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General Scope of ERP Modules |
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Introduction
This document provides the general scope of the integrated modules for an enterprise wide solution developed by us as a framework, to be used as the base for the ERP projects. However, any enterprise wide solution or a specific module we deliver to a customer would exactly address their requirements and speak their language, rather than generalizing into the shape of our framework. For this we do thorough analysis of the customer's functions and also keeping the best practices for the identified business processes in mind, we design the solutions with complete involvement of the customer. We also ensure that the solution is properly understood by the end users and that the implementation of the enterprise modules is successful. We do lot of hand holding of the customer in this process during the phases of system design, design acceptance, solution training, implementation and implementation sign-off. Our processes in this have become mature to enable us to educate the customer to bring down the total project cost and time. The general framework of the enterprise solution consists of the following modules and with the scope as under:
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1. Financial Accounting Module |
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Unique, comprehensive control of the creation of negative balances: This feature ensures that negative balances are never created for any account while entering / changing / deleting transactions on current date or on the past date. This feature also adjusts the balances day wise down the line towards the period end for the accounts when some transactions are created / changed / deleted on a back date thus ensuring the maintenance of right balances on any given day. This feature is unique and cannot be found in any other reputed software package. |
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Unique Accounting Period and Period End-Closing Management: This feature allows creation of accounting periods in advance of any length and offers an un- paralleled period end - closing management. This feature enables the user company to close a period any number of times on 'Interim' basis and close the period once for all when the audit is complete with 'Final' status. Users can do any sort of changes as long as a period's closing status is 'Interim' and can close it any number of times till it is run with 'Final' status. But when a period is closed with 'Final' status, no changes will be allowed further in that period.
Each time a period is closed, opening balances of the accounts and accumulated profit & loss a/c will be reset for the subsequent period and in doing so the system will check for the creation of negative balances in the accounts of the subsequent periods due to the changes made in the previous period. Period End-Closing history will be maintained by the System along with the log information of the accounts for which negative balances were being created in the next period due to the changes made in the previous period and hence for which accounts the system couldn't reset the opening balance amounts for the next period. |
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Comprehensive financial instruments management: This feature enables the user company to input the Cheque books from various banks and automates their issue management. Further it enables the user company to input the Cheques / other instruments receipt from the external sources with classification on whether they are received for 'payment' / 'advance' / 'payment and advance' purposes. Bank receipts are comprehensively integrated with 'Cheque' / ‘instruments receipt' and bank payments with 'Cheque / instruments' issue registers. |
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Seamless integration of ‘sales' and ‘material' modules by way of the comprehensive bill balance management both for receivables and payables. All this is done automatically in real time by the system by giving the information of the balance bills and out standings right at the entry of receipts and payments thro cash/bank accounts and by ensuring the selection of appropriate bills. This mechanism also ensures that all the receipts and payments of the company are well organized. |
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Customizable balance sheet, profit & loss and other statutory statements: In addition to the standard formats in liability & asset and income & expenditure headings, user company can customize their 'balance sheet', 'P&L' 'cash flow' and 'abstract balance sheet & general business profile' formats and get their schedules as and how they need for in-house/statutory requirements. This again is a very unique feature, which cannot be found in any other available reputed software. |
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It offers well-designed vouchers for cash receipt, cash payment, bank receipt, bank payment, sales, sales returns, purchase, purchase returns, contra, journal, debit note and credit notes. All these have integration to other functionalities to ensure that entries are appropriate while being easy on the user. |
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All accounts including current profit and loss account are updated on real time as and when the transactions are entered/changed/deleted. And thus all statements like trial balance, balance sheet and profit & loss reflect the real time status of the company. |
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Accounts can be identified with units/branches/divisions/projects/cost centers / profit centers etc so that financial analysis can be obtained at a business entity level. |
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It provides bill discounting and Cheque discounting functionality and keeps track of their status. |
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Forex Adjustments by Invoice and Profit or Loss Calculation per Period |
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Form 18 Generation and Printing |
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Form 26 Generation and Printing |
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Very valuable, pro-active and decision support analysis will be provided by the system as and when required, like the following: |
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Status of bills receivables and payables |
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Bill raising details item wise / item type wise |
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Bill receipt details item wise / item type wise |
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Bills aged after credit period for payment |
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Bills aged after credit period for receipt |
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Cheques received and their status |
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Cheques issued and their status |
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Cheques pending for depositing |
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Invoices raised / received but not posted |
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Duties / Charges receivables and payables |
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Bills discounted - Current bill balance |
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Cheques/Instruments discounted - current status |
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Advances received / paid and their adjustments with payments. |
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Forex Adjustments by Invoice and Profit or Loss Calculation per Period |
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Besides the above analysis, system provides very meaningful and well-detailed reports for the following: |
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Cash-book |
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Bank-book |
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Ledger |
