MATERIAL MANAGEMENT (PURCHASE & STORES) MODULE

MATERIAL MANAGEMENT (PURCHASE & STORES)MODULE

INTRODUCTION • Being built on the three tier architecture, enables unlimited user without any hassle and without compromising the security & integrity of the vital information. • Provide secured access to the requisite information while on move which keep you in touch with the organization’s daily activities. • Can be implemented on different OS platforms( Platform Independent). • The system base consist of stable, object oriented database. The EBS Log Database increases speed and efficiency, and virtually maintenance free. • The Knowledge spread across the organization’s different units can be summarized , eliminating the problem of synchronization and coordination. • ACCESS-EBS enables effective and efficient Stock Management, demand and process planning, supply & delivery scheduling, and management reporting.

Purchase Process Flow

Purchase: • Requisitions, • Indents, • Auto Indents • Quotations, • Comparatives, • Supplier Rating, • Business share, • Rate History, • Purchase orders, • MRN, • Inspections & QC, • Purchase Vouchers and • debit/credit notes etc. Dealing with purchase Order is a central component of purchasing • The Material indents are generated when new sales order is considered by PPC for Production Planning or when the stock level fall below the reorder stock level. • Subsequently Purchase orders are generated on the bases of Quotation comparatives or the Purchase agreements. • This process is accomplish with reliable interface with Accounts and Stores. • Functional responsibility can be defined by Name or role to the individual user and ensure process adherence.

Stores Process Flow

Stores/Warehouse: • Material Management, • Gate entry, • Gate passes (RG/NRG), • MRN, • Material Issues/planning, • Material/RM Inward QC, • Ageing, • Stock reconciliation, • Inventory evaluation, • Material scheduling, • Work orders and • interface to PPC/Production, Purchase and Finance system. We back our commitment with prompt action rather than said. The major challenge that materials managers face is maintaining a consistent flow of materials for production And incorrect bills of materials, inaccurate cycle counts, un-reported scrap, shipping errors, receiving errors, and production reporting errors. An effective materials management System like ACCESS-EBS can resolve “island” approaches to shipping, receiving, and material movement. It focuses on the key areas of stocks, Inventories, issues, material receipts, ageing and stock levels etc. This Process module covers all aspects of material management like Requisition for material for general use or production, Gate entries and gate passes, material issues, Auto indentation, Return and replacements, and stock evaluation analysis for optimizing the stock levels.

MASTER SETUP SCREENS • Store Detail • Used To define the Stores • Items Category Maintenance • Store items categorized under various store item categories. • No limit to number of sub-categories under a main category. • Item Master Maintenance • Complete Information like • Item specifications, location and stock details • Associated account (G/L) code • Insurance Policy • AMC Policy • Taxes Information (Excise &Other taxes), Further Link to MRN • Unique Asset Code generation & Part No. Generation.

MASTER SETUP SCREENS • UOM Master Maintenance • Used to enter Unit of Measurement of an item • UOM Conversion Maintenance • Used to enter Conversion Value of UOM • Party Master • Used to enter Information about Suppliers • Item Account Mapping • Used to establish the relation between Item and Account Head. • Item Opening • Used to enter Opening/Closing stock of an item and its value (for first time only )

MASTER SETUP SCREENS • Inspection Specifications This is used to enter the specification Parameters • Alternative Items Master Used to specify the alternates for any item. • Tax forms Inventory entry Master Used to Maintain the forms inventory • Term Of Payments Used to specify the Terms and conditions • Service Category Master Used to specify the different services categories

MATERIAL TRANSACTION • Indent Generation • Generated in two ways • Manual (Open Indent) • Authorized by the purchase manager • Indent could be made for a particular sales order • Order no, date & party must be mentioned in the indent. • Auto Indent • Lead-times of the approved vendors, goods in transit factors will be considered • Min stock level and re-order stock level will be checked for triggering auto generation • Indent Approval • All Indents generated must be Approved by the Managers.

