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ERP for trading business ERP for trading business / warehouse management / distributors ERP software Scope.
1. Security Module 1.1. Masters: 1.1.1. User Manager. 1.1.2. User group master.
1.2. DNS features: DNS is multi user, multi tasking ERP software. Multi-level security based on User Group and User Level. 1.3. Create Login id and password for each user. 1.4. Assign permissions. Map each user with menu / submenu. 1.5. Restricting user access with login and password. 1.6. Role based access & password. 1.7. Audit trail: DNS ensures accountability of users. Work done by individual users can be easily tracked because all transactions capture the users name automatically. 1.8. Automatic Audit Trail helps top management to know who has updated Masters or transaction and when. 1.9. Each menu and submenu can be locked (allow / deny) including MIS (Management Information System) reports to individual user in a very user friendly screen with tree structure and check box facility.
2. Accounts Module – General Ledger Accounts
2.1. Masters: 2.1.1. Account Group Master. 2.1.2. Subgroup Master. 2.1.3. General Ledger Account Head Master with Tax, Bank, Cash bifurcation. 2.1.4. Detail Account Master. 2.1.5. Narration Master. 2.1.6. TDS (Tax Deducted at Source) and % fields in the supplier / address (TP) masters. Automatic posting in GL. DNS will create a JV automatically.
2.2. Transactions: 2.2.1. Cash receipt voucher. 2.2.2. Bank receipt voucher. 2.2.3. Cash payment voucher. 2.2.4. Bank payment voucher. 2.2.5. Service-tax payment (for excise link). 2.2.6. Journal Voucher. 2.2.7. Contra-entry voucher. 2.2.8. Credit Note. 2.2.9. Debit Note. 2.2.10. Expense PO (for service provider, optional). 2.2.11. Expense voucher (for service provider bill booking). 2.2.12. Adjust unlink receipt with open sales invoice. 2.2.13. Adjust unlink payment with open GRN (Purchase bill / expense bill). 2.2.14. Closing balance for master data (debtor, creditor, and GL accounts). 2.2.15. Rate of depreciation (as per company act). 2.2.16. Rate of depreciation (as per I-Tax act). 2.2.17. Asset installations slip. 2.2.18. Asset sale transaction. (For asset register and deprecation register).
2.3. Key MIS reports: 2.3.1. Trial Balance. Option of various kinds of formatting, such as - GL wise Tr. Balance. Sub-group wise Tr. Balance. Group and GL wise Tr. Balance. Group and sub-group wise Tr. Balance. (Option of T- format = only closing balance). 2.3.2. Sub-ledger trial balance. (Supplier / customer). 2.3.3. Consolidated reports of multiple locations for one company in Accounts Module. E.g. DNS gives factory wise or branch wise plus consolidated for the head office. 2.3.4. Cash Book. 2.3.5. Bank Book (supports multiple banks) with receipts, payments & contra filters. 2.3.6. Expense voucher register. 2.3.7. Journal Voucher register. 2.3.8. General Ledger. (Account head wise or all accounts with details under General Ledger). Filter available for amounts < than, > than and =. 2.3.9. Credit note register. 2.3.10. Debit note register. 2.3.11. Contra-entry register. 2.3.12. Fixed Asset register. 2.3.13. Depreciation schedule (as per company act). 2.3.14. Depreciation schedule (as per Income Tax act). 2.3.15. Profit & Loss account. (GL wise and sub-group wise). For multi-location user can make consolidated P & L report. 2.3.16. Balance Sheet. (GL wise and sub-group wise). 2.3.17. Bank reconciliation statement.
Exceptional MIS Reports
Dash Board: This will give at a glance the highlights of certain figures to the top management viz. purchase, sales, money receivable, money payable, bank balance, etc.
2.4. DNS features: 2.4.1. Automatic posting in respective G. L., from goods inward and sales invoice, etc. 2.4.2. TDS procedure takes care of automatic TDS posting. 2.4.3. Service tax procedure takes care of automatic posting in related excise ledger. 2.4.4. Help of Standard Narration master saves time to enter voucher. 2.4.5. All reports with drill down facility down to transaction level.
