S&D Brochure

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Sales force automation and Distribution system including A/c receivable, Inventory and others modules

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S&D Brochure

  1. 1. TABLE OF CONTENTS 1 Introduction & Background.............................................................................................................. 1 1.1 History............................................................................................................................................ 1 1.2 Business Benefits ............................................................................................................................ 2 1.3 Features .......................................................................................................................................... 3 2 Sidat Hyder – Sales & Distribution System (S&D)...................................................................... 5 2.1 Global Application Shell................................................................................................................. 5 2.1.1 Parameter Management Layer........................................................................................... 5 2.1.2 Security Management Layer .............................................................................................. 7 2.1.3 Transaction Audit Trail Layer............................................................................................ 7 2.2 Sales and Distribution Application Shell (S&D System) .............................................................. 8 2.2.1 Local Parameters Module ................................................................................................... 9 2.2.2 Product Configuration ........................................................................................................ 9 2.2.3 Inventory Management..................................................................................................... 10 2.2.4 Sales Management ............................................................................................................. 11 2.2.5 Receivable Management ................................................................................................... 14 2.2.6 Claims.................................................................................................................................. 15 2.2.7 Sales Targets ....................................................................................................................... 16 2.2.8 Return on Investment........................................................................................................ 16 2.2.9 Mobile Sales & Distribution ............................................................................................. 17 2.3 Supporting Application Shell....................................................................................................... 20 2.3.1 Scheme Builder................................................................................................................... 20 2.3.2 Synchronizer (Data and Application) ............................................................................. 21 2.3.3 Interface with Accounting System .................................................................................. 23 3 Application Suite.............................................................................................................................. 24 4 Application Environment ............................................................................................................... 25 4.1 Overall Deployment Model .......................................................................................................... 25 4.2 Operating Requirement – Software.............................................................................................. 27 Operating Requirement – Hardware........................................................................................................ 27 5 About Sidat Hyder ........................................................................................................................... 29 5.1 Project Leaders ............................................................................................................................. 29 5.1.1 Arshad Hussain ................................................................................................................. 29 5.1.2 Nizamuddin ....................................................................................................................... 29 5.1.3 Naushad Siddiqi ................................................................................................................ 30
  2. 2. Sidat Hyder – Sales and Distribution 1 Introduction & product distribution, it is one of the largest distributors of pharmaceutical products as Background well as selected consumer products. Sidat Hyder - Sales and Distribution In the year 2000 / 01, Sidat Hyder (S&D) is a suite of modules that facilitates developed Sales & Distribution application harmonizing sales and trade activities of a for Unilever Pakistan Limited (UPL), company and its distributors. named Unilever Trade Resource Automation (ULTRA) for harmonizing In order to achieve this objective, it is sales and trade activities of UPL and its essential that the company and its distributors. The development followed by a distributors have an efficient mechanism of pilot implementation and then a sharing information relating to their countrywide rollout implementation done customers and products, so that effective independently by Sidat Hyder. The strategies can be developed and implementation was carried out at more implemented to counter competition, retain than 100 distributors’ sites of UPL across and gain market share while also improving Pakistan, during which the helpdesk profitability and returns-on-investment. support was also provided to resolve day- to-day operational issues. This solution integrates sales, delivery and After the successful implementation in off-truck-sales functions with your back- Pakistan, Unilever selected the same office systems allowing you to store, track system for pilot rollout for the African and manage your routes, customers, Region in the year 2002. SHMA team visited products, pricing groups, payment methods, Unilever Nigeria and implemented ULTRA discounts, schemes orders and much more. at two (2) pilot distributors in Lagos (Nigeria). During this implementation, Focused to serve as the technology partner SHMA also trained an implementation team for our customers, we maintain dedicated of Unilever Nigeria. After successful pilot development and support teams to deliver implementation, Unilever Nigeria powerful functionality for current needs, implemented ULTRA all over Nigeria itself. while providing solid platform for future prospects. Our business solutions are there After Nigeria’s success, Unilever to grow with your business needs. approached SHMA to implement the same product for its Ghana distributors. The same 1.1 History system has been implemented at Unilever Ghana and is operating successfully. In the early 1990s, Sidat Hyder developed The successful implementation in two Sales & Distribution application for Lasani African countries increased Unilever’s Pak (Private) Limited, a sole distributor for Sandoz Pakistan Limited (currently confidence in the solution resulting in the Novartis Pharma (Pakistan) Limited). It decision of implementing the same solution was the first application integrated with across the entire African Region (12 Psion handheld in Pakistan. The application countries). was implemented at all Lasani depots in Pakistan. After successful implementation in The product was selected by another big Lasani Pak, the application was name in the business i.e. Muller & Phipps implemented at all depots of Ali Gohar & Pakistan (M&P). M&P has decided to adopt Company (Pvt) Limited. Ali Gohar and this solution to streamline its sales and Company (Pvt) Limited is a part of the Ali distribution network across Pakistan. Gohar Group of Companies. With the Currently, the system is under benefit of 50 years experience in the field of implementation at multiple sites of the organization. Page 1
