BPR Fawac Eleclines Vplines

ERP Consulting
FortuneArt Wires and Cables Pvt. Ltd.

Electrical Lines Pvt. Ltd.
Vimal Power Lines Pvt. Ltd.
Business Process Re-Engineering Report
August- 2015
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Modification History
Version
Creation Date
Author
Comments
1.0
13-July-2015
Viral Rami, Niladri Ray
Based on as-is information received from stakeholders
2.0
6-Aug-2015
Viral Rami, Niladri Ray
Updated the To Be Section of the document
Distribution List
Sr. No
Name
Role
Mr. Arvind Srimal
Managing Director
Ms. Hema
Director
Mr. Karan S Kothari
Purchase Import
Ms. Bhavna
Purchase Domestic
Ms. Preeti
Sales Back office
Ms. Deepa
Sales Back office
Ms. Manisha
Sales Back office
Ms. Shilpa
Sales Back office
Mr. Akash
Sales & Marketing Government
10
Mr. Rajesh
Sales & Marketing Pvt Industries
11
Mr. PSR
Sales & Marketing Pvt Industries
12
Mr. Basha
Director Wires and Cables
13
Mr. Sheshu
Quality Wires and Cables
14
Mr. Tapan
Production Wires and Cables
15
Mr. Raghav
Stores Wires and Cables
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16
Mr. Nageshwar
Mechanical
17
Mr. Baswaraj
Asst. Manager Maintenance
18
Mr. Ashok Upadhyay
Sr. Manager Electrical Lines
19
Mr. Madhu G
Head Store Electrical Lines
20
Mr. Basawa
Store Executive Electrical Lines
21
Mr. Bhaskar
Store Executive Electrical Lines
22
Mr. Ashok Srimal
Director Vimal Power Lines
23
Mr. Navin
Executive Vimal Power Lines
24
Mr. Dilip
Executive Vimal Power Lines
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Executive Summary
This report highlights the Key Business Factors (KBFs) and Key Performance Indicators (KPIs) of FortuneArt Wires and Cables Pvt Ltd (FAWAC),
Electrical Lines Pvt. Ltd. (ELECLINES) and Vimal Power Lines Pvt. Ltd. (VPLINES) In addition, it consists of analysis and evaluation of current (As Is)
processes of the organization which has been performed based on the feedback received from relevant stakeholders of FortuneArt Wires and
Cables Pvt Ltd (FA WAC), Electrical Lines Pvt. Ltd (ELECLINES) and Vimal Power Lines Pvt. Ltd. (VPLINES).
Based on the analysis of As Is Processes, opportunities for improvements (OFIs) have been identified and categorized under Simplification,
Interpretation and Automation. Simplification and Integration refers to eradication of unnecessary activities to make the processes compact
and connection of two disjoint processes respectively while Automation refers to straight through processing without human intervention. Some
of the identified OFIs include:
System based Min-Max and MRP planning can be used for material planning to Auto generate the purchase request / purchase
order/Job order which will help to reduce the material stock out situations
Enhanced Inventory tracking to include batch wise stock with expiry dates, WIP stage wise, Accepted / rejected / scrap, aging details
End to End Purchase monitoring reports can help have the visibility of the various status of the purchase requests
Capturing of Supplier batch number as part of inward and FIFO based issue of material will help in traceability
Codification of the items and creation of comprehensive BOM with all items is imperative for accurate material planning
Tracking of quality inspection (inward and Final product inspection) through the system will help in further analysis and control
System driven workflow approval and notification for tighter control and communications
Direct shipment and invoice creation for retail customers
Lead and campaigns tacking through CRM
Complain management, SLA and tracking efficiency of it through Case Management in CRM
Warranty management of products through CRM
Tracking of Sales Engineer activity through DWS and MWP in CRM
Generate some of the statutory reports like RG registers, P&L and Balance sheet directly from the system
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Using the OFIs, the new (To Be) processes maps have been created and their differences and benefits with respect to the As Is processes have
also been highlighted in the report.
Furthermore, Out of Scope items (which cannot be achieved with iON Manufacturing) have been listed with possible workarounds to clearly
articulate all the requirements that could be and could not be met with iON. Some of the Out of Scope items include
Integration with any Third party application

On sales screen, item profitability.
Remainders for Statutory payments
Auto Purchase quote comparison
Contact master with handling multiple key notes
Reference of contact of contact
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Table of Contents
1.
INTRODUCTION .................................................................................................................................................................................................. 13
2.
OVERVIEW .......................................................................................................................................................................................................... 14
2.1.
2.2.
2.3.
2.4.
ABOUT FORTUNEART W IRES AND CABLES PVT. LIMITED ................................................................. 14

ABOUT ELECTRICAL LINES ............................................................................................................. 14
ABOUT VIMAL POWER LINES .......................................................................................................... 15
ORGANIZATION STRUCTURE OF FORTUNEART GROUP COMPANIES ................................................... 15
3.
KEY BUSINESS FACTORS (KBF) ..................................................................................................................................................................... 18
4.
AS-IS BUSINESS PROCESSES AND OFIS ...................................................................................................................................................... 19

4.1.
4.2.
4.3.
4.4.
4.5.
4.6.
4.7.
4.8.
4.9.
4.10.
5.
SALES PROCESS ........................................................................................................................... 19

PROCUREMENT PROCESS - DOMESTIC ........................................................................................... 28
GOODS INWARD & INCOMING QUALITY INSPECTION FOR FAWAC .................................................... 33
STORE OPERATIONS...................................................................................................................... 37
PRODUCTION, IN PROCESS QUALITY AND FINAL QUALITY INSPECTION FOR FAWAC ......................... 43
DISPATCH ..................................................................................................................................... 47
CUSTOMER SUPPORT .................................................................................................................... 48
PLANT MAINTENANCE .................................................................................................................... 51
KEY PAIN AREAS AND KEY OFIS ..................................................................................................... 53
KEY PERFORMANCE INDICATORS (KPI) ...................................................................................... 59
TO BE BUSINESS PROCESS ....................................................................................................................................................................................... 63

5.1.
MANUFACTURING MASTER DATA ........................................................................................................... 63
5.1.1.
Site Master................................................................................................................................................................................................................ 63
5.1.2.
Item Master .............................................................................................................................................................................................................. 63
5.1.3.
Party Master ............................................................................................................................................................................................................. 65
5.1.4.
Tax Master................................................................................................................................................................................................................ 66
5.1.5.
Price Master ............................................................................................................................................................................................................. 66
5.1.6.
Document Sequence ................................................................................................................................................................................................. 66
5.1.7.
Process Configuration Master Data...................................................................................................................................................................... 66
5.2.
CRM MASTER DATA........................................................................................................................... 69
5.2.1.
Client Master ............................................................................................................................................................................................................ 69
5.2.2.
Beat Master .............................................................................................................................................................................................................. 70
5.2.3.
Allowance Master ..................................................................................................................................................................................................... 70
5.2.4.
Travel and claim Policy............................................................................................................................................................................................ 71
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5.2.5.
Case Master.............................................................................................................................................................................................................. 71
5.2.6.
Warranty Master ...................................................................................................................................................................................................... 72
5.2.7.
Service Level Agreement (SLA) Masters .................................................................................................................................................................. 73
5.2.8.
Process Configuration Master Data...................................................................................................................................................................... 74
5.3.
PROCURE TO PAY ............................................................................................................................... 77
5.3.1.
Planning ................................................................................................................................................................................................................... 78
5.3.2.
Purchase ................................................................................................................................................................................................................... 79
5.3.3.
Store Goods Inward Note ...................................................................................................................................................................................... 79
5.3.4.
Quality Goods Inward ........................................................................................................................................................................................... 80
5.3.5.
Store Goods Receipt Note ...................................................................................................................................................................................... 80
5.3.6.
Purchase Voucher/Purchase Return/Debit and Credit Note .................................................................................................................................... 80
5.3.7.
Direct Expenses loaded on Material Cost ................................................................................................................................................................ 81
5.3.8.
Payment Voucher ..................................................................................................................................................................................................... 81
5.3.8.1. Important reports ..................................................................................................................................................................................................... 81
5.3.9.
Process Configuration Procure to Pay.................................................................................................................................................................. 82
5.4.
ORDER TO CASH ................................................................................................................................ 85
5.4.1.
Sales Enquiry............................................................................................................................................................................................................ 86
5.4.2.
Sales Quote (SQ) ...................................................................................................................................................................................................... 87
5.4.3.
Sales Order (SO) ...................................................................................................................................................................................................... 87
5.4.4.
Sales Shipment and Invoice ...................................................................................................................................................................................... 88
5.4.5.
Receipt Voucher ....................................................................................................................................................................................................... 88
5.4.6.
Process Configuration Order to Cash ................................................................................................................................................................... 89
5.5.
RETAIL SALES .................................................................................................................................... 90
5.5.1.
Sales Enquiry/Sales Quotes and Sales Order ........................................................................................................................................................... 91
5.5.2.
Sales Shipment and Invoice ...................................................................................................................................................................................... 91
5.6.
PRODUCTION .................................................................................................................................... 92
5.6.1.
Bill of Material and Routing..................................................................................................................................................................................... 93
5.6.2.
Job Order ................................................................................................................................................................................................................. 94
5.6.3.
Job Issue ................................................................................................................................................................................................................... 94
5.6.4.
Job Feedback............................................................................................................................................................................................................ 94
5.6.5.
Quality In Production ............................................................................................................................................................................................... 94
5.6.6.
Quality Finished Goods............................................................................................................................................................................................ 95
5.6.7.
Job Receipt ............................................................................................................................................................................................................... 95
5.6.8.
Extra material issue to Job Order ............................................................................................................................................................................ 95
5.6.9.
Process Configuration Production ........................................................................................................................................................................ 96
5.7.
LEAD AND CLIENT MANAGEMENT ........................................................................................................... 97
5.8.
FIELD FORCE AUTOMATION ................................................................................................................... 99
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5.9.
6.
KEY DELIVERABLES ............................................................................................................................................................................................... 103

