Change Requests
Based on discussions, we have identified several requirements that are beyond the project’s original scope. These requirements have been categorized as change requests and are outlined below.
1. Approval workflows
2. Clear Tax Integration
3. Open Invoice Reminder Emails
4. Customizing customer statement PDF
5. Payment Advice Reminders
6. PDF Customizations
7. Finance charges for overdue payment.
8. Document Numbering.
Approval workflows
1. Purchase order approval
Change Description-
The Purchase Order (PO) approval process begins with creating the PO, which should include the necessary taxes: IGST, SGST, and CGST. Once the PO is created, it must be reviewed and approved by the Finance Head along with the Proforma Invoice (PI). During this review, an important check is conducted to determine the advance payment amount.
If the advance payment is less than 5 lakhs (5L), further approval is not required, allowing the PO to proceed directly to issuance. However, if the advance payment is 5 lakhs or more, the PO requires an additional level of approval. In this case, both the Finance Head and the CFO must review and approve the PO before it can move forward. Once all necessary approvals are obtained, the PO can be officially issued to the vendor.
Change Reason
To reduce risks by adding extra approval for high-value POs, while simplifying the process for smaller payments.
Impact Of Change
· Increase operational efficiency – by reducing the processing time of low value purchase orders and ensure thorough validation of high value PO.
· Modification of the approval workflow logic in NetSuite to include tax validation and conditional routing based on the advance payment amount.
· Improved adherence to internal controls and financial compliance.
· Reduced risk of errors or unauthorized high-value transactions.
2. Vendor Payment Approval
Change Description
The vendor payment process begins with creating payment entries in the system. These entries undergo a review and if any issues are found during the review, they are sent back for corrections before proceeding.
Once they are reviewed and validated, the next step is to request approval for the payment. If the request is not approved, it returns for necessary adjustments. Only after approval can it proceed to the next step.
Upon receiving approval, the payment is processed. Following this, a bank reconciliation is performed to ensure that the payment matches the bank records. Once the reconciliation is completed, the process concludes, providing a controlled and documented approach to managing vendor payments.
Change Reason
To establish a controlled and systematic approach to vendor payments, reducing errors, ensuring compliance, and improving communication with vendors by providing detailed payment advice.
Impact Of Change
· Improved accuracy in payment entries through validation and review.
· Reduced manual effort in reconciling payments with bank records.
· Enhanced accountability with approval workflows and reconciliation processes.
· Better transparency and communication with vendors through automated Payment Advice.
3. Invoice approval
Change Description
The invoice approval process begins with the creation of the invoice, more specifically, the Sales Invoice. Once the Sales Invoice is generated, it is sent for review and is approved by the Finance Head. After receiving approval, the Sales Invoice is then issued to the customer.
Change Reason
To ensure all Sales Invoices are reviewed and approved for accuracy and compliance before being sent to customers. Customizing the invoice format will maintain brand consistency and meet Sureworks’ specific documentation standards.
Impact Of Change
· Streamlined and controlled invoice approval process.
· Improved accuracy of invoices issued to customers.
· Enhanced financial oversight by requiring Finance Head approval.
4. Payment Receipt Approval Process
Change Description
The payment receipt approval process starts with creating a Payment Receipt, followed by making the corresponding ledger entries. These entries are then reviewed by the Finance Head. If approved, it proceeds to bank reconciliation. If not approved, the process loops back until approval is granted. Once bank reconciliation is completed, the process ends.
Change Reason
To ensure accuracy and compliance in financial records by introducing a structured review and approval process for payment receipts before completing bank reconciliation.
Impact Of Change
· Improves accuracy of ledger entries through a defined review process.
· Streamlines payment receipt management by automating approval workflows.
· Enhances financial oversight with mandatory Finance Head approval.
· Reduces errors in payment receipts and reconciliation processes.
5. Journal Entry Approval
Sureworks wanted to incorporate an approval process for journal entry transactions. The workflow related to the journal entry process will be shared by the organization during implementation phase.
Clear Tax Integration
Change Description
To facilitate automated E-invoicing within NetSuite, custom integration is required, which will involve the utilization of Clear Tax, a third-party software serving as an intermediary to connect NetSuite’s E-invoicing portal with the government’s E-invoicing portal. ClearTax integration occurs after invoice generation, where the system automatically includes Invoice Reference Number (IRN), QR Code, and other details. After completing necessary procedures, ClearTax returns the processed information. The rejected invoices would be returned to the system for resubmission, with a specific process in place for rectifying such issues for Indian customers.
