ERP

 

 

 

 

 

 

 

 

USER MANUAL          

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TABLE OF CONTENTS

                       

SOFTWARE DESIGN.. 5

LOG IN.. 5

ERP MENU.. 6

RECENT MENU.. 6

DOCUMENT APPROVAL. 7

REQUISITION STATUS WINDOW... 8

DOCUMENT APPROVAL / DECLINATION NOTIFICATION.. 9

ORDER PROCESSING PROCEDURE.. 12

TYPE OF REQUISITIONS.. 12

MATERIAL REQUISITION.. 13

RAISING MATERIAL REQUISITION.. 14

ITEM ID ENTRY. 15

MISCELLANEOUS REQUISITION & PURCHASE ORDER.. 15

SERVICE, MISCELLANEOUS & TRAVEL REQUISITIONS.. 16

MATERIAL/ SERVICE PRICING.. 17

SPLITTING MATERIAL REQUISITION FROM PRICING WINDOW... 18

SPLITTING MATERIAL REQUISITION.. 18

PRICING ENQUIRY FOR ITEMS.. 18

CHANGING MR TO SR & CLOSING REQUISITION.. 18

INTER DIVISION MR.. 19

PURCHASE ORDER / WORK ORDER.. 20

PURCHASE ORDER STATUS.. 21

PURCHASE ORDER STATUS ENTRY / VIEW... 22

GOODS RECEIVED NOTE.. 23

SERVICE RECEIPT NOTE (SRN) 24

MATERIAL ISSUE NOTE (MIN) 25

DELIVERY INSTRUCTION.. 26

DELIVERY NOTE / GOODS OUT FORM.. 27

GATE PASS.. 28

PURCHASE RETURN.. 29

MATERIAL RETURN.. 30

POS – POINT OF SALE.. 31

DELIVERY NOTE (INWARD) 32

BAR CODE PRINTING.. 32

PAYMENT RELEASE REQUISITION.. 33

TOOLS.. 35

EXPORTING/IMPORTING DATA.. 35

ASSIGN PROXY. 36

SEND DOCUMENT FOR APPROVAL. 36

JOB FILE / OPPORTUNITY CODE.. 38

CUSTOMER MASTER.. 40

CUSTOMER CATEGORY. 41

SUPPLIER MASTER.. 42

SUPPLIER CATEGORY. 43

ITEM LOOKUP.. 44

ITEM MASTER.. 47

NEW ITEM – ID.. 48

CREATION OF NEW COMPONENT GROUP & NEW VALUE FOR PROPERTY. 50

CHECK LIST – ITEM ID CREATION.. 51

INVENTORY REPORTS – SINGLE ITEM.. 53

INVETORY REPORTSITEM LIST. 55

FIXED ASSET LIST. 56

INVENTORY ANALYSISCARDEX, STOCK CARD.. 57

PURCHASE ORDER REPORTS.. 58

MATERIAL REQUISITION LISTING.. 59

PURCHASE LISTING.. 59

MATERIAL ISSUE LISTING.. 60

CYCLE TIME.. 60

DELIVERY INSTRUCTION LISTING.. 61

TIME SHEET REPORTS.. 61

PAYROLL REPORTS.. 62

ATTENDANCE REPORTS.. 62

JOB DETAILS / COST SHEET. 63

JOB CARD LIST. 64

CRM.. 66

ADDING COMPANYMENU * CRM – CONTACT MAANGER.. 67

FOR ADDING MEETING DETAILS.. 67

FOR ENTERING CALL DETAILS.. 69

FOR ENTERING COMMENTS.. 70

CRM REPORTS.. 71

PAYROLL ENTRIES.. 73

TIME SHEET. 74

ATTENDANCE REGISTER.. 75

EMPLOYEE LEAVE RECORD.. 76

EMPLOYEE DOCUMENTS.. 77

APPROVAL STATUS SETTINGS.. 79

SYSTEM SETTINGS.. 80

SERVER APPLICATION.. 81

SEND DOCUMENTS ANY. 81

BRIDGING.. 82

LOG REPORT. 82

PURCHASE VOUCHER (INVENTORY) 84

PURCHASE VOUCHER (INVOICED PRICE) 85

PURCHASE VOUCHER (PURCHASE EXPENSES) 86

PURCHASE VOUCHER (SERVICE) 86

RECEIPT VOUCHER.. 87

PAYMENT VOUCHER.. 88

DEBIT NOTE.. 88

CREDIT NOTE.. 89

JOURNAL VOUCHER.. 89

INVOICE - DRAFT. 90

INVOICE – DRAFT / PERFORMA.. 91

INVOICE - FINAL. 92

CUSTOMER STATEMENT. 93

TOP CUSTOMER.. 93

SUPPLIER STATEMENT. 94

ACCOUNTING REPORTS.. 95

FINANCIAL  REPORTS – TRIAL BALANCE.. 98

FINANCIAL  REPORTS.. 98

OUT STANDING INVOICE COMMENTS / DEBT COLLECTION.. 99

ORDER ACKNOWLEDGMENT – JOB FILE.. 100

MASTER FILES.. 102

USER MANAGER  ADMINISTRATIVE.. 103

NEW COMPANY ADMINISTRAIVE.. 104

CHART OF A/C.. 105

CHART OF A/C – SAMPLES.. 106

FIXED ASSET MASTER.. 107

FIXED ASSET DISPOSAL. 108

APPLY DEPRECIATION.. 108

EMPLOYEE MASTER.. 109

EMPLOYEE SALARY STRUCTURE.. 109

SALES MAN MASTER.. 110

ITEM GROUP.. 110

STORE.. 110

DEPARTMENT / DIVISION.. 111

JOURNAL CODE.. 111

DRILL DOWN AND RECONCILIATION.. 112

CUSTOMER SATISFACTION SURVEY. 113

WORK ORDER.. 117

BILL OF MATERIAL. 122

JOB TIME LOG / REPORT………………………………………………………………………………………………..122

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Software Design

 

ERP is designed in such way that different user can login into the system and work together in tandem to achieve the objectives and goal of the company. This multi user environment helps the user to create request/document and get approved or notified as and when its status changed until got implemented.

 

Different user level / access rights are there according to the role of the users. The front end / point of sale user can create their own documents and save in the system. These documents will be routed/sent thru different managerial personnel and finally get implemented.

 