6.1.
6.2.
7.
CASE MANAGEMENT ......................................................................................................................... 101
SCOPE DOCUMENT ........................................................................................................................... 103

RACI............................................................................................................................................ 112
DEPLOYMENT PLAN .............................................................................................................................................................................................. 120

7.1.
7.2.
7.3.
PROJECT SCHEDULE .......................................................................................................................... 120

ACTIVITIES DURING BLACKOUT PERIOD .................................................................................................... 121
CHANGE MANAGEMENT..................................................................................................................... 123
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List of Figures
Figure 1: Organization Structure - Site wise ................................................................................................................................................................ 15
Figure 2: ELECLINES and VPLINES Organization Structure Hierarchy .......................................................................................................................... 16
Figure 3: Organization Structure of FAWAC ................................................................................................................................................................ 17
Figure 4: Key Performance Indicators .......................................................................................................................................................................... 59
Figure 5: Procure To Pay .............................................................................................................................................................................................. 77
Figure 6: Order To Cash ............................................................................................................................................................................................... 85
Figure 7: Retail Sales .................................................................................................................................................................................................... 90
Figure 8: Production..................................................................................................................................................................................................... 92
Figure 9: Lead and Client Management ....................................................................................................................................................................... 97
Figure 10: Field Force Automation............................................................................................................................................................................... 99
Figure 11: Case Management .................................................................................................................................................................................... 101
List of Tables
Table 1: Key Business Factors for FAWAC, ELECLINES and VPLINES ............................................................................................................................ 18
Table 2: Sales Process FAWAC, ELECLINES ................................................................................................................................................................ 19
Table 3: Procurement Process Domestic for FAWAC................................................................................................................................................ 28
Table 4: Store & Incoming Quality Inspection for FAWAC ........................................................................................................................................... 33
Table 5: Store Operations ............................................................................................................................................................................................ 38
Table 6: Production, In process and Final Quality Inspection for FAWAC ................................................................................................................... 43
Table 7: Dispatch Process ............................................................................................................................................................................................ 47
Table 8: Customer Support .......................................................................................................................................................................................... 48
Table 9: Plant Maintenance for FAWAC ...................................................................................................................................................................... 51
Table 10: Key Pain Areas and OFIs ............................................................................................................................................................................... 53
Table 11: Item Codification .......................................................................................................................................................................................... 64
Table 12: Process Configuration - Master Data ........................................................................................................................................................... 67
Table 13: Travel and Claim Policy ................................................................................................................................................................................ 71
Table 14: Case Master.................................................................................................................................................................................................. 72
Table 15: Warranty Policy ............................................................................................................................................................................................ 73
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Table 16: SLA Management ......................................................................................................................................................................................... 73

Table 17: Process Configuration - Procure To Pay ....................................................................................................................................................... 82
Table 18: Process Configuration - Order To Cash ........................................................................................................................................................ 89
Table 19: Routing ......................................................................................................................................................................................................... 93
Table 20: Scope Document ........................................................................................................................................................................................ 103
Table 21: Project Schedule - Phase 1 ......................................................................................................................................................................... 120
Table 22: Blackout Period .......................................................................................................................................................................................... 121
Table 23: Phase 1 Implementation for FALED and FAWAC..................................................................................................................................... 121
Table 24: Phase - 2 Implementation for FALED and FAWAC ..................................................................................................................................... 122
Table 25: Implementation for ELECLINES and VPLINES ............................................................................................................................................. 122
Table 26: Communication Plan .................................................................................................................................................................................. 124
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Acronym List
Acronym Meaning
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BOM
Bill of Materials
DMS
Document Management System
FG
Finished Good
GIN
Goods Inward Note
GRN
Goods Receipt Note
PP
Production Plan
JF
Job Feedback
JI
Job Issue
JO
Job Order
JR
Job Receipt
KBF
Key Business Factors
KPI
Key Performance Indicator
MRP
Material Resource Planning
OFI
Opportunity for Improvement
PM
Packing Material
PO
Purchase Order
PR
Purchase Requisition
QGIN
Quality in GIN
RM
Raw Material
SFG
Semi-Finished Good
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SO
Sales Order
SS
Sales Shipment
SI
Sales Invoice
TBD
To Be Defined
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1. Introduction
This document is an outcome of the interactions between Tata Consultancy Services Limited (TCS) and the business process owners of
FortuneArt Wires and Cables Pvt. Ltd., Electrical Lines and Vimal Power Lines during the Discover phase of iON consulting for understanding As-Is
business processes, identifying Opportunities for Improvement. This will form the basis for defining To-Be business process and delivering
conference room pilot for the same.
The information has been gathered from interviews, discussions on the existing operating procedures and documentation and follow-up
meetings during various phases of the project.
This document would form the baseline for implementation of the To-Be processes at FortuneArt Wires and Cables Pvt. Ltd., Electrical Lines and
Vimal Power Lines.
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2. Overview
2.1. About FortuneArt Wires and Cables Pvt. Limited
FortuneArt Wires and Cables Pvt. Limited is one of the leading manufacturer of wires and cables in India established in 2011. It is a part of
Fortune Art Group of companies which is involved in manufacturing and supply of specialized cables, Power and control cables, instrument
cables, thermos copper cables up to 1100V for the past 5 years. FortuneArt Wires and Cables caters to Domestic, Industrial and Outdoor
segments with main focus being Industrial application.
The company has the factory at Cherlapally near Hyderabad with complete facility to manufacture Drawings of copper and AL, Extrusions,
Armouring and Outer Jacketing. There are various 10,000 types of cables are manufactured. It also has in-house R&D and testing facility involved
in new product as well as custom product development.
The company has a turnover of about INR 33 Cr for FY2014 and it plans to grow to about INR 200 Cr in next 3-4years time by capturing a a
market of manufacturing railway signaling cables.
FortuneArt Wires and Cables currently uses in-house developed FoxPro based software application to manage all the functions of the
organization which includes Inventory, Production, Dispatch and Quality. To cater to the growing needs of the organization and to bring in the
industry best practices, it is planning to implement a standard ERP package.
FortuneArt Wires and Cables Lighting Pvt. Limited is having its registered office and factory in Cherlapally near Hyderabad. The employee
strength of the unit is 130 (50-Payroll, 80-wages). The unit is headed by Mr. Arvind Srimal (MD) & Mr. Shaik M Basha (Director) and several other
staff members as highlighted in the distribution list.
2.2. About Electrical Lines
Electrical Lines is a trading company established in 1986. It is a part of Fortune Art Group of companies which is involved in sales of FortuneArt
LED and FortuneArt Wires products to customers.
The company has registered office and sales store at Rani Gunj, Secunderabad and turnover of about INR 46 Cr for FY2014 and its plan to grow
at least 20% more. The unit is headed by Mr. Arvind Srimal (MD) and several other staff members as highlighted in the distribution list.
Electrical Lines currently uses in-house developed Oracle based software application to manage all the functions of the organization which
includes Purchase, Sales, Inventory and Dispatch. To cater to the growing needs of the organization and to bring in the industry best practices, it
is planning to implement a standard ERP package.
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2.3. About Vimal Power Lines

Vimal Power Lines is a trading company established in 1987. It is a part of Fortune Art Group of companies which is a dealer of Crompton Graves
and Bharat Bijlee Motors. They are involved in sales of Crompton motors, Bharat Bijlee motors Submersible pumps and etc. products to
customers.
The company has registered office and sales store at Rani Gunj, Secunderabad and turnover of about INR 18 Cr for FY2014 and its plan to grow
at least 20% more. The unit is headed by Mr. Arvind Srimal (MD) and Mr. Ashok Srimal with several other staff members as highlighted in the
distribution list.
Vimal Power Lines currently uses in-house developed Oracle based software application to manage all the functions of the organization which
includes Purchase, Sales, Inventory and Dispatch. To cater to the growing needs of the organization and to bring in the industry best practices, it
is planning to implement a standard ERP package
2.4. Organization Structure of FortuneArt group companies
Figure 1: Organization Structure - Site wise
FortuneArt
Group
FortuneArt LED
Lighting Pvt. Ltd.
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FortuneArt
Wires and
Cables Pvt. Ltd.
Electrical Lines
Vimal Power
Lines
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Note: FortuneArt Wires and Cables Pvt. Ltd., Electrical Lines and Vimal Power Lines organizations are covered under the scope of this BPR
document.
Figure 2: ELECLINES and VPLINES Organization Structure Hierarchy
Mr. Arvind Srimal
Managing Director
Sales & Marketing (FWAC and
ELECLINES)
Industrial
Sales Mr.
PSR, Mr. NSR
and Mr.
Rajesh
Govt. Sales
Mr Akash
Dealer
Sales
Mr. Sachin
Mr. Vimal
Mehta &
Mr.
Sarvesh
Counter Sales
Mr. Ashok
Matta , Mr.
Ashok
Upadhyay
and Mr. Arun
Ms. Hema (Director)

