Process Flow

Sales and Distribution

S No. Title TO-BE Process
01 Sales  Item group master will be defined for all product classifications like
Products/  Bobbin Holder
services  Fluff Collector
 Aquamatic
 Float Switch
 Poultry products
 Item group will be linked with item master for each product.
 Sales master has to be defined as mentioned below:
 Sales Area
 Sales – Territory
 Sales – Sub Territory
 Sales Person – (Employee / Agent)
 In customer master, each & every customer has to link all sales masters.
 Customers are classified under the following types:
 Direct Customer
 Agent act as a Customer
 Customer through agent
 Customer Sub group master has to be defined as follows:
 OEM export and domestic
 Export
 South India
 North India
 In Customer master, customer sub group has to be linked for each customer.
 In customer master, option required to configure the credit limit for each customer.
02 Price List  Existing price methods are covered.
 All Products have to be linked with the respective Customer in customer item screen. In Customer Items, price basis has to be configured for each item for all customers. Price basis is as
follows:
 Contract Price
 Catalog price
 User defined
 Price List
 Open Order will be created for contract price - price basis is for customer items. If price is revised, rate contract history will be maintained.
 Catalog price will be created for all FG products. Option required for defining price in both Indian currency (INR) & foreign currency.
 User defined price basis can be manually assigned for each sales order booking.

Features & Controls:

 Multiple pricing – contract / catalog /standard /user defined prices for different periods.
03 Sales Plan  Sales forecast will be created for purchase planning & production planning.
 Once purchase order is received from the customer, Sales order will be created.
 Based on the required date mentioned in the sales order booking, production will be done. Once production is completed, dispatch plan will be created.
 After the dispatch plan is created, pick and invoice document will be generated.
04 Sales  Once the purchase order is received from customer, the sales order booking has to be done.
order/Labor  Sales order booking will be done for the following type:
order  Standard (Domestic / Export Sales)
 Stock Transfer (Unit to Unit transfer)
 Scrap (for scrap Items)
 Free sample
 Labor order (for Job Work invoice)
 Sales order booking has to capture agent commission details.
 In sales order booking, packing details has to be captured.
 Once the sales order booking is approved, order acknowledgement report mail has to be sent automatically.
 In case of any changes to the particulars of a sales order, the payment terms & INCO terms in the sales order booking have to be automatically fetched from the customer.
 For export sales order, Port of loading & port of discharge details have to be captured.
 Other terms & conditions (Packing & forwarding) also can able to captured in sales order booking.
 Sales order will be created automatically from Quotation document.
 Detailed payment schedule has to be captured also for each sales order.
 Exchange rate will be captured in sales order based on the customs exchange rate.
 Bill to address & ship to address has to be fetched automatically from customer master & it should be editable in sales order booking document.
 Pro-forma invoice will be created against sales order for the following types:
 Advance
 Payment schedule
 Pre-dispatch
 Sales target has to be initially configured for the following criteria:
 Item Wise
 Customer Wise & Item Wise
 Territory Wise
 Sales Person Wise
 Sales order amendment will be done based on any changes in quantity / price / terms.
 Sales order close-short will be done based on the customer requirement.

Features & Controls:

 Sales order for multiple items with different delivery schedule and Bill To / Ship To addresses.
 Sales order validation for the customer lead time, available to promise and promise date determination.
 Supports multiple sales unit of measures.
 Firm control over credit limit.
 Sales Order approval / Close short / Cancel.
 Complete sales order picking / partial picking, multiple shipments to single / multiple invoices.
 Generating Pro-forma Invoice for (1) Advance (2) Pre-Dispatch Receipt and amount receipt against pro-forma invoice.
 Tracking expired / about to expire open SO items.
 Track Open SO / Sales Order Amendment History.

05 Stock (FG)  Once all production processes are completed, FG stock will be view in pending sales Invoice screen (approved sales order).
 Based on the FG stock & required date to customer, sales invoice document (dispatch plan) will be created from pending sales invoice.
 In sales invoice document, stores department will pick the FG stock against the sales invoice document.
 After picking the document, Sales invoice number will be generated & invoiced the document.
 Once the sales invoice is raised, FG stock will be decreased & customer documents (Accounts Receivables) will be created automatically.
06 Disptach Plan  While creating sales invoice, all the information like payment terms, transport details, export document details, etc., will be automatically fetch from approved sales order.
and Check List  Provision to fix support document in sales order for physical verification has to be provided after invoice document is raised.

