Importance of ERP in an Organization

PROBLEMS WITH NON-ERP SYSTEMS

In-house design limits connectivity outside the company

Tendency toward separate IS’s within firm

Lack of integration limits communication within the company

Strategic decision-making not supported

Long-term maintenance costs high

Limits ability to engage in process reengineering

IS – Information System

TRADITIONAL IS MODEL: CLOSED DATABASE ARCHITECTURE

Similar in concept to flat-file approach

Data remains the property of the application

Fragmentation limits communications

Existence of numerous distinct and independent databases

Redundancy and anomaly problems

Paper-based

Requires multiple entry of data

Status of information unknown at key points

IS – Information System

TRADITIONAL INFORMATION SYSTEM WITH CLOSED DATABASE

ARCHITECTURE

Order Entry

System

Manufacturing

and

Distribution

System

Procurement

System

Customer

Sales

Account Rec

Production

Scheduling

Shipping

Vendor

Accts Pay

Inventory

Customer Database Manufacturing

Database

Procurement

Database

Business Enterprise

Customer Supplier

Products

Orders Purchases

Materials

WHAT IS ERP?

Those activities supported by multi-module application software that help a company manage the important parts of its business in an integrated fashion.

Key features include:

Smooth and seamless flow of information across organizational boundaries

Standardized environment with shared database independent of applications and integrated applications

WHAT IS ERP?

Those activities supported by multi-module application software that help a company manage the important parts of its business in an integrated fashion.

Key features include:

Smooth and seamless flow of information across organizational boundaries

Standardized environment with shared database independent of applications and integrated applications

INDUSTRY SOLUTIONS

Engineering Plastic Casting Food Metal

Cosmetics Chemical SolarTextiles & Garment Ceramic & Glass

LET’S UNDERSTAND ERP SYSTEM

MAJOR BENEFITS OF ERP SYSTEM

MANAGEMENT

1. Management have quick access to consolidated and meaningful information in form of reports, charts and graphs.

2. ERP software also helps in digging deep into problematic area via its drill down tools in business reports.

3. With an ERP software it is easy to monitor business improvement plans or corrective action plans on a continual

basis, by comparing the past records and latest data.

4. ERP systems also help companies to bring transparency in transactions, accounts and finance as the business

information is available to top authorities without any barrier.

ROOT LEVEL

1. Employee get latest technology to work with which eases their job and make them feel good. The feel good factors

improves employee engagement which has many inherent benefits.

2. ERP software also frees up employees from certain data entry – data collection related works, enabling them further

to focus on productive jobs rather than meddling with documentation.

Source Code Availability Email & SMS Notifications Third Party Integration

User License Multi Browser Broadcast Notifications

Notifications Multi LanguageMaster & Opening Data

Uploading

Multi Currency Institutive User Interface Flexible Licensing Policy

Barcode Document Management GST Ready

Multi Smart Device Multi Operating System Audit Trail Log

KEY FEATURES

DATANOTE ERP – Module Tree

CRM

Forms Description

Lead Management A sales lead is a prospect who may eventually become a client. Leads could be through advertising, trade shows, direct mailings, third parties, and other marketing efforts. Once lead gets approved it will route to ledger creation. Here system has facilities like follow-up and document attachments.

Follow-ups Follow-up is very important feature of DataNote and specially for the CRM users. The follow-up can be against the lead, opportunity, offer or sales order. Here company can linked the follow-ups with the Google Calendar*

Opportunity A sales opportunity is a prospect / lead which has been qualified. Opportunity / inquiry can be direct or against lead. Here system allows to feed the customer requirements, attach the documents, terms conditions, specifications, technical details, documents to be required, etc.

Proposal Proposal / quotation is a control document which includes the details about pricing, discount, terms conditions, technical details of the products to be offered. Proposal can either be direct or against the opportunity.

Sales Order This is the control document to book and acknowledge the order received by the client. This is also required to generate the proforma invoice. Some times this module use to book the internal sales order to manage make-to-stock type of production pattern.

PURCHASE MANAGEMENT

Forms Description

Indent Indent is an internal control document used in the purchasing process to authorize the requisition ofmaterials prior to initiating a purchase order. Mode of indent could be either against planning ormaterial requisition or it could be direct. In some cases indent against sales order is also possible.

RFQ – Request for Quotation A request for quotation (RFQ) is a business process in which user requests a quote from a supplier forthe purchase of specific products or services. System has facility to feed the pricing data receivedfrom the suppliers as well as quotation comparison.