Frenchise
Sales Ms.
Hema
Upcountry
Sales
Mr. Rajesh
Mr. Vijay
Back office
Ms. Preeti,
Ms. Deepa,
Ms. Shilpa,
Ms. Manisha
Purchase
Ms.
Bhavna
Store (ELECLINES)
Mr. Madhu G
Lighting Mr.
Basawa
Cables Mr. Bhaskar
Ms. Archana
Mr.
Shravan &
Mr. Atish
Labour Staff
Logistics
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Mr. Ashok
Srimal
(Director VPLINES)
Executiv
es Mr.
Navin,
MrDilip,
Mr. Raju
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Figure 3: Organization Structure of FAWAC
Mr. Arvind Srimal
Managing Director
Mr. Basha
(Director - FAWAC)
Ms.Meenaxi
Admin, Exsice
and Store
Mr. Sudhakar
Electrical
Mr. Praveen
Elec.
Engineer
Mr. Raghu Asst.
Manager Excise
Mr. Rajkumar
Dispatch
Incharge
Mr. Ramarao
Admin Office
Asst.
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Mr.
Nageshwar
Mechanical
Mr. Baswaraj
Asst. Mgr.
Maintenance
Mr. Tapan
Production
Supervisiores
Operators
Mr. Jitendra
Electrician
Mr. Kirod
Welding
Mr. Nityanand
Turner
Helpers
Mr. Sesha
Manager
Quality
Mr. Shafi Dy.
Manager
Quality
Mr.
Venkateshwar
Rao - Testing
Engineer
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3. Key Business Factors (KBF)

Based on interaction with senior management at FortuneArt Wires and Cables, Electrical Lines and Vimal Power Lines., we have identified various
key business factors categorized under various sub heads as presented:
Table 1: Key Business Factors for FAWAC, ELECLINES and VPLINES
Growth Factors Position
Linear growth till now catering only to Domestic market.

Non-liner growth expected next few years due to high
market demand.
Export
Expansion of sales channel like eCommerce
Brand building for FAWAC
Addtion of franchiesse and dealership for FAWAC
Working Capital Position
Profitability Factors (Gross Profit)
Price variatoin in Aluminum, Copper and PVC

Competitive pricing
High frieght cost incurred on Raw Materials to satisfy Rush
orders from customers
Scrap management
Organization Structure
Business Model
FAWAC
- Made To Order 100%
- Primarily B2B
ELECLINES
- B2C & Retail sales for FALED and FAWAC
VPLINES
- B2C & Dealer for CG Motors and Bharat Bijlee Motor
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Working capital is managed partly through internal

reserves and partly through Short term borrowings
Registed Offices and Factory at Hyderabad,

FAWAC, ELECLINES and VPLINES are part of FortuneArt
group of companies
Supply Chain and Distribution
Retail Involvement By sister company Electrical Lines

For large orders, direct sales through FAWAC and retail
orders through Electrical lines
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4. As-Is Business processes and OFIs

This section covers the current business processes and various system / out of system activities being followed by the departments at FortuneArt
Wires and Cables Pvt. Ltd., Electrical Lines and Vimal Power Lines along with the corresponding OFIs.
4.1. Sales Process
Sales process can be broadly classified under following categories.
Sales Enquiry processing for FAWAC and ELECLINES

Sales Quote processing for FAWAC and ELECLINES
Indent (Sales Order) processing for FAWAC and ELECLINES
Sales Invoice processing for ELECLINES
Counter Sales process for ELECLINES
Back office operations
- Follow ups
- Dispatch Tracking
Sales Enquiry, Quotes and Indent process for VPLINES
Table 2: Sales Process FAWAC, ELECLINES
Department
Activity
No.
Process
Owner
Input
Activities Performed
Control
Output
OFIs
Simplification
Integration
Automation
1.
Amendment
history for
quotes can be
viewed from
system
1. Pricing
master for FGs
to be created
and integrated
with sales.
1. Pending
Sales
Quotes
details can
be
generated
form system
Sales Enquiry processing for FAWAC and ELECLINES

Sales
Enquiry
4.1.1
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Ms.
Preeti,
Ms.
Deepa,
Ms.
Shilpa
1. Sales Enquiry
from customer
by Mail/ Call/
Sales Engineer
visit
1. Sales enquiry is received

from customer along with
Qty, Terms & Conditions
and many of times without
above
2. All sales enquiries are
1. Customer
details are
verified.
1.
Communicatio
n history
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Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
captured in Back office

operation ->
Communication Entry
2. History of
the customer
sales quotes
can be viewed
along with old
rates,
discounts in
system
3. Customer details, person

to whom communicated
and details of enquiry are
captured in remark field.
3. Customer
wise
Approved,
Rejected and
Canceled
quotes details
can be seen
Sales Quotes processing for FAWAC and ELECLINES
Sales
Quotes
4.1.2
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Ms.
Preeti.
Ms.
Deepa,
Ms.
Shilpa
1.
Communication
History
1. Based on communication
details are captured in
system, Sales quotes are
prepared.
1. Customers
previous
purchase
history,
outstanding,
2. At time of preparing
credit details,
quotes, customers previous
payments are
purchase history are viewed.
validated.
3. Sales quotes are
prepared, if in case higher
rates or qty, management
will review.
Sales Quote
Quotes details
in excel
1.
Outstanding
report can be
viewed from
system
2. Previous
quotes details
can be viewed
from system
Integration
Automation
automaticall
y
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Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
1. Customer
delivery date
can be
captured at
the time
booking sales
order
1. Document
management
module to be
integrated
attaching
Customer PO
with Sales
Order
1. Finished
goods
inventory
details can
be viewed
at the time
of booking
sales order
2. Pricing
master for FGs
2. User can
view the
4. On sales quote screen,

profit and loss of product
can be seen (based on rate)
by authorized users
5. Print out of quotes are
taken and mail to customer
5. If it is a small qty enquiry
then it will be processed
through Electrical Lines.
6. Sales Engineer gets sales
quotes approved from
customer and order is
placed, lost or dropped
7. All quotes details are also
captured in excel sheet for
follow up.
Indent (Sales Order) processing for FAWAC and ELECLINES
Sales Indent
4.1.3
Ms.
Manish
a
1. Customer
Purchase Order
2. Approved
Quotes
1. Once quotes are

approved from customer
and customer PO is
received, Indent (Sales
Order) is prepared in system
2. In indent, it is mentioned
weather its
Cash/DC/Invoice/EXDC/
3. For cash sales, details of
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1. Credit
limit,
Payment
history and
Out standings
are verified
1. Indent
2. Customer
wise/Item
wise sales
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Department
Activity
No.
Process
Owner
Input
Cash/Credit card/Cheque
details are captured.
4. For delivery, whether its
To be delivered/Party will
collect that details are
captured.
5. In indent transport details
are required or not also
captured.
6. Customer wise credit
limits are set.
7. For anchor customer,
credit limit is not defined.
8. Before confirming any
sales order, customers
credit limits, payment
history and out standings
are verified
For Electrical lines
Once indent is
prepared, copy of
indent is given to
store
For FAWAC order,
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All to be dispatched
line items are added
Control
Output
OFIs
Simplification
Integration
Automation
history can be
seen in
system
to be created
and integrated
with sales.
availability
of Raw
materials in
system
3. Customer
wise credit
limit can be
defined in
masters
3. Pending
Sales Order
report can
be
generated
from system
automaticall
y
4. Sales
Order
monitoring
report can
be
generated
from system
4. Order Vs
Shipment
report can
be
generated
from system
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Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
in excel sheet when

order is received.
It includes the
details of Date, SO
No., Customer PO
No. , Indent no.,
Customer Name,
City, Item
description, Qty,
Remarks, Follows,
Rate, Excise, Taxes.
Customer PO copy is
sent to FAWAC
through mail
Sales Invoice processing for ELECLINES

Sales
Invoice
4.1.4
Ms.
Manish
a
1. Indent
2. Delivery
details from
Store
1. Once store, dispatch the

material dispatch times is
captured in system
2. After that, back office
team prepares the invoice
and send to customer.
3. For first time customer or
where credit period is not
captured for those customer
per-forma invoice is
prepared
23 | P a g e
1. Dispatch
details are
validated
1. Sales Invoice
2. Per-forma
invoice
1. Sales
shipment can
be created for
dispatching
material
2. Per-forma
invoice/comm
ercial invoice/
Tax invoice
can be
generated
from system
1. Invoice
register
report can
be
generated
from system
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
1. Sales
Quotes can be
generated in
system
1. Document
management
module to be
integrated
attaching
Customer PO
with Sales
Order
1. Finished
goods
inventory
details can
be viewed
at the time
of booking
sales order
Counter Sales process for ELECLINES

