contents RAMCO AVIATION SOLUTION ENHANCEMENT NOTIFICATION Version 5.8.0.12 Finance © 2017 Ramco Systems Ltd. All rights reserved. All trademarks acknowledged Ramco Aviation Solution ramco © 2017 Ramco Systems Ltd. All rights reserved. All trademarks acknowledged. This document is published by Ramco Systems Ltd. without any warranty. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose without the written permission of Ramco Systems Limited. Improvements and changes to this text necessitated by typographical errors, inaccuracies of current information or improvements to software programs and/ or equipment, may be made by Ramco Systems Limited, at any time and without notice. Such changes will, however, be incorporated into new editions of this document. Any hard copies of this document are to be regarded as temporary reference copies only. The documentation has been provided for the entire Aviation solution, although only a part of the entire solution may be deployed at the customer site, in accordance with the license agreement between the customer and Ramco Systems Limited. Therefore, the documentation made available to the customer may refer to features that are not present in the solution purchased / deployed at the customer site. Ramco Aviation Solution contents WHAT’S NEW IN PAYABLES MANAGEMENT? ........................... 5 Ability to Specify Value Based Tolerance for matching ............................................ 5 Background ............................................................................................................................... ........................................................... 5 Change Details ............................................................................................................................... ..................................................... 5 Ability to automate Supplier Invoicing function integrating with OCR system ... 9 Background ............................................................................................................................... ........................................................... 9 Change Details ............................................................................................................................... ..................................................... 9 Ability to enable workflow in AP Invoicing Hub with an ability to reroute ......... 12 Background ............................................................................................................................... ........................................................ 12 Change Details ............................................................................................................................... .................................................. 12 Ability to enable workflow for authorization of documents .................................. 13 Background ............................................................................................................................... ........................................................ 13 Change Details ............................................................................................................................... .................................................. 13 Ability to record tax information in Sundry Payment ............................................. 18 Background ............................................................................................................................... ........................................................ 18 Change Details ............................................................................................................................... .................................................. 18 Ability to record tax in Recurring Voucher Template .............................................. 20 Background ............................................................................................................................... ........................................................ 20 Change Details ............................................................................................................................... .................................................. 20 WHAT’S NEW IN APPROVE ANYWHERE? ................................ 22 Ability to manage Invoice Authorization using iPhone .......................................... 22 Background ............................................................................................................................... ........................................................ 22 Change Details ............................................................................................................................... .................................................. 22 Approve Anywhere Application Pre- Requisites ................................................................................................................ 22 Installation Guide.......................................................................................................................... .................................................. 23 Application Configuration ............................................................................................................................... ........................... 23 User Interfaces ............................................................................................................................... .................................................. 24 Infrastructure User Interfaces ............................................................................................................................... ..................... 24 Menu Options ............................................................................................................................... ................................................... 24 Actionable User Interfaces ............................................................................................................................... .......................... 26 Invoices & Notes ............................................................................................................................... ............................................... 27 contents Ramco Aviation Solution WHAT’S NEW IN ACCOUNT BASED BUDGET? ....................... 32 Maintain Analysis Rule Definition for M& E Transactions ........................................ 32 Background ............................................................................................................................... ........................................................ 