general dental practitioner graduated from Dr.M.G.R.Medical university
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John Smith
ACME Corporation
Milford, CT 06461
March 2, 2007
Charles Jones
CFO
Fictiona, Inc.
Anywhere, CT 06777
Dear Charles Jones:
As a long-time admirer of the outstanding work that your organization has
done in the market, I particularly enjoyed having the opportunity to see
how your company functions from the inside. As you indicated during our
meeting, your organization has grown to a point where it needs to
dramatically enhance its accounting function so that it can continue to
function effectively.
This correspondence outlines the complete scope of work you requested,
including objectives, procedures, identification of responsibilities, and
estimated fees.
OBJECTIVE
Implement the Model 60 accounting system on the network. Install the Model
60 software, including implementation and setup, training, conversion
assistance, and post-conversion support of the library master, general
ledger, accounts payable, and import master modules. Provide professional
assistance related to this new system and coordinate the bridge to and from
the Wile Research and Coyot, Ltd. software. Success of this project is
dependent not only on the software, but also on your personnel's skill,
effort, and willingness to work as a cohesive team.
SCOPE OF SERVICES
1. Procedures
a. Assist in planning implementation of the Model 60 accounting
system.
b. Recommend steps required to successfully install the new system and
assist in assembling setup information and accounting data used in
the implementation process.
c. Establish specifications for the bridge from the Wile Research
software to capture cash receipt information. (Note: Wile Research
software has a "general ledger distribution" file that contains
information that can be bridged in detail or summary format. The
interface (export file) will be written by Wile Research staff.)
d. Establish specifications for the bridge from the Coyot, Ltd.
software to bridge payment schedules for grants issued.
e. Write the bridge to receive (import) the information into the
Model 60 software.
BENEFITS
When the project is complete, our neighborhood group will have successfully
converted to the Model 60 integrated accounting system. Benefits include
timely, accurate accounting data, ease of data entry, and flexible
reporting with a bridge to your gift and donor software.
SOFTWARE COSTS AND PROFESSIONAL FEES
Software costs and fee estimates are summarized on the attached schedule.
These fees are effective provided (a) your accounting records are in good
order, and (b) a staff member can devote full time to the implementation
process. Fees will be adjusted to actual accordingly. We will not incur
additional hours without written prior approval. Our fee does not include
modifications to the Model 60 software.
Our terms are 50%45% deposit on software costs before we begin. The balance
for software costs is due upon installation (actual loading of the
software). Our professional fees are billed weekly.
CLOSING
We appreciate the opportunity to service your computer software needs. If
you want to accept this proposal, please sign one copy and return it with a
50%45% deposit of the software costs.
Sincerely,
John Smith
Director, Global Sales
Enclosure
RESPONSE
This letter correctly sets forth the understanding of our
organization.
Accepted by Title Date
ACME Corporation
123 Corporate Drive
Milford, CT 06461
PROPOSAL
DATE: 4/17/20095/4/2007 TO:
SOFTWARE: Model 60 Charles Jones
SOFTWARE COST:
Library Multi-Record Including Report Master $1,255
General Ledger 850
Accounts Payable 850
Import Master 645
TOTAL SOFTWARE $3,600
Tasks / Hours
Installation Plan 9
Identify Responsibilities
Establish Schedule
Select Conversion Date
Installation of Software 5
Install Model 60 Modules on Network
Set Terminal ID's and Preferences
Set Printers and Defaults
Establish Security
Implementation of Modules 9
Establish Parameter and Master Files
GL, AP, and Custom Financial Statements
Training: All Modules and Backup 9
Document Procedures
Demonstrate Hands-On Entry Reporting
Conversion 9
Define Conversion Tasks and Methods
Build Import from Wile Research and Coyot, Ltd. 18
Coordinate Bridge from Wile Research and Coyot, Ltd. 18
TOTAL HOURS[1] 77
TOTAL FEES $6,930
[1] NOTE: Estimate only
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