Sales
Process
4.1.5
Mr.
Sachin,
Mr.
Ashok
Matta,
Mr.
Ashok
Upadhy
ay
Calls/Mail/Custo
mer walks in for
material
1. Customer visit to shop for

enquiry/quotes or to buy
products.
2. Shop have only display
items.
3. Quotes are prepared in
system and mail to
customer if required.
4. In case of quotes,
negotiation can be done and
all details are captured in
system
5. For approved quotes,
indent (sales order) is
prepared.
1. Customers
outstanding/
previous
purchase
history
validated
2. Item qty
validated in
shop
1. Sales Quotes
2. Indent
3. Invoice
2.
Amendment
of quotes can
be done in
system and
history can be
viewed.
3. Direct
Shipment can
be generated
in system
2. Pricing
master for FGs
to be created
and integrated
with sales.
6. Customer collects invoice

and material from shop
7. If material is required
from store, dispatch indent
is prepared.
8. Dispatch indent and
invoice is sent to store
Back Office Operations
Back Office
4.1.6.1
24 | P a g e
Ms.
1.
1. Back office team connect
1. Pending
1. Pending
ERP Consulting
Department
Activity
No.
Operations
Follow ups
Process
Owner
Input
Preeti.
Ms.
Deepa,
Ms.
Shilpa
Communication
History
Control
Output
OFIs
Simplification
2. Sales Quotes
3. Indents
to customer and sales team

whether payments are
received or not.
2. Connects to the factory
whether shipments are
done or not.
Integration
Automation
enquiry/quote
s/orders
details can be
viewed in
system
Sales Order
reports can
be
generated
from system
1. Pending
quotes details
can be viewed
1. Order Vs
Shipment
reports can
be
generated
from system
automaticall
y
3. For sales quotes, calls to

respected person at
customer to know whether
they have accepted quotes
or not and updates in
system as
Lost/Revised/Accepted/Parti
al
Accepted/Postponed/Tende
r/Nil/Budgetary.
4. Also calls to customer
regularly for new enquiries.
Back office
4.1.6.2
operations
dispatch
tracking
Ms.
Preeti.
Ms.
Deepa,
Ms.
Shilpa
1. Bills and
updated Indents
from factory
1. Next day, factory team

sends details of bill to HO.
HO removes the completed
line item from the list
2. Transport contracts are
done with Safe Express and
Gati.
3. After dispatch of material,
LR and Acknowledgements
25 | P a g e
1. Bill are
validated
w.r.t. Rate,
Discounts,
Taxes.
1. FA LED order
sheet updated
2. Daily sales
shipments
details can be
viewed in
system
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
1. Sales
Enquiry/Quot
es/Orders/Shi
pment/Invoic
e can be
created and
viewed with
history in
1. Document
management
module to be
integrated
attaching
Customer PO
with Sales
Order
1. Finished
goods
inventory
details can
be viewed
at the time
of booking
sales order
are received from

transporter and updated to
finance.
4. For local dispatch
(Hyderabad and
Secunderabad), delivery
date and dispatch are done
on same day.
5. In some cases, Invoice can
be generated earlier but
way bills are generated only
when dispatch done.
6. In case of other state
billing, Advance way bills (Esugam) are requested from
customer.
7. Warranty is considered
from date of invoice.
Sales Process for VPLINES
Sales
Process
4.1.7
Mr.
Navin
Calls/Mail/Custo
mer walks in for
material
1. Customer visit to shop for

enquiry/quotes or to buy
products.
2. If quotes are required,
then quotes are prepared in
system and mail or give
print
26 | P a g e
ERP Consulting
Department
Activity
No.
Process
Owner
Input
3. In case of quotes,
negotiation can be done and
all details are captured in
system
4. For approved quotes,
indent (sales order) is
prepared.
5. Customer collects invoice
and material from shop
6. If material is required
from store, dispatch indent
is prepared.
7. Dispatch indent and
invoice is sent to store
List of Legacy documents referred
Indent
Sales Quote
Sales Invoice
Sales Order Tracking report
27 | P a g e
Control
Output
OFIs
Simplification
Integration
system
2. Pricing
master for FGs
to be created
and integrated
with sales.
2. Direct
Shipment can
be created in
system
Automation
ERP Consulting
4.2. Procurement Process - Domestic

Procurement process can be broadly classified under following categories.
Purchase Requisition process for FAWAC
Purchase Requisition process for ELECLINES
Purchase Process for FAWAC and ELECLINES
Purchase of new items and selection of new vendor for FAWAC and ELECLINES
Material Return process for FAWAC and ELECLINES
Purchase Process for VPLINES

Table 3: Procurement Process Domestic for FAWAC
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
Purchase Requisition Process for FAWAC

Purchase
Requisition
4.2.1.1
Mr.
Tapan
1. Store Stock
1. Review and check the raw

material daily based on
Customer Purchase Orders
and Min Max stock level
1. Store RM
stock qty
validated
1. Purchase
Indent
1. Min Max,
Reorder level
can be
defined in
system
1. Auto
Purchase
Requisition/
Purchase
Order/Job
Order can
be raised in
system
1. Purchase
Indent qty is
validated
1. Purchase
Indent
1. Multilevel
approval can
be set for
Purchase
1. Auto
email can
be sent to
respective
2. If Qty not available then

creates Purchase Indent
3. Purchase Indent is sent to
General Manager for
approval
Purchase
Requisition
4.2.1.2
Mr.
Basha
1. Purchase
Indent
1. Review purchase indent

and approves it
2. For Purchase Indent,
28 | P a g e
2. Indent email
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
email is sent to Purchase

Department
Integration
Automation
requisition
department
/user.
1. Auto
Purchase
Requisition/
Purchase
Order/Job
Order can
be raised in
system
Purchase Requisition Process for ELECLINES

Purchase
Requisition
4.2.2
Mr.
Madhu
Customer
Purchase Order
1. Review Customer order

and validate qty from store
2. If qty stock is not
available, creates Purchase
indent
1. Item
inventory
validated
1. Purchase
Indent
1. Min Max,
Reorder level
can be
defined in
system
1. Only
Approved
Indents are
considered
1. Purchase
Order is
generated
1. Purchase
Quotes
comparison
can be done
through
system
3. Sent Purchase Indent to

Purchase department
Purchase Process for FAWAC and ELECLINES

Purchase
4.2.3
Ms.
Bhavna
1. Indent from
FAWAC and
ELECLINES
1. Receives the indent from

factory along with mail
approval
2. Purchase
Quotes from
vendors
2. Vendor codes are tagged

with each line items in
indent.
3. Indents are converted in
enquiry vendor wise.
4. If quotes are required,
Enquires are converted into
quotes and sent to supplier
5. Once quotes are received
from supplier, rate, tax
29 | P a g e
2. Minimum
stock level
and Customer
orders are
validated
1. Auto PO
generation
based on the
re-order level.
2. Pricing
master for
RMs to be
created and
integrated with
purchase.
3. Real time
stock details to
be accessed by
1. Pending
Purchase
Orders
report
would be
generated
in system
2. Purchase
Order
monitoring
report to be
generated
in system
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
Simplification
details are updated in

system and approved.
7. In case of high
amount/volume of order
approval are taken from
management.
8. It is responsibility of
purchase team to follow up
until the material reaches
factory
Purchase of New Items and selection of new vendor for FAWAC and ELECLINES
4.2.4.1
Ms.
Bhavna
1. New Item
request from
FAWAC
1. For new items, indents

are placed with Item code as
OP.
2. Quotes from
suppliers
2. For new supplier, sources

are obtained through
internet portals, exhibitions
etc.
3. After discussion with
supplier, requirement of
Items are shared
30 | P a g e
Integration
purchase.
6. From approved quotes,

Purchase Order is created in
system and sent to vendor
along with delivery
schedule.
Purchase of
new items
and
selection of
vendor for
FAWAC
OFIs
1. Master data
creation for
Item and
Vendor
Automation
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
Simplification
4. Quotations are received

from suppliers, captured in
excel sheet and compared.
4. Against approved
quotations, samples are
sent by supplier and
received at factory stores.
5. Samples are sent to QC at
factory
6. After approval from QC,
Item code generated and
Item and Vendor master is
updated in system
7. Orders placed to supplier.
Purchase of
new items
and
selection of
vendor for
ELECLINES
4.2.4.2
1. New Item
request from
ELECLINES
1. For new items, indents

are placed with Item code as
OP.
2. Quotes from
suppliers
2. For new supplier, sources

are obtained through
internet portals, exhibitions
etc.
3. After discussion with
supplier, requirement of
Items are shared
4. Quotations are received
from suppliers, captured in
31 | P a g e
OFIs
1. Master data
creation for
Item and
Vendor
Integration
Automation
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
excel sheet and compared.