You will require a user id to log into the system. That will be created and supplied to you by the administrator. The default password will be mailed to the user and can be changed by the user. In the absence of internal mailing facility at the company the default password will be blank and the users will be prompted for password at the first log-in.

 

If you are on the LAN as of the ERP server, you can access ERP by clicking ERP short cut available in your desktop.

 

WAN users can user terminal service client utility i.e. Remote Desktop Connection. You will be able to access ERP login screen if you have a user id and password registered in our server to connect with the server thru terminal service

 

Once log into the system you can access and work upon the various screen for which you have got access. Your access rights will be set by the Administrator according to your designation in the company.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

After successful login, users are allowed to select the ERP Menu according to the user rights.

 

 

Adding ERP users and setting their rights is an administrative tool available in ERP, user manager

 

After login the user can change the working company by

 

FILE                  OPEN                COMPANY

 

 


 

 

 

                                                                                                          

 

 

 

ABOVE SHOWS THE ERP MENU, EACH MENU GOT ITS OWN SUB MENU

USER CAN SELECT THE REQUIRED MENU AND WORK ON IT.

 

 

Items in the tool bar will help the user too quickly select the following items

 

 

Messenger, Delete current message, chat, print, print using PDF writer

Copy , paste, calendar, calculator, financial calculator, Spell check, Reminder,  Delete reminder, Recent menu, hot key settings, word, excel, mail, internet explorer, erp settings , preview, Close ERP

 

RightClick the Close Icon on the tool bar to pop up a special administrative tool window for ADMIN users.

 

 

 

Press F12, it will load the recent menu, that will help the user to select his recent menu.

 

10 recent screens are readily available and user can search for additional utilities of ERP in lookup by typing on the box.

 

From the recent menu user can type the item no to select the screen

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

Document Approval                                                                                             

 

The approval window will be automatically loaded showing the documents need to be approved by the user with details and approval history.

 

This window can be opened manually by

FILE                  OPEN                DOCUMENT APPROVAL

 

 

Declined documents are shown in Red.

 

 

 

 
 

 

 

 

 

 


Remarks should be typed here for declining.

 

 

 

Details of the selected document

 

 
 


User can view either the processed or waiting documents for approval. The default window will show the waiting documents for approval

  The approved documents can be reverted by using Revert command button and vice versa. For that user need to click the processed button to view the processed document

  The selected document can be approved, declined or forwarded to another authority with proper remark.

  The approved item will disappear from the window. The user can find it among the processed.

  If not approved in 24 hours, the document will be forwarded to the HOD of user.

 

 

 

 

This window will be loaded automatically for every user. The user can view the status of his document by looking into this window. The requisition (material/service) will be moving along various stages and finally get vanished once the Material issue note/service receipt note made against the requisition.

 

  New box contains Material/Service/Purchase requisition raised by the user which are not priced

  It will directly moved to the Mat not Issue box if material available in store.