Purchase Order This is the control document which can be direct or against indent or against the supplier’s quotation(rfq). Sometimes this can be against the production order also. Here system has many other facilitieslike document attachment, delivery schedule, sub-task scheduling, etc.

Inward Inward is the module which is used at the gate to book the material against the purchase order andsupplier challan. Often data route to the inward QC after this module.

GRN – Goods Receipt Note After Inward OR Inward QC material comes to the GRN module. Here partial GRN is possible andsometimes company can link GRN to the purchase order to cut down the flow.

Final Purchase Purchase bill booking module. This can be direct or against the GRN / Purchase Order.

Purchase Return In Purchase Return form enter goods return to supplier entry in case of rejection in qc or overquantity supply etc…

PRODUCTION MANAGEMENT

Forms Description

Bill of Material Bill of Material is often call as BoM and some industries called it as Formulation / Recipe. Here usercan define the material BoM as well as Manufacturing BoM. In Manufacturing BoM system hasprovision to capture the machine details, overhead details, SOP, by-product details and additionalprocess wise components like tools, consumable, etc. DataNote also provides the facility ofalternative item along with attachment and BoM revision details.

Material Requirement Planning Material requirement planning is also called MRP-1. Here system will check the availability of thematerial as per the ratio defined in Bill of Material module. MRP-1 can be manual / direct of it can beagainst the sales order. From here data can route to Indent (if material is not sufficient) or towardsthe production order / conversion.

Machine Requirement Planning Machine requirement planning is often called MRP-2 where user can plan their plant / machineries.Here system can show the available time slot for the specific machine. This module can be linkedwith sales order or material requirement planning module.

Conversion / Auto Production This module is very useful for those organization which want to keep log of their production on shift or day wise. Actually this is kind of post production booking which is very famous for the shop floors where material is not holding for long.

Production Order / Work Order Production order is the module to raise the work order / production order for the specific operation / process. From this module data can either route to Material Issue or for the Job-Order module.

STORE MANAGEMENT

Forms Description

Material Requisition A material requisition, also known as a materials requisition form, or a material request, is a document usedby the production department to request materials they need to complete a manufacturing process or forthe other purpose.

Material Issue This is to maintain the issue data of raw material or tool or semi finish material. Material issue can beagainst the work order / production order or some times it can be direct.

Material Receipt Using this module store department receive material from production or job work or from party

Material Return Material return is important module to track the inventory of returnable materials. Using this module, storedepartment receive the returnable material like tool, parts which needs to be returned from the shop flooror from the job-work party.

Stock Adjustment Inventory adjustments are corrections of inventory or stock records to bring them into agreement with thefindings of the actual physical inventory. System allows to change the valuation of the stock also.

Stock Ledger Stock ledger is a record that keeps track of the all stock transactions within the company.

QUALITY MANAGEMENT

Forms Description

Inward QC Inward / incoming material quality control is the process used to validate the quality of a supplied lot ofparts or components.

Production QC Production quality control is the process to validate the quality of material after individual operation as wellas at the end of final production.

Conversion QC Conversion quality control is used when the company has practice of auto production / conversionproduction booking on shift change or at the day end.

On-Line QC Online quality control is very rare but important in the QC module. This mode of quality check is requiredwhere the producing material has no stop in between the operations/processes. After certain time stampquality check is required and here Online QC is required.

PDI QC PDI quality control means pre-dispatch inspection. Some company has practice to maintain this type of QCprior the actual sales dispatch.

DISPATCH & LOGISTICS

Forms Description

Dispatch Advice / Instruction This is a document that states the description, type, and quantity of goods that have been sent to the customer against their order. This module also includes the facility of attachment as well as packing details and supply related terms and conditions.

Delivery Order A delivery challan is a document created during the transportation of goods against the sales order or dispatch advice. This is sent along with the shipped goods. It contains the details of the items shipped, quantity of those goods, buyer and delivery address. This also includes the packing list, reminders, terms and conditions, reminders as well as document attachment.

Invoice A sales invoice, or sales bill, is a control document used by companies to inform customers of the amount they owe in exchange for goods or services that were sold. Invoice can be against the delivery order or dispatch advice or sales order or even it can be direct.

Sales Return Sales returns is used when goods that was returned to the seller by a customer.

FINANCE MANAGEMENT

Forms Description

Payment A payment is a disbursement of money to the supplier against the purchase invoice or as an advance againstpurchase order. Here payment can be against multiple invoice is also possible. System can take care aboutany standard deduction like TDS.

Receipt A receipt is a money received from the customer against the sales invoice or as an advance against salesorder / proforma invoice. Here receipt can be against multiple sales invoice is also possible.

