Tally.ERP 9 for rice mills

Tally.ERP 9 For Rice Mills

© Tally Solutions Pvt. Ltd. All Rights Reserved

Agenda

• Rice Mill Business – An Overview

• How Rice Mill Operations are Structured

• Tally.ERP 9 for Rice Mills

• Business Process Flow

• Primary Requirement

• Tally.ERP 9 – Fitment

© Tally Solutions Pvt. Ltd. All Rights Reserved 2

How Rice Mill Operations are Structured

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Rice Mill Business – An Overview


Rice Mill Business – Paddy Purchase

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Process Flow - Paddy Purchase


Primary Requirement – Paddy Purchase
Category/Module Major Requirement Explanation

Paddy Purchase Paddy purchase from Mill manager places purchase orders with paddy
various farmers (Levy suppliers/farmer. He identifies MSP for standard quality
paddy) paddy. He provides different addresses of warehouses and
mill for paddy delivery.
Paddy quality recording Purchase manager identifies the quality of paddy and
decides the price based on moisture, grain type, foreign
matter etc. He records the paddy quality with the paddy
batch information.
Levy paddy purchase State specific levy for paddy purchase and categorizing levy
paddy and levy-free paddy needs to be done by mill
manager to separately track the profits.
Purchase from mandi Purchase manager buys paddy from mandi market.
Generally a commission agent(broker) purchases the
paddy through auctioning. Ability to record the base price,
bonus price to reach final paddy price is important.
Warehouse address in While delivering paddy to multiple warehouses and storage
purchase orders units, if the warehouse address is printed on PO, it will help
the delivery of paddy.
Landing cost The landing cost needs to be calculated for arriving exact
cost of paddy and thus to calculate profit. There should be a
provision to capture landing cost for paddy purchase and
accounting the handling and transport charges.


Tally.ERP 9 Fitment – Paddy Purchase

No. Requirement Tally.ERP 9 Customizable

1 Purchase order generation Yes

2 Paddy receipt note Yes

3 Purchase returns handling Yes

4 Purchase invoice Yes

5 Levy management : state-specific levy on paddy Yes
purchases
6 Godown address in purchase order (different billing Yes
address and delivery address)
7 One bill and multiple warehouse delivery Yes

8 Mandi market purchases Yes

9 Purchases with bonus and final price adjustment Yes

10 Commission to mandi agent for purchases Yes

11 Recording paddy quality with batch Yes

12 Multiple mill braches and branch synchronizations with Yes
main mill (head office)

© Tally Solutions Pvt. Ltd. All Rights Reserved Contd.. 8

Tally.ERP 9 Fitment – Paddy Purchase

No. Requirement Tally.ERP 9 Customizable

13 Tracking paddy in transit and reconciliation Yes

14 Handling CMR paddy and non-levy rice with details in Yes
purchase invoice
15 Purchase orders summary (paddy type-wise) Yes

16 Re-order level report Yes

17 Purchase register, purchase order book Yes

18 Purchase bill pending report Yes

19 Stock transfer analysis Yes

20 Different modes of payment (cheque and cash) Yes

21 Outstanding payable report Yes

22 Bank guarantee details in agreements Yes

23 Paddy packing bag details Yes

24 Physical stock adjustment (handling damage, pilferage) Yes

25 Purchase contract drafting and printing Yes


Rice Mill Business – Shelling and Processing

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Process Flow – Shelling and Processing


Primary Requirement – Shelling and Processing


Shelling and Shelling contracts Drafting of service contract, with payment and delivery terms
Processing is necessary. This avoids confusions during payment.

Service details on Detailed bill showing the usage of services. Cleaner, steamer,
invoice sheller, whitener, silky, grader, bunker, electricity, labour,
water usage based billing will help the customer to understand
the bill better.

Conversion reports Paddy to rice conversion : to identify what percentage of
paddy is converted to rice. (eg: 68% paddy conversion to rice,
10% bran etc.) This will be very useful along with contract-
wise reports.

Contract summary Contract summary report showing rice quantity and payment
report details of the month based on channels will help the mill
manager to see the profitable contracts.

Mill and quality Milling process standardizations like, ISO-9001-2000, HACCP,
standards to be printed ISO-14000 printed along with invoice is very important to re-
on invoices affirm the mill quality.

Packing reports Reports on rice packing for direct sales/super-market sales
which would also help in tracking packing material. eg:
Basmati rice sold in packets by the mill.


