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Information Systems ERP software concepts ERP Modules By Prof.

Jyoti ERP Consultant


Part 2 of 2

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Subcontractor out

Outsourcing /Subcontractor OUT

ERP Concepts by Prof. Jyoti

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subcontractor OUT
PRODUCTION AT Subcontractor LOCATION Out-sourcing Job Working Out

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Our Job Order Is ORI For the Third-Party (TP) or the subcontractor

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ABC - MANUFACTURING Co.

Sub-out concept diagram


Sales Enq. For PC

PUR quotation JOB ORDER for Subcontractor Rejection Warehouse providing PUR order raised job services Rejected Material
Material received: GIN QC

This slide explains Sales Quot. For PC

how

MRP PROCESS
INDENTS FOR BO / WO FOR MFG. ITEMS

Material: sent For LabourQC work. 4(5)(a) prepared SHOP


FLOOR
PRODUCTION REPAIRS

ERP completely takes Sales Order + schedule care of Subcontracting -OUT QC

Work order for SFG


subcontractor (PROCESS +VALUE)

Bought Out RM STORES

Subcontractor Payment
BOM

Material sent GDN LINK WITH BOM

SC - OUT STORE

M/C OPERATIONS
CAPTIVE
CAPITALIZATION

TP
Machine Supplier

PAYMENT CASH / BANK

shows relation of item to be sent JOB Order / Labour PO Material sent (child items) Father item is received by GIN Payment is made after deducting TDS
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Subcontractor OUT
1.BOM

4B. AUTO PRODUCTION WILL CONSUME RM FROM TP LOCATION

2. JOB ORDER +WORK ORDER

subcontractor SHOP FLOOR

3. SEND CHILD ITEMS TO TP GOODS DELIVERY NOTE & 4(5)(a)

4A. GOODS INWARD NOTE

VENDOR

STORES

SHOP FLOOR

FG STORES

GOODS RECEIPT NOTE


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1.BOM

subcontractor OUT: SPECIAL CASE WHERE VENDOR IS ASKED TO SEND MATERIAL DIRECTLY TO TP
4B. AUTO PRODUCTION WILL CONSUME RM FROM TP LOCATION

2. JOB ORDER +WORK ORDER

subcontractor
3. SEND CHILD ITEMS GDN + 4(5)(a)

SHOP FLOOR

4A. GOODS INWARD NOTE


VENDOR

STORES

SHOP FLOOR

FG STORES

PURCHASE ORDER WITH UNLOADING LOCATION WILL TRIGGER AUTO GDN FEATURE
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1.BOM

subcontractor OUT: AUTO GDN FEATURE


4B. AUTO PRODUCTION WILL CONSUME RM FROM TP LOCATION

2. JOB ORDER +WORK ORDER

subcontractor
3. SEND CHILD ITEMS GDN + 4(5)(a)

SHOP FLOOR

4A. GOODS INWARD NOTE


VENDOR

STORES

SHOP FLOOR

FG STORES

GRN - CHALLAN QTY, RECD. QTY AND ACCEPTED QTY


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subcontractor OUT
JOB ORDER FOR X +WORK ORDER

subcontractor X SHOP FLOOR

subcontractor Y SHOP FLOOR

GDN BOM GIN


VENDOR

GIN STORES

JOB ORDER FOR Y +WORK ORDER

PO / PV

SHOP FLOOR

FG STORES

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subcontractor OUT
JOB ORDER FOR X +WORK ORDER

subcontractor X SHOP FLOOR

subcontractor Y SHOP FLOOR

GDN BOM GIN


VENDOR

GIN STORES

JOB ORDER FOR Y +WORK ORDER

PO / PV
AUTO PRODUCTION WILL CONSUME RM FROM TP LOCATION

SHOP FLOOR

FG STORES

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CHILD ITEMS TO BE SENT TO TP

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REASON MASTER FOR TERMINATE PROCESS

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JOB ORDER TERMINATE 1 (CANCELLED)

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JOB ORDER TERMINATE 2 (CANCELLED)

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TERMINATE WORK ORDER

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TERMINATED WORK ORDER

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JOB ORDER TERMINATED

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Job Order Register list of third party

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GDN Goods Delivery Note Material given for processing to third party

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Goods Inward Note = GIN. Material received after processing from the third party. Linked to Job Order.

