‘Quick Wins’ Enhancements for IFM Jim Boyer, Senior Consultant

‘Quick Wins’ Enhancements for IFM Jim Boyer, Senior Consultant [email protected] Mike Taylor, VP Sales [email protected]

Agenda 1. 2. 3. 4. Fast Cash Purchased Receipts not Invoiced Electronic Lock Box Electronic Funds Transfer

1. Fastcash -- Overview Streamlines and Improves the Cash Application Process Provides additional capabilities to process and track credits and deductions Especially valuable when processing high volumes of payments with large numbers of credits or deductions – Ie, Retail or large industrial customers

Fastcash -- Features Adds New Deduction Types and Reason Codes to help categorize deductions Allows multiple deduction types to a single invoice New Cash Receipt Entry screen designed for managing credits and deductions – – – – Prompt for deduction Inquiry to open invoices Post unapplied cash Running totals

Fastcash -- Cash Receipt Entry After entry of invoice or credit memo number, current balance is displayed Invoice/Credit Memo is then entered Discounts are calculated and displayed Warning message for duplicate invoice receipts Invoice check for outstanding balance, held, or disputed status

Fastcash -- Deduction Management Press Deduction Entity to display this prompt May change entity Reason code required

Fastcash -- Cash Invoice Inquiry Available Inquiry into outstanding Invoices/Credit Memos Transaction entry for items on this screen Toggle View by Open Invoice # or Packing List # Invoice check for outstanding balance, held, or disputed status

Fastcash -- Batch Controls View Check Summary provides deposit control totals Includes System Calculated Totals Toggle View by Open Invoice # or Packing List # Invoice check for outstanding balance, held, or disputed status

Fastcash -- Benefits Reduced effort and improved efficiencies of cash application process Improve profitability by identifying unauthorized deductions Improve customer service with ongoing reconciliation of account status Quickly identify trends in deduction type enables root cause analysis

Fastcash -- Pricing and Implementation IFM R6/7, green screen or IWP License fee 4,500 Technical installation/support 1,200 Implementation consulting services – 2 days on-site 2,800 plus time and travel expenses

2. Receipts not Invoiced -- Overview Effectively manages reporting requirements for purchased items that have been received into inventory, but have not been invoiced by the vendor Consolidates information to provide fast and accurate reconciliation of: – Un-invoiced receipts accrual account – AP Clearing Account

Receipts not Invoiced -- Features Review un-invoiced warehouse inventory receipts in numerous sort and run-time options. Review any Plant’s Warehouse Inventory Receipts or IFM AP Charge Lines for any GRN/PO or other Vendor Receipts. Receipts Can be run against receipts, and IFM Invoices, for any Fiscal Reporting Period (date sensitive and great for audits).

Receipts not Invoiced -- Features Documents impact to AP Pending Liability Account by providing detail for Material Receipts and corresponding offsets caused by IFM Invoicing and CA Transactions. Enables reconciliation of AP Pending and un-invoiced receipts liability accounts

‘Input’ Data Fields The Receipt Fields Receipt Warehouse Item Class The IFM Fields IFM Invoice Number for Receipt IFM Invoice Date IFM Charge Line PO/Ref CISTECH AP PENDING Item Number/GRN Number for Receipt DETAIL AND SUMMARY Receipt Date IFM Charge Line Quantity from Receipt Receipt Qty/Stocking UOM FILES AND REPORTS IFM Charge Line Total Cost Receipt Value at Vendor/PO/PO Date/Buyer Standard/Transaction Costs IFM Variance (CA Amount) to IM Last Payment Date IFM Check Number last payment. INVENTORY RECEIPT DATA FROM XA IM INVENTORY IFM CHARGE LINE FOR RECIEPT AND VARIANCES

Program Output IFM XA FILES IM TXN HISTORY CISTECH AP Pending Reporting Generation Engine AP Pending AS400 Detail File AP Pending AS400 Summary File AP Pending AS400 Exception File AP Pending Reporting with Paid/Un-Paid activity options. SUMMARY AND DETAIL

