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Quick Wins Enhancements for IFM
Jim Boyer, Senior Consultant jim.boyer_at_cistech.ne
t Mike Taylor, VP Sales mike.taylor_at_cistech.net
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Agenda

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

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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

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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

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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

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Fastcash -- Deduction Management

• Press Deduction Entity to display this prompt
• May change entity
• Reason code required

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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

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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

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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

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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

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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

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Receipts not Invoiced -- Features

• Review un-invoiced warehouse inventory receipts
  in numerous sort and run-time options.
• Review any Plants Warehouse Inventory Receipts
  or IFM AP Charge Lines for any GRN/PO or other
  Vendor Receipts.
• Can be run against receipts, and IFM Invoices,
  for any Fiscal Reporting Period (date sensitive
  and great for audits).

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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

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Input Data Fields
The Receipt Fields
The IFM Fields

• IFM Invoice Number for Receipt
• IFM Invoice Date
• IFM Charge Line PO/Ref Number for Receipt
• IFM Charge Line Quantity from Receipt
• IFM Charge Line Total Cost
• IFM Variance (CA Amount) to IM
• Last Payment Date
• IFM Check Number last payment.

• Receipt Warehouse
• Item Class
• Vendor/PO/PO Date/Buyer
• Item Number/GRN
• Receipt Date
• Receipt Qty/Stocking UOM
• Receipt Value at Standard/Transaction Costs

CISTECH AP PENDING DETAIL AND SUMMARY FILES AND
REPORTS
INVENTORY RECEIPT DATA FROM XA IM
INVENTORY IFM CHARGE LINE FOR RECIEPT AND
VARIANCES
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Program Output
IFM XA FILES
IM TXN HISTORY
AP Pending Reporting with Paid/Un-Paid activity
options. SUMMARY AND DETAIL
CISTECH AP Pending Reporting Generation Engine
AP Pending AS400 Detail File
AP Pending AS400 Summary File
AP Pending AS400 Exception File
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CISTECH REPORTING PUTS IT ALL TOGETHER !!
ABC Mfg Company
Receipt Invoice
XA IM RP TRANSACTIONS
XA IFM AP TRANSACTIONS
LETS LOOK AT AN EXAMPLE
IFM API Transaction 2002 AP Clearing
168,120.00 2000 AP Trade -168,120.00
RP/PQ Receipt Transaction 1200 Raw Material
Inventory 154,620.00 2001 Un-Invoiced Rec/AP
Pending -154,620.00
CONNECTS THE XA RECEIVING TRANSACTION WITH THE
IFM A/P INVOICE FOR A PARTICULAR
RECEIPT. VALIDATES THE CA-COST ADJUSTMENT BOOKED
TO THE COMPANY PL ACCOUNTS !
CISTECH AP PENDING REPORTING
Instant CA Txn Created for I AP Txns 2001
Un-Invoiced Rec/AP Pending 154,620.00 5100
PPV/Cost Adjustment 13,500.00 2002
AP Clearing
-168,120.00
The APP Report proves my entries !
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!
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Reporting Engine
F4
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Reporting Engine
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Output to Crystal, save as Excel
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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.

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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

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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

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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

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Identify and Transfer the File
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Edit Report and Batch Totals
Sample Edit Report Totals
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Lockbox File Maintenance
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Invoice Inquiry and Editing
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Post Records to IFM
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Electronic Cashbox -- Benefits

• Reduce time and effort to process cash receipts
• Improve customer service with up to date account
  status

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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

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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

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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

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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

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EFT IFM Setup

• Must also complete IFM Vendor Setup for bank and
  routing information

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EFT Pre-Extract Edit
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EFT Add Pre-Notes

• Multiple Pre-Notes can be added

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EFT Generate Payment Transfer
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EFT Transfer file to IFS Drive
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EFT Transaction Inquiry
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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

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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

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Agenda

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

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IFM Tools Next Steps

• Schedule your implementation
• Or..
• Follow up discussion to define your specific
  needs
• Then, detailed demonstration to address those
  needs.

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• Questions or comments?
• Thank you!!