You are on page 1of 50

Functional Requirements Document

for Microsoft Dynamics AX 2012
Prepared for
[Seniorta]
Project
[Senioreta AX2012]
Prepared by
[Helal Saad Eldien]
Reviewing by
[!aled Ras!ad]
1
Functional Requirements Document
"ntroduction
This document is intended to be used to gather information from [Senioreta]. It should be
used to write down the responses to the uestions that are as!ed of the [Senioreta]. This
document is organi"ed by role#based needs and criteria. $henever possible% it should be
completed with input from the roles speci&ed for each section. 'areful completion of this
document will help ensure a smooth upgrade transition.
2 Functional Requirements Document
1. #roduct Desi$ner
1.1 Product 'on&guration (Product )uilder*
1.1.1 Do your customers have the option to customize products to their specifications?
1.1.2 Are the options set based on rules?
1.1.3 Who is responsible for entering the order for the customer?
1.1.4 Does the customer require a quote for the item based on the item’s configuration?
1.1.5 How is the price calculated?
1.1.6 Does the customer request a ship date for the item?
1.1.7 How are the items configured? What are the rules?
1.1.8 Do you have different modeling variables?
1.1.9 If yes can those variables be grouped together?
1.1.10 What validation rules are used for configuring the options for an item?
1.1.11 What steps should the product model perform in order to create a finished configuration?
1.1.12 !hould the system create an order"specific #$% for production of this item or should it ma&e
use of #$%s for e'isting configurations?
1.1.13 ()*+),- !hould the #$% be maintained for the same item across different sites?
1.1.14 Which items should have a mandatory configuration? (no standard,
1.1.15 !hould the configuration bo' pop up for the user automatically on the sales order or should
the user be required to invo&e the configuration form?
1.1.16 What information should be printed on the sales quotation about the configured item?
1.1.17 What indicators and warnings should appear for the user if the configuration brea&s a
validation rule?
1.1.18 Do you need a report of where the variables are being used?
1.1.19 Which users should have access to the configuration information?
1.1.20 ()*+),- If you are using multiple sites for production do any item configurations change by
site?
1.1.21 ()*+),- !hould the configuration variables be printed on order documentation such as quotes
confirmations pic&.pac& slips and invoices?
1.2 Item +ttributes
1.2.1 What &ind of dimensions.attributes do you associate with your items (size color
configuration,
1.2.2 Do you have configuration groups.routes.rules?
1.2.3 Do you have phantom items?
1.2.4 Do you substitute items?
1.2.5 How many different units of measure are used?
1.2.6 Are &its bul& stoc& phantoms or non"stoc& items used? If so they will require special
definition as stoc&ing types?
% Functional Requirements Document
1.2.7 Do you maintain Items at company level?
1.2.8 How do you maintain if single item has different attributes
1.3 )ill of ,aterials ()-,*
1.3.1 Do you manage bills of materials for finished goods?
1.3.2 Are your bills single"level or are there multiple levels?
1.3.3 Are they date"effective?
1.3.4 Do you have multiple bill of materials (#$%, versions?
1.3.5 Do you store scrap within the #$%?
1.3.6 Do you have multiple versions of each #$%?
1.3.7 Are subcontracted services built into the #$%?
1.3.8 !hould the purchase order for these services be automatically generated by the #$%?
1.3.9 Do you have phantom #$%s?
1.3.10 Are #$%s quantities dependent?
1.3.11 Which users should have access to update or create #$%s?
1.3.12 Who should be allowed to activate and.or approve #$%s?
1.3.13 !hould the item’s configuration drive the #$%?
1.3.14 Will configurable #$%s be entered on sales orders?
1.3.15 Do you trac& constant and.or variable scrap on the #$%?
1.3.16 Is a scrap rate built into the #$%?
1.3.17 Do you have any #$%s that do not require production orders? /or e'ample #$% items
that do not require a route operations or a scheduling run0
1.4 -perations and Routes
1.4.1 Which tas&s or activities must be completed during production?
1.4.2 What is the order of the processes and what are the priorities?
1.4.3 Which operations are prerequisite to one another?
1.4.4 Do any operations run simultaneously within a given route?
1.4.5 /or each activity (operation, what is the queue time and run time per quantity?
1.4.6 !hould the item’s configuration drive the route for that item’s production?
1.4.7 How should routes be numbered?
1.4.8 Who has permission to create and.or approve routes?
1.4.9 Are multiple versions of a route used?
1.4.10 Do you ever copy routes?
1.4.11 How are costs categorized for items?
1.4.12 How are run times categorized for items?
1.4.13 !hould operations automatically consume the setup and run times and report a quantity as
finished?
& Functional Requirements Document
1.4.14 How is scrap calculated?
1.5 Reporting Reuirements
1.5.1 What item statistics are trac&ed?
1.5.2 Do you report on scrap?
1.5.3 Do you report on route and.or operation efficiency?
1.5.4 ()*+),- What information should be shown on your home page of %icrosoft Dynamics A1?
' Functional Requirements Document
2. Materials Mana$er
2.1 .emand Planning
2.1.1 What types of forecasts do you use?
2.1.2 Which algorithms do you use to generate the forecasts?
2.1.3 Are your statistical forecasts qualitative or quantitative?
2.1.4 How do you forecast for a new product with no sales history?
2.1.5 What hierarchies should be used for products?
2.1.6 Which mar&et hierarchies should be used? (e0g0 city country customer,
2.1.7 What are your time hierarchies? (time horizons,
2.1.8 Which attributes will be used to define the product and mar&et planners such as item group
or customer group?
