S&D Brochure

TABLE OF CONTENTS

1 Introduction & Background.............................................................................................................. 1

1.1 History............................................................................................................................................ 1 1.2 Business Benefits ............................................................................................................................ 2 1.3 Features .......................................................................................................................................... 3

2 Sidat Hyder – Sales & Distribution System (S&D)...................................................................... 5

2.1 Global Application Shell................................................................................................................. 5 2.1.1 Parameter Management Layer........................................................................................... 5 2.1.2 Security Management Layer .............................................................................................. 7 2.1.3 Transaction Audit Trail Layer............................................................................................ 7

2.2 Sales and Distribution Application Shell (S&D System) .............................................................. 8 2.2.1 Local Parameters Module ................................................................................................... 9 2.2.2 Product Configuration ........................................................................................................ 9 2.2.3 Inventory Management..................................................................................................... 10 2.2.4 Sales Management ............................................................................................................. 11 2.2.5 Receivable Management ................................................................................................... 14 2.2.6 Claims.................................................................................................................................. 15 2.2.7 Sales Targets ....................................................................................................................... 16 2.2.8 Return on Investment........................................................................................................ 16 2.2.9 Mobile Sales & Distribution ............................................................................................. 17

2.3 Supporting Application Shell ....................................................................................................... 20 2.3.1 Scheme Builder................................................................................................................... 20 2.3.2 Synchronizer (Data and Application) ............................................................................. 21 2.3.3 Interface with Accounting System .................................................................................. 23

3 Application Suite.............................................................................................................................. 24

4 Application Environment ............................................................................................................... 25

4.1 Overall Deployment Model .......................................................................................................... 25 4.2 Operating Requirement – Software.............................................................................................. 27 Operating Requirement – Hardware........................................................................................................ 27

5 About Sidat Hyder ........................................................................................................................... 29

5.1 Project Leaders ............................................................................................................................. 29 5.1.1 Arshad Hussain ................................................................................................................. 29 5.1.2 Nizamuddin ....................................................................................................................... 29 5.1.3 Naushad Siddiqi ................................................................................................................ 30

Sidat Hyder – Sales and Distribution

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1 Introduction & Background Sidat Hyder - Sales and Distribution (S&D) is a suite of modules that facilitates harmonizing sales and trade activities of a company and its distributors. In order to achieve this objective, it is essential that the company and its distributors have an efficient mechanism of sharing information relating to their customers and products, so that effective strategies can be developed and implemented to counter competition, retain and gain market share while also improving profitability and returns-on-investment. This solution integrates sales, delivery and off-truck-sales functions with your back- office systems allowing you to store, track and manage your routes, customers, products, pricing groups, payment methods, discounts, schemes orders and much more. Focused to serve as the technology partner for our customers, we maintain dedicated development and support teams to deliver powerful functionality for current needs, while providing solid platform for future prospects. Our business solutions are there to grow with your business needs. 1.1 History In the early 1990s, Sidat Hyder developed Sales & Distribution application for Lasani Pak (Private) Limited, a sole distributor for Sandoz Pakistan Limited (currently Novartis Pharma (Pakistan) Limited). It was the first application integrated with Psion handheld in Pakistan. The application was implemented at all Lasani depots in Pakistan. After successful implementation in Lasani Pak, the application was implemented at all depots of Ali Gohar & Company (Pvt) Limited. Ali Gohar and Company (Pvt) Limited is a part of the Ali Gohar Group of Companies. With the benefit of 50 years experience in the field of

product distribution, it is one of the largest distributors of pharmaceutical products as well as selected consumer products. In the year 2000 / 01, Sidat Hyder developed Sales & Distribution application for Unilever Pakistan Limited (UPL), named Unilever Trade Resource Automation (ULTRA) for harmonizing sales and trade activities of UPL and its distributors. The development followed by a pilot implementation and then a countrywide rollout implementation done independently by Sidat Hyder. The implementation was carried out at more than 100 distributors’ sites of UPL across Pakistan, during which the helpdesk support was also provided to resolve day-to-day operational issues. After the successful implementation in Pakistan, Unilever selected the same system for pilot rollout for the African Region in the year 2002. SHMA team visited Unilever Nigeria and implemented ULTRA at two (2) pilot distributors in Lagos (Nigeria). During this implementation, SHMA also trained an implementation team of Unilever Nigeria. After successful pilot implementation, Unilever Nigeria implemented ULTRA all over Nigeria itself. After Nigeria’s success, Unilever approached SHMA to implement the same product for its Ghana distributors. The same system has been implemented at Unilever Ghana and is operating successfully. The successful implementation in two African countries increased Unilever’s confidence in the solution resulting in the decision of implementing the same solution across the entire African Region (12 countries). The product was selected by another big name in the business i.e. Muller & Phipps Pakistan (M&P). M&P has decided to adopt this solution to streamline its sales and distribution network across Pakistan. Currently, the system is under implementation at multiple sites of the organization.


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Sidat Hyder – Sales and Distribution (S&D) is based on the same ULTRA success while also incorporating lots of new features and keeping in mind the product / package development approach. 1.2 Business Benefits Induction of the application in ‘Sales and Distribution’ chain allows integrating and keeping track of all the main activities among: 1. Warehouses 2. Mobile Sales Force 3. Customers 4. Accounting These core contents form the backbone of the whole process of sales & distribution. Application of mobile technology is credited with all successful achievements in ‘sales and distribution’ solutions. This application fits closely in various retailing sectors as well as FMCG products like beverages, food products, cosmetics and soaps etc. Sidat Hyder – Sales and Distribution (S&D) is a complete web-based solution designed for effective use across both the company’s intranet as well as over the Internet. The system helps in building an efficient mechanism of sharing information pertinent to customers, buying patterns and order history. It also facilitates the development and implementation of new strategies to: Create Competitive Advantage Retain and Gain Market Share Accurate Application of Schemes /

Trades Discounts Accurate Claims Information Improve Profitability, and Return on Investment

Key business benefits of the system are: Reduction in Business Workflow Problems Our sales & distribution (S&D) system is specially designed to automate complicated

business processes related to distribution workflows and functions. With automation, it reduces communication breakdown, processing time and administration cost so that you can have better focus on your daily business activities. Maximizing Revenues through Better Sales Efficiency Our solution provides the easiest way to process and monitor your daily sales activities in the most efficient manner allowing you to improve sales performance of your company while also providing powerful utility features. Powerful Performance Analysis Tools Through efficient integration of the entire customer, supplier and stock information related to your business, our solution can help you to make critical business decisions based on present as well as past performance imminent from powerful reports and charts generation equipped with the system. Reduction in Operational Cost Our solution has proven track to help businesses save communication, information processing and administration costs substantially through effective business automation and paperless technology. Decreasing Cost of Deployment & Maintenance Compared to any conventional solution, our suite is a web-based solution ideal and cost-effective for multi-users and distributed network environment. Enhancing Business through Integration Our sales & distribution (S&D) solution features a rich e-business application that can be easily integrated with latest communication technology tools critical in this competitive age. The system can be integrated with latest mobile e-business technology such as PDA / HHT, Web etc.


