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ERP for travel, tourist, transport service business.

  • The following are some key business processes (or procedures) which can be managed using ERP software.  In ERP parlance, they are referred as ERP modules.  Some of these, or all of these, modules may be applicable in your organization, depending on the business requirements.   MIS (Management Information System) reports are shown for each module.  The ERP user gets a set of pre-mapped best business practice solutions for their particular industry.  We have successfully deployed the following modules and procedures in travel, tourist business organization. This is a general list of major input and output.

 1.    Vehicle management

1.1. Vehicle master (bus, taxi, private tax, car for hire)

1.2. Driver wise student pickup report

1.3. Total fuel consumption report

1.4. Total km (mileage) running

1.5. Trip status report

 2.    Security Module

 2.1.  Masters:

2.1.1.    User Manager.

2.1.2.    User group master.

 2.2.   ERP features:

ERP is multi user, multi tasking software.  Multi-level security based on User Group and User Level.

2.3.  Create Login id and password for each user.

2.4.  Assign permissions.  Map each user with menu / submenu.

2.5.  Restricting user access with login and password.

2.6.  Role based access & password.

2.7.  Audit trail:  ERP ensures accountability of users.  Work done by individual users can be easily tracked because all transactions capture the users name automatically.

2.8.  Automatic Audit Trail helps top management to know who has updated Masters or transaction and when.

2.9.  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.

 3.    Accounts Module – General Ledger Accounts

 3.1.  Masters:

3.1.1.    Account Group Master.

3.1.2.    Subgroup Master.

3.1.3.    General Ledger Account Head Master with Tax, Bank, Cash bifurcation.

3.1.4.    Detail Account Master.

3.1.5.    Narration Master.

3.1.6.    TDS (Tax Deducted at Source) and % fields in the supplier / address (TP) masters.  Automatic posting in GL.   ERP will create a JV automatically.

 3.2.  Transactions:

3.2.1.    Cash receipt voucher.

3.2.2.    Bank receipt voucher.

3.2.3.    Cash payment voucher.

3.2.4.    Bank payment voucher.

3.2.5.    Service-tax payment (for excise link).

3.2.6.    Journal Voucher.

3.2.7.        Contra-entry voucher.

3.2.8.        Credit Note.

3.2.9.        Debit Note.

3.2.10.      Expense PO (for service provider, optional).

3.2.11.      Expense voucher (for service provider bill booking).

3.2.12.      Adjust unlink receipt with open sales invoice.

3.2.13.      Adjust unlink payment with open GRN (Purchase bill / expense bill).

3.2.14.      Closing balance for master data (debtor, creditor, and GL accounts).

3.2.15.      Rate of depreciation (as per company act).

3.2.16.      Rate of depreciation (as per I-Tax act).

3.2.17.      Asset installations slip.

3.2.18.      Asset sale transaction. (For asset register and deprecation register).

 3.3.  Key MIS reports:

3.3.1.        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).

3.3.2.        Sub-ledger trial balance. (Supplier / customer).

3.3.3.        Consolidated reports of multiple locations for one company in Accounts Module.  E.g.  ERP gives factory wise or branch wise plus consolidated for the head office.

3.3.4.        Cash Book.

3.3.5.        Bank Book (supports multiple banks) with receipts, payments & contra filters.

3.3.6.        Expense voucher register.

3.3.7.        Journal Voucher register.

3.3.8.        General Ledger.  (Account head wise or all accounts with details under General Ledger). Filter available for amounts < than, > than and =.

3.3.9.        Credit note register.

3.3.10.     Debit note register.

3.3.11.     Contra-entry register.

3.3.12.     Fixed Asset register.

3.3.13.     Depreciation schedule (as per company act).

3.3.14.     Depreciation schedule (as per Income Tax act).

3.3.15.     Profit & Loss account. (GL wise and sub-group wise).  For multi-location user can make consolidated P & L report.

3.3.16.     Balance Sheet.  (GL wise and sub-group wise).

3.3.17.     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. 