  3. 3. Sidat Hyder – Sales and Distribution Sidat Hyder – Sales and Distribution business processes related to distribution (S&D) is based on the same ULTRA success workflows and functions. With automation, while also incorporating lots of new features it reduces communication breakdown, and keeping in mind the product / package processing time and administration cost so development approach. that you can have better focus on your daily business activities. 1.2 Business Benefits Maximizing Revenues through Better Sales Induction of the application in ‘Sales and Efficiency Distribution’ chain allows integrating and Our solution provides the easiest way to keeping track of all the main activities process and monitor your daily sales among: activities in the most efficient manner allowing you to improve sales performance 1. Warehouses of your company while also providing 2. Mobile Sales Force powerful utility features. 3. Customers 4. Accounting Powerful Performance Analysis Tools These core contents form the backbone of Through efficient integration of the entire the whole process of sales & distribution. customer, supplier and stock information Application of mobile technology is credited related to your business, our solution can with all successful achievements in ‘sales help you to make critical business decisions and distribution’ solutions. This application based on present as well as past fits closely in various retailing sectors as performance imminent from powerful well as FMCG products like beverages, food reports and charts generation equipped with products, cosmetics and soaps etc. the system. Sidat Hyder – Sales and Distribution (S&D) is a complete web-based solution Reduction in Operational Cost designed for effective use across both the Our solution has proven track to help company’s intranet as well as over the businesses save communication, Internet. The system helps in building an information processing and administration efficient mechanism of sharing information costs substantially through effective pertinent to customers, buying patterns and business automation and paperless order history. It also facilitates the technology. development and implementation of new strategies to: Decreasing Cost of Deployment & Maintenance Compared to any conventional solution, our Create Competitive Advantage suite is a web-based solution ideal and cost- Retain and Gain Market Share effective for multi-users and distributed Accurate Application of Schemes / Trades Discounts network environment. Accurate Claims Information Enhancing Business through Integration Improve Profitability, and Our sales & distribution (S&D) solution Return on Investment features a rich e-business application that can be easily integrated with latest Key business benefits of the system are: communication technology tools critical in this competitive age. The system can be Reduction in Business Workflow Problems integrated with latest mobile e-business Our sales & distribution (S&D) system is technology such as PDA / HHT, Web etc. specially designed to automate complicated Page 2
  4. 4. Sidat Hyder – Sales and Distribution Other Key Benefits required with instantaneous effect on the system. Optimization of the manufacturer and distributor relationship by providing Easy to use: The forms are dynamic and real-time information link between colorful designed to follow a logical customers and supply chain partners. workflow. Pop-up windows are available to select the desired Minimizing overstocking and shortages. information (like product codes etc.) rather than remembering them. Buttons Provision of an automated mechanism and dialog boxes are available for easy to implement special schemes and navigation. The graphical user interface discount deals offered to valued (GUI) makes the software easy to use, customers. reducing training costs and increasing user performance. Increase in distributor network productivity and reduction of overall Parameterization: The system is highly operating expenses. parameterized and uses a product definition concept. All entities like Availability of information regarding currencies, branches, locations etc., are buying patterns and order history for parameter driven. future business opportunities. Data integrity: In order to reduce data entry errors and ensure data integrity, Providing an automated mechanism for data entered by the users is validated by claims that passes benefits to traders the system through scheme builder and automatic “Parameterization through processing of claims. to ensure complete parameterization data accuracy and of default values, Efficient target monitoring by value, which are set up volume and quality. integrity” at the time of system Provision of daily reconciliation of sales installation or force for goods tracking to and money configuration. The received from shops. suite is a set of integrated Providing credit monitoring of modules and therefore provides a single customers and sales force. point for data entry, preventing duplication of data between different modules / departments. 1.3 Features Security: Multilevel Authorization Each The system has the following features: user is assigned a user-id, password and security-level having a defined personal Product configuration: User-defined menu. When the user commits a product definitions including a flexible transaction, the system checks his / her hierarchy of product levels. Apart from authority level and also saves the user- these levels, there are certain attributes id and date / time as a part of the relating to a product that can be carried-out transaction(s). Similarly configured to control various activities when users log into the system their and produce desired results and reports personalized menu appears on the from the system. Setup of existing screen, thereby restricting their access to products can also be modified whenever Page 3