2.1.9 How should the views be aggregated or disaggregated?
2.1.10 What &inds of indicators and warnings should be set up?
2.1.11 Which data elements are essential for data analysis and the demand planning process?
2.1.12 Do you share your forecasts with your vendors?
2.1.13 Do your customers share their forecasts with you?
2.2 -rder Promising
2.2.1 !hould inventory quantities be reserved for specific customers or orders?
2.2.2 What happens when there is a shortage of items?
2.2.3 How are A#2 codes determined? 3his will be defined as a branch.plant constant0
2.2.4 Are certain locations of inventory considered on hold or not available for general use? If so
lot status codes or special locations could be utilized0
2.2.5 Are items reserved at the serial or batch level?
2.2.6 !hould the reservations happen automatically manually or according to the master planning
item coverage setup?
2.2.7 How should reservations be viewed?
2.2.8 What is the process for canceling reservations?
2.2.9 !hould the system allow reservations to be changed in batches?
2.3 /uality ,anagement
2.3.1 ()*+),- What tests do you perform on items for quality management?
2.3.2 ()*+),- How do you determine which items or orders should be put through testing (sampling
plan,?
2.3.3 ()*+),- !hould the system automatically send items or orders to testing?
2.3.4 ()*+),- Will items ever be manually selected for testing?
2.3.5 ()*+),- Do test results have a pass.fail result or is there a grading process?
( Functional Requirements Document
2.3.6 ()*+),- What testing instruments are used?
2.3.7 ()*+),- How can tests be grouped?
2.3.8 ()*+),- Do you trac& the time.labor cost for performing tests?
2.3.9 ()*+),- Do you trac& the physical locations of where testing is performed?
2.3.10 ()*+),- Do qualitative tests have variables such as color?
2.3.11 ()*+),- Are any of the tests destructive?
2.3.12 ()*+),- Are items with similar characteristics (such as color or size, grouped for testing
purposes?
2.3.13 ()*+),- What happens when an item fails a test?
2.3.14 ()*+),- How can problems be grouped as 45roblem 3ypes6?
2.3.15 ()*+),- Which diagnostic actions are used to correct non"conformances?
2.3.16 ()*+),- Do you want to set up operations (production module, to process or resolve non"
conformances?
2.3.17 ()*+),- !hould miscellaneous charges be applied when a user performs activities or
operations related to non"conformance?
2.3.18 ()*+),- Will items be sent through particular quarantine zones?
2.3.19 ()*+),- !hould non"conforming items be physically tagged with a label?
2.3.20 ()*+),- Do you run non"conformance reports?
2.3.21 ()*+),- Do you run reports on correction actions?
2.3.22 ()*+),- Do you use certificates of analysis?
2.4 Reporting Reuirements
2.4.1 What product groupings or categories are needed for reporting and analysis purposes?
2onsider management sales inventory and purchasing requirements0
2.4.2 What information should be shown when you log in to %icrosoft Dynamics A1?
2.4.3 ()*+),- What information should be shown on your home page of %icrosoft Dynamics A1?
) Functional Requirements Document
3. Sales and Mar*etin$ E+ecuti,e
3.1 ,ar!eting Processes
3.1.1 Do you purchase mar&eting lists from a list bro&er (for e'ample Hoover’s or Dunn and
#radstreet,?
3.1.2 If yes should those lists be automatically uploaded into %icrosoft Dynamics A1?
3.1.3 How do you categorize your mar&eting leads?
3.1.4 Do you run print campaigns?
3.1.5 7mail campaigns?
3.1.6 Does your organization manage internal telemar&eting efforts?
3.1.7 If yes how are those efforts distributed among the team?
3.1.8 !hould mar&eting activities such as phone calls and appointments be trac&ed in %icrosoft
$utloo&?
3.1.9 !hould mar&eting documents be stored in %icrosoft Dynamics A1?
3.2 Sales +ctivities
3.2.1 What are your sales channels? (70g0 retail wholesale Internet etc0,
3.2.2 Who are your &ey customers within each channel?
3.2.3 How is your customer master structured?
3.2.4 Do you create separate accounts for different addresses?
3.2.5 How many active customers do you have per channel?
3.2.6 Do you offer all your products to all the channels?
3.2.7 Do you use any web portals to communicate with your customers? If yes what information
do you share?
3.2.8 Do you use sales quotations?
3.2.9 !hould sales activities such as phone calls and appointments be trac&ed in %icrosoft
$utloo&?
3.3 Sales -rder Processing
3.3.1 How many different order types are used? (70g0 sales orders quotes blan&et orders etc0,
3.3.2 How many orders do you capture through these methods per day.wee&.month?
3.3.3 Are orders received by mail phone batch files or electronic data interchange (7DI,?
3.3.4 ()*+),- Is there a centralized process for orders?
3.3.5 If you have 7DI orders how many 7DI partners do you have? How many 7DI documents do
you have? How frequently do you communicate using 7DI? How do you process the
payments?
3.3.6 What is the number sequence for your sales orders?
3.3.7 Do you have different numbering schemes for the different types of orders?
- Functional Requirements Document
3.3.8 Do you have blan&et orders (contracts, with your customers?
3.3.9 Do you trac& release orders (actual sales orders, against the blan&et orders?
3.3.10 2an your system map the delivered and invoiced quantities for release orders against the
blan&et order?
