1.         Project Background:

AFI transitioned to become an independent organization owned and supported by its members in 2015. AFI registered in Malaysia as an international organization under the International Organizations (Privileges and Immunities) Act 1992, and our official independence being declared on 27 January 2016. AFI’s operations and programs are funded through membership subscriptions and donor contributions.

AFI has been using Microsoft Dynamics 365 (D365) since 1 July 2019, as the organization’s Enterprise Resource Planning (ERP) system to manage and integrate business processes for accounting records, financial reporting and procurement. The functions managed in the ERP system include Budgeting, Accounts Receivables, Accounts Payables, Fixed Assets, General Ledger, Project Accounting, Staff Travel Requisition and Expense Reimbursement, and Procurement. Prior to using D365, AFI was using the BlackBaud accounting system at the start of its business operations. 

AFI Finance team is looking for a new accounting system to replace the existing D365. The new system shall manage the business processes as outlined in paragraph above, with strong functional capabilities at a lower cost. AFI currently has approximately 80 staff members across its global operations. The primary users of the accounting system will be personnel from the Finance, Procurement, and Travel functions, comprising approximately 10 users. Vendors should propose a solution that can adequately support current user requirements while allowing for future scalability and expansion across the organization.

The new accounting software is expected to go-live on 1 January 2027.

2.         Overall Objective:

The objective of this engagement is to procure, configure and implement a new accounting system, and to migrate the essential historical financial data from D365 to the new accounting system so that the new platform encompasses complete accounting records from the start of AFI business operations.

The new accounting system is expected to ease data recording, manage accounting and procurement process workflow with user-friendly features for organization wide end users, comprehensive platform for project accounting and provide easy extraction of data for financial reporting.