Requirement

This is an embarked on the process of acquiring the Enterprise Resource Planning (ERP)
system in order to streamline the business support processes that will promote the
organisational collaboration and undoubtedly increase efficiency, which is the ultimate
strategic goal.
The new ERP solution shall replace an existing order entry, order management, financial
management, and inventory management system.

Project Scope
All Lanseatech employees will use the ERP system. However, below are the business
functions that are in scope and directly affected by the change.

 Accounting and financials

 Materials Management.
 Inventory and Order Management.
 Supply Chain Management (SCM).
 Customer Relations Management.
 Business Intelligence and Reporting.

Data and functional requirements

The functional requirements describe the core functionality of the application. This section
includes the data and functional process requirements.
1. Data Requirements
The following are the core reference data objects that shall be minimally required in the
new System based on current system data.

 General Ledger (G/L)

 Vendors
 Customers – Including purchase histories
 Products / Catalog Items
 Fixed Assets
 Inventory
 Quotes/orders
2. Functional Requirements
The following sections describe the data required and the functional requirements that shall
be performed in the new ERP System.
2.1 User Functional Baseline
1. The System shall have administrator ERP System and user security functionality to
include:
 Setting up a new user.
 Updating an existing user.
 Restricting User access to Certain Roles.
2. The System shall allow to use a single management reporting database:
 To create customized report pages.
 To create, store and share standard queries.
 To export results and analyse datas.

2.2 Workflow Functionality

The System shall include the following workflow functionality:

 The System shall allow Lanseatech staff to route and approve transactions (such as
purchase orders or customer credits). These routing paths and rules shall be
customizable and maintainable by Lanseatech staff.
 The System shall include automated reports distribution features (like e-mail list
distribution, web publishing).
 The System shall notify designated Lanseatech supervisors if certain inventory or
products needs approval before it is moved from one location to another (to be
determined by Lanseatech). Typically, an MCE supervisor needs to authorize a move
from a plant to a warehouse. Therefore, the System shall not recognize or permit a
move request unless a supervisor has entered the ERP System and formally accepted
the move.
♦ RFQ:
 If we have ever made a purchase of a particular item system can save the
price and can use the same for future enquiries of the same item, this system
should automatically remind a supplier against the RFQ after a particular day
periods (30 days).
 On a single click email will be shared to suppliers with parts details against
the enquiry received as a link, Suppliers can fill price against items in the form
available in the link with a specific number of days and priority (low, high,
medium)). Manual entry also needed as some suppliers won't open link due
to security reasons.
♦ Purchasing Management (Customers and Suppliers):

Purchasing management includes features to review and select suppliers and to

track their performance.
 ▫ The System shall maintain supplier standard prices and historical prices (for a
period of time) and when any special pricing was offered / accepted.
▫ The System shall have the ability to configure and select codes for product
types which can be then used as for queries.
▫ The System shall provide order acknowledgement correspondence that can
be e-mailed to customers.
▫ The System shall accept for purchasing orders, customer letters of credit,
correspondence, and documentation.
▫ The System shall have the ability to reconcile orders (from various sources of
customer order / payment options) to provide, at a minimum, payments,
balance, and date processed information.
▫ The System’s shall provide queries for price trends changes by item and over
time as offered by each supplier.
▫ The System shall require sign off approvals by authorized managers, including
purchasing managers, to approve a purchase order.
♦ Finance:
▫ There is a follow-up option with supplier for delivery of products.
▫ Credit payments with supplier and customer also handled here in this
section. System should have an option to track the same with an option to
fixing maximum credit value and period along with the current credit status.
▫ The finance part is handled through SAGE.
▫ The payment received entries will be given in SAGE and the status need to be
reflected in our ERP.
♦ Logistics:
▫ When supplier informs the order is ready to dispatch, landseatech checks in
the ERP against the reference number to understand the order and customer
details.
♦ Reports:
▫ These provide valuable insights on the performance of the overall business
and specific departments, helping to shape priorities and inform key
decisions.