3.3.11 Do sales order or purchase orders need to show the customer or vendor part numbers? Are
substitutes allowed?
3.3.12 Do your customers often repeat orders?
3.3.13 Do you copy your e'isting sales orders to create new ones?
3.3.14 Do you have guidelines for minimum multiple or ma'imum sales order quantities?
3.3.15 Are most orders ta&en for an item of the same quantity?
3.3.16 Do you define minimum multiple ma'imum and standard sales quantities at item level?
3.3.17 2an your system automatically chec& and correct the sales order quantities during order
capture?
3.3.18 Do you stoc& and sell items in different units of measure?
3.3.19 Do you have a different unit of measure conversion factor for different sold items? /or
e'ample Item A (+ #o' 8 +* pcs, Item # (+ #o' 8 +9 pcs,
3.3.20 Do you use different units of measure for different sales orders for the same item? /or
e'ample feet vs0 yards
3.3.21 2an your system automatically convert the unit sales price based on sales unit of measure?
3.3.22 Do users typically enter transactions against one warehouse?
3.3.23 2an the method of transport (%$3, be set up as a default or does it need to be entered
manually at the time of order entry?
3.3.24 Are customers invoiced on different cycles (e0g0 daily wee&ly monthly,? Does the cycle also
depend on the item sold?
3.3.25 Do certain items.customers require different processing steps than the normal order flow? /or
e'ample an approval if a certain item is sold0
3.3.26 /or certain items do different customers.items require grade potency or e'piration date
processing?
3.3.27 How do sales order personnel search for an item?
3.3.28 Are item substitutes used?
3.3.29 Do you note down special internal or e'ternal instructions?
3.3.30 Do you have under.over delivery limits?
3.3.31 Do you need to print te't information or special messages on an order? Where should this
te't print?
3.3.32 How many different order"related dates are required?
3.3.33 Are certain customers restricted from ordering specific items (item restrictions,?
3.3.34 Do some of your customers request that the same items.quantities be delivered on a regular
basis? What invoice cycles are used? (e0g0 Daily Wee&ly %onthly etc0,
. Functional Requirements Document
3.3.35 Which forms do you use to communicate with your customer? (quotation confirmation
pac&ing list invoice,
3.3.36 If you quote to customers do you need to convert that quote into a sales order?
3.3.37 How do you send the forms (for e'ample by e"mail fa' etc0,?
3.3.38 Are invoice proofs run?
3.3.39 Are invoices printed in a centralized location or decentralized (each warehouse corporate
office0 etc,?
3.3.40 Are invoices sent to the customer or parent company?
3.3.41 Do you use 5eriodic Invoicing?
3.3.42 !hould the customer:s part number (customer item number, be displayed on the invoice?
3.3.43 Do you create payment ;ournals to process payments against the invoices?
3.3.44 Do you settle the invoices against payments?
3.3.45 How are invoices numbered?
3.3.46 Do you include multiple sales orders on a summary invoice?
3.3.47 Are these orders required to have common characteristics before they can be summarized?
7'ample- same contact person or the same method of payment0
3.3.48 Are chargebac& invoices used? How are they numbered?
3.3.49 What other critical information should be displayed on the invoice?
3.3.50 What is your average lead time from order receipt to delivery?
3.3.51 How do you reserve inventory against the sales order?
3.3.52 Is this automatic or manual?
3.3.53 2an you categorize your inventory in allocated.reserved versus available inventory?
3.3.54 What are the parameters you consider (for e'ample ship date priority etc0,?
3.3.55 Do you change your reservations frequently?
3.3.56 Do you peg your supply against the demand?
3.3.57 How firm is the pegging?
3.3.58 Do you trac& releases against the contracts?
3.3.59 What are your terms of payment?
3.3.60 Are special accounts used for chargebac&?
3.3.61 Are multiple currencies used? If so please list currencies0
3.3.62 Are credit memos used?
3.3.63 Are special statement forms used?
3.3.64 Do you ship goods to multiple delivery addresses at your customer sites?
3.3.65 Do you maintain these delivery addresses in your system?
3.3.66 2an you easily transfer alternate delivery addresses to your sales orders?
3.3.67 2an your system easily convert a quotation to a sales order?
3.3.68 ()*+),- What approval processes are in place for capturing and processing an order?
3.4 Shipping and .elivery
10 Functional Requirements Document
3.4.1 Do you generate pic&ing lists to pic& goods from the warehouse for shipments?
3.4.2 Do you automatically generate pic&ing lists based on the latest sales order update?
3.4.3 Do you generate pac&ing slips to ship goods from the warehouse to customers?
3.4.4 ()*+),- Do you post sales order invoices based on a pac&ing slip or a selection of pac&ing
slips and.or ship date?
3.4.5 ()*+),- Do you summarize sales order invoices based on the pac&ing slip number?
3.4.6 Do you automatically generate invoices to charge your customers for the delivered goods?
3.4.7 Are your invoices based on the latest sales order and shipping information?
3.4.8 Do you put e'ternal shipping notes on your sales documentation?
3.4.9 Do you have internal shipping notes?
3.4.10 Are these e'ternal and internal shipping notes maintained in a separate system?
3.4.11 Do you have multiple delivery dates on a given sales order?
3.4.12 Do you create sales order lines with different delivery dates for the same item in the same
sales order?
3.4.13 2an your system capture different due dates for different sales order lines within the same
sales order?
