Synchronization

LMS Client and Invoice

to
ACIS Debtor and AR

Jan 2021/Prepared by Ami

LMS PART

2
BRANCH - Client Branch
To add branches for all LMS Client, this will sync to ACIS - Debtor Branch
1. Enhance the existing Create Client layout into the following

1. Not all Client has Branch.

2. To add branch, simply press on

“Add Branch” button. This will
open another entry form for adding
up branches (Figure 5).

3. Since some clients have more than

1 branch. So it’s allowed to press
“Add Branch” button more than one
times.

4. If Client has Branch, then Client

details entered in the main page of
the form will be considered as main
branch or HQ.

Figure 1 - Add Client

3
*Entry Form is continued to the next page
*Entry Form is continued from previous page

5. Term Type entry is disabled as CASH.

Only Finance (ACIS) is authorized to
change it to Credit Term Type.

6. Credit Term (Day) is also disabled.

Only if TERM TYPE is edited to Credit
by Finance, then this checkbox will be
enabled and value will be added by
Finance.

7. Credit Limit is disabled and value will

be provided by Finance.

8. Since Contact Information is

mandatory, then user at least has to
enter 1 Contact Information.

9. If more than 1 Contact needs to be

entered, then user must press “Add
Contact” button again. This will open
another Contact entry form under
current Contact entry form.

Figure 1 - Add Client 4

 7. Pressing “Add Branch” button will open a
Branch entry form located under the button
as seen on Figure 2.

8. Pressing “Add Branch” again will open

another Branch entry form located under the
1st Branch entry form and so on.

9. For example Client has 5 Branches need to

be entered, then user must press the button
4 times since the 1 entered on mainpage
form considered as main branch or HQ.

Figure 2 - Client Add Branch 5

2. Edit Client layout will look like this

1. Branch name will be a hyperlink.

On click will display a pop up
window showing branch details
(Figure 5).

2. To add more branch, press on “Add

Branch” button.

*Entry Form is continued to the next page Figure 3 - Edit Client 6

*Entry Form is continued from previous page

3. Term Type, Credit Term (Day), and

Credit Limit remain disabled.

4. Display directly Contact Information

for Person 1.

5. If more than 1 Contact is available,

display the rests as hyperlink. On
click will show Contact Details as
pop up window, and it’s editable
(Figure 4). Click Edit button to
enable edit mode.

Figure 3 - Edit Client 7

Figure 4 - Edit Contact Details

Figure 5 - Edit Branch Details 8

3. All LMS Company that use ACIS to record their Finance transactions will be created in ACIS and auto-synced to LMS.
When a new LMS company is created in ACIS, a Company ID will be sent from ACIS to LMS. To store this value, a new
field “Company Code” will be added to LMS Client List detail. Information from ACIS will be stored in LMS according to
the following field mapping details:
COMPANY FIELD DETAIL MAPPING
LMS ACIS NOTES
Company Name Company Name Not Editable
Status Status Not Editable
Company Code (New) Company ID Not Mandatory, Not Editable
Logo Leave Blank Editable

Figure 6 - LMS Company Detail Mapping

If for some reasons LMS user creates a new LMS Company, it will NOT be synced to ACIS.

4. Add 1 new column in Company Master Lists to display Company Code as shown below:

Figure 7 - LMS Company List

9
SYNCHRONIZATION Overview
● All related/required to synchronization process Database TABLEs will be duplicated on each side, LMS side and ACIS
side.

● To maintain the most updated information, every update made in LMS will be saved in LMS Database, and will be
auto-synced to ACIS right away. This goes both ways, so every update made in ACIS will be saved locally in ACIS
Database and then be auto-synced to LMS instantly.

CLIENT - DEBTOR Synchronization

Client or Debtor Synchronization will go both ways either from LMS to ACIS and ACIS to LMS. It will be triggered by the
following events:

1. New Sample Request is Created in LMS > Sample Registration > Create Sample Request

2. When user Edit/Delete Client details in LMS > Administration > Client Lists

3. When user Edit/Delete Debtor details in ACIS > Admin Menu > Debtor Account

Details on each event will be described below:

10
A. Synchronization on Creating Sample Request in Sample Registration > Create Sample Request

Flow Overview

Everytime a new Sample Request is Created, system will perform the following procedures:

- Checking will be triggered on pressing Confirm button, this is to make sure Request Details has already been
filled accordingly.