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“Parameterization to ensure complete data accuracy and integrity”

Other Key Benefits

Optimization of the manufacturer and distributor relationship by providing real-time information link between customers and supply chain partners.

Minimizing overstocking and shortages.

Provision of an automated mechanism

to implement special schemes and discount deals offered to valued customers.

Increase in distributor network

productivity and reduction of overall operating expenses.

Availability of information regarding

buying patterns and order history for future business opportunities.

Providing an automated mechanism for claims that passes benefits to traders through scheme builder and automatic processing of claims.

Efficient target monitoring by value,

volume and quality.

Provision of daily reconciliation of sales force for goods tracking to and money received from shops.

Providing credit monitoring of

customers and sales force.

1.3 Features The system has the following features:

Product configuration: User-defined product definitions including a flexible hierarchy of product levels. Apart from these levels, there are certain attributes relating to a product that can be configured to control various activities and produce desired results and reports from the system. Setup of existing products can also be modified whenever

required with instantaneous effect on the system.

Easy to use: The forms are dynamic and colorful designed to follow a logical workflow. Pop-up windows are available to select the desired information (like product codes etc.) rather than remembering them. Buttons and dialog boxes are available for easy navigation. The graphical user interface (GUI) makes the software easy to use, reducing training costs and increasing user performance.

Parameterization: The system is highly parameterized and uses a product definition concept. All entities like currencies, branches, locations etc., are parameter driven.

Data integrity: In order to reduce data entry errors and ensure data integrity, data entered by the users is validated by

the system through

parameterization of default values, which are set up at the time of

system installation or configuration. The suite is a set of

integrated modules and therefore provides a single point for data entry, preventing duplication of data between different modules / departments.

Security: Multilevel Authorization Each user is assigned a user-id, password and security-level having a defined personal menu. When the user commits a transaction, the system checks his / her authority level and also saves the user-id and date / time as a part of the carried-out transaction(s). Similarly when users log into the system their personalized menu appears on the screen, thereby restricting their access to


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functions relevant to their delegated work.

Audit trail: The system maintains an audit trail for each transaction being created or updated. For this purpose the system records transaction reference number, user-id, date and time as a part of each transaction.

Accounting interface: Provides the user an interface to set standard debit / credit entries (vouchers) against each type of transaction. The system at the time of transaction entry within any of its module generates vouchers automatically by referring to the set up entries. These vouchers are then transferred to the respective General Ledger (GL) Accounts.

Multi-warehouse: The system is designed around a multi-warehouse environment, with the facility to consolidate data at regional or head-office level.

Excel interface: Excel interface is used for producing both MIS reports and financial statements subject to the acquisition of the complete SHMA Accounting System.

Multiple platforms: The system is capable to run under Windows environment while working with different database engines. The system currently supports Oracle 8i (or above) & MS SQL Server.

Centralized & Distributed Environment: The system is capable to run in both centralized and distributed environments.

HHT Feature: A distinctive feature of

the suite is to record the sales activity of the distribution through Handheld terminals (HHT) devices such as PDAs.

Web Based Architecture: The web-based

architecture of the suite facilitates the

user to host the application on a web site thereby benefiting the company, its branches and distributors through always-available data updated online by these entities.

Functionalities

Provides order booking and spot selling

operations with data accuracy Provides tracking of undelivered orders. Provides stock replenishment. Provides real-time status of distributor's

warehouse inventory. Monitors payment regarding each

order. Provides tracking of credit sales and

unrealized cheques. Provides calculation regarding schemes,

discount deals, sales tax and bonuses during order booking and spot sales.

Provides claims monitoring automatically for those orders having free samples and discount deals.

Monitors availability and visibility both for company as well as competitor products.

Provide sales force monitoring through time stamping during market visits.

Provides multiple selling factors for every product.

Provides monitoring of drug license and their validity information of shops.

Provides monitoring of expiry of products and facilitates to stop sales near expiry.

Provides automatic knockoff of claims. Provides automatic allocation of batches

for goods out from warehouse. Provides automatic creation of

documents based on historical data and previous transactions.

Provides options for contract sale on special rates.


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2 Sidat Hyder – Sales & Distribution System (S&D) Sidat Hyder – Sales & Distribution (S&D) system consists of three shells containing number of modules and functions. Sidat Hyder – Sales & Distribution

Global Application Shell Parameter Management Layer Security & Control Management

Layer Transaction Audit Layer

Sales & Distribution Application Shell Local Parameter Module Product Configuration Module Back Office S&D Module (Desktop) o Inventory o Sales

Sales Force Journey Plan (Route)

Order Processing Credit Sales / Receivable

Monitoring Sales Returns Monitoring

o Claims o Targets

Mobile S&D Module (Handheld) o Sales

Sales Force Journey Plan (Route)

Order Processing Credit Sales Monitoring Receivable Monitoring Sales Returns Monitoring

o Targets Supporting Application Shell

Scheme Builder Synchronizer (Data & Application) Interface with Accounting System

2.1 Global Application Shell 2.1.1 Parameter Management Layer The system is highly parameterized and uses a product definition concept. All other entities like currency, branches, location, etc., are parameter driven. The system contains two types of parameters; one controlled by the principal / distributing

companies / manufacturer called global parameters while the other controlled by the distributors called local parameters. Following is the list of various groups of parameters available in the system: • Product Setup • Price Structure Setup • `Contract Setup - for ‘big’ customers for

discounted price structure • Batch Number Controlling • Promotion Schemes • Sales Tax Setup – Includes slabs and

their percentages where applicable. • Geographical Location Setup – includes

setting up towns, localities and sub-localities.

