SHAZ Micro ERP
Contact: 971 50 4520649 (Raj) Mail: raj@sanisoft-it.com
SME is an enterprise suite of business applications with end to end integration among inventory, production,
planning, quality control, finance, Asset and human resources management. This Software is conceived
and developed based on business
domain intelligence in an effort to provide our clients with real time business
solution with greater simplicity and user friendliness.
Business
application helps in managing trade and business flow without any hassles,
control and maintenance in terms of enquiries, quotations, orders, receipts, deliveries returns, etc., Costing
methods such as LIFO, FIFO, standard costing and weighted average are some of
the outstanding features of this software. This software helps to significantly
improve and maintain inventory accuracy, by generating a sophisticated cycle
count plan and cycle count frequency.
Finance
is a set of applications that address the budgeting needs, accounting and cost
management of your enterprise. It has five modules - General Ledger, Accounts
Payable, Accounts Receivable, Asset Management and Management Accounting. This
application offers the ease of use to maintain the financial books of your
enterprise. The user has the flexibility to define, reconcile, and close
financial periods according to convenience improving visibility and better
financial control. A wide spectrum of built in and customized MIS reports keeps
you posted. Suspense account back tracking and fool proof check on the advances
keeps your payments under control. Multi currency definitions and conversions
between the currencies are handled with greater simplicity.
Human
Resources module of SME is a generic business rule based process driven system that
adapts to your changing business trends and equips to stay ahead with better HR
policies for better employee retention. It offers a complete hire - to - retire
solutions for better HR practices. This software provides a sophisticated GUI
based executive information system to visualize HR related data and enables you
to consolidate employee information even in widely distributed organizations.
The important
features of SME are:
·
Multi
– currency system.
·
Multi
– warehouses / Locations
·
Multi
– location inventory data
·
Multi
– unit Measurements
·
Multi-level
customer based pricing
·
Multi-level
vendor based pricing
·
Multi-Role
Users
·
Barcode
based Items scanning
·
Barcode
based Employee attendance
·
Classifications
of materials
·
Colour
and Size Management
·
Bill
of Material
·
LC
Based Trading (Purchase & Sale)
·
Versatile
stock transfer between different warehouses
·
Automatic,
Manual and User-defined Voucher numbering
·
Financial Year Management
·
Customised
Financial Account Heads
·
Banks
Management
·
PDC
Management
·
LC
Management
·
Back
dating of transactions
·
Customized
cheques formats
·
Credit
Note & Debit Note
·
Credit
Card Payment System With Automatic Bank Charges Calculations & Deductions
·
POS
·
Counters
Wise Employee Shift management
·
Counter
Wise Employee Sales calculation
·
Vouchers
Based Discount calculation
·
Invoice
Holding provision
·
Cash
& Credit Card based Receipts compilation
·
Assets
Purchase & Dispose Off
·
Automated
Asset Depreciation calculation & posting according different methods.
·
Asset
depreciation Schedule
·
Asset
services to calculate maintenance & installation cost
·
Leave
Management
·
Annual
Leave Management according to different domain rules.
·
Employee
Attendance
·
Customized
salary allowances and deduction calculations
·
Automated
Over Time Calculations
·
Employee
Loan & Advance Management
·
Production
·
Product
costing
·
Job
costing
·
Work-in
Process
·
Ensures high level Role based security thro’ the
password system with four levels of access.
·
Multi-user
network entry.
·
Multiple
database support (MS SQL Server, MS Access, Oracle)
·
Automated
reminders for Issued & received PDC to calculate expected payments &
receipts in specified period.
·
Automated
reminders about different documents validity like Employee Visa & Passport.
·
Automated
reminders for Items Re Orders.
·
Web
user interface to view reports through internet.
·
Over
200+ Pre-defined reports
·
Estimation
of Cost and Project accounting
·
Bank
Reconciliation
·
Data
integration from punched card reader
·
Project
Costing with Project wise and Stages wise approach
·
Automated
Project Approvals Updates
·
Daily
Site Report
·
Material
Requests from Sites
·
Functions of Business Application
·
Functions of Finance Application
·
Functions of POS Application
·
Functions of Asset Application
·
Functions of Inventory Application
·
Functions of Human Resource Application
·
Functions of Payroll Application
·
Functions of Production Application
·
Services and Consultancy Application
·
Security
·
Reports
SME Distinctions
Multi
Currency
SME makes possible
to execute all business transactions in any currency and to view reports as
well. Company will have one base currency in which are financial reports are to
be compiled and display. This currency has to be configured while creating
profile of company in system. If transactions are needed to be execute in other
than company base currency then SME
has a versatile and comprehensive module to draft currency exchange rates in
system and these rates will be available automatically in transaction but even
in editable state. User can enter any
Trading, Finance or POS transaction in system using any currency with provision
of exchange rate to a company main currency.
Multi
Unit Conversion
The
system provides the flexibility of conversion of Unit of measurement. Multiple
units can be mentioned for an item in system. While defining item in system,
user can configured one base unit of item in which mostly that item is measured
for inventory and he can also mention n numbers of other units which can be
used in business transactions. Now this item can be used in any business
transaction in any unit.
Letter Of Credit
LC based trading is
important feature of SME. SME do not treat LC just
as “Reference No” in trading transaction but it has a comprehensive and
professional approach oriented module to execute LC based trading transactions.
