The prime focus of the software is keeping a firm control over the purchase of items, production and dispatch processing with respect to quantity, quality & price. It would also ease the day to day operations. It is an integrated system with information being generated at the very moment data is being entered. At every stage where a decision will have monetary effect, the module will only proceed with proper authorization through allotted password.

It is a multi-user system with a single database server.

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

 

  Inventory Module :

a) The system starts with the following master entries :

a) Supplier

b) Component (with min. stock level, max. stock level and supplier-wise leading time details).

c) Approval of Supplier with Item, rate & quotation no.

d) In-Process Details

e) Job Worker Master

f) Approved Job Work Rate

g) Bill of materials

h) Finished Item

i) Customer

j) Finished Item rate history linked to Customer.

k) Assembled Item Details

l) Bills of Material for assembled item.

m) Location of dispatch

n) Location for delivery.

 

  Operational portion

a) Production Planning -

Periodically production manager does a production planning on basis of the projected sale. With reference to the bill of materials master, the system shows the components required for this production. It also shows the current stock position in stores of the required components and the components required for production which is already in line.

b) Indent Creation –

On basis of this planning, the indent is generated. The indent contains the Production Planning reference. The indent can only be forwarded for Purchase Order only with proper authorization by the designated authority through password.

c) Purchase Order -

The purchase order will be made by the purchase department on basis of the authorized indents and only to approved suppliers with their prior approved rates. The P.O. finally is to be authorized by the designated authority with proper password. 4 copies of the P.O will be printed. One to be filed by the purchase department, one for the supplier, one as an acceptance copy of the supplier and one copy to be forwarded to the store department for future reference during the time of GRN.

d) GRN –

The GRN is the receipt of the materials from the supplier. Materials are supplied on basis of the P.O. As soon as we enter this module, the system should show the list of items which reached the min. stock level. This will help the store keeper to recommend for order of these materials. 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.

e) Item Return –

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

f) Job Work –

Job Work is provided to enlisted job workers on approved rates. While giving the job work, it automatically shows what the items to be issued are, what the quantity to be issed is and what the current stock is. As soon as the job work is provided, the issued materials get lessened from the stock. It keeps a track of the transformation of the product during job work. The issued material gets lessened and the received material is increased.

g) GRN from Job worker for processed Items–

Here the materials of job work which was given to the job worker are received from them. Here again a reference of the job work no. is maintained.

h) Issue –

After the items pass the testing parameters, they are to be issued to the production department on basis of the requisition slip and with reference to the testing no. While issuing it should also mention the name of the product for which the material is being issued.

i) Bill Passing –

During bill passing if there is any difference in rate from the rate mentioned on the P.O., it should immediately block the passing of the bill. The bill should be passed by an authorized person. After the bill is passed, a voucher should be generated which will go to the accounts along with the passed bill and the bill passing confirmation document for payment to the supplier. While bill passing it is also to be seen if there is acceptance copy of the P.O. with the purchase department. In absence of the same, the bill is not to be passed without sanction of designated authority.

j) Production –

The items issued from the stores are received by the Production department. The production is made according to the production planning already made. A report must come at any point of time what is the status of production with respect to the production planning. The production will take place as per the norms set by the Bill of Materials. It must also keep a reference of the testing no. from which the components are used. On completion of production, it will immediately increase the stock of finished product.

k) Rejection during WIP - 

A track of all the rejection material during WIP is entered. The rejection is categorized as damaged/reprocess item. A register of same is maintained.

l) Purchase Order from Customer –

A purchase order from the customer is to be maintained. On basis of this order the dispatch will be made. The order can be broken in respect of destination of delivery. Here the rate and the date limit within which the dispatch is to be maintained should also be entered.

m) Dispatch –

On basis of the purchase order from the customer, the product has to be dispatched. The bill will be generated from the system. A copy of this bill will be forwarded to the accounts department. Dispatch will not be allowed if there is no stock against that item.

n) Reconciliation –

There should be periodic reconciliation of stock for Store materials, Work in progress Materials and the finished products. Here the stock as per calculation is to be tallied with the physical stock. The variation should come out through a variation report.

 

  Reports :

  a) Registers for all the masters

  b) Production planning register

  c) Indent generated register

  d) P.O. generated register

  e) Approved suppliers list with corresponding item and their rates.

  f) Approved Job Worker list.

  g) GRN Register

  h) Component stock Register

  i) Component ledger

  j) WIP stock register

  k) Finished Goods stock Register

  l) Stock movement register (For all the three above)

  m) Min. Stock level register

  n) Max. Stock Register

  o) Lead time Register

  p) Bill passing register

  q) Production Register

  r) Prduction vs Production Target Register

  s) Voucher raised against bill register

  t) P.O. register from customer

  u) Despatch Register

 

  MIS Reports :

  a) Store item reconciliation.

  b) WIP reconciliation.

  c) Finished product reconciliation.

  d) Tally of issue with Bill of Materials.

  e) Purchase Rate verification.

  f) Pending purchase order.

  g) Period of order and delivery by supplier.

  h) Auto indents generated.

  i) Periodic Raw Material required for Production vs Actual issued

  j) Periodic Raw Material required for Assembled Item vs Actual issued

  k) Rejected Material details

 

  ISO Module :

  a) Specify the header/footer part of the documentation.

  b) Parameters for quality control test for each process.

  c) Authority master for approval of QC.

  d) Reports as per format provided by the organization.

 

  System Administration :

  a) User Creation

  b) User access rights

  c) Company details editing

  d) Data export

  e) Data import

  f) Backup

  g) Restore

  h) Entry log maintenance