MATERIAL TRANSACTION • Request For Quotation • Enquiry for the item from the recommended supplier. • Enquiries sent to vendors listed in the enquiry form • Quotations • Would refer to the indent no. • Delivery details & terms and conditions would be captured during data entry • Item details with the tax information would be captured. • Comparative statement will be generated on the basis of quotation sent by suppliers. • Generation of quotation analysis report for all the quotations received. • Comparative Statements • Generated on the basis of QUOTATIONS received from the Suppliers

MATERIAL TRANSACTIONS • Purchase Order • The Items indented can be procured by issuing the Purchase Order • Purchase Service Agreement • This type of Agreement represents Services that one company purchases from another. • Purchase Order Approval • All Pos generated must be Approved by Material Manager. • Work Order Services • This type of order represents Services that one company hires from another (without actually purchasing it ) .

MATERIAL TRANSACTION • Gate Entry • Gate Entry Required for • Materials received against PO • Sale return items • Returnable items sent through returnable gate pass • Captured Information • Order no • Order date referred from the purchase order. • Bill No. & Bill Date • Petty items would not have an associated PO • If returned items then returnable gate pass no will be entered. • Supplier information • Detail information about the items received. • General condition of the items in the remarks

MATERIAL TRANSACTION • Material Receipt Note • Information will be stored about the bill no, bill date, bill value, date of receipt, and Item rate. • P.O. Detail information recorded • The TAX information about the MRN will be stored Item wise. • MRN entries would be required for petty items. • One MRN could cater to multiple P.O.s for the same supplier. • Items received once against a PO shall not be received again

MATERIAL TRANSACTION • Material Inspection • Two Inspection Categories • Purchase & Return • Type of Testing • Dimension, Visual, Mechanical, Chemical and Destructive testing Integration with QC module for specifying results as per purchase specifications

MATERIAL TRANSACTION • Material Requisition • Issued on Bases • Daily Production Plan. • General Item Required from Store. • Generated • Automatically • On the Bases of items Required for daily production. • Generated Department Wise • Item Code & Qty Fetched automatically from product Design. • Bulk Issue, status of previous consumption verified • Either manual • Or through Production Consumption • Items in stock are short in quantity • Alternate choice of the item would be made available.

MATERIAL TRANSACTION • Issue Slip • Goods will be checked at store. • Goods are in stock then items will be issued with issue slip. • Goods can be issued in two ways • Bulk issue • General items issue • Strictly as per BOM associated with a production plan id • Procurement UOM & issue UOM can vary. • Issue screen would refer to the UOM conversion table for deducting stocks as per procured BOM • Only locked item for the sale order will be issued • Issued & priority can be changed for the locked items • Issue will be done on FIFO basis.

MATERIAL TRANSACTION Return and Replacement • Item Return • Goods that were issued could be Returned. • Nature of Goods returned i.e. (Capex /Non -Capex). • Store & FIFO will be updated . • Replacement Outwards • Goods that were rejected during Inspection are sent for Replacement. • Replacement Inwards • Goods that return after being Replaced are updated in the Store.

MATERIAL TRANSACTION • Rejection Handling/Purchase Return • After inspection any discrepancy or rejection of items then Rejection Challan /Purchase Return will be created. • Outcome of inspection would be the Inspection report • On rejection of the goods received, automatically debit note generation against the supplier, linking with finance. • Stockwill be updatedafter inspection. • Gate Pass • If Rejection Challan then to send goods outside the gate • Sale invoice. • Equipment sends for Repair work.

MATERIAL TRANSACTION Other Activities • Item Opening • This form is used to enter the Initial/Opening values for the Stock Items. • Physical Inventory Form • Used to enter the Physical stock if opening is missing or for rectifying the stock value • Dead Stock • Used to declare the Dead stock for non/slow moving items • Scrap Stock • This is used to manage the scrap • Trading & Scrap Invoice • This is used to sale the Scrap or trading purpose

LIST OF OUTPUTS TO BEGENERATED Dynamic Reporting tools and MIS Reports loaded with graphical and statistical analysis. With EBC you receive a pool of pre configured reports for various evaluations. • Reports Emailing facility while roaming. • Genuine and Tempering proof reports in PDF formats.