3.4.14 Do you put e'ternal shipping notes on your sales documentation specific to sales order lines?
3.4.15 Do you have internal shipping notes specific to sales order lines?
3.4.16 2an you currently access the sales order line level e'ternal and internal shipping notes in
your system?
3.4.17 Do you deliver goods from multiple warehouses for a given sales order?
3.4.18 Do you create sales order lines with different warehouses for the same item in the same sales
order?
3.4.19 2an your system capture different delivery warehouses at the sales order line level within the
same sales order?
3.4.20 Do you have partial shipments to your customers?
3.4.21 Do you enable partial shipments at the sales order line level?
3.4.22 2an your system capture different shipping modes (full.partial, at the sales order line level?
3.4.23 ()*+),- Are the pic&.pac&.ship processes decentralized by site groupings?
3.5 'ustomer ,aster Setup
3.5.1 How many customers do you have?
3.5.2 How are customer numbers assigned?
3.5.3 Do you have parent.child relationships in accounts receivable?
3.5.4 What are your internal procedures for adding or changing customers?
3.5.5 Are credit limits used?
3.5.6 What is the process for approving credit for your customers?
3.5.7 ()*+),- Is this a formal process that needs to be structured in a formal wor&flow of approvals?
11 Functional Requirements Document
3.5.8 Do you periodically review your client’s credit status?
3.5.9 What types of order hold chec&ing are done at sales order entry? (2redit chec&s,
3.5.10 When is credit chec&ing performed? (/or e'ample at capture shipment etc0,
3.5.11 How are limits defined? (2redit limit open orders etc0,
3.5.12 What department would typically release orders from being held?
3.5.13 Do you have collection process?
3.5.14 Do you charge interest for past"due invoices?
3.5.15 Do you have charge"bac& handling process?
3.5.16 Do you have payment schedules?
3.6 'ustomer Pricing0.iscounting and ,iscellaneous 'harges
3.6.1 Describe item pricing methods used for sales0 Are there quantity discounts? Do certain
groups of items get priced differently (e0g0 items in a specific catalog,? Do certain customer
types get preferred pricing? Do prices vary by period of time? How are future price increases
handled?
3.6.2 At what level are prices maintained (for e'ample Item %aster 2ustomer <evel etc,?
3.6.3 Do your sales prices change for different customer or group of customers?
3.6.4 Do you have sales price agreements with your customers for certain items?
3.6.5 Do your sales price agreements change by date sales volume or currency?
3.6.6 2an your system automatically apply the right sales price or discount based on sales price
agreements during order capture?
3.6.7 Do you offer different discount levels for different customer groups?
3.6.8 Do you have discount agreements with your customers for certain sold items?
3.6.9 Will configuration pricing be required? !ize 2olor etc?
3.6.10 Will pricing depend on the customer’s <ine of #usiness?
3.6.11 Do you offer special pricing.discounting to your customers per sales order?
3.6.12 Do you have freight installation handling or other miscellaneous charges applied on a sales
order line?
3.6.13 2an you itemize and trac& these miscellaneous charges at the sales order line level?
3.6.14 2an you model fi'ed percentage or piece based miscellaneous charges at sales order line
level?
3.6.15 Do you apply these sales order line level miscellaneous charges automatically?
3.6.16 Do you pay royalties?
3.6.17 Do you have cash discounts?
3.6.18 Do you define multiple cash discounts and attach them to different customers?
3.6.19 Do you automatically apply cash discounts to sales orders based on customers?
3.7 Sales Representatives
12 Functional Requirements Document
3.7.1 How is your sales organization structured?
3.7.2 How many sales people do you have?
3.7.3 Are they internal or e'ternal sales people?
3.7.4 How many customer service representatives do you have?
3.7.5 Do you have 7DI processing personnel?
3.7.6 Do you use any web portals to communicate with your sales representatives? If yes what
information do you share?
3.8 'ommissions
3.8.1 Do you pay commissions to your sales people?
3.8.2 Are commissions paid by sales groups?
3.8.3 Do you offer special commissions by item groups?
3.8.4 Do you pay commissions based on invoice amount or margin?
3.8.5 Do you distribute the commission on a sales order among multiple sales people?
3.8.6 What criteria determine how commissions should be calculated?
3.8.7 Are commissions item"based or customer"based?
3.8.8 Are commissions calculated at the line or order level?
3.8.9 How many sales persons can receive a commission on order?
3.8.10 Do you ma&e manual commission ad;ustments to orders?
3.9 $eb +ccess
3.9.1 !hould your customers have access to their information via the Web?
3.9.2 !hould they be able to update that information?
3.9.3 !hould your sales representatives have access to %icrosoft Dynamics A1 via the Web?
3.9.4 What information is critical for them to view and.or update via the Web?
3.10 Reporting Reuirements
3.10.1 What information is needed on sales analysis reports?
3.10.2 Is there a daily report summarizing all invoices generated today?
3.10.3 How are items and customers categorized for reporting purposes?
3.10.4 How are open sales orders or bac&log reported?
3.10.5 Who reviews the bac&orders report?
3.10.6 ()*+),- What information should be shown on your home page of %icrosoft Dynamics A1?
1% Functional Requirements Document
4. #roduction #lanner
4.1 ,aster Planning
4.1.1 How are items currently being planned today (for e'ample minimum and ma'imums
manually,?
4.1.2 Are lead times currently being maintained for the following items- 5urchased Items
$utsourcing Items?
