Trading/Accounting/Invoicing/Purchase
Contact: 971 50 4520649 (Raj) Mail: raj@sanisoft-it.com
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.1.13 Sales Invoice (Cash/Credit)
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.
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.