QCI integrated business management suite
 
QCI has evolved since 2003 from a system for Quoting, Costing and Invoicing to an integrated business management suite. It is a multi-user system with 16 levels of authority and access that are assigned depending on the role of the user.

QCI has several modules that, while integrated, can be used independently. The primary focus is on production management to comply with the stringent requirements of the Therapeutic Goods Administration whereby all processes are thoroughly documented and tracked from raw materials provisioning to customer delivery. It is best suited for a small to medium sized manufacturer, say up to 100 employees. It is not a volume retail point-of-sale system but can be used by a wholesaler for sales.

QCI is a large system with much of the code modularised so that it can be reused without duplication. Even so there are over 700 dynamic pages or modules containing over 270,000 lines of code (excluding blank lines) and 340,000 lines including comments.
 
Accounting
Accounting incorporates the following functions;
  • Purchase orders
    • Create of view purchase orders (see example opposite)
    • Amend purchase orders
    • Receive purchase orders
    • Reporting
      • Overdue orders
      • Orders summary
      • Supplier performance graphing
      • Supplier register
      • Purchases by item summary
      • Purchases by item detail
      • Purchases by supplier summary
      • Purchases by supplier detail
  • Invoicing (accounts receivable)
    • Create of view an invoice
    • Generate an invoice from delivery dockets
    • Amend an invoice
    • Receive payment (single invoice)
    • Receive payment (multiple invoices)
    • Complete bank deposit voucher
    • Issue a credit note
    • Reporting
      • Overdue invoices
      • Invoices issued
      • Customer statement print
      • Receivables reconciliation summary
      • Receivables reconciliation detail
      • Receivables reconciliation by account
      • Receivables due summary
      • Receivables due detail
      • Receivables due summary
      • Sales by item summary
      • Sales by item detail
      • Sales by customer summary
      • Sales by customer detail
  • Accounts payable
    • Enter/View accounts payable
    • Pay account payable
    • Amend account payable
    • Receive a credit note
    • Export EFT payment data
    • Confirm EFT payments
    • Record presented cheques
    • Reporting
      • Payables reconciliation summary
      • Payables reconciliation detail
      • Payables reconciliation by account
      • Payments due summary
      • Payments due detail
  • Financial maintenance
    • Fiscal years
    • Currency rates
    • Tax codes
    • Accounts
    • Delivery terms
    • Delivery methods
    • Payment terms
    • Payment methods
    • Customers
    • Supplier categories
    • Suppliers (see example opposite)
    • Asset register
    • Record journal entry
    • Standard journal entries
    • Export account data
  • Financial reporting
    • Income
    • Expenses
    • Trial balance
    • Profit and Loss statement
    • Balance sheet
    • Transaction analysis
    • Past 12 months cash flow graph
    • GST receipts/payments
 
Inventory Management
Inventory Management incorporates the following functions;
  • Catalogue maintenance
    • Product types
    • Equipment types
    • Units of measure
    • Catalogue maintenance (see example opposite)
    • Equipment register
  • Inventory
    • Stock replenishment
    • Transfer completed lots to stock
    • Return product stock to work in progress
    • Reporting
      • Item summary
      • Item details
      • Item usage report
      • Item usage graph
      • Raw material stock at cost
      • Work in progress at cost
      • Finished goods at cost
      • Stock reconciliation by account
      • Work in progress reconciliation by account
      • Check for stock inconsistencies
  • Warehousing
    • Receive purchase orders (see example opposite)
    • Relocate stock
    • View stock
    • Transfer stock between catalogue numbers
    • Stock locations maintenance
    • Direct issue
    • Issue adjustment
    • Direct receipt
    • Reporting
      • Stock list
      • View stock
    • Stock take
      • Print a list of stock locations
      • Generate a new stocktake check list
      • View/Print first stocktake check list
      • Enter discrepancies / Print 2nd check list
      • Update remaining discrepancies
      • Unresolved stocktake discrepancies report
      • Stocktake discrepancies stock adjustment
For catalogue products there is provision for assemblies, bill of operations (including technique cards and costings for each stage of production), bill of materials and manufacturing drawings.

Each catalogued item is assigned an item type. While optional, the item names are based on the NATO codification system (see also Wikipedia) where there is a standard name for each item and it has a standard definition to ensure that you are using the correct name. This avoids ambiguity and incorrect supply. You can then assign questions (not defined by NATO) to items types with the most significant to least significant to have a consistent standard and format within the catalogue (where the questions are answered) that is easily searched and indexed.
 
Document management
Document management may seem unnecessary and indeed may be until your business requires accreditation. With accreditation all your procedures need to be documented and all your staff need to be trained. When you are audited your staff need to be able to immediatly produce the relevant documentation.

Once documentation has commenced it needs to be ongoing and maintained with an auditable review and release procedure. When a document has been revised then relevant personnel need to be advised and may be required to confirm that they have read the documentation and your organisation provide evidence of this. If the document relates to external vendors then they also need to be advised of revisions to ensure the supply conforms to the latest revision.

