ERP System - F Test

4, 1st Floor, Dharmpal Awana Mkt., Atta, Sector-27, Noida (U.P) - 201301, INDIA

Phone - 91-120-3918622

Cell - 91-9810514593, 91-9350461587, 91-9873449998

E-mail - [email protected] website - http://www.asoft.co.in

aSoft Solutions(An innovative technology)

aSoft Solutions BAIS V2.0 of 25

Issue Date : 23-03-2010 Alteration Date: 00-00-0000

TABLE OF CONTENT Page

PART – 1 INTRODUCTION 1.1 Computer’s Layout 3 1.5 H/W & S/W Requirement 3 PART – 2 Information Description 2.1 System Diagram – BAIS V2.0 4 2.2 Process Flow Chart 5 2.3 Information Contents & Flow 2.3.1 Purchase Objective, Feature & SRS 6 Purchase Process Flow Chart 7

2.3.2 Inventory Objective, Feature & SRS 8 Inventory Process Flow Chart 9 RTS Process Flow Chart 10 FGS Process Flow Chart 11

2.3.3 Manufacturing Objective, Feature & SRS 12 PPC Process Flow Chart 13 Production Process Flow Chart 14

2.3.4 QC Objective, Feature & SRS 15 QC Process Flow Chart 16

2.3.5 Sales & Distribution Objective, Feature & SRS 17 Sales Process Flow Chart 18 Customer Rejection Process Flow Chart 19

2.3.6 Finance & Account Objective, Feature & SRS 20 Finance Process Flow Chart 21

2.3.7 Taxation Objective, Feature & SRS 22 Taxation Process Flow Chart 23

2.3.8 Administration Objective & Feature 24

2.3.9 Abbreviations 25



Computers Layout for ERP

Switch

SOFTWARE Required 1. O/s – Windows Server 2003 2. S/w – MS office 2000 3. DB – SQL Server 2000

ERP Administrator

QA Prod

S E R V E R

SERVER / ERP ROOM

Store Finance

1. User’s Training 2. Database Administration 3. Any others Task

Purchase

Sales / Invoicing

SOFTWARE Required for Nodes 1. O/s – Windows XP 2. S/w – MS office 2000

PPC



(-)

Not OK

(+)

OK

Not OK OK

Not OK

Not OK (+)

Y E S

Y E S

BAIS-ERP FLOW

Purchase Order

Receipt & MRR

Indent Generate

Prod Planning

Material Issue from Store

Vendor Rejection

IQC Inspection

Contact Review & Order Receipt

Lotcard Generation

Production

Packing Box

Invoicing

Material Packing

Banking END

Finished Good Stock

Printing

Scrap/ Rework Stock

Raw Material

Stock

No

Customer

FG Status

Short Fall

No

Y E S

Accept

OK Re-test

START

Customer

Re -Test

Sales Invoicing

FQC

Business Development

Customer PO

Kick of Sheet

PO Approval

Store Inward

Debit Note & Purchase Return Invoice

Account Updating

Payment Vendor / Jobworker

FG Inward

Dispatch Advice



Kick of Sheet i.e Projection Plan

Contact Review & Order Receipt

Material Requirement Planning

Production

Final Quality Inspection

PO for Vendors

Gate Entry & Receipt

Incoming Quality Inspection

Dispatch Advice

Material Issue to Production Material Stock Updating

Invoicing

Vendor’s Account Updating

FG Stock Updating

Customer’s Account Updating

Customer PO

KOS vs CUST PO Matrix



Purchase Objective :

Empowering enterprise to procure right material at right time and at right prices. Real time status of materials in hand and in pipeline. Optimal utilization of goodwill and resources of the enterprise.

Feature : ♦ Elaborate Vendor Masters with Categorization Vendor approval,

Activation and de-activation, ABC Analysis and Black List ♦ Payment Hold Supplier Item parameters and selective approval Consolidation of Purchase ♦ Auto Indents generate against MRP Run, Purchase Consolidation RFQs, Supplier Quotations ♦ On line price Comparison ♦ On line Purchase Requisition for Various types of material including ROL, Stock, Trading etc. ♦ Indent cancellation ♦ Online display of Indent quantity determination factors ♦ Auto updation of Indent Status ♦ Purchase Orders management including amendment, Requisition and Purchase Order