32 Change Details ............................................................................................................................... .................................................. 32 WHAT’S NEW IN ASSET DEPRECIATION PROCESSING? ....... 34 Ability to allocate depreciation to contracts based on usage or mapping of asset to aircraft............................................................................................................... 34 Background ............................................................................................................................... ........................................................ 34 Change Details ............................................................................................................................... .................................................. 34 WHAT’S NEW IN FIXED ASSET REPORTS? .............................. 37 Ability to Review Aircraft Value Based on Aircraft Configuration ......................... 37 Background ............................................................................................................................... ........................................................ 37 Change Details ............................................................................................................................... .................................................. 37 WHAT’S NEW IN COST BUDGET? ............................................. 39 Ability to Capture Cost Budget at CC- Analysis- CE level .......................................... 39 Background ............................................................................................................................... ........................................................ 39 Change Details ............................................................................................................................... .................................................. 39 5 | Enhancement Notification Ramco Aviation Solution WHAT’S NEW IN PAYABLES MANAGEMENT? Ability to Specify Value Based Tolerance for matching Reference: AHBG- 6037 Background The Invoice matching tolerances are set to trap the exceptions in Invoice rate/ value between Order & Invoice beyond a certain tolerance percentage. This is given at two levels: Auto- Match and Force Match Tolerance, which set a cap for invoice rate/ value variance. Further, the cap for invoice rate/ value variance can also be set for both negative and positive variance. However, currently, invoice variance tolerance is allowed only as a percentage and cannot be set in terms of value. The requirement is to enable definition of tolerance for invoice variances in value in addition to percentage based tolerance. This enhancement brings another dimension in managing supplier order based invoice variances by specifying tolerance in VALUE ( to be provided in base currency) for the invoice amount which is based on a parameter defined in Set Finance Process Parameters ( Payables Management  Supplier Order Based Invoice). ( See exhibit: 1). Now, the enhancement allows the user to set the tolerance in VALUE for invoice amount in conjunction with the existing functionality of percentage based invoice tolerance. Change Details 1. This enhancement allows the user to set the tolerance limit in VALUE for invoice amount along with existing percentage based set options. Following table shows the possible combinations of tolerance for Invoice Variance: Sl. No. Tolerance- 1 Tolerance- 2 Remarks 1. Rate % NA % tolerance on Rate 2. Value % NA % tolerance on Value 3. Value- Value NA Value tolerance on Value 4. Rate % Value- Value % tolerance on Rate & Value tolerance on value 5. Value % Value- Value % tolerance on Value & Value tolerance on value 2. The existing set options governing tolerance limits for Supplier Order Based Invoice have been moved from the Set Functions Defaults activity to the Set Finance Process Parameters activity as mentioned below: 6 | Enhancement Notification Ramco Aviation Solution Process Parameter Permitted Value Values Invoice Tolerance for Auto Matching based on Enter ' 0' for ‘ None' and ‘ 1' for ‘ Rate' and ‘ 2' for ‘ Value‘ and ' 3' for ' Both' Invoice Tolerance for rate Enter ‘ 1' for ‘ Percentage' Invoice Tolerance for value Enter ‘ 1' for ‘ Percentage' and ' 2' for ' Value' and ' 3' for ' Both' Invoice Tolerance (%) for Auto Matching Enter a positive numeric value Invoice Tolerance (%) for Forced Matching Enter a positive numeric value Invoice Tolerance ( value- Base Currency) for Auto Matching Enter a positive numeric value Invoice Tolerance ( value- Base Currency) for Forced Matching Enter a positive numeric value Allow Auto Match Failed Invoices during Period Closure Enter ' 0' for ' No' and ‘ 1' for ‘ Yes' Exhibit 1: Set Finance Process Parameters 3. New controls have been added as part of this enhancement in the Match Invoice Screen ( see Exhibit: 2) and in the View Invoice Screen ( see Exhibit: 3) to enlighten the user to know the causes of mismatch in the invoice namely Tolerance Failure, Buyer ( name of the buyer who created the order document) and to specify any remarks - Matching Remarks ( as a column in the multiline) and Remarks ( as a control in the header). Illustration 1 & 2 brings out the examples with value based tolerance. Set options – specify tolerance for invoice variance 7 | Enhancement Notification Ramco Aviation Solution Exhibit 2: Match Invoice Exhibit 3: View Invoice 4. Illustration:- 1 ( Invoice in Base Currency) When Set option for Invoice Tolerance is Rate- Percentage and Value- Value is as follows: Tolerance (%) on Rate Value $ Auto Match 8% $ 10 Force Match 15% $ 100 Maintain Invoice – Auto Match Failed Quantity Invoice rate Invoice Amount Proposed Quantity Proposed rate Proposed Amount 5 106 530 5 100 500 New Display and Editable controls are introduced New Display only controls are introduced New Display only controls are introduced 8 | Enhancement Notification Ramco Aviation Solution Calculation of Variance Amount in Match Invoice Particulars Rate Variance Value Variance Remarks Variance NIL 20 ( 530- 510) ‘ Value Variance- Value’- This value shall be displayed in Tolerance Failure Column Maximum of above 20 $ 20 shall be displayed in Variance Amount column of Match & View Invoice Screen Match Invoice Particulars Rate Variance ( A) Value Variance ( B) Max of ( A) and ( B) shall be considered Tolerance Failure Variance Amount 0 20 20 Value Variance- Value Variance (%) NA 3.92 3.92 5. Illustration 2:- ( Invoice in Foreign Currency) When Set option for Invoice Tolerance is Value- Value Tolerance (%) on Value Value ( in Pound) Exchange Rate Value ( in USD) Auto Match Not Set 20 0.840336134 16.81 Forced Match Not Set 30 0.840336134 25.21 Maintain Invoice – Auto Match failed Quantity