Century Ply Business Solution Design for NESTA

Shoper 9 POS & HO Business Solution for Century Plyboards (I) Ltd (Nesta)

Design Document

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Century Ply Business Solution Design for NESTA

The information contained in this document is current as of the date of publication and subject to change. Because Tally must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Tally, and Tally cannot guarantee the accuracy of any information presented after the date of publication. The information provided herein is general, not according to individual circumstances, and is not intended to substitute for informed professional advice. This document is for informational purposes only. TALLY MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT AND SHALL NOT BE LIABLE FOR LOSS OR DAMAGE OF WHATEVER NATURE, ARISING OUT OF, OR IN CONNECTION WITH THE USE OF OR INABILITY TO USE THE CONTENT OF THIS PUBLICATION, AND/OR ANY CONDUCT UNDERTAKEN BY PLACING RELIANCE ON THE CONTENTS OF THIS PUBLICATION. Complying with all applicable copyright and other intellectual property laws is the responsibility of the user. All rights including copyrights, rights of translation, etc., are vested exclusively with TALLY SOLUTIONS PRIVATE LIMITED. No part of this document may be reproduced, translated, revised, stored in, or introduced into a retrieval system, or transmitted in any form, by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Tally Solutions Pvt. Ltd. Tally may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written licence agreement from Tally, the furnishing of this document does not give you any licence to these patents, trademarks, copyrights, or other intellectual property. 2012 Tally Solutions Pvt. Ltd. All rights reserved. Tally, Tally 9, Tally9, Tally.ERP, Tally.ERP 9, Shoper, Shoper 9, Shoper POS, Shoper HO, Shoper 9 POS, Shoper 9 HO, TallyDeveloper, Tally Developer, Tally.Developer 9, Tally.NET, Tally Development Environment, Tally Extender, Tally Integrator, Tally Integrated Network, Tally Service Partner, TallyAcademy & Power of Simplicity are either registered trademarks or trademarks of Tally Solutions Pvt. Ltd. in India and/or other countries. All other trademarks are properties of their respective owners. Version: Century Ply Business Solution Design for NESTA /1.0/Nov 2013

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Century Ply Business Solution Design for NESTA

NESTA Business
Century Ply, a name generic and synonymous with quality ply and engineered wood products in India, leverages experience and knowledge of wood products category to present to you a home lifestyle retail brand - NESTA Century Ply is also one of the first in the ply and engineered wood category to make a foray into retailing of readymade furniture as most of the competing brands have been launched by companies completely alien to the nuances of wood products Nesta currently has two stores, in Kolkata and Bengaluru, spread over about 5000 square feet per store offering home lifestyle products to the discerning audience

Organization Structure
Century Ply has its head office at Kolkata and warehouses at various locations across India. They sale to various Franchisee Stores, enterprise customers, modern trade etc. The organisation structure of NESTA, in the current scope, can be graphically depicted as shown.

Century Ply HO (NESTA)

Central Warehouse

Regional Warehouse

State 1
Franchisee Stores Franchisee Stores Franchisee Stores

State 2
Franchisee Stores

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Century Ply Business Solution Design for NESTA

Distribution Structure
Each Franchisee store books the order from the customers. Sale order will be generated and order will be booked by capturing relevant details viz. Customer Code, Name, Contact details, Delivery date and advance amount will be received from the customer. Sale Order will be synchronized to the HO where this will be interfaced to Century Ply SAP system. Warehouse will dispatch the goods to end customer directly and providing required electronic data for performing Goods Inward and making final invoice to end customer by Franchisee Store. The distribution line of NESTA can be graphically depicted as shown.

CenturyPly HO

SO Interface PT Interface

Central Central Console Console

SAP FTP
Master & Transaction Exchange

Central Warehouse

Franchisee Stores

Franchisee Stores

Invoice

Customer

Institutional Customer Data Flow Document Flow Material Flow

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Goods Dispatch

POS

Century Ply Business Solution Design for NESTA

Customer Requirement

Head Office
Head Office implemented at central repository serves for Master creation and populates the same across the Franchisee Stores. Data from various Franchisee stores will get synchronized at pre-defined intervals. Sales Order Data received from various Franchisee stores will be interfaced (Customization) with SAP Delivery instructions will be sent from SAP (Central warehouse) to Shoper HO via interface which will be customized. Price of the items set may be changed and will be different for individual Franchisee store. (Location wise pricing) Cash Deposited by Franchisee store will be viewed at Shoper HO Mostly the Price change will be with immediate effect. Promotions and Discounts will be controlled at Shoper HO and will be populated across the stores. Web reports will be viewed by Shoper HO MIS users on sales and stock of the stores

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Century Ply Business Solution Design for NESTA