Approval ♦ PO holds & Closure ♦ Auto Purchase Order Status ♦ Updating Order Scheduling ♦ Purchase of Services ♦ Direct PO, RFQ etc. Email, Print or Fax ♦ User defined Purchase Analysis – Complete, Last and Periodically. ♦ Standard Purchase Terms Re-inspection and Disposal of Rejected Material ♦ Purchase Orders in Foreign Currency ♦ Work Orders management including Requisition ♦ User defined Work Orders Analysis ♦ Alternative Units of Measurement ♦ Product Profile Supplier Part Numbers and Alternative Names ♦ Online Inventory Parameter display at PO raising ♦ Vendor performance and ranking ♦ Vendor mailing list ♦ Complete Purchase Reporting - Online and Offline ♦ Document Search Engines SRS : • Item Master – material type, group, sub group, item description • Vendor Master, Vendor Item Master, indent tolerance, item rate, currency unit, purchase receiving tolerance • Vendor’s Consignee Master • Job worker / Service Provider Master User Feedback (JBJ-E46) : • Quotation analysis mandatory along with at least 3 vendors • Material Received from vendor’s different consignee at different purchase rate



Quotation Analysis

PO without Indent

Finance

Indent for PO

PO Generate

Indent for WO

PURCHASE

Inventory

WO Generate

Vendor Approval

PO Printing

PO Approval

Gate Entry

WO Printing

1. Any Department 2. Prod Planning 3. Auto against MSL

Vendor Item

Registration

E-mailing

E-mailing

Quotation Approval



Materials Inventory and Warehousing

Objective : Materials Management, one of the most important business processes for an Enterprise, play a major role in cost reduction, efficiency build up and Customer satisfaction. BAIS provides right from assessing the requirements of materials to making it available at the right time and cost to analyzing the consumption/usage patterns.

Feature : ♦ Elaborate Item Master, Hierarchy of Item Categories ♦ Multiple stores housing same material option Bin Nos. option ♦ Serialization of both Bought and Manufactured material ♦ Parameterized Inventory Levels ♦ Unlimited Material Indenting Areas ♦ Multiple Units of Measurement ♦ Auto Generated Part numbers and User defined of Drawing No ♦ User defined Item Categories and their Names ♦ Item Families Hazardous and Shelf life monitoring Inventory Levels like ROL, Min & Max ♦ Different Inventory Valuation methods to choose from Mass updation of Item Master -

Standard Costs , WAP, FIFO ♦ Gate Entry Operations Receiving Dock and transfer to Quality / Main Stores Zone ♦ Material Receipt against Only Approved Purchase Orders ♦ Material Receipt against Statutory Category (Excise/Non-Excise, Transportation form etc) ♦ MRR Generation after Receipt Approval ♦ Partial Store receipt Quality Control and Stock entries ♦ Purchase Orders status Close or Open depend on Material Receipt

♦ On line Material Issue Requisition for Various types of material including Inventory, Trading, Stationary, Fixed Assets etc.

♦ Material Issue Requisition cancellation ♦ Auto updation of Material Issue Requisition Status ♦ Auto issue against Production Lotcard ♦ Reissue against Short Issue ♦ Material issue on FIFO basis and Traciability through Batch No.

♦ Jobwork Handling Management for Assembly & subassembly Processing ♦ Vendor Rejection Handling ♦ Storage and handling of various types of rejected material ♦ Cycle count Stock and valuation entries for cycle short/excess material ♦ Gate Pass cum Challan Handling (RGP / NRGP) ♦ Excess, Ok, Rejected and Scrap Material Return to Store through RTS ♦ Material Receipt against RGP ♦ NRGP Challan cancellation

♦ Search engines ♦ On line Status Display – Inventory, Waiting QC, Vendor Rejection and Material Movement ♦ Slow moving, Fast moving, Dead Items ♦ Stock Register ♦ Online and offline reporting ♦ User alerts and messages relating to stock levels etc. SRS : • Item Master – material type, group, sub group, item description • Item Location, Min and Re-order stock label, Re-order point • Opening Stock and Valuation, Stock categorization – excise or non-excise User Feedback (JBJ-E46) : • Rejection Tolerance on Jobwork Challan



(-)

Not OK

JW

Bill Processing (A/c Update)

Store Inward

Approval

MRR

Rejection Store

ExternalInternal

To Prod

NCR Raise

Pur Return Invoicing

Scrap Stock

Rejection Stock

Raw Material

Stock

RECEIVE

Vendor

External

IQC

Internal

Others

(+)