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Sales-book |
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Purchase-book |
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Statement of accounts |
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Bank re-conciliation statement |
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Transactions posted |
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Forex rates for buying |
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Forex rates for selling |
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VAT Compliance is provided in integration with the Materials Module Recently. |
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2. Materials Management Module |
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System will offer material types like raw materials, spare parts, consumables and finished goods etc. Material definition in the system includes the type of material, base unit, base quantity, alternate units, re-order point, min-stock, max-stock, batch management indication, bin management indication, domestic procurement indication, standard price (with multicurrency option), Opening stock details, procurement specifications and other specifications. |
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Storage locations can be assigned to material types and a storage location can have any number of storage bins. All stocks are maintained at bin / storage location level along with the batch details, available if any. |
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Comprehensive batch management is offered through batch splitting, batch wise stock updating, making available the batches for consumption along with receipt particulars and if applicable, through batch expiry management. |
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Recommended prices (with multicurrency option) can be set for the procured materials which will be made available as default prices while making purchase orders for them. Approved vendors can be set for the procured materials. |
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A procurement enquiry can be created for any number of approved vendors and the quotations from different vendors will be compared in a comparative statement for that enquiry. |
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Procurement specifications as given in the material definition will automatically be carried to enquiries and purchase orders, where they can be modified specific to those enquiries / purchase orders. A purchase order can be created with or without the reference of a vendor's quotation. All materials will be taken as line items to exercise close control for order follow-up and to validate at the time of material receipt. Recommended prices can be obtained as default prices for all the line items. And for the materials for which rate contracts are set, prices will be provided by the system by taking from the rate agreements in which case, user cannot modify the price. |
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Material receipts for procured materials are comprehensively managed by validating the received quantity, by providing for the batch wise split-up of the quantity, by providing for the bin wise / storage location wise split-up of the received quantity and by providing for quality inspection. Material inspectors who are authenticated by the system can accept / restrict / reject those receipts in full or in part. This process will update in real time, the purchase order balance quantities and the stocks. If rejected the material can be sent back to vendor. |
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Material indenting and material issue for consumption are integrated both for procured and intermediate goods to update their respective stocks at batch / bin / storage location and the overall quantity. |
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Vendor invoices (Vendor bills) are entered in to the system as abstract invoices (with multicurrency option) with all control data including the credit period for that invoice. Vendor bill certification will be carried out with reference to the Inspection at receipt. |
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Vendor bill certification process is comprehensively managed with the management of goods receipt note inputs, the purchase orders inputs and the vendor invoice inputs. This transaction also integrates with the finance module. |
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All inventory can be managed period wise and period end – closing is provided for transferring the stocks from one period to another period. Inter-bin and inter-store transfers are made possible to take care of the internal stock movement. |
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Besides the above, the system offers the following analysis: |
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Goods delivered but not invoiced |
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Inventory valuation material type / material wise on FIFO / weighted average for imported Items and domestic. |
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Re-order / min / max limit crossing status |
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Materials - vendors – comparative prices |
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Vendors – delivery date compliance |
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Procured materials – awaiting inspection |
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Procured items rejected but not sent for replacement |
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Procured items – rejection analysis |
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Procured items- rejection details |
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Batch wise / bin wise / storage location wise inventory |
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Day wise inventory |
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Material reconciliation |
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Slow moving items analysis |
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Fast moving items analysis |
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Non-moving items analysis |
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3. Production Planning Module |
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Definition of process types that need to be operated in the plant for an order, with examples being rolling, welding, stress relieving etc., |
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Definition of work centers in the plant, at which the work is carried out, with the examples being plate bending machine, plate cutting machine, welding site etc., |
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Capturing of sales order with typical details of the customer, the list of deliverables, the quantities, the schedules, the billing terms, other terms and conditions of the order and the sales order as received as an attachment. Further an owner is also identified, who is responsible for the execution of the order. |
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Bill of material for an order in the format of a tree, with a facility to classify the levels of the tree as main assembly, sub-assembly and material or item. The order itself here is considered the main assembly and as such there can be only one main assembly in an order. A main assembly can have any number of assemblies and an assembly can have any number of sub-assemblies. A sub-assembly can further have sub-assemblies in it. The material requirement is identified in general at the material level unless otherwise the sub-assemblies or the assemblies are bought-out. Hence at the assembly and sub-assembly levels, indications are provided for: internal assembling, assembling outsourced or bought-out. |
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Material requirement summary is produced from the bill of materials of an order, by summing-up the requirements of the same items besides giving the distinct requirements.