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ERP CAPTURES TWO KINDS OF PRODUCTION


Process Production Assembly Production

eManufacturing

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PRODUCTION
ABC - MANUFACTURING Co.
Sales Enq. For PC
Rejection Warehouse

MRP PROCESS
INDENTS FOR BO / WO FOR MFG. ITEMS

Fully manufactured PUR order raised finished product is now transferred to Rejected Material Finished Goods QC Stores Material received: GIN Material Transfer to Shop floor link to WO / BOM

Sales Quot. For PC

Sales Order + Schedule

QC

DSA F.G. STORES SALE Invoice of PC

STC Bought Out + RM STORES

SHOP FLOOR
PRODUCTION REPAIRS Machine OPERATIONS
CAPTIVE sent

subcontractor (PROCESS +VALUE)

R / M transferred to shop based on Work Order as per BOM R / M inventory is reduced & WIP inventory is increased
W 3 Fixed Assets Location

Completed FG is for Quality CAPITALIZATION Control: Q C Interlock WIP inventory is reduced & CASH / BANK Finished Goods gets produced www.dnserp.com Tax register updated

TP

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PPC MODULE - Production Planning & Control


User can select customer and click on the check box to select the ORI

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PPC MODULE - Production Planning & Control


User can prepare work order automatically in ERP

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PROCESS PRODUCTION

PROCESS PRODUCTION

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OPERATOR MASTER

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PRODUCTION PROCESS FLOW


FOR A JOB WHERE PROCESSES ARE PREDEFINED PFD PROCESS FLOW DIAGRAM IS USED TO STORE SEQUENCE OF OPERATIONS

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Process flow diagram pfd and item master relation


Item master will store the PFD information

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PRODUCTION PLANNING

In the process drop down the process defined in the work order which are required will get defaulted

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STAGE WISE PRODUCTION This transaction will help to transfer the material from one process to another process. Simultaneously it will ask for accepted quantity and then only it will show in next process.

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Stage wise inspection (QC)

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WORK ORDER FOR PROCESS PRODUCTION


PROCESSES ARE SHOWN AUTOMATICALLY FOR THE PRODUCTION TO BE CARRIED OUT

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Line rejection at Shop Floor location hence material transferred to Production rejection

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Line rejection material is Returned to Vendor

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PRODUCTION ENTRY Captures Setup Time, Process Time, etc.

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PRODUCTION ENTRY

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Rework material kept at rework location

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Job Card

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Job Card QC Check Points

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Production Slip, Packing Slip & Inspection Report will be generated automatically along with Job Card

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ASSEMBLY PRODUCTION
Many child items are used to make the product Child item may itself be a father item, and so on Multi-level BOM

E - MANUFACTURING

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STORES ISSUE WITHOUT LINK TO BOM

PRODUCTION ISSUE ENTER NAME OF FATHER ITEM TO BE PRODUCED

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PRODUCTION ISSUE NOTE OLP

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STORES ISSUE TO SHOP FLOOR


WITHOUT LINK TO WO NO LINK TO BOM

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STORES ISSUE TO SHOP FLOOR - OLP

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WORK ORDER INFORMS PRODUCTION WHAT TO MAKE AND FOR WHOM


WORK ORDER REGISTER

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WORK ORDER ON LINE PRINTOUT (OLP)

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PRODUCTION ISSUE WITH BOM REGISTER


STORES ISSUE TO SHOP FLOOR IS LINKED TO WORK ORDER

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Production takes place based on work order. This is a passive transaction


WO IS LINKED TO BILL OF MATERIALS (BOM) SECOND TAB GIVES MATERIAL REQUIRED TO PRODUCE THE FATHER ITEM

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QUALITY CHECK FOR ISO 9000


PRODUCTION QC REGISTER

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PRODUCTION SLIP (NOT LINKED TO BOM)


PRODUCTION SLIP REGISTER ITEMS PRODUCED FOR A GIVEN PERIOD

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In ERP inventory transactions are linked to accounts OTHER TRANSACTIONS STC - Stock Transfer Challan RGN - Return Goods Note Sales Return RTV Return to Vendor Purchase Return Replacement Challan Credit Note Debit Note

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QC
PROCEDURES

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QC Procedures / INSPECTION REPORT


ERP IS COMPLETELY INTEGRATED WITH QC PROCEDURES At the time of receiving material in Stores At the time of Dispatch

Quality Control
Material QTY accepted e.g. Printing the Inspection Report Automatically after the Sales Invoice QTY rejected