07 Dispatch Plan  Once all the production processes are completed, pre-dispatch inspection has to be done based on the configuration of item master as pre-dispatch inspection flag.
and PDI  After the pre-dispatch inspection is completed, stock has to be increased in ready to dispatch warehouse. Only then the sales invoice document could be picked.
Inspection

08 Types of Invoices  Types of sales invoices are:

 Standard (Domestic / Export / Capital)
 Stock Transfer
 Labor Invoice
 Scrap Invoice
 Service Invoice
 Free Sample
 Invoice no. will be generated sequentially based on the invoice prefix for all types of invoice.

09 Sales Invoice  Sales Invoice will be created against approved sales order, after creating the sales invoice document; pick the FG Item listed in sales invoice.
 All commercial details like payment terms, INCO terms, etc., will be automatically fetched from sales order.
 Once entry is complete in the sales invoice document, it is forwarded to superior for approval.
 After the invoice document is raised, following options have to be captured
 BOL date
 BOL No.
 Customer GRN date
 Customer GRN No.
 Logistics charges will be captured for export customer in sales invoices document.
 Packing details for export sales invoice (dimension & weight details) to be captured. Based on this packing list report will be generated automatically.
 Bill to address & Ship to address will be automatically fetched from sales order booking transaction screen.
 Credit limit option can also be fixed for each customer, and if the credit limit is exceeded by any customer sales invoice has to be put on hold. Only after an authorized person un-holds the
hold document, the system will create sales invoice document. Credit Limits are based on the following options:
 Due amount
 Due days and amount
 Due amount & No. of invoices.
 Exchange rate will be configured based on the customs exchange rate.
 After the Sales invoice is raised, for warranty items (serial items), customer support document will be created as per PM schedule for warranty details.
 Once the sales invoice is raised, FG stock will be decreased & customer documents (Accounts Receivables) will be created automatically.

Features & Controls:

 System calculated tax & charges and different running invoice numbers.
 Easy generation of Sales Registers (1) Invoice-wise (2) Item-wise.
 Sales Analysis: Yearly / Periodical / Group-wise / Subgroup- wise / Customer-wise / item-wise.
 Dispatch : Early / On-time / Late delivery analysis.
 System generated Proforma invoice / picking list / packing slip / delivery challan.
10 Sales DC  Once the invoice document is raised, delivery challan has to be created automatically.
 After invoicing, the load order is generated for own vehicle scheduling by transport department within 25Kms of customer location. If it is more than 25kms of customer location, external
 transport has to be fixed to dispatch the products to customer.

11 Labor Invoice  Labor invoice will be created based on the Labor sales order.
 Once Labor invoice is raised, customer DC consumption will be done in FIFO method.

12 Scrap Invoice  Scrap Invoice will be created for scrap items generated from production entries & packing material scrap.
 Rate contract will be fixed for all scrap items.
 After the scrap is invoiced, scrap material stock will be decreased in the scrap warehouse.
13 Courier  Outward courier request will be created by front office, the following details will be captured:
Requisition  Customer Name
Slip  Employee name
 Invoice No. details
 Attachment
 After the outward courier request is approved, it will be shown in pending outward request screen.
 From pending request, outward entry document will be created. The following details will be captured:
 Weight details
 Cost of courier
 Courier no.
 Document type – Parcel / Document
 After the outward entry document is completed, the document is posted.
 Once the document is posted, pending delivery status will be shown in separate screen.
 From that screen, need to update the delivery status as (delivered / returned)
 If the courier is returned, the reason for the returned parcel has to be updated.

14 Wind-Mill  Service invoice will be generated for wind mill invoice.

Invoice  Accounts receivables will be created automatically once service invoice will be done.
 AMC charges also can be done service purchase order & service GRN done. Payment will be done by service GRN.

Sales 
Commission
15 MEIS  MEIS details will be configured in the tax master.
 In sales invoice document, MEIS details will be captured for export customers.
16 Letter of  Letter of undertaking will be captured in sales invoice for export customers.
undertaking/ARE
numbers
17 Letter Of Credit  Letter of Credit No. & date will be captured in sales order booking document.