  It will move to Priced once it’s priced by the purchaser. The user can also price it, if he has the privilege for pricing

  It will moved to approved column after the approval of pricing,

  The purchase order can be created from an approved requisition. Then it will be in PO created section

  Once PO Printed it will be moved to the PO printed section

  The user can take the material out using the requisition no in the case of material requisition. Those Material/ Purchase request against which material were not issued are shown in the Mat. Not issued window.

 

Using the button user can view/print/mail/fax the documents and details

 

 


 

 

 

 

The user can include other user documents also using this button

 

 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The users need to take out the material from the store or cancel the requisition within a short period of time. The content of the mat not issued window should be always minimum.

 

For the purchase requests, user has to wait for the GRN to be updated, for releasing the material

 

 

 

 


The user can preview the document by double clicking over the nos.

 

 

 

 

The end user will get notified about the status of their documents thru this window. It will pop up to the user’s working screen. They can minimize it and periodically view the status.

 

 

 

 

 

 

 

 

 


Documents with the red background are the declined ones.

 

In addition to this a popup also displayed to the user at the top, right hand corner of your screen. This will be displayed for 30 seconds and vanishes. The same message is showing in the status bar also. This will continue to display in every 1 minutes until you clear the message thru messenger screen

 

Using:

 

TOOLS – MESSENGER

 

Besides this an email also sent on daily basis with the details of documents approved.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

ORDER PROCESSING

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

 

 

 

ORDER PROCESSING PROCEDURE                      

 

Material Requests

(Job/Asset/Item Id creation)

 

 

 
 

 

 


                  

                                                 Available in store                        

 

                                     

Convert into Purchase request and moved to pricing .

 

Material Issue, if job cost is under estimated cost, otherwise need the approval from HOD

 

 
                                      Yes              No                Partially Available

 

 

Splitting into Purchase request and material request after prompting the user for the same

 

 
 

 

 

 

 

 

 


Material Issue note

Usually against stock/asset. If the purchase made against STOCK, raise a separate MR to issue material against respective job/asset

 

 

 

 

Goods Receipt note , stock updated upon approval for local purchase

Stock  updated upon landed cost computation.

 

 

 

Purchase order

Multiple PO incase of more than 1 supplier in pricing

Further approval if the payment terms Advance

 
                                                                   Pricing and, approval (supplier id creation)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

          Delivery instruction, Delivery note, Gate passes all against MR

                                                                       

  Material Requisition from End user     [Item id creation if item not available in master]

Either against job no, Stock or Asset

 

If all items available in store and the total MR value come under the estimated job value, items can be issued from the store without any approval.

 

If the accumulated job cost is more than estimated job value, the MR required an approval for the material issue

 

  If items not available                                                                        if partially available

 

 


Requisition converted into                                         split into MR (from store)            and PR (Purchase)

Purchase requisition and sent for pricing

 

 

  The Purchase requisition can be against Stock/job or asset. If it is against job no item will be reserved against the job no.  

 

  After pricing it will going for Approval of requestor, HOD, FM , GM etc as per matrix

 

  After the approval of pricing Purchase order can be generated by purchaser.

 

  Goods receipt note can be created against the purchase order. This will also go for approval of requested person and quality engineers. If got approved stock will be updated in case of local purchases. In case of Overseas purchase (Currency other than AED) stock will be updated as and when accounts people entered the invoiced price for the said GRN (Landed cost computation).

 

  The GRN creation will be notified to the requestor

 

  Material issue against the request if request against Job no. If the requisition was against stock a new MR has to be raised to issue the item from the store against the required job no.

 

  Delivery Instruction against the MR

 

  Delivery Note against the Delivery instruction

 

  Gate pass if required against Delivery note

 

 

In case of Service requisition, Service Receipt Note will be created.

 

 

 

 

 

 

1. Material Requisition                 -           For all type of inventory items

 

2. Service Requisition                 -           For all type of services

 

3. Miscellaneous Requisition        -           For Confidential request,

 

4. Travel requisition                    -           For travel requests

 

 

 

 

 

 

 

 

FILE                  NEW                  REQUISITION                            MATERIAL

 

OR

 

INVENTORY                   MATERIAL REQUISITION

 

OPENING A REQUISITION

 

  Click FIND, a look up will be displayed for searching MRs created.

 

 

 

 

 

 

 

 

  Enter request no and press Find now you will receive a window containing the requested job no, username and requested date.

  If you enter the job no all request against that job no will be displayed.

  We can extend our searching by entering combination of fields like user name and requested date, job and user etc.