- Check Client Debtor Acc. No available? If Yes then proceed with Credit Limit checking

- If there’s no problem with Credit Limit status, then check any Overdue Invoices. If No overdue invoices found then
Request will be automatically confirmed and move to Active Sample Request folder.

- But if Client Debtor Acc. No is not available, then system will automatically send Debtor Acc. No Request and
will be synced to ACIS automatically.

- In ACIS, user will have to do manual checking on Client sent from LMS to avoid duplication. A new interface to
compare Client vs Debtor will be added (ACIS Part: Figure 21).

- If client already exist in ACIS, then user have to merge the client information and the existing debtor.

- But if client does not exist, add client as new Debtor in ACIS Debtor Account.

- The newly created Debtor Account Number will then be synced to LMS and stored as Client Code.

Process Flow

- See Figure 8 for process flow

11
 12
Figure 8 - Client Debtor Synchronization Flow
B. Synchronization on Edit/Delete Client details in Administration > Client Lists

Flow Overview
○ Edit Client Details
○ Should check whether Client Status is inactivated during Edit?
○ If Client Status is being inactivated during Edit, then should check Debtor Balance status first. If there’s no
Outstanding amount, then proceed with updating Client Details in LMS and then will be autosynced to ACIS.
○ If Client is not being inactivated, then directly update Client details. This will also be autosynced to ACIS.

Process Flow
- See Figure 9 for process flow

C. Synchronization on Edit/Delete Debtor details in ACIS > Admin Menu > Debtor Account

Process Flow
- See Figure 9 for process flow

13
Figure 9 - Edit Client/Debtor Flow
14
INVOICE Synchronization
Flow Overview
1. Invoices from LMS will be synchronized manually through a new module named “Process Invoice to Finance”.
2. All Invoices with Archived Status will be displayed automatically in the Invoice Synchronization List in this new
module. Invoices are from Invoice module (including Other Charges Invoices) and Trading Goods Invoice modules.
3. Once added into Synchronization List, change Invoice status into “Pending Send”.
4. From Synchronization List, invoice will then need to be selected and Sync button should be clicked to start the
synchronization process.
5. After successfully synchronized, system will generate a Report ID. This ID can be clicked to generate an Invoice
Summary Report to be reviewed and printed out for Finance Dept. acknowledgement purpose.
6. All invoices will then be reviewed by Finance Dept, and if found anything incorrect, these incorrect invoices should be
returned to LMS. Add new button “Return to LMS” in ACIS AR Transaction menu. Returned invoices will then have the
status of “Returned”.
7. Returned invoices are allowed to be resynchronized.
8. Success Synched Invoices will have the status of “Sent To Finance”

Modules Involved
- New module: Invoice > Process Invoice to Finance
- ACIS AR Transaction module

Enhancements
- Add new statuses: Pending Send, Sent To Finance, and Returned
- Report ID is generated in every success synchronization process
- Add new report: Invoice Summary Report 15
PROCESS INVOICE TO FINANCE Flowchart

LMS - Invoice > Process Invoice to Finance ACIS - AR > Transaction

Start

Report ID
Send Archived Debtor Acc. No
Invoice Invoice Details Update AR
Debtor Transaction AR

Report ID
Sync Status Sync Data Checking
Invoice
Invoice No
Print Invoice AR Trx. No
Sync
Summary Report No
Data Return To LMS
Correct?
End Yes
Post to GLPOST
Sync Status
Finance User

Figure 10 - Process Invoice to Finance Flowchart 16

USER PRIVILEGE Setting
Only authorized users are allowed to access the new module “Process Invoice to Finance”. Add this menu in Administration >
User Privilege > Invoice section as shown below:

Figure 11 - Process Invoice to Finance Privilege Setting

17
PROCESS INVOICE TO FINANCE - Layout

MAINPAGE
Following the existing module layout format, mainpage will be divided into 2 (two) sections:
- Header: shows filter to let user list out Invoices (Figure 12)
- Detail: displays Invoice List according to user search (Figure 13)

Main Page Header - Search Filters

Figure 12 - Process Invoice to Finance Mainpage Header

18
Main Page Detail - Synchronization List

Selected Record: 0 Pending Send: 85 Returned: 3

Invoice Date Invoice ID Status Client Code Invoice Client Invoice Bank Lab Ref Code Inv. Currency Inv. Amount Report ID Sent By Sent Date