Invoice rate ($) Invoice Amount ($) Proposed Quantity Proposed rate ($) Proposed Amount ($) 1 118 118 1 100 100 Particulars Value $ Tolerance Failure Variance Amount 1.19 ( 118- 116.81) Value Variance- Value Variance (%) 1.02 [( 1.19/ 116.81)* 100] 9 | Enhancement Notification Ramco Aviation Solution Ability to automate Supplier Invoicing function integrating with OCR system Reference: AHBG- 7809 Background OCR ( Optical Character Recognition) is a technology that involves scanning of text characters by character, analysis of scanned- in image and translation of Character image into character codes commonly used in data processing. Currently, there is no provision in the application to automate invoicing function by integrating with the OCR system. This enhancement aims to integrate the Ramco Supplier Invoicing function with the OCR system to generate Order Based Invoices, Direct Invoices and Notes based on the feed from the third party OCR system. Change Details • A new activity Review / Process Scanned Invoices & Notes introduced in the Accounts Payable Hub Component ( refer Exhibit 1 & 2). • This screen helps in reviewing and rectifying the errors and exceptions encountered in the data fed from OCR system by scanning of the Invoices. • A new ‘ Interface & Validation’ rule engine is introduced to interpret, validate & process the data feed ( in the prescribed format) from the OCR system. • This rule engine will process the data feed against each of the invoices with a unique ID ( Tracking ID) by o Validating the availability of the mandatory information and classifying those as “ Errors”. o Validating the existence and the correctness of the information by cross checking with the respective master / transactions and classifying those as “ Exceptions”. o Initiating the invoice generation process for error and exception free documents for the respective document types i. e. Order Based Invoice, Expense Invoice, Account Based Debit Note, Account Based Credit Note, Item Based Debit Note and Item Based Credit Note. Exhibit 1: The Review/ Process Scanned Invoices & Notes screen 10 | Enhancement Notification Ramco Aviation Solution • The Review / Process Scanned Invoices & Notes activity has two search sections at the header: ‘ Filter’ and ‘ Search’. • The filter section has three cards with counts of documents on it – ‘ Errors’, “ Exceptions’ and ‘ To be Processed’. If a ‘ Tracking Id’ has an ‘ Error’, it will be classified under the Error card. ‘ Tracking Ids’ with exceptions alone will be classified under the ‘ Exceptions’, and ‘ Tracking Id’ which are cleared for errors and exceptions will be classified under ‘ To be Processed’. • On click of the cards, the data will get populated in the Tracking ID multiline, with its status and count of errors. On click of error count hyperlink, the error information will get populated in the adjacent multiline describing the ‘ Error Type’ and ‘ Error Correction’. Exhibit 2: The Review/ Process Scanned Invoices & Notes activity ( Invoices & Notes multiline) • On click of Tracking ID hyperlink in the Tracking ID multiline, the header level information will get populated in ‘ Document Information’ and line level information will be populated in the ‘ Invoices & Notes’ section. • The Search section consists of the following controls to perform an advanced search o Tracking ID/ Status o Company/ FB o Data Based on o Doc. Type / Status o Supplier o User ID • On click of ‘ Validate & Save’ button document information will be validated for correctness and saved. • On click of Save, the modified data will get saved. Validation will not be triggered. • On click of Generate, the invoice will get generated if the status of the Tracking ID is “ To be Processed”. • On click of Cancel, the status of the Tracking Id will get updated as ‘ Cancelled’ and the invoice should be either recorded manually or scanned again for a new Tracking ID. 11 | Enhancement Notification Ramco Aviation Solution Exhibit 3: Set Finance Process Parameters: Payables Management  Accounts Payable Hub Process Parameter Permitted Value OCR: Analysis Code for Supplier debit / credit notes Enter a valid Analysis Code as defined in the Account Based Budget Component OCR: Default Cost Center for Supplier Debit / Credit notes Enter a valid Cost Center as defined in the Cost Setup Component OCR: Default Usage ID for Supplier Debit/ Credit notes Enter a valid User defined Usage ID defined in Additional Account Definition Component OCR: Analysis Code for Supplier Direct Invoice Enter a valid Analysis Code as defined in the Account Based Budget Component OCR: Default Cost Center for Supplier Direct Invoice Enter a valid Cost Center as defined in the Cost Setup Component OCR: Default Usage ID for Supplier Direct Invoice Enter a valid User defined Usage ID defined in Additional Account Definition Component OCR: Default Currency for Supplier Order Based Invoice Enter ' 1' for Invoice Currency, ' 2' Base Currency, ' 3' for Order Currency OCR: Default Currency for Supplier Direct Invoice Enter ' 1' for Invoice Currency and ' 2' for Base Currency OCR: Generate Supplier Order Based Invoice in Authorized status for matched Invoices. Enter ' 0' for ' No' and ' 1' for ' Yes' • Based on the default ‘ Usage ID’, ‘ Cost center’ and ‘ Analysis Code’ set in Set Finance Process Parameter, the Supplier Direct Invoice and Supplier Debit / Credit notes will be generated with the same. • The default Currency can be set for the generation of Supplier Order Based Invoice and SupplierDirect Invoice. oFor Supplier Order Based Invoice – ‘ 1’ is set for Invoice Currency ( for Supplier’s InvoiceCurrency), ‘ 2’ is set for Base Currency and ‘ 3’ for ‘ Order Currency’. oFor Supplier Direct Invoice - ‘ 1’ is set for Invoice Currency ( for Supplier’s Invoice Currency) and ‘ 2’ set for Base Currency. • If Auto Authorization option is set as ‘ Yes’ for Supplier order Based Invoice then the error free invoicewill get automatically generated in ‘ Authorized’ status. If this option is set as no, the invoice would begenerated in the Matched status  Note: This feature involves commercials and is not available for all customers. Please contact your Ramco Account Manager. 12 | Enhancement Notification Ramco Aviation Solution Ability to enable workflow in AP Invoicing Hub with an ability to reroute Reference: AHBG- 8289 Background The Accounts Payable Hub serves as a single dashboard for all the payable documents ( Order Invoice/ Direct Invoice/ Supplier Debit / Credit Notes) and performs various tasks pertaining to the documents ( Authorize / Match / Return / Delete / Reverse / Hold / Release). Currently, the AP HUB serves as the dashboard for the AP user to track the Invoices / Notes, follow- up for authorization and track their day- to- day operations. The requirement is to enable workflow in AP HUB and enhance the same for usage by the authorizer. Change Details  AP Hub is enhanced with the two different contexts: o AP user context o Authorizer context AP user context gets access to all the documents ( Invoices & Notes) for follow up and authorization of the same. Authorizer context gets access to only the documents which are pending with the login user for authorization.  