Tally.ERP 9 Fitment – Shelling and Processing

No. Requirements Tally.ERP 9 Customizable

1 Shelling contracts’ drafting and printing Yes

2 Conversion reports of paddy to rice (eg: 68% rice, Yes
10% bran etc.)
3 Printing mill standards and quality certification details Yes
(eg: ISO-9001-2000)
4 Daily production report – details with rice category Yes

5 Warehouse reports (to track mill-owned rice and Yes
customer shelling rice)

6 Daily expense report Yes

7 Weight tracking of rice (loss of weight) Yes

8 Detailed bill showing the usage of services Yes

9 Packing material consumption tracking Yes

10 Shelling contract summary report Yes

11 Customer paddy and rice tracking Yes

12 Mill-owned rice tracking Yes


Rice Mill Business – Mill Sales

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Process Flow – Mill Sales


Primary Requirement – Mill Sales
Category/
Major Requirement Explanation
Module
Mill Sales Open market sale Managing rice sale at predetermined FCI prices in open market is
(OMSS) necessary. The sale price has to be above MSP as per FCI guidelines.
Sale of rice and bi-products with rice details in invoice is important.
Disposal of damaged Damaged rice or paddy is sold through tenders. Sale should be for
food grains non-human consumption where minimum reserve price is fixed by
state-owned departments and agencies.
Sale to supermarket and Sale of different rice types based on the polish levels, quality and rice
other direct channels grades to super markets and retailers.
Sale through mandi It is necessary to account the sale of rice in mandi market, where
markets same rice can be sold at various rates based on demand and buyer.
Mandi commission It is important to track the expenses/commissions given to broker to
agent(broker) reports see which broker has given maximum sale.
Levy rice sale It is necessary to account levy paid during sales (state specific sale
forms like, ST-38 Haryana) for sale of levy rice in open market.
Sale of bags Issuing of packing bags during sale and sale of bags are to be
accounted in the system.
Exports Export sale forms Mill needs to fill exports forms (eg: ARE.1) and submit before the sale
of excisable food items
Export sale reports Export sales , export delivery note and export sale reports will help
mill owner understand the exact costs and profits from exports

Tally.ERP 9 Fitment – Mill Sales


1 Sale of rice based on quality and quality info: Open Yes
market sales
2 Handling multiple brands Yes

3 Printing rice quality and additional product details Yes
(Basmati etc.) On sales invoice
4 Price level creation – quantity based discounts Yes
5 Sales bill with mill details and contact person details Yes
6 Handling cash sales, credit sales, card sales Yes

7 Levy rice management : state specific levy on sale Yes

8 Mandi sales and discounts/bonus adjustments Yes

9 Oil content recording (lab test) from rice bran Yes

10 Sales return handling from super markets/retailers Yes

11 Billing inclusive and exclusive of VAT/CST Yes

12 Commission to mandi agent in market sale Yes

13 Agent-wise sale report Yes




14 Stock query - alternative product availability while Yes
making invoice/delivery (eg: same quality rice, brokens)
15 Price list of rice: display and print Yes

16 Discount sale of rice: Identifying total discounts Yes
given/received
17 Carrying and forwarding sales (C & F sales) Yes

18 Tracking partial payments, bill references for orders, Yes
multiple payments against same bill

19 Sales register Yes

20 Sales orders book Yes

21 Paddy and rice movement analysis Yes

22 Columnar report - godown wise, branch-wise Yes

23 Delivery report to different locations: warehouse and mill Yes

24 Ageing analysis of receivables and payables Yes

25 Ageing analysis of rice (Inventory tracking) Yes




26 Physical stock verification: Rice weight tracking (loss of Yes
moisture)
27 Pending sales bills Yes

28 Daily sales report Yes
29 Daily sales return report Yes

30 Stock summary report Yes

31 Daily stock transfer report between mill and warehouse Yes

32 Broken, husk, blower reports Yes

33 Empty bag report Yes
34 Transport register Yes

35 Dharamkanta details (weighment details) Yes

36 Export goods pending at port and reconciliation Yes


Rice Mill Business – Mill Administration

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Process Flow - Mill Administration


Primary Requirement - Mill Administration

Operations Resource allocation As electricity, labour cost are very high for mill, proper tracking
of the costs become important. Also water costs, mill
maintenance costs, internal husk consumption are to be
accounted for finding exact profit in mill business.
Gate pass system To track the load and vehicles moving in and out of mill,
warehouse, gate-pass system keeps check on movement of
goods. This is very useful in case of multiple gates, warehouses
and mill branches.
Vehicle management Mill owned vehicles or hired transport vehicle details recording
and tracking is necessary. Driver details and ability to send
automated messages can be very useful.
Administration Rice, paddy varieties Tracking several rice type like, Basmati, non-Basmati, Grade –
Warehouse Reports A etc. also based on the polishing level, is important.