Sent To CITIBANK BERHAD 13 Dec 2020

2020-12-01 N/LAB20120001 3210/F32 888 FOOD INDUSTRIES SDN BHD1 MYR 20.4 LR201213001 Amy
Finance (12345678) 19:32:46

Pending CITIBANK BERHAD

2020-11-30 N/LAB20110004 3210/F32 888 FOOD INDUSTRIES SDN BHD1 ML/20110003 USD 1,680.00
Send (12345678)
Pending CITIBANK BERHAD
2020-11-27 N/LAB20110003 3210/F32 888 FOOD INDUSTRIES SDN BHD1 MYR 25
Send (12345678)
CITIBANK BERHAD 16 Dec 2020
2020-11-27 N/LAB20110002 Returned 3210/F32 888 FOOD INDUSTRIES SDN BHD1 MYR 341.25 LR201216001 Admin
(12345678) 19:32:46

Figure 13 - Process Invoice to Finance Mainpage Detail

1. All Invoices with Archived status will automatically be listed here. Invoices come from modules: Invoice (including
Other Charges Invoices) and Trading Goods Invoice.
2. Once in the list, change all Archived status to “Pending Send”.
3. Invoice ID is a hyperlink to see the details of an invoice. Layout should follow the existing Invoice modules layout
(Figure 14). Button to be removed: Send Email.
4. New Status added:
a. Pending Send: all newly displayed Invoices will have this status
b. Sent To Finance: apply once “Pending Send” invoice is successfully synchronized to ACIS. Users are not allowed
to cancel or reopen Invoices with Sent status.
c. Returned: apply once “Sent To Finance” invoice is return from ACIS (“Return to LMS” button is clicked).
5. Only Invoices with Pending Send and Returned status are allowed to be reopened or canceled.

19
 20
Figure 14 - Current Invoice Detail
6. Hide checkbox for all invoices with “Sent To Finance” status.
7. Add new information above the table:
a. Selected Record: all checked records counter
b. Pending Send: all Pending Send + Returned status Invoices counter
c. Returned: only invoices with Returned status counter
8. To start synchronizing, user needs to first select Pending Send or Returned Invoice and then click Sync button. An alert
message will be displayed to inform user the summary of the selected invoices before proceed to sync (Figure 15).

119.81.19.75:9090 says

11 Invoice(s) is/are about to be synchronized.

Total MYR 2.890

Total USD 130

Continue?

Figure 15 - Synchronization Alert

9. After a sync, a Report ID will be generated.

- Format will be “LR”+ YY + MM + DD + 3 digits running number.
- This Report ID should be added as search parameter in the main page header section (Figure 12).
- Report ID is a hyperlink. On click is a pop up window displaying a downloadable Invoice Summary Report as shown in
Figure 17.
21
10. A summary also will be displayed after a successful synch process (Figure 16), with a hyperlink to download report.
Send Invoice to Finance Summary

Total: 11 Success: 9 Fail: 2 Print Invoice Summary LR201215002.pdf

N/LAB20120001 was sent successfully

N/LAB20120001 was sent successfully
N/LAB20120001 was failed to sent

Figure 16 - Invoice Summary Alert

Figure 17 - Invoice Summary Report 22

11. All invoice traffics should be recorded. Add the following new history items to trace new processes:
- Synchronize to ACIS (Sent To Finance status): if an invoice is sent more than 1 time, every sync process should
always be recorded
- Returned by Finance (Returned status), Finance User ID needs to be captured as well

2020-11-23 08:40:43>> Successfully Synchronized to Finance by iywong

2020-11-18 08:20:37>> Returned from Finance by user1
2020-11-17 05:19:57>> Successfully Synchronized to Finance by iywong
2020-11-13 05:19:57>> This Document from Confirmed Invoice send to Archived Invoice by iywong
2020-11-13 17:19:37>> This from invoice to Confirmed Invoice by iywong
2020-11-13 17:18:46>> This invoice status created by iywong

Figure 18 - Invoice Status

12. Add 2 (two) more columns to store:

a. Sent By: username captured on synchronization process

b. Sent Date: date and time captured on synchronization process

13. If invoice is returned by Finance, reset the value of Report ID, Sent By, and Sent Date. Re-Display checkbox for this
invoice to enable future re-sync.