4.1.3 Does your organization currently operate in a %aster 5roduction !chedule (%5!, and
%aterial =equirements 5lanning (%=5, environment?
4.1.4 ()*+),- What is the approval or wor&flow process for ma&ing changes to the master
production schedule?
4.1.5 Does your organization have unique planning requirements for individual items?
4.1.6 Is the 4Available to 5romise6 procedure currently being practiced?
4.1.7 Does your organization currently maintain a 5lanning 3ime /ence? If so how many days in
the future are being maintained?
4.1.8 Does your organization currently maintain an Accumulative 3ime /ence? If so how many
days in the future are being maintained?
4.1.9 Does your organization practice 4/rozen 3ime /ence6 techniques? If so how many days
within the 45lanning 3ime /ence6 are allocated?
4.1.10 Does your organization maintain multiple planning methods? As an e'ample simulation and
production0
4.1.11 How accurate are the lead times for a purchased item?
4.1.12 How accurate are the routings and is run time and setup time part of the lead time
calculation?
4.1.13 How often are planned production and purchase orders maintained and released?
4.1.14 How many planning calendars does the organization currently maintain?
4.1.15 What are the current capacity and efficiency ratios for wor& centers?
4.1.16 Do you wish to limit scheduling of operations or ;obs to the actual capacity available on the
wor& center?
4.1.17 Are any wor& centers used e'clusively for a particular operation?
4.1.18 Do you frequently use >antt charts to review upcoming wor& vs0 current capacity on the shop
floor?
4.1.19 What types of orders should be ta&en into consideration when planning? (70g0 quotations
5ro;ect orders etc0,
4.1.20 Are !tandard $rder ?uantities currently being used?
4.1.21 Are the people assigned to maintain and operate formal planning systems A5I2! certified or
A5I2! literate?
4.1.22 ()*+),- Do you plan your production across multiple sites?
4.1.23 ()*+),- Does each site have its own set of planning parameters?
1& Functional Requirements Document
4.2 .emand 1orecasting
4.2.1 Does your organization currently maintain a !ales /orecast?
4.2.2 How do you generate the forecast?
4.2.3 Do you receive forecasts via 7DI messages?
4.2.4 What forecasting techniques are currently being utilized?
4.2.5 Does the organization allow the forecast to be consumed by actual orders? If so what
technique is being utilized?
4.2.6 ()*+),- What approval processes should be in place for managing and approving the
forecasts?
4.3 Reporting Reuirements
4.3.1 Which reports are used for planning
4.3.2 Do you have reports that show upcoming capacity for production units?
4.3.3 Do you review reports of human resource capacity on the shop floor (e0g0 available labor
hours,?
4.3.4 Which reports are used for forecasting?
4.3.5 ()*+),- What information should be shown on your home page of %icrosoft Dynamics A1?
1' Functional Requirements Document
5. #urc!asin$ Mana$er
5.1 Procurement ,anagement
5.1.1 How is your procurement organization structured?
5.1.2 How many purchasing people do you have? Do you have 7DI processing personnel?
5.1.3 What payment terms are used?
5.1.4 What steps are currently involved in closing an accounts payable period?
5.1.5 Will items be purchased in a foreign currency?
5.1.6 Will lot processing be used?
5.1.7 Do you use vendor item numbers in your e'ternal documentation?
5.1.8 2an you map your item numbers against the vendor item numbers in your system?
5.1.9 How are orders transmitted to vendors?
5.1.10 Describe item costing methods for purchasing (i0e0 !tandard /I/$ Weighted Average,
5.1.11 What costs are maintained for an item? What costing method is used for inventory and cost of
goods sold? What cost is entered on a purchase order
5.1.12 ()*+),- Do you have preferred or approved suppliers based on the combination of
item.warehouse.site?
5.1.13 ()*+),- Do you require purchase requisition forms for new purchases?
5.1.14 ()*+),- If you use purchase requisitions what are the guidelines for approvals and amounts
of the purchases?
5.1.15 ()*+),- !hould a purchase requisition be automatically converted to a purchase order when
approved?
5.1.16 ()*+),- !hould employees be able to enter purchase requisitions over the Web?
5.2 Purchase -rder Processing
5.2.1 What is a typical purchase order?
5.2.2 How many different order types are used? 7'amples are- standard orders blan&et orders
subscription orders etc0
5.2.3 ()*+),- Do you send out requests for quotations (=/?’s, to your vendors?
5.2.4 ()*+),- How is the =/? process structured? Who ma&es the final decision for purchasing?
5.2.5 If you use blan&et orders do you trac& release orders (actual purchase orders, against the
blan&et orders?
5.2.6 2an your system map the received and invoiced quantities for release orders against the
blan&et order?
5.2.7 Does your production system recognize the correct supply at the correct time for #lan&et
5urchase $rder releases?
5.2.8 When are printed purchase orders generated?
5.2.9 What information should print on a purchase order? (internal or e'ternal notes.instructions,
!hould vendor:s part number be printed?
1( Functional Requirements Document
5.2.10 Do you include multiple purchase orders on a summary invoice?
5.2.11 Are these orders required to have common characteristics before they can be summarized?
7'ample- same contact person or the same method of payment0
5.2.12 How are vouchers numbered?
5.2.13 How are vouchers and manual payments entered?
5.2.14 Are alternate payees used?
5.2.15 Do you require batch approval for posting?
5.2.16 When are batches posted to the general ledger?
5.2.17 Are you restricted from ordering certain items from a specific vendor?
5.2.18 Do Items typically enter transactions against one warehouse? If so default locations?
5.2.19 Does each warehouse generate its own purchase orders or is there a centralized purchasing
function?
