Flow Chart / Concept paper:

• Upload the Vendor bill with the MRR / Purchase voucher
• Keep in server
• Record for future.
• Want multiple PDF / files to be uploading by user. like
  • Transporter GR
  • Internal Weigh Slip
  • Kanta slip
  • E Way bill
  • Inspection Report
• Access……is easy via single click and single PDF
• Decision = single upload only, and that single PDF will contain all the attachments, mutilple page PDF
• Po ? it is already there

Financial charge for this

• Contact Finsys Marketing Team

Flow Chart / Concept

• All Accounting vouchers will follow a “Maker” and “Approver” approach.
• The Maker will only enter the voucher.
• The Head of Department or a Senior will “Approve” Them.
• No need of Approval Matrix.

Notes on Printout of Voucher

• Method 1: Voucher cannot be printed till it is approved: so that only the approved voucher is printed.
• Method 2: Only a Draft Voucher is printed till it is approved

Other notes

• Voucher shall not hit the Trial Balance / Profit and Loss / Balance Sheet / Ledgers / Daybooks until and unless they are approved.
• Users and HOD can see which vouchers are pending for approval
• All can see, who approved which voucher.

Benefit

• Doing work more professionally. Ease of doing work,
• Saves mistakes from affecting the Trial Balance/ Books.

Financial charge for this

• Contact Finsys Marketing Team

Approval Authority to be created -Different departments

• The Purchase dept
• The Maintenance dept
• The Accounts dept
• The Logistics dept
• And so on

Fit for payment – at Operational Head Level

• Focus : The department concerned will do online approval
• Exception : Sometimes two could be involved. Example : Maintenance work in the Stores dept’s furniture. But, in this phase of Software development, Only one dept approval will be online.
• Facility to add comments ?

Other notes

• Voucher shall not hit the Trial Balance / Profit and Loss / Balance Sheet / Ledgers / Daybooks until and unless they are approved.
• Users and HOD can see which vouchers are pending for approval
• All can see, who approved which voucher.

Fit for payment Management – at Directors/ Founders Level

• After the Department approval.
• The Director will also approve.
• Facility to add comments ?

Lock

• No payment if the vendor’s bill is not “fit for payment”

Level 1 : Request

• Different users will login online
• See the current outstanding bill wise of their concerned parties
• Their “passed bills, fit for payment” are visible to them
• And
• They will do a online request…. For payment
• Instead of manually currently
• Connected Summary reports to be given, totals also

Level 2 : Approved

• Finance / Directors will login online
• Based on the money in bank,
• They will do an online approval of the request…. For payment.
• Instead of manually currently.
• Connected Summary reports to be given, totals also

Lock

• No payment if the vendor’s bill is not “Request for payment”

Contacts management for Enquiry Management

• Marketing person gets connected to his customers only
• Reports of his
• Contact details are saved.

Bulk Mailing

• Database for that purposes.
• Shooting of mail, via the bulk mail softwares taken separately by you.

Pre Sales Part 1:- Enquiry Management

• Lead Generation and Recording System
• Follow-up of Prospects
• Stages like
  • Initial query
  • Quote sent
  • Sample sent
  • Sample in QC there
  • Price second quote
  • Their visit to uS
  • Our visit to them
  • Anything , any step till we get the order
  • Or lost the order

• Auto Data creation of Enquiries
• Auto Mail Reminder for Follow-ups
• Connected Reports of Enquiry Module

Pre Sales Part 4 : – Formal “Quotation” / Proposal Management

• Quotation Management – 1 page Quotation, without technical specs
• Its approval
• Its Revisions
• Its Linking with the Sales Order Receipt
• With facility to attach technical files in any format

Level 2 : Approved

• Finance / Directors will login online
• They will do an online approval of the QUOTATION / PROPOSAL BEFORE IT SENT TO THE CUSTOMER….
• Instead of manually currently.
• Connected Summary reports to be given

• Make Provision for this
• so that it is not LOST , Later on
• Rate Contract
• Non Disclosure agreements
• Quality Plans
• Cost Sheets
• Solution in Digitisation ?
  • Upload in the ERP
  • For future filing and Safety.

• Master Bulk Sales order
  • New orders will be based on master bulk Sales order
  • Price is freezed
  • Freight is freezed
  • Taxes are freezed
  • Credit terms
  • Even item you shall sell to them are freezed
• Benefit
  • Reduces risk of mistaken Price or Mistaken item
• Financial charge for this : Contact Finsys Marketing Team

• Grace period concept
  • To change
• Benefit
  • Reduces risk of permanent increase in credit limit
• Financial charge for this
  • Contact Finsys Marketing Team

• Scope of work
  • Title: Outstanding Management system.
  • Here the focus is for collecting more payments
  • Works on laptops/Mac/Computers via the browser too
  • Employee wise
    • Enter the customer wise monthly target – How much to collect ?
    • Target vs actual report.
  • Record whether contacted customer or not ?
  • How many times ?
  • What did customer say each time (alibi’s, Reasons, Commitments)
  • Entry of follow ups with voice attachment option
  • It will create a log list of customer follow up
  • When is the collection expected ? Based on the date given in English.
  • Sending the payment reminder letter on the fly.
  • Few Reports are given to check log list
    • Client wise
    • client wise
    • person wise

• Exclusion : any calendar linkages. Or calculations for funds flow week wise.

• Benefits
  • Better collaboration between sales team accounts team and collection team
  • Better transparency with the customer on what his staff is telling us.
  • Monitor what your collection Department is doing ?
  • Who called which customer ? and when ?
  • What did the customer promise about next payment ?
  • Monthly Summary of Followup’s = Customer wise History, makes is easy to explain
  • the extent of followup, you have already done.
  • Daily Summary = Own Employee wise Daily Report of Followup, Auto Email.
• Notes
  • Recording of follow-up ( manual entry of Communication on phone and email and whatsapp / visits ), and its automatic email at day end.
  • Day end email of all follow-up’s to the Finance Head and Sales Head of what followup done for your party and what customer said / behaved.
  • Report of which customer was followed up, and how many times ?
  • Customer payment reminder letter ( Click and shoot email )
  • Customer online statement of account ( Click and shoot email )
  • Customer Balance Confirmation letter ( Click and shoot email )
  • Next Reminder Date ?
• Financial charge for this
  • Contact Finsys Marketing Team

Marketing person wise

• Report shown as below
• Customer wise / Salesman wise / Product subgroup wise
• Reporting system to be implemented

Marketing person wise

• Can we have this Module alone, without  whole Finsys ERP ? Yes
• Will this be hosted on Cloud or local server ? Both facilities are available. As you shall desire
• Can this be used via the Mobille phone screen ? Yes, Many of these features are Mobile Based
• I purchased Finsys ERP in 2006, Can I upgrade to all these ? Yes, you can. Welcome.
• How many days are required to implement these ? most of these are ready to use. and can be delivered as “ready to use” within 7 days. However, complete handholding sometimes takes more time.

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