Hardware Sector ERP

For trading companies in kitchen hardware, glass fittings, door hardware and profiles — businesses that import much of what they sell, hold it across godowns, warehouses and racks, and sell on credit to dealers and distributors. One system runs from the overseas purchase inquiry to the dealer’s outstanding, with the books and GST underneath it.

Built for an importer and distributor of hardware fittings, whose 2017-18 year ran to more than 3,600 sales orders and some 380 import purchase orders, with 59 salesmen and 51 overseas suppliers and over 1,100 items.

Imports, from inquiry to landed stock

• PO inquiry, multiple PO inquiries at once, and the purchase order on the supplier
• Sea and air checklist, so the shipment’s paperwork is tracked line by line
• Goods in transit, and the purchase or import entry when it lands
• Import expenses mapped onto the shipment
• Payment application letters to the bank, mapped per bank and printed on the letterhead
• Foreign-currency journal and adjustment entries, the exporter ledger by currency, and aging and outstanding statements in foreign currency
• PO status register, inquiry register, PO statement, checklist register, goods in transit register, import sheet register, SAD register and a tracking sheet
• PO item history, so the last price and supplier for an item are one look away

Sales orders with credit control

• Sales order entry, with orders moved to pending and back to normal
• Credit limits checked at order entry: the party’s current outstanding, plus this order, plus its pending orders, against up to three credit limits. An order that fails is not saved
• A party can be frozen from a date, and no order can be entered against it
• Post-dated cheque information carried on the order
• Sales order warnings report, listing every order that was stopped and why, and a sales order register
• Credit limit against current outstanding report

Items, schemes and rates

• Item master with item images, imported or edited in bulk from Excel
• Item families, templates, item combos, item development, notes and service items mapped to items, and a display list mapping
• Item complaints registered against the item
• Schemes for discounts and free units, mapped party by party, with group discounts and group flat rates
• Exporter master and the item’s origin
• Attachment documents mapped per item, with a pending attachment list

Warehouse and stock

• Warehouse, lane and rack masters
• GRN, godown transfer, multi-godown transfer and warehouse transfer
• Branch transfer issue and receipt, and declaration issue and receipt
• Item sets, minimum stock daily report and stock checking
• Stock register and statement, GRN and godown transfer registers, rate-wise stock and rate-wise sales, and item aging

Dispatch and the counter

• Sales and service invoices, invoice printing, packing list and transfer of packing lists
• LR and dispatch details, dispatch list, acknowledgement of bills and of LRs, goods sent
• Carton sticker printing, item labels and address labels
• Cheque printing, bank slip, PDC to be received and cheques to be deposited, daily overall statement

Sales MIS

• Party-wise sales and balance, salesman-wise weekly sales, monthly state-wise statement
• Sales by item group and sub group, by item origin and party group, by distributor, and MOQ-wise sales
• Sales against target, for the month and up to the month
• New item and new party lists
• Salesman-wise outstanding, aging analysis and outstanding statements
• Incentive calculation, including a special incentive master and person-wise incentive, and an incentive payable report
• Exceptional-rate sales report, sales and purchase turnover in monthly columns

Data bank

• A data bank of prospective parties, imported from Excel and edited in bulk
• Mail and SMS to the data bank, and a data bank register

Accounts and GST

• Cash, bank and petty cash payments and receipts, expenses with and without GST, sales, sales return, purchase, purchase return, debit and credit notes, journal vouchers
• Day books and registers in plain and GST formats, and GSTR-1 and GSTR-2 Excel generation
• Trial balance, balance sheet, statement of affairs and trading and profit and loss in T and V formats, cost centre and sub cost centre wise, cash flow and fund flow, with interactive edit from the final accounts
• Bank reconciliation, TDS details and reports, interest calculation, loan and balance confirmation
• Sales, purchase, payment and receipt, expense, balance and monthly income and expense analysis
• Over/below listings for income and expense, sales and purchase, and a tax summary report

Everyday things

• User-wise login and rights on every menu, with rights copied from one user to another
• Several windows, and several years, open at once
• Reminders per user, shown on startup and through the day
• Document tracker — bills and vouchers scanned and attached to the entry they belong to
• Ctrl+D on any entry shows who created and last changed it, and when
• Lock a selected period, merge accounts, change group, random delete, import outstanding
• Opening balances for accounts, bank reconciliation, stock, GRN, purchase orders, inquiries, goods in transit and foreign-currency amounts per exporter
• Transfer masters and balances to the new year, backup, entry list and statistics
• Any report to Excel or PDF, or mailed with the company logo in the signature, and reports scheduled to arrive by mail daily, weekly, monthly, quarterly, half-yearly or yearly
• Bulk SMS and e-mail

Technical details

• Microsoft .NET on Microsoft SQL Server