Erp system f test

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

aSoft Solutions BAIS V2.0 Page 2 of 25
Issue Date : 23-03-2010 Alteration Date: 00-00-0000
TABLE OF CONTENT
Page
PART – 1 INTRODUCTION
1.1 Computer’s Layout 3
1.5 H/W & S/W Requirement 3
PART – 2 Information Description
2.1 System Diagram – BAIS V2.0 4
2.2 Process Flow Chart 5
2.3 Information Contents & Flow
2.3.1 Purchase Objective, Feature & SRS 6
Purchase Process Flow Chart 7
2.3.2 Inventory Objective, Feature & SRS 8
Inventory Process Flow Chart 9
RTS Process Flow Chart 10
FGS Process Flow Chart 11
2.3.3 Manufacturing Objective, Feature & SRS 12
PPC Process Flow Chart 13
Production Process Flow Chart 14
2.3.4 QC Objective, Feature & SRS 15
QC Process Flow Chart 16
2.3.5 Sales & Distribution Objective, Feature & SRS 17
Sales Process Flow Chart 18
Customer Rejection Process Flow Chart 19
2.3.6 Finance & Account Objective, Feature & SRS 20
Finance Process Flow Chart 21
2.3.7 Taxation Objective, Feature & SRS 22
Taxation Process Flow Chart 23
2.3.8 Administration Objective & Feature 24
2.3.9 Abbreviations 25

Computers Layout for ERP
Switch
SOFTWARE Required
1. O/s – Windows Server 2003
2. S/w – MS office 2000
3. DB – SQL Server 2000
ERP Administrator
QA
Prod
S
E
R
V
E
R
SERVER / ERP ROOM
Store Finance
1. User’s Training
2. Database Administration
3. Any others Task
Purchase
Sales /
Invoicing
SOFTWARE Required for Nodes
1. O/s – Windows XP
2. S/w – MS office 2000
PPC

(-)
Not OK
(+)
OK
Not
OK OK
Not OK
Not OK
(+)
Y
E
S
Y
E
S
BAIS-ERP FLOW
Purchase Order
Receipt & MRR
Indent Generate
Prod Planning
Material Issue from Store
Vendor Rejection
IQC Inspection
Contact Review & Order Receipt
Lotcard Generation
Production
Packing Box
Invoicing
Material Packing
Banking END
Finished
Good
Stock
Printing
Scrap/
Rework
Stock
Raw
Material
Stock
No
Customer
FG
Status
Short
Fall
No
Y
E
S
Accept
OK
Re-test
START
Customer
Re -
Test
Sales Invoicing
FQC
Business Development
Customer PO
Kick of Sheet
PO Approval
Store Inward
Debit Note & Purchase Return Invoice
Account Updating
Payment Vendor / Jobworker
FG Inward
Dispatch Advice

Kick of Sheet
Contact Review & Order
Material Requirement Planning
Production
Final Quality Inspection
PO for Vendors
Gate Entry & Receipt
Incoming Quality Inspection
Dispatch Advice
Material Issue to Production Material Stock Updating
Invoicing
Vendor’s Account Updating
FG Stock Updating
Customer’s Account Updating
Customer PO

Purchase
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.
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
• Vendor’s Consignee Master
• Job worker / Service Provider Master
User Feedback (JBJ-E46) :
• Quotation analysis mandatory along with at least 3 vendors
• Material Received from vendor’s different consignee at different purchase rate

Quotation Analysis
PO without Indent
Finance
Indent for PO
PO Generate
Indent for WO
PURCHASE
Inventory
WO Generate
Vendor Approval
PO
Printing
PO Approval
Gate Entry
WO
Printing
1. Any Department
2. Prod Planning
3. Auto against MSL
Vendor
Item
Registration
E-mailing
E-mailing
Quotation Approval

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
• Rejection Tolerance on Jobwork Challan

(-)
Not OK
JW
Bill Processing
(A/c Update)
Store
Inward
Approval
MRR
Rejection Store
ExternalInternal
To
Prod
NCR Raise
Pur Return Invoicing
Scrap
Stock
Rejection
Stock
Raw
Material
Stock
RECEIVE
Vendor
External
IQC
Internal
Others
(+)
(-)
(+)
O
K
Inventory
ISSUE
Debit Note Raise
(A/c Update)
Gate Pass
NR R
A/c Update
RTS
OK Scrap
Issue ReIssue
Lot
card
Gener
al
To
Deptt
Against Short
Rej VendorJW GP
D LC
(-)
(+)
(+)
Rej

RTS approval
RTS requisition
Debit Note
Return to Store
Scrap Stock
Under Deviation
Rejected
Material Options –
• OK
• Rejected
• Scrap
Hold for store inward Vendor’s
Rejection
Invoice
OK Stock
Y
E
S
No
Rework
RTS store inward
Batch Code Options–
• ISV No
• Misc i.e 0
Scrap
Vendor’s Side In-House
OK Disposal
Document’s printing
Raw
Material
Stock
Scrap
Stock
Material
Change
Select Scrap Material
Rejection Details –
• Type of rejection
• Rejected Qty
Rejection Verify

Materials
Finished Good Store
♦ Daily FG Credit
♦ Online FG Stock Status
♦ FG Stock Statement
♦ FG Stock Register
♦ Dispatch Summary
♦ Online and offline reporting
Store Inward
Finished
Production
Invoicing
Received
FG Packing
Finished Good Store
Issue
Sales
Return
FQC
Dispatch Advice
Finished
Material
Stock
(-)(+)

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
• Pending KOS Status
• Assembly Status
• Line Rejection
• Daily PPM
• Material Issue as per lotcard requirement. No excess WIP for Raw Material.