  You can see all the requests by clicking find now without entering any data

 

E.g.: These are the requests raised by user shankar

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


  User can edit the requisition by using the Edit button. IF it is priced requisition, a provision is there only to enter a remark and send it for approval without pricing again.  Otherwise it will be marked as a new requisition and will be available for pricing again

  User can navigate thru the request using the previous and next button

  User can delete his requisition

 

 

 

 

  Click ADD for raising a new request

  A request should be either against a Job /asset / stock

  Select the job no from the lookup. Start typing in the job field will show you the lookup.

  Asset group can be selected from the lookup by marking the asset check box. For new asset use fixed asset master to create.

This is system Generated

Requisition No

 
Default debit A/c can be changed, if the user wants to specify another by using the Debit A/c field.

 

 

 


 

 

 

 

 

 

 

 

 

 


                                                                                                           

Text Box: The user can type the other information that needs to be printed in the PO in the remark

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


User can select the to be priced by (person)

Helpful for inter division MR

 

If multiple cost centers, user has to specify the respective amount against each job no, then only it will reflect in the cost sheet.

 

 

This additional button help the user to pick the predefined remarks for (By Air,Sea,Courier) or from previous requisitions. This remark will be printed in the PO generated.

 

 

Moving right thru the row using scroll bar, the other columns are

These details are usually filled by the pricing people

 

 

 

 

 

 

 

 

 

 

 

 

 

 


  User can use the create from reference button to create an MR from an old MR reference, bill of materials etc. To avoid the item from the old MR you can make the quantity as zero. You can add more items to your requisition. Press down arrow to add new items

  Start typing in the item Id User can select the items thru Lookup.  The look up will show the item description. Refer the Item Id lookup manual.

  Del Date is the expected delivery date of the goods.

  For overseas purchase check the overseas button at the bottom area of the screen

  For selecting the unit (if multiple unit in item master) press the menu button near to the ctrl-key of your keyboard and select the unit from lookup

  Press down arrow to make more items in your request. Initially 10 item can be entered

  Click the Save button to save your request. Your new request no will be displayed.

  ERP will not save you requisition without sufficient details.

  The requisition details can be exported to Excel

  The status will be displayed in status bar ( new, priced, cancelled etc )

  Once saved the pricing people get informed about this request.

 

 

 

Item Id entry

 

  Start typing  with any character in the item id field the item lookup screen  will be loaded and you can select your item from the lookup

 

REFER THE ITEM ID LOOKUP GUIDELINES

 

  To search the items with Part no Press space in the item id field

 

 

 

 

Miscellaneous Request is used for confidential request. It should be routed to the concerned using send document for approval

 

The user having the privilege to this screen can create miscellaneous request and price. After approval the user can create purchaser order.

 

Miscellaneous Purchase order has to be selected for creating miscellaneous PO

 

 

 

 

 

 

FILE                  NEW                  REQUISITIONS – (SERVICE/MISC/TRAVEL)

 

OR

 

PAYROLL                       MISC                 REQUEST

PAYROLL                       TRAVEL             REQUEST

  Service requisition is similar to material requisition but used for services. The user has to type the description of the service. The service requisition should be priced by the authorized persons. But Misc. and Travel requisitions are need to be priced by the requestor himself.

  The Miscellaneous and travel requisition shall also be entered thru this screen. These requisitions are usually priced by the requestor himself. For that requestor has to go to the pricing screen.

  You can type your description in the description column and the details can be entered by double clicking in the item details field.

 

 

 

 

 

 

 

 

 

 

 

 

 

The entries also includes the following

 

  The user need to select a job no / Asset no against which request he is making

  If multiple cost centers, the user can mention them and amount that has to be allocated against each job.

  Create from ref can be used to make similar request from an old request

  Check the overseas checkbox for overseas requests

 

The request needs to be priced by Service request pricing. After Pricing it will be going for approval as per the matrix defined. Once got approved the user can raise the Purchase order

 

 

 

 

 

PURCHASE                     MATERIAL PRICING    / SERVICE PRICING

 

 

 

 

 


1. Price history

2. Supplier price list

 
                       

 

 

 

 

 

 

 

 

 

 

 


  Select the New button for the lookup, type the parameter for search. It will show all the MR falling under that category and select the required MR for pricing

Start typing here with alphabets. The Lookup will show the list of existing suppliers. For new supplier entry you have to go to Supplier Master.

FILE – NEW - SUPPLIER

 

 

 

This additional button help the user to pick the predefined remarks for (By Air, Sea, Courier) or from previous requisitions. This remark will be get printed in the PO generated.

 

 

 
 

 

 

 

 

 


  The pricing person should enter the required details. If all the required information entered the yellow background will change to white.

  The supplier name can be different for different items, while creating PO, ERP will  provide an option for creating PO against each supplier ( against same MR )

  If all items are priced the system will mark this requisition as priced and will send for approval according to the approval matrix.