14. If returned Invoice is resynced to ACIS, it should overwrite the existing Invoice Details by referring to the Invoice
Number stored in PO. No.

23
ACIS PART

24
 ACIS - Admin Menu > Debtor Account
1. A new menu/module “DEBTOR ACCOUNT SYNC LIST” will be added in ACIS Admin Menu Debtor Account. This
module will be used to do manual checking on Debtors synced from other systems like LMS or ERP.

Figure 19 - Debtor Account Sync List

- When LMS Client without Debtor Account Number is synced to ACIS, it will be listed in DEBTOR ACCOUNT SYNC LIST
indicated by a red badge with number in it (Figure 19). This number represents the number of LMS Clients need to be
reviewed. Here, Finance user will have to compare between new Debtor (LMS Client) and the existing ACIS Debtor then
decide whether the two Debtors compared are the same Debtor or are different.
‘ The flow of the complete process can be seen in Figure 20 ‘

- Clicking on Debtor Account Sync List will lead to new interface as seen on Figure 21.

- The left side table contains new synchronized Debtors while the right side table contains the existing ACIS Debtors in
which can be listed by searching. 25
Client vs Debtor - Merge/Add New Process Flow

26
Figure 20 - Merge/Add New Process Flow
Debtor Synchronization Manual Verification

Figure 21 - Debtor Synchronization Manual Verification

- There will be 2 possibility results in this comparison:

- Debtors are already in ACIS and

- Debtors are totally new and can not be found in ACIS

- If it’s decided that the new debtor synced is already in ACIS, they must be merged by selecting both the new Debtor on
the left and the existing ACIS Debtor on the right and then press Merge button.

- Only 1 debtor on the left and 1 debtor on the right are allowed to be selected for each merge processing.

- Display alert when Merge button is pressed “Are you sure to combine selected Debtors?”. If Yes then a pop up window
will be displayed showing Debtor detail information sent from LMS and ACIS side (Figure 22). Here user will need to
select which side of the information will be kept and which side will be dropped (including branches if available).

27
Select details to be kept in Debtor Account:
Figure 22 - Merge Details

LMS - CLIENT ACIS - DEBTOR

Client ID 1130 CTMA0101 Debtor Code
Client Code 3210/T36 30013/T036 Account Number
Client Name TEXCHEM (ACUMEN SCIENTIFIC S/B) TEXCHEM (ACUMEN SCIENTIFIC S/B) Name
Registration Type Business Reg. No Business Reg. No Reg./Govt/IC/Passport No. (Type)
Registration No 541926-V Registration No.
Address Wisma Texchem, Lot 808 & 809, Jalan Wisma Texchem, Lot 808 & 809, Address
Subang 5, Taman Perindustrian Subang Jalan Subang 5
City Subang Jaya City/Town
Country Malaysia Malaysia Country
State Selangor Darul Ehsan State
Postcode 47610 47610 Postal Code
Currency MYR MYR Currency
Credit Term (day) 0 Term (Days)
Credit Limit 2.500 Credit Limit
Fax 03-56345619 Fax/Telex
Service Type Code 9907061674 Tax Exemption Cert. No.
Tax Registration ID 111222333 Tax Registered No.
Invoice Overdue Rate (%) 3 Invoice Overdue Rate (%)
Contact Person 1 Name Sharron Tan Contact Person (01)
Contact Person 1 Home Phone
Contact Person 1 Office Phone 03-56345618 Phone No. 1
Contact Person 1 Mobile Phone Phone No. 2
Contact Person 1 Email acmc-cust.service@acumen.com.my Email (01)
28
 Figure 22 - Merge Details
Contact Person 2 Name Najihan Joan Contact Person (02)
Contact Person 2 Home Phone
Contact Person 2 Office Phone 03-89588564 Phone No. 1
Contact Person 2 Mobile Phone Phone No. 2
Contact Person 2 Email najihan@gmail.com Email (02)
Contact Person 3 Name Contact Person (03)
Contact Person 3 Home Phone
Contact Person 3 Office Phone Phone No. 1
Contact Person 3 Mobile Phone Phone No. 2
Contact Person 3 Email Email (03)
Contact Person 4 Name Contact Person (04)
Contact Person 4 Home Phone
Contact Person 4 Office Phone Phone No. 1
Contact Person 4 Mobile Phone Phone No. 2
Contact Person 4 Email Email (04)
Contact Person 5 Name Contact Person (05)
Contact Person 5 Home Phone
Contact Person 5 Office Phone Phone No. 1
Contact Person 5 Mobile Phone Phone No. 2
Contact Person 5 Email Email (05)
Status Active Active Status

29
- On the left side, only display (LMS Client) fields with value, ignore the empty ones. The right side (ACIS Debtor) will
then follow, show only the pair of the LMS fields displayed.

