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

ERP - PRESALES AND SALES MODULE

CRMCRM

SALES &DISTRIBUTION

EXPORTEXPORT

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 Receiptinformation ORI

Customer’s PO is F.G.

STORES

PRODUCTION

REPAIRSTOR

UE)

STORES

Bought Out RM STORES

FLOORPO is received

MachineOPERATIONS

CAPTIVECAPITALIZATION

location

B-C

ON

TRACT

OCESS +

VALU

SC IN Location

SU

B(P

RO

CASH / hin

e

plie

r

Fixed Assets Location

2

CASH / BANKM

ach

Supp

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ERP concepts

MARKETING OR ORDER FULFILLMENT Presale Module

Enquiry BASED ONBOM MASTERq y

C ti /

BOM MASTER

Costing / Estimate Automation

Q iQuotation ORI or

Internal ORI

(OA)ORI = Order Receipt Information = Sales Order

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= OA = Order Acceptance

MARKETING OR ORDER FULFILLMENT Presale module and sales accounting is integratedg g

Enquiry BASED ONBOM MASTER

Costing / Estimate

BOM MASTER

Estimate Automation PROFORMA

INVOICE

INVOICE

Quotation

ORI orInternal ORI

MONEY RECEIPT

ORI(OA)

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ERP concepts

Order Fulfillment Module

• CRM – Customer Relationship Management• Sales Module.

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

•

– MastersMasters• 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.

• Sales schedule linking (optional).

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Sales Module. (Shipping).( pp g)

• F. G. inventory (dispatch) and sales accountingaccounting.

• MastersC t T M t•Customer Type Master.

•Customer Master.E i •Enquiry type master.

•Delivery mode master.•Sales coordinator master.•Officer Master (engineer or staff

b h d name can be attached to customer.

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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• 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 reportg 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 idnumber, 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).• Customer Grading , for preferential treatment as part of CRM Custo e G ad g , o p e e e t a t eat e t as pa t o C

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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– Sample sent registerSample sent register

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ORI = Order Receipt Information

• TRIGGER FOR ALL ACTIVITIESPURCHASE–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 FIREFOXBROWSER

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CUSTOMER MASTER

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Multiple Contact Names

* Means mandatory fields

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Presale Module (Cont..)

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ERP concepts

Sales Enquiry

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Sales Enquiry reportShow enquiries for

Which quotation is not made

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Create sales quotation in ERPPrepares quotation register automaticallyUse ‘filter’ to select a product for ‘Product wise information report’

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Use filter to select a product for Product wise information report

Quotation – in .PDF format that can be attached with email can be read by Adobe Acrobat readerwith email – can be read by Adobe Acrobat reader

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Sales Quotation – parent transaction is enquiry

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SALES ORDER SALES ORDER (ORI) (ORDER ACCEPTANCE)

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ORI of SOFA = Order Receipt Information = OA

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PROFORMA INVOICE LINKED TO ORI AND SALES INVOICE

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AUDIT TRAIL is a unique advantage of ERPq 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 gpassword

• 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

proforma invoice?

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ERP concepts

TAX INVOICE

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ERP concepts

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IMPRESS YOUR CUSTOMER WITH CRISP INVOICE

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ERP concepts

MIS FOR Sales

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Quotation register – product wise; for a given period, list for specific customer or for select ‘all’specific customer or for select all .

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Order Acceptance register or ORI register

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SALES INVOICE REGISTER

FOR A GIVEN PERIOD

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SALES ORDER – ITEM WISE REPORT SHOWS ‘PENDING / DISPATCHED’ STATUS DISPATCHED STATUS

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Sales invoice register – item wise

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Sales (Customer) Ledger / Debtor Ledger

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Age wise analysis of outstanding bills:Receivable over one month two months etcReceivable over one month, two months, etc.