• Sales Calendar (Week and Month Wise) • Customer’s ranking, with respect to

their turnover. • Distributor Setup – apart from the

distributor’s memorandum information, like name, address etc., there is some critical / mandatory information which needs to be setup in order to produce desire results / reports from the system. The mandatory information is as follows: o Credit Checking o Stock Checking on Order (No

Checking, Alarm or Restrict) o GST on Free Items – Allow or Not

Allow o Bonus calculation after GST or

before GST o POP Number Generation –

Automatic or Manual. • Inventory Location Setups – in order to

control the in and out of products from these locations.

• Drug Licenses – includes the type, license number, expiry date, etc. Alert(s) issued a number of days prior to the expiry date as setup.

• Transportation Details • Company Ranking • Strata – The setup used to setup the

shops / POPs in uniform population categorization.


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[Figure2.1]


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“….global security policy menu generation on group and user levels,

[Figure 2.2]

[Figure 2.3]

2.1.2 Security Management Layer The Security Management Layer (SML) is the main key to enter into any of the module of S&D system for which a user has access rights. The basic purpose of this layer is to record group and user profile along with parameters like identification details, information and facilities available, the dates and times at which the system is accessed and other information required for security management. Security module offers features such as Global Security Policy, module repository, menu generation on group and user levels, and group / user level access rights etc. This module also allows the definition of different types of security parameters like

modules options, functions, programs, etc., used in setting up group and user profile. Due to this setup, the application administrator can generate custom-based user / group menus, so that when a user logs into the system, his / her personalized menu would appear on the screen. Two major access levels are Admin (Superuser) and General (Normal users). In Admin mode, all the options will be accessible to the user while in General mode, limited functionality will be available to the user according to the access rights of the user.

[Figure 2.4]

2.1.3 Transaction Audit Trail Layer Audit Trail or Activities Log is used to track the activities performed by different users as system operations. For each activity, the system maintains a record in the log (Audit Trail) with user identification, activity and date / time. The system takes care of all the events and their logging, online monitoring and later analysis. The system provides different types of Audit Trail Logs based on the selection criteria, such as business activity audit trail, module attributes audit trail, user login log etc.


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2.2 Sales and Distribution Application Shell (S&D System) The Sales and Distribution (S&D) Application Shell consists of the following functional areas / sub-modules:

Local Parameter Module Product Configuration Module Back Office S&D Module (Desktop) o Inventory

Purchase Order (issued by Distributors for Principal / Manufacturer)

Dispatch Advice (issued by Principal / Manufacturer for Distributors)

Generation of Invoice Goods Issue Notes (GIN) Goods Return Notes (GRN) Return Advice Stock Adjustment Note Physical Stock Taking

o Sales Management Sales Force Management Sale Force Journey Plan (Sales

Force Routes) Sales Transaction

• Order Booking • Spot Selling • Counter Sales (Direct Sales) • Contract Sales • Corporate Sales • Sales Order Processing

Sales Return • Fully automated Sales

Return • Manual generation of Sales

Return o Receivables

Daily Collection (Cash & Cheques)

Receipts Auto Knock Off Manual Knock Off Credit/ Debit Notes Credit Sales Monitoring

• Credit Limit Monitoring

• Outstanding Credit Invoice Monitoring

Sales Force Adjustment (DSR Adjustment) • Quantity Adjustment • Cash Adjustment

o Claims Auto Generated Claims (For

Free Goods and Value Discounts)

Manually Prepared Claims (For Damages and Returns)

Others o Sales Targets

Target Setting • For Principal /

Manufacturer • For Distributors/ Depot • For Sales Forces • For Section • For Customers (Shop /

POP) Allocation of Target

• Based on Sales History • Based on Percentage • Manual Adjustment

Target Monitoring Target Revision

o Return on Investment (RoI) Extrapolation RoI Report based on Expenses,

Income & Investment Mobile S&D Module (Handheld) o Sales Management

Sales Force Journey Plan (single visit plan, based on the Journey Plan setup in the Back-office module)

Bar Code Interface for the identification of Shop / POP

Sales Transaction • Order Booking • Cash Memo / Invoice

Generation • Cash Memo Printing • Order Delivery • Spot Selling • Handling of Undelivered

Cash Memos • Sales Return

Receivables


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”… define products and configure parameters of each product.”

• Daily Collection • Receipts • Manual Knock Off

Receivable • Credit Sales Monitoring

o Credit Limit Monitoring o Outstanding Credit

Invoice Monitoring o One Visit Targets Monitoring

For Sales Force For Section For Customers

o Availability and Visibility Quantitative Monitoring Qualitative Monitoring Activity Based Monitoring Competitors’ Products

Monitoring 2.2.1 Local Parameters Module The system has a unique feature to declare certain parameters as local or global, according to the needs of the organization. The distributors configure the local parameters according to their needs and requirements.

Customer (Shop / POP) Setup o Mandatory Information like name,

address, owner’s information, GST Number, NTN Number etc.

o Drug License’s Information o Company Turnover o Overall Turnover o Credit Limit, category-wise in term

of days and amount. o Company Assets, provided to

customers Sales Force Setup o Personal Profile – Type of Sales

Person i.e. Order Booker, Spot Seller, Delivery Person, Name, Address, NIC number etc.

o Coverage Plan (Journey Plan) day / visit-wise, week-wise and month-wise.

o Credit Sales Limit (amount) – this is the accumulated credit limit that a sales force can give to customer(s) in one section.

o Vehicle information setup – vehicle type, mileage, etc.

Selling Category o Sections / Selling Belt-wise

POPs POP Visit Order

o SKUs wise SKUs SKU Order

[Figure 2.5]

2.2.2 Product Configuration

This module assists the user to define different products and configure various parameters of each product.

The benefits of product configuration are manifold. The efficient product configuration module minimizes the impact on the system when a new product is launched as almost all products would be capable of being defined using the product configuration facility thereby not requiring the modification of the system code and consequential heavy testing. In addition, setup of existing products can also be modified whenever required with instantaneous effect on the system.

The system offers a flexible hierarchy of product levels. At present, the product can be classified into ten (10) different levels.