(-)

(+)

OK

Inventory

ISSUE

Debit Note Raise (A/c Update)

Gate Pass

NR R

A/c Update

RTS

OK Scrap

Issue ReIssue

Lotcard

General

To Deptt

Against Short

Rej VendorJW GP

D LC

(-)

(+) (+)

Rej



RTS approval

RTS requisition

Debit Note

Return to Store

Scrap Stock

Under Deviation

Rejected Material Options – • OK • Rejected • Scrap

Hold for store inward Vendor’s Rejection Invoice

OK Stock

YES

No

Rework

RTS store inward

Batch Code Options– • ISV No • Misc i.e 0

Scrap

Vendor’s Side In-House

OK Disposal

Document’s printing

Raw MaterialStock

Scrap Stock

Material Change

Select Scrap Material

Rejection Details – • Type of rejection • Rejected Qty

Rejection Verify



Materials Finished Good Store

♦ Daily FG Credit ♦ Online FG Stock Status ♦ FG Stock Statement ♦ FG Stock Register ♦ Dispatch Summary ♦ Online and offline reporting

Store Inward

Finished Production

Invoicing

Received

FG Packing

Finished Good Store

Issue

Sales Return

FQC

Dispatch Advice

FinishedMaterial

Stock

(-)(+)



Production and Planning

Objective :

Advance Planning, machine booking, co-ordination with marketing, sales and dispatch, Bills of Material, Production Processes.

Feature : ♦ Projection Plan Receiving ♦ MRP – I : Shortage, lead-time, PO Status ♦ BOM - Process wise Specification Sheets ♦ Item family wise planning and execution ♦ Online MRP Changed Plan ♦ MRP – II : Man, Machine, Material ♦ Production Order : Lotcard / Batch card management system ♦ Daily Production ♦ Process Wise Production ♦ Production Statement ♦ Production summary Report – FG item vs Month ♦ Balance production Lot ♦ Production Stage Process / Material link Search Engines SRS : • FG Item Master – material type, group, sub group, item description • Bill of Material • Production Process, cycle time, finished Date • Rejection Tolerance • Packing Box standardizations

User Feedback (JBJ-E46) : • Pending KOS Status • Assembly Status • Line Rejection • Daily PPM • Material Issue as per lotcard requirement. No excess WIP for Raw Material.



Material Issue from

RMS

LOTCRAD Issue

MRP-I

Raw Material from Alternate BOM

PPC

Inventory Update

Material with

Lotcard to Prod

Short fall

No

YES

Shortfall

Y E S

Indent Raise

Indent Approval

PO Generation

No

Marketing / Business Development

Lotcard Generation

M/c Booking



Not OK

Materials Raw Material Store

Production Entry

Finish

Receiving

Scrap

PRODUCTION

PPC Lotcard

FQC

Repairing

OK

WIP Rework Rejection

OK

Finish Production Entry

Material Processing Materials failed RTS

Material Issue from Store through ISV

Byproduct

RTS

Packing Box



Quality Management Objective : Management of Incoming and Outgoing material. Specification Sheets, and Standardization of Rejection reasons.

Process alerts through SPC and Inspection alerts through SQC Feature : ♦ User defined Quality Checks and Standard Reasons of rejection ♦ Item wise QC check parameters ♦ Production Specification Sheets ♦ Packing Specifications with validity checks and integration with Items ♦ Test Certificate Specifications and issuance ♦ Standard Test Certificates with copy facility of previously defined ♦ Specifications Size conversion option for different measurement systems ♦ Receipt of Material from Supplier and Acceptance by QC from the total quantity ♦ Re-inspection of Material ♦ Quality checks on Customer Return ♦ Option to mark quality must for critical items ♦ Partial QC of a Store Receipt and its transfer for production / sale ♦ Workflow and seamless integration with related Business Processes ♦ Statistical Analysis and Control in every Processes ♦ IQC and FQC check under AQL system ♦ Instruments Calibration and Automation SRS : • Characteristic Master, AQL System • IQC Master • FQC Master User Feedback (JBJ-E46) : • Part Weight management i.e net weight 1 pcs



Store Inward

MRR - Vendor

MRR - JW

Production

FG Inward

IQC

Vendor Rejection

Re Test

OK

QUALITY

FQC

Testing

Not OK

OK

NCR

Report Printing

Testing

Not OK

OK

Test Report

Not OK

Cust Rejection



Sales & Distribution

Objective: Complete Customer Satisfaction. Compiled out of related business processes, S&D cover functionality right from Prospect raising to outstanding collection and other parameterized sales analysis.