 3.4.   ERP features:

3.4.1.    Automatic posting in respective G. L., from goods inward and sales invoice, etc.

3.4.2.    TDS procedure takes care of automatic TDS posting.

3.4.3.    Service tax procedure takes care of automatic posting in related excise ledger.

3.4.4.    Help of Standard Narration master saves time to enter voucher.

3.4.5.    All reports with drill down facility down to transaction level.

 4.    VAT / Sales Tax Module

Key MIS reports:

4.1.   ERP 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.

4.2.  Capturing VAT / CST / Service tax components in

4.2.1.    PO, GRN, JO, GIN, Exp, PO, Exp. Voucher, etc.  Can default from item master.

4.3.  Sales Tax – VAT & CST statements

4.4.  Link to the GL (General Ledger Accounts).

4.5.  Store CST number / TIN number etc. on the masters.  In Invoice, ask for TIN number of consignee and display on invoice.

4.6.  C Form tracking – Sales

4.7.  C Form tracking – Purchase

5.    Purchase & Pre-purchase Module

5.1.  Masters:

5.1.1.    Supplier Master (Supplier List).

5.1.2.    Supplier Type Master.

5.2.  Transactions:

5.2.1.    Purchase Requisition (Linked further to Purchase enquiry).

5.2.2.    Purchase enquiry.

5.2.3.    Purchase quotation.

5.2.4.    Preparing Purchase Order.  This can be saved as .PDF file and email to Supplier.

5.3.  Key MIS reports

5.3.1.    Purchase requisition Register.

5.3.2.    Purchase Order Register.

5.3.3.    Purchase Order status Register with optional alert flag – when delivery period elapsed, P.O. being highlighted.

5.3.4.    Creditor Ledger.

5.3.5.    Supplier master list.

5.3.6.    Supplier Performance Rating / Supplier Rating based on quality, delivery

5.3.7.    Warning letter generation based on poor performance/service.

5.4.   ERP features

5.4.1.    Auto transfer of Rejected Quantities to rejection stores location.

5.4.2.    Link to payment voucher with required validation to the GRN (Goods Receipt Note).

5.4.3.    Item specification document as per ISO 9000 requirements can be linked to PO (.pdf) file; Drawing number, etc. can be shown automatically.

5.4.4.    Capturing of Excise, Cess and S & H Education Cess information

5.4.5.    Item 'accept / reject' quantity to be put by a separate password - by QC person.

5.4.6.    Purchase officer can make PO based on Material Requirement Planning report, or based on ROL based report. 

5.4.7.    Purchase Indent ‘Automatic’ alert to Purchase Department.

5.4.8.    Purchase Order ‘short-closed’ facility.

5.4.9.    Purchase Order Revision Provision. (Amendment).

5.4.10.  Purchase Order Expiry Provision (Option).

5.4.11.  Make Similar Purchase Order.

5.4.12.  One Purchase Order – Multiple GRNs.

6.    CRM Module (Customer relationship management) and pre-sales module.

6.1.  Masters

6.1.1.    Marketing Master – Commercial terms.

6.2.  Transactions

6.2.1.    Sales Enquiry.

6.2.2.    Sales Quotation (as per ISO format).

6.2.3.    Internal Order Acceptance (Internal ORI).

6.2.4.    Order Acceptance or OA or Sales Order, (Customer Purchase Order link).  Order Receipt Information (ORI). [With Sales Schedule -Optional]

6.2.5.    Proforma invoice (optional).

6.2.6.    ORI status entry by Marketing/Production/Dispatch Department

6.2.7.    Quotation

 6.3.  Key MIS reports

6.3.1.    Enquiry Register.  Automatic report of enquiries for which quotation not given.

6.3.2.    Quotation Register.  Automatic report of quotation for which order not received.        Automatic Pending Quotations Report (Quotation given but order not received).

