay, to whom, how, when, why, etc. Dr.. And as I say these payments and put into the schedule? .
Can I get the revenue (and other parameters) in the context of the client, project, document, product, manager, department, ... Dr..
How and where to set the cost of the currency? . The course is changing. Your goods in a month suddenly became worth 1200r. For what reason? .
How does the system cost management company? . That's exactly how it happens? . After that, ask to see financial statements of the company, where you see the following indicators:.
and. The cost of advertising (there should be the sum of the most ads).
b. Payments for advertising ( there's nothing to be, we 're not paid).
in. Payables to contractors (there is just must be the unhappy company, which we have not paid ).
Is there a system of consolidated financial statements from which a clear change over time performance of the company? . Well, or other indicators.
Can you see the change history. the cost of a particular item? . If you have a clear before the eyes of history, where you can see at what price the goods came, what was and what was the cost, you can easily find a mistake. For example, dramatically increased the cost of a product. What should I do? . So look for the problem in this invoice, or there is an error in price or logistics services to deliver the goods ...

sales.
What the system is ready to chain. document. For example, the order - offer - account - invoice (invoices ). Or, to offer - the contract - by - bill ( overhead ). Well, t. Dr.. Where visible link between the documents in a single chain. Walk along the chain from order to invoice, so to make it clear - that we did order, that's an offer, but here are two accounts that we have formed based on the business offer. These chains are also must be able to split the positions of. Here is the order. It names three. At the 2 names we have formed an offer (or, by not important). A third name we could not offer the customer. Or this: Here is the customer's order. Two names transferred to one account, and the third name in another account. All this should be seen and understood in order.
Here I have an account ( or order as you like), there three headings. You can book in stock, only one name? .
Either situation is more complicated: there is one item in the amount of three pieces. One thing to reserve stock, and two other pieces to send to buy?.
Here are the goods shipped on account. And here we find that the invoice incorrectly listed GTD. Well, anything can happen. How to figure out what I need to supply this GTD correct? .
How does a contract management activities? . Dr.. Is it possible to attach to the contract of its scanned image? . Is there a template editor in the contract? .

Repairs and maintenance.
How are contract to provide services? .
Is there any system of management departures Engineers at the request of customers? .
How is the dispatch system. trips? . What's more it 's going on? .

Contract Management.
Where the register of contracts? . Is it possible to attach an external file, the agreement with his image? . Dr..

cost Management.
How is the list of cost items, is it possible to do tree? . It would be nice to plan costs, the system allowed to spend money in a specified amount in excess of a welcome to the leadership of a petition. Part of this theme I touched, and under Finance.

Numbering of documents.
I decided to focus on this because this question often becomes not just a stumbling block, and all impasse. A situation where a company has more than one of ... That is what is an insoluble problem in the operation of the system. To make sure that there are no problems, do a simple experiment: first just show the place where these ... Now write down an account from one of our company, and a second bill from our other companies. Ship the goods on both accounts and look at the number of invoices. They do not have to go straight. For each of ... Otherwise, the invoice (well, and overhead as well) you have to do in Excel, and ERP- system to use for a ... Not a royal thing, invoice form.

personnel.
Outline a list of business units can be done? .
Show how the salary? .
Where is the list of employees? . Dr..

source documents.
Ask to see exactly how to form such primary documents as invoice. texture, the act of executed works, bargaining -12 TTH, RKO, FFP and T. Dr.. That is due to the client. Where it is clear what on it formed an invoice (by the way, whether they be a few?).

access control.
When the company's informational chaos, what anyone access to it - no matter. All the same, nothing is clear. But when there is a clear system that contains structured information, a question began to bother Guide. So ask to see exactly how the system works the access control. It is desirable that it was precisely the system, t. e. was not tied to each specific user and tied to the regular structure of the company. There is a nominal structure of the company, under which must be made ​​clear what position, what access is. Man took on some full-time position, it automatically gets access to the desired. If not, then, each new employee will have to go somewhere with someone to agree on what he needed to access and, of course, will spend a lot of time because no one will remember what has . In short, the whole story. How does the system blocks access to the processes? . How is the one who can make changes in this state and who is not? . How to set up user access to parts of the program as a whole. Here is the sales manager. What does he do in the procurement? .

template Editor.
Imagine a simple scenario. You have written to the client by. If you can not send him the bill by e-mail, then I feel sorry for you. Whatever function you have no system at hand, but if she does not know how to create documents in popular file formats, you're just doomed to manual labor.
Ask to see, in what specific format the system is able to unload. documentation. Disembark and look at the result. Satisfied with it you?.
If the ability to change the document templates directly through the interface. If so, how?.

Accounting for Fixed Assets.
I'm not saying that the system must be able to charge depreciation, and then accuse me that I submit just a sky-high demand. At least an elementary account. Here I am an ordinary employee of the company and I need a new monitor. That's exactly what I should do? .

As a result.
If you decided to automate the business processes of your company, you work hard it will have pretty, introducing all this economy. To all these efforts were not empty, you must choose. your. product and the people who ...
If you do not want to spend serious money on training your staff, ask to see the instructions for your users. Check out these instructions as they are understood and whether they are a formality. You are the first user of the system. Here, and see if you can work on these instructions? . Because people go, but in their place come new, which is also necessary to educate.
If you do not think you made ​​the wrong choice, ask you to arrange a visit by a reference to one or two customers, who are already working solution. And they should not meet with IT- administrator ( which, of course, you can ... If the customer is satisfied, he will confirm that it really works.
I hope this article helps you avoid the emission of money and save time.

source:. http://www. erp-online. ru / phparticles / show_news_one. php? n_id = 582.
Author: Alexander Popov. popov @ avasystems. ru.