5. Against approved
quotations, order is placed
6. Material is received at
ELECLINES store
Material Return for FAWAC and ELECLINES
Material
Return
4.2.5
Ms.
Bhavna
1. Mail for
rejected items
1. In case of rejections,
return / replacement
decision is taken in
discussion with vendor.
1. Rejected
material qty
and bills are
validated
1. Debit note is
prepared
2. With reference to bill,

rejected material Challan
no, Transport docket
number and date is given.
1. Material
Return
transaction
can be used
for returning
material or for
replacements
1. Debit
note can be
automaticall
y created in
system
1. Min Max,
Reorder level
can be
defined in
system
1. Auto
Purchase
Requisition/
Purchase
Order/Job
Order can
be raised in
3. Material is sent back to

vendor and debit note is
prepared
2. Material
return
register
report can
be
generated
from system
Purchase Process for VPLINES

Purchase
Requisition
4.2.6
Mr.
Navin
1. Purchase
Indent
1. Receives the purchase

indent from store
2. Review the indent and
place purchase order to
CG/BBM.
32 | P a g e
1. Only
approved
indents are
considered
1. Purchase
Order
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
system
Purchase Indent
Purchase Quote
Purchase Order
4.3. Goods Inward & Incoming Quality Inspection for FAWAC

Goods inward and Incoming Quality inspection can be broadly classified under following categories.
Material Receipt
Incoming Quality Inspection
Material Inward to Store
Table 4: Store & Incoming Quality Inspection for FAWAC
Department
Activity
No.
Process
Owner
Input
Control
Output
Simplification
Goods Inward Process for FAWAC

Material
Receipt at
gate
4.3.1.1
Ms.
Meenak
shi
1. Incoming
material
received at gate
1. When the material is

received gate, security
person will verify and
stamps it.
2. Time of arrival, vehicle
number and serial number
33 | P a g e
OFIs
1. Validates
bills
1. Bills with
stamps
Integration
Automation
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
are captured
Material
Receipt
from gate
4.3.1.2
Ms.
Meenak
shi, Mr.
Raghav
1. Incoming
material from
gate
1. Store team takes material

into inward gate and
collects the stamped
document from security
2. Store team, prepares the
Store Receipt Note
1. Validate
bills and qty
against
Purchase
Order
1. SRN Store
Receipt Note
1. When
material is
received,
Goods Inward
Note can be
prepared.
1. Document
management
system can be
integrated
1.Raw
material Item
Specification
is validated
1.Incoming
Inspection
report for
Aluminum,
Copper, PVC
and GI strips
1.Incoming
quality
checking of
material can
be done
through
system
1. Integration
of Store and
Quality can be
done
3. Store Receipt Note

includes details like SRN No,
Supplier Name, DC/Inv No,
Dc/Inv Date, Receipt Date,
Item description, Qty
Received, Qty Accepted, Qty
Rejected, Qty and Remarks
Incoming RM Quality Inspection for FAWAC

Incoming
RM Quality
inspection
4.3.2.1
Mr.
Shesha
1. Raw Material
from Inward
location
1. Sample is drawn from

inward material by quality
checking department
2. Quality team tests the
material with its respective
specification and prepares
reports
3. Pre testing specifications
are already defined in
system for Aluminum,
34 | P a g e
2. QC
Approved SRN
2.Details of
Accepted Qty,
Rejected Qty
and testing
2. Document
management
system can be
integrated to
store quality
documents
1.Incoming
quality
inspection
report can
be
generated
from system
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
Cooper, PVC and GI strips

and wires.
4. For Aluminum,
specifications like diameter,
resistivity and finishing are
checked.
OFIs
Simplification
Integration
parameters
details can be
captured in
system
online
Automation
3. After QC,
Goods Receipt
Notes can be
prepared and
inventory will
be auto
updated in
system
5. For GI strips, tensile

strength, elongation,
resistivity, zinc coating,
winding test and surface
finishing are checked.
6. For PVC, thermal stability,
heat shock, elongation,
specific gravity and loss of
mass are checked.
7. For approved material,
QC manager approves SRN
Raw
Material
Store
4.3.2.2
Mr.
Raghav
QC approved
material
1. After approval from

Quality, raw material is
stored in store and updated
in inventory.
2. SRN approved by store
manager.
3. Raw material qty updated
in system and in Raw
material register
35 | P a g e
1. Validates
QC report
1. SRN Store
receipt note
approval from
store
1. On
approval QC,
GRN Goods
receipt note
can be
prepared and
inventory
updated in
system
1. Pending
Purchase
Order qty
can be seen
in system
2. Purchase
Order will
be
automaticall
y closed
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
when all
quantities
are received
Goods Inward process for VPLINES

Goods
Inward
4.3.3
Mr.
Dilip
1. Invoice from
vendor
1. Receives material from

vendor along with invoice
copy
1. Verify PO
qty and
invoice qty
1. Inward Note
2. Check the material along

with invoice qty
3. Store material and update
inventory
1. GRN
Goods receipt
note can be
prepared and
inventory
updated in
system
1. Pending
Purchase
Order qty
can be seen
in system
1. Sales
Shipment/Dir
ect shipment
can be
created in
system
1. Finished
goods
inventory
details can
be viewed
at the time
of booking
sales order
1. Real time
1. Stock
2. Purchase
Order will
be
automaticall
y closed
when all
quantities
are received
Store Operations process for VPLINES

Goods
Outward
4.3.4.1
Mr.
Dilip
1. Dispatch
indent
1. Check the indent qty and

prepares the dispatch
2. Gives material to
customer
Purchase
4.3.4.2
36 | P a g e
Mr.
1. Daily Stock
1. Daily checks the material
1. Item
inventory
validated
1. Item
1.
ERP Consulting
Department
Activity
No.
Requisition
Process
Owner
Dilip
Input
Report
qty in store and if any

material is not available
raise purchase indent

Purchase Indent
Incoming inspection report
Weight analysis report
Material outward report
4.4. Store Operations
Store Operations for FAWAC

- Material Outward to Production
- Material Rejection
- Material Replacement
- Stock Verification
- Scrap Management
Store Operations for ELECLINES
- Material Requisition
- Material Inward
- Issue to Shop/Customer
- Goods Exchange
- Goods Return
37 | P a g e
Output
OFIs
Simplification
2. Prepares the weekly

inventory report
Control
inventory
validated
Daily/Weekly
Inventory
report
item
inventory can
be viewed in
system
Integration
Automation
ledger
report can
be
generated
from system
ERP Consulting
Store Operations for VPLINES

- Goods Inward
- Goods Outward
- Stock Verification
Table 5: Store Operations
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
Store Operations for FAWAC

Material
Outward to
Production
4.4.1.1
Mr.
Raghav
1. RM
Requisition Issue
Slip
1. Receives RM Requisition
Issue slip from production
2. Check the stock and issue
the material
1. Item
Inventory
validated
3. Material is outward is
updated in register and
system
Material
Rejection
4.4.1.2
38 | P a g e
Mr.
Raghav
1. Receiving
rejected
material from
QC
1. Receives rejected
material from QC and
inform to HO for same.
2. Returns material to
vendor and informs to head
office
1. Validates
SRN
1. Material
outward
register
updated
1. Job Issue
can be
created
against
Production
Order
1. Real time
inventory
can be
viewed in
system
1. Rejected
material can
be stored in
separate
Rejection
location
1.Inventory
for rejected
material can
be viewed
from system
2. Auto
PR/PO can
be created if
material is
not
available
ERP Consulting
Department
Material
Replacemen
t
Activity
No.
Process
Owner
Input
4.4.1.3
Mr.
Raghav
1. Replaced
Material
Control
Scrap
Manageme
nt
4.4.1.4
4.4.1.5
Mr.
Tapan
1. If any material is received

after replacement from
vendor are kept in store.
1. System ledger
report from
system
1. Every month, store will do

physical stock verification
with system stock.
2. Physical Stock
details from
registers
2. If any variants, stock

adjustment activities are
carried out after approval
from the management
1. Scrap
generated
during
production
1. During various process of

production, scrap is
generated of aluminum and
copper
2. When scrap is reached
around 1 tone or 2 tone its
sold to vendor
3. Sales Order is prepared
for Scrap, dispatch and
invoice is prepared
39 | P a g e
OFIs
Simplification
1. Replace
qty validated
against PO
2. Qty are updated in

system and in register
Stock
Verification
Output
1. Inventory
updated in
system
2. RM Stock
Registers are
updated
Integration
Automation
1.
Replacement
against
Purchase
order can be
tracked in
system
1. Item
Inventory
will be
updated
automaticall
y
1. Item qty
are validated
in plant and
store
1. Updated
system stock
1. Stock
adjustment
can be done
through
system and
stock will be
updated
1. Item
inventory
can be
automaticall
y updated
after
adjustments
1. Validate
Scrap Qty
1. Sales
Order/Dispatch
/Invoice for
Scrap
1. Sales
Order/Shipme
nt/Invoice can
be prepared
in system
1. Scrap
Inventory
can be
viewed in
system
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
Store Operations for ELECLINES