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From material requirement summary, material availability can be checked and the appropriate reservations can be made. If required, an approval chain can be provided for the reservation process. |
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For the materials not available, a purchase requisition is released with the procurement specifications of the material. The processing of this purchase requisition is taken care in the materials module. |
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A process sheet is given for all the assemblies and sub-assemblies processed in the plant. The process sheet, in general contains the details of: the required by date, the owner for execution, inspection owner, list of processes, process type of each process, work center for each process and the estimated time for each process etc., A job card can be generated from the process sheet for each process sheet. |
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Job card captures the details of the owner, the required by time, the processes to be carried out, the work centers and the estimated time as given in the process sheet. Further the actual time taken for each process, the date and time of execution and the total cost of processing charges are captured in the job card. |
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With reference to a job card, material indents can be raised to draw the material from the stores. The indenter will know the material availability online at the time of indenting. |
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Material issue is done with reference to the material indent and in general it contains the details of the quantity of the material issued, issued to person, issue date, issue time, job card etc., |
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Material can be returned that is in excess of the actual requirement of the job card, as taken through a material indent. This material returned goes back to the raw material available inventory and the remaining quantities go into the consumption account of the order. |
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When required, materials can be transferred from one storage location another storage location using the store-to-store transfer transaction. |
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A sub-assembly/assembly on its completion is subjected to inspection by the inspection owner and is received into the in-process inventory through the assembly/sub-assembly receipt transaction.
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An assembly/sub-assembly can be indented for making the next level of assembly with the help of the assembly/sub-assembly indent transaction.
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An assembly/sub-assembly will be issued for further assembling with the help of the assembly/sub-assembly issue transaction.
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A main assembly on its completion is subjected to inspection by the inspection owner and is received into the finished goods inventory through the main assembly receipt transaction.
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A delivery note is prepared for delivering the order as per the sales order specification. |
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Besides the above, the system offers the following analysis: |
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Order receipt particulars in a duration with details of customer, order items, value, order categorization, total value etc. |
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Orders Delivered particulars in a duration with the details of customer, order items, value, order categorization, total values etc. |
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Delivery plan as per the orders data with order number, customer, order items, order value, required date, total value etc. |
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Orders delayed particular with focus on customer and value. |
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Raw material consumption statement per order with focus on items and the cost. |
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Processing charges statement per order with focus on the process and cost. |
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4. Sales and Order Processing Module |
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Enquiry Received from Customer: Capturing the enquiry details received from customer/prospect for submitting a quote. This contains Product details like specifications, quantity, required by date, delivery location details, terms and conditions etc. |
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Quote submission: Quotation to be submitted to customer based on the enquiry received. This contains details product and its specifications, quantity, price, taxes applicable, terms and conditions and delivery date. |
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Sales order: This is an abstract of customer purchase order received from Customer. This shall contain the details of product details, price, delivery date and place etc. Once the order is received to the same will be sent to Production for planning. |
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Dispatch details: Delivery Challan captures the dispatch details. These details will be updated from dispatch section of production unit and will be visible to sales people. |
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Invoice: A provision will be given to generate Proforma Invoice and final invoice as per the requirement against sales order (Customer purchase order).