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”… product hierarchy at 10 levels of classification. ”

Apart from these levels, there are certain attributes relating to a product that can be configured to control various activities and produce desired results and reports from the system. These attributes are described below:

Multiple price o Selling price o Purchase price o Price for GST application

GST Percentage o For Registered Shop / POP o For Un-Registered Shop / POP

Selling Units Setup o Type of Unit (Large, Medium and

Smallest) o Unit Description o Unit weight, o Length, Width, Height

Purchasing Unit Stock Level Maintenance o Reorder Level o Minimum and Maximum Level

Expiry Management o Alert a certain date before the

expiry o Stop sale after a certain date before

expiry o Transfer the batch to expired stock

after expiry date Sales over the counter Product Selling Policy – the user can

define selling policy for a product, for example, a product will be sold to elite areas of big cities or a product can be sold in rural area. The system does not restrict the sales. However, during a sales transaction, the system indicates / highlights the products which qualify the criteria setup through these policies.

[Figure 2.6]

2.2.3 Inventory Management The system has a comprehensive inventory management module, catering to all types of inventory-related transactions. The system facilitates the definition of inventory documents at the user’s discretion so that they fulfill requirements specific to a particular organization. In general, the following documents are maintained in the system: • Document for order placement by

distributor / depot to the manufacturer / principal (e.g. Purchase Order).

• Document for receipt of stock at distributor / depot from manufacturer / principal (e.g. Stock in Note).

• Document for return of stock by distributor / depot to manufacturer / principal (e.g. Stock Return Note).

• Document for issuance of stock by distributor / depot to Sales Force (e.g. Goods Issue Note).

• Document for receipt of remaining stock by Sales Force to distributor / depot (e.g. Goods Receipt Note).

• Document for adjustment of stock at distributor / depot (e.g. Stock Adjustment Note).

• Document for transfer of stock between distributor / depot (e.g. Inter-depot Transfer Note).

• Document for transfer of stock between warehouses of a distributor / depot (e.g. Inter-Warehouse Transfer Note).


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“flexible definition of the sales force at various levels.”

“management of the coverage plan route for each sales force on various levels period-wise…..”

The system also facilitates management of the inventory at various levels, such as: • Type of stock (such as Normal,

damaged, expired etc) • Warehouse-wise • Batch-wise The inventory can be monitored on daily basis as well as on any user-defined period such as weekly, fortnightly, monthly, etc. For the monitoring of inventory, the system offers various types of reports, such as: • Sales & Stock Statements • Inventory Position at different locations

/ consolidated position • Inventory Position of expired &

damaged stock • Exception reports (reorder, minimum /

maximum level report)

[Figure 2.7] 2.2.4 Sales Management 2.2.4.1 Sales Force Management Sales force is the most important entity as far as actual sales transactions are concerned. It keeps on changing depending on the requirements of the organization. Hence flexible sales force management

features are required. Our Sales & Distribution system offers comprehensive and flexible definition of the sales force at various levels. The system offers the definition of Personal Profile of each sales force as well as type of sales person i.e. order booker, spot seller, delivery person with name, address, NIC number information etc. Associated with the sales force, the system also records vehicle information i.e. vehicle type, mileage, etc for each vehicle. Each sales force is provided with a Credit Sales Limit (amount), which is the accumulated credit limit that a sales force can give to customer(s) in one section / segment.

[Figure 2.8] 2.2.4.2 Journey Plan Management The system facilitates the management of the coverage plan / journey plan / route for each sales force on various levels such as day / visit wise, week-wise and month-wise. Sales Force Journey Plan can also be defined for single visit as well as for multiple visits. A single visit (normally termed as day visit) can be defined for multiple POPs in a single trip


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that may span for several days. Journey Plan is a logical grouping of POPs to be visited by the sales force.

[Figure 2.9] 2.2.4.3 Sales Transactions Sales transactions can be done by sales force in two modes i.e. Order Booking and Spot Selling. For sales through Order Booking, the following steps / activities are performed: • Order Booking using HHT at POP. • Consolidation of orders at distributor /

depot. • Printing of Cash Memo / Invoice • Issuance of Stock along with Delivery

Note to Delivery Person • Delivery of Stock along with Cash

Memo / Invoice to POP For Spot Selling, the following steps / activities are performed: • Stock Issuance (on the basis of previous

sales history). • Sales Force took the stock to POP and

prepare Cash Memo / Invoice. • Printing of Cash Memo / Invoice

through Hand Held Printer. • Delivery of Stock and Cash Memo /

Invoice to POP. • Consolidation of sales at distributor /

depot (data synchronization).

[Figure 2.10] Direct Sales (Counter Sales) This is almost similar to spot selling except that it is done at the back-office rather than at POP using HHT. The preparation of cash memo / invoice is done directly without order booking in the back office. Cash Memo / Invoice is printed at back office and the stock is delivered directly from the warehouse to POP along with cash memo / invoice.

[Figure 2.11] Sales through Contract The system offers options for defining contract with institutional customers accompanied by the following features: • Pre-defined products and selling rate • Pre-defined maximum quantity for each

product • Contract period For all the sales under contract, the defined rates are applied.


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“…automated as well as manual entry of sales return.”

[Figure 2.12]

[Figure 2.13] Corporate Sales For corporate customers, customer profile is defined separately. For each corporate customer, the system recognizes the delivery address, billing address and corporate address and applies this information while creating sales transactions for that corporate customer. The sales to a corporate customer can be done through any of the mode(s), as mentioned above. The basic advantage of this option is that the billing and collection can be managed centrally.

[Figure 2.14] Sales Order Processing As discussed earlier, the system processes Sales Order in an automated manner, with the following special features: • Automatic application of Schemes Rules

such as Trade Offers, Bonuses and Discounts on Sales Order

• Automatic application of Tax Rules such as GST on Sales Order

• Cash Memo Generation • Generation of Order Load Form -

Allocation of Stocks according to the order booking and the availability of the stock for the next day.

• Generation of Undelivered Orders for the next day

[Figure 2.15] 2.2.4.4 Sales Return The system provides option for recording the return of sales. The system facilitates for


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both automated as well as manual entry of sales return. In Automated Sales Return, the user may revert the Sales Transaction (Invoice or Cash Memo) through a single click of mouse. In this mode, complete Invoice / Cash Memo information gets reverted. The system generates Sales Return transaction automatically by picking information from the selected Invoice / Cash Memo.