Two new additional columns ‘ Assigned User’ ( user name if available from OCR) and ‘ Current User’ ( the current user with whom the document is pending for authorization) is added in the ‘ Bulk Invoice Processing’ section.  Re- route action button is added to re– route the documents for authorization in both bulk invoicing and single invoicing processing section. ( Re- route screen will launch only if the login user has access to that screen).  A new node for ‘ Scanned Invoices & Notes’ is added with child nodes ‘ Errors’, Exceptions’ and ‘ To be processed’, to provide visibility to the documents pending in various stages as part of the OCR scanning. Exhibit 1: AP Invoicing Hub with new action button for re- routing Re- route button added. Newly added columns 13 | Enhancement Notification Ramco Aviation Solution Ability to enable workflow for authorization of documents Reference: AHBG- 9506, AHBG- 9711, AHBG- 9969, AHBG- 9785 Background This enhancement notification brings the details of components for which workflow is enabled under Payables Management Business Process. The requirement is to enable workflow for select Payables Management transactions for authorization and release of such documents, with the provision of multi- level and parallel authorization. Change Details Workflow has been introduced in the following transactions for authorization. In the Authorize screen of the respective documents, on click of ‘ Search’, the documents are retrieved for authorization only if the document is pending for authorization with the login User. Similarly, for documents which are in ‘ Held’ status, for releasing, on click of ‘ Search’, the documents are to be retrieved for release, only if the document is pending for release with the login User. Document Authorization Hold/ Release Supplier Order Based Invoice Yes Yes Supplier Expense Invoice Yes Yes Supplier Item Invoice Yes Yes Supplier Account Based Note Yes Yes Supplier Item Based Note Yes Yes Supplier Regular Pay Batch Yes NA Supplier Prepayment Voucher Yes Yes Sundry Payment Yes Yes Parameters available for configuring workflow Following are the Parameters which can be used for configuring workflow and for enabling notification messages: Supplier Expense Invoice and Item Invoice Parameter Description Anchor Date Comments Created Date Created By Currency Electronic Payment Exchange rate Expense Category Finance Book Invoice Date 14 | Enhancement Notification Ramco Aviation Solution Invoice Number Last Modified By Last Modified Date payment Instruction Payment Method Payment Priority Payment mode Payment Processing Point Payment Reference Details Pay Ref Id Payment Term Pay To Supplier Name Pay To Supplier Number Status Supplier Invoice Amount Supplier Invoice Date Supplier Invoice Number Supplier Name Supplier Number Total Invoice Amount Supplier Order Based Invoice Parameter Description Anchor Date Created by Currency Finance Book Invoice amount Invoice date Invoice # Invoice Status Invoice Category Numbering Type OU Id Pay To Supplier Name Pay To Supplier # Decision Pending with Buyer Sup. Inv. Amount Supplier invoice date Supplier Invoice # Supplier Name Supplier # Total Invoice Amount Total Proposed Amount 15 | Enhancement Notification Ramco Aviation Solution Sundry Payment Voucher Parameter Description Bank Cash code Created by Finance Book Instrument Date Numbering Type Payment amount Pay Currency Payee Payment Category Payment Mode Priority Receipt Amount Request Date Status Transaction bank code Transferee Voucher No Supplier Prepayment Voucher Parameter Description Bank Cash code Bank Currency Created by Created Date Finance Book Numbering Type Pay Amount Pay Currency Pay Date Payment Mode Pay Route Priority Request Date Status Supplier Document Date Supplier No Voucher Category Voucher No 16 | Enhancement Notification Ramco Aviation Solution Supplier Regular Pay Batch Parameter Description Amount Bank Cash Code Bank Currency Created By Created Date Credit Document Type Discount Date To Doc currency code Due Date Finance Book Pay Batch Pay Currency Pay Date Pay Group Number Payment Route Pay Mode Pay To Supplier Priority Request Date Status Supplier Code Supplier Group From 17 | Enhancement Notification Ramco Aviation Solution Supplier Debit/ Credit Note Parameter Description Anchor Date Comments Currency Electronic Payment Exchange Rate Finance Book Note Date Note # Note Type Payment Instructions Payment Method Payment Mode Payment Priority Payment Processing Point Pay Ref. Details Pay Ref. Id Pay Term Status Supplier Name Supplier Note Amount Supplier Note Date Supplier Note # Supplier # Supplier Registered At Tax Total Amount Usage ID  Note: This feature involves commercials and is not available for all customers. Please contact your Ramco Account Manager. 18 | Enhancement Notification Ramco Aviation Solution Ability to record tax information in Sundry Payment Reference: AHBG- 6483 Background Sundry Payment is used to make one- time payments or payments for which a previous liability does not exist. Payments of miscellaneous expenses, one time charges etc., are typical examples of sundry payments. Currently, the application allows making the sundry payment excluding tax. Provision was required to record taxes in the sundry payment voucher and to enhance the tax reports to include the taxes added in the sundry payment voucher. Change Details • A new activity Maintain Sundry Payment Voucher ( Refer Exhibit 1) is introduced in Sundry Payment business component. This new screen will replace the functionality of Create, Edit and Authorize screens. • Maintain Sundry Payment Voucher screen is enhanced with Tax information tab to record taxes while making sundry Payments. • The Payee related details are moved to the Payee Information tab. • Only TCD of type tax can be recorded in Sundry Payment Voucher screen. Charges and Discounts cannot be added. • The Maintain Sundry Payment Voucher screen launched through View select page will launch the Maintain Sundry Payment Voucher screen without any action buttons in it. • The Maintain Sundry Payment Voucher screen invoked from Select page of View Voucher activity, will be launched without any action buttons in it. • Tax Currency cannot be other than voucher currency ( line currency) or base currency in tax information tab. • Only Tax Codes applicable for Purchase transactions can be specified. • Taxable Amount can be modified based on the set option introduced in Set Finance Process Parameters ( see exhibit 2). • Both taxes of Payable in nature ( e. g. VAT) and withholding in nature ( e. g. WHT) are allowed for recording tax in Sundry Payment. 