Change Reason
To automate the E-invoicing process, reducing manual effort and ensuring seamless submission of invoices to the government’s portal, enhancing compliance with Indian tax regulations.
Impact Of Change
· Reduced manual intervention in the E-invoicing process.
· Faster and more accurate submission of invoices to the government’s portal.
· Streamlined compliance with Indian E-invoicing requirements
Open Invoice Reminder Email
Change Description
Sureworks requires to send automatic emails to customers for overdue payments. This must be sent on a weekly basis post due date.
Change Reason
To streamline the payment follow-up process and improve communication with customers.
Impact Of Change
· Reduces manual effort in tracking and following up on overdue payments.
· Ensures timely and consistent communication with customers.
· Enhances transparency by sharing clear details of outstanding invoices.
Customizing customer statement PDF
Change Description
Sureworks need custom-designed Customer Statement PDFs templates for sharing open invoice details with customers.
Change Reason
By implementing custom-designed templates, Sureworks aims to improve the customer experience, maintain brand consistency, and streamline the communication of financial information.
Impact Of Change
· The new custom templates will provide a more professional and branded experience for customers, improving customer satisfaction and trust.
· Open invoice details will be presented in a clear, concise manner, helping customers easily understand their billing status.
Payment Advice Reminders
Change Description
Sureworks requires that the Payment Advice be automatically sent to vendors upon payment, providing details of invoices and TDS deductions.
Change Reason
The current manual process of sharing payment advice is time-consuming and prone to errors, leading to potential delays and miscommunication. Automating the process will ensure timely delivery of payment advice, improve accuracy, and enhance vendor relations by providing clear details of invoices and TDS deductions.
Impact Of Change
· Automation will reduce manual effort, saving time for finance teams and allowing them to focus on higher-value activities.
· The automated system will reduce the risk of human errors, ensuring accurate representation of TDS deductions and invoice details.
PDF Customization
Change Description
Sureworks intends to customize the PDF format for purchase orders, invoices, credit notes, debit notes, and delivery challans according to the provided template, as these documents are sent to customers and vendors.
Change Reason
The change is to align the PDF format in NetSuite with Sureworks’ branding or customer/vendor requirements. Customization will improve professionalism, ensure compliance, and streamline operations.
Impact Of Change
· Enhances customer/vendor trust and strengthens brand identity.
· Improves document clarity and compliance.
· Reduces manual adjustments, boosting efficiency.
Finance charges for overdue payments
Change Description
For Sureworks, the grace period for overdue balances has to be 45 days, which means finance charges are assessed only after this period. An annual interest rate of 18%, or 1.5% per month, is applied to overdue payments, with the charges automatically added during monthly closings.
Change Reason
To enforce a structured policy for overdue payments by introducing a grace period and finance charges.
Impact Of Change
· Ensures timely application of finance charges for overdue payments, promoting accountability.
· Streamlines the process for managing overdue balances.
· Encourages timely payments by providing detailed overdue information.
Document Numbering
Change Description
Sureworks requires their invoice numbers to follow the format SW24-25B5624, where:
· SW: Sureworks
· 24-25: Financial Year
· B: Bangalore (C for Chennai, N for Noida, M for Mumbai)
· 5624: Unique document number
Similarly, purchase order numbers need to be formatted as SW/SL/24-25/BLR3930, where:
· SW: Sureworks
· SL: Sales
· 24-25: Financial Year
· BLR: Bangalore
· 3930: Unique document number
Sureworks requires both invoice and purchase order document numbers to be designed in these specific formats.
Change Reason
The proposed change aims to establish a standardized, systematic, and unique numbering format.
Impact Of Change
· A clear and structured numbering system will streamline document tracking and retrieval processes.
· Simplifies internal and external audits by providing a consistent document reference.
· Minimizes the risk of duplication or mismanagement of invoices and purchase orders.
Note – All other requirements and related details of the project are outlined in the business requirements document, which has already been submitted for approval.
Summary
The requirements which are not included in the business requirement document are treated as change requests. The identified change requests, along with the estimated hours needed for their completion, are