3. VAT / Sales Tax Module Key MIS reports: 3.1. DNS takes care of all VAT (Value Added Tax) / CST (Central Sales Tax) related procedures and the same is linked with other relevant modules. The same is customized as per the rules applicable.
Capturing from various transactions taxes details such as Sales Invoice, GRN (Goods Receipt Note), Sales RGN (Sales Return Goods Note, GIN (Goods Inward Note material from subcontractor etc. 3.2. Capturing VAT / CST / Service tax components in 3.2.1. PO, GRN, JO, GIN, Exp, PO, Exp. Voucher, etc. Can default from item master. 3.3. Sales Tax – VAT & CST statements 3.4. Link to the GL (General Ledger Accounts). 3.5. Store CST number / TIN number etc. on the masters. In Invoice, ask for TIN number of consignee and display on invoice. 3.6. C Form tracking – Sales 3.7. C Form tracking – Purchase
Material Management (MM) Module This includes the following business processes · Inventory Management Business process · Purchase Business process (Local procurement within India) · MRP (Material Requirement Planning) with drill down to last child level · Import Purchase Business process
5. Inventory Management Business process
5.1. Masters: 5.1.1. Unit-of-Measurement (UOM) Master. 5.1.2. Category Master / Subcategory Master / Sub-group master. 5.1.3. Item Master. 5.1.3.1. Raw Material (Bought out) Item Master and list. 5.1.3.2. Packing Material Item Master and list. 5.1.3.3. Factory Made (SFG or Semi-Finished) Material Item Master and list for WIP inventory. 5.1.3.4. Finished Goods Item Master and list. 5.1.4. Main Location Master – (sub-contractor location). 5.1.5. Sub-location master (stores, shop floor) and subcontractor location.
5.2. Transactions: 5.2.1. GRN or Goods Receipt Note. Linked to Stores as well as creditor accounts. . 5.2.2. Stock transfer challan. For transferring material from one location to another location. 5.2.3. Stock Transfer Challan - material issued to shop floor link to the Work Order as per BOM. (Optional). 5.2.4. Material Issue Note (MIN) to consume / material from a ‘given’ location. 5.2.5. Stock Adjustment (SAN) to increase or reduce stock from a given location. This transaction is useful to get match physical inventory with stock reports. 5.2.6. Physical stock slip to enter actual stock in a given location. 5.2.7. Closing balance master entry (as of cut-off date, one time entry). 5.2.8. Conversion process Purchase return for non-excisable goods or Return to Supplier. RTV. This is linked with the material received and accounts entries are automatically generated by DNS. This will debit the supplier in supplier ledger. Or User may create Tax Invoice (sales -for excisable goods)
5.3. Key MIS reports: 5.3.1. List of category, sub-category, and sub-group. 5.3.2. GRN register (list) of items under “inward inspection". 5.3.3. Stock Transfer Challan register (STC) - Filter provided for ‘normal’ STC and STC with Work Order. 5.3.4. MIN (Material issue note) register. (Location wise). 5.3.5. SAN (Stock adjustment note) register. (Location wise). 5.3.6. Stock Statement for all types of material as well as WIP, a given period. 5.3.6.1. With quantity (location wise and category wise filters). 5.3.6.2. With quantity and Rate (location wise and category wise filters). 5.3.7. Item Ledger (location wise) 5.3.7.1. With quantity (location wise and category wise filters). 5.3.7.2. With quantity and Rate (location wise and category wise filters). 5.3.7.3. Item ledger summary gives the stock of material at all locations – Drill down to ledger for any given location. 5.3.8. Physical stock and system stock (book stock) variance report. 5.3.9. Stock Valuation report. (With option to generate WAR – weighted average rate). 5.3.10. RTV Register (Return to supplier – non-excisable items). 5.3.11. Item List. (With option to select any or all fields from item master).
