aSoft Solutions

(An innovative technology)

4, 1st Floor, Dharmpal Awana Mkt., Atta, Sector-27, Noida (U.P) - 201301, INDIA Phone Cell E-mail 91-120-3918622 91-9810514593, 91-9350461587, 91-9873449998 info@asoft.co.in website - http://www.asoft.co.in

aSoft Solutions

BAIS V2.0

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TABLE OF CONTENT
PART 1 INTRODUCTION 1.1 Computers Layout 1.5 H/W & S/W Requirement Information Description 2.1 System Diagram BAIS V2.0 2.2 Process Flow Chart 2.3 Information Contents & Flow 2.3.1 Purchase Objective, Feature & SRS Purchase Process Flow Chart 2.3.2 Inventory Objective, Feature & SRS Inventory Process Flow Chart RTS Process Flow Chart FGS Process Flow Chart 2.3.3 Manufacturing Objective, Feature & SRS PPC Process Flow Chart Production Process Flow Chart 2.3.4 QC Objective, Feature & SRS QC Process Flow Chart 2.3.5 Sales & Distribution Objective, Feature & SRS Sales Process Flow Chart Customer Rejection Process Flow Chart 2.3.6 Finance & Account Objective, Feature & SRS Finance Process Flow Chart 2.3.7 Taxation Objective, Feature & SRS Taxation Process Flow Chart 2.3.8 Administration Objective & Feature 2.3.9 Abbreviations

Page 3 3

PART 2

4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Computers Layout for ERP

SOFTWARE Required for Nodes 1. O/s Windows XP 2. S/w MS office 2000

Prod

PPC

Store

Purchase

Finance QA

Switch
Sales / Invoicing

SERVER / ERP ROOM S E R V E R

ERP Administrator

SOFTWARE Required 1. O/s Windows Server 2003 2. S/w MS office 2000 3. DB SQL Server 2000

1. Users Training 2. Database Administration 3. Any others Task

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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BAIS V2.0

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BAIS-ERP FLOW
Business Development Customer PO Contact Review & Order Receipt Kick of Sheet Lotcard Generation
FG Status No

Customer

Prod Planning Material Issue from Store

Y E S

Short Fall Y E S

No

Production Packing Box

Re Test OK Not OK

Sales Invoicing

Indent Generate Purchase Order PO Approval Receipt & MRR IQC Inspection

FQC
Not OK OK

Scrap/ Rework Stock

FG Inward

(+)

Dispatch Advice

Vendor Rejection

Not OK

Accept
Y E S

Material Packing Finished Good Stock

(-)

OK

Re-test

Store Inward
(+)

Invoicing

Not OK

Debit Note & Purchase Return Invoice

Account Updating Payment

Raw Material Stock

Printing

Customer Vendor / Jobworker Banking

Issue Date : 23-03-2010

END
Alteration Date: 00-00-0000

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Kick of Sheet i.e Projection Plan Customer PO

KOS vs CUST PO Matrix Contact Review & Order Receipt

Material Requirement Planning PO for Vendors Gate Entry & Receipt Vendors Account Updating Incoming Quality Inspection Material Stock Updating

Material Issue to Production Production

Final Quality Inspection Dispatch Advice

FG Stock Updating

Invoicing

Customers Account Updating

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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BAIS V2.0

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Objective

: Empowering enterprise to procure right material at right time and at right prices. Real time status of materials in hand and in pipeline. Optimal utilization of goodwill and resources of the enterprise.

