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MATERIAL MANAGEMENT

(PURCHASE & STORES)

MODULE
INTRODUCTION
• Being built on the three tier architecture, enables unlimited user without
any hassle and without compromising the security & integrity of the
vital information.
• Provide secured access to the requisite information while on move which
keep you in touch with the organization’s daily activities.
• Can be implemented on different OS platforms( Platform Independent).
• The system base consist of stable, object oriented database. The EBS Log
Database increases speed and efficiency, and virtually maintenance free.
• The Knowledge spread across the organization’s different units can be
summarized , eliminating the problem of synchronization and
coordination.
• ACCESS-EBS enables effective and efficient Stock Management,
demand and process planning, supply & delivery scheduling, and
management reporting.
Purchase:
•Requisitions, Dealing with purchase Order is a central
•Indents, component of purchasing

•Auto Indents • The Material indents are generated when new
•Quotations, sales order is considered by PPC for Production
Planning or when the stock level fall below the
•Comparatives,
reorder stock level.
•Supplier Rating,
• Subsequently Purchase orders are generated
•Business share, on the bases of Quotation comparatives or the
•Rate History, Purchase agreements.
•Purchase orders, • This process is accomplish with reliable
• MRN, interface with Accounts and Stores.
•Inspections & QC, • Functional responsibility can be defined by
Name or role to the individual user and ensure
•Purchase Vouchers and
process adherence.
•debit/credit notes etc.
Stores/Warehouse:
•Material Management, We back our commitment with
• Gate entry, prompt action rather than said.
•Gate passes (RG/NRG), The major challenge that materials managers face is
• MRN, maintaining a consistent flow of materials for
production And incorrect bills of materials, inaccurate
•Material Issues/planning, cycle counts, un-reported scrap, shipping errors,
•Material/RM Inward QC, receiving errors, and production reporting errors. An
effective materials management System like ACCESS-
•Ageing, EBS can resolve “island” approaches to shipping,
•Stock reconciliation, receiving, and material movement. It focuses on the
key areas of stocks, Inventories, issues, material
•Inventory evaluation, receipts, ageing and stock levels etc.
•Material scheduling, This Process module covers all aspects of material
•Work orders and management like Requisition for material for general
use or production, Gate entries and gate passes,
•interface to PPC/Production, material issues, Auto indentation, Return and
Purchase and Finance replacements, and stock evaluation analysis for
system. optimizing the stock levels.
MASTER SETUP SCREENS
 Store Detail
 Used To define the Stores
 Items Category Maintenance
 Store items categorized under various store item categories.
 No limit to number of sub-categories under a main category.
 Item Master Maintenance
 Complete Information like
 Item specifications, location and stock details
 Associated account (G/L) code
 Insurance Policy
 AMC Policy
 Taxes Information (Excise &Other taxes), Further Link to MRN
 Unique Asset Code generation & Part No. Generation.
MASTER SETUP SCREENS
 UOM Master Maintenance
 Used to enter Unit of Measurement of an item
 UOM Conversion Maintenance
 Used to enter Conversion Value of UOM
 Party Master
 Used to enter Information about Suppliers
 Item Account Mapping
 Used to establish the relation between Item and Account
Head.
 Item Opening
 Used to enter Opening/Closing stock of an item and its
value (for first time only )
MASTER SETUP SCREENS
 Inspection Specifications
This is used to enter the specification Parameters

 Alternative Items Master
Used to specify the alternates for any item.
 Tax forms Inventory entry Master
Used to Maintain the forms inventory
 Term Of Payments
Used to specify the Terms and conditions