5.2.20 How do purchase order personnel search for an item?
5.2.21 Do you often create repeat orders for your vendors?
5.2.22 Do you copy your e'isting purchase orders to create new ones?
5.2.23 Do you have guidelines for minimum multiple or ma'imum purchase order quantities? Are
these at the item level?
5.2.24 Do you default to a standard purchase order quantity?
5.2.25 !hould the system automatically chec& and correct the purchase order quantities during order
placement?
5.2.26 Do you purchase and stoc& items in different units of measure?
5.2.27 Do you have a different unit of measure conversion factor for different purchased items? /or
e'ample Item A (+ #o' 8 +* pcs, Item # (+ #o' 8 +9 pcs,
5.2.28 Do you use different units of measure for different purchase orders for the same item?
5.2.29 !hould the system automatically convert the unit purchase price based on purchase unit of
measure?
5.2.30 Are landed costs included in inventory?
5.2.31 Do you have approval steps for purchase orders?
5.2.32 Do individuals have limits on the amounts they can approve? If so what are the approval
limits?
5.2.33 Are purchase orders processed by your organization sub;ect to ta'? What type of ta'(es,?
5.2.34 Do you remit ta' on the amount before or after discount? Do you ta&e the discount on the
invoice amount before or including ta'es?
5.2.35 If you will be remitting use or @A3 ta'es what ta' areas (;urisdictions, will you be sub;ect to?
5.2.36 Do you trac& non"inventory items for analysis?
5.2.37 What is the procedure for changing a purchase order? How is the vendor notified of changes?
5.2.38 If you use 7DI with vendors how do you process it?
5.2.39 How many 7DI partners do you have?
5.2.40 How many 7DI documents do you have?
1) Functional Requirements Document
5.2.41 How frequently do you communicate using 7DI?
5.2.42 ()*+),- Is there an approval process in place for purchase order processing?
5.3 Receiving of 2oods
5.3.1 Do you receive goods from your vendors to multiple receiving locations?
5.3.2 Do you maintain the receiving location addresses in your system?
5.3.3 2an you easily transfer alternate receiving addresses to your purchase orders?
5.3.4 Do you put e'ternal receiving notes on your purchase documentation?
5.3.5 Do you have internal receiving notes?
5.3.6 Are these e'ternal and internal receiving notes maintained in a stand"alone system?
5.3.7 Does the inspection or quality"assurance process need to be completed before receiving the
goods in the system?
5.3.8 Do you have multiple delivery dates on a given purchase order?
5.3.9 Do you create purchase order lines with different delivery dates for the same item in the same
purchase order?
5.3.10 2an your system place different due dates for different purchase order lines within the same
purchase order?
5.3.11 Do you create purchase order lines with different warehouses for the same purchased item in
the same purchase order?
5.3.12 Do you allow partial receiving from your vendors? If yes Do you have any guidelines to define
the over and under delivery variance?
5.3.13 2an your system capture different receiving modes (full.partial, at the purchase order line
level?
5.3.14 Do you print a copy of the 5urchase $rder for receiving?
5.3.15 Do you reprint the entire 5urchase $rder for receiving if there are any changes to the
5urchase $rder?
5.3.16 Do your vendors provide pac&ing slips with their deliveries?
5.3.17 2an you use the vendor:s 5ac&ing !lip to receive goods into your inventory?
5.3.18 ()*+),- Do you post purchase order invoices based on a pac&ing slip or a selection of pac&ing
slips and.or ship date?
5.3.19 Do you return received goods to your vendors?
5.3.20 Do you have a returned item process for your vendors?
5.3.21 2an your system map the returned item against the original purchase order and create the
necessary physical and financial ad;ustments?
5.3.22 Does the receiving department use a document showing e'pected deliveries?
5.3.23 Are bac&ordered sales orders released during the receipt process when sufficient quantity
has been received?
5.3.24 ()*+),- do you have deadlines for receipt of goods that are tied to the time zones of the
receiving warehouse?
1- Functional Requirements Document
5.4 3endor Pricing0.iscounting and ,iscellaneous 'harges
5.4.1 How are vendor pricing rules established?
5.4.2 Do you have purchase price agreements with your vendors for certain items?
5.4.3 Do vendors offer special pricing per purchase order?
5.4.4 Do your purchase price agreements change by date purchase volume currency or
branch.location?
5.4.5 !hould the system automatically apply the right purchase price based on purchase price
agreements during order placement?
5.4.6 Does your system let you override the purchase price and discounts during order capture?
5.4.7 Are there quantity discounts? Do prices vary by period of time or vendor?
5.4.8 Do you receive cash discounts from your vendors?
5.4.9 Do you define multiple cash discounts and attach them to different vendors?
5.4.10 2an you automatically apply the cash discounts to purchase orders based on vendors?
5.4.11 Do you have freight installation handling or other miscellaneous charges applied on a
purchase order?
5.4.12 2an you itemize and trac& these miscellaneous charges?
5.4.13 2an you model fi'ed or percentage based miscellaneous charges?
5.4.14 Do you apply these miscellaneous charges to the purchase orders automatically?
5.4.15 ()*+),- Do you add or change miscellaneous charges during the purchase order invoicing
process?
