Slide 1

Welcome to AES Training

Trainer Instructions
Leave this slide up until youre ready to begin the class.
Slide 2

Meet Your Instructors

Name First Instructor

Professional Background Fact 1

Professional Background Fact 2
Personal / Interesting Fact

Name Second Instructor

Professional Background Fact 1

Professional Background Fact 2
Personal / Interesting Fact

2 Accounting Enterprise System Implementation Training

Trainer Instructions:
Modify this slide with real facts, depending on how many instructors are in the training.
Remember that we are trying to impress our clients.

Click to next slide.

Slide 3

Who are you?

Please share your
Name
City
Role
Department
One thing you hope to learn in this training

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Trainer Instructions:
Let each student answer each of the 5 points.

Click to next slide.

Slide 4

Class Training Schedule and Rules

Class Schedule
Breaks & Lunch
Restrooms
Cell Phones
Parking
Email & Internet
Emergencies

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Trainer Instructions:

Pass out and Review Schedule, Lunch Breaks

Ask students to turn off cell phones or put it on vibrate
Explain where students can park
Ask students not to surf the web or check e-mail
If there is an emergency (office or home) please notify an instructor before leaving the
training
Slide 5

What You Will Learn

How to enter data in the Accounting section of the Enterprise
System
How to find information easily in the Accounting section of the
Enterprise System
How to print Accounting Department reports

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Trainer Instructions:
Explain the 3 major things the students will learn
How to Enter Data
How to Find Data
How to print reports

Click to next slide.

Slide 6

Questions We Cannot Answer

Your Specific Offices Procedures
General Accounting Practices

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Trainer Instructions:
Explain that youre here to train the students on the computer system.
Each Office might have their own procedures
You are not an accountant

Click to next slide.

Slide 7

It Never Hurts to Ask So Post-it!

We ask you to use the post-it notes at your table to
write down any questions we cannot answer, and
place them on the Questions Board
Your question will be submitted to the appropriate
experts and answers we receive will be posted to the
FAQ section of the AES intranet.
QUESTIONS

7 Accounting Enterprise System Implementation Training

Trainer Instructions:
Point out the Question Board you set up in the training room.
Ask students to locate the post-it notes on their desks. and explain that they can write
questions that you cannot answer.
Let the students know where answers will be posted.

Click to next slide.

Slide 8

Learning Objectives:
Upon completing this course, you will be able to:

Create new customer records

Enter accounting information into AES
Modify and update records
Attach documents to electronic case record
Navigate within AES
Use AES Inquiry options to find information
Print reports

8 Accounting Enterprise System Implementation Training

Trainer Instructions:
Explain the seven objectives briefly.

Click to next slide.

Slide 9

Review of AES Terminology

Trainer Instructions:
Explain that there is new terminology with the new system
PASS OUT THE Terminology Job Aid

Click to next slide.

Slide 10

AES Terminology
Term Description
Company ID There will be an eight digit unique identifier assigned to each
customer. When the data from the old system is converted, all
records at the same physical address will be assigned one Company
ID. There will no longer be a new identifier assigned to each
department for one company.
Individual ID When dealing with multiple departments at a company, an individual
identifier can be created so that department addresses,
correspondences and notes can be entered regarding each
transaction. This is like the current Customer Number.

Data There will be an interface between AES and the legacy databases
Interface until Phase 2 of AES implementation is complete.
Business All of the screens required to complete a business process is called
Function a business function. For example, all of the related screens required
to complete the issuance of an invoice is one business function.

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Trainer Instructions:
Compare the Individual Id with the current field ID and how a customer may have many
individual records but only one Company ID
Explain that the new system will require all related screens to be completed in order save
the information. The related screens belong to one business function like issuing an
invoice.

Click to next slide.

 AES Terminology Continued
Term Description
Driver During the invoicing and receivables processes, the system
Flow will take the user through all of the screens required in order
to issue an invoice or log in a receipt. If all of the screens are
not completed the user will be unable to issue an invoice, and
none of the data entered will be saved. This is to ensure that
invoice and receipts are issued on the day created.

Front Office When working with a customer, all data entered will be
Automation transmitted seamlessly back to the back office applications
(general ledger).
Client The client server system allows data to be processed at
Server individual workstations (your computer) and by the server.
The server can perform calculations and sort data and then
send the results to workstations. As a result, local area
network traffic will be reduced and your computers will be
much faster.
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Trainer Instructions:
Again, relate the concept of Driver Flow to a Business Function.

Click to next slide.

Slide 12

How AES Differs from the Legacy Systems

Inventory, order status, financial, and personnel information
will be housed in one system. Access to the various screens
in the system will be determined by managers.
You can use department tablets to take pictures of financials
and other written materials, and then upload them to the
integrated system using the electronic document
management feature.
Filing may become a thing of the past depending on how your
department decides to handle old and new paper documents.
All historical data will be merged into the new system and
available for review.

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Trainer Instructions:
Be enthusiastic. The paper nightmare is over.
The students wont have to switch between programs.
All of the current data will be saved and available.
Slide 13

Enterprise Resource Planning System Phases

Phase I Financial & Inventory Integration Phase II Personnel & Sales Integration

Legacy Financial & Inventory Systems Run Legacy Human Resource System and ERP
Parallel with ERP Modules Human Capital Module Run Parallel

Electronic Document Management for Sales and Marketing Departments Analyses

Accounting and Reports Available

Accounting Task Due Lists for Payables and Fully Functional Client Server Implemented
Receivables
Full Cloud Access, Computing, and Reporting
Order Status Notification on Late Shipments Available

Load Historical Data and Retire Financial & Retire Human Resources and Sales &
Inventory Systems (June 2014) Marketing Legacy Systems

13 Accounting Enterprise System Implementation Training

Trainer Instructions:
Explain that while we will be focusing on the accounting module of the system, that all
systems will eventually be integrated into the new ERP system.
Also assure students that both systems will run at the same time to give users a chance to
learn the system as well as to ensure that business isnt disrupted.

Click to next slide.

Slide 14

Your Student Guide Includes:

Hands-on Practice Materials with Step-by-Step
Instructions

Case Data Scenario Sheets

Job Aids

Helpful Hints

A Place to Take Notes

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Trainer Instructions:
Pass out the student books and review each separation tab. Explain how each section
represents a module,
Each module includes all screen that must be filled out in order to save input on any screen
once they start.
Show the area left for notes
Show that the case-study data and the Job Aids are at the end of each module

Click to next slide.

Slide 15

Ready to Go: Navigation Module!

Trainer Instructions:
Explain that the Navigation module is the first tab in the student guides. Ask the students to
take out the job aids at the end of the module and then go to the first page of the module.

Move to Navigation Presentation & Pass out Navigation Job Aid