ERP Order fulfillment function - Presales, Sales Module, Sales & Distribution module

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ERP - PRESALES AND SALES MODULE

CRM

CRM

SALES &

DISTRIBUTION

EXPORT

EXPORT

Social Media Marketing

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ABC MANUFACTURING Co. Sales Enq. Enquiry Sales Quot. Rejection LOCATION Enquiry Received from Customer. d i F G QC Q C SHOP Order Receipt information ORI

Customer’s

PO is

F.G. STORES PRODUCTION REPAIRS TOR UE) STORES Bought Out RM STORES FLOOR

PO is

received

Machine OPERATIONS CAPTIVE CAPITALIZATION location B -CONTRAC T O CES S +V AL U SC IN Location SU B (PR O CASH / h ine p lier Fixed Assets Location CASH / BANK Mac h Sup p ERP concepts

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MARKETING OR ORDER FULFILLMENT Presale Module

Enquiry

q

y

BOM MASTER

BASED ON

C ti

/

BOM MASTER

Costing /

Estimate

Automation

Q

i

Quotation

ORI or

Internal ORI

(OA)

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MARKETING OR ORDER FULFILLMENT

Presale module and sales accounting is integrated

g

g

Enquiry BASED ON BOM MASTER Costing / Estimate BOM MASTER Estimate Automation PROFORMA INVOICE INVOICE Quotation ORI or Internal ORI MONEY RECEIPT ORI (OA) ERP concepts

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Order Fulfillment Module

CRM – Customer Relationship Management

Sales Module.

CRM Module (Customer relationship management) and pre-sales module.

Masters

Masters

Marketing Master – Commercial terms.

Transactions

• Sales Enquiry.

• Sales Quotation (as per ISO format).

• Internal Order Acceptance (Internal ORI).

• Order Acceptance or OA or Sales Order, (Customer Purchase Order link). Order Receipt Information (ORI). [With Sales Schedule -Optional]

• Proforma invoice (optional).

• ORI status entry by Marketing/Production/Dispatch Department • Quotation

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Key MIS reports

• Enquiry Register. Automatic report of enquiries for which quotation not given.

• Quotation Register Automatic report of quotation for which order not • Quotation Register. Automatic report of quotation for which order not

received.

– Automatic Pending Quotations Report (Quotation given but order not received).

• Order Acceptance (Sales Order) Register. ORI register – (i) All; (ii) p ( ) g g ( ) ; ( ) Open; (iii) Used; (iv) Amended; (v) Booked; and ((vi) Terminated.

– Automatic Pending Orders Report (order received but not dispatched).

• Proforma invoice register.

• Customer rating based on share of business, payment promptness.

ERP features

– State wise ‘Road permit’ info. (Master). • Sales Officer wise Order booking. g

• Multiple contact names for one customer can be stored with their

individual email id and cell number. This helps in follow-up with the right person.

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Sales Module. (Shipping).

(

pp g)

F. G. inventory (dispatch) and sales

accounting

accounting.

Masters

C t

T

M t

Customer Type Master.

Customer Master.

E

i

Enquiry type master.

Delivery mode master.

Sales coordinator master.

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Transactions

• Commercial Invoice

• Sales Invoice. Preparing Challan cum Sales Invoice (CCI) T I i (D ti ) Li k t O d R i t I f ti

– Tax Invoice (Domestic). Link to Order Receipt Information (ORI)/Internal ORI (Projection ORI for stocking)

– Scrape sales Invoice.

– Trading Invoice. (Optional)

– Invoice with zero sales value (free samples). Complementary.

– Purchase return invoice. (For excisable material returned to supplier).

• Sales Return transaction. Goods returned from Customer.

• Automatic Inspection Report (QC) for finished goods along with sales invoices (ISO 9000).

• Replacement Challan non-excisable (linked to sales and RGN).Replacement Challan non excisable (linked to sales and RGN).

• Stock Transfer Invoice. (To transfer material to own stock locations, such as branch, franchises, etc.).

• ‘Repairing Invoice’ (Sales bill towards repair service charges).

• Packing Slip

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Key MIS reports

Invoice register – Customer details.

Invoice register – Product (item) details.