Purchase

Feature : Elaborate Vendor Masters with Categorization Vendor approval, Activation and de-activation, ABC Analysis and Black List Payment Hold Supplier Item parameters and selective approval Consolidation of Purchase Auto Indents generate against MRP Run, Purchase Consolidation RFQs, Supplier Quotations On line price Comparison On line Purchase Requisition for Various types of material including ROL, Stock, Trading etc. Indent cancellation Online display of Indent quantity determination factors Auto updation of Indent Status Purchase Orders management including amendment, Requisition and Purchase Order Approval PO holds & Closure Auto Purchase Order Status Updating Order Scheduling Purchase of Services Direct PO, RFQ etc. Email, Print or Fax User defined Purchase Analysis Complete, Last and Periodically. Standard Purchase Terms Re-inspection and Disposal of Rejected Material Purchase Orders in Foreign Currency Work Orders management including Requisition User defined Work Orders Analysis Alternative Units of Measurement Product Profile Supplier Part Numbers and Alternative Names Online Inventory Parameter display at PO raising Vendor performance and ranking Vendor mailing list Complete Purchase Reporting - Online and Offline Document Search Engines

SRS : Item Master material type, group, sub group, item description Vendor Master, Vendor Item Master, indent tolerance, item rate, currency unit, purchase receiving tolerance Vendors Consignee Master Job worker / Service Provider Master User Feedback (JBJ-E46) : Quotation analysis mandatory along with at least 3 vendors Material Received from vendors different consignee at different purchase rate

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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PURCHASE
1. Any Department 2. Prod Planning 3. Auto against MSL

Indent for PO

Indent for WO

Quotation Analysis WO Generate Quotation Approval Vendor Item Registration

Vendor Approval

PO without Indent E-mailing WO Printing

PO Generate

PO Approval

Inventory E-mailing PO Printing Gate Entry Finance

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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BAIS V2.0

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Materials
Inventory and Warehousing
Objective : Materials Management, one of the most important business processes for an Enterprise, play a major role in cost reduction, efficiency build up and Customer satisfaction. BAIS provides right from assessing the requirements of materials to making it available at the right time and cost to analyzing the consumption/usage patterns.

Feature : Elaborate Item Master, Hierarchy of Item Categories Multiple stores housing same material option Bin Nos. option Serialization of both Bought and Manufactured material Parameterized Inventory Levels Unlimited Material Indenting Areas Multiple Units of Measurement Auto Generated Part numbers and User defined of Drawing No User defined Item Categories and their Names Item Families Hazardous and Shelf life monitoring Inventory Levels like ROL, Min & Max Different Inventory Valuation methods to choose from Mass updation of Item Master Standard Costs , WAP, FIFO Gate Entry Operations Receiving Dock and transfer to Quality / Main Stores Zone Material Receipt against Only Approved Purchase Orders Material Receipt against Statutory Category (Excise/Non-Excise, Transportation form etc) MRR Generation after Receipt Approval Partial Store receipt Quality Control and Stock entries Purchase Orders status Close or Open depend on Material Receipt On line Material Issue Requisition for Various types of material including Inventory, Trading, Stationary, Fixed Assets etc. Material Issue Requisition cancellation Auto updation of Material Issue Requisition Status Auto issue against Production Lotcard Reissue against Short Issue Material issue on FIFO basis and Traciability through Batch No. Jobwork Handling Management for Assembly & subassembly Processing Vendor Rejection Handling Storage and handling of various types of rejected material Cycle count Stock and valuation entries for cycle short/excess material Gate Pass cum Challan Handling (RGP / NRGP) Excess, Ok, Rejected and Scrap Material Return to Store through RTS Material Receipt against RGP NRGP Challan cancellation Search engines On line Status Display Inventory, Waiting QC, Vendor Rejection and Material Movement Slow moving, Fast moving, Dead Items Stock Register Online and offline reporting User alerts and messages relating to stock levels etc.