Daily production reports Analysis of daily operations, costs and profits in a single
operations report for the day is useful for mill manager.
Paddy weight Paddy weight tracking along with ageing analysis is very useful
as the paddy loses moisture, weight reduction occurs
Insurance policies Tracking of insurances policies for specific order is very useful
specifically in case of multiple insurance policies.
Per kg cost tracking Effective cost of milling a kg/ton of rice based on mill usage,
whitener usage, silky usage etc. can be identified.

Tally.ERP 9 Fitment - Mill Administration


1 Shelling contracts and printing Yes

2 Mill energy consumption : electricity, water and Yes
maintenance
3 Gate pass inwards Yes
4 Gate pass outwards Yes

5 Gate pass summary report Yes
6 Vehicle tracking : own and paddy grower’s Yes
7 Vehicle driver details and tracking the goods in transit Yes
8 Rice and paddy bags tracking of different sizes Yes
9 Internal consumption of husk and cost tracking Yes

10 Insurance policies: national and international Yes
insurance policies
11 Daily dispatch reports Yes

12 B1 register : paddy consumption summary Yes

13 Levy management and configuration state-wise Yes


Tally.ERP 9 Fitment - Mill Administration


14 Export reports Yes

15 Per kg cost of rice Yes

16 Per ton cost of rice Yes

17 Item-wise reports :rice, broken, bran, husk Yes

18 Lab report : bran oil content Yes

19 Foreign currency handling in export sales Yes

20 Daily production report Yes

21 Production report item-wise Yes

22 Production report contract-wise Yes

23 Mill supervisory team’s movement register to see the Yes
mill activities


Rice Mill Business – Accounts and MIS Reports

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Primary Requirement – Accounts and MIS Reports


Accounts VAT, CST, Service tax All the statutory requirements need to be met by the mill. Bills
should account for all the taxes.

Levy rice accounting State taxes on levy paddy purchase and rice sales should be
tracked and state specific forms needs to be filled.

Export forms Rice exports need special forms like ARE.1 and needs to be
filled by the mills for exports
Payroll handling Mill employee database, salary, overtime, bonus calculation,
PF, ESI etc. has to be maintained.
MIS Reports Mill capacity utilization Mill capacity utilization reports are very useful to understand
report how many shelling orders can be taken and to identify
breakeven production limit of month etc.
Paddy conversion Conversion reports help to understand which paddy batch has
reports best conversion rates (eg: 68% rice, 10% bran)

Item-wise profit Item-wise product reports help to identify what rice type has
best ROI (Grade-A, Sona masuri, BT etc.)
Mandi market report Mandi reports help to understand mandi operations, agent
commissions and total mandi interaction summary
Contract summary Summary reports help to understand which contracts were
report very beneficial for the mill in terms of profit.

Tally.ERP 9 Fitment – Accounts and MIS Reports


1 Daily receipts and payments Yes

2 Bank reconciliation Yes

3 Branch transfer management Yes

4 Branch sales and purchase management Yes

5 Multiple payment handling Yes

6 Synchronization with ho-branch-outlets Yes

7 Staff attendance handling Yes
8 Salary payments and pay slips Yes

9 Agent commission handling on paddy purchase and Yes
rice sales in mandi market

10 Staff database handling Yes

11 Bonus, incentives management Yes

12 PF forms Yes

13 VAT forms Yes




14 Post dated cheque realization report Yes

15 Branch wise payments and receipts Yes

16 Branch wise sales and purchase Yes

17 Agent-wise mandi sales report Yes

18 Daily sales report – item wise Yes

19 Daily sales report - branch wise Yes

20 Stock summery report Yes

21 Branch wise stock summary Yes

22 Branch transfer report Yes

23 Outstanding receivable and payable Yes

24 Trial balance Yes

25 Remote access Yes

26 Profit and loss account Yes




27 Balance sheet (also schedule VI) Yes

28 Group company Yes

29 Budget setting for the mill Yes

30 Bill-wise profitability Yes

31 Reminder letters , e-mail Yes

32 Multiple payments reports Yes

33 Item wise profitability Yes

34 Ability to send SMS to farmers and agents as Yes
reminders for payment


Thank You

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Tally.ERP 9 for rice mills

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