- Client ID and Debtor Code are displayed as reference only, no selection is made for these twos.

- Service Type Code: if available and selected, will replace the value of Tax Exemption Cert. No. Since the following fields
are mandatory, then should be be filled with default value first (Finance User will be able to edit anytime):

- Tax Label: GST?

- Tax Type: Service Tax?

- Tax Exemption Type: All

- Effective Date: Today

- A New field will be added in ACIS Debtor: Invoice Overdue Rate (%). See Figure 31 for details.

- All radio button from the ACIS side will be in selected mode by default.

- Button caption below the table will have different value depends on the availability of Client Branches:

- If Client has branch(es) then display button “Continue with Branch Mapping”

- If Client does not have branch, then display button “Continue”

- Reset button: to reset selection.

- Cancel button: cancel merging and close the window.

- Pressing “Continue with Branch Mapping” will lead to next the step as shown in Figure 23 below: 30
 LMS ACIS
ACUMEN BRANCH ONE ACUMEN BRANCH DUA
Figure 23 - Branch Mapping
ACUMEN BRANCH TWO ACUMEN BRANCH SATU
ACUMEN BRANCH THREE
*Click the ACIS Branch Name, drag up or down then drop it to rearrange sequence
*Click to expand and see branch details

- The left side is for LMS Client Branches while the right side is for ACIS Debtor Branches. All branches from each side
will be listed.

- Click on sign will expand each Branch into details (Figure 25). The number of sign will follow the number of the
most branches listed. For example, LMS has 3 branches, and ACIS has 4 branches. Then there will be 4 sign are
listed.

- The ACIS Debtor Branch sequence can be rearranged by clicking and dragging up or down. For example, the above
ACUMEN BRANCH DUA should be paired with ACUMEN BRANCH TWO, then user can click on ACUMEN BRANCH
DUA, drag it down and drop it to the row below replacing ACUMEN BRANCH SATU. ACUMEN BRANCH SATU then
will be automatically moved up to the 1st row.

- Checkboxes:

- The number of checkboxes will only follow the number of LMS branches. For example, if there are 3 LMS branches
and 5 ACIS branches then the checkbox will be only 3 following the number of LMS branches (Figure 24).

- Default: all ticked. The first checkbox on the header is functioning as “select all” or “unselect all”.

- Ticked = Branches will be saved 31

 - Unticked = Branches will be ignored (will not be saved)

- Those LMS branches that do not have ACIS branches as a pair will be added as New ACIS Debtor branch if the checklist
is ticked while the unpaired ACIS branches will be ignored.

- Radiobuttons:

- Will only be available to those branches with pair.

- Radiobutton on Branch Name is functioning as “Select All” or “Deselect All”.

- Default: all selected in ACIS side

LMS ACIS
ACUMEN BRANCH ONE ACUMEN BRANCH DUA
Figure 24 - Checkboxes
ACUMEN BRANCH TWO ACUMEN BRANCH SATU
ACUMEN BRANCH TIGA
*Click the ACIS Branch Name, drag up or down then drop it to rearrange sequence
*Click to expand and see branch details

- Buttons:

- Reset: reset all the selections made to initial value.

- Back: go back to previous page.

- Cancel: drop all the settings, close the window and be directed to the previous page (Figure 22).
32
 LMS ACIS
ACUMEN BRANCH ONE ACUMEN BRANCH SATU
ADDRESS 57, MAIN ROAD, SUNGAI LALANG 57, MAIN ROAD, SUNGAI LALANG ADDRESS
CITY BEDONG BEDONG CITY
COUNTRY MALAYSIA MALAYSIA COUNTRY
STATE KEDAH KEDAH STATE
POST CODE 25585 25585 POST CODE
FAX 03-56222541 FAX
CURRENCY MYR MYR CURRENCY
CREDIT TERM (DAY) 30 30 TERM (DAY) Figure 25
CREDIT LIMIT 1,000 1,500 CREDIT LIMIT I
CONTACT PERSON NAME EREN YEAGER NAME
Branch
Detail
CONTACT PERSON PHONE 03-85236912 PHONE
Mapping
CONTACT PERSON EMAIL EREN.YEAGER@GMAIL.COM EMAIL