Like real time scenario,user can open one LKC in system and use that LC to
generate purchase order and once this transaction is completed then LC can be
closed to have accounts entries in accounting books. All business rules are
being followed in system like Purchases up to LC limit etc.
Asset Management
SME also manages assets as they are needed
to be according to accounting standards. SME considers an asset more than one
“Ledger” and it gives a complete module to user to define all assets as “Live”
entities of business and to calculate depreciation in automated fashion. Once user
defines one Asset in system then SME can generate one depreciation schedule for
that asset and asset state report according to its book value. Asset
maintenance is another very important feature of SME which is used to keep
history of maintenance costs of an assets in tangible (Equipments &
Devices) and non tangible (Labor or services) forms.
Post Dated Cheques (PDC)
SME has
complete module to use PDC in business transactions. As PDC can be received
from an external entities of business like customers and it can be issued to
External entities like Vendors so SME gives both options to user to
issue or receive PDC in system. User can issue and receive cheque in system and
it will be a live element of business to track its status in future whether is
was honored or dishonored. SME can issue or receive two types
of cheques i.e. Fresh cheques (First Time) and Cheques against Previous bounced
cheques. SME can generate history report of a customer about all cheques
received from him/her.
Cheque Printing Engine
User
can define cheque format of a bank while defining bank in system. In future
when a cheque is issued from a bank account then SME automatically prints
that cheque according to that format. In
case of change in cheque format by bank, user can reconfigure cheque printing
settings of that bank to print cheques according to new format.
Reminders
SME acts as Reminding Agent providing
reminders about different business objects and business processes. System can
remind user in three types of situations i.e.
·
Expiry
·
Liability
·
Recovery
SME can remind user about expiry or validity
of a business element like Visa and Labor Card expiry of an employee. It can
also give reminder to user about liability like payment of PDC.SME
can also remind user for recovery of an asset like Payment Collection against
PDC from a customer. SME keeps these reminders flexible
by giving choice to user to configure them according to requirements. If users
do not want any automatic reminder then he can configure these reminders
settings in system to block their automated publishing but still these
reminders will be available to user with manual accessibility.
Data import and export
This package is one of the most open-ended packages today. It
allows export of data to other environments and also import of information. Add
this package and build future requirements around this package.
Multi-Site Communications
It is used by companies with multiple branches or locations,
allowing for systematic
updating of databases. Each branch can automatically send and receive data.
Web Interface for Reports
SME has one web interface to view reports
using internet. Users can view, export and print reports using that interface
from anywhere through internet.
E- Business
E-Business is an Internet
based Business-to-Business desktop solution that enables companies to centrally
manages all their Order processes using a single platform. Customer can order through the web and auto
confirmation of order is sent to the customer by e-mail. Customer can view the order status right from
the desktop. The order details and
dispatch details are updated on the web.
Integration with external application and devices
SME design
and architecture is enough flexible and customizable to be integrated with any
type of external application or device/equipment through its API. It can be
integrated with any other application to access its database or share some features
unite functionality and outputs. SME can also provide access to its
database to other applications through its own interface to compile reports or
to share data. Hardware level integration is also possible in SME.
It can be connected with any device/equipment/plant like production plants to
develop real-time system.SME can gather data from devices and
equipments for further processing or generating reports.
1. Functions of Business Application
1.1 Item Creation
The
various items maintained in the business transactions are classified into different categories. Further, the items can be categorized into Raw
Material, Finished and Service type. Multiple Colors and sizes can be mapped
with one item and system can generate purchase, sales & inventory reports
on item, Color & size bases separately. To make safe user from operating
overheads color and size are optional in SME and these will be available in
transactions only if user select those for item. As mentioned above that system
supports Multi-Unit transactions so multiple units can be defined for one item.
SME
has provision to use Item in any
transaction in any unit. While defining item in system, purchase and sale
account is also mentioned to record accounts affects in finance module of all
item’s relevant transactions.
1.2 Customers & Vendors
SME has
option to create vendor and customer masters with some mandatory and optional
parameters. Vendors and Customers can be categorized in system to have isolated
view of general and analysis reports.
These vendors and customers are also mapped with their financial
accounts so that all their transactions will have automatic accounts entry in
accounting books to maintain their ledgers and to compile Accounts Payable and
Receivables reports. SME also makes possible to maintain
Customer and Vendor wise Item pricing and these prices are automatically
available in all Customers and Vendors relevant transactions but still that
price is in editable state. Customer & Vendor wise pricing is a valuable
analytical equipment to maintain item wise price log of each Vendor and
Customer for price comparisons.
1.3 Purchase Requisition
The
items requested by various departments are raised against requisition for
purchasing the items. The requisition is
forwarded to the purchase department to raise RFQ or purchase order after
approval. The finished goods requisition
is raised by the marketing department and passed to the Planning and production
control department. The raw material
requisition is raised from the production department for the purchase of raw
materials.
1.4 RFQ
RFQ is
raised to the Supplier for getting price quotation. The RFQ is based on the customer Enquiry for
trading and requisition for internal purchase.
The RFQ can also be raised directly.
The item information can be retrieved automatically from enquiry or
requisition.