Feature : ♦ Elaborate Customer and Prospect Master Multi Location ♦ Customers Parameterized Customer wise Credit limits ♦ Various Price Lists options ♦ Customer Categories ♦ Customer Part Numbers ♦ Multi Currencies ♦ Multi units of Measurement ♦ Business Groups as Customers Sales tax Group wise rates ♦ Excise Duty (Manufacturing Tax) auto charge ♦ Standard Charges on Invoice ♦ Sales Enquiry, Quotation and amendment ♦ Sales order receipt and acceptance ♦ Discount sheets and approval (Compare costs) ♦ Sales order Scheduling ♦ Online Credit Control Alerts ♦ Order Status and Stock Status at Order Booking i.e Dispatch Advice ♦ Order hold on Credit Activation and de-activation of Customer ♦ Single dispatch against multiple orders option ♦ Many dispatches against single order option ♦ Auto pick up of Rates, Taxes and conditions at Sales Order stage ♦ Re-correction of taxes at invoice stage in case of change Bill to one and ship to another Bill to

one and TOD to another Shipments from multiple warehouses ♦ Material reservation against DA and de-reservation ♦ Special instructions to Logistics on a particular shipment ♦ From Date and To Date reporting ♦ Sales Return and Credit notes ♦ Sales Targets and Forecasting ♦ Sales Plan on historic parameters and capacities ♦ Customer Order Tracking ♦ Customer Mailing List ♦ User defined aging of Sales Due date ♦ Sales Tax forms tracking ♦ Matrix Report with user selectable parameters for day to day monitoring ♦ Online and Offline Reports ♦ Customer ranking and history Allocation of a particular material to a customer SRS : • Customer Master, Customer Item Master, Customer Executive, Marketing Executive • Customer’s Consignee Master • Transportation Master • Invoice Printing Format, No. of Item in Invoice User Feedback (JBJ-E46) : • Tax Calculation of Tool Amortization cost in Invoice



FG Stock

Update (-)

Dispatch Advice

Production & Planning

A/c Update

Customer PO

FG Booking & Packing

SALES

Statutory Update

Invoice Printing

Invoicing

FG Stock Booked

FG Status

No

YES

Customer Registration

Customer Item Master Consignee Registration

Order Confirmation cum Kick of Sheet

Packing Box Status



Approval FQC

Rework

Complain Login

Customer Rejection

Closure of Complain

Complaint Options – • Quality • Payment • Transportation • Others

Reference Options– • Invoice No • PO No • Batch Code • Dockit No • Others

Scrap Rejected OK

Y E S

No

Scrap Stock

Material Change

Select Scrap Material

Scrap OK

FG Inward

Account Updating – Credit Note Creation

FG Gate Entry Rcpt

Rejection Details – • Type of rejection • Rejected Qty



Finance and Accounts

Objective: Complete online capturing of Financial Data and real-time reporting. Seamlessly integrated with other processes. Manage the finance of the Enterprises and ensures the flow of funds, Balance Sheet and Profit & Loss account at any instance of time. Feature : ♦ Multiple Financial Entities and Periods ♦ Online General Ledger and Sub Ledgers management ♦ Multiple Currencies ♦ From and To Date Reporting ♦ Automatic GL and SL entries from Purchase and Sales transactions ♦ User defined BS, P&L and Trial Balance Layout ♦ Drill Down and Data Mining ♦ Account Group wise Flag definitions for different transactions in the same voucher ♦ Entity wise Multiple Open Periods ♦ Excise (Manufacturing Tax) and Vat supported ♦ Full on-line journal validation and balancing ♦ Online Account Structure ♦ Department and Account Head wise Budgets ♦ Period Calendar (Fiscal and MIS) ♦ User defined Multiple Transaction Numbering Scheme ♦ Inactivation of Accounts and Balance Transfer facility ♦ Standard Narrations - Transaction type wise ♦ What is pending – one click real time information ♦ Account Head allocation for Inventory Categories and Taxes ♦ User defined Purchase and Sales ageing reporting and Due Date Reports ♦ Unlimited Departments and Cost Centers ♦ Sales Tax Declaration forms tracking ♦ Sales Tax and Excise - auto entries in GL and statutory books ♦ Online Supplier Invoice processing Auto transaction in GL and Purchase ledgers ♦ Fixed Assets Management and Depreciation Calculation ♦ Banking System – cheque receive, issue, EMI & Advance booking, cheque clearance ♦ Costing – cost head center, cost element ledger, profit margin, product cost calculation SRS : • Master of General Ledger, TDS Master, Currency, Taxation Rate User Feedback (JBJ-E46) :



