With reference to our discussion, I hereby forward you a brief system study report and a proposal on Enterprise Resource Planning Software (Including Inventory of Godown, outlet, Accounts and Payroll).

The prime features of the software will be.

Data will be stored online in a single server from any location connected in web.

The management will get the live status of sales, stock position and account status of each location. This will help to avoid the process of regular import and export of data min. irregularity of which can create inconsistency in data. Hence the management can always depend on the information received from the data and there will be no chance of mismatch of status within outlet and headoffice.

The system can also be uploaded in web server; the package can be accessed from any place where there is internet connection. Hence the management has all the option to access data from any location he is in.

This will help the management to remove any human dependency and can get all the required information himself from any location with the click of a mouse.

This will also remove the delay in data export/import. Hence the accounts department at any time would be able to create any statutory report without any time delay.

The system will be secured with individual user code and password so that access to different modules can be allocated by the administrator.

The system will consist of:

  General Modules :

Location :

- Details of all the locations / Outlets directly under the company with all statutory details can be maintained.

- All Franchisees can be registered here.

 

Item Group Master :

The items would be categorized into different sections depending upon the type of item. They can be easily segregated on basis of this group. Eg. Children Shoes, Ladies item, Bags etc.

 

Item :

Here the items will be categorized under different groups. 

- Each item will have a separate unique code. 

- Pictures of each item can be stored in the system so that whenever this item is referred, the picture would be visible.

- Each item will have a specific specification which can be conveyed to the vendors to maintain certain quality.

- Colour details of the item can be mentioned here.

 

Item Deactivate/Activate :

If any item is no more in operation, that item can be deactivated so that in future it is no more reflected in the entry screens.

Later if required, it can be reactivated.

Price of Items :

- A price list of each item will be maintained with an option of price history. 

- Separate price list can be maintained on basis of the region, state and customer type.

 

Price Discount :

- Price discount can be set for each item or group.

- Discount for each item can be changed with time

- Discount can be changed only by authorized person designated by admin.

 

Bar Code Printing :

- Depending on itemcode and price structure, the bar code for each item can be printed from bar code printer.

Bar Code Reading :

- Whenever there is dealing with item, the bar code can be read through bar code reader. This will remove the chance of wrong item code entry.

SMS/Mail alerts :

-  Auto SMS/Mails can be created at all the points required like order placement, payment alert or enquiry. This will stop the wastage of time of creating mails. It will also remove the human dependency regarding follow-ups.

Online Enquiry / Franchisee / Complaint Registration :

Enquiry, application or any type of communication by respective people can be placed through this module which can avoid unnecessary calls and hence will prevent wastage of time.

 

  Operation at Godown

Vendors/Suppliers

A list of vendors with all their details would be maintained. They are the approved suppliers from whom purchase of materials would be done. 

Active/Inactive status can be maintained for each vendor so that whenever a contract with a particular vendor comes to an end, this vendor would no more be visible in the vendors list.

A lead time will also be maintained against each vendor/item so that it can be maintained that how much time would be required by a vendor for supply of certain item.

Indent

Whenever there is requirement of an item, an indent would be created by the authorized person. Whenever some indent is created, it will paralelly show the current stock of that item.

Purchase Order to vendors

On basis of the approved indents, purchase order will be created. The purchase order will contain the item details with the approved price appearing automatically, while generating an order.

Auto Purchase Order

Indent and Purchase order can be generated automatically too when an item reaches below the min. stock level,. The purchase order would be sent to the vendor only on authorization from the higher authority.

GRN -

The GRN is the receipt of the materials from the supplier. Materials are supplied on basis of the P.O. The materials which arrive from the supplier has the P.O. No. mentioned on it. The supplied quantity should be the ordered quantity only. In case the supplied quantity is more than the ordered quantity, the acceptance of the extra quantity should be sanctioned by the purchase manager. On sanction of the purchase manager, an auto indent and thereby an addition to the purchase order should be generated. It will immediately affect the stock. There should also be a report which will contain the list of all these auto generated indents.

Return Outward -

In case the item does not pass the testing parameters, it will be returned to the supplier automatically decreasing the stock quantity.

Indent from other locations

Indent entered by the other locations demanding supply of materials would be collected at the stores. There can be online checking of what is the stock of those items at the outlets. If it is felt the items can be supplied, then the items would be sanctioned for dispatch.

Stock Transfer Out

On basis of the indents, stock would be transferred to those locations. While transfer, a stock transfer voucher would be generated to accompany the items to the outlet. Later this transfer would be visible at the outlet and after tallying the items at their end, they will accept the items at their end. As soon as they accept the items, stock at their end will increase.

Stock Transfer In

Items can also be received from other locations at the stores. In that case the stock transfer entered there would be displayed at stores. On acceptance of the transfer, the stock will increase at stores.

Damaged Goods

There can be entry for damaged items. If items are damaged, they can be entered in this module which will immediately decrease the stock of that item.

Purchase Order from Customer/Franchisee

Purchase order received from customers will be entered in this module. There will also be provision for online entry of purchase orders by the customer. On entry of the purchase order, a mail/sms will reach the store manager.