1.5
Purchase Quotation
The Purchase quotation is entered while
getting the actual quote from the vendor for the RFQ or direct. The purchase quotation has a quotation no.
for reference and the item details with quantities, price, and discount and
currency information. The supplier quotation is made directly or based on
enquiry or requisition. SME has option to save soft copy of
original quote in system received from vendor to keep history. Purchase
departments can receive multiple quotations from vendors against one RFQ and
save them in SME.
1.6 Purchase
Order
The
Purchase Orders are raised to the vendors for purchase of materials. The vendor Purchase Order can be raised based
on RFQ, by purchase requisition. Purchase order can be raised even directly
without providing RFQ or purchase requisition no if user does not need to track
purchases against a particular purchase requisition. The Vendor Purchase Order
has billing and shipping details, terms of payment, delivery schedules and tax
information. The purchase order can be
cancelled, closed or revised fully or partially. Once Vendor Purchase Order is
raised so it will effect only in accounts and it will have no effect on
inventory.
1.7 Purchase (Cash)
Cash
purchase is also possible in SME. While entering Purchase, user
has to mention account name from which payment is made to Vendor. Cash Purchase
can be referenced with Purchase Requisition by giving Requisition no. The Cash Purchase has billing and shipping
details, delivery schedules and tax information. Like Vendor Purchase Order
Cash Purchase also just effects accounts.
1.8 Item Receipt
Item Receipt (GRN) is
prepared for the receipt of materials against Purchase Order or Cash Purchase
from the vendor. Items can be received from Vendor against one Purchase Order
or Cash Purchase Partially by raising multiple item receipts notes (GRN)
against one purchase order or Cash Purchase. While generating this transaction,
Store & Store location can be mention if inventory has to be manage store
wise but Store and Store Location are optional. GRN will affect inventory and
it will have no effect in accounts.
1.9 Vendor Payments
Vendor Payment transaction
is entered to pay bills, advance to Vendor and to get refunded money in case of
Purchase Return. SME has provision make payments in three most common ways i.e.
Cash, Credit Card and Cheque. Payments can be made in any currency and if
currency is different from company currency then exchange rate is to be
mention.
1.10 Purchase Return
Purchase Return records the material returned
to the vendor in case of rejections due to poor quality control or excess
supplies. SME makes possible to return items partially against one
Purchase Order or Cash Purchase by generating multiple Purchase Returns
transactions. Items Return can be referenced with Purchase Order and Cash
Purchase using their respective system generated unique numbers.
Just like Purchase Order or Cash Purchase this transactions effect reflects only in accounting books.
Just like Purchase Order or Cash Purchase this transactions effect reflects only in accounting books.
1.11 Item Return
Item Return note is prepared
return items physically to Vendor due to quality checks and any other reasons.
Items can be returned to Vendor against one Purchase Return partially by
raising multiple item return notes against one Purchase Return. While
generating this transaction, Store & Store location can be mention if
inventory has to be manage store wise but Store and Store Location are
optional. Items Return Note will affect inventory and it will have no effect in
accounts.
1.12 Sales Quotation
The Sales
quotation is made to send the quote to the customers for their enquiries. The customer
quote can also be raised without enquiry. The Sales quotation has quotation no.
and the item details with quantities, rate, discount, currency, billing and
delivery information.
1.13 Sales Invoice (Cash/Credit)
The
generation of Sales Invoice is based on the Sales quotation or direct from the
customer and the product specification. Through this we can specify the
complete order details which include billing address, delivery Instructions,
Terms of payments, Taxes & Duties, currency, delivery date and other
statutory forms requirements. Sales Invoice can be Cash or Credit. SME
has two separate forms to enter Cash and Credit Sales. In Case of Cash Sales
user has to mention an account in which receipts from customer have to be
debited. SME makes possible to mention Sales Person while raising Sales
Invoice if Company has policy to check Sales Men Wise Sales to entitle them
commission on sales bases but its also optional parameter to make SME
flexible to fulfill maximum domains business rules. The sales invoice can be
cancelled or closed partially or completely. Purchase Planning is generated
based on the Customer Order and the raw material requirements. Based on the purchase plan, purchase
department plans its purchase schedule.
1.14 Item Delivery Note
Item Delivery note is generated
to deliver items to Customer against Sales Invoice. Multiple Items Receipts
Notes can be generated against one Sales Invoice to deliver items partially.
While generating this transaction, Store & Store location can be mention if
inventory is maintained Store wise.
1.15 Customer Receipts
Customer Receipts are
drafted in SME where user can receive money from customer in form of Cash,
Credit Card or Cheque. In case of Sales Return, money can be paid back to
customer using same screen.
1.16 Sales Return
Sold Items can be returned by Customers due
to quality control or any other cause and in SME Sales Return
transaction can be enter for this transaction. Sales Return is drafted against
particular Sales Invoice or directly. If it is drafted directly without Sales
Invoice number then it is not possible to track Sales Returns against a
specific Sales Invoice other wise SME automatically preserve history
that how much sales took place through a Sales invoice and how much was returned
against that. Multiple Sales Return transactions can be generated against one
Sales Invoice in case of partial return.
1.17 Item Receipt (Sales Return)
Item Receipt (GRN) is generated
to receive physical stock from Customer in case of Sales Return. Item Receipt
Note is generated against Sales Return and there is provision to generate
multiple GRN against one Sales return to receive items partially from customer.