This integrates with finance module by capturing the total order value, balance payment etc. |
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Besides the above, the system offers the following analysis: |
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Business Activity analysis: |
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Enquiries Received |
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Quotes Submitted |
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Orders Received |
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Invoices Sent |
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Enquiries to be responded
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Business analysis: |
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Business - Customer wise |
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Business – Region wise |
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Business – Product wise |
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Business – Vertical wise |
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Orders Released - Month wise |
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Billing Analysis: |
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Billing Made - Customer wise |
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Billing Made - Month wise |
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Billing Made - Region wise |
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Running Sales and Delivery Analysis: |
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Running Sales Orders |
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Delivery Performance |
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Month wise Delivery Requirements and Performance |
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H.R and Pay-Roll Module |
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Employee details in terms of profile and history from the start of his/her career with the company and till the end of the services with the company. |
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Integration of relevant transactions to update the employee profile with the details of joining, confirmation, designation when appointed, promotion, transfer, resignation, retirement, training, leaves, advances, reimbursement etc |
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User-definable pay roll parameters, to enable the pay-roll administrators to define on their own the earnings/deductions/taxes/provident fund/insurance and any other parameters that will impact the salary of an employee. This feature removes the worry of updating the software with ever changing parameters and addition of new parameters in the due course of time. |
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Formula Definition to establish relationships among the parameters with simple arithmetic operators. |
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Management of arrears, advances, loans, income tax etc.
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Maintain and calculate records of attendance, salary, leaves, PF, LTC, advances, loans, medical, bonus, IT, ACR and APR. Attendance automation can be provided with card recognition systems, thumb sensors etc., |
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Printable outputs at various levels for different custom purposes |
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Standard reports for the Pay-Roll |
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Attendance Sub- Module |
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Automatic employee In and Out capturing from the instruments, as the basis for attendance. |
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Verification of attendance and correction, department wise. |
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Absentees listing. |
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Attendance policy. |
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Latecomers report.
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In and Out times tracking, generation of related analysis, at employee level and at department level. |
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Customer specified reports, within the data structure available. |
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Leave Management Sub- Module |
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Leave type definition. |
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Leave policy for each leave type. |
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Leave balance update at system start. |
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Online leave application workflow, department or team wise. |
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Online leave application and approval process in the set workflow. |
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Real time update of leave balance. |
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Manual leave application processing, suitable for the employees, who are not in the identified workflows. |
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Already approved leave position in the department or team, while processing a leave application, to ensure that the approver does not sanction leave to many people at the same time in the same team or department. |
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Leave balance of the applicant under different heads, while the approver processes a leave application. |
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Leave balance position under different heads to the applicant while, he/she applies for leave. |
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Online checking of leave position of the self and the employees under control. |
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Customer specified reports, within the data structure available. |
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Visitor Sub - Module |
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Capture and forward the visitor information along with photograph to the concerned officer for his yes, no or wait decisions for the visitor entry into the plant. |
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Print the visitor pass, as per the sample given with photograph and store the visitor data. Storing of the visitor data can even happen at Point 1, as per the customer choice. |
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Customer specified reports, within the data structure available. |
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6. Office Management (through eOffice) |
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A web-enabled office management system with 26 important office functions in one single platform that are covered under the following sections: |
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Internal and External Communication Management |
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Messaging and Conferencing |
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Workflow Management |
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Work Assignment and Work Reporting |
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Document Warehouse and Document Management conforming to ISO 9001 and ISO 14000 standards |
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Knowledgebase |
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Attendance and Leave Management |
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Executive planning |
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Executive dashboard |
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Notice Board |
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Complaint Management |
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E-Forms and E-Documents with Version Management |
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Employee Appraisal Management |
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Company Address Book |
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Company News Publishing |
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Expressions |
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Fun |
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Multi-Location Integration etc., |
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Document Management details for ISO 9001 and 14000 |
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Controlled Document Version Management with Check-In and Checkout Control |
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Document Format/Template Management conforming to Quality Standards like ISO 9001, ISO 14000, CMMi etc., |
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Document Authorization, Document Release, Document Approval, Document Change, Document Publishing and Document Archiving conforming to ISO 9001, ISO 14000, CMMi etc., |
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Powerful Document Search and Traceability |
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Workflow Management for Document Release, Approval, Change Request Management etc., achieved with a user friendly dashboard |
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Document Audit Management conforming to ISO 9001 and ISO 14000 standards etc., |
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