ACUMEN BRANCH TWO ACUMEN BRANCH DUA

ADDRESS 57, MAIN ROAD, SUNGAI LALANG 57, MAIN ROAD, SUNGAI LALANG ADDRESS
CITY BEDONG BEDONG CITY
COUNTRY MALAYSIA MALAYSIA COUNTRY
STATE KEDAH KEDAH STATE
POST CODE 25585 25585 POST CODE
FAX 03-56222541 FAX
CURRENCY MYR MYR CURRENCY
CREDIT TERM (DAY) 30 30 TERM (DAY)
CREDIT LIMIT 1,000 1,500 CREDIT LIMIT
CONTACT PERSON NAME EREN YEAGER NAME
CONTACT PERSON PHONE 03-85236912 PHONE
CONTACT PERSON EMAIL EREN.YEAGER@GMAIL.COM EMAIL 33
- Done with the arrangement press Save to save and close the pop up window. Display an alert before allowing to save
“Are you sure with this arrangement?” with Yes and Cancel button. If Yes then those information selected to be kept will
replace those unselected ones.

- Success Saving, system will display the result in the View/Modify/Delete Debtor form interface to let user do the
necessary checking and edit. Done checking the details shown, user can press Save to save the record and this will end
the merge process. The final saved data will then be autosynced to LMS as well.

- When the synced Debtor is a totally a new Debtor and can not be found in ACIS, then user must select the Debtor on
the left table (only 1 Debtor is allowed for each process) and press Add New to add this Debtor to ACIS. An alert
message “Are you sure to add this Debtor?” will be displayed to ask user for a saving confirmation (with Yes and Cancel
button).

- Same as merging, after Yes button is pressed system will display Add Debtor interface to let user do necessary
checking and edit. If everything’s ok then continue with saving this new Debtor.

- Debtor field details mapping between LMS Clients and ACIS Debtors can be found below:

34
DEBTOR TAB DEBTOR TAB
ACIS LMS NOTES ACIS LMS NOTES
Debtor Code Auto generated by ACIS Non Editable Created User Created User Non Editable
Debtor Name Client Name Non Editable Created Date Created Date Non Editable
Debtor Account Leave blank Will be provided by ACIS Updated User Updated User Non Editable
Debtor Type Trade Account Editable Updated Date Updated Date Non Editable
Short Name Leave blank Will be provided by ACIS Customer Type Third Party Editable
Country Country Non Editable Seaport Leave blank Editable
Currency Currency Non Editable Airport Leave blank Editable
Attention Finance Contact Person Editable Incoterm Leave blank Editable
View By ERP No Editable Insurance % Leave blank Editable
Reg./Govt./IC/Passp Registration Type Non Editable Freight % Leave blank Editable
ort No.
IC NO. Registration No Non Editable
Nature of Business Leave blank Editable
Status Status Editable,
Suspend = Bad Debt
Area Leave blank Editable
Agent Leave blank Editable
Remark Leave blank Editable

Figure 26 - ACIS Debtor vs LMS Client

35
ADDRESS TAB
ACIS LMS NOTES
Address Type Office Address Editable
Branch Head Office Editable
Address Address Editable
Postal Code Post Code Editable
City/Town City Editable
State State Editable
Country Country Editable
Phone No.1 Contact Person 1 Ofc Phone If empty get Contact Person1 Mobile Phone, if also empty then get from
other Phone Numbers
Phone No.2 Contact Person 2 Ofc Phone If empty get Contact Person2 Mobile Phone, if also empty then get from
other Phone Numbers
Fax/Telex Fax Editable
Email Contact Person 1 Email If empty get from Contact Person 2 Email, if also empty then get from
Contact Person 3/4/5 Email
Contact Person Contact Person 1 Name If empty get Contact from other Contact Person Names
Set as default address Leave blank Editable
Same as billing address Leave blank Editable
Same as delivery address Leave blank Editable