  5. 5. Sidat Hyder – Sales and Distribution functions relevant to their delegated user to host the application on a web work. site thereby benefiting the company, its branches and distributors through Audit trail: The system maintains an always-available data updated online by audit trail for each transaction being these entities. created or updated. For this purpose the system records transaction reference Functionalities number, user-id, date and time as a part of each transaction. Provides order booking and spot selling operations with data accuracy Accounting interface: Provides the user Provides tracking of undelivered orders. an interface to set standard debit / Provides stock replenishment. credit entries (vouchers) against each Provides real-time status of distributor's type of transaction. The system at the warehouse inventory. time of transaction entry within any of Monitors payment regarding each its module generates vouchers order. automatically by referring to the set up Provides tracking of credit sales and entries. These vouchers are then unrealized cheques. transferred to the respective General Provides calculation regarding schemes, Ledger (GL) Accounts. discount deals, sales tax and bonuses during order booking and spot sales. Multi-warehouse: The system is Provides claims monitoring designed around a multi-warehouse automatically for those orders having environment, with the facility to free samples and discount deals. consolidate data at regional or head- Monitors availability and visibility both office level. for company as well as competitor Excel interface: Excel interface is used products. for producing both MIS reports and Provide sales force monitoring through financial statements subject to the time stamping during market visits. acquisition of the complete SHMA Provides multiple selling factors for Accounting System. every product. Provides monitoring of drug license and Multiple platforms: The system is their validity information of shops. capable to run under Windows Provides monitoring of expiry of environment while working with products and facilitates to stop sales different database engines. The system near expiry. currently supports Oracle 8i (or above) Provides automatic knockoff of claims. & MS SQL Server. Provides automatic allocation of batches for goods out from warehouse. Centralized & Distributed Environment: Provides automatic creation of The system is capable to run in both documents based on historical data and centralized and distributed previous transactions. environments. Provides options for contract sale on special rates. HHT Feature: A distinctive feature of the suite is to record the sales activity of the distribution through Handheld terminals (HHT) devices such as PDAs. Web Based Architecture: The web-based architecture of the suite facilitates the Page 4
  6. 6. Sidat Hyder – Sales and Distribution 2 Sidat Hyder – Sales & companies / manufacturer called global parameters while the other controlled by the Distribution System distributors called local parameters. Following is the list of various groups of (S&D) parameters available in the system: Sidat Hyder – Sales & Distribution (S&D) • Product Setup system consists of three shells containing • Price Structure Setup number of modules and functions. • `Contract Setup - for ‘big’ customers for discounted price structure Sidat Hyder – Sales & Distribution • Batch Number Controlling Global Application Shell Parameter Management Layer • Promotion Schemes Security & Control Management • Sales Tax Setup – Includes slabs and Layer their percentages where applicable. Transaction Audit Layer • Geographical Location Setup – includes Sales & Distribution Application Shell setting up towns, localities and sub- Local Parameter Module localities. Product Configuration Module • Sales Calendar (Week and Month Wise) Back Office S&D Module (Desktop) • Customer’s ranking, with respect to o Inventory their turnover. o Sales • Distributor Setup – apart from the Sales Force Journey Plan distributor’s memorandum information, (Route) like name, address etc., there is some Order Processing critical / mandatory information which Credit Sales / Receivable needs to be setup in order to produce Monitoring desire results / reports from the system. Sales Returns Monitoring The mandatory information is as o Claims follows: o Targets o Credit Checking Mobile S&D Module (Handheld) o Stock Checking on Order (No o Sales Checking, Alarm or Restrict) Sales Force Journey Plan o GST on Free Items – Allow or Not (Route) Allow Order Processing o Bonus calculation after GST or Credit Sales Monitoring before GST Receivable Monitoring o POP Number Generation – Sales Returns Monitoring Automatic or Manual. o Targets • Inventory Location Setups – in order to Supporting Application Shell control the in and out of products from Scheme Builder these locations. Synchronizer (Data & Application) • Drug Licenses – includes the type, Interface with Accounting System license number, expiry date, etc. Alert(s) issued a number of days prior to the 2.1 Global Application Shell expiry date as setup. • Transportation Details 2.1.1 Parameter Management Layer • Company Ranking The system is highly parameterized and • Strata – The setup used to setup the uses a product definition concept. All other shops / POPs in uniform population entities like currency, branches, location, categorization. etc., are parameter driven. The system contains two types of parameters; one controlled by the principal / distributing Page 5
  7. 7. Sidat Hyder – Sales and Distribution [Figure2.1] Page 6
  8. 8. Sidat Hyder – Sales and Distribution modules options, functions, programs, etc., used in setting up group and user profile. Due to this setup, the application administrator can generate custom-based user / group menus, so that when a user logs into the system, his / her personalized menu would appear on the screen. Two major access levels are Admin (Superuser) and General (Normal users). In Admin mode, all the options will be accessible to the user while in General mode, limited functionality will be available to the user according to the access rights of [Figure 2.2] the user. [Figure 2.3] [Figure 2.4] 2.1.2 Security Management Layer 2.1.3 Transaction Audit Trail Layer The Security Management Layer (SML) is Audit Trail or Activities Log is used to track the main key to enter into any of the module the activities performed by different users as of S&D system for which system operations. For each activity, the a user has access rights. “….global system maintains a record in the log (Audit The basic purpose of this layer is to record group security Trail) with user identification, activity and policy menu date / time. The system takes care of all the and user profile along events and their logging, online monitoring with parameters like generation on and later analysis. The system provides identification details, information and facilities group and different types of Audit Trail Logs based on the selection criteria, such as business available, the dates and user levels, activity audit trail, module attributes audit times at which the trail, user login log etc. system is accessed and other information required for security management. Security module offers features such as Global Security Policy, module repository, menu generation on group and user levels, and group / user level access rights etc. This module also allows the definition of different types of security parameters like Page 7