SRS : Item Master material type, group, sub group, item description Item Location, Min and Re-order stock label, Re-order point Opening Stock and Valuation, Stock categorization excise or non-excise User Feedback (JBJ-E46) : Rejection Tolerance on Jobwork Challan

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Inventory

RECEIVE

ISSUE

External

Internal

Internal

External

Vendor JW

Others Gate Pass

Issue RTS Lot card To Prod

ReIssue
Against Short

MRR Approval

NR A/c Update

OK

Scrap

Gener al To Deptt

Rej
Not OK

IQC

NCR Raise

Rejection Store

O K

Pur Return Invoicing

Store Inward

Bill Processing (A/c Update)

Debit Note Raise (A/c Update)

(+) (-)

(+)

Raw Material Stock

(-)

(+)

JW
(+)

Rej Vendor

GP

Rejection Stock
(-)

Scrap Stock

LC

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Return to Store

RTS requisition

RTS store inward

Material Options OK Rejected Scrap

OK Stock

Rejected

Scrap Stock

Under Deviation Batch Code Options ISV No Misc i.e 0

Rework

Rejection Verify

Scrap

Rejection Details Type of rejection Rejected Qty

Vendors Side

In-House

RTS approval

OK

Disposal

Hold for store inward

Debit Note

Vendors Rejection Invoice

Documents printing
No

Material Change

Y E S

Select Scrap Material Raw Material Stock

Scrap Stock

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Materials
Finished Good Store

Daily FG Credit Online FG Stock Status FG Stock Statement FG Stock Register Dispatch Summary Online and offline reporting
Finished Good Store

Received

Issue

Dispatch Advice Finished Production Sales Return FG Packing FQC Invoicing Store Inward
(+)

Finished Material Stock

(-)

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Production and Planning

Objective : Advance Planning, machine booking, co-ordination with marketing, sales and dispatch, Bills of Material, Production Processes. Feature : Projection Plan Receiving MRP I : Shortage, lead-time, PO Status BOM - Process wise Specification Sheets Item family wise planning and execution Online MRP Changed Plan MRP II : Man, Machine, Material Production Order : Lotcard / Batch card management system Daily Production Process Wise Production Production Statement Production summary Report FG item vs Month Balance production Lot Production Stage Process / Material link Search Engines

SRS : FG Item Master material type, group, sub group, item description Bill of Material Production Process, cycle time, finished Date Rejection Tolerance Packing Box standardizations

User Feedback (JBJ-E46) : Pending KOS Status Assembly Status Line Rejection Daily PPM Material Issue as per lotcard requirement. No excess WIP for Raw Material.

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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PPC

Marketing / Business Development

MRP-I

Short fall Y E S

No

Lotcard Generation

M/c Booking

Short fall

No

Indent Raise
Y E S

LOTCRAD Issue

Indent Approval

Material Issue from RMS

Raw Material from Alternate BOM

PO Generation Inventory Update Material with Lotcard to Prod

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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PRODUCTION

Receiving

Materials Lotcard

Raw Material Store

PPC RTS

Material Processing

Materials failed

Production Entry

Material Issue from Store through ISV

O K

Finish

WIP

Rework

Rejection

Byproduct

Repairing

Not OK

Scrap

O K

Finish Production Entry

RTS

Packing Box

FQC

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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BAIS V2.0

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Quality Management
Objective : Management of Incoming and Outgoing material. Specification Sheets, and Standardization of Rejection reasons. Process alerts through SPC and Inspection alerts through SQC

Feature : User defined Quality Checks and Standard Reasons of rejection Item wise QC check parameters Production Specification Sheets Packing Specifications with validity checks and integration with Items Test Certificate Specifications and issuance Standard Test Certificates with copy facility of previously defined Specifications Size conversion option for different measurement systems Receipt of Material from Supplier and Acceptance by QC from the total quantity Re-inspection of Material Quality checks on Customer Return Option to mark quality must for critical items Partial QC of a Store Receipt and its transfer for production / sale Workflow and seamless integration with related Business Processes Statistical Analysis and Control in every Processes IQC and FQC check under AQL system Instruments Calibration and Automation

SRS : Characteristic Master, AQL System IQC Master FQC Master

User Feedback (JBJ-E46) : Part Weight management i.e net weight 1 pcs

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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MRR - Vendor MRR - JW

Production

QUALITY

Cust Rejection

IQC

FQC

Not OK

Not OK

NCR

Testing

Testing
O K

Re Test

OK

O K

Store Inward

FG Inward

Not OK

Vendor Rejection

Report Printing

Test Report

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Objective:

Sales & Distribution

Complete Customer Satisfaction. Compiled out of related business processes, S&D cover functionality right from Prospect raising to outstanding collection and other parameterized sales analysis.