19 | Enhancement Notification Ramco Aviation Solution Exhibit 1: Maintain Sundry Payment Voucher Exhibit 2: Set Finance Process Parameter Tax Information tab to record tax in Sundry Payment 20 | Enhancement Notification Ramco Aviation Solution Ability to record tax in Recurring Voucher Template Reference: AHBG- 6483 Background The Recurring Voucher Template ( see exhibit 3) is used to raise sundry payment vouchers to payees on a periodical basis. This template holds all common details pertaining to the voucher. Based on the pay date frequency selected, the sundry payment vouchers get generated. Currently there is no provision in Recurring Voucher Template to record taxes. The requirement is to enable recording of taxes in the Recurring voucher template. Change Details • Tax Key is introduced in Accounting Information multiline along with Tax #/ Description, Variant #/ Description, Tax Rate, Taxable Amount and Tax Amount. • The above change is done in Create, Edit and View Recurring Voucher Template. Exhibit 3: Recurring Voucher Template Tax Information in Recurring Voucher screen 21 | Enhancement Notification Ramco Aviation Solution Tax report impacted due to Sundry Payment • Report on Tax Transactions – General The sundry payment vouchers will additionally be listed in the report on Tax Transactions. 22 | Enhancement Notification Ramco Aviation Solution WHAT’S NEW IN APPROVE ANYWHERE? Ability to manage Invoice Authorization using iPhone Reference: AHBG- 1747 Background Operational efficiency is one of the key parameters that decide an organization’s performance. Operational efficiency is high when the time taken for processing documents in the organization is less. Quick processing of the transaction documents can be ensured, if supported by varied devices located at multiple locations. With the emergence of Smart phones, business software vendors have started developing various applications to improve the operational efficiency of an organization. Ramco has already jumped into the mobile front and has delivered applications like Warehouse Anywhere, Mechanic Anywhere, Fly Anywhere and so on to improve the operational efficiency in Inventory, Work Centers and Flights respectively. Added to this, the Approve Anywhere application is a boon to the senior management personnel who are responsible for approval of various documents. The Approve Anywhere application reduces the dependencies on desktop application and ensures uninterrupted processing for the Authorizers. The Approve Anywhere application ensures optimized performance, improved processing, and greater agility thus delivering exponential productivity gains and is an incremental business value to the customer. Change Details The Approve Anywhere application provides the capability to authorize, release or return the following documents. • Order Based Invoice • Delivery Charges Invoice • Direct Invoice • Notes This application is well integrated with the Ramco desktop application, therefore all the work done in this application can also be viewed using the desktop application and vice versa. Approve Anywhere Application Pre- Requisites The Approve Anywhere application requires the following recommended requirements for optimal user experience: 1. iPhone 5 or later. 2. iOS 9 or later. 3. Constant network connectivity via Wi- Fi or 3G/ 4G. 4. 100 MB or more free space. 23 | Enhancement Notification Ramco Aviation Solution  Note: Your carrier might charge you extra for data roaming if 3G/ 4G mobile data is used. When available, always prefer Wi- Fi connectivity over Mobile Data. Installation Guide The Approve Anywhere application is be available to install from the enterprise store and not from the Apple App Store. To access the enterprise store, contact your IT Admin team to get the URL of the host server. Now follow the below steps on the iPhone. 1. Ensure the device is connected to Wi- Fi or Mobile Data. 2. Open Safari. 3. Type in the URL provided in the Address bar and click GO. 4. On the Enterprise store listing, select the ‘ Approve Anywhere’ app. 5. Click ‘ Install’ on the popup to allow installation on the device. 6. Quit Safari. 7. Wait for the app installation to complete. 8. Tap on the App icon. 9. If Untrusted App Developer popup shows up, click on ‘ Trust’. 10. Quit the App. Application Configuration In order for the application to work seamlessly, there needs to be some configuration done for the Approve Anywhere application, which is discussed below. 1. General Settings a) The general settings are the ones that will be defined by the IT team of theorganization and is available in the iPhone Settings screen b) These settings include the following: • Server Configuration • Default User/ Role/ Organization Unit Configuration 2. Application Settings a) This screen facilitates the User to modify the following: • Context Role/ Organizational Unit • Default Login UI for the Login OU/ Role  To Do List  Supplier Order Based Invoice 24 | Enhancement Notification Ramco Aviation Solution  Delivery Charges  Supplier Direct invoice  Notes Exhibit 1: Identifies the General and Application Settings screen User Interfaces The User Interfaces available in the application can be broadly classified as: 1. Infrastructure User Interfaces – User Interfaces that assist the user in getting to the document in which the work needs to be carried out 2. Actionable User Interfaces – User Interfaces that provide the user with the actions that can be performed in the application Infrastructure User Interfaces The Infrastructure User Interfaces available in the Approve Anywhere application are as follows. • Menu Options • To Do List • To Do List Preferences Menu Options • This screen acts as the hub for the user to view the login details 25 | Enhancement Notification Ramco Aviation Solution • There is a provision to configure the Favorite Activities and retrieve them when required • Here the application settings can be configured for the Login User – OU – Role combination • Above all, this screen lists the various activities for which alone the user has the access rights to perform in this mobile application. The access rights definition is similar to the one available for the access control in the desktop application Exhibit 2: Identifies the Menu Options screen To Do List and To Do List Preferences: 1. To Do List screen categorizes the Invoices and Notes to be authorized by the login user into different pre- defined categories. 