Documents are subdivided into two areas, development and production. Production documents be they Control templates, Design documents, General documents, Engineering drawings, External documents, Vendor reports, Human resources documents, Monitoring and Maintenance documents, Measuring equipment documents, Meeting records, Process specifications, Validation documents, Receipting forms, Specification sheets, Supplier review documents, Technique cards, or Work record forms, are only viewable to the user if it is the current release and the user is a member of a group with viewing rights to the document type.

Development documents are subdivided by project and only viewable to members of the development project team. The design process progresses through several levels to reach the final level and when a level is closed no documents can be added to that level within the project. These development documents include all the notes, references and prototypes involved in the project. Only at the end of the project is the final released to production. Once in production, subsequent document revisions may also be seen within the project when traversing the revision history.

A document may appear in multiple folders but there is only one master copy of that document.

Document management does not need the other modules. Without the document management module the other modules loose some functionality.

Document management incorporates the following functions;
  • Document searching and viewing (see example opposite)
  • A reading list of documents to be read
  • Document favorites (an individualised subset of viewable documents)
  • Documents maintenance
    • Document folders maintenance (where the document tree is created and edited)
    • Document types maintenance
    • Document maintenance
    • Documents for you to peer review
    • Documents submitted by you for peer review
    • Documents to be reviewed where you are the author
  • Documents reporting
    • Document status by user
    • Documents for review
    • Document read history details
The training module is an extension to document management. For accreditation a training review process is required along with evidence of qualified training. Reminders of up and coming training schedules appear on the home page.

The training module incorporates the following functions;
  • Competency areas maintenance
  • Competency levels maintenance
  • Competencies maintenance
  • Individual training profile (see example opposite)
  • Reporting
    • Overview
    • Training as student schedule
    • Training as trainer schedule
    • Training review schedule
 
Production management
Production management covers receipting of customer order, through to production to delivery.

While it is possible to produce and deliver an uncatalogued item, you can not receive into the system a customer's order for an item that is not a catalogued product. An uncatalogued item can not have a bill of materials nor bill of operations. Without the inventory management module you can't hold or issue stock to be consumed in the production process but you can still order uncatalogued material or services directly for work in progress if you have the accounting module. In summary, while the production management module relies heavily on the other modules it can function without them with restrictions.

Every step in the production process is recorded as in who, when, what and how. Any non-conformances to specification or process are recorded and again who, when, what and how. A non-conformance also results in an analysis and preventative action process.

Production processes may be internal or external.

Production management incorporates the following functions;
  • Orders incoming
    • Enter/view/process customer orders
    • Fill customer backorders
    • Prepare/view Quotations
    • Reporting
      • Product backorder summary
      • Product backorder details
  • Lot/Batch creation, processing and viewing
    • Lot costing (see example opposite)
    • On-line context related procedures and specifications
    • Mix internal and external processes within the overall production process
    • Barcode scanning in start of a process
    • Barcode scanning in end of a process
    • Uploading of related work records and certificates
    • Issue materials to a lot based on the bill of materials
    • Order additional materials or services for a lot
    • Issue additional materials to a lot
    • Produce product packaging labels
    • Authorised product release
    • Maintenance
      • Process types
      • Product non-conformance categories
      • Product dispositions
      • Causalities
      • Lot number series
      • Machine codes
    • Equipment maintenance scheduling
    • Engineering change request register and processing
    • Rework register and processing
    • Non-conformance register and processing
    • Preventative action register and processing
    • Repackaging register and processing
    • Clean-room register and processing
    • Reporting
      • Track a batch
      • Documentation retrieval related to the production process from raw material certificates of compliance to completed work record forms
      • Lot cost performance
      • Lot time performance
      • Raw material conversion rate
      • Projected unit production costs
      • Work in progress summary
      • Work in progress details
      • Work in progress at cost
      • Work in progress barcode print
      • Work in progress snapshot
      • Work priority summary
      • Non-conformance graph
      • Non-conformance details
  • Delivery
    • Transfer completed lots to stock
    • Generate/view/print delivery dockets for production directly for a customer
    • Delivery docket cancellation/amendment
    • Reporting
      • Delivery performance graph (see example opposite)
      • Overdue lots/deliveries
      • Custom delivery labels
 
Base module
The base module is common to and supports all other modules.

The base module incorporates the following functions;
  • User registration and authorisation
  • User groups maintenance
  • Individual colour scheme customisation and font sizing
  • Company branding, system options settings and selection
  • Next document (eg invoice) number settings
  • States maintenance
  • Postcodes maintenance
  • Non-working days maintenance
  • System wide bulletins creation and posting
  • User forum
  • User system usage logging
  • Who is currently logged in, for how long, where and with what
  • Site visitation reports (see example opposite)
  • Version control with automated (upon acceptance) background updates over the Internet from the update server
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