Material
Requisition
4.4.2.1
Mr.
Madhu
G, Mr.
Basawa,
Mr.
Bhaskar
1. Daily Stock
report
1. Store keeper daily checks

the material, if stock is not
available then raises the
purchase indent
1. Item
inventory
validated
1. Purchase
Indent
1. Min Max,
Reorder level
can be
defined in
system
1. Auto
Purchase
Requisition/
Purchase
Order/Job
Order can
be raised in
system
Material
Inward
4.4.2.2
Mr.
Madhu
G, Mr.
Basawa,
Mr.
Bhaskar
1. Bills from
vendor
1. Electrical Lines receives

the material from vendor
along with bill.
1. Item qty
validated
against
Purchase
Order
1. Inward Note
1. GRN
Goods receipt
note can be
prepared and
inventory
updated in
system
1. Purchase
Order will
be
automaticall
y close
when all
items are
received
1. Validate
inventory qty,
indent and
invoice
1. Dispatch
Note
1. Sales
Shipment can
be created
from system
2. Material is verified with

bill and purchase order and
3. Inward note is prepared
and material is taken to
store
4. Inside store, based on
items LED or Wires material
is kept
Issue
material to
shop/custo
mer
4.4.2.3
40 | P a g e
Mr.
Madhu
G, Mr.
Basawa,
Mr.
Bhaskar
1. Indent and
invoice from
shop
1. Store will receive the

indent from shop to
dispatch material
2. Checks the stock details in
store and informs to shop.
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
3. If material is available and

customer is willing to collect
from then against invoice
dispatch note is prepared
and material is given to
customer
4. Check the material and
dispatch it.
Goods
exchange
Goods
Return
4.4.2.4
4.4.2.5
Mr.
Madhu
G, Mr.
Basawa,
Mr.
Bhaskar
1. Receives
material from
customer for
exchange
Mr.
Madhu
G, Mr.
Basawa,
Mr.
Bhaskar
1. Receives
material from
customer
Receives material for

exchange, check the
available material and
exchange to customer
1. Exchange
note
1. Return qty
and Invoice
verified
1. GRM (Goods
Return Memo)
If material is having issue to

vendor supply, take that
material from customer and
inform purchase
department for replacement
from vendor
1. Customer returns unused
material/excessed
2. Material will take back to
store and GRM is prepared
for same. GRM (Goods
Return Memo)
3. If material is returned due
to issue, warranty is
checked for same.
41 | P a g e
1. Validate
invoice
1. Sales
Return and
Supplementar
y Invoice can
be created
from system
2. Warranty of
material can
be tracked
1. Warranty
can be
tracked
through
system
based on
invoice date
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
4. If its in within warranty,

replacement can be done.
Integration
Automation
from system
Store Operations for VPLINES

Goods
Inward
4.4.3.1
Mr.
Dilip
1. Material and
Invoice from
vendor
1. Receives material from

vendor along with invoice
copy
1. Verify PO
qty and
invoice qty
1. Item
inventory
updated
2. Check the material along

with invoice qty
3. Store material and update
inventory
Goods
Outward
Stock
Verification
4.4.3.2
4.4.3.3
Mr.
Dilip
Mr.
Dilip
1. Dispatch
indent from
shop
1. Check the indent qty and

prepares the dispatch
1. Stock
Registers
1. Daily checks the material

qty in store and if any
material is not available,
raise purchase indent
2. Gives material to
customer
2. Prepares the weekly

inventory report
42 | P a g e
1. GRN
Goods receipt
note can be
prepared and
inventory
updated in
system
1. Validates
item
inventory
1. Item
Inventory
updated
1. Sales
Shipment can
be created in
system
1. Item
inventory
validated
1. Weekly
Inventory
report
1. Stock
adjustment
can be done
through
system and
stock will be
updated
2. Purchase
Indent
1. Pending
Purchase
Order qty
can be seen
in system
2. Purchase
Order will
be
automaticall
y closed
when all
quantities
are received
1. Item
inventory
can be
automaticall
y updated
after
adjustments
ERP Consulting
RM Requisition Issue Slip

Inward Note
Cash Memo
Goods Return Memo
Goods Exchange Note
4.5. Production, In process Quality and Final Quality Inspection for FAWAC
Production process can be broadly classified under following categories.
Production Process
In process Quality checking
Finished Goods Quality checking
Table 6: Production, In process and Final Quality Inspection for FAWAC
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
Production Process
Material
Requisition
from store
4.5.1.1
Mr.
Tapan
1. Production
Order Qty
1. Bill of material for an

items are pre-defined.
2. Based on customer
purchase order qty and
delivery date, production is
planned and production
order is created
3. To get material from store
43 | P a g e
1. Store RM
qty,
Production
Order Qty
and BoM qty
validated
1. RM
Requisition
Issue Slip
1. Job Issue
can be
created
against
Production
Order
1. Real time
inventory
can be
viewed in
system
2. Auto
PR/PO can
be created if
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
for production, production

manager prepares Raw
Material Requisition Issue
Slip
Production
Process
4.5.1.2
Mr.
Tapan
1. Customer
Purchase Order
2. Raw material
from store
1. After receiving material

from store, production
process starts.
2. Production process
includes below operations
like
Wire Drawing
Annealing
Bunching
Insulation
Wrapping/Extrusion
Armouring
Sheathing
In process QC
Final Qc
3. According to different
types wires, operation
sequence are changed.
4. At each state, material
moves from one process to
another process and
machines
5. For each different type of
44 | P a g e
Integration
Automation
material is
not
available
1. Bill of
material and
Routing are
validated
1. Production
Plan
2. Production
Order
1. Daily
production
plan can be
created in
system
2. Job Order,
Job Issue, Job
Receipt can
be created
3. Bill of
Material and
Routing can
be defined for
each item
1.Auto Job
Order can
be
generated
using MRP
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
1. In process
quality
checking can
be done
through
system
1. Document
Management
system can be
integrated to
store quality
reports
1. Quality
Production
report can
be
generated
from system
wires, machine specification

are already fixed.
In Process Quality Checking

In Process
Quality
4.5.2
Mr.
Shesha
1. Pickup
material
production for
QC
1. Pickup material from

production for quality
checking.
2. Along with quality
checking, QA patrol
inspection report is
prepared
3. In process quality, weight
analysis report is prepared
for conductors, Insulation,
Laying, inner sheath,
Armouring, outer sheath
and sheath.
4. Weight of copper,
insulation, inner sheath,
armour and outer PVC
captured against specified
weight.
5. In process quality is
report is prepared for same.
Finished Goods Quality Checking
45 | P a g e
1. Item
specifications
are validated
1. Weight
Analysis Report
2. QA Patrol
Inspection
ERP Consulting
Department
Quality Finished
goods
Activity
No.
Process
Owner
Input
4.5.3
Mr.
Sheshu
1. Finished
goods from
production
1. After production, material

is move to final quality
checking
3. Sample is taken by quality

team for testing.
4. Item specification are
predefined, based on test is
carried out and results are
captured.
5. Weight test is also done
for an item after production
6. After approval from QC,
material is moved to lab
stock to outward.
7. Drum no and coil no are
considered at batch no
8. Details of drum number is
captured in testing report

Indents
Master Production Card
Daily Production Status Report
46 | P a g e
Output
OFIs
Simplification
2. Material moves to
production to lab stock
Control
1. Item
specifications
are validated
1. Final Product 1. Finished

Test Report
goods quality
checking can
2. Weight
be done
analysis report
through
system
Integration
Automation
1. Document
Management
system can be
integrated to
store quality
reports
1. Quality of
Finished
goods
register and
list reports
can be
generated
from system
automaticall
y
ERP Consulting
In process Quality Report

Final Product Test Report
Weight Analysis Report
QA Patrol Inspection Report
4.6. Dispatch
Table 7: Dispatch Process
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
Dispatch Process for FAWAC

Dispatch
4.6.1
Mr. Raj
Kumar
1. Receives
finished goods
from Quality
department
2. Customer PO
1. Once production and

quality checking activity is
completed along with
Finished Goods QC, material
is kept aside for dispatch
2. Material is loaded in
vehicle
3. Material is verified by
security before dispatch
4. Invoice is prepared for
same by dispatch
department
5. Material is shipped to
customer location
6. Finished goods stock is
reduced when invoice is
prepared.
47 | P a g e
1. Customer
PO qty is
validated
1. Sales Invoice
2. Finished
good stock
ledger is
updated
1. Sales
shipment and
Sales Invoice
created by
converting
Sales order
with very
minimal data
entry
2. Sales
invoice can be
only done
when
shipment is
ready
3. Packing list
1. Stock
details will
be
automaticall
y updated
when
production
process is
completed
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
7. Transporter collects the

material along with invoice
copy and delivered to
customer
Integration
Automation
can be
generated
along with
Sales Invoice
8. Invoice copies are sent to

Head office for further
process
9. Warranty for wires are
measured like 12 months
after consuming and 18
months after dispatch
10. In general, shelf life of
wires are 25yrs approx.
4.7. Customer Support
Sales process can be broadly classified under following categories.
Customer support process for FAWAC

Customer support process for ELECLINES
Table 8: Customer Support
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
1. Job Order
1. Complains
Customer Support for FAWAC