5.4. DNS features: 5.4.1. Various cost rate stored on Item master if required, such as Weighted Average Rate, last pure purchase rate, etc. 5.4.2. Conversion Factor (relation between Purchase UOM and Issue UOM). Payment UOM and Payment conversion factor. 5.4.3. Optional Online link with picture of an item (.JPEG file). 5.4.4. Optional hyperlink with an AutoCAD drawing. 5.4.5. ISO 9000 Facility to keep material in HOLD location – i.e. item under inspection, QC person can login and enter Accepted / Rejected Quantity to transfer material to Stores. Separate ledger shows item in Hold, Stores and Rejection location. 5.4.6. Lot number / Batch number / Serial number / heat number tracking of inventory. (Optional). 5.4.7. For FMCG products user can store Inner Box / Outer Box data for shipping, or volume / weight of the box on item master. (Optional). 5.4.8. Automatic calculation of landed-cost of item received and updating the same on master for valuation purpose. 5.4.9. Just-in-time (JIT) inventory management by linking the MRP (material requirement planning) module and inventory module. 5.4.10. Pending list of returnable items - RTV (return to Supplier with auto debit feature). 5.4.11. Item wise consumption. 5.4.12. Branch wise / Location wise / Plant wise / wise Stock status. 5.4.13. Expiry / Near Expiry inventory for perishable goods. (Optional). 5.4.14. Calling a given item by different name (alias) because different customers call with different name. (Optional). 5.4.15. Excess material received can be accepted (Percentage tolerance given in sub-category master). 5.4.16. Serial No. applicable flag in Item Master 5.4.17. PFD (Process Flow Diagram) selection in Item Master.
6. Purchase & Pre-purchase Module
6.1. Masters: 6.1.1. Supplier Master (Supplier List). 6.1.2. Supplier Type Master.
6.2. Transactions: 6.2.1. Purchase Requisition (Linked further to Purchase enquiry). 6.2.2. Purchase enquiry. 6.2.3. Purchase quotation. 6.2.4. Preparing Purchase Order. This can be saved as .PDF file and email to Supplier. 6.3. Key MIS reports 6.3.1. Purchase requisition Register. 6.3.2. Purchase Order Register. 6.3.3. Purchase Order status Register with optional alert flag – when delivery period elapsed, P.O. being highlighted. 6.3.4. Creditor Ledger. 6.3.5. Supplier master list. 6.3.6. Supplier Performance Rating / Supplier Rating based on quality, delivery 6.3.7. Warning letter generation based on poor performance/service.
6.4. DNS features 6.4.1. Auto transfer of Rejected Quantities to rejection stores location. 6.4.2. Link to payment voucher with required validation to the GRN (Goods Receipt Note). 6.4.3. Item specification document as per ISO 9000 requirements can be linked to PO (.pdf) file; Drawing number, etc. can be shown automatically. 6.4.4. Capturing of Excise, Cess and S & H Education Cess information 6.4.5. Item 'accept / reject' quantity to be put by a separate password - by QC person. 6.4.6. Purchase officer can make PO based on Material Requirement Planning report, or based on ROL based report. 6.4.7. Purchase Indent ‘Automatic’ alert to Purchase Department. 6.4.8. Purchase Order ‘short-closed’ facility. 6.4.9. Purchase Order Revision Provision. (Amendment). 6.4.10. Purchase Order Expiry Provision (Option). 6.4.11. Make Similar Purchase Order. 6.4.12. One Purchase Order – Multiple GRNs.
7. MRP - Material Requirement Planning Module / Supply Chain Management (SCM)
This module is applicable for the Finished Goods (products), where the first level child item is shown.