Despatch / Invoicing

On basis of these purchase orders, items would be sent to the customer. In case of challan and invoice, the billing address and the delivery address for a customer/franchisee can be different.

Invoice can be of different types like manufacturing, trading etc. and these will have separate invoice no. sequence.

Stock Reports

The stock at the store will always be updated and it can be received through Item Group wise, Item wise Ledger and Summary.

Stock Valuation

At any point of time, the stock valuation would be available through two method of calculation. First in first out method & average rate method.

No stock transfer or sale would be allowed if there is no sufficient stock of that item in the system.

 

 Operation at Outlet

Stock Transfer Inwards

Whenever a stock is received from stores or other outlets, it will be reflected in item-wise stock transfer. The outlet manager immediately has to verify the stock received. If the received stock tallies with that reflects on screen, the outlet manager accepts the stock and immediately the stock at the outlet increases.

Stock Transfer outwards

Sometimes stock is transferred from one location to another. In that case the transferring location has to enter a transfer outwards entry.

Damaged Goods

There can be entry for damaged items. If items are damaged, they can be entered in this module which will immediately decrease the stock of that item.

Sales

The sale of different items will be done through this module. The rates will automatically appear on screen and the user will have no permission to change the rates. 

There would be provision for discount entry but that would be available only to designated persons and upto a certain extent.

All the statutory obligations like tax, etc. would be automatically calculated as set against the item from the higher authority.

Item sale can also be done through bar code reader which will immediately reflect the item code, price & description. This will avoid the possibility of error while making entry.

No sale would be allowed if there is no sufficient stock at the outlet.

All the sale bills will have a track of the cashier who has entered the bills.

Indent

Indent can be generated from the outlets with the requirement of items. This indent will be automatically reflected at the central store.

Auto Indent

Whenever any item goes below the min. stock level at the outlet, an auto indent will be generated and will be alarmed at the head office.

Petty Cash Maintenance

The outlets can maintain a petty cash with their regular expenses. All these expenses will be entered at the outlet.

There would be provision of monthly limit of expense which can be set for each outlet. The system will not allow any outlet to cross this limit of expense.

Credit/Card Sale

The system will have the provision to keep the details of the credit sale that is done through credit/debit card.

Daily Closing

At end of the day, the system will show a cash statement on basis of the cash collected and the expenses made. 

The cashier has to enter the denomination of notes collected and that has to match with the cash balance of the system. This daily closing can be saved only when both matches. As soon as the daily closing is done, an alarm will be sent at the head office regarding this submit.

Stock at Outlet

As soon as the entries are done, the stock would be updated at the server. Hence, it would be possible for the central office as well as the management to get the stock of the outlet at any moment.

Stock Valuation

Stock valuation of each outlet can be received with separate logic of calculation set for them by the head office. This logic of calculation can change from time to time, and in that case, the history of this valuation rate would be preserved.

Daily Sale Statement

Daily sales statement / summary would be generated on basis of item and item group. 

 

  Accounts

 

Masters

- Books

- Ledger

 o   Cash/Bank Account

 o   Sundry Debtors/Creditors

- Sub-Ledger (Will be automatically created from vendor and customer list)

- Govt. Statutories, i.e. the tax structure as applicable at different regions & states.

 

Transaction

- Purchase Voucher (Automatic generation from Stores)

- Sales Voucher (Automatic generation from Stores and Outlet)

- Debit Note/Credit Note (Automatic generation from Stores and Outlet)

- Payment/Receipt/Contra Entry (Automatic generation from cash purchase and cash sales)

- Journal Voucher

- Bank Reconcilliation

 

Reports

- Ledger

- Sub-Ledger

- Cash/Bank Book

- Stock Valuation Statement (Location-Wise, Item-Wise, Item-Grop wise)

- Journal Register

- Tax Register (Central/State with input vat/output vat provision)

 

Finalisation (Location-wise and Consolidated)

- Trial Balance

- P/L Account

- Balance Sheet

 

  CRM :

 

- Detail data for clients would be maintained

- Alert messages, sms and mail would be sent on occasions like Date of Birth, Anniversary would be sent.

- Analysis for trend of queries.

- Followup for all communication regarding queries.

 

  Repair Tracking

- A unique number would be provided for each repairing requirement.

- The request would be tracked on basis of that unique code.

- The master of all cobblers for repairing.

- Entry of re-direction of repairing job to H.O. or cobbler as and when required.

- Alert, SMS, Email to customer and outlet when the material is ready.

 

  Package and Material Tracking

- A unique number to be set for each package or material

- Details of the location where the package is kept.

- Stock report of these materials location-wise.

- Sale details of these materials.

 

  E-Commerce Reconciliation

- Entry of all Bills against sale through e-commerce.

- Reports on receivable amount from portal.

- Reconciling goods returned bills with portal.

- Calculation of commission to be paid to e-portal.

 

  System Administration

a) User Creation

b) User-Wise and User Type Wise module rights.

c) User-Wise Module-Wise Add/Edit/Delete rights

d) Company details editing

e) Data export

f) Data import

g) Backup

h) Restore

i) Entry log maintenance