TAX INFORMATION TAB

ACIS LMS NOTES
Tax Registrant Yes if Tax Registration ID is available Editable
No if Tax Registration ID is empty
Effective Date Today Editable
36
Figure 27 - ACIS Debtor vs LMS Client
TAX EXEMPTION CERT TAB
ACIS LMS NOTES
Tax Label GST? Editable
Tax Type Service Tax? Editable
Tax Exemption Type All Editable
Tax Exemption Cert. No. Service Type Code if Tax Exempted is Yes Editable
Effective Date Today Editable
Status Active Editable

SHARED COMPANY TAB

ACIS LMS NOTES
Company Name Company On Creating Sample: taken from
Company selected (Company Code),
non editable
ROC Ref. No Provided by LMS according to the
Company selected, non editable

Terms (days) Credit Term Editable

Credit Limit Credit Limit Editable
Update for all record(s) Leave blank Editable

Figure 28 - ACIS Debtor vs LMS Client

37
2. To avoid any Debtor being created manually in ACIS, all LMS Company will be hidden from the Company selection in
“SHARED COMPANY” TAB.

Figure 29 - ACIS Debtor Shared Company

For those Debtors sent from LMS will have Company information tagged along with them already, this value will fill the
“Company Name” in Shared Company tab.

3. To define that a Company is LMS Company, add 1 new value to “Use With System” options when Creating/Editing
Companies in ACIS.
38
 Figure 30 - LMS with ACIS Option

When a Company’s “Use With System” is set as “LMS With ACIS”, this information will be synced to LMS and the
following procedures will take place:

- Check whether Company exists in LMS. If exist, then add ACIS Company ID into LMS Company Master. This will
require to add 1 new field (Company Code) in LMS Company Master table.

- If does not exist, then add the Company as new LMS Company.

- If LMS user create any new company it will not be synced to ACIS. 39
4. To store Invoice Overdue Interest Rate (%) value sent from LMS, a new entry will be added in ACIS Debtor Add or Edit
form as shown below:

Figure 31 - Invoice Overdue Interest Rate

40
ACIS - AR Debtor Transaction
Flow Overview
1. Invoices from LMS will be synchronized to ACIS as Account Receivable (AR) Debtor Transaction.
2. After successfully synchronized, Finance user will verify the synced data according to LMS “Report ID” sent from LMS.
3. If after being reviewed found any incorrect data, invoices must be returned to LMS with a reason. A new button
“Return to LMS” will be added to accommodate this process.
4. If LMS re-synchronize the Returned Invoice back to AR, all data for that invoice will be overwritten with the new one,
but AR Transaction Number will remain the same.

Modules Involved
- ACIS > Account Receivable Debtor Transaction

Enhancements
a. AR Debtor Transaction: add 1 new column to store Report ID from LMS (only applicable for companies with the value
of “Use With System” = “LMS With ACIS“).
b. In Add/Edit Debtor Transaction: add 1 new button “Return to LMS (only applicable for companies with the value of
“Use With System” = “LMS With ACIS”).
c. Add 1 new filter by “LMS Report ID”, only applicable for companies with the value of “Use With System” = “LMS With
ACIS“.
d. Add 1 new Status “Return to LMS”, only applicable for companies with the value of “Use With System” = “LMS With
ACIS“.
e. Add History Tab to capture traffic of all transactions
f. In Add/Edit Debtor Transaction: add “Sent from LMS” section, only applicable for transactions with LMS Report ID. 41
A. In ACIS AR Transaction
i. Add 1 new column “LMS Report ID” to store Report ID sent from LMS.
ii. This column will only be applicable for companies with the value of “Use With System” = “LMS With ACIS“.

Figure 32 - LMS Report ID Column

B. In Add/Edit Debtor Transaction:

- Add 1 new button “Return to LMS” (Figure 33). On click, display a confirmation message “Are you sure to return this
invoice?” (OK/CANCEL). If OK, then a reason must be entered before sending back invoice is processed (Figure 34).
- This button will only be displayed for:
- Companies with the value of “Use With System” = “LMS With ACIS“.
- Transactions sent from LMS, which means only transactions with LMS Report ID. 42
Figure 33 - Return to LMS Button

43
Clicking on “Return to LMS” button will display the following preset reasons:

1. Return due to incorrect invoice input (Inv. No., Inv. Amt, Inv. Date, Inv. Currency)
2. Return due to incorrect Invoice Company
3. Return incorrect attachment (DO, PO, Invoice)
4. Return attachment that has no signature
5. Return Invoice that without Tax Exemption No.

