slide narrator of ucas system

Slide narrator of UCAS System presentation show /9

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 Click to continue...

• (2) Then ”Material Purchasing Scenario” Click to continue...

• (3) Next ”Production Business Scenario” Click to continue...

• (4) After that “Material Usage Business Scenario” Click to continue...

• (5) Then “QC Production Business Scenario” Click to continue...

• (6) Next “Account Payable Business Scenario” Click to continue...

• (7) After That “Account Receivable Business Scenario” Click to continue...

• (8) Last “Cash Business Scenario” Click to continue...

• The Numbering (2) – (5) are “The Inventory And Job Costing Business Scenario” Click to continue...

• 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 Click to continue...

• “Sales Order / Product Order” created Click to continue...

• “Work Order” created Click to continue...

• “Job Master, Bill Of Material” created Click to continue...

• “Purchase Request and Purchase Order” created to requisite the goods Click to continue...


• After the goods are receive, the inventory will keep the “Materials” Click to continue...

• When the production executed the Bill Of Material, the “Work In Progress” (WIP) will become a container to keep all the transaction incurred Click to continue...

• The material from the inventory will become the “Material Taken” in WIP Click to continue...

• 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” Click to continue...

• The inventory can received the returned item as “Re-Use Material” and/or “Scrap Material” Click to continue...

• During the process, if there are some transaction as “Planned Cost/Cash Incurred/Other Expenses” Click to continue...

• The WIP Container will record the transactions as “Other Cost, Labor Cost, etc” Click to continue...

• The Work In Progress (WIP) closed and do the “QC Of Production Batch” Click to continue...

• The Inventory will received the QC Production result as “Finished Goods Stocks” or “Rejected Stocks” Click to continue...

• “Stock Disposal” of the Scrap Material and Rejected Stocks can be executed Click to continue...

• Back to the “Sales Order”, the “Finished Goods” can be delivered with “Delivery Order” Click to continue...

• “Invoicing” of the Sales Order Click to continue...

• The Inventory ‘box’ is Inventory System Click to continue...

• The Bill Of Material, Work In Progress, QC Of Production Batch ‘boxes’ are the Job Costing System Click to continue...

• The Sales Order, Delivery Order, Invoicing ‘boxes’ are the Account Receivable System Click to continue...

• The Purchase Request and Purchase Order ‘boxes’ are the Account Payable System Click to continue...

• The Planned Cost, Cash Incurred and Other Expenses ‘boxes’ are the Cash System Click to continue...

• All boxes system will be fully Integrated UCAS System and will be overviewed on the next slides Click to continue... and the slide 3 will appear


Slide 3

• This slide will show the “Material Purchasing Business Scenario”, this proposal which might be similar to your current scenario Click to continue...

• When we have a Purchasing Order. There is a scenario which the goods directly become an Inventory Click to continue...

• By example we buy Glue and Ink, they will become our stocks directly when we receive them Click to continue...

• 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 ? Click to continue...

• The System have the “WIP of Procurement” (WIP-P) to capture all the cost to make the goods to become our stocks. Click to continue...

• 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 Click to continue...

• 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. Click to continue... and the slide 4 will appear

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 Click to continue...

• For Example there is a “WIP For Batch xxxx of Production” as a job costing master created into the system Click to continue...

• The costing master have a “Bill Of Material” which contain the items as “Paper1, Glue and Ink” Click to continue...

• 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 Click to continue...

• 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. Click to continue...


• The Inventory will received back the new PaperX and PaperW stocks Click to continue...

• 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 Click to continue...

• If there is an “Petty Cash Transaction” (Other Expenses / Workshop Expenses) for the production process, WIP also will captured the cost Click to continue...

• After all items from the BOM and additional costs captured and do the WIP Closing Process Click to continue...

• The Inventory will capture the “Finished Goods Batch xxxx” of the production Click to continue...

• During the process, all inventory transaction will be controlled with “Inventory Stock Aging Control” by the UCAS System Click to continue...

• And during the WIP Process, we can control the “Actual Vs Budget WIP Controlling” within the UCAS System Click to continue... and the slide 5 will appear

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 Click to continue...

• For example we have stocks of paper1 9 inch, with 3 meter length Click to continue...

• The Paper1 cut into 3 pieces of square Click to continue...

• And we cut each piece as a round with a lid to a ring shaped Click to continue...

• 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 Click to continue...

• 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 Click to continue...

• For example we have a “WIP Production of Box1 Batch xxxx” Click to continue...

• 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 Click to continue...

• 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). Click to continue... the slide 7 will appear

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 Click to continue...

• The scenario begins with the user create a “Purchase Request” to inquire the required stocks / by system calculation min max (a light MRP system) Click to continue...

• The purchasing department will process the request into the company “Purchase Order Process” Click to continue...

• They can retrieve the purchasing history with “PO History Lookup” on the UCAS System to “Select Vendor” Click to continue...

• 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’ Click to continue...

• After the “Released PO”, the purchase order can be post to the system by “Posting PO” Click to continue...

• 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 Click to continue...

• 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 Click to continue...


• After the “AP Down Payment” created, the system allow to process the “Cash or Bank Out” for the payment of AP Down Payment Invoice Click to continue...

• Then let us see the “PO Receive” there is a business scenario when receiving the goods from the purchase order. Click to continue...

• 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. Click to continue...

• 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” Click to continue...

• 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 Click to continue...

• 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 Click to continue...

• 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 Click to continue...

• The AP aging and projected cash disbursement will related to the “Cash Or Bank Out” system Click to continue...

• The inventory created by this AP System controlled by “Inventory Stock Aging Controlling” Click to continue... the slide 8 will appear

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 Click to continue...

• The slide begins with the “Sales Order” created to the system Click to continue...

• 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) Click to continue...


• 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” Click to continue...

• 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. Click to continue...

• 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”. Click to continue...

• After passing the credit checked, the picking list can be posted to the system (“DO Posting”) which will reduce the Inventory stocks Click to continue...

• The official “Delivery Order” printed out and the goods can be deliver to the customer Click to continue...

• 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 Click to continue...

• Now we do an “Invoicing Process” Click to continue...

• 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. Click to continue...

• 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 Click to continue...


• 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 Click to continue...

• “Customer Payment” for the order also controlled under the “Sales Order On Hand Controlling” to figure out the partial payment by the customer Click to continue... the slide 9 will appear

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. Click to continue...

• 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 Click to continue...

• The system has an ” Un-realized Petty Cash Controlling” to be capture all transaction which not settled yet Click to continue...

• If the applicant do a settlement for the petty cash he created. Click to continue...

• 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 Click to continue...

• The system also have a “Realized Petty Cash Transaction Controlling” to analyze the applicant request Click to continue... the slide 10 will appear

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 Click to continue...

• 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’ Click to continue...

• 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 Click to continue...

• 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 Click to continue...

• If you already agree with all figures, you can do a “Period End Closing” to close the monthly period Click to continue...

• 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 [email protected]