[Figure 2.16] In Manual Sales Return, the user provides the details of retuned sales i.e. products, quantity etc. Once the user provides all the information, the system saves Sales Return transaction and updates the inventory. 2.2.5 Receivable Management Based on the sales activities, the system provides options to monitor the receivables both in terms of credit sales as well as cash sales. The sales force while distributing the goods also collects amount (cash or cheques) from POPs. The system provides options for managing them separately, as described below: 2.2.5.1 Cash Management The sales force collects cash from the POPs, deposit them in bank and returns to the distributor / depot in the evening. The system provides option for entering the received cash with the bank deposit slip no, against cash memo / invoice. The system then knocks off the receivable against today’s sales or previous sales.

[Figure 2.17] 2.2.5.2 Cheque Clearing The sales force may also collect cheques from the POPs, deposit them in bank and returns to the distributor / depot in the evening. The system provides option for entering the received cheques with the bank deposit slip no. against cash memo / invoice. The system maintains the cheque clearing status for cheques honored and cheques returned. In case of returned cheques, it also maintains the status of resubmission of such cheques and their status subsequently. 2.2.5.3 Auto Knock Off In automatic knock off, the system marks the cash memo / invoices against which either cash or cheque is received. In case of any cash memo against which no amount is received, the system converts them to credit sales.

[Figure 2.18]


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“… claims for a certain date on specific products & promotional schemes.”

2.2.5.4 Manual Knock Off Manual knock off process is available for the situation where automatic knock off process does not work completely. It is also used to knock off the transactions entered directly such as debit / credit note, amount received without sales reference etc. Using this option, the user can knock off the receivables against which payments have been received. 2.2.5.5 Credit Sales Monitoring The system also facilitates the monitoring of credit sales. It provides tracking for credit sales with respect to the actual credit sales in comparison with the assigned credit limit. The system generates reports / inquiry for Outstanding Credit Invoice. 2.2.5.6 Credit / Debit Notes The system offers options to create Debit / Credit Notes for the following situations: • In case of excess or shortage of amount

against any sales. • In case of giving benefit to a particular

POP, such as additional scheme, additional discount etc

• In case of sales return 2.2.5.7 Sales Force Adjustment At the day-end, it is required to reconcile the sales figures in terms of quantity as well as amount. During this process, if any sales figures are not reconciled, then it is required that entries be made to adjust the excess / shortage of quantity / amount. It is also called DSR Adjustment. The adjustment can be made for both excess as well as shortage of quantity or amount. The adjustments can be made at any time; however it is normally done on daily basis while processing the day-end balances. While entering adjustments, the user provides information of excess / shortage of quantity / amount of sales which have been recorded earlier. The adjustments are also knocked-off on periodic basis (weekly, monthly etc.) so that the user can track of the unadjusted entries.

2.2.6 Claims This module handles the claims between manufacturer / principal and distributor / depot. The claims normally relate to the schemes offered by manufacturer / principal to POP through distributor / depot on certain conditions, as defined at the time of scheme configuration through the Scheme Builder. The system provides option to generate and store claims for a certain date ranges on specific products & promotional schemes. After the creation of claims records, the system then tracks the settlement of the claims through knock-off process, manually updated by the user. There are two types of claim transactions in the system: • Auto Generated Claims: used for Free

Goods and Value Discounts, and generated by the system based on the transactions entered and the schemes / discounts already configured.

• Manually Prepared Claims: used for damages, shortages and returns of stock, and prepared by the user manually.

[Figure 2.19]


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“Bar code for even sales point and identification.”

2.2.7 Sales Targets 2.2.7.1 Target Setting The system facilitates the management of sales target at various levels, such as: For Principal / Manufacturer For Distributors / Depot For Selling Categories For Sales Forces For Section For Customers (Shop / POP)

The allocation of target can be done based on various attributes. The system allocates target automatically based on these attributes. While defining the targets for the top level, the system offers the option to define the target based on: • Previous targets • Previous revised targets • Previous sales

[Figure 2.20]

[Figure 2.21]

The user can adjust the targets both in terms of percentage as well as in terms of exact value such as no. of items, volume of items or value of items. The allocation can be made in any of the values and the system automatically converts / calculates other values, based on the conversion factors defined in the product configuration. Although the allocation is done automatically, manual adjustments can also be made, if required. The targets can be adjusted using top-down approach or bottom-up approach. In case of top down approach, the changes at a level are divided at the lower levels, keeping the total to exactly 100 %. Similarly, if the bottom up approach is used, the system accumulates the targets of the lower levels to the upper levels.

2.2.7.2 Target Monitoring Based on the targets setting, the system provides various reports for the monitoring of the sales targets. The following options are available in this regard: Actual sales verses target sales Target monitoring in terms of Type of

Target (quantity, volume, value) Target monitoring for various levels

(Distributor / Depot, Selling Category, Sales Force, Section, Customer etc)

2.2.7.3 Target Revision Based on target variation, a feature can be used to revise the sales target at any point in time. The revised targets are maintained separately so that the actual target can be compared with the revised target. 2.2.8 Return on

Investment This option can be used to get reports on Return on Investment based on certain information provided by user and


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the transactions entered into the system. This is useful for the organization to ascertain its profitability. The following information is entered into the system: Capital Investment Cost of Sales (expenses etc) Sales Figures (collected from the sales

transaction) Income

Based on the existing information available in the system, it generates the current Return on Investment report for the user. It also extrapolates the Return on Investment for future as well. 2.2.9 Mobile Sales & Distribution In addition to the back-office functions, the system has an add-on for Hand Held Terminal (HHT). An optional module however, the benefits of using this module are tremendous. This module can be used to automate field force activities so that the sales transactions can be recorded on spot at the POP. The following back-office functions are also available in the Mobile devices: 2.2.9.1 Sales Force Journey Plan The mobile system provides sales force journey plan management on single-visit basis, derived from the Journey Plan setup in the Back-office module. The order of POP visit can be defined in the system that can be used by sales persons. The system presents the visit list in that order and the sales person, while visiting each POP, can mark the visit status whether it order received or declined. It also stamps the date / time hence tracking the visit order can be performed.

[Figure 2.22]

2.2.9.2 Bar Code Interface The mobile system also provides interface for barcode reader for the identification of shop / POP. Each shop / POP is assigned a bar code that can be used to identify the shop / POP. When the bar code is used to identify the shop / POP, it ensures that the sales person physically visited the shop / POP. It also simplifies the identification / search of the shop / POP in the database. 2.2.9.3 Sales Transactions The following options are available in the Mobile system for Sales Transactions: Order Booking Cash Memo / Invoice Generation Cash Memo Printing Order Delivery Spot Selling Handling of Undelivered Cash Memos Sales Return

The details of these options are described in the ‘Sales Management’ section earlier.


