Suitability Analysis

Pastel Evolution Suitability Analysis
1.
Purpose of Document ................................................................................................ 2
2.
Suitability Analysis .................................................................................................... 3
3.
System Requirements .............................................................................................. 31
4.
Additional Information............................................................................................ 34
5.
Score Totals............................................................................................................. 35
6.
Suitability Analysis Acceptance ............................................................................... 36
7.
Engagement Document ........................................................................................... 36
8.
Suitability Analysis Sign-Off .................................................................................... 37
Suitability Analysis
1. Purpose of Document
1.1. Suitability Analysis
This document will help to determine whether Pastel Evolution will be able to meet the customers
functional requirements. It works on the bases of obtaining a score in the various modules; the score
obtained can then be used as a guideline on how suitable Pastel Evolution will be for a specific
Customer.
This document is not a full requirement analysis document for implementation purposes and covers
only specific areas to help identify where Pastel Evolution might not be suitable for the customer.
1.2. Engagement Document

The client will sign-off the Suitability Analysis as confirmation that he is in agreement with the
information provided, results, limitations and Pastel Evolution modules recommended.
1.3. Analysis Guidelines

These guidelines can be used together with the Suitability Analysis to assist the Business Partner to
identify possible problem areas where Evolution will not be able to meet a customers needs. Every
section in the Suitability Analysis document has a corresponding section in the Guidelines document.
Every requirement will receive a score of A, B or C:
o
o
o
A - The requirement is available in Pastel Evolution.

B The requirement is not available in Pastel Evolution but the client is willing to change their
business processes and find a workaround. A low score under column B will be acceptable
but a high score will be a reason for concern.
C The requirement is not available in Pastel Evolution and the client cannot compromise.
Points scored under column C will indicate that Pastel Evolution will not be suitable and an
alternative solution will have to be suggested.
Every client has different requirements and the Business Partner responsible for the analysis might
not always know if Pastel Evolution will be able to meet these requirements, if this is the case the
Business Partner has to obtain as much information as possible from the client and can then find
assistance to select the correct score.
2. Suitability Analysis
Score key:
o A - The requirement is available in Pastel Evolution.
o B The requirement is not available in Pastel Evolution but the client is willing to change their
business processes and find a workaround. A low score under column B will be acceptable
but a high score will be a reason for concern.
o C The requirement is not available in Pastel Evolution and the client cannot compromise.
Points scored under column C will indicate that Pastel Evolution will not be suitable and an
alternative solution will have to be suggested.
2.1. Client Information & Business Processes

Contact Details
Company Name
Contact Person
Contact Number
Address
Company Details
Scope of Business
(Industry and
nature of services
products sold)
Evolution Datasets Required
Company Name
Year End
Key Business Processes (What are the most important

processes required)
1. General Ledger
2. Purchasing stock
3. Selling stock
4. Picking and Packing sale orders serial no tracking
5. Branch accounting
6. Sending stock to stores
7. Reporting
8. Analysing data for planning and forecasting
9. Stock control consignment and company stock
10. Margin controls
Totals for Client Information & Business Processes:
Physical Location/Branch
Module Required
A
Score
B
Comments:

2.2. General Requirements
Requirements
A
Score
B
1.
2.
Number of Companies
Number of Users
a) LAN
b) WAN
3. Number of Fiscal Periods
4. Years of History
5. Company Consolidations
6. Tax Structure
7. Multi-Currency
8. Length of Amount fields
9. User Security
10. Take-On Requirements
11. a)Batch Driven b)Real Time
Processing
12. Date or Period Driven
Transaction Processing
13. Import\Export of Master
Files
14. Import\Export of
Transactions
15. Backup Procedures
16. Third Party Integration
17. Additional Requirements
Totals for General Requirements:
Comments:

2.3. General Ledger
Requirements
A
1.
2.
3.
Score
B
Account Structure
Segmented or Standard
Account Code Length
Account Description Length
4.
5.
6.
Account Segment Security

Account Types
Electronic Bank
Reconciliations
7. Number of Budget Sets
8. Financial Reports
a) Trial Balance
b) Balance Sheet
c) Account Listing
d) Account Balances
e) Project Profit & Loss
f) Income Statement
g) Cashbook
h) Bank Reconciliation
i) Budgets
9. Transactions
a) No. of Cashbook
b) No. of Journals
10. a) Batch Driven
b) Real Time Processing
Totals for General Ledger Requirements:
Comments:

2.4. Accounts Receivable
Requirements
A
1.
Score
B
Customer Groups
2.
3.
Control Accounts
a) Customer Code Length
b) No. of Customer
Accounts
4. a) Customer Discount
b) Settlement Discount
5. Open Item / Balance
Brought Forward
6. Reports:
a) Ageing Analysis
b) Statements
c) Sales Analysis
d) Rep Reports
e) Receivables Listing
7. Stationery Layouts:
a) Statements
b) Receivables Ageing
c) Sales Analysis
8. Additional User-defined
fields
9. a)Batch Driven
b)Real Time Processing
Totals for Accounts Receivable Requirements:
Comments:

2.5. Accounts Payable
Requirements
A
1.
Score
B
Supplier Groups
2.
3.
Control Accounts
a) Supplier Code Length
b) No. of Supplier
Accounts
4. a) Supplier Discount
b) Settlement Discount
5. Open Item or Balance
Brought Forward
6. Reports:
a) Ageing Analysis
b) Remittance Advice
c) Payables Listing
a) Remittance Advice
b) Payables Ageing
fields
9.a)Batch Driven
Totals for Accounts Payable Requirements:
Comments:

2.6. Inventory Control
Requirements
A
1.
Score
B
Costing Method: Latest

Cost or Average Cost
(It is not recommended
practice to allow negative
quantities)
2.
3.
4.
5.
6.
7.
8.
Item Code Length

Price Lists
Transactions:
a) GRV/Import Split
b) Stock Take
Segmented Items
Reports:
a) Item Listing Report
b) Stock Valuation
c) Inventory Count
d) Stock Take
Serial No. Tracking:
Strict or Duplicate Serial
No. Tracking
No of Warehouses
9. Barcode
10. Inventory Levels
11. Groups
12. Bin Locations
13. Pack Sizes
14. Inclusive or Exclusive
15. GRV / Supplier Invoice
Split
a) Invoice
b) Good Received
Voucher
c) Credit Note
d) Return to Supplier
17. Defaults: Automatic or
Manual numbering
fields
19.a)Batch Driven
Totals for Inventory Control Requirements:
Comments:

2.7. Sales Orders
Requirements
A
Score
B
1.
Transactions
a) Back Order
b) Reserved Stock
Manual numbering
3. Foreign Currency
4. Reports:
a) Daily Distribution
Sheet
b) Overdue Sales Orders
c) Sales Rep Report
d) Sales Vs Purchases
a) Sales Invoice
b) Picking Slip
c) Overdue Sales Orders
fields
7.a)Batch Driven
Totals for Sales Order Requirements:
Comments:
10

2.8. Purchase Orders
Requirements
A
Score
B
1.
Transactions
a) Back Orders
b) SINV / GRV Split
Manual numbering
3. Foreign Currency
4. Reports:
a) Daily Distribution Sheet
b) Overdue Purchase
Orders
c) Rep Report
d) Sales Vs Purchases
e) Purchase Order Invoice
f) Picking Slip
g)Overdue Purchase
Orders
fields
7.a)Batch Driven
Totals for Purchase Order Requirements:
Comments:
11
2.9. Annuity Billing

