Scoping Notes
The Scoping Notes serve as the guide that helps create a customized XoroERP system for a company onboarding with us, ensuring that the system aligns perfectly with the organization's unique requirements. These notes are discussed in one of the initial meetings with XoroERP before we configure your system.
The Scoping Notes will define the kind of products and features the company will use or buy from Xorosoft. For example, these notes will include whether manufacturing or B2B is a requirement during the sales process of the company.
By understanding what information is required and providing accurate details, you can ensure a seamless implementation process and maximize the benefits of your ERP system. Let’s find out in detail about all the information that will be required.
Step A: Information and Documents Required
To create a comprehensive scoping notes document, it's necessary to provide the following information/documents:
Number of Stores: Specify the number of stores that need to be linked with Xoro to track inventory in the system.
Number of Users: Identify the number of users who will have access to the Xoro ERP system, including sales representatives and other roles within the organization.
Current System
Next, we need the following information about your current system to help Xorosoft understand your business requirements.
Order Volume per Day (B2B, B2C): Provide the average number of orders processed daily for both business-to-business (B2B) and business-to-consumer (B2C) transactions.
Tax Operation States/Countries: Specify the tax operation states or countries where taxes need to be set up, including whether the tax is operational only on Ecom orders or it will also be applied manually.
Base Currency: Specify the operational home currency of the company. This is used to set the default currency for all financial transactions within the ERP system.
Multicurrency Codes: If your company has SKUs/Items that have any costs or pricing in foreign currencies, provide the multicurrency codes applicable to your business.
Intercompany (Yes/No): Indicate if you need us to set up intercompany instances.
EDI Channels/Store Count: List the electronic data interchange (EDI) channels and the number of stores connected. This heps us to integrate with larger vendor portals, such as SPS, for seamless data exchange.
B2B Channels/Store Count: Specify if there are any business-to-business (B2B) connections such as retailers or wholesalers. Also specify the number of stores involved in B2B operations. This is to configure the B2B system within the ERP.
3PL Channels/Store Count: List the third-party logistics (3PL) channels and the number of stores connected. In case the company has a warehouse but has given that warehouse to a contractor out to a third-party company that manages the warehouse then the 3PL will be the required module in the system.
Payment Gateway: Identify the payment gateway that will be used to process payments in Xoro.
Shipping Integrators: If the Company connects with a supported Shipping Integrator (e.g. Shipstation), please mention it here.
Number of Import/Export utilities: List the number of import/export utilities required by the company to facilitate data import and export operations.
B2B Commissions: If your company has sales representatives, specify the requirement for a commission feature to calculate the percentage of revenue generated by each salesperson.
Step B: Business Process Flow and Custom Developments
Sales (Workflow/Special Requirements): Specify the sales workflow currently followed by the company. Here, we want to understand how the orders are fulfilled, such as do you take pre-orders, are there any chances of partial shipment, etc. Any special requirements necessary for the sales process should be noted, such as specific payment terms or shipping considerations.
Purchasing (Workflow/Special Requirements): Similar to the sales workflow, the purchasing workflow currently followed by the company needs to be outlined. This involves understanding the process of acquiring goods, including any specific requirements or constraints. By documenting these details, potential bottlenecks or areas for improvement can be identified.
Manufacturing (Workflow/Special Requirements): If the company has manufacturing units, this module is required. The manufacturing workflow, including any special requirements, such as quality control measures or production scheduling, should be outlined. This information is crucial to ensure that the new system can accommodate the company's manufacturing processes.
Accounting (Workflow/Special Requirements): Specify how payments are currently handled by the company. This includes the payment methods used, such as cash, credit cards, or invoices. Any special requirements, such as tax considerations or payment terms, should also be noted.
Commissions (Workflow/Special Requirements): If the company has sales representatives, the commission workflow needs to be outlined. This includes understanding how commissions are calculated, paid, and tracked. Any specific requirements or rules governing commissions should be specified.
Warehouse Management System(WMS): Specify how the inventory is handled. You can This is needed to keep a note as well as process all the incoming and outgoing inventory in the system.
E-Comm: Specify any e-commerce connections, such as Shopify, Amazon, or WooCommerce, that are to be connected with Xoro. This includes specifying the connections that need to be integrated with the new system, ensuring seamless communication between platforms.
Step C: EDI/3PL Integration Contacts and Communication
For the successful integration of Electronic Data Interchange (EDI) and Third-Party Logistics (3PL) systems with the Xoro ERP, please provide the following details. This information will ensure seamless connectivity and collaboration with external systems and partners.
3PL Names and Contacts: Provide the names and contact details of the Third-Party Logistics providers your company uses. This includes key contact persons, email addresses, and phone numbers.
EDI Names and Contacts: Provide the names and contact details of the Electronic Data Interchange providers your company connects with. This includes key contact persons, email addresses, and phone numbers.
Step D: Reporting and Print Document Requirements
Next, we need information about your reporting and print document requirements. This will help us create customized reports and documents that align with your business processes and improve operational efficiency.
Reporting (Special Requirements): Specify any special reporting requirements your company has. This includes unique formats, specific data fields, or any custom reports needed for various departments.
Sales Order/Estimate/Invoice/Packing Slip: Provide details on the format and information required for sales orders, estimates, invoices, and packing slips. You can share any existing templates or specify the fields and layout you need.
Purchase Order: Provide details on the format and information required for purchase orders. You can share any existing templates or specify the fields and layout you need.
Advanced Reporting (Dynamic Reports): Specify any advanced reporting needs. These reports are framework-based reports and can be edited by the user; Sales Report, GL Report, etc.
Bank Connections: If the company has different bank accounts and wants to connect Xoro to their banks so that the live feeds/transactions can be brought into Xoro, specify the banks and the required integration details.
Cheques: Please attach cheque templates for printing.
Step E: Training and Go-Live Requirements
As the last step of the onboarding process, we will provide the following onsite/offsite trainings:
Introductry Training
Sales Training
Purchase Training
Accounting Training
Manufacturing Training
B2B Training
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