  After pricing it will be informed to the requester.

  The pricing people need to enter the different quotation price and respective supplier names

  While pricing Requisition can be split, press delete to remove the items over slno column. The deleted items will be saved as a new request with status New ( Need to be priced again)

  The last 5 purchase prices will be showing in wait window when cursor reaches the price column. This will help the user for pricing

 

Delete those items to be in new requisition by positioning over the Sl no column in pricing window. The deleted item will be saved as a new requisition

 

 

 

 

File                   Open                 Requisition                     Split

 

 

Requisition can be spitted using this

Screen. The user can make the new

Requisition by putting the value in

New qty field of required items.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

File                   Open                 Requisition                     Pricing enquiry

 

User can use this screen to know the purchase price of an item. The Pricing will get notified while creating this. They will price it and the user can view the price. The user will be got notified after pricing

 

For such requisition Pricing can be done thru

 

File                   Open                 Requisition                     Pricing enquiry process

 

 

 

The short cut menu in Material requisition screen can be used

To close the MR, all the material reserved against this material

Will get unreserved and merged to STOCK

 

 

Same  menu can be used to convert an MR to SR

 

 

 

 

 

 

 

 

 

 

 

 

 

The requester need to raise the MR with the job no of the division which will be invoicing the end customer.

 

The requestors can take any division material as if their own using MR against the same job no (10% additional value of item will be charged, and will be deducted from the division for all such interdivision material issues)

 

If if is a purchase request for another division, the requisition need to enter the purchaser name of the respective division.

 

The purchaser should check the division of the Items; they need to purchase items pertaining to their division only

 

 

 

ERP Procedure need to followed by the requisitioners for inter division purchase

 

The requisitioner can raise the purchase request as usual against their job#

 

The requestor need to select the TO BE PRICED, name from the Additional information button of MR screen if it has to be processed by other division.

 

This MR will be available in the requisition status window of both requestor and Pricing personnel. So both can keep track of the status of the request

 

 

The approval matrix will be routed by checking the requestor division instead of Job division, except for A division.

 

A requisitioner can raise any no of items irrespective supplier in same requisition.

 

The pricing personnel will price the request according to the quotation they received, so same requisition can contain different suppliers.

 

While making PO, ERP is making separate PO for each supplier, against the same request.

No need of creating or splitting the requests for different supplier

 

 

 

If the pricing people need to split the requisition for any reason

 

        While pricing Requisition can be split, press delete to remove the items from the request. The deleted items will be saved as a new request with status New (Need to be priced again)

 

(This can be useful for certain items which need to be priced by others, inter division MR)

 

 

 

 

 

 

 

 

 

 

 

 

 

PURCHASE         PURCHASE ORDER

Click the New button; select the requisition from the lookup

  Enter the Ship by Date and Expected Date of Delivery, enter additional remark if any.

  Click Save,

  Click Print, (from the short cut menu Fax it , print from the same menu, u will get original PO)

  For all subsequent printing use the print again option. ( The PO printed will be marked as duplicate)

    You can enter req# for creating PO against it

    If Job# is entered all req# against that job will be displayed and you can select your request

    The user can extend their searching by entering user name, request date or combining the above field values

    If request contain items from different supplier ERP will prompt you to choose the supplier to whom you are making PO, and make separate POs

 

 

 

 

 

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

 

  Different purchase order can be raised against single request, if the pricing information contains different supplier names for different items..

  The faxed PO can be viewed thru; Microsoft shared fax client utility installed in your computer

   While Deleting PO, system will ask u for retain the Material/service Request for process again. If clicked YES, same request can be processed again.  The system will not release request having more than one PO made against it

  The purchase order created will go for approval again , if the terms are ADVANCE

  The user can close a PO with proper remark, if it no longer needs.

  The user can Fax the PO thru the system, do it before printing to avoid the duplicate  caption over PO

  For miscellaneous purchase order, use the menu,

                                    Payroll – miscellaneous – purchase order

 

 

 

            PURCHASE                     PO STAUS ENTRY

 

Here, Green Color shown purchaser entered the

PO ack, logistic person need to update EDA

 
The PO status screen shows the status of outstanding PO,

 

It can be sorted by heading clicking over the heading

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Procedure for entering PO status

Purchaser

1.    The Purchaser need to entry the PO ack dt , no, and exp dt. Shipment ,  Use ADD option of PO status entry

Logistic coordinator

2.    The Logistic coordinator need to keep track of the entire acknowledged PO and update the status till the material received. Use the EDIT option of PO status

Status view

3.    The status can be viewed in the status screen as shown above, for details press enter.

 

 

Once the purchase order created and faxed/sent to the supplier, the user need to enter the PO acknowledgment no and date in the purchase order status entry screen using the ADD button

 

After this the logistic coordinator will keep track of this PO, and he will be updating the status of said PO, until good fully received against the PO.

