This post walks you through how to work out landed cost for imported materials by linking Bill of Entries to indents already created in the System.

Import Documents Grid

• From Menu, select [SCM]>>[Import Documents].
• Import Documents grid shows the list of Bills of Entries captured in the System.
• To create data of new Bill of Entry, click [Add].

Add Bill of Entry Details

• Select Vendor, Unit, Bill of Entry No. / Date, Exchange Rate etc.
• Select Dispatch Mode from combo.
• Key in Freight Amount, Clearing and Forwarding charges, Bill of Loading / Airway Bill No and click [Save].

Linking Bill of Entry to Indents

• Select the indent from the list of pending indents for the given vendor.
• Key in Basic, Duty, Weight / CBM (Cubic Meter) etc.
• If the Bill of Entry qty for an item is less than the indent line qty, you have to amend the indent and split the indent lines as necessary.
  • For example, If BOE qty is 5000 but the indent line qty is 8000, then you need to amend the indent qty to 5000. You may add another line in the indent and put the qty as 3000.
• If the Bill of Entry qty is more than the indent line qty then you need to add more lines in this module and link another indent(s) as required.
  • For example, If BOE qty is 22000 and you have 2 indent lines of 14000 and 8000, you need to link both the indent lines one after another.

Updating Landed Cost in the Indent Line

• System will workout the landed cost for each line as follows :
  • Add Basic Value and Duty.
  • Apportion freight on the basis of CBM / Weight.
  • Apportion clearing and forwarding on the basis of basic value.
  • The rate as per the working will be updated in the indent line.

Epilogue

We will design appropriate reports to show the landed cost working once data has been keyed in this module.

• This post walks you how to create cheques and set their positions.

Cheques Master Grid

• From Menu, select [Finance]>>[Cheques].
• Cheques master grid shows the list of in-stock cheques issued/Unissued.
• To create new cheque, click [Add].

Cheque Master Add

• Select bank name, cheque book received On etc.
• Key in starting cheque no, no of leaves and click [Save].

Add Cheque Position

• To set the cheque printing position in your physical cheques, click [Cheque Position] in cheques Master Grid.

• Select the bank and click [Save].

• Key in cheque printing position(inches) and click [Save].

This post walks you through how to create payment vouchers.

Voucher Grid

• From Menu, select [Finance]>>[Vouchers / Receipts].
• Voucher grid shows the list of existing payment/receipt vouchers.
• To create new voucher, click [Add].

Add Voucher

• Key in date, amount, cheq no/date etc.
• Select bank/cash name, document type, a/c codes, debit/credit etc and click [Save].

Note

• RTGS Payment : Select [Payment Mode]>>[Not Applicable] and key in [RTGS] in cheq no.

Voucher Print

Print Cheques

• In order to print cheques through system you must first create cheques in cheques master. How to create cheques
• To print cheque click [Cheque Print] in voucher view.

This post walks you through how to create a party and maintain party master.

Party Master grid

• From Menu, select [Tools]>>[Party].
• Party master grid shows the list of existing parties.
• To create new party, click [Add].

Add Party

• Select party group, party type, party category etc.
• Key in party name, short name, credit period etc and click [Save]. Link to A/c Head (as per Chart of Accounts) : control A/c for linking to chart of accounts.

ACES Type : this is deprecated.

Party Line Add

• Key in branch name, GST registration etc.
• Select state name, GST registration type, customer type etc and click [Save].

This post walks you through how to create an item and maintain the inventory master.

Inventory Master grid

• From Menu, select [Tools]>>[Item].
• Inventory master grid shows the list of existing items.
• To create new item, click [Add].

Add Item in Inventory Master

• Select item group, segment, goods and service tax, UOM, alternate UOM, HSN etc.
• key in item name, short name, lead time, floor price, Ceiling price etc and click [Save]. .
• Conversion factor uom1-uom2 : factor to convert primary uom to secondary uom.
• Re-order Level : level at which fresh order needs to place on the vendor.
• Rack Info : information about the rack where the item is kept in the stores.
• Parent company's item code : In case inventory from various subsidiary companies needs to be consolidated at parent company level, you can use this field.
• HO-Branch consolidation code : this is similar to parent company code and can be used for consolidating inventory of several units at HO level.
• Is item covered under BPA(Blanket Permit Agreement) : item covered under BPA.

Inventory Master Edit

• Click [Edit] to modify item from Inventory Master Grid.

Inventory Master Delete

• Click [Delete] to delete item from Inventory master grid.

This post walks you through how to create reverse charge invoices in System.

Reverse Charge Invoice Add

• In Invoice Add, Select Sub-Type=[Reverse Charge].
• Select invoice from, Place of supply, customer etc and click [Save].