  9. 9. Sidat Hyder – Sales and Distribution 2.2 Sales and Distribution • Outstanding Credit Invoice Monitoring Application Shell (S&D Sales Force Adjustment (DSR System) Adjustment) • Quantity Adjustment The Sales and Distribution (S&D) • Cash Adjustment Application Shell consists of the following o Claims functional areas / sub-modules: Auto Generated Claims (For Free Goods and Value Local Parameter Module Discounts) Product Configuration Module Manually Prepared Claims (For Back Office S&D Module (Desktop) Damages and Returns) o Inventory Others Purchase Order (issued by o Sales Targets Distributors for Principal / Target Setting Manufacturer) • For Principal / Dispatch Advice (issued by Manufacturer Principal / Manufacturer for • For Distributors/ Depot Distributors) • For Sales Forces Generation of Invoice • For Section Goods Issue Notes (GIN) • For Customers (Shop / Goods Return Notes (GRN) POP) Return Advice Allocation of Target Stock Adjustment Note • Based on Sales History Physical Stock Taking • Based on Percentage o Sales Management • Manual Adjustment Sales Force Management Target Monitoring Sale Force Journey Plan (Sales Target Revision Force Routes) o Return on Investment (RoI) Sales Transaction Extrapolation • Order Booking RoI Report based on Expenses, • Spot Selling Income & Investment • Counter Sales (Direct Sales) Mobile S&D Module (Handheld) • Contract Sales o Sales Management • Corporate Sales Sales Force Journey Plan (single • Sales Order Processing visit plan, based on the Journey Sales Return Plan setup in the Back-office • Fully automated Sales module) Return Bar Code Interface for the • Manual generation of Sales identification of Shop / POP Return Sales Transaction o Receivables • Order Booking Daily Collection (Cash & • Cash Memo / Invoice Cheques) Generation Receipts • Cash Memo Printing Auto Knock Off • Order Delivery Manual Knock Off • Spot Selling Credit/ Debit Notes • Handling of Undelivered Credit Sales Monitoring Cash Memos • Credit Limit Monitoring • Sales Return Receivables Page 8
  10. 10. Sidat Hyder – Sales and Distribution • Daily Collection Selling Category • Receipts o Sections / Selling Belt-wise • Manual Knock Off POPs Receivable POP Visit Order • Credit Sales Monitoring o SKUs wise o Credit Limit Monitoring SKUs o Outstanding Credit SKU Order Invoice Monitoring o One Visit Targets Monitoring For Sales Force For Section For Customers o Availability and Visibility Quantitative Monitoring Qualitative Monitoring Activity Based Monitoring Competitors’ Products Monitoring 2.2.1 Local Parameters Module The system has a unique feature to declare [Figure 2.5] certain parameters as local or global, according to the needs of the organization. 2.2.2 Product Configuration The distributors configure the local parameters according to their needs and ”… define requirements. products and This module assists the user to define Customer (Shop / POP) Setup configure different products o Mandatory Information like name, address, owner’s information, GST parameters and configure of each various parameters Number, NTN Number etc. of each product. o Drug License’s Information product.” o Company Turnover o Overall Turnover o Credit Limit, category-wise in term of days and amount. o Company Assets, provided to The benefits of product configuration are customers manifold. The efficient product Sales Force Setup configuration module minimizes the impact o Personal Profile – Type of Sales on the system when a new product is Person i.e. Order Booker, Spot launched as almost all products would be Seller, Delivery Person, Name, capable of being defined using the product Address, NIC number etc. configuration facility thereby not requiring o Coverage Plan (Journey Plan) day / the modification of the system code and visit-wise, week-wise and month- consequential heavy testing. In addition, wise. setup of existing products can also be o Credit Sales Limit (amount) – this is modified whenever required with the accumulated credit limit that a instantaneous effect on the system. sales force can give to customer(s) in one section. The system offers a flexible hierarchy of o Vehicle information setup – vehicle product levels. At present, the product can type, mileage, etc. be classified into ten (10) different levels. Page 9
  11. 11. Sidat Hyder – Sales and Distribution Apart from these levels, there are certain attributes relating to a product that can be configured ”… product to control various activities and hierarchy at produce desired 10 levels of results and reports classification. from the system. ” These attributes are described below: Multiple price o Selling price [Figure 2.6] o Purchase price o Price for GST application GST Percentage 2.2.3 Inventory Management o For Registered Shop / POP The system has a comprehensive inventory o For Un-Registered Shop / POP management module, catering to all types of Selling Units Setup inventory-related transactions. The system o Type of Unit (Large, Medium and facilitates the definition of inventory Smallest) documents at the user’s discretion so that o Unit Description they fulfill requirements specific to a o Unit weight, particular organization. In general, the o Length, Width, Height following documents are maintained in the Purchasing Unit system: Stock Level Maintenance o Reorder Level • Document for order placement by o Minimum and Maximum Level distributor / depot to the manufacturer Expiry Management / principal (e.g. Purchase Order). o Alert a certain date before the • Document for receipt of stock at expiry distributor / depot from manufacturer / o Stop sale after a certain date before principal (e.g. Stock in Note). expiry • Document for return of stock by o Transfer the batch to expired stock distributor / depot to manufacturer / after expiry date principal (e.g. Stock Return Note). Sales over the counter • Document for issuance of stock by Product Selling Policy – the user can distributor / depot to Sales Force (e.g. define selling policy for a product, for Goods Issue Note). example, a product will be sold to elite • Document for receipt of remaining stock areas of big cities or a product can be by Sales Force to distributor / depot sold in rural area. The system does not (e.g. Goods Receipt Note). restrict the sales. However, during a • Document for adjustment of stock at sales transaction, the system indicates / distributor / depot (e.g. Stock highlights the products which qualify Adjustment Note). the criteria setup through these policies. • Document for transfer of stock between distributor / depot (e.g. Inter-depot Transfer Note). • Document for transfer of stock between warehouses of a distributor / depot (e.g. Inter-Warehouse Transfer Note). Page 10
  12. 12. Sidat Hyder – Sales and Distribution The system also facilitates management of features are required. the inventory at various levels, such as: Our Sales & Distribution system offers • Type of stock (such as Normal, comprehensive and flexible definition of the damaged, expired etc) sales force at various levels. The system • Warehouse-wise offers the definition of Personal Profile of • Batch-wise each sales force as well as type of sales person i.e. order booker, spot seller, delivery The inventory can be monitored on daily person with name, address, NIC number basis as well as on any user-defined period information etc. Associated with the sales such as weekly, fortnightly, monthly, etc. force, the system also records vehicle For the monitoring of inventory, the system information i.e. vehicle type, mileage, etc for offers various types of reports, such as: each vehicle. • Sales & Stock Statements Each sales force is provided with a Credit • Inventory Position at different locations Sales Limit (amount), which is the / consolidated position accumulated credit limit that a sales force • Inventory Position of expired & can give to customer(s) in one section / damaged stock segment. • Exception reports (reorder, minimum / maximum level report) [Figure 2.8] [Figure 2.7] 2.2.4.2 Journey Plan Management The system 2.2.4 Sales Management facilitates the “management management of the coverage of the coverage 2.2.4.1 Sales Force Management Sales force is the plan / journey plan route for most important plan / route for each sales force entity as far as “flexible each sales force on various actual sales definition of on various levels levels period- transactions are such as day / the sales visit wise, week- wise…..” concerned. It keeps on changing force at wise and month- depending on the various wise. Sales Force requirements of Journey Plan can also be defined for single the organization. levels.” visit as well as for multiple visits. A single Hence flexible sales visit (normally termed as day visit) can be force management defined for multiple POPs in a single trip Page 11
