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TITAN COMPANY LTD

Despatch process
User Manual

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Contents

1. Introduction
1.1 Despatch Process overview

2. Key business process


2.1 Receipts
2.2 Transaction document –OTN

2.3 Delivery/Dispatches

2.3.1 Domestic orders


2.3.2 Export orders
2.3.3 Institutional orders
2.3.4 Intermediate Dispatch
2.3.5 Despatch Plan and Picking
2.3.6 Security check and Packing

3. Oracle Process
3.1 Login
3.2 Oracle Apps Menu (Navigator)
3.3 Important keyboard
3.4 Packing Slip
3.5 Generate Packing slip against Delivery No
3.6 FG final product verification with Catalogue server
3.7 STM Report
3.8 Posting process
3.9 Gatepass

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1. Introduction

1.1 Jewellery Despatch – Over view

Stores in our Jewellery division is nurtured and elevated as a modern precious warehouse with latest cutting
edge technologies. It functions as a bridge between SCM and Field Outlets in executing the demand chain
management effectively. Stores, as an external service provider fulfills the business requirements of 250 showrooms,
as an internal service provider helps in converting raw gold into value added products and further facilitates the in
time delivery of finished goods to boutiques.

This integrated precious warehouse or stores manual reflects the standard processes and practices as well as the
activities or functions carried out with a strategy to fulfill the long term business plans efficiently.

Finished goods are Gold Jewellery in the form of Gold coins, Gold Biscuits, Studded Color and Diamond stone
products, Plain products, and Plain Jewellery with stones with 18kt to 24kt purity.

All the above activities of despatches may be done in our factory and also in the regional Warehouses.
Currently, We have warehouses Delhi, Sikkim, Pantnagar, Mumbai and Kolkatta. Despatches (STM) from factory to
Regional operations and region-to-region STMs are held in frequently. From regions, we are dispatching to the Titan
boutiques, CFAs (Incase of L3 / Tanishq boutiques / Institutional), Exports and sometimes to direct customers.

The procedures, steps, transactions are explained clearly in this manual for common man Understanding with screen
shots / Pictures, transaction details, different Warehouses, Location etc, type of documents and indicating the
internal and external customers etc.,

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2. Key business process

2.1 Receipts

A. External receipts
Receipts made from the market because of direct cash purchase for sample study and outright purchase. Stock
Transfers from Regional Operations (Stock Transfer Memo – STM)

B. Internal receipts
Receipts made from production departments in the form of finished goods through system document.

Transaction Documents
Stock Credit Note – SCN
Material Movement Requisition - MMR
Costing Adjustment Note
Invoice/Bills
Stock transfer memo – STM
DVR

2.2. Transaction Document

Order Transfer Note – OTN

As per boutique requirement,. Supply Chain will prepare OTN to transfer the products to boutiques through STM.
Non – Boutique order stocks are called fast – moving/Replenishment stocks which are required by the boutiques.
Also new order placement by the boutiques will also be fulfilled by this Non – Boutique order stocks at the time of
Order Mapping/Processing through this OTN.

2.3 Delivery/Dispatches

Types of Deliveries

2.3.1 Domestic Orders


2.3.2 Export Order
2.3.3 Institutional Orders

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2.3.1 Domestic Delivery

Executing the Business requirement of Indent Vs Supply by doing direct Dispatch of FG to Showrooms in case of
L1 and L2 level and through CFA (Carrying & Forward Agent) for L3 showrooms located throughout India. It is
inclusive of MTBI & MTO and these dispatches are made through Stock Transfer Memo and it is applicable to
Regional transfer also.

2.3.2 Export Delivery

Based on the order booked by the IBD department (International Business Development) and dispatch instruction
from Planning – Plain & Studded, the delivery is made through Agents by passing it into the Customs clearances for
the Off-shore, which is inclusive of plain & studded FG products and these dispatches made through Invoices and
Custom clearance documents.

2.3.3 Institutional Delivery

Institutional orders are specific requirements with customization required by the Company, Organization, Group or
Person for any event or gift purpose etc. These orders are dispatched through Stock Transfer Memo (STM) along
with Guarantee card and Packing items as per the instructions from Insti department.

2.3.4 Intermediate Despatch:

Finished products of some set of BTQs will be dispatched from factory to regional operations. At regional
operation, they will receive the consignments and inward it to their warehouse through an automatic receipt process.
After the receipt process, regular despatch procedures follows.

2.3.5. Despatch Plan and Picking

 After production, Product will be deposited into the finished goods stores and then dispatched to the Titan
boutiques, CFAs (Incase of L3 / Tanishq boutiques / Institutional), Head office – incase of Exports and
sometimes to direct customers.
 Every product made against the sales order, which will have the sales order reference attached to it.
 A despatch plan will be run based on the input from the supply chain and (or) based on frequency, which is
set time to time.
 Based on the given set of conditions CFA wise BTQ wise picking list will be generated and the products
will be picked manually from storage location.
 After that, products to be handed over to security personnel for verifying the quantity and the weight.
 Stock Transfer Memo, Gate pass, necessary statutory documents will be prepared and the material
dispatched along with the statutory requirement documents.
 For the above two plans, procedure is common. Generate Despatch planner, Based on BTQ stock value,
critical despatch requirements, customer order urgency, Despatch locations will be finalized.
 Generate (automatic) BTQ wise, order wise reference picking list.
 In case of institutional and export orders generate the order wise picking list manually.
 Inform the courier agency for consignment pick-up.
 Once the picking list is ready, identify the storage locations and pick the products as per the picking list.