Feature : Elaborate Customer and Prospect Master Multi Location Customers Parameterized Customer wise Credit limits Various Price Lists options Customer Categories Customer Part Numbers Multi Currencies Multi units of Measurement Business Groups as Customers Sales tax Group wise rates Excise Duty (Manufacturing Tax) auto charge Standard Charges on Invoice Sales Enquiry, Quotation and amendment Sales order receipt and acceptance Discount sheets and approval (Compare costs) Sales order Scheduling Online Credit Control Alerts Order Status and Stock Status at Order Booking i.e Dispatch Advice Order hold on Credit Activation and de-activation of Customer Single dispatch against multiple orders option Many dispatches against single order option Auto pick up of Rates, Taxes and conditions at Sales Order stage Re-correction of taxes at invoice stage in case of change Bill to one and ship to another Bill to one and TOD to another Shipments from multiple warehouses Material reservation against DA and de-reservation Special instructions to Logistics on a particular shipment From Date and To Date reporting Sales Return and Credit notes Sales Targets and Forecasting Sales Plan on historic parameters and capacities Customer Order Tracking Customer Mailing List User defined aging of Sales Due date Sales Tax forms tracking Matrix Report with user selectable parameters for day to day monitoring Online and Offline Reports Customer ranking and history Allocation of a particular material to a customer SRS : Customer Master, Customer Item Master, Customer Executive, Marketing Executive Customers Consignee Master Transportation Master Invoice Printing Format, No. of Item in Invoice

User Feedback (JBJ-E46) : Tax Calculation of Tool Amortization cost in Invoice

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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SALES

Customer Registration

Customer Item Master

Consignee Registration

Customer PO

Order Confirmation cum Kick of Sheet

Dispatch Advice

FG Status
Y E S

No

Production & Planning

FG Booking & Packing

FG Stock Booked

Packing Box Status

Invoicing

Invoice Printing

A/c Update

Statutory Update

FG Stock Update (-)

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Customer Rejection
Complain Login

Approval

FQC

FG Gate Entry Rcpt

OK

Rejected

Scrap

Complaint Options Quality Payment Transportation Others Reference Options Invoice No PO No Batch Code Dockit No Others

Rework

Material Change

No

OK

Scrap

Y E S

Select Scrap Material Rejection Details Type of rejection Rejected Qty

Scrap Stock

FG Inward

Closure of Complain

Account Updating Credit Note Creation

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Objective: Complete online capturing of Financial Data and real-time reporting. Seamlessly integrated with other processes. Manage the finance of the Enterprises and ensures the flow of funds, Balance Sheet and Profit & Loss account at any instance of time. Feature : Multiple Financial Entities and Periods Online General Ledger and Sub Ledgers management Multiple Currencies From and To Date Reporting Automatic GL and SL entries from Purchase and Sales transactions User defined BS, P&L and Trial Balance Layout Drill Down and Data Mining Account Group wise Flag definitions for different transactions in the same voucher Entity wise Multiple Open Periods Excise (Manufacturing Tax) and Vat supported Full on-line journal validation and balancing Online Account Structure Department and Account Head wise Budgets Period Calendar (Fiscal and MIS) User defined Multiple Transaction Numbering Scheme Inactivation of Accounts and Balance Transfer facility Standard Narrations - Transaction type wise What is pending one click real time information Account Head allocation for Inventory Categories and Taxes User defined Purchase and Sales ageing reporting and Due Date Reports Unlimited Departments and Cost Centers Sales Tax Declaration forms tracking Sales Tax and Excise - auto entries in GL and statutory books Online Supplier Invoice processing Auto transaction in GL and Purchase ledgers Fixed Assets Management and Depreciation Calculation Banking System cheque receive, issue, EMI & Advance booking, cheque clearance Costing cost head center, cost element ledger, profit margin, product cost calculation