Franchisee Store
Sales order will be generated and order will be booked by capturing relevant details viz. Customer Code, Name, contact details, Delivery Date and advance amount will be received from the customer. Sale Order document will be printed and same will be handed over to the customer. In Sale order, the field will be provided to enter the cash deposited slip no. The Sale Order and other transactions will be synchronized with Shoper HO Cash Collected will be deposited to Century Ply HO account on daily basis Dispatch information received from Shoper Synchronization and Goods will be inwarded HO will be downloaded via

In Invoice, the customer name and original SO no. will be recalled and remaining amount will be received and final invoice will be generated. Discounts and promotions will be handled as configured by Shoper HO Invoice amount can be tendered by Cash, Card, Gift Voucher, Finance and Credit Note. Issuance of Gift Vouchers and Gold Coins as configured by Shoper HO. Provision for Service billing will be made at Franchisee Store. Sales order made should be able to cancel by generating appropriate reverse transactions. Provision to make Sales return transaction will be made available. In invoice provision is required to capture the sales man name or builder name, customer details and SO reference.

Solution Approach
Shoper 9 POS & HO solution will provide provisions for the following: 1. 2. 3. 4. 5. 6. 7. 8. 9. Centralized master management at head office Consolidation at head office Customized Interface between Shoper HO and SAP for SO and PT data Shipment from warehouse to end customer, other channels & enterprise customers. Cash/Cheque deposit at banks Transaction and bank deposit details to HO Warehouse sends their sales detail to Head Office via customized interface Franchisee store makes a goods inward and invoice the end customer Inventory management & reporting

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Century Ply Business Solution Design for NESTA

Products in the Scope

Shoper 9 HO for Century Head office Shoper 9 POS for Franchisee stores Tally.ERP 9 for Franchisee store (If they require interface with Shoper 9 POS) The solution approach with the products in the scope can be graphically depicted as shown.

CenturyPly HO

SO Interface PT Interface

File Interchange

Central Central Console Console

File Interchange

SAP

Master & Transaction Exchange

Central Warehouse Web Report

Franchisee Stores

Tally Interface (Optional)

Franchisee Stores

Invoice

Customer

Institutional Customer

Solution Design
Business masters for which centralised control is required can be catalogued or imported from file at the head office and distributed to various franchisee locations. Reports for the complete business can be generated at Shoper 9 HO. Web Reports will be provided to Branch Office/Head Office to view the stock/sale/collection reports and also sales/stock/collection of Franchisees. Patch updation for all locations will be controlled by HO. Alerts to be provided by HO for those locations where the auto data loading has failed for defined intervals.

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Goods Dispatch

POS

Century Ply Business Solution Design for NESTA

Price Revision / Control

Century Ply head office decides the item price revisions periodically. Price alteration (MRP) will be done at Shoper 9 HO. The revised price master will be populated to the required stores, since price revision creation would be blocked at stores. These prices will be different for each location. The price revision at HO provides an option to the user to import the data from a File. The file (txt) will ideally contain the SKU No., Retail Price as shown below.

Business Rules Definition (Uniform Configuration across location)

Century Ply specific business rules for stores and will be configured using templates. Separate templates will be prepared for stores. These templates will be designed by Tally Functional Consultant / Solution partner during the solution construction. The templates will be frozen on acceptance of the same by Century Ply. The templates, which will be shipped to the POS locations for implementation of the software, will then be owned by Solution Partner. These templates will be used at the time of installation.

Various Segments in a Template

Item Classification Item Master Stock classification Customer Tax

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Century Ply Business Solution Design for NESTA Physical Stock Inward Outward Billing & Bill print House Keeping Reports

Item classification determines parameters for classification of items in Shoper 9. Shoper 9 Item Classification mapping to NESTA Item Classification is as given below. Shoper Classification Super Class 1 Super Class 2 Classification 1 Classification 2 Sub Classification 1 Sub Classification 2 Size Classifying items is one of the crucial tasks, which helps mapping the customers business process to the software and makes the reports meaningful for business analysis. NESTA Item Classification To be Decided

Typical Item Classified screen

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Century Ply Business Solution Design for NESTA

Bill Printing Template

This template is used for printing the sales details on the bill. Century Ply to decide on the bill printing format for both Sales Order and Sales Invoice; and those will be customised as per Century Ply requirement.

SO print at Franchisee store

Invoice Format at the Store

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Century Ply Business Solution Design for NESTA

Shoper 9 HO Setup & Configuration

Shoper 9 HO will be installed at the head office. It performs two prime functions. 1. Acts as a central repository to create, manage and send masters to the stores. 2. Integrates (customisation) warehouse & Franchisee stores (POS) operations across geographically distributed locations.