  13. 13. Sidat Hyder – Sales and Distribution that may span for several days. Journey Plan is a logical grouping of POPs to be visited by the sales force. [Figure 2.10] Direct Sales (Counter Sales) This is almost similar to spot selling except [Figure 2.9] that it is done at the back-office rather than at POP using HHT. The preparation of cash 2.2.4.3 Sales Transactions memo / invoice is done directly without Sales transactions can be done by sales force order booking in the back office. Cash in two modes i.e. Order Booking and Spot Memo / Invoice is printed at back office and Selling. For sales through Order Booking, the stock is delivered directly from the the following steps / activities are warehouse to POP along with cash memo / performed: invoice. • Order Booking using HHT at POP. • Consolidation of orders at distributor / depot. • Printing of Cash Memo / Invoice • Issuance of Stock along with Delivery Note to Delivery Person • Delivery of Stock along with Cash Memo / Invoice to POP For Spot Selling, the following steps / activities are performed: • Stock Issuance (on the basis of previous [Figure 2.11] sales history). • Sales Force took the stock to POP and Sales through Contract prepare Cash Memo / Invoice. The system offers options for defining • Printing of Cash Memo / Invoice contract with institutional customers through Hand Held Printer. accompanied by the following features: • Delivery of Stock and Cash Memo / Invoice to POP. • Pre-defined products and selling rate • Consolidation of sales at distributor / • Pre-defined maximum quantity for each depot (data synchronization). product • Contract period For all the sales under contract, the defined rates are applied. Page 12
  14. 14. Sidat Hyder – Sales and Distribution [Figure 2.14] [Figure 2.12] Sales Order Processing As discussed earlier, the system processes Sales Order in an automated manner, with the following special features: • Automatic application of Schemes Rules such as Trade Offers, Bonuses and Discounts on Sales Order • Automatic application of Tax Rules such as GST on Sales Order • Cash Memo Generation • Generation of Order Load Form - Allocation of Stocks according to the [Figure 2.13] order booking and the availability of the stock for the next day. Corporate Sales • Generation of Undelivered Orders for For corporate the next day customers, customer profile is “…automated defined as well as separately. For each corporate manual entry customer, the of sales system recognizes return.” the delivery address, billing address and corporate address and applies this information while creating sales transactions for that corporate customer. The sales to a corporate customer can be [Figure 2.15] done through any of the mode(s), as mentioned above. The basic advantage of 2.2.4.4 Sales Return this option is that the billing and collection The system provides option for recording can be managed centrally. the return of sales. The system facilitates for Page 13
  15. 15. Sidat Hyder – Sales and Distribution both automated as well as manual entry of sales return. In Automated Sales Return, the user may revert the Sales Transaction (Invoice or Cash Memo) through a single click of mouse. In this mode, complete Invoice / Cash Memo information gets reverted. The system generates Sales Return transaction automatically by picking information from the selected Invoice / Cash Memo. [Figure 2.17] 2.2.5.2 Cheque Clearing The sales force may also collect cheques from the POPs, deposit them in bank and returns to the distributor / depot in the evening. The system provides option for entering the received cheques with the bank deposit slip no. against cash memo / invoice. The system maintains the cheque clearing status for cheques honored and [Figure 2.16] cheques returned. In case of returned cheques, it also maintains the status of In Manual Sales Return, the user provides resubmission of such cheques and their the details of retuned sales i.e. products, status subsequently. quantity etc. Once the user provides all the information, the system saves Sales Return 2.2.5.3 Auto Knock Off transaction and updates the inventory. In automatic knock off, the system marks the cash memo / invoices against which 2.2.5 Receivable Management either cash or cheque is received. In case of Based on the sales activities, the system any cash memo against which no amount is provides options to monitor the receivables received, the system converts them to credit both in terms of credit sales as well as cash sales. sales. The sales force while distributing the goods also collects amount (cash or cheques) from POPs. The system provides options for managing them separately, as described below: 2.2.5.1 Cash Management The sales force collects cash from the POPs, deposit them in bank and returns to the distributor / depot in the evening. The system provides option for entering the received cash with the bank deposit slip no, against cash memo / invoice. The system then knocks off the receivable against [Figure 2.18] today’s sales or previous sales. Page 14
  16. 16. Sidat Hyder – Sales and Distribution 2.2.5.4 Manual Knock Off 2.2.6 Claims Manual knock off process is available for the This module handles the claims between situation where automatic knock off process manufacturer / does not work completely. It is also used to principal and “… claims for knock off the transactions entered directly distributor / a certain date such as debit / credit note, amount received depot. The on specific without sales reference etc. Using this claims normally products & option, the user can knock off the relate to the promotional receivables against which payments have schemes offered been received. by manufacturer schemes.” / principal to 2.2.5.5 Credit Sales Monitoring POP through The system also facilitates the monitoring of distributor / depot credit sales. It provides tracking for credit on certain conditions, sales with respect to the actual credit sales in as defined at the time of scheme comparison with the assigned credit limit. configuration through the Scheme Builder. The system generates reports / inquiry for The system provides option to generate and Outstanding Credit Invoice. store claims for a certain date ranges on specific products & promotional schemes. 2.2.5.6 Credit / Debit Notes After the creation of claims records, the The system offers options to create Debit / system then tracks the settlement of the Credit Notes for the following situations: claims through knock-off process, manually updated by the user. • In case of excess or shortage of amount against any sales. There are two types of claim transactions in • In case of giving benefit to a particular the system: POP, such as additional scheme, additional discount etc • Auto Generated Claims: used for Free • In case of sales return Goods and Value Discounts, and generated by the system based on the 2.2.5.7 Sales Force Adjustment transactions entered and the schemes / At the day-end, it is required to reconcile the discounts already configured. sales figures in terms of quantity as well as • Manually Prepared Claims: used for amount. During this process, if any sales damages, shortages and returns of figures are not reconciled, then it is required stock, and prepared by the user that entries be made to adjust the excess / manually. shortage of quantity / amount. It is also called DSR Adjustment. The adjustment can be made for both excess as well as shortage of quantity or amount. The adjustments can be made at any time; however it is normally done on daily basis while processing the day-end balances. While entering adjustments, the user provides information of excess / shortage of quantity / amount of sales which have been recorded earlier. The adjustments are also knocked-off on periodic basis (weekly, monthly etc.) so that the user can track of the unadjusted entries. [Figure 2.19] Page 15