Finance and Accounts

SRS : Master of General Ledger, TDS Master, Currency, Taxation Rate

User Feedback (JBJ-E46) :

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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FINANCE

Bill Processing

Ledger Creation

Currency Updating

Vouchers (Direct)

Banking

Advance Vendor Jobworker / Service Provider

Cheque Book Receipt

Ref. No. PO WO Sale Invoice Payment

Excise

Non-Excise

Import

Cheque Issue Voucher Creation Ageing

Ledger Update

Partys A/c Update

Ageing Analysis

Balance Sheet

Voucher Printing

Payment Advice Printing

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Taxation
Objective : Meet tax related obligations on manufacture as well as sales. User defined tax groups and tax rates. Feature :

Excise Excise Duty (Manufacturing Tax) Management Standard Excise Duty Rates with effective Dates Automatic Charge of Excise Duty in invoices and outward challans Auto calculation of Excise Duty Liability Stock maintenance under Excise Laws Online Data transfer to Financial Books MODVAT (Excise Duty paid on inputs) management Excise returns to the Government Sales Taxes Sales Tax Group wise classification of Items Sales Tax Group wise Tax rates Optional automatic charge in the Sales Invoices Different kinds for Sales for Tax Purposes User defined multiple Sales Tax declaration forms Pending Sales Tax declaration forms Online updation of Financial Books with sales Tax related activities Sales Tax return information Statutory Forms holds, Closure and Outstanding

SRS : Type of Sales Tax Forms Type of Transportation Forms

User Feedback (JBJ-E46) :

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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TAXATION

Sales Tax

Excise Return

Tariff No identify FG & RM

RG 1

Part II

Excise & PLA

ER-1

ER-5

ER-6 Form Receive Tax Return Information

38 (depend on state) C 3B OC Stamp

Monthly

Yearly

Form 36

MRR Entry Issue

31 / 38 C & other

Vendor / JW Vendor

As per PO As per PO

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Configuration and Security

Administration

Objective

Keep data secure. Give need based authorization. Build standardization and put naming conventions in place

Feature : Geographical Areas definitions including Regions and Zones Enterprise wide interaction entities like Banks, Transporters Definition of roles to operate the various enterprises Financial limits for approval of various transactions Definition of Entity and its constituents Entity constituents relationship User Management and Access Control Master Data Creation Entity wise Financial Recording and Reporting Periods Entity wise MIS Reporting Periods Base and other Currencies and their Notations Relationship builtup between Geographical Areas for MIS and Communication Listing of Masters in various formats e.g. Notepad, Wordpad, Excel, Pdf, and Html

SRS : Department master User master

User Feedback (JBJ-E46) :

Issue Date : 23-03-2010

Alteration Date: 00-00-0000

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Abbreviations
AQL BOM Cust. D Deptt EXC FGS FQC GP GE IQC JW LC MIS MKT MRP-I MRP-II MRR NCR NEXC NR NRGP PO PPC PQC PROD R Rej RFQ RGP RMS RTS SFG SPC SRS WO : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : :

:
Accepted Quality Level Bill of Material Customer Direct Department Excise Finished Good Store Finished Quality Control Gate Pass Gate Entry Incoming Quality Control Jobwork Lotcard Management Information System Marketing Material Requirement Planning Manufacturing Resources Planning Material Receipt & Inspection Report Non-Conformance Raise Non-Excise Non-Returnable Non-Returnable Gate Pass Purchase Order Production Planning & Control In-Process Quality Control Production Returnable Rejection Request for Quotation Returnable Gate Pass Raw Material Store Return to Store Semi Finished Good Statistical Process Control Software Requirement Specification Work Order

Issue Date : 23-03-2010

Alteration Date: 00-00-0000