Once GRN is drafted then only received items will be added to inventory.
2. Point of
Sale (POS)
2.1 Counters
Mostly POS have
multiple counters to serve their customers or to keep isolate sale process on
Product’s category bases. SME
fulfill this business domain requirement by giving provision to create counters
in POS. Moreover it also has option to map Credit Card Machine with Counter to
check Machine Wise Card Payments and auto deduction of bank charges.
2.2 Discount Vouchers Companies
Discount Vouchers
Companies are defined in SME
to be used in POS Sales to entitle customers for discount using discount
vouchers. User can define companies in SME
for which company has policy to give discount to customers using their
discount Vouchers.
2.3 Employee Shift Management
Shifts are opened
and closed for employees (Cashiers) on counters. Shift Supervisor is
responsible entity to manage Cashiers shift which includes Opening Shift and
Closing Shift after receiving cash according to sales. SME makes possible to address all these business requirements. Authorized System User
(Supervisor) can start shift for an employee on a particular counter. Available
cash in draw can be mention there if exists. Once this shift is stared by
supervisor then only cashier can get login to start hi sale and on ending his
shift time he has to submit all collections to supervisor who will close that
shift.
2.4 Sales
Invoice
In POS sales are entered using this screen.
Items are entered by barcode scanning or even by entering item barcode
manually. Cash and credit both types of sale transactions are supported in SME
POS. Payments are made Cash or Credit Card. In case of cash payment customer
can pay bill in other than company currency and SME is keeps remember that how
much collections made in which currency. Two types of discounts are supported
in SME
POS i.e. Direct Discount & Voucher Discount. In Direct Discount, amount of
discount is mentioned directly in invoice and fn second type Discount Vouchers
are added in system along with their calculation method that can be Amount or
Percentage. Once these Vouchers are added then total discount amount of all
vouchers is automatically deducted from invoice. If Company has policy to
calculate sale for each sales person separately then SME has option to mention
sales person in sales invoice. User can hold any invoice without saving it and
in the meantime he can serve other customers by drafting there invoices. Holded
invoices can be edited, deleted and saved later once these are confirmed. SME maintain
list of previous invoices on same screen so that these are in user access to
reuse them for view or print purpose. Sales Invoice directly affects Inventory
and accounts.
2.5 Sales Return
In case of sales return this transaction is
entered. Sale Invoice number is entered and item sold in that invoice are
available in this screen to be return and sales return value is de deducted
automatically from sales person’s sales. In inventory this transaction has
inverse effect of sale resulting increase in inventory.
3. Finance
3.1 Ledger creation
This system works with concepts
of ledgers and group of ledgers. A
ledger is the actual account head to which you identify a transaction. Ledger creation process is implemented in SME according
to accounting standards. Ledger is created and classified in three levels that
is Account Head>> Account Sub Head>> Account Group. Real time
example of this hierarchy is ASSETS>> CURRENT ASSETS>> DEBTORS.
3.2 Books of Accounts
Get your Balance Sheet at the
last voucher entered. Change the Date, and get it for any prior period with
respect to the fiscal year. Get instantly all books of accounts, and a wide
variety of business information and reports. Availability of comprehensive
accounts instantly is the hallmark of this system.
Balance Sheets, P&L Accounts, Trial Balances, Ledgers, Cash & Bank Books,
Sales & Purchase Registers are all available on demand up to the last
voucher entered. Almost all reports in this system are configurable by the
user. Alternatively, the same trial balance can then be displayed with details
of opening balances, debit's, credit's and closing balances - making it easy to
get the movement in any account.
3.3 Cash
Receipts
Receipts are entered in Cash
Receipts transaction. Receipts can be entered in any currency along exchange
rate .For cross checking reference number is also provided to reference this
transaction with manual document.
3.4 Cash
Payments
This transaction is
available to make some general type of payments like Petty Cash etc. Multi
currency option is also supported. For cross checking reference number is also
provided to reference this transaction with manual document.
3.5 Bank
Deposit
This transaction is drafted
to deposit money to bank. In one transaction, amount from multiple accounts are
possible to be deposited in one bank account in any currency with exchange rate
provision. Manual reference option is also provided here.
3.6 Bank
Payments
Payments by banks are
entered here. Like Bank Deposit transaction, SME makes possible to pay
amounts from one bank to multiple accounts at same time in one transaction.
3.7 Journal
Voucher
JV is important transaction
in any financial system to support account adjustments and other financial
processes. SME also has Journal Voucher transaction to enter journal
entries. Journal Voucher transaction is quite flexible interface to allow user
to enter multiple Journal Voucher entries at same time drafting one
transaction.
3.8 Debit
Note & Credit Note
Debit & Credit Notes are
drafted here in two separate transactions respectively. User can draft one note
where he will mention debit or credit account in master area and then list of
debit or credit accounts in detail area of transaction. There notes can be
generated using any currency after providing exchange rate if currency is
different from company Currency.
3.9 Inter
Bank Transfer
SME has
option to transfer funds from one bank to another bank. It needs information
about bank from which funds are to be transferred and bank to which funds are
being transferred. This transaction can be referenced with manual document by
providing reference number.
3.10
Letter of Credit (LC)
LC based trading is possible
in SME.
LC based trading process in SME is designed and implemented in
comprehensive fashion to address all real time LC based trading processes. User
can find about all transactions to
draft all real time processes involved in LC based business.