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2.3.6 Security check and Packing:

 Securities to check and verify the products as per the picking list if any discrepancy found, solve the issue
and continue the process.
 Pack the products in a separate cover, BTQ wise / CFA wise. Security to sign off the picking list.
 Covers to be sealed and signed by the security and again pack the products in the aluminium and Plastic
boxes.
 Finally these boxes are sealed using the plastic lock or metal locks. Stick plain labels on the aluminium box
and write the STM no, BTQ code, No. Of boxes etc.,
 In case of Exports, pack the aluminium boxes with a cloth cover and get the seal and sign from the security
personnel.
 The products are packed and ready for further process.
 Generate the STM and the Gate pass, against the picking list and verify.
 Prepare the required statutory documents.
 In case of Excisable items prepare Excise documents and get it approved by the concerned person.
 Move the packed consignments along with the documents to security office and hand it over to the called
courier agency in front of the security personnel.
 Get the acknowledgement from the courier and post the docket number in the system for further tracking
and payment reconciliation.
 Consignments are dispatched to the CFA / Titan BTQs.

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3.1 Login

Screen: Log in Screen


Purpose: To log on to Oracle Applications
Navigation: Enter the URL http://riva.titan.co.in:8003

Steps:
1. Enter your corresponding user name.
2. Enter the password to access your assigned responsibilities.
3. Click on the login Button.

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1. Screen : Responsibility Screen
2. Purpose : Select the TJD Despatch User
3. Navigation : Login from previous screen

Steps:

1. Click on the activity to be performed in the right hand side panel. This will cause the application
window to start.

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3.2 Oracle Apps Menu (Navigator)

Help
New

Switch
Respon Attachment
Save sibility Clear
Find
Record

Delete
Record

1. New : Use this icon to create a new transaction. Alternative navigation : File New
2. Find : Use this icon to invoke find (Query) screen. The Keyboard short cut is F11 Key.
3. Save : Use this icon to save the record. Alternative navigation : File Save or press CTRL+S
4. Switch Responsibility: Use this icon to change the current responsibility.
Alternative navigation: File Switch Responsibility
5. Clear Record: Use this icon to clear the current (selected) record. This however does not delete a record
that has already been saved. Alternative navigation: Edit Clear Record
6. Delete Record: Use this icon to delete the current (selected) record.
Alternative navigation: Edit Delete
7. Attachment: Use this icon to attach text files or other files if required.
8. Help: Use this icon to invoke the “Help” screen. Alternative navigation: Help Window help

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3.3 Important Keyboard Shortcuts

FUNCTION/PURPOSE KEYBORAD SHORTCUT

Enter into query mode F11

Query with partial information Prefix or suffix with %

Execute query CTRL + F11

Close/Exit screen F4

Invoke List of Values CTRL + L

Insert duplicate field SHIFT +F5

Insert duplicate record SHIFT +F6

To query the form:

1. For query, first press F11.


2. Give partial information on screen like partial number and prefix or suffix with %.
3. Execute the query by pressing CTRL and F11

List of Value (LOV)

LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may
be assigned.

LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a
drop-down list would require excessive scrolling.

Search within LOV list

1. Click on the LOV icon.


2. The list of LOV is displayed.
3. If short list then scroll and select the required value. Press OK.
4. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as
prefix and suffix is also used where the subsequent word(s) of the total value is used for query.
5. Then click Find button.
6. This displays a shortened list of values that will match the query submitted.

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3.4 Packing Slip

Navigation : Form TJD OM Auto FG Dispatch

Steps: Select Location/Order type/ Scheduler/Desp Type/ Btq/Group/Region/Product Group & Category
Click Values.

Select the Btq and Tick in the check box and click on Confirm.

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Note the Delivery No.

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3.5 Generate Packing slip against Delivery No.

Select - TJD OM STM Form –GST

Click Find.

Click Report.

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Select the Packing slip report – PDF

Click Submit.

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Go to Oracle main screen

Take output TJD OM PACKING SLIP REPORT-PDF (TJD OM PACKING SLIP REPORT-PDF)

Click Submit.

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Go to oracle main screen, click the view ->select the request -> find ->click the request id and view output.

3.6 FG final product verification with Catalogue server. (Sample)

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3.7 To Prepare STM Report

Select STM Report – PDF

Click Find.

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Submit.

Take the output TJD OM GST STM EXCISE REPORT(PRICING)-PDF

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3.8 Posting process:

Enter the required data in the Excel upload form

Copy the formula into Notepad and save the file.

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Upload the file in ERPNET

Run the report in oracle request set “TJD OM FG DESPATCH CONFIRMATION”

OK and
Submit.

Manual Posting

Click Confirm.

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Ok.

3.9 Gatepass

Click Report and Select the Gate pass report-GST

OK

View Output..

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