ERP - PRESALES AND SALES MODULE

CRM

SALES &
DISTRIBUTION

EXPORT
Social Media
Marketing

1 J. Zaveri
 ABC MANUFACTURING Co.
Sales Enq.
Enquiry
Rejection
Received Sales Quot.
from
LOCATION Customer.

Order
d Receipt
i
QC information
ORI
Customer’s
SHOP
QC

PO is
FLOOR
F.G.
F G
STORES STORES
received
Bought PRODUCTION
Out RM
TOR
UE)

STORES REPAIRS
OCESS +VALU
B-CONTRACT

Machine location
OPERATIONS
CAPTIVE
CAPITALIZATION
SUB
(PRO

SC IN Location
Fixed
Assets
plier
hine

Location
CASH /
Mach

Supp

ERP concepts BANK

2 J. Zaveri
MARKETING OR ORDER FULFILLMENT
Presale Module

BASED ON
Enquiry
q y BOM MASTER

Costing
C ti /
Estimate
Automation

Q
Quotation
i ORI or
Internal ORI
ORI = Order Receipt Information = Sales Order (OA)
= OA = Order Acceptance

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

Enquiry BASED ON
BOM MASTER

Costing /
Estimate
Automation PROFORMA
INVOICE

Quotation

ORI or MONEY
INVOICE
Internal RECEIPT
ORI
(OA)

ERP concepts

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Order Fulfillment Module

• CRM – Customer Relationship Management

• Sales Module.
– CRM Module (Customer relationship management) and pre-sales
module.
•
– Masters
• 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
Register. Automatic report of quotation for which order not
received.
– Automatic Pending Quotations Report (Quotation given but order not
received).
p
• Order Acceptance ((Sales Order)) Register.
g ORI register
g – ((i)) All;; ((ii))
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
accounting.
accounting
• Masters
•Customer
C t Type
T Master.
M t
•Customer Master.
•Enquiry
E i type master.
•Delivery mode master.
•Sales coordinator master.
•Officer Master (engineer or staff
name can be
b attached
h d to customer.
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Transactions
• Commercial Invoice
• Sales Invoice. Preparing Challan cum Sales Invoice (CCI)
– Tax
T Invoice
I i (D(Domestic).
ti ) Li Link
k to
t Order
O d Receipt
R i t Information
I f ti
(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
non-excisable
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

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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.
Ledger (Debtor Ledger).
Ledger)
– Customer ledger.
– Age wise outstanding report
– Age
g wise overdue reportp
• 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 id.
number, 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
Replacement t managementt – linked
li k d with
ith inventory
i t and
d sales
l accounting.
ti
• 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 p pop-up
p p based on
link with credit limit of Customers and outstanding amount, while
preparing sales invoice.
• Capturing CT 3 information (Optional).
• Customer
Custo e GGrading
ad g , for
o ppreferential
e e e t a treatment
t eat e t as part
pa t of
o CRM
C

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Sample management module (Optional)

Customer gives sample for manufacturing

the item e.g.
e g Blue color pigment (chemical)
• Master
– Customer master
– Item master
• Transactions
– Sample received
– Sample sent
• Key
K MIS reports:
t
– Sample received register
– Sample sent register

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ORI = Order Receipt Information

• TRIGGER FOR ALL ACTIVITIES

– PURCHASE
– MATERIAL ISSUE
– SHIPPING
•Tax Invoice
• ORI = Order Acceptance or Order
Acknowledgment
• User can also make Internal ORI
(trigger for projection based
manufacturing)

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CITY – STATE Master for City wise / state wise sales analysis

IN MOZILLA FIREFOX
BROWSER

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CUSTOMER MASTER

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Multiple Contact Names

* Means mandatory fields

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Presale Module (Cont..)

ERP concepts

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Sales Enquiry

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 Show enquiries for
Sales Enquiry report Which quotation is not made

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Create sales quotation in ERP
Prepares quotation register automatically
Use ‘filter’
filter to select a product for ‘Product
Product wise information report’
report

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

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Sales Quotation – parent transaction is enquiry

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 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
q advantage
g of ERP

• What is audit trail?