Default confirmation page is shown in Figure 34. But if reasons No. 2 is selected, then a Company selection should be added
(Figure 35). All fields are mandatory:

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Figure 34 - Confirmation Page Figure 35 - Confirmation Page with Company Selection
C. Add 1 new filter by “LMS Report ID”, only applicable for companies with the value of “Use With System” = “LMS With ACIS“.

Figure 36 - New Filter LMS Report ID

D. Add new status “Return to LMS”, only applicable for companies with the value of “Use With System” = “LMS With ACIS“.

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Figure 37 - New Status Return To LMS
E. Add History Tab in AR Transaction, similar to History Tab in ACIS - AP Transaction (Figure 38).
This will capture the history of all traffics occur in AR Debtor Transaction including invoice synchronization process.

Figure 38 - History Tab 46

Synchronization Details
Figure 39 below shows how synchronized data is displayed in ACIS AR Edit Debtor Transaction screen and where are all the
details should be retrieved from.

Figure 39 - ACIS Edit Debtor Transaction

More details on each item are described below:

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AR DEBTOR INVOICE - Header sync from LMS

NO FIELD VALUE EDITABLE NO FIELD VALUE EDITABLE

1 Trans. Type Invoice No 17 Local Trx. Amt Invoice Net Amount in company No
currency. If company currency = MYR,
2 Date Invoice Date Yes Invoice Net Amount = USD, convert to
3 Bill Age Leave Blank Yes MYR

4 Favourite Trx Leave Blank Yes 18 Tax Amt Invoice Tax Amount No

5 PO. No Invoice No No 19 Applied Amt Follow ACIS Setting No

6 Debtor Debtor Account No Yes 20 Outstanding Amt Follow ACIS Setting No

7 Posting Desc Leave Blank Yes 21 Save as Favourite Leave Blank Yes
Transaction
8 Credit Term Follow ACIS Setting No
22 Created User LMS User No
9 Due Date Follow ACIS Setting No
23 Created Date Synchronization Date No
10 Currency Invoice Currency No
24 Updated User LMS User No
11 Ex. Rate Follow ACIS Setting Editable for
foreign 25 Updated Date Synchronization Date No
Currency
12 Status Unposted No
13 Tax Exempt. Cert Leave Blank Yes
14 Auth. Sign Leave Blank Yes
15 Attn. Finance Contact Person Yes
16 Trx. Amt Invoice Net Amount No
Figure 40 - AR Header Mapping
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AR DEBTOR INVOICE - Detail sync from LMS

NO FIELD VALUE EDITABLE - All items in Detail section are removable and
editable. Finance user is allowed to even remove
1 A/C Number 50601/LL03 Yes
Once 50601 is selected, system entirely detail items and change them with new
will auto retrieve tax account with ones BUT the TOTAL AMOUNT of all items added
calculation of 6% tax, but if there is
Tax Exempted in LMS:
MUST be EQUAL to Invoice Net Amount sent from
Tax Account = - LMS.
Tax Amount = 0
2 Tax Account Follow A/C Number Yes
- The following “Sent from LMS” section is displayed
only for transactions sent from LMS (with LMS
3 DO. No Invoice No Yes
Report ID). It does not appear on other normal
4 Posting Desc Lab Ref No Yes
transactions.
5 Printed Description Leave Blank Yes
6 Unit Price Invoice Net Amt Yes
7 Quantity Default = 1 Yes
8 UOM Leave Blank Yes
9 Amt Excl. Tax Invoice Amount before Tax Yes
10 Tax Amt. Invoice Amount Incl Tax Yes
11 Amt Incl. Tax Leave Blank No
12 Project Leave Blank Yes
13 Job Leave Blank Yes
14 Dept Leave Blank Yes
15 Location Leave Blank Yes 49
Figure 41 - AR Detail Mapping
- If there is rounding in Invoices (see sample
Invoice No. S/LAB20110102), send Invoice
Amount after rounding. See Figure 42 and
43 for details.

Figure 42 - Invoice with Rounding 50

 Figure 43 - Rounding Sent to ACIS

Since Invoice Amount is rounded before sending to ACIS, the above Trans. No RINV20111152 should only have 1 row in its
detail (not necessary to display another row only for showing rounding amount).
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