 Service Category Master
Used to specify the different services categories
MATERIAL TRANSACTION
 Indent Generation
 Generated in two ways
 Manual (Open Indent)
 Authorized by the purchase manager
 Indent could be made for a particular sales order
 Order no, date & party must be mentioned in the indent.
 Auto Indent
 Lead-times of the approved vendors, goods in transit factors will
be considered
 Min stock level and re-order stock level will be checked for
triggering auto generation
 Indent Approval
 All Indents generated must be Approved by the Managers.
MATERIAL TRANSACTION
 Request For Quotation
 Enquiry for the item from the recommended supplier.
 Enquiries sent to vendors listed in the enquiry form
 Quotations
 Would refer to the indent no.
 Delivery details & terms and conditions would be captured
during data entry
 Item details with the tax information would be captured.
 Comparative statement will be generated on the basis of
quotation sent by suppliers.
 Generation of quotation analysis report for all the quotations
received.
 Comparative Statements
 Generated on the basis of QUOTATIONS received from the
Suppliers
MATERIAL TRANSACTIONS
 Purchase Order
 The Items indented can be procured by issuing the
Purchase Order
 Purchase Service Agreement
 This type of Agreement represents Services that one
company purchases from another.
 Purchase Order Approval
 All Pos generated must be Approved by Material
Manager.
 Work Order Services
 This type of order represents Services that one
company hires from another (without actually
purchasing it ) .
MATERIAL TRANSACTION
 Gate Entry
 Gate Entry Required for
 Materials received against PO
 Sale return items
 Returnable items sent through returnable gate pass
 Captured Information
 Order no
 Order date referred from the purchase order.
 Bill No. & Bill Date
 Petty items would not have an associated PO
 If returned items then returnable gate pass no will be entered.
 Supplier information
 Detail information about the items received.
 General condition of the items in the remarks
MATERIAL TRANSACTION
 Material Receipt Note
 Information will be stored about the bill no, bill date, bill value,
date of receipt, and Item rate.

 P.O. Detail information recorded

 The TAX information about the MRN will be stored Item wise.

 MRN entries would be required for petty items.

 One MRN could cater to multiple P.O.s for the same supplier.

 Items received once against a PO shall not be received again
MATERIAL TRANSACTION

 Material Inspection
 Two Inspection Categories
 Purchase & Return

 Type of Testing
Dimension, Visual, Mechanical, Chemical and

Destructive testing
Integration with QC module for specifying results as per
purchase specifications
MATERIAL TRANSACTION
 Material Requisition
 Issued on Bases
 Daily Production Plan.
 General Item Required from Store.
 Generated
 Automatically
 On the Bases of items Required for daily production.
 Generated Department Wise
 Item Code & Qty Fetched automatically from product Design.
 Bulk Issue, status of previous consumption verified
 Either manual
 Or through Production Consumption
 Items in stock are short in quantity
 Alternate choice of the item would be made available.
MATERIAL TRANSACTION
 Issue Slip
 Goods will be checked at store.
 Goods are in stock then items will be issued with issue slip.
 Goods can be issued in two ways
 Bulk issue
 General items issue
 Strictly as per BOM associated with a production plan id
 Procurement UOM & issue UOM can vary.
 Issue screen would refer to the UOM conversion table for
deducting stocks as per procured BOM
 Only locked item for the sale order will be issued
 Issued & priority can be changed for the locked items
 Issue will be done on FIFO basis.
MATERIAL TRANSACTION
Return and Replacement
 Item Return
• Goods that were issued could be Returned.
• Nature of Goods returned i.e. (Capex /Non -Capex).
• Store & FIFO will be updated .
 Replacement Outwards
• Goods that were rejected during Inspection are sent
for Replacement.
 Replacement Inwards
• Goods that return after being Replaced are updated in
the Store.
MATERIAL TRANSACTION
 Rejection Handling/Purchase Return
 After inspection any discrepancy or rejection of items then
Rejection Challan /Purchase Return will be created.
 Outcome of inspection would be the Inspection report
 On rejection of the goods received, automatically debit note
generation against the supplier, linking with finance.
 Stock will be updated after inspection.

 Gate Pass
 If Rejection Challan then to send goods outside the gate
 Sale invoice.
 Equipment sends for Repair work.
MATERIAL TRANSACTION
Other Activities
 Item Opening
This form is used to enter the Initial/Opening values for the Stock
Items.
 Physical Inventory Form
Used to enter the Physical stock if opening is missing or for rectifying
the stock value
 Dead Stock
Used to declare the Dead stock for non/slow moving items
 Scrap Stock
This is used to manage the scrap
 Trading & Scrap Invoice
This is used to sale the Scrap or trading purpose
LIST OF OUTPUTS TO BE
GENERATED
Dynamic Reporting tools and MIS Reports loaded with graphical
and statistical analysis. With EBC you receive a pool of pre
configured reports for various evaluations.