Material
Issue from
RMS
LOTCRAD
Issue
MRP-I
Raw Material from
Alternate BOM
PPC
Inventory
Update
Material
with
Lotcard to
Prod
Short
fall
No
Y
E
S
Short
fall
Y
E
S
Indent Raise
Indent Approval
PO Generation
No
Marketing / Business Development
Lotcard
Generation
M/c Booking

Not OK
Materials Raw Material Store
Production
Entry
Finish
Receiving
Scrap
PRODUCTION
PPCLotcard
FQC
Repairing
O
K
WIP Rework Rejection
O
K
Finish Production Entry
Material Processing Materials failed RTS
Material Issue from Store through ISV
Byproduct
RTS
Packing Box

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
• Part Weight management i.e net weight 1 pcs

Store Inward
MRR - Vendor
MRR - JW
Production
FG Inward
IQC
Vendor Rejection
Re
Test
O
K
QUALITY
FQC
Testing
Not OK
OK
NCR
Report
Printing
Testing
Not OK
O
K
Test
Report
Not OK
Cust Rejection

Sales & Distribution
Objective:
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
• Customer’s Consignee Master
• Transportation Master
• Invoice Printing Format, No. of Item in Invoice
• Tax Calculation of Tool Amortization cost in Invoice

FG
Stock
Update
(-)
Dispatch Advice
Production & Planning
A/c
Update
Customer PO
FG Booking & Packing
SALES
Statutory
Update
Invoice
Printing
Invoicing
FG Stock Booked
FG
Status
No
Y
E
S
Customer Registration
Customer Item Master Consignee Registration
Order Confirmation cum Kick of Sheet
Packing Box Status

Approval FQC
Rework
Complain Login
Customer Rejection
Closure of Complain
Complaint Options –
• Quality
• Payment
• Transportation
• Others
Reference Options–
• Invoice No
• PO No
• Batch Code
• Dockit No
• Others
ScrapRejectedOK
Y
E
S
No
Scrap
Stock
Material
Change
Select Scrap Material
ScrapOK
FG Inward
Account Updating –
Credit Note Creation
FG Gate Entry Rcpt
Rejection Details –
• Type of rejection
• Rejected Qty

Finance and Accounts
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
SRS :
• Master of General Ledger, TDS Master, Currency, Taxation Rate

Voucher Creation
Vouchers
(Direct)
Jobworker / Service Provider
Bill
Processing
Excise
Currency
Updating
FINANCE
Banking
Party’s A/c
Update
Ledger
Creation
Vendor
Balance
Sheet
Ledger
Update
Non-Excise
Voucher
Printing
Ageing
Analysis
Cheque Book
Receipt
Payment
Cheque Issue
Payment
Advice
Printing
Import
Ageing
Advance
Ref. No.
• PO
• WO
• Sale Invoice

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

Form
Receive
- 38 (depend on state)
- C
- 3B
- OC Stamp
Sales Tax
TAXATION
Excise Return
Tax Return
Information
Issue
Vendor / JW
Vendor
As per PO31 / 38
C & other As per PO
MRR
Entry
Monthly Yearly Form 36
RG 1 Part II Excise & PLA
Tariff No identify – FG & RM
ER-1
ER-5
ER-6

Administration
Configuration and Security
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

Abbreviations :
AQL : Accepted Quality Level
BOM : Bill of Material
Cust. : Customer
D : Direct
Deptt : Department
EXC : Excise
FGS : Finished Good Store
FQC : Finished Quality Control
GP : Gate Pass
GE : Gate Entry
IQC : Incoming Quality Control
JW : Jobwork
LC : Lotcard
MIS : Management Information System
MKT : Marketing
MRP-I : Material Requirement Planning
MRP-II : Manufacturing Resources Planning
MRR : Material Receipt & Inspection Report
NCR : Non-Conformance Raise
NEXC : Non-Excise
NR : Non-Returnable
NRGP : Non-Returnable Gate Pass
PO : Purchase Order
PPC : Production Planning & Control
PQC : In-Process Quality Control
PROD : Production
R : Returnable
Rej : Rejection
RFQ : Request for Quotation
RGP : Returnable Gate Pass
RMS : Raw Material Store
RTS : Return to Store
SFG : Semi Finished Good
SPC : Statistical Process Control
SRS : Software Requirement Specification
WO : Work Order

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