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RELEASE NOTE ENTERED BY QUALITY ASSURANCE


RELEASE NOTE REGISTER

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Project tracking module (Project based manufacturing)

Project Management

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Project name Master

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Drawing Master
Capture Drawing name and drawing number

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Bill of Materials

Project name & drawing name is selected in the BOM Master


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In Work Order and Production entry the Project Name, Drawing No and Drawing name comes automatically

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Project status workbench report (purchase)

ERP Concepts by Prof. Jyoti

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Project status workbench report (Production)

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Production entry OLP

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AFTER SALES SERVICE

WARRANTY SERVICE
After sales service module
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To appreciate depth of ERP service maintenance module I am presenting here a case study of a UPS manufacturing company

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Product sold under warranty needs to be tracked

ERP captures necessary information automatically during production itself.

Link with Bill of Materials

Serial number generated and stored

Spares parts management

AMC management

ERP Concepts by Prof. Jyoti

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Annual Maintenance Contract (AMC) Invoice Sales Module Is Integrated

ERP Concepts by Prof. Jyoti

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Customer complain call sheet

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Service Report

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Service Bill - Captures serial numbers automatically


LINKED TO PROPOSAL NUMBER

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HISTORY CARD

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History Card Manufacturing tab shows past records of item used

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History Card Additional Info

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HISTORY CARD REGISTER

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History Card Excel Sheet

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AMC BILL REGISTER for a given period

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PLANT MAINTENANCE MODULE


Master Machine Master Machine and its spares Master Transactions Machine Maintenance Entry Corrective Maintenance Preventive Maintenance Spare used Outputs Machine Maintenance Report
PLANT MAINTENANCE

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ERP MAINTENANCE MODULE ACTIVITY MASTER

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Who is going to maintain my machines ?

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Machine Master database

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What spares for a given machine?

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What activity for this machine

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Machine master

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PLANT MAINTENANCE MODULE MACHINE MASTER

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Work Order for maintenance engineer

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SHOP FLOOR MACHINES MAINTENANCE DATA ENTRY

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Maintenance department reports

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Transaction data entry

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Machine spare list

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Common spare part required for different machines

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Payroll

Payroll & HR

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Payroll & HR module Master Employee Master Earning heads & Deduction heads Master Department Master (Cost Center) Designation Master City Master Bank Master Bank-Branch Master Income Tax Form 16- Singing Authority Master Income Tax Bank Master Income Tax Earning and Deductions (Section 80C,80D ,80 U,17(2)(V) etc.) State Master GL account Master

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Payroll & HR module Transactions Attendance The number of days present by an employee will have to be punched in the system by the concerned official of the HR Department. Pay slip Monthly Deductions. Income Tax Monthly Challan Entry Income TAX Quarterly Acknowledgement Entry

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Payroll & HR module


Reports Employee list Payroll Register Earning head wise register Deduction head wise register Attendance Register PF Report. Leave Encashment Statement. Professional Tax [Professional Tax] Statement Income Tax Yearly Report Per Employee wise (Automated) Form 16 Pay Slip Bank Statement Employee Joining Report Attrition Report.

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RESOURCE MATRIX

RESOURCE MATRIX

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Resource Matrix Module


ERP CAN GENERATE TIME SHEET AUTOMATICALLY CAPTURES PRODUCTIVE HOURS OF INDIRECT PERSONNEL ACTIVITIES

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Activity or Task Tracking of individual in the organization for example draftsman hours salesman hours

Master: Activity Master User Master Customer Master Transaction: Daily Time Card entry Outputs: Resource wise (User wise) time spent report for a given period Activity wise time spent for a given sales order (ORI) Features: Can be also linked to enquiry or quotation (pre-sales) time spent by staff Department wise, controlling and monitoring indirect time (hours) spent by staff
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Activity or task master file creation

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ACCOUNTS MODULE

ACCOUNTS

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What is the definition/meaning of Mercantile Accounting ?