 

The user can view the status of his PO, using the same screen by finding the PO

 

            PURCHASE                     PO STAUS ENTRY

 

  This screen provide the user to update/view  the latest status in PO

  Whenever a PO created and got confirmation the initial entry like the PO Acknowledge no, Date, shipment ready on should be entered by the person who got confirmation by selecting the PO from the lookup.

  For entering the status use the ADD button and select/ enter the PO number

  The additional information regarding the shipment will be entered into this window as and when new information received against this PO.

  To view the status use the FIND button and enter/select  the PO number

 

 

For Viewing the PO

 

Enter the PO number after pressing FIND

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The logistic coordinator needs to update these data, periodically

 

 

 

 

INVENTORY                   GOODS RECIEPT NOTE

 

Goods received are entered thru this screen

Click ADD for new GRN entry

 


The GRN can be created against a PO

You can view the PO by entering either

By PO#, Req#, amount or Date.

 

 

 

 

All local GRN should be got updated automatically while saving GRN.

 

The overseas one will be updated after the accounts entry completion

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Status new, stock updated, updated (landed cost, overseas)

 

 

 

For finding existing GRN click find and enter your

GRN# and click find new

 

 

 

 

 

 

 

Store/ branch need to be selected while operating from branches

 

For direct delivery GRN, The user should enter the sales invoice no, and it will go for verification of Finance.

 

 

 

 


MIN for All direct delivered material should be created immediately after the GRN approval.

 

 

 

 

Similarly service received can be entered thru the following screen

 

INVENTROY              SERVICE RECEIPT NOTE

SRN should be entered against a job no.  It will not show in the cost sheet since LPO amount is there.

 

You can raise any no of SRN against a LPO, each time the amount will be reduced. You can raise the SRN only for the remaining amount

 

 
 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

INVENTROY            MATERIAL ISSUE NOTE

 

 

Usually MIN creating against a requisition, it can be against GRN, PO, and MR etc

Click ADD to create an  MIN ( It can be against MR,GRN,PO, (Manual selection for consumable < 100dhs))

 

For Manual entry user need to select jobno/Asset no and other details.

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Store/ branch need to be selected while operating from branches

 

Click ADD to create MIN ( It can be against MR,GRN,PO, (Manual selection for consumable < 100dhs))

 

Material issues will be automatically get updated upon saving.

 

Use PRINT, to print the material issue note,

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

INVENTROY                                DELIVERY INSTRUCTION

A delivery instruction to be issued by the sales co coordinator to hand over the material to either the customer or driver.

 

Against the delivery instruction, delivery note and gate pass can be generated

 

 

 
 

 

  Details of the item can be entered into this screen after pressing details button, The details can be filled form the Material Issue note, purchase order, Requisition, GRN etc

  In the detail section the user can fill the details from the details either form MR, PO, and MIN etc. User can also enter items manually by clicking the button.

  System will ask the user whether to create Goods out form while saving the Deli Instruction.

 

 

 

 

 

INVENTROY            Goods out Form

It can be generated against a delivery instruction.

 

 

 

 

 

 

 

 

 


 

 

Gate Pass

 

INVENTORY                                GATE PASS

 

 

 

 

 

 

 

 

 

 

 

 

 

INVENTROY                      PURCHASE RETURN

After stock updating for making purchase return use this screen

 

 

INVENTROY              MATERIAL RETURN

 

Material issued to a job can be returned, against the issued job no. The user can create material return note

 

The store manager can update the Material Issue note upon receipt of item physically. Click the find button it will show all the Material returns. Un updated once are without amount.

 

ERP will ask for update when the request is opened by the updating authority.

 

                       


POS – Point Of Sale

 

Inventory --- Point of Sale

  The user has to select store/branch from which he is operating. System will load the Default value according to the user.

  Item can be selected by barcode scanner/item id/ item lookup.

  For lookup tick the check box in the Description header

  For changing the units, in case of multiple unit items, press the shortcut menu key of your keyboard (The key left to the control key).

  The 220% of landed cost will be displayed on the screen. User can enter the price manually. For selecting pre fixed price use the shortcut menu key of your keyboard

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Click save button for entering more information


 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

Inventory                      Delivery note (inward)

 

This can be used to enter the details of item received for service, rent etc.


 

 

The bar code of items can get printed using this screen. The items for which barcode is needed can be loaded from material requisition, goods receipt note, branch transfer note etc. 