Requirements
A
Score
B
1. Annuity Configuration: Daily,

Weekly, Monthly, Yearly
3.
Receivables Template
4.
Payables Template
5.
Transactions
5. Reports:
a) Payables Due
b) Receivables Due
c) Payables Annuity Status
d) Receivables Annuity Status
Totals for Annuity Billing Requirements:
Comments:
12
2.10.
Credit Control
Requirements
A
Score
B
1. Excuses
2. Master Offices
3. Reminders
4. Credit Applications
5. Report:
a) Documents
b) Other
Totals for Credit Control Requirements:
Comments:
13
2.11.
Bill of Materials
Requirements
A
Score
B
1. a) Master Bills
b) Multiple Bills within a Bill
1. Transactions
a) Break up
b) Manufacture
c) Mass Replace
d) Update Costs
2. Report:
a) Explosion
b) Implosion
c) Material Requirements
Plan
Manual numbering
Totals for Bill of Materials Requirements:
Comments:
14
2.12.
Job Costing
Requirements
A
Score
B
1. Job Templates
2.Defaults: Automatic or
Manual numbering
3. Transactions:
a) Stock
b) Payables
c) General Ledger
4. Posting Method: Completed
Contract or % Completion
5. Reports:
a) Comparative Prices
b) Job Card
c) Profit & Loss
d) Work in Progress
fields.
Totals for Job Costing Requirements:
Comments:
15
2.13.
Point of Sale
Requirements
A
Score
B
1. Devices
Pole Display
Cash Drawer
Scanner
1. No. of Tills
3. Transactions:
Sales
b) Return
4. Defaults:
Transaction Types
Automatic or Manual
Numbering
Till slip or Invoice
Printing
Till Transactions
Totals for Point of Sale Requirements:
Comments:
16
2.14.
Contact Management
Requirements
A
2.
Score
B
Contract Invoice Templates
3.
Contract Templates
4.
Contracts
5.
Document lists
6.
Incident Types
7.
Incident Type Group
8.
Escalation Groups
9.
Inventory Items
10. Customers
11. Knowledge Base
12. People
13. Priorities
14. Workflows
15. Working Calendar
16. Transactions Incidents
17. Reports:
Agent Incident
Analysis
Contract Listing
Contract Expiry
Contract by Customer
Incident Report
Incident by Customer
Incident Time
Analysis
Incident by Incident
Type
Incident by Agent
Knowledge Base
Listing
Workflow Listing
18. Charts:
Closed Incidents
Incident Status
Incident Closed by
Day
Open Incidents
Time Open
Manual numbering
17

19. Server Agent
Escalation Polling
Intervals
E-mail Polling
Intervals
fields.
Totals for Contact Management Requirements:
Comments:
18
2.15.
Payroll
Requirements
A
Score
B
1. Cost Centres
2. Denominations
3. Disciplinary Reasons
4. Employees
5. Provident/Pension Funds
6. Tax Scales
7. Transaction Types
8. Parameters
9. General Ledger Integration
10. Pay Period Selection
11. EFT Exports
12. Transactions
13. Adjustments Allocations
14. Clock Card Imports
15. Global Updates
16. Leave Year-End
17. Additional Transactions
18. Employee User-defined
fields
a) Payslip
b) Employee Listing
c) IRP5 Tax Certificate
20. Reports:
a) Payslips
b) Coinage Analysis
c) Employee Listing
d) Pay & Service Information
e) Loan Balance
f) Company Contribution
g) Provision for Leave
h) Increases Due
i) PAYE and Site Split
Totals for Payroll Requirements:
Comments:
19
2.16.
Fixed Assets
Requirements
A
Score
B
1. Assets
2. Asset Types
3. Block Assets
4. Capex Budgets
5. Cost Centres
6. Departments
6. Depreciations
a) Plant & Machinery
b) Straight Line
8. Locations
9. Override Assets
10. Take on Balances
Manual numbering
12. Asset Transactions
13. General Ledger Batches
14. Group Revaluations
15 Group Transfers
16. Reports:
a) Capex Reports
b) Depreciation Reports
c) Tax Depreciations
d) GL Batch Reports
e) Asset Detail Listing
f) Insured Value Listing
g) Movement Reports
h) Revaluation Reports
i) Physical Locations
j) Transfer Reports
fields
Totals for Fixed Assets Requirements:
Comments:
20
2.17.
Linked Accounts
Requirements
A
Score
B
1. No. of Main Accounts

2. Transactions:
a) Invoicing
b) Statements
Totals for Linked Accounts Requirements:

Comments:
21
2.18.
Pricing Matrix
Requirements
A
Score
B
1. Discount Matrix
a) Sales Matrix
b) Purchases Matrix
c) No. of Matrix levels
d) Customer Levels
2. Volume Discounts
a) No. of Discount Contracts
for Groups
b) No. of Discount Contracts
for Customers
c) Volume Discount by
Inventory Items
d) Volume Discounts by
Inventory Group
3. Discount Levels
a) Discount Percentage
b) Discount Unit Price
4. Volume Discount Date
Periods
Totals for Pricing Matrix Requirements:
Comments:
22
2.19.
Warehousing
Requirements
A
Score
B
1. Master Warehouse
2. No. of Warehouse
3. Warehouse Transfers
4. Individual Warehouse:
a) Pricing
b) Groups and Bin Locations
c) Re-order Levels
d) Transaction Defaults
5. Reports:
a) Warehouse Management
b) Warehouse Inventory Count
c) Warehouse Valuation
d) Warehouse Inventory Levels
Totals for Warehousing Requirements:
Comments:
23
2.20.
Serial Number Tracking
Requirements
A
Score
B
1. Serial Numbers:
a) Strict Serial Numbers
b) Duplicate Serial Numbers
c) Both above
2. Reports:
a) Serial No. Listing
b) Serial No. Transactions
Comments:
24
2.21.
Multi-Currency
Requirements
A
Score
B
1. Which Inventory documents