Useful for collection follow-up

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ERP concepts

SALES MIS- PRICE LIST

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SALES MIS- PRICE LIST

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MIS – Customer wise / month wise sales

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MIS – Item wise / month wise sales

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EXCEPTION REPORTS

• Most reports can prepared as per user requirements instantly by using filtersq y y g–E.G. Show sales for a given product

for a given period report can be prepared using drill down buttonprepared 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

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EXPORT SALES INVOICE

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ERP concepts

Export Invoice

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ERP concepts

Tax Invoice

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EXPORT INVOICE

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PACKING LIST FOR EXPORT

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ARE 1 (required in India)

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Export Sales Register

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Export Sales Register - Excel

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S & D MODULE

SALES &DISTRIBUTION

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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

OFFICEDISTRIBUTION MODULE

H. O.DEPOT

CFABRANCH

DEPOT

CFA

PLANT 1R & D

FACTORIES

PLANT 2Sub-contractor

S b t t

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PLANT 2Sub-contractorWAREHOUSE

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ERP concepts

WORK FLOW / DOCUMENT FLOWFOR DISTRIBUTION MODULE

STOCK TRANSFER

DISPATCH ORDER FOR OWN DEPOT

TRANSFER INVOICE FOR OWN DEPOT

OWN DEPOTSTOCK IN HAND ? YES

SALES ORDER NO

SALES INVOICE

WORK ORDER

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ERP concepts

WORK FLOW / DOCUMENT FLOW DISPATCH STOCKDOCUMENT FLOWFOR DISTRIBUTION MODULE LINKED TO PRODUCTION

DISPATCH ORDER

STOCK TRANSFER

INVOICESALES ORDER

STOCK IN HAND ? YES

NO

SALES INVOICE

WORK ORDER

PRODUCTION ENTRY

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ENTRY

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ERP concepts

CORPORATE

OFFICEDISPATCH

H. O.DEPOT

PLANT IFACTORIES

CFABRANCH

PLANT II

Sub-contractor

Sub-contractor DEPOT

56WAREHOUSE

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ERP concepts

CORPORATE

OFFICEDISPATCH

H. O.DISTRIBUTOR

DISTRIBUTOR

PLANT IFACTORIES

R & DPLANT II

Sub-contractor

DISTRIBUTORDEALERS

57VENDOR

Sub-contractorWAREHOUSE

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ERP concepts

CORPORATE

OFFICE

H. O.DEPOT

FACTORIESPLANT I

FACTORIES

CFABRANCH

PURCHASE ORDER

PLANT IIPLANT II

Sub-contractor

DEPOT

WAREHOUSE

58VENDOR

Sub-contractor

WAREHOUSE

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ERP concepts

Supply chain management -SCM -

conceptW 1WORKS + LL

W 1WAREHOUSE

PRIMARY SALE MR

W 2 STOCKIEST

SECONDARYSALE

CFA / CA

Depot ManagementFRANCHISES /DISTRIBUTOR

System

CORPORATE

RETAILCONSUMER

OFFICE

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VENDORField Management

SystemH. O.

J. ZaveriERP concepts

Shipping & LogisticsWarehouse

2. RFID reader at 4.

RFID reader at warehouse dock

door records container

warehouse dock

door records container arrival.

departure.

Container DepotRFID 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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3.

The Intelligent Supply Chain for e-Business

ManufacturerDistributor Retail

• POS Data Sharing• Inventory levels

Product Flow

Information Flow

Consumer demand drum-beat sets pace for entireSupply Chain

• Fill Rates• Forecasts• Promotional Activities• New Product

Introduction

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Information & Intelligence Sharing for Effectiveness

Supply ChainIntroduction

Adding Intelligence to the Supply Chain

ManagementTelephony

InfrastructureManufacturerTransportationDistributors

Direct Marketing

Web Infrastructure

Transportation

Overnight

Distributors

ERP SERVER

Data Mining Retailers

gDelivery

Fully informed - Network model

Customers

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Fully informed Network modelBi-directional information flow through Internet

J. ZaveriERP concepts

Social media marketing

• Depending on the target audience organization needs to change the marketing strategies to g g ginclude 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.– Published on E-learning site www.dnserp.com

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THANK YOUTHANK YOU

E-learning site by Jyotindra Zaveri www.dnserp.com

ERP Training Blog http://dnserp.wordpress.com Follow on Twitter http://twitter.com/followERP

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ERP concepts