The user can also enter the items manually

 

 

 

 

 

 

 

 

 

 

 

 


                                   

To use the portion of already printed label

 

ACCOUNTS                    MISCELLANEOUS                                    PAYMENT RELEASE REQUISITION

This form can be used to create payment release requisition and it will be sent for approval of HOD, FM, and GM as per matrix. Make payment release request if the payment terms in PO are advance, cdc, cash etc

 

Select the document type and enter the No against which payment release requisition is making.

Text Box: Enter Additional notes here like bank details of beneficiaries, requisitioners remark etc
This will be get printed on requisition

 

 

 


m                                                                                                                             

Text Box: Enter the amount after selecting the currency from the lookup
 etc.

Mode of payment whether CASH, PDC, 60 days etc.

 

 
 

 

 

 

 

 


Details of purchase order will be displaying here.

This requisition will be waiting for approval in the approval window of concerned and it will go as per matrix to higher authorities. You will be getting notification upon approval. You can take a printout of approved requisition and can submit to Accounts for payment release.

ญญญญญ

 

 

 

While making payment voucher, It can be made against the payment release request.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TOOLS
USER

 

           

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

             

 

 

 

File                   Export

Exporting ERP tables to Excel or Word, after selecting the required Fields, this will help the user to create his own reports.

Master table can be imported from external data source like Excel sheets using the Import wizard.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The user can set his proxy using

 

 

Tools                   Assign proxy

 

The system will show the other users and he can select his proxy from the lookup

 

 

 

Tools                   Send document (own)

 

Select the type of document from the combo box

Enter the document no

Select the authorities to whom the document has to go

Click update

 

 

 

 

 

 

 

 

 

 

 

 

 

 

You can retain the current approval and send to higher authorities with proper remark.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MASTER 
FILES

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Job File / Opportunity Code / Cost center                                                      

 

 

File                   New                  Job (or Cost Center)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


PROCEDURE FOR JOB FILE CREATION ( USERS)

 

 

  Job no (Opportunity code) can be entered by any user who got ADD privilege,

 

  The initial status will be E ( Enquiry), The user need to enter the CRM customer name for making this job no

 

  If CRM customer name is not exists, that has to be created from the Contact Manager– Add option

 

  Once the Order is confirmed, The user can change the status to O, using the Edit option . The user need to enter the other relevant information such as customer PO no, ord value, estimated value, customer name etc. The overdue information will be displayed after selecting the customer, if any.

 


  If customer name not exists in customer master, user need to create a customer in customer master

 

  This job file will go for the approval of Finance manager, Once approved the user will be got notified

 

ADMINISTRATIVE

 

Can create Add/Edit job without approval

 

Job can be deleted if no document has generated against this job

ERP will generate the list of documents prepared against the job

 

Job can be cancelled by clicking over the Cancelled Check box

 

From the over due information, approving authority can view the

Customer statement

 

 

 

OPPORTUNITY CODE

 

Every Job undertaken by company needs to be coded. This can be done at different stages like Enquiry, Budget, Quote, Order etc. Once created this will be used for all future reference

 

  Retain value button help user to enter similar job no

  Customer statement / Avg. time for bill settlement can be viewed using the short cut 2 & 1

  Cost sheet can be viewed using short cut 3

  The user can delete a job no if no records were passed into that job, using any of the ERP modules.

  The user can cancel a job if no cost incurred against that job

 

OPPORTUNITY CODE

 


YY         DDDD   99999              X                      XX                    9999999 

 

YEAR     DIV       SEQ.NO             STATUS             OWNER             PRODUCTS       

 


                                                This can be automatically generated (as per div/year)

 

 

 

Location            +                                                          Status

                       

DIVISION –                   SHJ       Sharjah                                                 E          Enquiry

(Location Function)         DXB      Dubai                                                    R          Regret

                                    AUH      Abu Dhabi                                            B          Budget

                                    BAH      Bahrain                                                 Q          Quote

                                    DMM     Saudi Arabia                                          O          Order

                                    DOH      Qatar                                                    P          Performa

                                                                                                            D          Decline

                                                                                                            L           Lost Order

                                                                                                            C          Cancelled

                                                                                                            X          expire

                                                                                                            V          delivered

                                                                                                            M          completed

                                                                                                            I           Invoiced

                                                                                                            S          closed

 

 

 

Now Sequence No is now entering manually. it is the job seq, no

In future it will be system generated code

 

OWNER – Two letter code to reflect the responsible person for the job.  e.g.: MA for Mohammed Abdulla

PRODUCTS – 7 Digit binary codes to represent the product category

 

 

 

PLEASE REFER OPPORTUNITY CODING MANUAL OF YOUR ORGANISATION FOR DETAILS

 

 

 

 

 

 

 

 

 

 

 

 

Customer Master                                                                                                   

 

 

FILE                  NEW                  CUSTOMER

 

Customer can be created by user. It will be automatically sent for approval of his HOD and 

FM. Once approved the customer will get activated.