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[Figure 2.23]

[Figure 2.24]

[Figure 2.25]

[Figure 2.26]

2.2.9.4 Receivables Management The following options are available in the Mobile system for Receivable Transactions: Cash Collection Receipts Manual Knock Off Receivable Credit Sales Monitoring

o Credit Limit Monitoring o Outstanding Credit Invoice

Monitoring


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[Figure 2.27]

[Figure 2.28]

[Figure 2.29]

The details of these options are described in the ‘Receivable Management’ section earlier. 2.2.9.5 Target Monitoring As compare to the overall target monitoring options available in the Back-office Sales & Distribution System, the Mobile System only facilitates the Target Monitoring for current visit. Variance report for each order and for each POP is available in the system.

[Figure 2.30]


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“… various slabs over which the scheme is going to be offered. ”

2.2.9.6 Availability & Visibility For the availability and visibility, the following options are available in the Mobile System: Quantitative Monitoring Qualitative Monitoring Activity-Based Monitoring Competitors’ Products Monitoring

These monitoring are based on certain settings in the back-office system such as: Monitoring is must Monitoring is optional Monitoring is not required

[Figure 2.31] 2.3 Supporting Application

Shell 2.3.1 Scheme

Builder The Scheme Builder is a unique feature of the Sales & Distribution suite. It is used to construct various promotional schemes, discount deals, bonuses, etc, offered by

Manufacturer / Principal. After configuration of the schemes / discounts in the system using the Scheme Builder, the system picks up the discount scheme applicable to sales automatically. The schemes can be defined at various levels, such as: Product level (division, brand, packing

size, SKU, etc) Geographic locations level (town,

locality, sub-locality, etc) Sales hierarchy level (such as distributor

/ depot, selling category, section etc) Type / category of POP (such as retailer,

whole seller) Type / category of selling area (such as

urban, rural) An important aspect of schemes definition is the various slabs over which the scheme is going to be offered. These slabs can be based on quantity, volume, amount, weight or any combination of them. The offered benefits could be in terms of quantity as well as in terms of amount. Similarly, the benefit could be defined in terms of percentage or exact value. Multiple benefits can be associated with each slab, in terms of product or in terms of quantity, which will be selectable at the time of scheme application. Also, the scheme validity is defined with date range i.e. from and to dates. The most important aspect of scheme definition is that it could be defined in terms of ANY ATTRIBUTE available in the HHT application. 2.3.1.1 Examples of schemes The incentive schemes / offers are applied on a particular cash memo of a POP. Maximum flexibility is required in the system to cover these types of activities. Calculations are usually based on slabs of quantity / values. Schemes / offers can be applicable on the basis of any one or combinations of the following factors


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“…offers two levels of synchronization”

GEOGRAPHICAL AREAS WISE On any level of the geographical

hierarchy like National / Branch / Area / Territory

Particular sections of selling categories

All POPs of a particular town All POPs of a Strata (population

section) Rural /Urban Towns

POP ATTRIBUTES WISE

Channels Ranks GST registered / non-registered Key Accounts Specific POPs / Key-accounts

PRODUCT HIERARCHY WISE

On any level of product hierarchy like profit-center / Product-group/ Sub-group / Packaging / Brand / SKU.

BONUS SCHEMES Through bonus schemes, organization offers incentives to the POP. Discounts are given to POP on their purchases according to the slabs defined by organization. These slabs vary for product categories. The distributors pass bonus schemes to the POP on their bulk purchases. These bonus schemes remain valid for long periods and are usually modified once a year.

TRADE OFFERS (TO) & DISTRIBUTION DRIVES (DD) Sometimes the organization gives extra incentives for short periods to the POPs. These Distribution Drives (DD) and Trade Offers (TO) are offered for specific periods on selected brands / SKUs to achieve some short-term objectives. DD is an extra incentive that is over and above the price structure margins with specified minimum and maximum purchase limits for a defined period. These limits might depend on single cash memo sale or it might span on the entire period.

Suppose a DD is offered for the month of March with limit of 20 tons sale during the whole period. If a particular POP purchases the 20 tons in first three weeks, then it will not be allowed to get any more free pieces on the last week sales. TO is also an extra incentive that is over and above the price structure margins but without any specified minimum and maximum purchase limits for a defined period. In these schemes, free gifts or discounts are given. A free piece might belong to the same product group or it could belong to another brand.

2.3.2 Synchronizer (Data and Application) Since the deployment environment of the whole Sales & Distribution System is distributed in nature, there will be a great need of synchronization of the data so that at any point in time, the valid and complete data is available for accurate reporting. Similarly, the distributed environment also emphasizes the need of application synchronization at all levels so that same version of application is deployed at all computers / devices. 2.3.2.1 Types of Synchronization The system offers two types of synchronization: Data Synchronization Application Synchronization

Data Synchronization caters for the synchronization of data files at various levels such as: Parameter files between manufacturer /

principal and distributor / depot (e.g. schemes, products, prices, global parameters)


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Transactions files between distributor / depot and manufacturer / principal (e.g. orders, cash memos, claims, etc)

Journey Plans, Schedules, Targets, Products details from back office database to the mobile devices

Day end updates from mobile devices to back office database such as next day orders, received payments, availability / visibility, cash memos / invoices in case of spot selling etc.

Application Synchronization caters to the synchronization of application files at various levels such as: Application upgrades / patches from

manufacturer / principal to distributor / depot

Application upgrades / patches from distributor / depot to mobile devices

[Figure 2.32] 2.3.2.2 Levels of Synchronization The system offers two levels of synchronization: Global Synchronization Local Synchronization

Global Synchronization means the synchronization of files (both data and application) among the computers / devices between the Principal / Manufacturer and Distributor / Depot. The media for this synchronization could be Wide Area

Network, Internet, and Floppy / CD / Flash Memory. Local Synchronization means the synchronization of files (both data and application) among the computers / devices in the Distributor / Depot environment, including the mobile devices. The media for this synchronization could be Local Area Network, USB Cable, Floppy / CD / Flash Memory. 2.3.2.3 Features of Synchronization Global Synchronizer The following features are available in this module: Exchanges files among various locations Provides scheduling for downloading /

uploading of files Provides encryption and compression

facility which enable security and rapid transfer of files

Provides information like: o Who sent the file o Who the file was sent to o Date and time stamping o Download confirmation