Voucher Creation

Vouchers (Direct)

Jobworker / Service Provider

Bill Processing

Excise

Currency Updating

FINANCE

Banking

Party’s A/c Update

Ledger Creation

Vendor

Balance Sheet

Ledger Update

Non-Excise

Voucher Printing

Ageing Analysis

Cheque Book Receipt

Payment

Cheque Issue

Payment Advice Printing

Import

Ageing

Advance

Ref. No. • PO • WO • Sale Invoice



Taxation Objective :

Meet tax related obligations on manufacture as well as sales. User defined tax groups and tax rates.

Feature :

Excise ♦ Excise Duty (Manufacturing Tax) ♦ Management Standard Excise Duty Rates with effective Dates ♦ Automatic Charge of Excise Duty in invoices and outward challans ♦ Auto calculation of Excise Duty Liability ♦ Stock maintenance under Excise Laws ♦ Online Data transfer to Financial Books MODVAT (Excise Duty paid on inputs)

management ♦ Excise returns to the Government Sales Taxes ♦ Sales Tax Group wise classification of Items ♦ Sales Tax Group wise Tax rates ♦ Optional automatic charge in the Sales Invoices ♦ Different kinds for Sales for Tax Purposes ♦ User defined multiple Sales Tax declaration forms ♦ Pending Sales Tax declaration forms ♦ Online updation of Financial Books with sales ♦ Tax related activities ♦ Sales Tax return information ♦ Statutory Forms holds, Closure and Outstanding

SRS : • Type of Sales Tax Forms • Type of Transportation Forms User Feedback (JBJ-E46) :



Form Receive

- 38 (depend on state) - C - 3B - OC Stamp

Sales Tax

TAXATION

Excise Return

Tax Return Information

Issue

Vendor / JW

Vendor

As per PO 31 / 38

C & other As per PO

MRR Entry

Monthly Yearly Form 36

RG 1 Part II Excise & PLA

Tariff No identify – FG & RM

ER-1

ER-5

ER-6



Administration

Configuration and Security

Objective : Keep data secure. Give need based authorization.

Build standardization and put naming conventions in place Feature : ♦ Geographical Areas definitions including Regions and Zones ♦ Enterprise wide interaction entities like Banks, Transporters Definition of roles to operate the

various enterprises ♦ Financial limits for approval of various transactions ♦ Definition of Entity and its constituents Entity constituents relationship ♦ User Management and Access Control ♦ Master Data Creation ♦ Entity wise Financial Recording and Reporting Periods Entity wise ♦ MIS Reporting Periods ♦ Base and other Currencies and their Notations ♦ Relationship builtup between Geographical Areas for MIS and Communication ♦ Listing of Masters in various formats e.g. Notepad, Wordpad, Excel, Pdf, and Html SRS : • Department master • User master User Feedback (JBJ-E46) :



Abbreviations : AQL : Accepted Quality Level BOM : Bill of Material Cust. : Customer D : Direct Deptt : Department EXC : Excise FGS : Finished Good Store FQC : Finished Quality Control GP : Gate Pass GE : Gate Entry IQC : Incoming Quality Control JW : Jobwork LC : Lotcard MIS : Management Information System MKT : Marketing MRP-I : Material Requirement Planning MRP-II : Manufacturing Resources Planning MRR : Material Receipt & Inspection Report NCR : Non-Conformance Raise NEXC : Non-Excise NR : Non-Returnable NRGP : Non-Returnable Gate Pass PO : Purchase Order PPC : Production Planning & Control PQC : In-Process Quality Control PROD : Production R : Returnable Rej : Rejection RFQ : Request for Quotation RGP : Returnable Gate Pass RMS : Raw Material Store RTS : Return to Store SFG : Semi Finished Good SPC : Statistical Process Control SRS : Software Requirement Specification WO : Work Order

ERP System - F Test

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