RGN (Return Goods Note) register.

Transfer Invoice register (Optional).

Trading Invoice register (optional).

Ledger (Debtor Ledger)

Ledger. (Debtor Ledger).

Customer ledger.

Age wise outstanding report

Age wise overdue report

g

p

Product wise invoice list.

Customer Master List. User can select fields to prepare excel

file, e.g. to prepare phone book, select customer name, phone

number email id

number, email id.

‘Repairing Invoice’ Register.

Price List – with filter to select a given category or

subcategory.

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ERP features

• Multiple Delivery sales schedule (Sales Order) Report.

– Sales invoice link to sales schedule (for OEM).

R l t t li k d ith i t d l ti

• Replacement management – linked with inventory and sales accounting.

• Sales Returned Goods Note (RGN) for item received back, link to sales account and excise.

• Sales Invoice Link with sales order (ORI) to ensure accurate and fast billing preparation.

• Automatic posting to Customer Account, Excise Books, VAT / Sales Tax, and Inventory.

• Information about the Contact details such as multiple contact person names, telephone numbers, email id, etc., for Customer.

• Classification of customer Geographically (Region, state, city, Country), Segment wise.

• Credit control. Credit Limits for the customer. Automatic pop-up based on p p p link with credit limit of Customers and outstanding amount, while

preparing sales invoice.

• Capturing CT 3 information (Optional).

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Sample management module

(Optional)

Customer gives sample for manufacturing

the item

e g Blue color pigment (chemical)

the item

e.g. Blue color pigment (chemical)

Master

Customer master

Item master

Transactions

Sample received

Sample sent

K MIS

t

Key MIS reports:

Sample received register

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ORI = Order Receipt Information

TRIGGER FOR ALL ACTIVITIES

PURCHASE

PURCHASE

MATERIAL ISSUE

SHIPPING

Tax Invoice

ORI = Order Acceptance or Order

Acknowledgment

User can also make Internal ORI

(trigger for projection based

manufacturing)

manufacturing)

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CITY – STATE Master for City wise / state wise sales analysis

IN MOZILLA FIREFOX BROWSER

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Multiple Contact Names

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Presale Module (Cont..)

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Create sales quotation in ERP

Prepares quotation register automatically

Use ‘filter’ to select a product for ‘Product wise information report’

Use filter to select a product for Product wise information report

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Quotation – in .PDF format that can be attached

with email can be read by Adobe Acrobat reader

with email – can be read by Adobe Acrobat reader

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SALES ORDER

SALES ORDER

(ORI) (ORDER

ACCEPTANCE)

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AUDIT TRAIL is a unique advantage of ERP

q

g

What is audit trail?

ERP is a multi-user system for

ERP is a multi user system for

management. Enterprise

software will capture users

information automatically

From login id and secret

g

password

Purpose

Management will know

Who entered?

Who entered?

When the transaction was

saved?

Who printed?

Full accountability and full

E.g. Who raised the

PO? Who printed

Full accountability and full

responsibility comes

because mistakes can be

traced easily.

PO? Who printed,

when? Who made that

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TAX INVOICE

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IMPRESS YOUR CUSTOMER WITH CRISP INVOICE

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Quotation register – product wise; for a given period, list for

specific customer or for select ‘all’

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SALES INVOICE REGISTER

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SALES ORDER – ITEM WISE REPORT SHOWS ‘PENDING /

DISPATCHED’ STATUS

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Age wise analysis of outstanding bills:

Receivable over one month two months etc

Receivable over one month, two months, etc.

Useful for collection

follow-up

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EXCEPTION REPORTS

Most reports can prepared as per user

requirements instantly by using filters

q

y y

g

E.G. Show sales for a given product

for a given period report can be

prepared using drill down button

prepared using drill down button

Dash board gives important summary

figures to top management

Work bench report gives project wise or

order wise report showing all related

transactions

transactions

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Export Invoice

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S & D MODULE

SALES &

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S & D MODULE

MANY ENTERPRISES HAS MULTIPLE

MANY ENTERPRISES HAS MULTIPLE

LOCATIONS

NUMBER OF FACTORIES (PLANTS)

(

)

NUMBER OF OUTLETS, BRANCHES, DEPOTS,

STOCKIEST, FRANCHISES, ETC.