Local Synchronizer The following features are available in this module: Downloads (PC to HHT) information at

the start of the sales representative visit. Examples are as follows:

o Van Stock o Sales representative schedule for the

day o Customer information, such as:

- Outstanding and undelivered cash memos and orders

- Credit sales order-wise - Un cleared cheques order-wise

Uploads (HHT-to-PC) information at the end of the sales representative visit. Examples are as follows:


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o Cash memos o Payments o Credit sales

2.3.3 Interface with Accounting System

The system has a built-in accounting interface through which the Sales & Distribution System can be integrated with any of the accounting system / application. By using this accounting interface, the user is required to define only the accounting entries related to each type of transactions in the form of Debit and Credit Account(s). The accounting interface is flexible and user can set any type of conditional accounting entries, which is based on different types of sales, stocks or any type of customer, sales areas, or sales agent. Whenever a user completes a transaction in the system, such as sales, receipts, payments etc, the system generates advice(s) automatically according to the type of transaction already defined in the Accounting interface. The interface also provides a provision to view transactions in the form of accounting entries before transferring data into the accounting system / application for verifying purpose.

There are two options for the integration of the accounting entries into the Financial System:

1. In case of integrating with Sidat Hyder – Financials, the system generates accounting entries for the payables and receivables voucher and transfers them into the Sidat Hyder – Financials database.

2. In case of external financial system, the accounting interface has a provision to transfer accounting entries into the accounting system by generating a text / XML file according to the defined format of your interface.


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3 Application Suite Sidat Hyder – Sales & Distribution (S&D) system is available in the following licensing options: A. Sidat Hyder – Sales & Distribution Lite B. Sidat Hyder – Sales & Distribution

Standard C. Sidat Hyder – Sales & Distribution

Enterprise

A. Sidat Hyder – Sales & Distribution Lite (L): The system will be deployed at distributor locations. Distributors will send their information to the main server as files generated through the system. Lite edition comprises of the following modules: Core Sales & Distribution with

Inventory Management Synchronizer

B. Sidat Hyder – Sales &

Distribution Standard (S): The system will be deployed at distributor locations. Distributors will send their information as files generated through the system. It comprises of the following modules: Core Sales & Distribution Sales & Distribution Back-Office

(with all sub-modules) Synchronizer Scheme Builder

C. Sidat Hyder – Sales &

Distribution Enterprise (E): The system will be deployed at distributor locations. Distributors will send their information as files generated through the system. It comprises of the following modules: Core Sales & Distribution

Sales & Distribution Back-Office (with all sub-modules)

Scheme Builder Mobile Sales & Distribution Synchronizer

The features available in each licensing option are given below:

Modules / Layers L S E Global Application Shell

Parameter Management Layer

Security Management Layer

Transaction Audit Layer

Sales & Distribution Application Shell

Local Parameters Module

Product Configuration Module

Back Office S & D Module (Desktop)

Inventory Sales & Receivable Module

Claims Module Targets Module Mobile S & D Module (HHT)

Supporting Application Shell Scheme Builder Module

Synchronizer (Data & Applications)

Interface for Any Accounting Module

[Table 3.1]


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4 Application Environment 4.1 Overall Deployment

Model The following diagram depicts an overall representation of the entities involved in the operations of the Sales & Distribution System along with the available / applicable modules of the system for each entity. The system can be deployed in a variety of modes depending upon the company size, hierarchy, practices and nature of the business transactions. A typical configuration is depicted in the above diagram. The various entities involved in this setup are as follows:

1. Company Head office 2. Depot / Distributor 3. Sales persons / Distribution vans 4. Point of Sale

The connectivity between the company & its distributor / depot may be online (real-time basis) or offline (dialup basis). In case of offline mode, distributors / depots send periodic sales and stock positions to their respective branches / head office where these periodic reports are entered and validated, inventory dispatch plans for the next period (day / week / fortnight) are generated. The process updates the system with daily sales and stock positions while considerably reducing the time lag for getting the information from distributors / depots as well as reducing the cost of maintaining stock for longer periods. As can be seen from the diagram, the system comprises mainly of two sets of modules, the Company Module (i.e. Back-office side functionalities) and the Distributor Module (i.e. Distributor-side functionalities).

The master parameters including the schemes configuration parameters are maintained at the head office. These parameters are sent to the distributor / depot (in case of offline) using the Data Synchronizer. Similarly, Delivery Advices & Invoices are also prepared at head office and sent to the distributor / depot. The distributor / depot on the other hand updates the head office with stock and sales position. They also forward claims to the head office. In case of multi depot deployment, the inter-depot transfer of stock also takes place among various depots. These are also updated at the head office for preparing a consolidation of the stock position. At the distributor / depot, the master parameters & schemes information, received from head office, are copied to the mobile devices (such as HHT). The sales staff books the placed order using the mobile devices and updates the distributor / depot system in the evening. In cases when not using the mobile devices, printed cash memos & payments records are entered into the distributor / depot system. When the distributor / depot system is synchronized with the head office, these records are automatically updated in the main database.

Note: The above-mentioned setup is for the Enterprise Edition of Sales & Distribution System. In case of Lite or Standard Edition, there would be no HHT devices in the setup and no synchronization of data between servers and HHT devices will take place. Also, the setup may be modified according to the requirement / setup of the organization where the S&D system is being installed.


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[Figure 4.1]


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4.2 Operating Requirement – Software

Component Configuration

Back End Database Server

Supports Oracle 10g and Microsoft SQL Server

Application Server

The Application architecture supports both types of deployment i.e. Application Server based deployment as well as simple Web Server based deployment. It is recommended that the Application Server (such as MS IIS) deployment be opted for better performance and reliability of the system. However, the system can run properly with Web Server (like Personal IIS).

Some parameters will be considered to ascertain the configuration of the server. However where the user access to the main server is low and volume of work is also low then web server can be installed.

Operating System

The application has been developed by using Microsoft Technology (VB, ASP), and supports the following operating environment:

Server Operating System

o Microsoft Windows NT/2000/2003

Client Operating System

o Microsoft

Windows

Client Front End

Microsoft Internet Explorer

Mobile Client

Mobile Windows 2003 / 2005

Palm OS IV

[Table 4.1]

Operating Requirement – Hardware

Hardware Configuration

Main Server

Configuration of the servers will depend upon the following parameters:

Application deployment choice i.e., Centralized or Decentralized. Number of transactions, i.e., data volumes like number of invoices, cash memos, receipts, etc., in a year. If volumes are higher then the configuration should be on higher side. Number of users accessing the database server concurrently.