Reverse Charge Invoice Line Add

• Key in quantity, rate, value (if manual) etc.
• Select item, GST rate, Manual Value and click [Save].
• You can add different items with different GST rates in a single RCM invoice.

Reverse Charge Invoice Print

This post walks you through how to create GST advance vouchers in System.

GST Advance Grid :

• From Menu, select [Sales]>>[GST Advances].
• GST Advance grid shows the list of advances with net amount.
• To create new GST Advance, click [Add].

Add GST Advance

• Select Customer, Unit, Place of supply etc.
• Select type [Received] or [Payment (Only for unregistered party)].
• Key in date, voucher no (after creating cheque entry through voucher module) and click [Save].

GST Advance Line Add

• Key in quantity, rate, value (if manual) etc.
• Select date, transaction type, GST rate etc and click [Save].

Transaction Type

• For advance received from customer
  • Received (from Party)
  • Invoiced
  • Refund paid
• For advance payment to unregistered vendor
  • Paid
  • Billed
  • Refund Received

GST Advance View

• Click [View] from GST Advance grid to view details.

GST Advance Voucher Print

• To print GST Advance voucher click [Print] button in Advance Line View

This post describes the upcoming changes in ERP One on account of GST.

Sales Orders

• System will ask [Is GST Applicable ?] while creating new sales orders. This is a transitional provision.
• GST code/rate will be auto-fetched from Inventory Master. If Inventory Master does not have a valid GST code/rate, User has to select it in every line of Sales Orders.
• During invoicing, sales orders where GST is applicable and old sales orders (with excise, vat etc.) will NOT be allowed to be combined.

Sales Invoices

• Users will need to select whether GST is applicable while creating new invoices. This is a transitional provision.
• Unit from where invoicing is being done has to be specified. System will get the home state from the selected business unit.
• GST sub-type needs to be selected. Available options will be:
  1. Domestic
  2. Export
  3. Export (SEZ)
  4. Export (Deemed)
  5. Reverse Charge
• Type of Supply is to be specified
  • Goods
  • Service
• Place of Supply needs to be selected from GST States Master. Please note System has an internal GST States Master which is different from the existing States Master, which does not have the correct state codes as per GST provisions.
• HSN code will be auto-fetched from Inventory Master and has to be same for all lines of a given invoice.
• GST code/rate will be picked up from connected sales order and needs to be the same for all lines of a given invoice.
• Discount will be deducted and Freight & Packing will be added to the sum of product value before GST rates are applied by System.
• If [Ship To] is different from [Bill To], this needs to be specified while making the invoice. Please note the Place of Supply needs to be as per [Bill To] address.
• Option to Edit/Delete invoices will be removed and all corrections to invoices will need to be routed through debit/credit notes only.

Invoice Printing

• CBEC has clarified that there is no mandatory invoice format as per GST provisions and all assesses can design their own formats, showing all details as specified in the Rules. ERP One invoices have been redesigned keeping this in view.

Purchase Indents

• Users need to specify whether GST is applicable for new indents created in the System. This is a transitional provision.
• GST code will be auto-fetched at each indent line, from the Inventory Master with a provision to override it, if required.
• While creating GRN, you can not combine GST and Non-GST indents in various lines.

GRN

• Every new GRN created in the System needs to be tagged whether GST is applicable. This is a transitional provision.
• While creating purchase bills of GST type, you will be able to pick up items only from a GST type GRN.
• Old purchase bill types will be available in the System only for a limited period.

Purchase Bills

• GST code and HSN code for all lines in a Purchase bill needs to be the same.
• In case of calculation mistake etc.committed by the Supplier in his bills, System will show discrepancy between Supplier Bill amount and System bill amount. Such bills with discrepancies have to be reported to the Vendor and you have to get them rectified as appropriate.
• System will not allow Edit/Delete of a Purchase Bill. Corrections need to be routed through PDN/PCN.
• TDS will be applied on the total bill value including GST amounts charged by the Vendor.
• If Type of Supply = Service, System will not ask for GRN details.

Advances from Customers

• GST provisions stipulate that GST needs to be paid on advances received from customers. We are working on how to implement it in our System. We propose to link it with Proforma Invoices generated through the System.

RCM invoices

• GST provisions require that a tax payer should create invoices under reverse charge mechanism for all purchases from unregistered dealers. We are working out the modalities to be followed in ERP One.
• Even for petty cash payments (e.g. to plumber, electrician, sweeper etc.) RCM invoices need to be generated. System may give facility to link several purchase bills from unregistered dealers, already created in the System, while creating a single RCM invoice for a month. However, this is still a work-in-progress.

Introduction

Goods and Services Act 2017 is scheduled to be implemented from 1-Jul-2017. This post walks you through on the changes being rolled out in ERP One.

