A Cost-effective, Customizable
and Integrated solution for
small and medium size companies

Home > Modules > Consumable and Store

Materials Management (Stores) Module
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.