Customer
4.7.1
48 | P a g e
Mr.
1. Faulty
1. Receives faulty material
1. Warranty
1. Material
Automation
ERP Consulting
Department
Activity
No.
Support
Process
Owner
Basha
Input
material from
Head office
along from customer or may

require to visit customer
location
Control
details of
components
is validated
2. Engineer visits at
customer location and
review the material.
Output
Replacement
Indent
2. Invoice for
the repair (if
applicable)
OFIs
Simplification
Integration
repair process
can be used
for repair
work.
can be
registered and
tracked with
Helpdesk or
Case
management
2. Warranty
tracking can
be done
through
system
3. If any issues found, and if

its repairable then repaired
or replaced.
4. Received material are
sent for repair.
5. For replacements,
material is taken from store
and inventory is updated.
6. Such incident only
happened once in last 5 yrs.
Customer Support for ELECLINES
Customer
Support
4.7.2
Mr.
Upadhy
ay
1. Faulty
material from
Customer
1. Receives faulty material

from customer along with
Material Replacement
Indent
2. If components is in
warranty then replacement
or repair is free of cost. If
components is not in
warranty, then repair or
49 | P a g e
1. Warranty
details of
components
is validated
1. Material
Replacement
Indent
2. Monthly
Replacement
Report
1. Job Order
repair process
can be used
for repair
work.
2. Warranty
tracking can
be done
1. Complains
can be
registered and
tracked with
Helpdesk
Automation
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Output
OFIs
Simplification
components replacement
charges are recovered from
customer.
3. To find out components is
within warranty or not,
either from invoice or from
serial number it will be
tracked manually with
quality team
4. Received material are
sent for repair.
5. Either material are
repaired or replaced with
new components.
6. For replacements,
material is taken from store
and inventory is updated.
7. Replacement details are
mentioned in Material
Replacement Indent and
sent back to Head office
along with replaced
material.
8. Incoming material details
and outgoing material
details are captured in
Replacement details sheet
50 | P a g e
Control
3. Invoice for
the repair (if
applicable)
through
system
Integration
Automation
ERP Consulting
Department
Activity
No.
Process
Owner
Input
Control
Output
OFIs
Simplification
Integration
Automation
in excel which includes:

Bill no., In date, Details of
Customer, Sender Name,
Fitting code, Qty, Problem
noticed, Correspondence on
problem, Drivers code, Qty,
Lamp code, Qty, Out Date,
Action taken on faulty
material, Status, Remarks
are captured
Material Replacement Indent
4.8. Plant Maintenance

Table 9: Plant Maintenance for FAWAC
Department
Activity
No.
Process
Owner
Input
Mr.
Nagesh
war
1. Maintenance
schedule or
Break down
request
Control
Output
OFIs
Simplification
Integration
Automation
Plant Maintenance
Plant
Maintenanc
e
4.8.1
1. Following different types

of maintenance activities
are carried out
51 | P a g e
Break down
maintenance
Preventive
1.
Maintenance
activities are
carried out
based on the
defined
1.
Preventive/Bre
akdown
Maintenance
Record
2. Spare parts
1. Plant
Maintenance
module can
be used for
preparing
schedules and
details of
1. Spares
inventory
can be
automaticall
y updated
after
consumptio
ERP Consulting
Department
Activity
No.
Process
Owner
Input
2. Monthly plan of machine

wise maintenance activity is
prepared in advance.
3. Machine wise,
maintenance specifications
are pre-defined.
3. If any parts are replaced,
specifications performed
and checked by details are
captured
4. Breakdown maintenance,
details are captured like
Machine name, nature of
breakdown and time of
breakdown.
5. Details of spares which
consumed, details are
captured in register
6. If any spares required to
purchase, purchase indent is
prepared and send to
purchase department
Monthly maintenance plan
52 | P a g e
Output
OFIs
Simplification
maintenance
Control
schedule
consumption
3.
Maintenance
schedule
compliance
4. Purchase
Indent
action they
have taken
Integration
Automation
n
ERP Consulting
Preventive maintenance sheet

Breakdown maintenance sheet
Spare consumption register
4.9. Key Pain areas and Key OFIs

Post study of the As-Is state, the key pain areas and OFIs that have been identified are as under:
Table 10: Key Pain Areas and OFIs
Department
Areas of Pain
Impact
OFI
All
Traceability of the FG batch up to the RM batches is a

challenge as the current system does not capture and
track the batch details
Medium
At time of inward material, supplier batch number is

required to captured and same can be tracked till
end of production
All
Flow of information and transaction between

department are not tracked through the system
Medium
Enabling workflow and notification will help in

seamless flow of information between departments
Pre-Sales
Pre-Sales
Pre-Sales
53 | P a g e
Participation in various campaign but budgets are not

allocated and utilization details.
High
Sales revenue prediction w.r.t. customer and employee

tagging and area wise allocation
High
Fulfillment of Employee Sales target doesnt necessarily

ensure revenue leakage.
In Campaign management, campaigns can be

created along with budget allocation. Expenses can
be captured and Budget Vs Actual cost can be find
out.
Campaign Effectiveness can be track by tagging lead,
client opportunities in to this. So ROI and cost per
Lead Client can be derived.
High
Region wise, employee wise target can be set and

actual can be measure
Sales Target can be set along with Product/Service
and with Account.
Opportunity Module helps in to account
optimization along with Sales Target.
ERP Consulting
Department
Pre-Sales
Areas of Pain
Customer buying pattern analysis e.g. some customer
buy every 2 month or every 6 month based on that
engineer can plan to visit customer
Pre-Sales
Sales enquiries (Leads) to be captured in system and to

whom to follow, when to follow details along with
remainders to sales engineer
Pre-Sales
Action on Un followed opportunities.
Pre-Sales
Sales enquiry (Lead) status, whether its

Won/Lost/Pending/Closed and its should be linked to
quotes
Pre-Sales
Addition information of customer like no employee

working, installed electrical power, Area to be captured
in customer data
Impact
OFI
High
Client wise 360 view can give complete summary

and also Sales analysis report can give previous sales
history
Lead management allows sales engineer to capture
new leads, follow up details can be captured.
High
Medium
High
High
Pre-Sales
Employee wise daily sales plan and status update.
High
Pre-Sales
Along with Sales quotes customer communication

history to be captured
High
54 | P a g e
Follow Up Calendar and auto emails feature helps to

remind the follow up owner on regular basic taking
the follow-up date dynamically from the lead /
Client records.
Report can be pulled and mail can be scheduled
from the existing inactive or pending opportunities.
Lead management can have capture the status of
leads like Won/Lost/Pending/Closed.
Client management module allows user to capture
additional information like number of employee,
industry, installed power capacity and other details
about customers in additional details field.
Monthly work plan allow to Set Monthly target for
field sales engineer. This helps sales engineer to plan
daily/monthly activities based on Monthly Target.
Workflow enabled for approval of monthly work
plan including notifications. System will also give
Planned Vs Actual.
Multiple channels (Email and SMS) with custom
template for communication is integrated for client
Communication. Client Communication history can
ERP Consulting
Department
Areas of Pain
OFI
Impact
be track from one place.
Pre-Sales
Contact Master for customers. Multiple persons are

tagged to one customer, so contact details of all
responsible person should be captured in system like
Name, Designation, Phone no, Birthday, last company
worked.
High
Pre-Sales
Categorizing customer Industry. Buying pattern of

industry and type of item they are purchasing
High
Complain
Management
Currently complain process is manual, which leads to

cases being overlooked and escalation by customer. It
also delays information sharing and leads to increase
turnaround time.
High
Multiple contact details for one client can be

captured in system. Contact can have Multiple
address along with Contact Type, contact role in the
organization.
At the time of capturing customer details, industry
type and industry sub type is required to be
captured.
Automatic Ticketing enabled for different channels
like Mail, SMS allow minimize response time to
customer concern and helps optimize organizational
performance through better interdepartmental
communications.
Deployment of Case at various organizational levels
to streamlines processes.
Case management module helps to define various
problems categories, SLA and workflows. Email
integration, feedback for cases can be captured.
Complain
Management
Customer may returns items due to any complain, that

should be captured with problem types and auto
assigned to person. If not responded within defined
SLA, system should auto escalate/assign to other
person
Warranty
Management
In case of any returns/replacement, system should

check whether item fall under warranty or not. Based
on that services to be provided.
High
Warranty can be defined based on Invoice Date,

Manufacturing date or on delivery date. Incase or
return/replacement user can view whether item fall
in warranty or not.
Purchase
Complete tracking of the procurement starting from