LC can be opened in SME where
all information required to open LC in entered. This information includes Buyer
Bank, Beneficiary Bank, Currency, LC Amount, Expiry Date, LC Type and LC No
etc. Once this LC is opened then SME allows to generate Purchase
Order against this LC. SME will not allow to generate
Purchase Order more than LC limit but to keep this process flexible SME
makes possible to generate multiple Purchase Orders against one LC but still SME keeps
check that total worth of these Purchase Orders should not exceed from LC
limit. SME has option to extend LC Limit.
3.11
Letter of Credit Closing
LC has to be closed in SME once
purchase order is generated. While closing LC, bank charges are mentioned
there. SME handles bank charges with dynamic approach with provision
to define different types of bank charges in system and these charges are
available in system to be used in LC closing process. Once LC is closed then
required account entry is not needed to be post in accounts manually because SME
will automatically post entry in accounts. Closed LC will not available in
system to be used in any transaction.
3.12
Issue Cheque
SME has
Cheques Management module which enables user to issue and receive cheques to
from business entities. Cheques are issued in SME where required
information like Bank, to whom it is issued, issue Date and cheque No etc. Once
cheque is issued so SME considers it as PENDING
which means NOT CLEARED yet and it will be treated as liability. On
maturity date of cheque it can be cleared or bounced so its status can be
changed in SME and it will be removed from liability list. If cheque is
bounced then its accounts affect will be reversed and also it will be removed
from PENDING cheques list. New cheque can be issued in SME against previous
check which has to be mention while issuing cheque. SME preserve history of
all issued cheques issued in system and user can view them according to there
status to find out real status of liability in form of PENDING cheques or
amount paid in a particular tenure in form of Cleared cheques.
3.13
Receive Cheque
Received cheques are also entered
in SME.
Received Cheque relevant information like Bank, from whom it is received, receiving
Date and cheque No etc. Once cheque is received SME considers it as PENDING and it will be available in
system as EXPECTED PAYMENTS. On maturity date of cheque it can be cleared or
bounced so its status can be changed in SME and it will be removed from
EXPECTED PAYMENTS list. If cheque is bounced then its accounts affect will be
reversed and also it will be removed from PENDING cheques list. New cheque can
be received in SME against previous check which has to be mention while
receiving cheque. History of all received cheques is maintained by SME.
3.14 Ageing analysis
Track Party Accounts or Loan Accounts, payments, receipts or
adjustments against bills, on account and advanced payments and receipts. Accounts
receivable and Payable Statements, Party-wise statements of accounts, in-built
Reminder Letters, Age-wise analysis of bills are generated. This system gives
you the most comprehensive and complete out standings. You are in complete
control over all transactions - be it advances received or paid, bills, loans
or post dated cheques. You have
the facility of adjusting one cheque against multiple bills and vice-versa.
Age-wise analysis (on user defined periods) this system helps you keep tight
checks on outstanding by allowing you to setup credit limits and standard
credit periods for each customer. If the limit is exceeded, the invoice will not
be raised.
3.15 Budgeting
SME produces unlimited budgets and
periods, (for example, Original and Revised Budgets). This facility allows you
to track malafide changes, while making genuine corrections with unparalleled
ease through the Budgeted reports. It gives you the Actual when compared with
the Budgeted figure.
3.16 Bank Reconciliation
Reconciling the company's bank
account with the banker's statement is a fundamental and regular task of
accounting. This system has incorporated this feature in a remarkably simple
way.
3.17 Birds Eye View of Accounts
Zoom down from the balance sheet
or any report right up to the voucher level.
Tracking down and pin pointing entries were never so simple.
3.18 Multiple year reports
View information with financial
years or any period at any time! If you
want the sales trend over the last three years, get it. You can get a report from any date to any date, INSTANTLY!
4. Asset
Management
4.1 Asset Creation
SME has
Asset Management Module to handle all assets relevant processes. In SME
Assets are created as masters. While defining asset two types of information is
entered i.e. GENERAL and FINANCE.
In GENERAL information Name, Type, Condition Depreciation Method, Purchase
Value, Book Value, Asset Life and Scrap Value etc is entered. In FINANCE type
of information, Asset Account,
Depreciation Account, Accumulated Depreciation Account is needed. These
accounts are needed to post Depreciation and Dispose Off entries in accounts.
If Purchase transaction of asset is to be posted in accounts then some others
parameters are also needed to be entered like Purchase Date, Vendor etc.
4.2 Asset Depreciation
SME
implements Asset Depreciation in most professional and flexible way. To
Calculate and post depreciation, there is no manual work needed for user. SME
provides one user interface where user can automatically calculate depreciation
for asset. Calculated Depreciation is available for all assets defined in
system. SME calculates depreciation for all assets on bases of their
depreciation methods mentioned in asset configuration. User can select assets
from this screen for which he wants to post depreciation to accounts. SME
gives flexible approach to user for depreciation calculation so that user can
calculate and post depreciation to accounts at any time and some of
depreciation will be deducted from asset in balance sheet while closing
financial year.
4.3 Asset Maintenance and Services
SME has provision to enter maintenance costs of asset in
system. Once an asset is defined in system then user can draft entry about cost
of maintenance and services acquired for an asset. SME provides one input screen where user can enter detail of
all services acquired from a particular vendor for different assets.