5.5 3endor ,anagement
5.5.1 How is your vendor master record structured?
5.5.2 What is the vendor numbering structure?
5.5.3 How do you classify your vendors?
5.5.4 Who are your &ey vendors under each category?
5.5.5 What is your sourcing strategy? (!ingle.dual sourcing few.many vendors etc0,
5.5.6 How many active vendors do you have per vendor type?
5.5.7 What procedures are used for adding or changing suppliers?
5.5.8 Do you have parent.child relationships in accounts payable?
5.5.9 Will item substitutions by vendor be required?
5.5.10 Do vendors have their own item numbers?
5.6 $eb +ccess
5.6.1 !hould vendors be allowed to update information via the Web?
5.6.2 !hould vendors be allowed to upload shipping data and invoices via the Web?
1. Functional Requirements Document
5.7 Reporting Reuirements
5.7.1 What transaction reporting is needed?
5.7.2 How are open purchase orders inquired on? How many versions (different order types, of
purchase order entry need their own version of open order inquiry?
5.7.3 How many different types of purchasing open order reports are used? Are reports sequenced
by warehouse purchase order number vendor or item? What information needs to be
displayed on these reports?
5.7.4 Are reports printed showing items which have been received today? Which department
should review this report?
5.7.5 ()*+),- What information should be shown on your home page of %icrosoft Dynamics A1?
20 Functional Requirements Document
6. #roduction Mana$er
6.1 ,anufacturing Structure
6.1.1 What type of manufacturing environment does your organization operate in? How is it
structured?
6.1.2 ()*+),- Do you produce goods in multiple sites?
6.1.3 ()*+),- Do the sites replenish inventory to.from one another?
6.1.4 How many production management people do you have?
6.1.5 How many production people do you have? Are they internal or e'ternal people? How many
shifts do you operate? How many people do you have by area.wor& center?
6.1.6 Does your organization currently maintain routings and operations? If so how many routing
and operations are currently being maintained?
6.1.7 Does your organization currently maintain wor& centers? If so how many?
6.1.8 If you use multiple wor& centers which tas&s or activities belong to each?
6.1.9 How are the wor& centers grouped?
6.1.10 How are they related?
6.2 4ob Scheduling and Seuencing
6.2.1 Is capacity planning currently being utilized?
6.2.2 What type of capacity planning is being used A finite or infinite?
6.2.3 How many production calendars are currently being utilized?
6.2.4 Are sub"contract operations part of the manufacturing process?
6.2.5 What type of production scheduling is currently being used?
6.2.6 How are unplanned releases handled in the operation?
6.2.7 Are alternate routing or operations currently being used in the production process?
6.2.8 Are item numbers assigned to individual operations?
6.2.9 How are the following manufacturing times captured- ?ueue 3ime !etup 3ime =un 3ime
3ransit 3ime
6.3 Shop 1loor ,anagement
6.3.1 Are processing documents currently being maintained at the routing or wor& center level?
6.3.2 How accurate are the production routings? As an e'ample B*C D*C and how are these
measurements captured?
6.3.3 How do you manage routings for finished goods?
6.3.4 Are your routings date"effective?
6.3.5 Do you have multiple route versions?
6.3.6 Do you have many to many relationships?
6.3.7 Do you store scrap within route?
21 Functional Requirements Document
6.3.8 Do you have multiple operations?
6.3.9 What &ind of operation times do you capture? (!etup time process time etc0,
6.3.10 How do you manage your wor& centers?
6.3.11 Are they grouped under wor& center groups?
6.3.12 How do you share wor& center capacity across production orders?
6.3.13 Are the production personnel educated and trained in A5I2! methods and standards?
6.4 Production -rder ,anagement
6.4.1 How are production orders being createdE through %=5 or manually?
6.4.2 What stages does a production order go through? (estimation scheduling release start
report as finished costing,
6.4.3 How do you group your production orders?
6.4.4 How do you trac& the status of the production orders?
6.4.5 How do you report the material consumption for a production order?
6.4.6 Is it a standard process to modify the production order bill of material or routing in the
production process?
6.4.7 How are production orders being reported? (/or e'ample by operation or at completion of
the unit,
6.4.8 How do you report the labor consumption for a production order?
6.4.9 What type of inventory relief is currently being utilized? (/or e'ample manual pic&s pre"
flushing or bac& flushing,
6.4.10 Are standard lot sizes or random quantities currently applied to production orders
6.4.11 Is scrap reported at the operation level?
6.4.12 Does component reservation ta&e place at the start or end of an operation or production
order?
6.4.13 Are production orders currently being trac&ed to a sales order or upper level processes?
6.5 Reporting Reuirements
6.5.1 How is production cost captured? As an e'ample at the routing or wor& center level
6.5.2 ()*+),- What information should be shown on your home page of %icrosoft Dynamics A1?
22 Functional Requirements Document
7. /are!ouse Mana$er
7.1 $arehouse ,anagement
7.1.1 How many warehouses do you have? How do you classify your warehouses? (e0g0 /> WI5
=%,
7.1.2 How do you trac& your items? (e0g0 warehouse location pallet ID serial number batch
number, Do you have store areas or zones?
7.1.3 How is your logistics structure organized?
7.1.4 How many people wor& in the logistics department? In the warehouse? Do you run multiple
shifts?
7.1.5 How are locations numbered or named?
7.1.6 How are locations laid out in the warehouse?
7.1.7 Are primary and secondary locations used for an item? Describe inventory processing as it
relates to primary location versus secondary0 Does part information such as costs reporting
codes price etc0 remain constant over multiple locations? Are costs and prices to be
maintained at the item level item branch or item.branch.location level?