  17. 17. Sidat Hyder – Sales and Distribution 2.2.7 Sales Targets The user can adjust the targets both in terms of percentage as well as in terms of exact 2.2.7.1 Target Setting value such as no. of items, volume of items The system facilitates the management of or value of items. The allocation can be sales target at various levels, such as: made in any of the values and the system automatically converts / calculates other For Principal / Manufacturer values, based on the conversion factors For Distributors / Depot defined in the product configuration. For Selling Categories For Sales Forces Although the allocation is done For Section automatically, manual adjustments can also For Customers (Shop / POP) be made, if required. The targets can be adjusted using top-down approach or The allocation of target can be done based bottom-up approach. In case of top down on various attributes. The system allocates approach, the changes at a level are divided target automatically based on these at the lower levels, keeping the total to attributes. While defining the targets for the exactly 100 %. Similarly, if the bottom up top level, the system offers the option to approach is used, the system accumulates define the target based on: the targets of the lower levels to the upper levels. • Previous targets • Previous revised targets • Previous sales 2.2.7.2 Target Monitoring Based on the targets setting, the system provides various reports for the monitoring of the sales targets. The following options are available in this regard: Actual sales verses target sales Target monitoring in terms of Type of Target (quantity, volume, value) Target monitoring for various levels (Distributor / Depot, Selling Category, Sales Force, Section, Customer etc) 2.2.7.3 Target Revision Based on target variation, a feature can be [Figure 2.20] used to revise the sales target at any point in time. The revised targets are maintained separately so that the actual target can be compared with the revised target. “Bar code for even sales 2.2.8 Return on point and Investment identification.” This option can be used to get reports on Return on Investment based on certain information [Figure 2.21] provided by user and Page 16
  18. 18. Sidat Hyder – Sales and Distribution the transactions entered into the system. This is useful for the organization to ascertain its profitability. The following information is entered into the system: Capital Investment Cost of Sales (expenses etc) Sales Figures (collected from the sales transaction) Income Based on the existing information available in the system, it generates the current Return on Investment report for the user. It also extrapolates the Return on Investment for future as well. 2.2.9 Mobile Sales & Distribution In addition to the back-office functions, the [Figure 2.22] system has an add-on for Hand Held Terminal (HHT). An optional module however, the benefits of using this module 2.2.9.2 Bar Code Interface are tremendous. This module can be used to The mobile system also provides interface automate field force activities so that the for barcode reader for the identification of sales transactions can be recorded on spot at shop / POP. Each shop / POP is assigned a the POP. The following back-office functions bar code that can be used to identify the are also available in the Mobile devices: shop / POP. When the bar code is used to identify the shop / POP, it ensures that the 2.2.9.1 Sales Force Journey Plan sales person physically visited the shop / The mobile system provides sales force POP. It also simplifies the identification / journey plan management on single-visit search of the shop / POP in the database. basis, derived from the Journey Plan setup in the Back-office module. The order of POP 2.2.9.3 Sales Transactions visit can be defined in the system that can be The following options are available in the used by sales persons. The system presents Mobile system for Sales Transactions: the visit list in that order and the sales person, while visiting each POP, can mark Order Booking the visit status whether it order received or Cash Memo / Invoice Generation declined. It also stamps the date / time Cash Memo Printing hence tracking the visit order can be Order Delivery performed. Spot Selling Handling of Undelivered Cash Memos Sales Return The details of these options are described in the ‘Sales Management’ section earlier. Page 17
  19. 19. Sidat Hyder – Sales and Distribution [Figure 2.23] [Figure 2.25] [Figure 2.24] [Figure 2.26] 2.2.9.4 Receivables Management The following options are available in the Mobile system for Receivable Transactions: Cash Collection Receipts Manual Knock Off Receivable Credit Sales Monitoring o Credit Limit Monitoring o Outstanding Credit Invoice Monitoring Page 18
  20. 20. Sidat Hyder – Sales and Distribution [Figure 2.27] [Figure 2.29] The details of these options are described in the ‘Receivable Management’ section earlier. 2.2.9.5 Target Monitoring As compare to the overall target monitoring options available in the Back-office Sales & Distribution System, the Mobile System only facilitates the Target Monitoring for current visit. Variance report for each order and for each POP is available in the system. [Figure 2.28] [Figure 2.30] Page 19
  21. 21. Sidat Hyder – Sales and Distribution 2.2.9.6 Availability & Visibility Manufacturer / Principal. After For the availability and visibility, the configuration of the schemes / discounts in following options are available in the Mobile the system using the Scheme Builder, the System: system picks up the discount scheme applicable to sales automatically. Quantitative Monitoring Qualitative Monitoring The schemes can be defined at various Activity-Based Monitoring levels, such as: Competitors’ Products Monitoring Product level (division, brand, packing These monitoring are based on certain size, SKU, etc) settings in the back-office system such as: Geographic locations level (town, locality, sub-locality, etc) Monitoring is must Sales hierarchy level (such as distributor Monitoring is optional / depot, selling category, section etc) Monitoring is not required Type / category of POP (such as retailer, whole seller) Type / category of selling area (such as urban, rural) An important aspect of schemes definition is the various slabs over which the scheme is going to be offered. These slabs can be based on quantity, volume, amount, weight or any combination of them. The offered benefits could be in terms of quantity as well as in terms of amount. Similarly, the benefit could be defined in terms of percentage or exact value. Multiple benefits can be associated with each slab, in terms of product or in terms of quantity, which will be selectable at the time of scheme application. Also, the scheme validity is defined with date range i.e. from and to dates. [Figure 2.31] The most important aspect of scheme definition is that it could be defined in terms 2.3 Supporting Application of ANY ATTRIBUTE available in the HHT application. Shell “… various 2.3.1.1 Examples of schemes 2.3.1 Scheme slabs over which The incentive schemes / offers are applied Builder the scheme is on a particular cash memo of a POP. The Scheme going to be Maximum flexibility is required in the Builder is a offered. ” system to cover these types of activities. unique feature of Calculations are usually based on slabs of the Sales & quantity / values. Schemes / offers can be Distribution applicable on the basis of any one or suite. It is used to combinations of the following factors construct various promotional schemes, discount deals, bonuses, etc, offered by Page 20