5. Inventory
5.1 Store and Store Location
SME manages inventory store and store locations wise but
these both are optional. If user does not want to maintain store wise inventory
then he does not need to define stores and store locations of in system and
same way he can receive and issue stock without selecting store and location.
User can manage inventory in SME on
two levels of isolation i.e. Store wise and Store Location (within one store)
Wise. In case of this implementation user can view stock status of a particular
item in a particular store and even in a particular store location in store. SME has option to define Stores and Store Locations as masters in
system and these masters will be available in all inventory relevant entries
like Item Receipt Note etc automatically.
5.2 Inter Store Transfer
Some time
inventories are needed to be shifted from one store to other store and store
wise inventory status is changed due to these types of transactions but it does
not effect on total inventory of a particular item. SME makes possible this inter store sock transfer by providing
one user interface where user can enter detail of this transfer like Date,
Remarks ,Source Store and Destination Store and location also. Once this entry
is drafted then SME automatically
decrease status inventory from source stock and increase status of inventory in
destination table.
5.3 Stock Adjustments
Stock adjustment is
very important feature of SME. In
real time scenarios some time stock is changed due to spoil and expiry etc.
Stock Adjustment entry in SME makes
possible to adjust existing stock of a particular item on a specific date.
Stock adjustment results in decrease or increase in stock so user can enter
both types of adjustments in system. Using this entry user can adjust stock of
multiple items at same time.
6. Human
Resource Application
6.1 Employee
This module deals with personal details of all the employees who are
all classified into category, grade and
service. All information pertaining to the employees such as qualification,
career, contact, photo, etc, is recorded here. SME has provision to save employee
contract, Visa, Passport and other documents in system. Visa detail, expiry,
passport expiry and labor card detail is also entered here to get reminders
from system about visa, labor card and passport expiry.
6.2 Shift
Shifts
are defined here as masters to be used to design employee roster. SME has option to create, edit and
delete shifts from system. These shifts will be used in system to design
employee roster, attendance and overtime calculation. While defining Shift,
Name, Start Time, End Time, Grace Late Time and Grace Early leaving time is
entered. Break start time and
end time for shift is also entered here
.
6.3 Holidays Management
Holidays
are also managed in SME to manage employee attendance in
professional way. Different types of Holidays are defined in system as masters
and these masters are scheduled according to dates in current year. SME attendance management system
will automatically exempt employee from attendance for scheduled holidays.
6.4 Roster
User
can design roster for group of employees here. SME manages roster in a dynamic way in two steps. First, user
defines one roster in system as master where he is needed to enter duration of
roster, shift of each day of roster, n this step user can define two types of
rosters i.e. Regular Shift Roster or Rotation Shift Roster. Once this roster is
defined then in second step, user can start this roster from a particular date
and he can assign a batch of employees to this roster fro a particular
duration. Once that duration is finished then user is not needed to redefine
roster for those employees but he just has to restart that roster according to
new schedule. With this approach SME
makes users work easy to design employee rosters without recreating them which
results Time saving and user friend ness.
6.5 Attendance
This module keeps
track of the presence and absence of the employee irrespective of the category, grade and type. An individual is not entitled
to take leave beyond his allotments. So when his leave exhausts, every absence
is counted as absent and the day's pay is deducted from the salary. There is also a provision of integrating data
from punched card reader or any bio-metric attendance system.
6.6 In/Out
SME keeps history of each employee about his
arrival and leaving from office. This feature provides one user interface where
employee can swap his ID card and he is considered as present and same way he
can swap card while leaving from office. If company has break policy during
office timing then employee can swap card while going out for break and coming
back also. Using this feature users can get employee performance report about
his attendance and punctuality.
6.7 Leave Management
In SME leaves are
categorized in two types i.e. General
and Annual leave. In general leaves , user can define leave types in SME as masters and these leaves will
be available in system to be granted to user. SME manages leaves according to real time procedure. Employee
has to apply leave using one application screen and that application is
forwarded to authorized authority who can be head of department or HR
personnel. Applicant is needed to enter leave start date and end date, leave
type and approval authority. That application is forwarded finally to HR
department where this application is approved or rejected.
On second step, if that leave is applied to department head then that
person will forward this application to HR department if he/she has no
objection on that application otherwise he can reject it there itself without
forwarding it to HR department.
On third and lasts step Hr personnel will receive that application and
after viewing it he can approve or reject it. While approving this application,
approval authority has to mention whether this is paid or unpaid leave. In case
of unpaid leave those leave days salary will be deducted from employee salary. Head of department or Hr personnel can view
or approve or reject only those applications those are applied to them.
6.8 Annual Leave & Leave
Salary
Annual leave is also applied and approved using general leave management
module but Annual Leave Salary is managed in SME with three different policies. Company can adapt all or any
one of them i.e. Day Wise, Month Wise,
or Split Leave. In Day Wise Policy Company gives (n) number of day salary to
employee for annual leave. In Month Wise Policy company calculates employee leave
salary by giving some fixed monthly amount to employee for each moth he worked.
In these two methods employee is entitled for leave salary but his salary will
not be processes during his vacations. In third method employee can go on
annual vacations during a year in n number of times but his salary is processed
in routine. These three policies are configured while defining company profile
in system. Ticket policy is also defined while creating company profile in
system whether ticket is given to employee with annual leave or not and if it
is given then after how long employee is entitled for ticket..