Application Server

There are two approaches: either application server is installed at the same server where database server is installed or install it on a separate server. Same parameters will be considered to ascertain the configuration of the server. However where the user access to the


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main server is low and volume of work is also low then application server can be installed in the Database server instead of configuring in a separate server.

Client Workstation

Minimum configuration for the client workstation is presented in the following table:

[Table 4.2]

Workstation Configuration Component Specification

Processor Intel Pentium-4 Processor 3.6 GHz with HT Technology

Chipset Intel’s latest chipset (Made within last 3 month)

Cache Memory 1 MB FSB (Front Side Bus) 1056-MHz Memory 512MB Storage Controller IDE Storage 80 GB 7200 RPM SATA Network Controller 10/100/1000 Mbps Expansion Slots 3 (Minimum)

I/O Inter faces

1 x Parallel 1 x Serial 1 x Graphics 1 x Network RJ-45 Minimum 6 USB Ports (4 back and 2 front)

Graphics Intel Integrated Extreme Graphics 2 or Latest

Sound Optional Keyboard, Mouse PS2 or USB with Scroll Monitor 15”

[Table 4.3]


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5 About Sidat Hyder Sidat Hyder Morshed Associates (Pvt) Ltd. is a leader in professional software development, business and systems consulting, software project management and outsourcing with a multi-faceted team of professionals catering to all aspects of software and business development. Since its inception, the company's objective has been to use the best mix of the available technology and human resources in order to cater to the needs of both nation-wide and international markets. With clients in UK, USA, UAE, KSA, Malaysia, Zimbabwe and Uzbekistan and Africa to name a few, SHMA has proved itself to be a pioneer in developing solutions for all forms of business dimensions including Banking, Insurance (Life and General), Human Capital Management, e-Business solutions, Supply Chain Management, Investment Management and Accounting, Sales and Distribution etc. Services offered by SHMA range in areas such as: 1. Information Technology Consulting 2. System / Business Consulting 3. Technology Risk Consulting 4. Software solutions 5. Human Resource Consulting 6. Actuarial and Insurance Systems Consulting 7. Financial Consulting Serving the market for several decades now, SHMA has always recognized the needs of the market and the users with assistance from a dedicated research and development team complimented with an industry-specific support team and subject matter experts to assist with the speedy analysis of the customer's needs and its implementation, both in theory and practice. Its offices situated in the provincial capitals Karachi and Lahore and the nation's capital Islamabad, the existence of a diverse range

of professional disciplines within the same organization allows the firm to provide integrated professional services to clients which otherwise would have to be provided by two or more firms with consequential coordination issues. 5.1 Project Leaders 5.1.1 Arshad Hussain Director (IS) / Partner Sidat Hyder Morshed Associates (Pvt) Ltd. Email: [email protected] Knowledge management, leadership, technical expertise and above all, experience is what clearly differentiates Arshad Hussain. With almost about two decades of professional experience, right about from the beginning of the realization of information management in Pakistan, Arshad Hussain has been involved in a diversified range of projects ranging from banking, exports, micro-finance to insurance (life and non-life), sales and distribution, payroll, taxation etc that signifies his grasp over a wide variety of solution providing horizons. Acting as Project Leader for the Sales and Distribution system first implemented at Unilever Pakistan Limited, he was personally involved in every facet of the project and left virtually no stone unturned during any of the stages from initiative to implementation. 5.1.2 Nizamuddin Senior Manager (IS) Sidat Hyder Morshed Associates (Pvt) Ltd. Email: [email protected] An experience of over sixteen years with project management, analytical and implementation skills, Mr. Nizamuddin has been involved in almost all stages of the process of application development for different clients.


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Mr. Nizamuddin has diverse experience in project management and implementation. He has been involved in a massive implementation of the Sales & Distribution system at more than 100 distribution centers of Unilever Pakistan located all over the country. His areas served include sales and distribution, finance, payroll, provident funds, asset management etc. 5.1.3 Naushad Siddiqi Senior Manager (IS) Sidat Hyder Morshed Associates (Pvt) Ltd. Email: [email protected] With experience of over-a-decade, combined with information-sharing and tacit skills, Naushad Siddiqi, Senior Manager (IS) acts as a key player in ensuring complete client satisfaction through coordination and constant communication. Mr. Siddiqi, while playing a crucial role in requirements analysis, solution implementation and project management, takes one step-at-a-time while reviewing an organization from the lowest to the highest levels of decision-making management. His areas served include trading, real estate, banking, sales and distribution, automotive industry, insurance, human resource etc.

This document is meant for informational purposes only, and the information herein is subject to change without notice. Please report any errors herein to Sidat Hyder Morshed Associates (Pvt) Ltd. Sidat Hyder Morshed Associates (Pvt) Ltd. does not provide any warranties covering and specifically disclaims any liability in connection with the document. All other company and product names mentioned are used for identification purpose only and may be the trademarks of their respective owners.

OUR OFFICES AT:

Sidat Hyder – Workflow

Management System (WMS)

Sidat Hyder – General Insurance System (GIS)

Sidat Hyder - Human

Resource Management System

(HRMS)

Sidat Hyder – Individual

Life Administration System (ILAS)

Sidat Hyder - Fixed

Assets Management System

(FAMS)

OTHER SIDAT HYDER’S PRODUCTS

HEAD OFFICE – Karachi Beaumont Plaza, Beaumont Road, Karachi – 75530 Pakistan. Phone: (92-21) 569 3521-30 Fax: (92-21) 568 5625 Email: [email protected]

Lahore 3rd floor, 18 Commercial Zone, Liberty Market, Gulberg III, Lahore Pakistan. Phone: (92-42) 578 9725-8 Email: [email protected]

Islamabad House No. 11, Street No. 1, Hill Side Road, Sector E – 7, Islamabad 44000 Pakistan. Phone: (92-51) 265 4881-83 Fax: (92-51) 265 4884 Email: [email protected]

Dubai, U.A.E. P.O. Box: 506545, Dubai, U.A.E. Phone: (009714) 2688581-82 Fax: (009714) 2688583 Email: [email protected]

S&D Brochure

Documents

Transcript of S&D Brochure