THE FOLLOWING SLIDES EXPLAINS SUPPLY

THE FOLLOWING SLIDES EXPLAINS SUPPLY

CHAIN FOR ORGANIZATIONS WITH MULTIPLE

LOCATIONS

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CORPORATE OFFICE

DISTRIBUTION MODULE

H. O.

DEPOT

CFA

BRANCH

DEPOT

CFA

PLANT 1

R & D

FACTORIES

PLANT 2

Sub-contractor

PLANT 2

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WORK FLOW / DOCUMENT FLOW

FOR DISTRIBUTION MODULE

STOCK

TRANSFER

DISPATCH

ORDER FOR

OWN DEPOT

TRANSFER

INVOICE FOR

OWN DEPOT

OWN DEPOT

STOCK IN

HAND ?

YES

SALES

ORDER

NO

SALES

INVOICE

WORK

ORDER

ERP concepts

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WORK FLOW /

DOCUMENT FLOW

DISPATCH

STOCK

DOCUMENT FLOW FOR DISTRIBUTION MODULE LINKED TO PRODUCTION

DISPATCH

ORDER

STOCK

TRANSFER

INVOICE

SALES

ORDER

STOCK IN

HAND ?

YES

NO

SALES

INVOICE

WORK

ORDER

PRODUCTION

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CORPORATE OFFICE

DISPATCH

H. O.

DEPOT

PLANT I

FACTORIES

CFA

BRANCH

PLANT II

Sub-contractor Sub-contractor

DEPOT

ERP concepts

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CORPORATE OFFICE

DISPATCH

H. O.

DISTRIBUTOR

DISTRIBUTOR

PLANT I

FACTORIES

R & D

PLANT II

Sub-contractor

DISTRIBUTOR

DEALERS

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CORPORATE OFFICE

H. O.

DEPOT

FACTORIES

PLANT I

FACTORIES

CFA

BRANCH PURCHASE ORDER

PLANT II

PLANT II

Sub-contractor

DEPOT

WAREHOUSE

Sub-contractor

WAREHOUSE

ERP concepts

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Supply chain

management SCM

-concept

W 1

WORKS + LL

W 1

WAREHOUSE

PRIMARY SALE

MR

W 2

STOCKIEST

SECONDARY

SALE

CFA / CA

Depot Management

FRANCHISES /

DISTRIBUTOR

System

CORPORATE

RETAIL

CONSUMER

OFFICE

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Shipping & Logistics

Warehouse

2. RFID reader at 4. RFID reader at warehouse dock door records container warehouse dock door records container arrival. departure.

Container Depot

RFID tagged pallets aggregated and

loaded into container Container Yard 5.

RFID tag on container read by RFID reader at container yard

entrance at seaport.

RFID tag on container read by RFID reader at exit from the

loaded into container. Warehouse

Management System ensures correct pallet gets loaded onto the container using tag

Sea Port

exit from the container depot.

1.

3

container using tag info. from container and pallet.

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The Intelligent Supply Chain for e-Business

Manufacturer

Distributor

Retail

• POS Data Sharing • Inventory levels

Product Flow

Information Flow

Consumer demand

drum-beat sets

pace for entire

Supply Chain

• Fill Rates

• Forecasts

• Promotional Activities • New Product

Introduction

Supply Chain

Introduction

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Adding Intelligence to the Supply Chain

Management

Telephony

Infrastructure

Manufacturer

Transportation

Distributors

Direct Marketing Web Infrastructure Transportation Overnight

Distributors

ERP SERVER

Data Mining Retailers

g Delivery

Fully informed - Network model

Customers

Fully informed Network model

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Social media marketing

Depending on the target audience organization

needs to change the marketing strategies to

g

g

g

include social media platforms for cyber branding,

colleting enquires and even orders on the

e-commerce websites.

commerce websites.

The sales module and the accounts module are

tightly integrated with the website.

Pl

t

t ti

Di it l

Please see a separate presentation on Digital

marketing.

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THANK YOU

THANK YOU

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ERP Training Blog http://dnserp.wordpress.com

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