7.1. Transactions: 7.1.1. Sales Order (Export or Domestic) or Projection based input. 7.1.2. Sales Schedule – from date and to date and quantity given by customer
7.2. Key MIS reports: 7.2.1. Material Requirement Plan 7.2.2. ROL based Material Requirement report (items below Re-Order Level)
7.3. DNS features: 7.3.1. Pre-requisite: Customer Master. Item Master. Customer Master. BOM Master 7.3.2. Purchase Requisition (purchase indent) can be prepared based on the MRP report – shortage quantity MIS. 7.3.3. MRP based on the ReOrder Level (ROL). 7.3.4. MRP considering stock in hand. 7.3.5. Automatic calculation of ROL depending upon consumption.
8. Import Purchase Module
8.1. Masters: 8.1.1. Foreign supplier Master (Supplier List). 8.1.2. Foreign supplier type Master.
8.2. Transaction: 8.2.1. Import purchase Order for foreign supplier (in foreign currency). 8.2.2. Import GRN (Goods Receipt Note) when material is received from foreign supplier (in foreign currency).
8.3. Key MIS reports: 8.3.1. Import Purchase order register 8.3.2. Import GRN register – supplier wise information 8.3.2.1. Import GRN register – item wise information.
8.4. DNS features: 8.4.1. Capturing custom duty, CVD, Edu. Cess, etc, and other relevant information in DNS ERP. 8.4.2. Indian Rupees and Foreign currency exchange rate stored at the time of importing.
9. ISO 9000 – Quality check
10.1. Quality check for inbound material. The Goods received with respect to purchase order are kept in a 'HOLD' location or location for material under inspection. The stores will enter challan quantity and received quantity. The QC inspector will reopen the GRN with his / her password and enter the accepted quantity. 10.2. Quality check for outbound material / Finished Products. At the time of shipping, QC check and relevant certificate can be fetched as standard word document file.
Order Fulfillment Module 1. CRM – Customer Relationship Management 2. Sales Module.
15. CRM Module (Customer relationship management) and pre-sales module.
15.1. Masters 15.1.1. Marketing Master – Commercial terms. 15.2. Transactions 15.2.1. Sales Enquiry. 15.2.2. Sales Quotation (as per ISO format). 15.2.3. Internal Order Acceptance (Internal ORI). 15.2.4. Order Acceptance or OA or Sales Order, (Customer Purchase Order link). Order Receipt Information (ORI). [With Sales Schedule -Optional] 15.2.5. Proforma invoice (optional). 15.2.6. ORI status entry by Marketing/Production/Dispatch Department 15.2.7. Quotation
15.3. Key MIS reports 15.3.1. Enquiry Register. Automatic report of enquiries for which quotation not given. 15.3.2. Quotation Register. Automatic report of quotation for which order not received. 15.3.2.1. Automatic Pending Quotations Report (Quotation given but order not received). 15.3.3. Order Acceptance (Sales Order) Register. ORI register – (i) All; (ii) Open; (iii) Used; (iv) Amended; (v) Booked; and ((vi) Terminated. 15.3.3.1. Automatic Pending Orders Report (order received but not dispatched). 15.3.4. Proforma invoice register. 15.3.5. Customer rating based on share of business, payment promptness.
15.4. DNS features 15.4.1.1. State wise ‘Road permit’ info. (Master).
15.4.2. Sales Officer wise Order booking. 15.4.3. 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. 15.4.4. Sales schedule linking (optional).
16. Sales Module. (Shipping). F. G. inventory (dispatch) and sales accounting.
16.1. Masters 16.1.1. Customer Type Master. 16.1.2. Customer Master. 16.1.3. Enquiry type master. 16.1.4. Delivery mode master. 16.1.5. Sales coordinator master. 16.1.6. Officer Master (engineer or staff name can be attached to customer.