Journal Voucher - JV A journal voucher is a document that vouches (records), or posts, to a journal in the accounting record.

Credit & Debit Note A credit note is a commercial document issued by a company to customer. Credit notes act as a sourcedocument for the sales return journal. A debit note is a commercial document issued by a supplier tocompany. Debit notes act as a source document for the purchase return journal.

Reconciliation Reconciliation is a fundamental account process that ensures the actual money spent matches the moneyleaving an account at the end of a fiscal period. System has facility for the manual mode and throughmodifications it can be automated.

Contra Contra is mainly use to transfer company’s fund from Bank to Cash, Bank to Bank, Cash to Bank or Cash toCash.

Cost Centre Cost centre is typical business / department units that incur costs but only indirectly contribute to theexpanse or revenue generation. System has provision to create multi level cost centre with budget.

MAINTENANCE

Forms Description

Machine Registration Machine registration module includes major information about the plant and machineries like machinechecklist, spare-parts details, machine related documents, etc. Machine checklist can be utilised to ensurethat safety mechanisms provided on machinery are fully functional and such checks are carried out timelybases.

Preventive Maintenance Preventive maintenance refers to regular, routine maintenance to help keep equipment up and running,preventing any unplanned downtime and expensive costs from unanticipated equipment failure. Thismodule is directly connected with the machine checklist defined in machine registration module.

Breakdown Here breakdown refers to unforeseen and sudden physical damage to specified machinery which requiresrepair or replacement. This module also includes the details of operator, shift and many other detailsregarding the breakdown.

Recovery Machine recovery includes the repairing and recovery related information against the booked breakdown. Italso includes the information related to the root-cause which is a maintenance troubleshooting methodthat helps organizations identify and control the systemic causes of a maintenance problem. It also includesthe inventory used to repair the breakdown.

Readings This is a custom module which captures the machine related reading. As this is a custom module, it alwaysrequires customization depending upon the machine configurations and availability of API and other tools.

PROJECT MANAGEMENT

Forms Description

Feasibility This is a kind of control document which capture the technical details against the technical queries raised byclient during the inquiry stage. If the sales team is not enough to cater those queries then feasibility maycome in picture.

Estimation Estimating is a critical part of project planning, involving a quantitative estimate of project costs, resourcesor duration. Estimating is simply the process used to determine the amount of effort and cost required toimplement a project, in part or in full

Work Breakdown Structure A work-breakdown structure in project management and systems engineering, is a deliverable-orientedbreakdown of a project into smaller components. A work breakdown structure is a key project deliverablethat organizes the team's work into manageable sections.

WBS – Review A WBS Review is the cornerstone of effective project planning, execution and reporting. This is the keymodule to capture the engineer wise activity progress on scheduled bases.

BETTER ANALYSIS WITH BI

FEATURES OF DATANOTE

✓ Converted & regret order summary of marketing department ✓ Production cycle from inquiry to dispatch ✓ Make to order and make to stock production compatible✓ MRP I – material requirement planning & MRP II – manufacturing resource planning✓ By product inventory management✓ Job card / work order / PRC tracking ✓ Print dispatch detail, inspection report, IC & invoice on single click ✓ Daily production reports of all departments ✓ Instant WIP status ✓ Re-work order processing ✓ Alert of delayed production based on expected date commitment ✓ Department wise status of casting stock inventory in production ✓ Department wise rejection analysis with rejection reasons ✓ Customer wise order tracking ✓ Order status based on delivery date ✓ Raw material (scrap) procurement based on confirm order ✓ Separate inventory management for raw material, semi-finished & finished casting✓ Inventory based on bottom stock & purchase lead time of individual item as on date✓ Delivery performance, purchase & sales analysis in graphical presentation

BENEFITS OF DATANOTE

✓ User Friendly & Highly Configurable Browser Based ERP✓ Quick return on Investment ✓ Reduce burden of Paper work ✓ User Friendly Eye Catching ✓ Screen Layout Summarized view of critical parameters of your entire business at a glance✓ Multi Currency Operation ✓ Multi Company Enabled ✓ Multi Field Search Facility ✓ Multi User Login with User Right Management ✓ Ability to share data across various departments in an organization ✓ Graphical Representation of Reports ✓ Alerts on SMS with Auto Responder✓ Dynamic Tax & Charges Calculation Facility✓ Data Security and User Log Management✓ User Friendly Screen Layouts✓ ISO Required Report Generation*✓ TS Required Report Generation*✓ Data Entry Authorization

FEW OF OUR CLIENTS

DATANOTE CLIENTS

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