  22. 22. Sidat Hyder – Sales and Distribution GEOGRAPHICAL AREAS WISE Suppose a DD is offered for the month On any level of the geographical of March with limit of 20 tons sale hierarchy like National / Branch / during the whole period. If a particular Area / Territory POP purchases the 20 tons in first three Particular sections of selling weeks, then it will not be allowed to get categories any more free pieces on the last week All POPs of a particular town sales. All POPs of a Strata (population section) TO is also an extra incentive that is over Rural /Urban Towns and above the price structure margins but without any specified minimum and POP ATTRIBUTES WISE maximum purchase limits for a defined Channels period. In these schemes, free gifts or Ranks discounts are given. A free piece might GST registered / non-registered belong to the same product group or it Key Accounts could belong to another brand. Specific POPs / Key-accounts 2.3.2 Synchronizer (Data and PRODUCT HIERARCHY WISE Application) On any level of product hierarchy Since the like profit-center / Product-group/ deployment “…offers two Sub-group / Packaging / Brand / environment of the levels of SKU. whole Sales & synchronization Distribution System ” BONUS SCHEMES is distributed in Through bonus schemes, organization nature, there will be offers incentives to the POP. Discounts a great need of are given to POP on their purchases synchronization of according to the slabs defined by the data so that at any organization. These slabs vary for point in time, the valid product categories. The distributors and complete data is available for accurate pass bonus schemes to the POP on their reporting. Similarly, the distributed bulk purchases. These bonus schemes environment also emphasizes the need of remain valid for long periods and are application synchronization at all levels so usually modified once a year. that same version of application is deployed at all computers / devices. TRADE OFFERS (TO) & DISTRIBUTION DRIVES (DD) 2.3.2.1 Types of Synchronization Sometimes the organization gives extra The system offers two types of incentives for short periods to the POPs. synchronization: These Distribution Drives (DD) and Trade Offers (TO) are offered for Data Synchronization specific periods on selected brands / Application Synchronization SKUs to achieve some short-term objectives. DD is an extra incentive that Data Synchronization caters for the is over and above the price structure synchronization of data files at various margins with specified minimum and levels such as: maximum purchase limits for a defined period. These limits might depend on Parameter files between manufacturer / single cash memo sale or it might span principal and distributor / depot (e.g. on the entire period. schemes, products, prices, global parameters) Page 21
  23. 23. Sidat Hyder – Sales and Distribution Transactions files between distributor / Network, Internet, and Floppy / CD / Flash depot and manufacturer / principal Memory. (e.g. orders, cash memos, claims, etc) Journey Plans, Schedules, Targets, Local Synchronization means the Products details from back office synchronization of files (both data and database to the mobile devices application) among the computers / devices Day end updates from mobile devices to in the Distributor / Depot environment, back office database such as next day including the mobile devices. The media for orders, received payments, availability this synchronization could be Local Area / visibility, cash memos / invoices in Network, USB Cable, Floppy / CD / Flash case of spot selling etc. Memory. Application Synchronization caters to the 2.3.2.3 Features of Synchronization synchronization of application files at various levels such as: Global Synchronizer The following features are available in this Application upgrades / patches from module: manufacturer / principal to distributor / depot Exchanges files among various locations Application upgrades / patches from Provides scheduling for downloading / distributor / depot to mobile devices uploading of files Provides encryption and compression facility which enable security and rapid transfer of files Provides information like: o Who sent the file o Who the file was sent to o Date and time stamping o Download confirmation Local Synchronizer The following features are available in this module: Downloads (PC to HHT) information at [Figure 2.32] the start of the sales representative visit. Examples are as follows: 2.3.2.2 Levels of Synchronization The system offers two levels of o Van Stock synchronization: o Sales representative schedule for the day Global Synchronization o Customer information, such as: Local Synchronization - Outstanding and undelivered Global Synchronization means the cash memos and orders synchronization of files (both data and - Credit sales order-wise application) among the computers / devices - Un cleared cheques order-wise between the Principal / Manufacturer and Distributor / Depot. The media for this Uploads (HHT-to-PC) information at synchronization could be Wide Area the end of the sales representative visit. Examples are as follows: Page 22
  24. 24. Sidat Hyder – Sales and Distribution o Cash memos o Payments o Credit sales 2.3.3 Interface with Accounting System The system has a built-in accounting interface through which the Sales & Distribution System can be integrated with any of the accounting system / application. By using this accounting interface, the user is required to define only the accounting entries related to each type of transactions in the form of Debit and Credit Account(s). The accounting interface is flexible and user can set any type of conditional accounting entries, which is based on different types of sales, stocks or any type of customer, sales areas, or sales agent. Whenever a user completes a transaction in the system, such as sales, receipts, payments etc, the system generates advice(s) automatically according to the type of transaction already defined in the Accounting interface. The interface also provides a provision to view transactions in the form of accounting entries before transferring data into the accounting system / application for verifying purpose. There are two options for the integration of the accounting entries into the Financial System: 1. In case of integrating with Sidat Hyder – Financials, the system generates accounting entries for the payables and receivables voucher and transfers them into the Sidat Hyder – Financials database. 2. In case of external financial system, the accounting interface has a provision to transfer accounting entries into the accounting system by generating a text / XML file according to the defined format of your interface. Page 23