•Reports Emailing facility while roaming.
•Genuine and Tempering proof reports in
PDF formats.
 MASTER’S CHECKLIST REPORTS

• Store Master
• Item Category
• Item Master
• UOM Master
• UOM Conversion
• Terms of Payment
• Tax Form Inventory
• Service Category Master
 TRANSACTIONAL REPORTS ( PURCHASE)
• Indent Slip
• Indent Status
• Indent Register
• Pending Indents
• Purchase Order Slip
• Purchase Register (PO Wise)
• Purchase Schedule
• Pending Purchase Orders
• Request For Quotation (RFQ)
• RFQ register
• Quotation Register
• Quotation slip
• PO Rate History
• Supplier Evaluation
• Comparative Statement
• PO Amendments
• Actual vs Plan
• PO vs MRN
 TRANSACTIONAL REPORTS ( STORES)

• Item Wise Opening Detail
• Stock Report (Avg.) Item Wise
• Stock Report (FIFO) Item Wise
• Stock Evaluation (Avg.)
• Bank Statement (FIFO)
• Item Min/Max Report
• Item Exceeding Max stock level
• Gate Entry Slip
• Gate entry Register
• Gate Pass Slip
• Gate Pass Register
 TRANSACTIONAL REPORTS ( STORES)
• MRN Slip
• Gate Entry Pending for MRN
• MRN Pending for Inspection
• MRN Pending for PV
• MRN Without Bill
• MRN Register (Date Wise)
• MRN Register (Supplier Wise)
• Material Requisition Slip
• Requisition s Pending for Approval
• Material Issue Slip
• Material Issue Register (Item Wise)
 TRANSACTIONAL REPORTS ( STORES)
• Work Order Slip
• Work Order Issue Detail
• Work Order Return Detail
• Replacement Inwards Slip
• Replacement Outwards Slip
• Challan 57F
• Approved Supplier List
• Incoming Quality Report
• Dead Stock
• Scrap Stock
• Trading/Scrap Invoice Slip
MIS and Analysis
• The MIS :Cashing in on business knowledge.
• Powerful tools rendering business intelligence.
• Extracting internal and external data for analytical querying.
• The data stored in database tables, and perhaps additional data
from external data pools, must be transformed into a logical and
meaningful form, in order for use in analysis and in making
decisions.
• The Access EBS is fully integrated, companywide internal data is
stored in a single database and reports can be generated from this
comprehensive data pool.
• ACCESS-EBS MIS module not only provides the possibility of
choosing data from its own data warehouse, but it can also take
advantage of data in other data warehouses located in other
databases. In this manner information can be compiled centrally
and independently of its source, and decisions affecting enterprises
can be made in an intelligent and effective manner.
• Graphs and comparisons are available for analysis and decision
making.
Advantages of Access EBS

Oracle UI: ORACLE interface has the web features and it is called Oracle Self Service
Application and the Oracle Forms are most popular for core financial transactions.
Integration of web enabled features in ERP application: Oracle Self Service
Application can be designed for internet purposes and it is used by many organizations.
Security of database: Oracle database comes with a high security feature and the
security is based on the role based models. Oracle's security cannot be broken easily.
It can adopt changes in legal standards fast:
Customization is easy: Oracle has a good record of providing fast customization and
installation as compared to other enterprise software available in the market.
Report are exceptional: Oracle reports gives you a wide range of choices on many
parameters and you can generate any kind of report for any situation in minutes.
Gives a high ROI: It has high efficiency as compared to any other database and return
on investment is also high.
Oracle database is known for its high efficiency and speedy installation
THANK YOU

Access Infotech Pvt. Ltd.
SCO 64-65, 4th Floor, Sector 34-A, Chandigarh
Phone: 0172-5002677, 5025577 TeleFax: 0172-2622571
E-mail - jbs@accessinfotechindia.com
www.accessinfotechindia.com