is foreign currency required in.
a) Purchase and Sales Orders
b) Standard Invoicing
c) Credit Notes
d) Return to Suppliers
2. Exchange Rate
a) Required to deal with more
than one exchange rate
b) Track exchange rate history
3. Reports in Foreign Currency
a) Age Analysis
b) Statements and
Remittances
c) Transaction listing reports
d) Unrealised Profit/Loss report
e) foreign Price List
3. Transactions
a) Calculate profit/loss on
receipt/payment
b) Process foreign currency
transactions in cashbook
Totals for Multi Currency Requirements:
Comments:
25
2.22.
Retail Point of Sale
Requirements
A
Score
B
1. Number of invoice
(transactions) per branch on
average.
2. Types of printers used.
(e.g. Dot matrix continuous
printers)
3. CRM Requirement. i.e.
Marketing mails sent to clients
or a loyalty point system used
? If yes elaborate.
4. Is EFTS POS/Payment
gateway a requirement, i.e.
credit card machine linking into
POS.
5. Future expansion plans ie.
Short term solutions vs long
term solutions.
6. Security requirement at a
Branch level. (Top 5
requirements)
7. Is there any promotional or
special pricing. (If yes please
give examples)
8. Are there different types of
petty cash transactions. (If yes
please give examples)
9.
a.) Cash Picks
b.) Credit Sales or only Cash
sales
c.) IBT Procedures.
26

d.) Cash Procedures
e.) Lay-bys
f.) Keep Asides
10. How is stock enquires
performed.
11. What are the main sales
transactions? Immediate sales
versus make to orders sales
(deposits taken?).
Totals for Point of Sale Requirements:
Comments:
27

2.23.
Branch Accounting
Requirements
A
Score
B
1.) Do the branches have

similar or different chart of
accounts. (List any special
requirements)
2.) Do they have same
customers and suppliers
across branches.
3.) Operational Reporting:
b.) Branch Level
i. List reports we do in point
form
c.) HO Level
i. List reports we do in point
ii. Management Reporting
Requirements
4.) Sync Requirements
a.) How often does the head
office want to be updated with
branch data. (i.e. will ADSL be
sufficient or a leased Line?)
b.) Real time or delayed?
5.) Intercompany transactions?

(Please list types)
Totals for Branch Accounting Requirements:
Comments:
28

2.24.
Hardware
Requirements
Server
Processor
Operating
System
RAM
Score
B
Score
B
Score
B
Network
Card Type
1.
2.
3.
Totals for Server Requirements:
Requirements
Workstations
Processor
Operating
System
RAM
Network
Card Type
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Totals for Workstation Requirements:
Wide Area Network Requirements (If Applicable)
Software Platform to be used
Terminal Server
Citrix Metaframe
Connectivity
While instances are known of ADSL to be used
within a VPN environment this connectivity is
DigiNet
regarded to have certain limitations. Best check
ISDN
with the network engineers
ADSL
Remote Server Machine
A separate machine will get a score of A and on
the same box a score of B.
Software installed on SQL
Server
Separate Machine
29
Comments:
30
3. System Requirements
OPERATING SYSTEM:
Single User
Microsoft Windows XP
Professional Edition
Service Pack 3 or later
Workstation
Server (Less than 10 users)

Windows Server 2003 R2
Standard Edition
Server (11-20 users)

Standard Edition
with
Microsoft Windows XP
with
with
Microsoft SQL Server 2005

Express Edition
(Database size limit of 4GB)
Microsoft SQL Server

2005
Standard Edition

Standard Edition

Standard Edition
with
with
Microsoft SQL Server 2008 R2

Express Edition
Microsoft SQL Server

2008 R2
Standard Edition
Minimum
Microsoft SQL Server 2005
Express Edition
Microsoft Windows 7
Recommended
with
Microsoft SQL Server 2008 R2
Express Edition
Microsoft Windows 7
Please Note: Windows XP Home, Windows 7 Starter and Windows 7 Home Premium editions are not supported by Pastel Evolution
31