Mercantile System of Accounting is also Known as Accrual System of Accounting where all the transactions are recorded irrespective of period of Amount received or paid. In other words, it is a system of Accounting where amount paid or payable is recorded. Most company is following this system Another system is cash basis In double entry system each transaction is debited as well as credited with the same amount E.g. sales invoice is debited and sales account in GL is credited

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In ERP we have three ledgers


General ledger Sub-ledger Customer ledger or debtor ledger Creditor ledger or supplier ledger

DEBTOR LEDGER GENERAL LEDGER CREDITOR LEDGER

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GL linking is defined in Accounts master


GENERAL LEDGER
DEBTOR LEDGER

CREDITOR LEDGER

General ledger Sub-ledger Customer ledger or debtor ledger Creditor ledger or supplier ledger

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First create mandatory accounts groups


Hard coded accounts group and subgroup E.g. Under group liability, create sub-group duties and taxes This will be used in all active transaction posting If not done on day-one then accounts will not give proper results These guidelines are given in an excel sheet for making some basic accounts subgroups

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Accounts and Inventory is tightly integrated


Ensure that closing balance of asset and liability is entered, customer balance, supplier balance, etc. as on given date Bank and cash balance is required to start the cash book and bank book Physical stock has to be taken and entered for the same cut-off date Take location wise inventory, especially of stores, warehouse, subcontractor, etc.

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Accounts Masters
Account Group Master. Subgroup Master. General Ledger Account Head Master. Detail Account Master. Narration Master. TDS (Tax Deducted at Source) and % fields in the vendor / address (TP) masters. Automatic posting in GL. ERP will create a TDS JV automatically.

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Accounts Transactions
Cash receipt voucher. Bank receipt voucher. Cash payment voucher. Bank payment voucher. Journal Voucher. Contra-entry voucher. Credit Note. Debit Note. Expense PO (for service provider, optional). Expense voucher (for service provider bill booking).

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Accounts Transactions Adjust unlink receipt with open sales invoice. Adjust unlink payment with open GRN (Purchase bill / expense bill). Closing balance for master data (debtor, creditor, and GL accounts). Rate of depreciation (as per company act). Rate of depreciation (as per I-Tax act). Asset installations slip. Asset sale transaction. (for asset register and deprecation register).
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ACCOUNTS KEY REPORTS

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ACCOUNTS MODULES ERP FEATURES Automatic posting in respective G. L., from goods inward and sales invoice, etc. TDS procedure takes care of automatic TDS posting. Service tax procedure takes care of automatic posting in related tax ledger. Help of Standard Narration master saves time to enter voucher.

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MONEY RECEIPT CAN BE ADJUSTED AGAINST INVOICE

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TRIAL BALANCE

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Trail Balance Group & GL Wise

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PROFIT & LOSS ACCOUNT

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BALANCE SHEET

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TAXES LEVY - DUTY

SERVICE TAX VAT / SALES TAX INTEGRATION

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ERP integration with statutory requirements


The following slides shows linking of the following business processes Service tax Sale tax / VAT TDS These modules are linked tightly automatically with purchase, sales, accounts and so on. The slide show also explains various master, transactions, and reports available in ERP software.

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OP. BAL. RAW MATERIAL, CAPITAL GOODS, SERVICE TAX

EXCISE HEADING MASTER SERVICE TAX CREDIT / DEBIT REGISTERS

ERP EXCISE MODULE

CENVAT CREDIT / DEBIT REGISTERS -INPUT -CAPITAL GOODS

PERSONAL LEDGER ACCOUNT (PLA) REGISTER

DAILY STOCK ACCOUNT (DSA) REGISTER ER 3 ER 1


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GAR 7 CHALLAN ENTRY -SERVICE TAX -CENVAT REG

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SERVICE TAX DETAILS CAPTURED AT THE TIME OF PAYMENT

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VAT / SALES TAX INTEGRATION

ERP takes care of all VAT (Value Added Tax) / CST (Central Sales Tax) related procedures and the same is linked with other relevant modules.

C Form tracking Sales C Form tracking Purchase

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VAT computation

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TIME BOUND PLAN FOR IMPLEMENTATION


We have developed expertise in implementing the ERP software Full time ERP coordinator is required Implement modules in a phased manner Time plan - approximately THREE to FOUR months for example:
Marketing

BOM
Production

Material Management
Go Live

Accounts
WEEK 1 WEEK 4 WEEK 8 WEEK 12 WEEK 16 122 122

ERP Concepts by Prof. Jyoti

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CONCLUSION: TOTAL FINANCE MANAGEMENT

Finance

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AND TOTAL INVENTORY MANAGEMENT

Inventory

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Training
Training ERP user We will give necessary hand holding support. Train users at various levels to give them necessary confidence in using the integrated system Yes, implementing a new system is a challenging task, one that mandates changing existing mindsets and procedures However, doing so will vastly improve your bottom line

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