2. Also, any document that is pending for approval can be verified in the filter categories defined by the user in the Custom Filters and act upon them. The documents pending for authorization by login user in categorized in the following categories 1. Approval Due > ‘ x’ days: Invoices & Notes for which Approval is due for more than ‘ x’ no. of days from the last modified date 2. Document Value > ‘ Y’ < Base Currency>: Invoices & Notes with total value greater than the value configured in the ‘ To Do List Preference’ screen 3. Recent Supplier Documents: Documents with the last modified date in the recent days, with the number of days configured in the ‘ To Do List Preference’ screen 4. Today’s Supplier Document: Supplier Invoices & Notes that are created today To Do List Preference is the screen in which user can configure the filter categories that are to be visible in the To Do List screen. Custom Filters can be defined using Supplier Name, Created by Employee #, Document Date, Due Date, Document Type and Status. 26 | Enhancement Notification Ramco Aviation Solution Exhibit 3: Identifies the To Do List and To Do List Preferences screen Actionable User Interfaces The actionable user interfaces are the ones in which the user can record the work action that has been carried out in the application after reviewing a document. The possible actions in the application for a document will typically be ‘ Authorize’, ‘ Match’, ‘ Return’ or ‘ Release’. The current actionable user interfaces available in the application are listed below: 1. Order Based Invoice a) Order Invoices list b) Line level Details c) TCD level Details 2. Delivery Charge Invoice a) Delivery Charges Invoice list b) Line level Details 3. Direct Invoice a) Direct Invoices list b) Line level Details c) TCD level Details 4. Notes a) Debit Credit Notes List 27 | Enhancement Notification Ramco Aviation Solution b) Line level Details c) TCD level Details 5. General a) Approver History Invoices & Notes The Invoices & Notes comprises of three screens in the Approve Anywhere application. Invoices & Notes List The Invoices & Notes screen lists all the Invoices recorded against documents ( Purchase Order, Repair Order, Loan Order, Release Slip and Exchange Purchase Order, Delivery Charges Invoice, Expense Invoice, Item Invoice, Debit/ Credit Note) pending authorization. All the key information of an Invoices & Notes is shown here in this screen so that the user can carry out the requested action then and there. 1. Details Displayed a) Invoice/ Note # b) Supplier Name c) Finance Book d) Invoice Date e) Supplier Invoice # f) Due date g) Invoice Value h) Variance Value ( if applicable) i) Order Type [ PO/ EPO/ RO/ LO] ( if applicable) j) Status [ Matched ( M), Auto- Match Failed ( MF), Fresh ( F)] 28 | Enhancement Notification Ramco Aviation Solution Exhibit 4: Identifies the Invoice & Notes list screens 2. Swipe Actions a) Authorize b) Match c) Return d) Release e) Reminder 3. Bottom Bar Actions a) Authorize b) Return c) Match d) Reminder e) Release 29 | Enhancement Notification Ramco Aviation Solution Exhibit 5: Identifies the Invoice & Notes list screens with Swipe Actions Invoice & Notes Details This screen provides the details of a selected Invoice/ Note document. The information is organized into header information, Line level Information multiline with a separate tab for TCD information multiline. Additional header information of the Invoice/ Note document can be viewed by clicking ‘ More’. The additional information displayed includes the Pay Term, Supplier Document #, Document Date, Due Date, Document value Details, Other Document Details, Comments etc. After reviewing the details of the Invoice/ Notes, the users can Authorize/ Return/ Release the document from this screen itself. 30 | Enhancement Notification Ramco Aviation Solution Line Details This screen enables the user to view on the additional information of the line in the Invoice/ Note. The information displayed includes additional Line Level details such as Reference document # ( e. g. Goods Inward #), Quantity, Rate, Amount, Variance, Accounting Usage, Costing Usage, Analysis/ Sub Analysis etc. 31 | Enhancement Notification Ramco Aviation Solution General Screens Apart from the above screens, there are few screens that are common for all the Order Based Invoice, Delivery Charges Invoice, Direct Invoice and Notes activities. Approvers List The Approvers List screen lists the different authorizers who need to authorize the document. The screen will display the basic information of the document along with the approvers list. Also, the OU shall be displayed next to the user details. Filter and Sort Filtering of all the invoices & Notes can be done based on Date, Supplier Name, Order Type, Status etc., Sorting of all the invoice can be done on the Ascending and Descending order on the following basis:- a) Order Type b) Document Date c) Payment Due Date d) Value  Note: This feature involves commercials and is not available for all customers. Please contact your Ramco Account Manager. 32 | Enhancement Notification Ramco Aviation Solution WHAT’S NEW IN ACCOUNT BASED BUDGET? Maintain Analysis Rule Definition for M& E Transactions Reference: AHBG- 8008 Background In aviation industry, knowledge in profitability in different dimensions becomes imperative. Currently, this is enabled through CCRD ( Cost Center Rule Definition) framework by capturing costs and revenue for M& E transaction against cost centers. But over the years, additional dimension of analysis is required due to vast verticals in aviation industry. This resulted in the extension of the already existing framework of Analysis Code which will allow the user to know the profitability from another dimension of the business transactions. This enhancement brings improvements in Account Based Budget business component which allows the user to maintain the definition for Analysis Code for M& E transaction based on parameters. Currently, the application allows only Aircraft to Analysis mapping ( based on the set option) or the Default Analysis Code for all the transactions. Requirement is to extend this through a rule definition for tracking the cost. Change Details This enhancement brings up the new screen Maintain Analysis Rule Definition ( Refer Exhibit 1) in Account Based Budget business component under Book Keeping business process. The Maintain Screen gives flexibility to define the Analysis rule for the below mentioned Events with the help of applicable parameters like Aircraft Reg. #, Shop Job Type, Execution Category and Work Center # with effectivity dates. The resourcefulness of this is such that it is a maintain screen where user can define, edit and view the current definitions for the particular event. In addition, there is another context for View ( Refer Exhibit 