7. Payroll
Application
7.1 Salary Heads
Using this module salary heads are defined as masters. User can define
salary head as salary elements of employee salary like Basic Salary, Conveyance
Allowance etc. These heads are defined in two different types i.e. Payable and
Deductions. Payable heads are salary elements which are paid to employee at end
of month in form of salary and deduction type heads are not paid with salary
but these are deducted from salary every month and after a specific period
these are paid to employee like Provident Fund etc.
7.2 Salary Groups
SME has provision to create salary groups to
process salary for a group of employees. Salary groups are defined in system as
masters and employees can be mapped with these groups so that salary can be
processed for a particular group of employees.
7.3 Salary Card
This module defines the salary of a particular employee. This is main
screen where employee of an employee is defined in system. Here detail about
salary of employee is entered like calculation method of salary i.e. Fixed,
Daily wages or Hourly Based, Overtime is applicable for this employee or not.
Over Time Rate, Per Day Rate and Hourly Rate is also entered here. All salary
allowances (Salary Heads) are mapped here with employee for whom he is
entitled. SME also has option to define allowances for
employee and to mention them as Paid By
Company directly on employee behalf. Payment Method, Payment Account is
also configured here.
7.4 Salary Processing
This module
calculates the salary of all the employees every month automatically. Salary
processing can also be scheduled to be activated in a particular day for a
particular employee or group of employees.
All necessary deductions deducted with respect to the Gross pay which is
the sum of the employee's earnings including all allowances. In this step
salary is only processed and it does not effect on accounts .User can generate
salary slips for all or selected employees for to view and he can employee
salary deductions etc.
7.5 Salary Payment
This is second step
of salary processing and payment. Once processed salary is finalized by Hr
authority then in this stage user can pay that salary to employee and this
transaction will have effect in accounting books.
7.6 Over-time
This module
calculates the over-time duty of the employees automatically from there In/Out
recordings.
This feature is
optional on employee level. While defining employee in system, user has to
mention whether over-time is applicable for this person or not. If this is
applicable then user has to enter overtime rate fro that employee and SME will
calculate overtime automatically using that rate during processing salary.
7.7 Advance
Advance to
employees is entered here. Advance amount, Date, payment mode and payment
account is mentioned here. Employees advance is deducted automatically from
employee salary of coming month.
7.8 Loan
Employee can apply
for loan in company. SME deals
this loan in two steps. In first stage, employee applies for loan in system
where he mentioned details about loan like amount, date and approval authority.
Approval authority checks this application and he can approve or reject it. In
case of approval he will mention date of approval, payment method and
installment amount etc. From this installment amount SME will generate installment schedule of that loan. Company
can grant more multiple loans to one employee also. While processing salary, SME calculates all due installments
of employee for that particular salary month to deduct from his/her salary but SME keeps these deductions
optional.
7.9 Increment/Decrement
Employee increment
and decrements are entered here. User will mention here declaration date,
applicable date, salary head and amount SME
will process this increment or decrement while processing salary
automatically.
8. Production
8.1 Product Costing
This module gives
option to define manufacturing cost of a product. Here item wise raw material
requirements and labor costs of a finished product are entered. Using this
costing detail SME will
generate Material requirement report.
8.2 Job Costing
Job Costing is
based on Product costing. In this step
user will define one job in system which includes detail about all finished
products which are going to be manufactured in this job and accordingly SME will generate one report about
Raw Material and labor requirements for this job.
8.3 Issue
This module showcases inter-departmental
issue of materials, production details of the organization. The issue of materials is made based on the
inventory methods such as LIFO, FIFO or general methods as described. It updates information for the production
department and Stores.
8.4 Issue Return
The system helps in
maintaining details of returned goods from the Production units and other departments
or branches. Reasons for return like substandard quality or excess supply etc
are recorded here.
8.5 Planning
Planning gives liberty to choose the correct planning tool
for specific needs. It gives you a solid, feasible plan and schedule you need
for stable, high-variety manufacturing processes. In a single planning run, it
can plan for your multi-mode (process, discrete, repetitive, etc) shop floor,
which may be in a single site or multiple sites.
·
Refine your planning process so that you can execute Material
Requirements Planning into a single planning run
·
Select your planning horizon with a combination of daily, weekly,
or any other user-defined periods
·
Do re-planning on the entire product line
8.6 Production
Product Control is a fully
integrated solution; your organization can interchange your choice of
manufacturing modes on demand to meet changing production requirements. Because
each module exists within a single enterprise system where all manufacturing
processes share total inventory, material, planning, purchasing, and financial
databases, you can depend upon the flawless efficiency and accuracy across every
mode.