16.2. Transactions 16.2.1. Commercial Invoice 16.2.2. Sales Invoice. Preparing Challan cum Sales Invoice (CCI) 16.2.2.1. Tax Invoice (Domestic). Link to Order Receipt Information (ORI)/Internal ORI (Projection ORI for stocking) 16.2.2.2. Scrape sales Invoice. 16.2.2.3. Trading Invoice. (Optional) 16.2.2.4. Invoice with zero sales value (free samples). Complementary. 16.2.2.5. Purchase return invoice. (For excisable material returned to supplier). 16.2.3. Sales Return transaction. Goods returned from Customer. 16.2.4. Automatic Inspection Report (QC) for finished goods along with sales invoices (ISO 9000). 16.2.5. Replacement Challan non-excisable (linked to sales and RGN). 16.2.6. Stock Transfer Invoice. (To transfer material to own stock locations, such as branch, franchises, etc.). 16.2.7. ‘Repairing Invoice’ (Sales bill towards repair service charges). 16.2.8. Packing Slip
16.3. Key MIS reports 16.3.1. Invoice register – Customer details. 16.3.1.1. Invoice register – Product (item) details. 16.3.2. RGN (Return Goods Note) register. 16.3.3. Transfer Invoice register (Optional). 16.3.4. Trading Invoice register (optional). 16.3.5. Ledger. (Debtor Ledger). 16.3.5.1. Customer ledger. 16.3.5.2. Age wise outstanding report 16.3.5.3. Age wise overdue report 16.3.6. Product wise invoice list. 16.3.7. Customer Master List. User can select fields to prepare excel file, e.g. to prepare phone book, select customer name, phone number, email id. 16.3.8. ‘Repairing Invoice’ Register.
16.4. DNS features
16.4.1. Multiple Delivery sales schedule (Sales Order) Report. 16.4.1.1. Sales invoice link to sales schedule (for OEM). 16.4.2. Replacement management – linked with inventory and sales accounting. 16.4.3. Sales Returned Goods Note (RGN) for item received back, link to sales account and excise. 16.4.4. Sales Invoice Link with sales order (ORI) to ensure accurate and fast billing preparation. 16.4.5. Automatic posting to Customer Account, Excise Books, VAT / Sales Tax, and Inventory. 16.4.6. Information about the Contact details such as multiple contact person names, telephone numbers, email id, etc., for Customer. 16.4.7. Classification of customer Geographically (Region, state, city, Country), Segment wise. 16.4.8. Credit control. Credit Limits for the customer. Automatic pop-up based on link with credit limit of Customers and outstanding amount, while preparing sales invoice. 16.4.9. Capturing CT 3 information (Optional). 16.4.10. Customer Grading , for preferential treatment as part of CRM
19. Export Sales Module
19.1. Master: 19.1.1. Country – currency master 19.1.2. Customer Master (with country information) 19.2. Transactions: 19.2.1. Export Order – captures foreign customer's sales order information, and is linked to the Export invoice. 19.2.2. Foreign Currency export invoice 19.2.3. Form ARE 1 is prepared automatically with the export sales invoice 19.2.4. Packing List (automatically prepared with export invoice). 19.2.5. Commercial Invoice 19.2.6. Export Proforma Invoice
19.3. DNS features: 19.3.1. Facility to enter current Exchange rate 19.3.2. Foreign Currency Order Receipt Information (export ORI)
20. Distribution Module for standard products sold through channel partners / distributors / stockiest / agents / franchises
Sales through franchises / channel partners / distributors / dealers / agents / stockiest / CFA. (Optional).
20.1. Dispatch Order created by Head Office to factory for dispatch of material to channel location. 20.2. Transfer Invoice. Preparing online Stock Transfer Invoice (to Depot / franchises / Branch transfer). From factory to own inventory location linked to Dispatch Order.
24. Automatic email alerts module
24.1. Email id Master for sending auto emails 24.2. Alerts user for items falling below ReOrder Level (ROL) 24.3. ORI pending since defined days. Order received but dispatch pending alert. 24.4. Pending Purchase Order since defined days. 24.5. Pending customer Bills since defined days/Months. 24.6. Bank balance going below defined amount. 24.7. Non-Moving Items. 24.8. Daily Sales to TOP Management.