CISTECH REPORTING PUTS IT ALL TOGETHER !! ABC Mfg Company Receipt & Invoice XA IM RPLET’S TRANSACTIONS IFM IFM APAPI TRANSACTIONS LOOK AT ANXA EXAMPLE Transaction RP/PQ Receipt Transaction 1200 Raw Material Inventory 154,620.00 2002 AP Clearing 168,120.00 2000 AP Trade -168,120.00 2001 Un-Invoiced Rec/AP Pending -154,620.00 CA Txn Created for “I” AP Txns CISTECH AP PENDINGInstant REPORTING 2001 Un-Invoiced Rec/AP Pending 154,620.00 CONNECTS THE XA RECEIVING TRANSACTION The APP Report WITH THE IFM A/P INVOICE FOR PARTICULAR RECEIPT. 13,500.00 5100APPV/Cost Adjustment THE CA-COST ADJUSTMENT BOOKED TO proves myVALIDATES entries ! 2002ACCOUNTS AP Clearing! -168,120.00 THE COMPANY P&L IM Receipt Detail linked to IFM Invoice Transactions reveals the CA Variance Amounts and QUICKLY ANSWERS VARIANCE QUESTIONS and quickly proves what went INTO and what was moved OUT OF the AP Pending Accounts!

Reporting Engine F4

Reporting Engine

Output to Crystal, save as Excel

Receipts not Invoiced -- Benefits Quickly reconcile MAPICS un-invoiced receipts liability account Enable accurate balance sheet representation of asset and liability accounts Minimize large adjustment transactions Ensure compliance with internal and external audit requirements.

Receipts not Invoiced Pricing and Implementation IFM R6/7 License fee 4,500 – Green Screen or PC based Technical installation/support 1,200 Implementation consulting services – 2 days on-site 2,800 plus time and travel expenses

3. Electronic Lockbox -- Overview Streamlines and Expedites Cash Receipts processing by importing to IFM: – Invoice listing provided by customers, for multiple invoices typically paid on one bank draft – Bank Lockbox deposits of invoice payments Provides editing and transaction registers to ensure accurate posting

Electronic Lockbox -- Features Transfers data from the bank/customer file into a work file – Edits to ensure valid entity number – Check totals – Maintenance enabled for correcting entity, items can be deleted Provides editing and transaction registers to ensure accurate posting Data Imported into IFM Cash Receipts for matching and posting to the GL

Identify and Transfer the File

Edit Report and Batch Totals Sample Edit Report – Totals

Lockbox File Maintenance

Invoice Inquiry and Editing

Post Records to IFM

Electronic Cashbox -- Benefits Reduce time and effort to process cash receipts Improve customer service with up to date account status

Electronic Cashbox Pricing and Implementation IFM R6/7 License fee 4,500 Technical Services – Installation/support 1,200 – Tailor interface to import file 600-2,400 Implementation consulting services – IFM Planning – 2 days on-site 2,800 plus time and travel expenses

4. Electronic Funds Transfer -Overview Provides Electronic Distribution of Accounts Payable payments Enhances the IFM EFT process by providing editing and ‘pre-note’ capabilities Creates ACH formatted file and extracts to IFS Drive for transfer to your bank

EFT -- Features Process starts after regular IFM approval process IFM setup provides vendor settlement method and account number ‘Pre-Transfer’ Validation and Editing ensure accurate transfer transactions – Edit reports document transactions Provides creation of ‘Pre-notes’ for additional instructions to the bank – Account Verification

EFT -- Features Generates ACH Bank file – – – Validation performed to ensure required data Error report provided Inquiry available for details Transfers Bank file to IFS drive for transmission to bank – File is available for e-mail or further processing for automated communication to the bank

EFT – IFM Setup Must also complete IFM Vendor Setup for bank and routing information

EFT – Pre-Extract Edit

EFT – Add ‘Pre-Notes’ Multiple Pre-Notes can be added

EFT – Generate Payment Transfer

EFT – Transfer file to IFS Drive

EFT – Transaction Inquiry

EFT -- Benefits Reduce administrative time and effort to process checks Reduce cost of checks and postage Streamlined payment process can help capture terms discounts Audit reports provide documentation of transactions Integration with IFM enables no duplicate data

EFT- Pricing and Implementation IFM R6/7 License fee 4,500 Technical Services – Installation/support 1,200 – Tailor interface to import file 0-1,200 Implementation consulting services – IFM Planning – 4 hour webex for training – 1,400

Agenda 1. 2. 3. 4. Fast Cash Purchased Receipts not Invoiced Electronic Lock Box Electronic Funds Transfer

IFM Tools Next Steps Schedule your implementation Or . Follow up discussion to define your specific needs Then, detailed demonstration to address those needs.

Questions or comments? Thank you!!