MASTER’S CHECKLIST REPORTS • Store Master • Item Category • Item Master • UOM Master • UOM Conversion • Terms of Payment • Tax Form Inventory • Service Category Master

TRANSACTIONAL REPORTS ( PURCHASE) • Indent Slip • Indent Status • Indent Register • Pending Indents • Purchase Order Slip • Purchase Register (PO Wise) • Purchase Schedule • Pending Purchase Orders • Request For Quotation (RFQ) • RFQ register • Quotation Register • Quotation slip • PO Rate History • Supplier Evaluation • Comparative Statement • PO Amendments • Actual vs Plan • PO vs MRN

TRANSACTIONAL REPORTS ( STORES) • Item Wise Opening Detail • Stock Report (Avg.) Item Wise • Stock Report (FIFO) Item Wise • Stock Evaluation (Avg.) • Bank Statement (FIFO) • Item Min/Max Report • Item Exceeding Max stock level • Gate Entry Slip • Gate entry Register • Gate Pass Slip • Gate Pass Register

TRANSACTIONAL REPORTS ( STORES) • MRN Slip • Gate Entry Pending for MRN • MRN Pending for Inspection • MRN Pending for PV • MRN Without Bill • MRN Register (Date Wise) • MRN Register (Supplier Wise) • Material Requisition Slip • Requisition s Pending for Approval • Material Issue Slip • Material Issue Register (Item Wise)

TRANSACTIONAL REPORTS ( STORES) • Work Order Slip • Work Order Issue Detail • Work Order Return Detail • Replacement Inwards Slip • Replacement Outwards Slip • Challan 57F • Approved Supplier List • Incoming Quality Report • Dead Stock • Scrap Stock • Trading/Scrap Invoice Slip

MIS and Analysis • The MIS :Cashing in on business knowledge. • Powerful tools rendering business intelligence. • Extracting internal and external data for analytical querying. • The data stored in database tables, and perhaps additional data from external data pools, must be transformed into a logical and meaningful form, in order for use in analysis and in making decisions. • The Access EBS is fully integrated, companywide internal data is stored in a single database and reports can be generated from this comprehensive data pool. • ACCESS-EBS MIS module not only provides the possibility of choosing data from its own data warehouse, but it can also take advantage of data in other data warehouses located in other databases. In this manner information can be compiled centrally and independently of its source, and decisions affecting enterprises can be made in an intelligent and effective manner. • Graphs and comparisons are available for analysis and decision making.

Advantages of Access EBS Oracle UI: ORACLE interface has the web features and it is called Oracle Self Service Application and the Oracle Forms are most popular for core financial transactions. Integration of web enabled features in ERP application: Oracle Self Service Application can be designed for internet purposes and it is used by many organizations. Security of database: Oracle database comes with a high security feature and the security is based on the role based models. Oracle's security cannot be broken easily. It can adopt changes in legal standards fast: Customization is easy: Oracle has a good record of providing fast customization and installation as compared to other enterprise software available in the market. Report are exceptional: Oracle reports gives you a wide range of choices on many parameters and you can generate any kind of report for any situation in minutes. Gives a high ROI: It has high efficiency as compared to any other database and return on investment is also high. Oracle database is known for its high efficiency and speedy installation

THANK YOU Access Infotech Pvt. Ltd. SCO 64-65, 4th Floor, Sector 34-A, Chandigarh Phone: 0172-5002677, 5025577 TeleFax: 0172-2622571 E-mail - jbs@accessinfotechindia.com www.accessinfotechindia.com

MATERIAL MANAGEMENT (PURCHASE & STORES) MODULE