25. Automatic SMS to mobile phone 25.1. DNS ERP prepares reports instantly which can be exported to MS Excel file. Now this excel file can be sued to send SMS to mobile directly, but SMS text can change dynamically, as per the work sheet column data. 25.2. B2B or B2C communication anywhere anytime from ERP. 25.3. SMS Gateway is designed to integrate seamlessly with DNS.
28. Multi-location
This module is applicable for multi-location organization. For instance, Head office and Factory are situated in different geographical locations. Static IP address server and broadband internet connection allows user to access ERP database from anywhere / anytime. Pre-requisite Server with fixed IP address from your ISP (Internet Service Provider) and firewall software is required. You can also opt for ‘thin-client’ technology.
28.1. Remote Connection from another computer using Internet. 28.2. DNS also supports Remote Login where user can access ERP Server using Internet.
29. Payroll and HR
29.1. Master 29.1.1. Employee master 29.1.2. Earning heads & deduction heads Master 29.1.3. Department master (Cost Center) 29.1.4. Designation master 29.1.5. City master 29.1.6. Bank master 29.1.7. Bank-Branch master 29.1.8. Income Tax – Form 16- Singing authority master 29.1.9. Income Tax – Bank master 29.1.10. Income Tax – Earning and deductions (Section 80C, 80D, 80 U, 17(2) (V) etc.) 29.1.11. State Master 29.1.12. GL account Master
29.2. Transactions 29.2.1. 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. 29.2.2. Pay slip 29.2.3. Monthly Deductions. 29.2.4. Income Tax Monthly Challan Entry 29.2.5. Income TAX Quarterly Acknowledgement Entry
29.3. Reports 29.3.1. Employee list 29.3.2. Payroll Register 29.3.3. Earning head wise register 29.3.4. Deduction head wise register 29.3.5. Attendance Register 29.3.6. ESI Report. 29.3.7. PF Report. 29.3.8. Leave Encashment Statement. 29.3.9. Professional Tax [Professional Tax] Statement 29.3.10. Income Tax Yearly Report Per Employee wise (Automated) 29.3.11. Form 16 29.3.12. Pay Slip 29.3.13. Bank Statement 29.3.14. Employee Joining Report 29.3.15. Attrition Report.
29.4. DNS features 29.4.1. Daily wages, monthly wages – salary calculations. 29.4.2. Attendance types – absence, paid leave, unpaid leave, etc. 29.4.3. Loans and advances to employees 29.4.4. Employee type – manager, operator, etc. 29.4.5. Automatic calculation of income tax in pay-slip every month based on Earning and Deduction feed into the system. 29.4.6. Modify all the transaction as many times as needed. 29.4.7. Salary lock. (After this no Modification is allowed, once one Account have audited. 29.4.8. User Matrix – By which each user is given/denied access to particular Report/Transaction resulting is high Security and blocking un-authorized access. 29.4.9. Every Report can be easily transferred to Excel. 29.4.10. Very User Friendly GUI and Easy to understand Procedures which require minimum Training.
32. Send-receive module
DNS features: 32.1. This is for multi-locations where broadband internet is NOT available. 32.2. For places where Internet-speed is an issue. 32.3. This special DNS send-receive module is useful where due to security reason server is not connected to internet with (static) IP address. 32.4. Ordinary dial-up internet line can be used to send and receive incremental data from one location to the other (e.g. HO to factory and vice versa). The text file can be sent by attaching the same to email. User can send and receive data once in 24 hours (or for that matter as often as required). Typically, where HO is making the PO and stores in factory (in remote place) is receiving the material, and so on. 32.5. DNS Server will automatically take care of synchronizing both servers database.
Even the small txt file can be sent and receive by CD through post for remote places where even dial-up internet connection is not possible.
Supply chain management:
A big trend is for
organizations to blend their operational functions under the umbrella known as
supply chain management. Often, the first two functions to merge are purchasing
and inventory management.
(2) You must know
when to reorder materials for inventory. Generally, this point in time is
determined when the quantity of materials in stock decreases to a certain level,
called the reorder point. The reorder point is determined by the formula:
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