Catalogues at Shoper 9 HO
Century Ply needs to maintain a list of entities involved in their supply chain network and define business rules applicable across the stores. Thus, at Shoper 9 HO the following catalogues will be maintained for defining supply chain network and business rules. Geographical Hierarchy Country Zone State City

Supply Chain Network Warehouse Franchisee Store (NESTA) Franchisee Store (Ply woods) Other distributor/ customer

Business Rules Price Control / Revision Scheme / Promotions / Discounts Tenders Customers / Employee Sales Person / Architect / Builder Tax Masters

The above listed features are explained earlier in the document. Tax Master: Century Ply needs to maintain different classifications of taxes to be available across the stores. Thus tax masters are to be catalogued at Shoper 9 HO. These tax masters will be populated to the required stores, since tax master creation would be blocked at stores.

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Century Ply Business Solution Design for NESTA Payment Mode: The Payment Mode is used by sales and cash transaction functions of Shoper 9 POS. The catalogue stores currencies that are allowed at the POS locations. HO defines the list of payment modes and sends to the stores. Some of the pay modes which will be catalogued are o o o o o Cash Card (Debit / Credit) Gift Vouchers Credit Note Finance (Bajaj or others)

Sales Promotion: The Sales Promotion Catalogue is the repository of various promotion schemes that can be applied across the stores. The catalogue helps in defining schemes that can be applied to specific locations, validity period, merchandise, customers, and so on. Century Ply needs to maintain a list of discounts & offers available across the stores. Sales promotions are to be catalogued at Shoper 9 HO and sent to stores. Discounts on certain items for selected franchisee store will be decided by HO and configured; this control will be populated across the chain. Old items at the store can be exchanged with GVs and the same can be redeemed, but the stock keeping for old items are not in the scope.

Sales Person: The sales person will be catalogued at Shoper HO, this can be used even to create the Architect / Builder information which will be pushed to all the stores. During billing the information can be captured.

Data Export from HO to POS

All the masters defined at the head office for use at different stores are exported as per applicability.

Shoper 9 POS Setup & Configuration

Shoper 9 POS will be installed at stores and can be interfaced with Tally.ERP 9 for accounting.

Cataloguing at Shoper 9 POS

The following catalogues creation should be allowed at stores and the rest of the catalogues should be disabled.

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Century Ply Business Solution Design for NESTA Customer Customer Price Group Salesman (local sales person)

Customer This category determines the information to be captured, while creating a walk-in customer. At Franchisee stores customer mobile number and name are mandatory values to be captured while billing. Capturing mail id and address will be given. Customers will be tagged under different customer price groups depending upon the type of customer. Customer code will be auto generated by the POS application which contains the POS Code with running serial no.

In Address, Locality fields we can capture the floor details and landmark.

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Century Ply Business Solution Design for NESTA

Data Import
All the respective masters and dispatch data from HO (if any) will be imported to POS system once the store does the synchronisation.

Data Open / Close

The Open Day or Day-Open process is usually executed at the beginning of the day to start billing, Goods inward or any other Shoper POS transaction. The Shoper date can be different from the system date. This date cannot be greater than the system/ machine date. Shoper date will be the succeeding date of the Shoper close date. All transactions, price revisions etc., are controlled by Shoper date. The active promotions for the day (if applicable), price revisions (if applicable) and other activities are done during the Day Open process. Typical Day Open screen is shown below

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Century Ply Business Solution Design for NESTA

Billing
This category determines parameters for billing process at Shoper 9 POS. As NESTA would like to analyse the salesman (architect / builder) performance, the salesman code will be captured during billing and it is applicable for the entire bill. The SO performed earlier will be recalled during the final invoice and remaining amount will be collected. During the sales transaction at Franchisee stores, if the payment is made by Credit/Debit Card, the system will allow to capture the card details. Also, there should be an option to create customers on fly in billing. The capturing of customer details, viz., mobile number & name are mandatory; and capturing additional details, viz., email and address are provided. At store, provision for FOC items will be given along with provision for Bulk Sale, i.e., special approval for ad-hoc or controlled discount.

Sales Cycle
Sales Order
1. Customer walk-in to store and decide on the items. 2. Customer will place the order and POS will make a Sale Order (SO) entry in Shoper POS. 3. Cashier will capture the customer mobile no. & name which are mandatory. Capturing customer e-mail and address are provided. Delivery date and referred entity will be captured in SO screen.

4. Cashier will collect the advance amount from the customer. 5. Sale order will be confirmed and copy of this SO will be handed over to customer

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Century Ply Business Solution Design for NESTA

Billing
1. After the full payment is received from customer, cashier can generate the bill 2. In Invoice screen, the customer name and original SO no. will be captured and recalled 3. Items will be loaded pertaining to original SO

4. Customer can come much before the delivery of the item and pay the remaining amount as an advance. In Invoice multiple advance receipt can be recalled and confirm the transaction.