Production Control enables
·
Differentiating work orders by type, priority, and operation
status
·
Monitoring order performance by job/cost center, customer,
manager, status, or other criteria that you define
·
Creating as many status codes as you need for effective tracking
·
Defining costs to be charged to various cost centers at each stage
in the life of a work order
·
Identifying category codes to track requested item options, such
as color, size, and/or style
·
Designed to enable the operators to post the
status of under –production goods and finished goods
·
Posting of production is done right on the
floor
·
Schedule shows on operator screen and
provides information about current work orders to run
·
Work order on-line information includes
product information to the minute production statistics, postings of finished
goods
·
Statistical information on job completion
rate is displayed in a graphical form
·
Bar-code labels automatically printed
·
Real time clock for job costing
·
Inventory is increased as finished goods are
posted
8.7
Quality Control
Quality control module
manages quality checking of finished goods from the production department
before packing. It records the quality
parameters of finished goods and goods passed for packing. The rejected goods will be returned to the rejection
store for reprocess. Quality check can
be done at any stage of production and goods that do not meet the quality
standards are taken back and recycled for further reprocessing or rejected
outright. There is also a provision for
sending online alert message to the respective department-in-charge, in case of
any deviation from the established standards found during processing.
8.8 Packing
Packing module records the finished goods packed batch/job wise. Each Item is packed once it is Okayed by the
QC department. There is a provision for tagging Packing-Sticker to the packages
with information like Pack no, quality, weight, quantity, party name etc. There is also provision for scanning through a
bar code scanner.
9. Services and
Consultancy
SME Services and
Consultancy module covers all features to manage and monitor all enterprise
processes and activities involved in services and consultancy industry. SME
is equipped with all techniques and features to manage service rendering and as
well as consultancy and manpower outsourcing companies business. It enables
user to execute all business transactions like sending quotation to customer,
revise quotation, generating invoice, assign resources (employees or assets )
to that contract, scheduling recourses, replacing resources and canceling and
closing contract on its maturity. SME is designed to fulfill all
requirements of organization which is giving services to other companies
through its own employees or a company which is giving service through its own
assets like machinery and equipment renting for construction business so
accordingly SME contains below listed features.
9.1 Quotations
System enables user to send quotation to customer for his desired or enquired
service. Here user will enter information about service, quantity, rates, date,
customer, payment term and payment mode etc. Quotation revision is also
possible in case of any change in quotation resulting from negotiation with
customer.
9.2 Invoice
User can generate an invoice against a particular quotation which was
approved by customer. SME automatically approves that
quotation against which one invoice is generated. Once invoice is generated
then SME
post its affect to customer ledger.
9.3 Resource Allocation
Here company will assign
its resources to a particular contract and that resource can be an employee in
case of service rendering and manpower supplying company or it can be one
equipment (asset) in case of machinery renting company. On this stage, user
will select here that resource (equipment or employee) which is going to be
used for this contract and duration of usage,
9.4 Resource Replacement and Return
For Service rendering or
manpower supplying company, it is possible that an employee is needed to be
returned from a contract due performance or any other reason and for equipment
renting company, an equipment can be returned in between of contract due to its
damage or any other reason so SME makes possible to return or
replace resources in a contract.
9.5 Contract Closing and History
Once one contract is
matured and finished so SME has option to close that
contract to release all resources being consumed by that contract. After
closing a contract, all resources released from that contract will be available
for other contract. SME preserves history of a contract about its start, resource
allocation and scheduling, resource return and replacement and contract
maturity.
9.6 Resource Availability and engagement
SME has versatile and
dynamic reporting agent to provide complete and comprehensive detail about all
resources which includes information about resource engagement that where and
in which contract a particular resources is being used and how many resources
are free and available to be used in other contracts.
10. Security
10.1 Security
The security module defines the high level security to the system. SME implements Role Based Security
(RBS).User can define different roles in systems and he can grant different
permissions to that roles and later this role is assigned to user of system.
User will get all permissions automatically in system according to permissions
of his roles. Multi-Role users are also possible in SME.
10.2 Admin User
These are first type of users of SME. These users are also
called Root users and they have full Access in system. Admin user can do any
thing in system. Responsibilities of these types of users include User
Management, Security and all Company level tasks etc.
10.3 Limited User
These users can perform tasks in system in accordance with their role
permissions. SME also has option to inactive one user so he can not access
system until unless he doest not get active status from admin user.
10.4 Permissions
SME has
different set of permissions for business transactions and reports. For all
business transactions, there are four types are permissions in SME
i.e. Add, Edit, Delete and View. For Reports SME has View, Export and
Print permissions.
11. Reports
Reports are main objectives of any
business process automation Due to this importance of reports in Software SME has
variety of reports related to each module. SME has reports in three levels according to
requirements and responsibilities of domain users.
- Transactional Reports
- Consolidated Reports
- Analysis Reports
Transactional Reports are
available for each transaction in system which displays a detail about a
particular transaction. Like user can generate one Purchase order in system and
he can view report of that PO after saving it
in system or he can take print of that Purchase Order. Transactional reports
are available in system in two display levels i.e. Single Transaction and
Transaction Summary Report. In Single Transaction report user can view and take
print of one transaction and in Summary report he can view report about a
particular transaction in different date ranges. Like if user want to see that
how many Purchase orders are generated in one month then he can view Purchase
Order Summary report.
Consolidated Reports are
complied from business transactions to give consolidated view about a
particular transaction or a particular business object. Like if user wants to
see that how much quantity of an item is purchased in a week, month or year so
he can view Item Purchase Summary report in system which will display him item
wise purchased quantity of all or selected item within a particular tenure.
Inventory status reports are also example of consolidated reports.
Analysis Reports are
required for business executives for analysis and decision making. Company
financial reports like P& L Account, Balance Sheet, Customer Wise Sales
Comparison report etc are examples of these reports.