7.1.8 Which locations are valid for putaway pic&ing and replenishment? Which should be e'cluded
from these functions?
7.1.9 What is the ma'imum number of items allowed within a location? Are receipt dates or lots
allowed to be mi'ed within a warehouse location?
7.1.10 Are fi'ed putaway locations used?
7.1.11 !hould locations automatically prohibit further putaway until pic&ed empty?
7.1.12 Which locations should be used if there is an overflow during putaway?
7.1.13 Is there a need to limit the quantity of an item putaway in zones?
7.1.14 Are containers used for storage in the warehouse?
7.1.15 How are part numbers assigned0 Is significant or non"significant numbering used?
7.1.16 Is lot processing used? If so how are lot numbers assigned? How are lot numbers allocated?
Are there lot e'piration considerations? Do you want to do advanced lot control? Do you need
to trac& the grade or potency of an item?
7.1.17 Are incoming or outgoing serial numbers trac&ed?
7.1.18 Do you issue inventory in less than total quantities? If yes then consider quantity decimal
conversion0
7.1.19 What printed information is needed for item masters?
7.1.20 What units of measure are used by each item within a warehouse?
7.1.21 Do you require items to be stoc&ed with the measurements for length width and height of
locations? Does weight come into play when stoc&ing an item?
7.1.22 How many !ales $rder and 5urchase $rder document types will be used? 5ic&ing <ists?
=eceiving <ists?
2% Functional Requirements Document
7.1.23 Which printers will be used for printing warehouse documents? Do you use specific
printers for specific documents?
7.1.24 !hould a print message appear on a move slip for specific instructions on how to pac& an
item?
7.1.25 If in a multiple warehouse environment can certain inventory items default to certain
warehouses?
7.1.26 ()*+),- How do you monitor the e'pected arrival of inbound shipments?
7.2 .evices and 5uipment
7.2.1 Are barcode scanners used in the warehouse?
7.2.2 Do you have any wireless devices?
7.2.2.1 Are they Windows 7mbedded 2ompact (Windows 27, compliant?
7.2.2.2 How many radio frequency (=/, devices do you have per area?
7.2.3 Do you use =/ID?
7.2.4 Do you use for&lifts in the warehouse? How many?
7.3 Process 1lows
7.3.1 Describe the reservation process as it relates to the warehouse0
7.3.2 ()*+),- Do you use a reservation sequence to determine which warehouse an item is
reserved from first?
7.3.3 How do you receive items? (/or e'ample against the purchase order A!F?,
7.3.4 Do you have an inbound inspection process?
7.3.5 Do you have a quarantine warehouse for inspection and.or quality assurance?
7.3.6 How do you put away the received items?
7.3.7 How do you issue goods to production? Is it user"driven or system"driven?
7.3.8 Do you have bac&"flushing or manual data entry?
7.3.9 How do you receive finished goods from production? Is it user"driven or system"driven?
7.3.10 How do you transfer items across warehouses? Is it user"driven or system"driven?
7.3.11 How do you replenish pic&ing locations from storage locations? Is it user"driven or system"
driven?
7.3.12 How do you pic& goods for shipment?
7.3.13 ()*+),- Do you ever consolidate orders for pic&ing?
7.3.14 How do you generate the pic&ing list?
7.3.15 Do you optimize your pic&ing process?
7.3.16 How do you pac& goods for shipment? What &ind of documentation do you generate? (70g0
shipping labels pac&ing slip bill of lading etc0,
7.3.17 ()*+),- What rules should be applied to the outbound shipping process?
7.3.18 How do you route your shipments? Do you shop rates?
2& Functional Requirements Document
7.3.19 ()*+),- Do you wish to integrate %icrosoft Dynamics A1 with your shipping carrier’s software?
7.3.20 How do you ship goods?
7.3.21 ()*+),- Are there any formal approval processes in place for the receipt or shipment of items?
7.4 'hannel +llocation ,anagement
7.4.1 What are the &ey reports now in use for managing inventory levels inventory activity and
determining availability for customers?
7.4.2 Will requests be generated as !ales $rders are entered or in batch as the !ales $rders are
ready to ship
7.4.3 Do you have A#2 classification?
7.4.4 How do you currently handle warehouse requests for stoc& movements?
7.5 Performance ,onitoring
7.5.1 How do inventory control or stoc&room personnel search for an item? Item cross reference
information and item descriptions will be available for item search0
7.5.2 Will a cycle counting program be used? How are cycles identified and what will be the count
frequency? Is it user"driven or system"driven?
7.5.3 Will a periodic physical inventory be used?
7.5.4 What reports are used to reconcile to the >eneral <edger?
7.5.5 How many levels of detail are needed to analyze utilization?
7.5.6 At what granularity do you trac& item movement?
7.5.7 Are there sequential paths that are used in the warehouse for ma'imum efficiency in putaway
pic&ing and replenishment?
7.5.8 What characteristics can be applied to locations for use by random rules?
7.5.9 Are different items allowed to be mi'ed within a location? Are specific items allowed to be
mi'ed with other items?
7.5.10 What method is used to determine pic&ing locationsE fi'ed or random?
7.6 Reporting Reuirements
7.6.1 What inquiries or reports are needed for warehouse management?
7.6.2 ()*+),- What information should be shown on your home page of %icrosoft Dynamics A1?
2' Functional Requirements Document