– ERP is a multi
multi-user
user system for
management. Enterprise
software will capture users
information automatically
– From login
g id and secret
password
• Purpose
– Management will know
• Who entered?
• When the transaction was
saved?
• Who printed? E.g. Who raised the
• Full accountability and full PO? Who printed,
printed
responsibility comes when? Who made that
because mistakes can be proforma invoice?
traced easily.
ERP concepts

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TAX INVOICE

ERP concepts

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27 J. Zaveri
IMPRESS YOUR CUSTOMER WITH CRISP INVOICE

ERP concepts

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MIS FOR Sales

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

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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
month, two months,
months etc.
etc

Useful for collection

follow-up
ERP concepts

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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
q instantly
y by
y using
g filters
– E.G. Show sales for a given product
for a given period report can be
prepared 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

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 EXPORT

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EXPORT SALES INVOICE

ERP concepts

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Export Invoice

ERP concepts

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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

LOCATIONS
• NUMBER OF FACTORIES (PLANTS)
( )
• NUMBER OF OUTLETS, BRANCHES, DEPOTS,
STOCKIEST, FRANCHISES, ETC.
• THE FOLLOWING SLIDES EXPLAINS SUPPLY
CHAIN FOR ORGANIZATIONS WITH MULTIPLE
LOCATIONS

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 CORPORATE
DISTRIBUTION MODULE OFFICE

DEPOT H. O.
DEPOT
BRANCH
CFA

R&D

PLANT 1
FACTORIES

Sub-contractor

S b
Sub-contractor
t t PLANT 2
ERP concepts WAREHOUSE

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 WORK FLOW / DOCUMENT FLOW
FOR DISTRIBUTION MODULE

STOCK
TRANSFER
INVOICE FOR
DISPATCH
OWN DEPOT
ORDER FOR
OWN DEPOT
STOCK IN
HAND ? YES

SALES
ORDER NO

WORK SALES
ORDER INVOICE

ERP concepts

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WORK FLOW /
DOCUMENT FLOW DISPATCH STOCK
FOR DISTRIBUTION ORDER SALES TRANSFER
MODULE LINKED TO INVOICE
PRODUCTION
ORDER

STOCK IN
HAND ? YES

NO

WORK SALES
ORDER INVOICE

PRODUCTION
ENTRY
ERP concepts

55 J. Zaveri
 CORPORATE

DISPATCH OFFICE

DEPOT H. O.

PLANT I
FACTORIES
BRANCH CFA
PLANT II

Sub-contractor
DEPOT
Sub-contractor

ERP concepts
WAREHOUSE
56 J. Zaveri
 CORPORATE
DISPATCH
OFFICE

DISTRIBUTOR
DISTRIBUTOR
H. O.

PLANT I
FACTORIES

PLANT II R&D

DISTRIBUTOR
DEALERS
Sub-contractor

ERP conceptsSub-contractor
WAREHOUSE
VENDOR
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 CORPORATE
OFFICE

DEPOT
H. O.

PLANT I
FACTORIES
PURCHASE
ORDER
BRANCH CFA
PLANT II

DEPOT
Sub-contractor
WAREHOUSE
ERP conceptsSub-contractor
VENDOR
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 Supply chain
management -SCM -
W1 concept
WAREHOUSE
WORKS + LL
PRIMARY SALE MR

W2 STOCKIEST
SECONDARY
SALE
CFA / CA

FRANCHISES /
Depot Management DISTRIBUTOR
System

CORPORATE
OFFICE

RETAIL
CONSUMER
H. O. Field Management
VENDOR System
ERP concepts
59 J. Zaveri
 Shipping & Logistics
RFID reader at
Warehouse warehouse dock
door records 4.
2. container
RFID reader at
warehouse dock departure.
door records
container arrival.

Container Depot RFID tag on container

RFID tagged pallets read by RFID reader at
5. container yard
aggregated and entrance at seaport.
loaded into container.
container Container Yard
Warehouse
Management System Sea Port
RFID tag on container ensures correct pallet
read by RFID reader at gets loaded onto the
exit from the container using tag
container depot. info. from container
1. and pallet.

3
3.

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The Intelligent Supply Chain for e-Business

Manufacturer Retail
Distributor

• POS Data Sharing

• Inventory levels
• Fill Rates
Product Flow Consumer demand
• Forecasts
• Promotional Activities drum-beat sets
Information Flow • New Product pace for entire
Introduction Supply Chain

Information & Intelligence Sharing for Effectiveness

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Adding Intelligence to the Supply Chain

Management
Telephony
Manufacturer Direct
Infrastructure
Marketing
Transportation
Distributors
Web Infrastructure

Transportation

Overnight
g
Delivery ERP SERVER
Data Mining Retailers

Customers

Fully informed - Network model

Bi-directional information flow through Internet
62 ERP concepts
J. Zaveri
Social media marketing

• Depending on the target audience organization

needs to changeg the marketing g strategies
g to
include social media platforms for cyber branding,
colleting enquires and even orders on the e-
commerce websites.
• The sales module and the accounts module are
tightly integrated with the website.
• Please
Pl see a separate
t presentation
t ti on Digital
Di it l
marketing.
– Published on E-learning site www.dnserp.com

63 J. Zaveri
 THANK YOU

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

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ERP concepts

64 J. Zaveri