Party Master

• Party Master at branch level will contain GST registration Number.
• GST Registration type will identify whether the party is registered, unregistered or composite dealer.
• A new Customer type will describe whether the party is a Business or Consumer.
• State code is now mandatory. Otherwise System will not allow to save an invoice, purchase bill or debit credit note.

Company Master

• ERP One now has a concept of home state. For example, if you have two units from where you do invoicing one at Daman and another at Mumbai, you will designate a Unit Number to each of them.
• Each unit will be assigned a State code.
• You also need to specify your own GST registration number against each of your units. Taxable person and turnover also needs to be specified for each of the units.

GST Rates Master

• GST Rates master will be maintained by System. Users will not be able to create/ modify/ delete any rates in this master.
• GST Rates master will have 4 rates viz., 5%, 12%, 18% and 28%.
• Besides it will also contain NIL rated, Exempted and Non-GST Supply rates.

Inventory Master

• Every item in the Inventory Master will have an HSN code or SAC code.
• Every item code will be linked to a GST Rate from the GST Master.

Sales Invoice

• All the existing invoice types (viz., product, labor, import, trading etc.) will become inactive on the effective date for GST.
• New GST sub-types of invoices for Domestic and Export will be introduced.
• For invoices to be generated under Reverse Charge Mechanism, a sub-type of invoice will be available.
• In case of Reverse Charge Invoice, System will not post the basic value to Sales account.
• System will also store whether the GST type is Goods or Service.
• System will read the state code of the Customer and compare it with the home state code of the unit from where invoicing is being done.
• If party's state code and home state code are different, System will apply IGST. Else it will apply SGST/CGST/UTGST.
• GST will be applied at each line level of invoice.

Purchase Bill

• Existing purchase bill types will be deactivated on the effective date of GST.
• New bill types for Domestic or Import purchases will be introduced.
• GST type will be input to the System viz., Goods or Service.
• GST rate will be applied by System based on the Inventory Master, if the party is registered under GST.
• If the purchase bill is from Unregistered party, System will allow to create sales invoice against it.

Debit Credit Notes

• Debit credit notes will have identical structure to invoice/ purchase bill.
• Provision to create Debit credit notes against Dummy Reference will be deactivated from effective date for GST.

GST Returns

• ERP One will facilitate creation of Excel sheets from sale invoices in the specified formats as notified.
• Users will be able to copy/paste into third party applications to convert XL data into JSON for uploading to the GSTN.
• Similarly data from purchase bills will be exported to XL from ERP One for further processing and matching.
• When the API for the JSON file is released to the public domain, we will work on creating the uploadable JSON file from our System.

Sales Order

• Sales Orders will have a new parameter [Is GST Applicable?]. If Yes, excise and sales tax will be made [Not Applicable] and GST Rates will be accepted at line level.
• Printing of Sales Order will also be suitably amended.

Purchase Indent

• Purchase indents will have a new parameter [Is GST Applicable?]. If Yes, excise and sales tax would be made [Not Applicable] and GST rates would be accepted at line level.

Your Feedback is Important

• Please get back with your feedback, suggestions, queries, if any.

ERP One helps to add Follow-up Note in pending orders and indents.

Pending Orders

Navigate to - Sales > Sales Orders > Item Details

Sales Order - Item Details Grid

1. Click [Edit] button to add Follow-up Note for particular order line.

Add Follow-up Note

1. Add the requisite Follow-up Note for the particular order line item.
2. Click [Save].

Pending Orders Report

1. When you print the Pending Orders Report, all your follow-up notes will show up in the Excel report one below the other.

Adding More Follow-up Note

If you wish to preserve the earlier note, you may press [Enter] and key in additional note in the subsequent lines.

Pending Indents

Navigate to : SCM > Purchase Indents > Indent Item Details

Purchase Indents - Item Details Grid

1. Click [Edit] button to add Follow-up Note for particular indent line.

Add Follow-up Note

1. Add the requisite Follow-up Note for the particular indent line item.
2. Click [Save].

Pending Indent Report

1. When you print the Pending Indent Report, all your follow-up notes will show up in the Excel report one below the other.

Adding More Follow-up Note

If you wish to preserve the earlier note, you may press [Enter] and key in additional note in the subsequent lines.

ERP One helps to check and avoid duplicate payments of freight bills through [Freight Bills] functionality under Supply Chain.

Add Freight Bills

1. In Purchase Bills Details, you can see [Freight Bills] link to add details of freight bill by your transporter or freight vendor and avoid duplicate payments of freight bills.
2. [Freight Bills] link will be activate only for Service Tax and Bill with nil taxes.
3. Click [Freight Bills] link to add details of freight bill by your transporter or freight vendor.