  25. 25. Sidat Hyder – Sales and Distribution 3 Application Suite Sales & Distribution Back-Office (with all sub-modules) Scheme Builder Sidat Hyder – Sales & Distribution (S&D) Mobile Sales & Distribution system is available in the following licensing Synchronizer options: The features available in each licensing A. Sidat Hyder – Sales & Distribution Lite option are given below: B. Sidat Hyder – Sales & Distribution Standard Modules / Layers L S E C. Sidat Hyder – Sales & Distribution Global Application Shell Enterprise Parameter Management Layer A. Sidat Hyder – Sales & Security Distribution Lite (L): Management Layer The system will be deployed at Transaction Audit distributor locations. Distributors Layer will send their information to the Sales & Distribution Application main server as files generated Shell through the system. Lite edition Local Parameters comprises of the following modules: Module Product Core Sales & Distribution with Configuration Inventory Management Module Synchronizer Back Office S & D Module (Desktop) B. Sidat Hyder – Sales & Inventory Distribution Standard (S): Sales & Receivable The system will be deployed at Module distributor locations. Distributors Claims Module will send their information as files Targets Module generated through the system. It Mobile S & D comprises of the following modules: Module (HHT) Supporting Application Shell Core Sales & Distribution Scheme Builder Sales & Distribution Back-Office Module (with all sub-modules) Synchronizer (Data Synchronizer & Applications) Scheme Builder Interface for Any Accounting Module C. Sidat Hyder – Sales & [Table 3.1] Distribution Enterprise (E): The system will be deployed at distributor locations. Distributors will send their information as files generated through the system. It comprises of the following modules: Core Sales & Distribution Page 24
  26. 26. Sidat Hyder – Sales and Distribution 4 Application The master parameters including the schemes configuration parameters are Environment maintained at the head office. These parameters are sent to the distributor / 4.1 Overall Deployment depot (in case of offline) using the Data Synchronizer. Similarly, Delivery Advices & Model Invoices are also prepared at head office and sent to the distributor / depot. The The following diagram depicts an overall distributor / depot on the other hand representation of the entities involved in the updates the head office with stock and sales operations of the Sales & Distribution position. They also forward claims to the System along with the available / applicable head office. modules of the system for each entity. In case of multi depot deployment, the inter- The system can be deployed in a variety of depot transfer of stock also takes place modes depending upon the company size, among various depots. These are also hierarchy, practices and nature of the updated at the head office for preparing a business transactions. A typical consolidation of the stock position. configuration is depicted in the above diagram. At the distributor / depot, the master parameters & schemes information, received The various entities involved in this setup from head office, are copied to the mobile are as follows: devices (such as HHT). The sales staff books the placed order using the mobile devices 1. Company Head office and updates the distributor / depot system 2. Depot / Distributor in the evening. In cases when not using the 3. Sales persons / Distribution vans mobile devices, printed cash memos & 4. Point of Sale payments records are entered into the distributor / depot system. When the The connectivity between the company & its distributor / depot system is synchronized distributor / depot may be online (real-time with the head office, these records are basis) or offline (dialup basis). In case of automatically updated in the main database. offline mode, distributors / depots send periodic sales and stock positions to their respective branches / head office where Note: The above-mentioned setup is for the these periodic reports are entered and Enterprise Edition of Sales & Distribution validated, inventory dispatch plans for the System. In case of Lite or Standard Edition, next period (day / week / fortnight) are there would be no HHT devices in the setup generated. The process updates the system and no synchronization of data between with daily sales and stock positions while servers and HHT devices will take place. considerably reducing the time lag for Also, the setup may be modified according getting the information from distributors / to the requirement / setup of the depots as well as reducing the cost of organization where the S&D system is being maintaining stock for longer periods. installed. As can be seen from the diagram, the system comprises mainly of two sets of modules, the Company Module (i.e. Back-office side functionalities) and the Distributor Module (i.e. Distributor-side functionalities). Page 25
  27. 27. Sidat Hyder – Sales and Distribution [Figure 4.1] Page 26
  28. 28. Sidat Hyder – Sales and Distribution 4.2 Operating Requirement Windows – Software Client Front Microsoft Internet End Explorer Component Configuration Mobile Mobile Windows 2003 / Client 2005 Back End Supports Oracle 10g and Database Microsoft SQL Server Palm OS IV Server [Table 4.1] Application The Application Server architecture supports both Operating Requirement – types of deployment i.e. Hardware Application Server based deployment as well as simple Web Server based Hardware Configuration deployment. It is Main Server Configuration of the recommended that the servers will depend Application Server (such as upon the following MS IIS) deployment be parameters: opted for better performance and reliability Application of the system. However, the deployment choice system can run properly i.e., Centralized or with Web Server (like Decentralized. Personal IIS). Number of transactions, i.e., data Some parameters will be volumes like number considered to ascertain the of invoices, cash configuration of the server. memos, receipts, etc., However where the user in a year. If volumes access to the main server is are higher then the low and volume of work is configuration should also low then web server be on higher side. can be installed. Number of users Operating The application has been accessing the database System developed by using server concurrently. Microsoft Technology (VB, Application There are two ASP), and supports the Server approaches: either following operating application server is environment: installed at the same Server Operating server where database System server is installed or install it on a separate o Microsoft Windows server. Same parameters NT/2000/2003 will be considered to ascertain the Client Operating System configuration of the server. However where o Microsoft the user access to the Page 27
  29. 29. Sidat Hyder – Sales and Distribution main server is low and volume of work is also low then application server can be installed in the Database server instead of configuring in a separate server. Client Minimum configuration Workstation for the client workstation is presented in the following table: [Table 4.2] Workstation Configuration Component Specification Intel Pentium-4 Processor Processor 3.6 GHz with HT Technology Intel’s latest chipset Chipset (Made within last 3 month) Cache Memory 1 MB FSB (Front Side Bus) 1056-MHz Memory 512MB Storage Controller IDE Storage 80 GB 7200 RPM SATA Network Controller 10/100/1000 Mbps Expansion Slots 3 (Minimum) 1 x Parallel 1 x Serial 1 x Graphics I/O Inter faces 1 x Network RJ-45 Minimum 6 USB Ports (4 back and 2 front) Intel Integrated Extreme Graphics Graphics 2 or Latest Sound Optional Keyboard, Mouse PS2 or USB with Scroll Monitor 15” [Table 4.3] Page 28

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