Scope and Advanced Features of Materials Management (Stores) Module:-

1. Item Classification: -

• Entity-Division Wise Stock-in-Hand.

• Breakup of stock in Good / Rejected /Pipeline status.

• Minimum, Maximum, Reorder level exceptions reports.

• Classification of item code up to several level.

• Inventory reports on any no. of first characters of item codes.

• Additional fields of Item Class and Item Category for deeper MIS.

2. Indent: -

• In two stages - Unapproved Indent entry and subsequent approval by authorized executive.

• After departmental approval, the purchase department acknowledges the indents and gives expected purchase due-date.

• Special Merging facility for the pendingindents with any one indent, having the same item.

• Online linking of Indents with Order or GRN or both. One indent can be linked with one or many Orders or GRNs or both.

• Monitoring and reporting of pending indents department wise, item wise, division wise, date wise.

• Department wise Status of indents, Query showing several stages like department approved /unapproved, purchase acknowledged or not, order details if made against the indent, GRN details if made against the indent, merged indents details etc.

Auto Indent – Auto indenting procedures automatically create the indents for the items for which the total stock (Good stock+ Pending indent qty (approved) + Pending order qty (approved and un-approved) + Pending pipeline qty (Un-inspected GRN qty)) of a item is less than the defined re-order level for that item. The indent Qty is kept as (defined max qty – total stock). User can edit this qty at the time of process.

3. Enquiry : -

• Generation of enquiry letters based on indents.

• Emailing of Enquiry

• Auto Enquiry at Indent Acknowledgement process based on registered vendors.

4. Quotation :-

• Entry of quotations received against Enquiries or direct.

• Concept of Landed Cost.

• Comparison Statement Generation.

5. Purchase order : -

• In two stages - Unapproved P.O. entry and subsequent approval by authorized executive.

• Online display of Last Purchases Details for each item at data entry.

• Special Long text or graphical annexure attachment with P.O., which are kept in database.

• Facility for having multiple Unit of Measurement for the same item at the time of order.

• Provision for Amendments to the P.O. and keeping the previous version in the log file.

• Internal Order Systems for purchases where formal order is not issued.

• Quantity executed is online updated from GRNs.

• Pending order status reports item wise/Party wise/Delivery date wise etc.

• Online linking with Indents.

6. Goods Received Note (GRN) : -

• Multistage GRN Processing.

• GRN creation from Party Challan, P.O., actual quantity received in Stores.

• Online linking with indents.

• Shortage Memo (if any) is auto generated.

• Creation of provisional landed rates based on P.O./Last GRN/ Item master Std. Rates for calculation of moving weighted average rate and for provision of material value of unprocessed purchase bills in accounts.

• GRN item wise inspection by authorized concerned departments engineers.

• Rejection Memo (if any) is auto generated.

• GRN Valuation based on item rates and other bill amounts like Discounts, Excise, Sales tax, Entry Tax, Packing & Forwarding, Freight & Other charges from rates brought from P.O./Manual inputs (where P.O. is not there) with system calculated amounts for arithmetical accuracy . Party Bill No.& Date is also entered in this stage.

• Feeding of expenses incurred/ debit –credit note received which are not part of bill amount .This is for calculation of Landed cost.

• Item wise Last GRN Rates Details is displayed and printed for comparison as a helpful feedback for approval and bill passing.

• Cash Freight Payment advice auto generation from the GRN.

• List of Pending GRNs waiting for inspection, valuation, approval in age wise and other formats.

7. Purchase Bill Processing :-

• One Purchase bill may be linked to one or many GRNs.

• Bill to be processed is selected from the list of un-approved party bill no/dates.

• Feeding of Bill amount as per the party bill. GRNs item Details and total of GRN valuation amounts is displayed in this stage.

• Auto generated Debit Note / Credit Note based on Item rate variation, Other bill components variation, Quantity shortage/Excess, Rejections.

• Bills may then be online approve by authorized purchase manager.

• GRN control register for handing over the paper documents of bills to accounts dept.

8. Accounts Bill Passing and creation of purchase voucher as accounting transaction : -

• Bill to be passed is selected from the list of purchase approved party bills.

• Sales Tax code is cross checked in this stage.

9. Rejection Management :-

• Rejected item return to party gate pass is made from the list of un-send rejected items for the user- inputted party.

• Special GRN for transferring items from Rejected stream to Good stream.

• Vendors where no rejection item is pending do not appear in the list for party selection.

10. General Gate pass : -

• Non-stocks items being sent out of the factory premises are classified -

• Returnable item gate pass.

• Non returnable item gate pass.

• List of items issued on returnable gate pass but not received back.

11. Repair gate pass : -

• Equipment going on repair gate pass.

• Auto generated GRN at return time from sent for repair gate pass reference.

12. Conversion gate pass :-

• Stores items going out for further Conversion/Job work.

• Special GRN after conversion with linkage and online updation of qty consumed of item sent for conversion in conversion gate pass.

• List of items lying at jobber’s place i.e. items sent for conversion but qty not fully consumed.

13. Requisition for issue of material :-

• In two stages - Unapproved entry and subsequent approval by authorized executive.

• Validated with current stock.

• Auto issue slip generation on store side with the reference of the requisition no.

• Auto valuation with moving weighted average rate.

14. General issue :-

• Validated with current stock.

• Auto valuation with moving weighted average rate.

15. Inter division transfer :-

• Validated with current stock.

• Auto valuation with moving weighted average rate.

16. Loan issue :-

• Auto generation of debit note cum gate pass for stores items issued on Loan basis to sister-concerns and other organizations.

• Auto generation of account vouchers.

17. Contractor Issue :-

• Non-chargeable issue to contractor.

• Chargeable Issue to Contractor.

• Concept of auto defined service charge addition on rate.

• Auto generation of debit note cum issue slip for stores items issued on Chargeable basis to various project and labor contractors.

• Auto generation of account vouchers.

18. Tools & Tackles Handling :-

• Separate but similar Inventory system for tools & tackles issued temporally to the departments.

19. Inventory of office consumable Items :-

• Separate but similar Inventory system for office consumable items such as stationary with separate item master.

20. Work Order : -

• Work order can be made with structured job details in term of qty, rate and amount.

• In two stages - Unapproved Work Order entry and subsequent approval by authorized executive.

• Provision for Amendments to the W.O. and keeping the previous version in the log file.

• Billing procedures with references of the work orders.