 

  For Creating a new customer, Click the ADD button ,it will load a lookup of our company database, from which select the company , the details will be loaded into customer file. if company not exists company need to be created in contact manager in CRM.

  The existing customer information can be edited with EDIT button

  Use the button FIND to select the customer, whose information you need.

  Print – for printing the customer details

  Using the advanced search button you can find your customer with the known information like telephone no, web site address etc.

 

Short cut Menu [Administrative]

Average time take for settling bill

Customer statement

Top customer list

Division wise turn over

Drafting a letter

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


You can view the detail of existing customer with the navigation buttons also

 

First      Previous            Next      Last

 

 

 

Navigate button bar to navigate among customers

 

  Print – for printing the customer details with approval information

 

 

Look up for the advanced search of customers; here user can search with sub string of name, address, tel/fax no etc.

 

 

 

The details of customer should be entered as per the following rules

 

  Country should be selected from the country lookup

 

  Tele no prefix will be automatically loaded when country selected, complete the entry by addition digits without hyphen or special characters.

 

  Email, Web address should be given. Email id is mandatory.

 

  In the Other section contacting person, company salesman, industry sector, and currency all from respective lookup should be entered.

 

  In the credit mode section the details of mode, credit limit days etc should be entered.

 

Entering Terms to Customer Master

 

 

 

 

 

 

 

 

 


  Enter the mode here thru lookup, lookup will show all the available term in terms master.

 

  Enter the Credit limit days, Advance % etc here

 

  In this example the terms save will be 30 days from the date of invoice

 

 

After saving the details the data will be going for approval. Once approved the customer will be available in master as active customer.

 

The user can check the approval information by searching the customer either thru find or record positioning.

 

 

 

FILE                  NEW                  Customer Category

 

Customer category can be created here. This category can be selected while creating a customer.

 

 

 

Supplier Master                                                                                         

FILE                  NEW                  SUPPLIER

 

 

The new supplier Id will be generated by the system.  You have to type the name of the supplier in the Name field thru the LOOK UP so that the user can understand whether similar suppliers exist or not.

 

  Care should be taken not to duplicate suppliers with slight difference

 

First      Previous            Next      Last

 

 

 

Navigate button bar to navigate among suppliers

 

  Find -    for finding a supplier thru lookup

  Print – for printing the supplier details

 

 

The details of supplier should be entered as per the following rules

 

  Country should be selected from the country lookup

 

  Tele no prefix will be automatically loaded when country selected, complete the entry by addition digits without hyphen or special characters.

 

  Email, Web address should be given. Email id is mandatory.

 

  In the Other section contacting person, currency all from respective lookup should be entered. The bank details are mandatory for foreign suppliers

 

  In the credit mode section the details of mode, credit limit days etc should be entered.

 

 

 

 

 

 

 

Entering terms in Supplier Master

 

 

 

For the terms

Select the mode from lookup

Enter the days here

 

So the final term will be

100% Advance

 

The user can mention additional information in the Terms saved to Master

 

E.g.: 50% Advance 50% on delivery

 

Try to keep the format matched with the terms of terms master.

 

The terms available are set up thru the TERMSMAS table of ERP

The data will be saved and customer will be sent automatically for approval

 

The user can check the approval information by searching the customer either thru find or record positioning.

 

 

Supplier Category                                                                                                                              

 

 

 

 

File                   New                  Supplier Category

 

 

 

Different supplier category can be created, and while creating the supplier this category can be selected.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

To effectively use the lookup and to avoid code duplication in Item master please sticks to the following guide lines.

 

 

STEP 1.

  When you start typing the description of the item, the lookup as shown below will show you the similar words in our word library.

  You can select the word according to your choice by moving into it and press enter.

 

Words starting with STRU in our Item master word library

 

STEP 2.

 

  Press space for the next word in your item description. Now the lookup shows the existing items which contain the entered word. This will certainly help you to notice whether your item is already there or can find the similar items.

 

 

 

Existing items with the entered word select your choice

 

 

 

This view for selecting your item if it is there.  Otherwise you can extend your search within the selected items by typing any other word in your ITEM.

 

Repeating STEP1 and STEP2 you can find your item.

  Search for your item with the significant word in it. i.e. the word which is unlikely to be present in other items. This will increase you search speed substantially.  The lookup will show you the items consisting of your word.

  If you select the key word which is unlikely to be in other items your searching will be much faster.