2), where user can view all the definitions which have been made for an event( s) up to date. Events: 1. Repair Order 2. Non Component Repair Order 3. Shop Work Order – Component 4. Shop Work Order – Non Component 5. A/ C Maint. Exe. Ref # 6. Asset Depreciation 33 | Enhancement Notification Ramco Aviation Solution Exhibit 1: Maintain Analysis Rule Definition - Maintain Screen Exhibit 2: Maintain Analysis Rule Definition- View Screen Hierarchy Rule For the events mentioned above, if any Revenue or Expense account is being posted and has a mapping to analysis code, then such analysis code shall be picked up from Maintain Analysis Rule Definition screen even if for the same transaction Aircraft to Analysis Code mapping is available. If analysis code is not defined / derived in Maintain Analysis Rule Definition, then application will pick up the analysis code from Aircraft to Analysis Code mapping. If Aircraft to Analysis Code mapping is not available then application will retrieve default Analysis code mapped for that account code. Gist of events for which user can define the Analysis Rule User can specifically search for the existing definition 34 | Enhancement Notification Ramco Aviation Solution WHAT’S NEW IN ASSET DEPRECIATION PROCESSING? Ability to allocate depreciation to contracts based on usage or mapping of asset to aircraft Reference: AHBG- 9025 Background In Aviation Industry, the significant assets being Aircraft / Helicopters, the need to capture, calculate and segregate the depreciation cost is required for quality reporting and analysis of profitability at Aircraft level. Currently, application supports this functionality with the assistance of Cost Center by allocating the Usage based depreciation cost to the required cost centers, but there is additional requirement to enhance the allocation of depreciation cost at a different level i. e. Analysis Code. This enhancement brings improvements in ‘ Allocation Tab’ of Confirm Usage & View Depreciation screen under Asset Depreciation Processing business component in Fixed Asset Management Business Process. Currently, the application via Analysis Code allows tracking of depreciation cost for Default Analysis Code assigned to the depreciation account code( s). However, requirement is to capture the depreciation cost based on some parameter( s) as well. Change Details This enhancement allows user to retrieve usage information ( in Confirm Usage & View Depreciation Screen- Refer Exhibit 1) at an Aircraft level for Assets which are Depreciated based on Usage ( Usage Based Depreciation), so that Analysis code can be derived at aircraft level based on definition in Analysis Rule Definition or Aircraft- Analysis mapping. This is done primarily to capture depreciation cost at the analysis code level. Similarly for Non- Usage based depreciated assets which are related to aircrafts ( e. g. Airframe Assets which are depreciated on SLM basis), based on the ‘ Asset # Tag # – Aircraft Reg. #’ mapping in Maintenance Asset Tracker ( MAT), the analysis code can be derived based on Analysis Rule Definition or Aircraft – Analysis Mapping. Analysis Rule Definition is enhanced to enable definition for the event “ Asset Depreciation” with the Parameters “ Aircraft Registration #’, Asset Location. ( Refer Exhibit 2). A new set option is introduced in Set Finance Process Parameter activity ( Refer table below) to enable derivation of Analysis codes based on the above options ( Analysis Rule Definition / Aircraft- Analysis Mapping). These set options need to be defined separately for Usage / Non- Usage Based Assets. 35 | Enhancement Notification Ramco Aviation Solution Table showing the new set options in Set Finance Process Parameters: Category Process Parameter Permitted Value Asset Depreciation Processing Analysis retrieval for Usage Depreciated Assets based on Enter ' 0' for Analysis Rule Definition, ' 1' for Aircraft- Analysis Mapping and ' 2' for Default Analysis Code Asset Depreciation Processing Analysis Retrieval for Life Depreciated Assets using MAT mapping based on Enter ' 0' for Analysis Rule Definition, ' 1' for Aircraft- Analysis Mapping and ' 2' for Default Analysis Code Exhibit 1: Allocation tab of Confirm & View Depreciation Exhibit 2: Maintain Analysis Rule Definition - For Asset Depreciation Cost Center Description, Analysis Code and Description has been added 36 | Enhancement Notification Ramco Aviation Solution 1. Hierarchy Rule In Set Finance Process Parameter, if user has set Analysis Rule Definition and for any transaction parameters are not satisfied based on definition then the existing framework of retrieving analysis code shall be followed i. e. Aircraft to analysis code mapping ( if Aircraft Based Accounting is set as Yes) else default analysis code based on assigning analysis code to Account code. This hierarchy is applicable for both Usage / Non Usage based depreciated Assets. 2. Retrieval Logic- Cost Center Currently, application does not retrieve the cost center in Confirm and View Depreciation screen. It is just an editable control which permits the user to segregate the depreciation cost by specifying different cost center. This enhancement retrieves the cost center which was provided during the creation of the Asset Record. However, user is allowed to modify the same and can specify the cost center and save the details to process and confirm the depreciation. 3. Retrieval Logic- Analysis Code This editable control is enabled as part of this enhancement which shall fetch the Analysis Code based on the set options in Set Finance Process Parameter. If Process Parameter ‘ Analysis retrieval for Usage Depreciated Assets based on’ is ‘ Analysis Rule Definition’, and if the Usage based depreciation satisifies the conditions defined in rule, then in Allocation tab, Analysis Code and Description shall be displayed. However, user is allowed to modify the same and can specify the Analysis Code and save the details to process and confirm the depreciation. . 