6.3.3.    Order Acceptance (Sales Order) Register.  ORI register – (i) All; (ii) Open; (iii) Used; (iv) Amended; (v) Booked; and ((vi) Terminated.        Automatic Pending Orders Report (order received but not dispatched).

6.3.4.    Proforma invoice register.

6.3.5.    Customer rating based on share of business, payment promptness.

6.4.   ERP features        State wise ‘Road permit’ info. (Master).

6.4.2.    Sales Officer wise Order booking.

6.4.3.    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.

6.4.4.    Sales schedule linking (optional).

7.    Helpdesk Module

Tracking customers calls / Without spares management

7.1.  Masters

7.1.1.               Customer Master.

7.2.  Transactions

7.2.1.    Point data entry.

7.3.  Key MIS reports   

7.3.1.    Point Register.

7.3.2.    Point (call) status

7.4.   ERP features

7.4.1.    Email alerts for points pending for more > nn days.

8.    Automatic email alerts module

8.1.  Email id Master for sending auto emails

8.2.  Alerts user for items falling below ReOrder Level (ROL)

8.3.  ORI pending since defined days.  Order received but dispatch pending alert. 

8.4.  Pending Purchase Order since defined days. 

8.5.  Pending customer Bills since defined days/Months. 

8.6.  Bank balance going below defined amount. 

8.7.  Non-Moving Items. 

8.8.  Daily Sales to TOP Management.

 9.    Automatic SMS to mobile phone

9.1.   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.

9.2.  B2B or B2C communication anywhere anytime from ERP.

9.3.  SMS Gateway is designed to integrate seamlessly with  ERP - texting.

 10. 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.

 10.1.              Remote Connection from another computer using Internet.

10.2.               ERP also supports Remote Login where user can access ERP Server using Internet.

11. Payroll and HR

11.1.              Master

11.1.1.  Employee master

11.1.2.  Earning heads & deduction heads Master

11.1.3.  Department master (Cost Center)

11.1.4.  Designation master

11.1.5.  City master

11.1.6.  Bank master

11.1.7.  Bank-Branch master

11.1.8.  Income Tax – Form 16- Singing authority master

11.1.9.  Income Tax – Bank master

11.1.10.               Income Tax – Earning and deductions (Section 80C, 80D, 80 U, 17(2) (V) etc.)

11.1.11.               State Master

11.1.12.               GL account Master

11.2.              Transactions

11.2.1.  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.

11.2.2.  Pay slip

11.2.3.  Monthly Deductions.

11.2.4.  Income Tax Monthly Challan Entry

11.2.5.  Income TAX Quarterly Acknowledgement Entry

11.3.              Reports

11.3.1.  Employee list

11.3.2.  Payroll Register

11.3.3.  Earning head wise register

11.3.4.  Deduction head wise register

11.3.5.  Attendance Register

11.3.6.  ESI Report.

11.3.7.  PF Report.

11.3.8.  Leave Encashment Statement.

11.3.9.  Professional Tax [Professional Tax] Statement

11.3.10.               Income Tax Yearly Report Per Employee wise (Automated)

11.3.11.               Form 16

11.3.12.               Pay Slip

11.3.13.               Bank Statement

11.3.14.               Employee Joining Report

11.3.15.               Attrition Report.

11.4.              ERP features

11.4.1.  Daily wages, monthly wages – salary calculations.

11.4.2.  Attendance types – absence, paid leave, unpaid leave, etc.

11.4.3.  Loans and advances to employees

11.4.4.  Employee type – manager, operator, etc.

11.4.5.  Automatic calculation of income tax in pay-slip every month based on Earning and Deduction feed into the system.

11.4.6.  Modify all the transaction as many times as needed.

11.4.7.  Salary lock. (After this no Modification is allowed, once one Account have audited.

11.4.8.  User Matrix – By which each user is given/denied access to particular Report/Transaction resulting is high Security and blocking un-authorized access.

11.4.9.  Every Report can be easily transferred to Excel.

11.4.10.               Very User Friendly GUI and Easy to understand Procedures which require minimum Training.

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