The Typical Sales Cycle is diagrammatically represented below.

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Century Ply Business Solution Design for NESTA

Advance Receipt

POS will prepare the SO End Customer

Synchronize SO

Head Office

Balance Amount Receipt

Customized Interface

SAP Central Warehouse

Customized Interface

Head Office

PT Data

Franchisee Stores

Goods Dispatch

End Customer Final Invoice

Bill

Cash Submission (at Franchisee Stores)

This module in Shoper 9 will allow users to record payment details made at Franchisee store and necessary reports on outstanding amounts. The Franchisee store has to pay Cash and Credit Card sales payments to Century Ply Head office on a daily basis. Using Payment to HO option in Shoper 9 POS, the details of payments made to Century Ply Head office can be recorded. Transaction amount should be system driven. Prior to this a configuration will be made to capture the Head Office bank details.

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Century Ply Business Solution Design for NESTA The current outstanding and payment process

Outstanding Report
This module in Shoper 9 POS allows generation of cash & credit card outstanding report based on specified reporting period. Typical Cash & Credit Card outstanding report is shown.

Sale Order (Pay-in-Slip capture)

1. During Sale Order on a given day the advance amount will be received 2. Next day the amount collected from various customer will be deposited to Century ply HO bank account 3. Once the amount is submitted the Pay-in-slip no. will be captured by editing the concerned sale order.

4. The data captured in the above SO will be synchronised at HO 5. Custom report developed at HO will provide the status of submission.

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Century Ply Business Solution Design for NESTA

Purchase Cycle
Purchase at CHD Stores
6. Once the SO data is interfaced with Shoper HO to SAP system, SAP will process this transaction 7. SAP will dispatch the goods directly to the end customer 8. Goods dispatched data will be interfaced with Shoper HO from SAP (PT Data) 9. Shoper HO will export these PT Data to Shoper POS 10. Shoper POS will perform the goods inwards (Virtual)

Goods Inwards Screen at Franchisee store

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Century Ply Business Solution Design for NESTA

Century Ply Head Office (Shoper HO) Interface with SAP

We have found out below mentioned interfaces needs to be customized between Shoper HO and SAP There will be a schedule running in Shoper 9 HO at Century Ply HO to import the Item master file from SAP. The master file will be in Txt format with comma separated delimiter. This file will be uploaded by SAP to a predefined folder and the same will be consumed by Shoper HO on regular interval. Sale Order from various locations will be exported to SAP from Shoper HO. The data will be exported from HO on defined intervals, the file format will be in Txt and content will be based on the Century Ply requirement. This customised interface will be developed again specifically for Century Ply. Goods Dispatched from SAP to end customer will be interfaced with Shoper HO. This interface will be again on Txt format with comma separated delimiter. This file will be exported from SAP and uploaded to a pre-defined folder for Shoper HO consumption. Sale Order modified and cancelled at the store will be synchronised to HO will be interfaced with SAP. Again this customised interface will be developed at Shoper HO. Return Bills data will be again custom interfaced with SAP from Shoper HO.

SMS sending - Customisation At Shoper POS a customisation needs to be developed which can send the SMS to the customer mobile no. after saving the SO transaction. The content may contain the SO No., Date, Item Code, Net Amount and Advance paid.

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Century Ply Business Solution Design for NESTA

Reports
Web reports allow users to view reports in browser, connecting to the database at the head office. User level restrictions can be implemented for data access.

Web Report format In Shoper 9 HO the user with administrative rights can define user level data access restriction for reports. By default no restrictions are defined. The user level restrictions have to be configured. The System allows two types of data restrictions. Product Type based Location based

Product Type based restriction

In this case user can be restricted from viewing reports based on the Product Type. For example, User A can view the reports of only Furniture items.

Location based restriction

In this case user can be restricted from viewing reports at the Store Level, Geographical Location Level or at Type of Business Level. For example, User C can view reports of the stores only in Karnataka.

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Century Ply Business Solution Design for NESTA

Other MIS Reports

Stock reports Ageing of stock Closing Stock reports

Sales reports Daily, Weekly, Monthly Sales across Stores, States and National Level SKU Wise, Product Wise, Colour Wise, Category Wise, Price Type Wise Sales Analytics Comparison of time ranges, e.g. Current Month MTD vs. Last Month MTD Week wise Sales Trend

Cash Submission Cash submission status from stores

This business solution design document has been approved by the individuals listed below.

Role Tally Project Lead CenturyPly Project Manager

Signature __________________________________ __________________________________

Date ___________ ___________

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