ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION

TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

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1.0

Purpose:

To define the user requirement specifications for Local Documentation

2.0

Scope :

Execution of Local Orders

3.0

Process
Description :

Execution of Local Orders

1) Despatch Documents from Factory :- Once the Sales Order is
created, Factory will despatch the material as per the schedule
mentioned in the Sales Order. Factory will create and forward the
following despatch documents i.e Excise Invoice, Tax Invoice, LR
Copy & Certificate of Analysis via email and will courier the same
after despatch to the Head Office.
2) Preparation of Final Documents :- On the receipt of the final
documents from the Factory, finalization of the documents takes
place.
a) Incase if documents has to be sent directly to the customer
following documents are required :i)
Tax Invoice (ERP)
ii)
Excise Invoice (ERP)
iii)
LR Copy
iv)
Certificate of Analysis. (Factory)
b) Incase if documents has to be sent to Bank or as per L/c
terms then following documents are required :i)
Invoice (ERP)
ii)
Packing List (Manually in Word Document)
iii)
LR Copy
iv)
Certificate of Analysis (Factory)
v)
Insurance (Format)
vi)
Bill of Exchange (Manually in Word Document)
vii)
Any other documents as required by the Customer
3) Documents to Customer :- Once the documents are finalized the
same is either forwarded to the Customer directly or through the
Finance Dept. to forward the same to the Bank for negotiation in
case of L/C.
Local Sample Execution :1) After the release of the Sales Order, Sample and the documents
(COA + MSDS+ Exicse Invoice) is received by us.
2) On the receipt of the COA + MSDS from the Factory, following
documents are prepared for the execution of the sample :-

ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

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Proforma Invoice, COA, MSDS, Declaration that the material is sent

as Free Sample and not for sale.
3) The Sample and the documents are handed over to the Courier
people for onward despatch and we get the despatch details which is
then informed to the customer.
4) Exicse Invoice received from the Factory is forwarded to the
Accouints Department.
If Customer is charged for the sample then it will be fall under Local
Documentation.
Inter Branch Transfer Sales:1) Incase of Inter-Branch Transfer Manufacturing Site will create
Excise Invoice and Tax Invoice in name of the Depot fwhere the
material will be transferred.
2) Inward of material will be shown in the respective Depot and
accordingly Sales Order , Excise Invoice and Tax Invoice will be
created from the Deport to the final customer. (Excise and Cess will
be the same as charged by Mfg. Site to the Depot). VAT will be as
applicable.
3) Then the material will be dispatched and final documents will be
prepared as per customers requirement and forwarded to the
customer directly or through Bank via Finance Dept. if the L/C
is involved.
AVON
In case of AVON, after the receipt of the Despatch Order in word format, the
factory dispatches the material and the documents directly to the customer.
Documents include Form 3 which is accepted and then returned by the
Customer which in turn confirms that the material is accepted by the
Customer.

4.0

Process flow
Diagram

ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

3 of 9

ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

4 of 9

ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010
5.0

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

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Requirements:

Sr.No.
URS/SD/003/REQ-001

Requirements

URS/SD/003/REQ-002
URS/SD/003/REQ-003
URS/SD/003/REQ-004
URS/SD/003/REQ-005
6.0
Reports:
Sr.No.
URS/SD/003/REP-001

Reports

URS/SD/003/REP-002
7.0
Output:
Sr.No.
URS/SD/003/OUT-001
URS/SD/003/OUT-002
URS/SD/003/OUT-003

5.0

Reports

Requirements:

Sr.No.
URS/SD/004/REQ-001

Requirements
VAT Tin No. & CST Tin No. should appear on the Tax Invoice with
respective various Sites.

URS/SD/004/REQ-002
The Declaration under the Maharashtra Sales Tax should appear on the Tax
Invoices issued from Locations in Maharashtra.

ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010
URS/SD/004/REQ-003

VERSION No. : 01

SUPERSEDES: NIL

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In Case of Avon Form 3 statement is required.

URS/SD/004/REQ-004
URS/SD/004/REQ-005

6.0
Reports:
Sr.No.
URS/SD/004/REP-001
URS/SD/004/REP-002

7.0
Output:
Sr.No.
URS/SD/004/OUT-001
URS/SD/004/OUT-002
URS/SD/004/OUT-003

Reports
Sales Report Product Wise, Party Wise, Location Wise, Monthly Sales
Report, Quarterly Sales Report, Yearly Sales Report, Detailed Sales
Report.
Latest Price Statement with respective to Customer and Products

Reports
Tax Invoice

8.0

Abbreviations :

9.0

Revision History:

Change Control No./ Date

Version No.

Effective date

Reason for Change.

ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

NAME & DESIGNATION

PAGE:

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SIGNATURE &
DATE (DD/MM/YYYY)

PREPARED BY:

Ms. Anupama S. Shenoy

CHECKED BY:

(Asst. Mgr. Exports)

Mr. Ravi Mangalth

REVIEWED BY:

(DGM Exports)
Mr. Govind Joshi

AUTHORISED BY:

(GM IT)
Mr. S.R. Surve
(AVP QA & Regulatory)

ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010

10.0

Approval:

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

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ARCH PHARMALABS LIMITED

USER REQUIREMENT SPECIFICATION
TITLE : CREATION OF LOCAL DOCUMENTATION
DOCUMENT NO.: URS/SD/004
EFFECTIVE DATE :
07/06/2010

VERSION No. : 01

SUPERSEDES: NIL

PAGE:

9 of 9