37 | Enhancement Notification Ramco Aviation Solution WHAT’S NEW IN FIXED ASSET REPORTS? Ability to Review Aircraft Value Based on Aircraft Configuration Reference: AHBG- 8419 Background In Aviation industry, it will be a boon for the organization to know the current capitalized book value of their important asset being utilized in and out and also being the important source of revenue. Aircraft is itself configured with many components which are capital in nature. Currently, application allows viewing the current book value of components alone with the help of View Asset Record screen if Maintenance Asset Tracker mapping is available for that component and asset- tag. However, users would require reviewing the value of Aircraft as a whole for a given date. This enhancement eases the task carried out by the user to review the aircraft value by deriving the value of capital parts, which are attached to the aircraft based on Maintenance Asset Tracker for an Aircraft Registration number, Aircraft Model number and Aircraft Group. Change Details A new screen is introduced to review the value of Aircraft( s). New activity Review Aircraft Value under the Reports – Fixed Asset Management business component, allows the user to review the value instantaneously for an Aircraft tail / registration number in On Screen View section ( Refer Exhibit 1) and for multiple aircrafts by specifying Aircraft Model number ( or) and Aircraft Group number or so on in Offline Report section ( Refer Exhibit 2). User will be able to download the bulk report in excel spread sheet when the status of the Run # becomes ‘ Completed’ status from ‘ In- Progress’. Summary of Aircraft value at component type level This screen summarizes the book value of Aircraft at component type level viz., Engine, APU, Landing Gear and Others. Additionally, Airframe is also included in the above mentioned summary section and the book value of the same is also arrived based on the maintenance asset mapping directly available for aircraft tail/ registration number and asset- tag. 1. On Screen View: In this screen, user can easily fetch the report for an aircraft either for current date or previous period end date( s). Multiline details provide conglomerate data of three attributes namely Part- Serial, Asset and Aircraft details. If user has mapped the part- serial ( Component Id) with an asset- tag, then the cumulative cost and book value will be fetched against the respective component type in multiline details. Red icon indicates that the component is not mapped with asset- tag which comes under exception category and Green icon indicates that the same has been mapped with an asset- tag. The On Screen View enables to review aircraft value for one aircraft at a time. In order to extract reports for more than one aircraft tail / registration number, Offline Report shall be used. Tree, on the other hand assists user to review the details at detailed component level in aircraft configuration. 38 | Enhancement Notification Ramco Aviation Solution When user clicks on a node, the details of that particular node with all its child components shall be fetched in multiline. Exhibit 1: Review Aircraft Value screen - On Screen View 2. Offline Report: Offline Report allows the user to review the value of more than one aircraft by generating report either based on Aircraft Model / Group number. Run # shall be generated and the same can be used to track the status of the report ( initially it will be in ‘ In Progress’ status). Prescheduled back- end scheduler routine shall process this Run # and status is changed as ‘ Completed’. The generated report can be downloaded by clicking on the ‘ File Name’. Offline Report displays the summary of multiple aircraft and their values as a summary and with a detailed report similar to that of the multiline details in On Screen View. Exhibit 2: Review Aircraft Value screen - Offline Report 39 | Enhancement Notification Ramco Aviation Solution WHAT’S NEW IN COST BUDGET? Ability to Capture Cost Budget at CC- Analysis- CE level Reference: AHBG- 7757 Background This enhancement ushers improvements in Cost Budget screen of the Management Accounting business Process. Currently, the application supports creating budgets at the Cost Center and Cost Center- Cost Element level. A requirement was to define cost budget at a much lower level including analysis code for a detailed analysis. Change Details This enhancement allows the user to define the cost budget at the Cost Element- Cost Center- Analysis Code- Sub- Analysis Code level and report the variance between the budget and the actuals for the defined period. The new definition type CC- Analysis- CE is enabled for period( s) of both the budget types namely quantity and values. A new set option is also introduced ( see exhibit 1) in the Set Finance Process Parameter activity, which manages the auto creation of budgets for other definition types- Cost Center ( CC) and Cost Center- Cost Element ( CC- CE), if CC- Analysis- CE budget is authorized, by rolling up the CC- Analysis CE budget. Users can extract the report- MAC Budget Vs Actual ( see exhibit 2) which is now enhanced for the budget type- CC- Analysis- CE to analyze the actual cost incurred, variance and variance % for the defined budgets. Additionally, the View Cost Budget screen ( see exhibit 3) is also enhanced to display Actual Amount, variance and Variance % against the budget defined. Exhibit 1: Set Finance Process Parameters New set option for auto creation of budget types- CC & . CC- CE by rolling up. 40 | Enhancement Notification Ramco Aviation Solution 1. Auto Creation of Cost Budget If the above mentioned set option is set as yes, then cost budgets for other 2 definition type- Cost Center and Cost Center - Cost Element ( CC- CE) shall be automatically rolled up on authorization of cost budget type Cost Center– Analysis- Cost Element ( CC- Analysis- CE). The numbering of the auto cost budget creation is such that cost budgets viz., Cost Center and Cost Center- Cost Element shall be generated by replicating the budget number for definition type- ' CC- Analysis- CE' with a suffix of '- 1' for Cost Center and '- 2' for Cost Center- Cost Element. 2. Amendment of Auto Created Budgets Automatically generated cost budgets cannot be modified. But if cost budget type- CC- Analysis- CE is amended then the other higher level budgets, which were automatically created against the same shall get amended with new version number on authorization, irrespective of the set options in the Set Finance Process Parameters activity. Exhibit 2: MAC Budget Vs Actual Report Exhibit 3: View Cost Budget New changes made in MAC Budget Vs Actual Report 41 | Enhancement Notification Ramco Aviation Solution Note that in MAC Budget Vs Actual Report and View Cost Budget- Actual Amount, Variance and Variance % shall be displayed only for budget type - ‘ Value’. Even, if a Budget Definition type is defined for budget type ‘ Both’ i. e. ‘ Quantity’ and ‘ Value’, these values will be displayed only for value. To support the existing functionality of retrieving values in the Actual Amount column, the user must incorporate the financial transaction in the Incorporate Financial Transaction activity of the MAC Incorporation component in the Management Accounting business process. 42 | Enhancement Notification Ramco Aviation Solution Corporate Office and R& D Center Ramco Systems Limited, 64, Sardar Patel Road, Taramani, Chennai – 600 113, India Office + 91 44 2235 4510 / 6653 4000 Fax + 91 44 2235 2884 Website - www. ramco. com