FTP (FILE TRANSFER
PROTOCOL) SERVER:
Recommended Microsoft
Single User
Workstation
FTP on Microsoft IIS 6.0 or later (for Branch Accounting environments)
PROCESSOR:
Single User
Workstation
Minimum
1 Ghz
Single-core
1 Ghz
Single-core
2 Ghz
Dual-core
2 Ghz
Dual-core
Recommended
2 Ghz or faster
Dual-core or more
2 Ghz or faster
Dual-core or more
2 Ghz or faster
Quad core or more
2 Ghz or faster
Quad core or more
Please Note: 32-bit (x86) and 64-bit (x64) processors are supported
RAM:
Single User
Workstation
Minimum
1GB
1GB
4GB
4GB
Recommended
2GB or more
2GB or more
8GB or more
8GB or more
Please Note: 32-bit (x86) systems can only address 4GB of RAM. Use a 64-bit system to address more than 4GB of RAM
SCREEN RESOLUTION:
Single User
Workstation
Minimum
1024 x 768
1024 x 768
1024 x 768
1024 x 768
32
33
4. Additional Information
4.1. Hardware Requirements:
CD-ROM
A minimum of 120MB of free space on your hard drive to install the product and create a company
database
Additional space for your company data files depending on the number of records and
transactions you process
101 or Windows keyboard
Monitor with 256 colours
A printer with a compatible printer driver (preferably a Windows supported inkjet or laser printer)
Microsoft mouse or a compatible pointing device
Network cards should be at least a 10/100mb Network Interface Card
We recommend a 10/100mb hub, with UTP CAT 5.5 network cable
4.2. Operating System Requirements
Microsoft SQL Server 2000 requires Microsoft Windows 2000 or Windows 2003 Server
MSDE can install on Windows 2000 or higher
Install the latest network drivers, service packs, and patches for your network and operating
system
4.3. Network Operating System Requirements

The System Manager will operate across the following network operating systems:
MS Windows Network server or peer-to-peer
Novell 3.12 Server with Windows operating systems note that you cannot install the database
software on the Novell server
4.4. Performance Optimisation

The single biggest factor that will affect the performance of the system is the hardware on which the
database management system resides. The optimal scenario is as follows:
Dedicate the computer to running the database. If you run other programs on the computer, every
person on the network who uses the software will experience a slow down.
Have as much RAM on that computer as possible. The more RAM you have the less disk access
the database software needs to do. Memory access is hundreds of times quicker than disk
access.
Have a high-speed high-performance disk drive on the computer.
Of course, the network itself needs to be in good working order. If a particular workstation suffers from
poorer performance than other workstations, you should investigate that workstations network card or
cable connections.
34
5. Score Totals
Module
A
1.
Client Information & Business Requirements
2.
General Requirements
3.
General Ledger
4.
Accounts Receivable
5.
Accounts Payable
6.
Inventory Control
7.
Sales Orders
8.
Purchase Orders
9.
Annuity Billing
Score
B
10. Credit Control

11. Bill of Material
12. Job Costing
13. Point of Sale
14. Contact Management
15. Payroll
16. Fixed Assets
17. Linked Accounts
18. Pricing Matrix
19. Warehousing
20. Serial Number Tracking
21. Multi-Currency
22. Retail Point of Sale
23. Branch Accounting
24. Hardware
Totals
35
6. Suitability Analysis Acceptance

Name
Signature
Date
Consultant
Client
Dealer Principle
7. Engagement Document
Date:
Customer:
Work reviewed by (Customer):
Pastel Evolution Certified Business Partner:
Acceptance review team (Name, Title/Organization):
Acceptance Notes
Client Acceptance (Printed Name/Title, Signature):
Pastel Evolution Certified Business Partner (Printed Name/Title, Signature):
36
8. Suitability Analysis Sign-Off

I certify that all information reflected on this form are correct and that all work has been performed in full
accordance with the terms and conditions of this document between __________________________
(Client) and ________________________ (Pastel Evolution Certified Business Partner). Please provide
your signature below confirming your desire to engage <Pastel Evolution Business Partner Company
Name> on this project and acceptance of the terms and conditions above. I look forward to working with
you for our mutual success
Signature of project consultant:
Date:
Signature, title of client(s):
Date:
37

Suitability Analysis

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Pastel Evolution Suitability Analysis

Pastel Evolution Suitability Analysis

Purpose of Document ................................................................................................ 2