Freight Bill Line Details

1. You can see Freight Vendor details at the top with System generated freight bill no.
2. If you wish to be prompted for invoice details, click [Show Invoice Details] link

Invoice Details Grid

1. Key invoice no in search box to see list of invoices.
2. Click [Select] link, to add a particular invoice to the Freight Bill.
3. In case the invoice selected by you is already linked to another freight bill, System will give you an alert.

If your Vendor has submitted freight bill for the same invoice again, you can find out easily now.

Freight Bill Details

1. Click [Add line] to link more invoices to the given freight bill.
2. Click [Print] to print details of all invoices linked to the current freight bill .

Print-out of Freight Bill

1. Here is a sample of the Freight Bill report in Excel.
2. It is recommended that you print this report and attach with vendors bill, during the passing of the bill for payment.
3. This will ensure that invoice wise details have been captured/linked against every freight bill submitted by your transporters.

Epilog

Linking freight bills to invoices is an optional step, though it is highly recommended.

All bills of transporters will have to be captured in Purchase Bills under S type, as usual.

ERP One helps to set up a budget over various cost centers. Budget can be created through [Budget Master] menu under Financials.

Budget Grid

1. Click [Add] button to add budget for a given year-month (for e.g. April 2017 to be represented as 2017-04).
2. If you wish to delete a budget record, Click the [Delete] link from grid.

Create Budget

1. To add a single line of budget for a given year-month, select Budget Year-Month for which you wish to add the budget amount.
2. Select Account Code and Cost Center, as applicable.
3. Click [Submit].

Import budget through Excel 1. To get an XL model of the budget, click the link [Download Import Model of Budget]
2. To create budget for an entire year and month, select Year-Month, for which you want to import budget records through Excel file.
3. Choose csv format while saving the Excel file.
4. Click [Upload] button to upload budget records in System.
5. If there is any error in the Excel file, System shows the error code in downloaded file. In such an event, no records would be imported.

Budget Report

1. To get the report of budget, select [Budget/ Cost Center] from the menu Finance->Reports.
2. You may specify the range of Year-Month for the report to get the report in Excel.
3. Use Pivot Table feature of Excel, if you need the budget in cross tabulated format.

ERP One facilitates to analyze expenses/income by cost centers.
Cost centers can be created through Cost Center Master menu under Financials.

Allocate Cost Center

• An amount entered in a Voucher Line can be allocated over one or more cost centers.

* [View] any line in a Voucher. * Click [Allocate] button to split the amount cost center wise.

• Select the required cost center from the Selection Box and enter value
• Click [Next Line] button if you want to specify details of another center
• You need to allocate at least 1 cost center

• Amount already allicated to a cost center is shown by System.
• When the entire amount of the voucher line is allocated, Click [Done] button.

• In case you find that the allocation needs to be changed after saving, you may [Delete] the earlier allocations and re-allocate again.
• Similar fcility to allocate amount over cost centers will be available in JV lines and Bills of type S, V and Z.

ERP One facilitates to set-up daily production targets and compare/monitor actual production in real time throughout the day. Your production team can be motivated to maintain the required "run rate" on a continuing basis.

Set Daily Production Target

Before the day starts, to set the daily target:-

• Select Item Name

• Set the Start Date/Time (e.g. 09:00 hrs)

• Set the End Date/Time (e.g. 13:00 hrs)

• Key in the target qty to be achieved during the given time slot

• For a given date, a particular item can be taken only once.

Report actual production to System

• When an item leaves the production line and just before it enters the FG Warehouse, scan the QR Code pasted on the item and [Submit] the page.

• System detects the item and increases the actual quantity produced by one.

• Depending upon the current time, System will work out the target on a pro-rata basis. For example, let us assume the target qty for a given time slot of 3 hrs is 90 units. If 50 minutes have elapsed, then the current targeted run-rate is 25 units.

• The actual production qty is then expressed as a percent of the current target. For example, if the actual production during the first 50 minutes is 20 units, the percentage achieved is 80%.

• Every time you report production to the System (through QR Code scan), System will recompute the run-rate.

• If the current time is NOT within the block of target time slot, then System will NOT re-update the current target. e.g. if time slot is 09:00 to 10:00 and you update actual production when time is 10:30, pro-rata target and run-rate will NOT be computed.

Connecting your PC to an overhead LCD

It is suggested to mount an LED TV (at least 40") on an elevated stand and connect it to the PC through HDMI port as a secondary monitor.
If you are running Microsoft Windows 10 OS, setting up the TV as a secondary screen is a snap.

Epilog

Currently there is no provision to revise the targets during the day, once they have been set.

System will recompute current target and run-rate whenever a QR code is scanned or when you click [Refresh] button.