Indent, to receipt of material is a challenge
Medium
Purchase Order monitoring report will give complete

tracking
Purchase
Purchase team receives number of unplanned / urgent

indents. This leads to import of material through Air
55 | P a g e
High
High
Based on Min Max planning, indents are auto
ERP Consulting
Department
Areas of Pain
OFI
Impact
resulting in higher cost.
generated
Production
Frequent stock out of raw material resulting in

production stoppage and breaching of delivery
commitment
High
Production
Tracking of wastage and scrap generated during

production and its accountability in costing
Medium
Standard scrap and loss definition at BOM level and

actual scrap and loss values at transaction level
Quality
All quality inspection details are managed manually
Medium
Quality inspection details can be captured in system
Quality
All quality reports managed manually
High
Stores
Un availability of the feature in current system to

define the minimum stock level poses a challenge in
material planning
High
Stores
Many of the material does not have item code due to

which tracking of inventory is an issue specific for
consumables.
Medium
Stores
Tracking of the Rejected item Stock and Scrap is a

challenge in the current process.
Medium
Rejection and scrap location in system to have

accurate details
Stores
Not able to update the stock with the material received

through vendor replacement
Medium
Material return with replacement process allows to

capture incoming material with Purchase Order
details and inventory update
Stores
Material is not being issued under FIFO basis
Medium
System based FIFO method for inventory
Store
Item not moved from long time, details are not

available in current process
Medium
System based non-moving item inventory details for

period wise
Sales
Indent (Sales Order) manually created from Sales
Medium
Sales Order can be created from approved sales
56 | P a g e
System based Min Max planning and auto

generation of Purchase Requisition and Job Orders
System based quality checking and report

generation
System based Min Max planning
Codification of the items and creation of

comprehensive BOM with all items is imperative for
accurate material planning and inventory tracking
ERP Consulting
Department
Areas of Pain
OFI
Impact
Quotes
quotes directly.
Sales
CST calculation on screen is not available, manual

calculation is required to do in current system
Medium
Taxes and Tax Structure can be configured in

masters and it will auto apply on transaction.
Sales
Performa invoice generation on sales quotes
Medium
Performa invoice can be generated from Sales

Quotes or Order level
Sales &
Marketing
Visibility of reserved and un-reserved FG stock in the

system is not available which at times leads to wrong
customer commitment
Sales &
Marketing
Inability to deliver the goods as per the committed

delivery schedule results in loss of credibility with the
customer
High
Sales &
Marketing
Field sales team has to depend on HO for all the

information (inventory, delivery status, outstanding )
Medium
Online access of system to sales team for inventory,

delivery and outstanding status
Sales &
Marketing
Customer order pending report is not available
Medium
Sales Order monitoring report can be generated

from system
High
System based reserved location, where material can

be transferred and used as when required
-Visibility of free stock of inventory
-System can capture the customer required date
-System based production and purchase planning
Key OFIs
Tracking of Sales Engineer daily/monthly activities through Field force management
Customer complains/support can be managed through Case Management module
Warranty of any item can be tracked through warranty management and it can be linked with manufacturing
All new leads, their follow up details and lead status can be managed through Lead management
Client 360 degree view will give all details information of communication and transactions done with client.
57 | P a g e
ERP Consulting
System based Min-Max/MRP planning can be used for material planning to Auto generate the purchase request / purchase order/Job order
which will help to reduce the material stock out situations
Enhanced Inventory tracking to include batch wise stock with expiry dates, WIP stage wise, Accepted / rejected / scrap, aging details
End to End Purchase monitoring reports can help have the visibility of the various status of the purchase requests
Capturing of Supplier batch number as part of inward and FIFO based issue of material will help in traceability
Codification of the items and creation of comprehensive BOM with all items is imperative for accurate material planning
Tracking of quality inspection (inward and Final product inspection) through the system will help in further analysis and control
Tracking of Non Moving items through Non Moving Item inventory list for both stores
System driven workflow approval and notification for tighter control and communications
Auto generation of Trial Balance, Balance Sheet , P&L from the system
58 | P a g e
ERP Consulting
4.10.
Key Performance Indicators (KPI)
Based on discussion with management and As Is study, the Key Performance Indicators are outlined below:
Figure 4: Key Performance Indicators
Sales Revenue by New customer

Segment wise Daily/Monthly
Sales
Non Moving Item Invenory (Day
Range)
Estimated Revenue from
Opportunities
Customer Care Performance
Depicted below are the reports that can be used to monitor these KPIs
59 | P a g e
ERP Consulting
Sales Revenue by New Customer

Sales Revenue by new customer can be monitored through customers created during period and their sales order created during same
time. This report can be achieved through by developing macro based report generated from Customer master and Sales Register
report.
Customer
Code
Customer
Name
Item Code
Item Type
Item
Category
Item Group
SO Date
SO Number
UoM
Qty
Amount
CUS00233
MS Traders
LTL20F
LED
TUBELIGHTS
NOS
40
1200
Azad Sales
X112
LED
X1 SERIES
ELELC/SO_22
NOS
10
3200
CUS00293
SM
Industries
Ashirwad
Traders
Bajaj Auto
Industries
7/1.04 6MM
AL CTS WIRE
3/20 WPTC 3
MM
PVC ROUND
SHEET
03-July2015
03-July2015
12-July2015
15-July2015
20-July2015
ELELC/SO_12
CUS00247
Finished
Goods
Finished
Goods
Finished
Goods
Finished
Goods
Finished
Goods
ELELC/SO_102
COIL
50
16000
ELELC/SO_112
COIL
50
18550
ELELC/SO_150
NOS
80
1800
CUS00300
CUS00330
WIRES
AL
SAMPLE
WIRES
AL
PVC
SHEET
Segment wise Daily/Monthly Sales

Segment (Item Category/Group) wise Daily/Monthly Sales report will provide complete information which group or category type of
item is generating more sales. Pivot report created from Sales Order, from Report and Communication module will help in monitoring
the Segment wise Daily/Monthly Sales.
Sales Order Date(Month)
Item Category
Description
Item Group Description
ELECTRICALS
60 | P a g e
DOME LIGHT SQUARE

DOWN LIGHT X1 RANGE
July
June
SUM(Amount)
May
SUM(Amount)
SUM(Amount)
4,600.00
431,874.14
SAMPLE585,000.00
0
2,300.00
123,220.00
17,500.00
0
16,292.00
ERP Consulting
Sales Order Date(Month)

PANEL LIGHT
RAW MATERIALS
TUBE LIGHTS
Grand Total
July
June
0
0
275,000.00
877,500.00
May
0
0
0
6,900.00
106,850.00
55,725.07
17,212.00
751,173.21
Non Moving Item Inventory with Day Range

Nonmoving item inventory can be viewed through Non Moving Location wise Item List report. This report can be achieved through Drill
down section of Inventory module reports. Sample report to monitor this KPI is depicted below.
Site Code
Location
Name
Item Code
Item Type
Item
Category
Item Group
ELECLINES
Store
Finished
Goods
Wires
ELECLINES
Store
1.5SQMMX3C
Copper Flex
Wire
18MM
CASING &
CAPING
11W/11 CFL
LAMP
6A 2IN1
SOCKET WA
PVC ROUND
SHEET
Finished
Goods
PVC
Finished
Goods
Finished
Goods
Finished
Goods
LAMP
ELECLINES
Store
ELECLINES
Store
ELECLINES
Store
0-30 Days
31-90
Days
91-120
Days
UoM
Copper Wires
Non
Moving
Days
51
200
COIL
CAPING
10
50
NOS
CFL
100
50
NOS
SOCKET
GOLADMEDAL
80
165
NOS
PVC
SHEET
20
80
NOS
SAMPLE
Estimated Revenue from Opportunities

Estimated revenue from opportunities will help to know opportunities received against items with expected OBV and actual order value
against it. This report can be achieved through Report and Communication module with opportunities module.
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Client
Name
Type of
Opportunity
Opportunity
Name
Opportunity
Owner Name
Priority
Expected
OBV
Sales Order
Number
Sales Order
Status
Difference
of OBV and
ACV
Wipro
LED
27W LED TUBE
MR. PSR
HIGH
20,000
MR. RAJESH
HIGH
40,000
S0_12
APPROVED
40000
LIGHTS
Infosys
LED
25W LED
BULBS
Ranbaxy
Wires
Pharma
16/0.20
SAMPLE
MR. RAJESH
MEDIUM
2,00,000
S0_89
CLOSED
50,000
MR. NSR
MEDIUM
90,000
SO_103
CLOSED
90,000
1SQMM MCR
CABLE
Honda
LED
Automobiles
25W LED TUBE

LIGHTS
Customer Care Performance

Customer complaint is registered through ticketing system in Case Management module. Pivot report in below format from Reports and
communication will help in monitoring the customer care performance.
Open
Number of
Tickets
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Closed
with in
Attended SLA
10 SAMPLE
8
Closed
but
Delayed
6
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5. To Be Business Process
This section mainly focuses on the To Be business processes aligned to the current business processes and future business requirements taking
into consideration the KBFs, KPIs and the pain areas along with the OFIs and / or major requirements identified during the As Is study.
5.1. Manufacturing Master Data
5.1.1. Site Master
FortuneArt Wires and Cables Pvt Ltd (FAWAC), Electrical Lines (ELECLINES) and Vimal Power Lines (VPL) are part of FortuneArt Group of
companies (FAGROUP). It is expected that the ERP application would be extended to all three group companies in future. Hence it is
recommended to create the site FAWAC. ELECLINES and VPLINES as the child of FAGROUP. In future, the other companies in the group
could be added as the child to FAGROUP.
All the sites FAWAC, ELECLINES and VPLINES (child of FAGROUP) are to be created as accounting site.
FAGROUP
FALED
FAWAC
ELECLINES
VPLINES
In FAWAC, ELECLINES and VPLINES site details, their registered address, statuary details are required to add.
P&L and Balance Sheets are created at FALED, FAWAC, ELECLINES and VPLINES and can be consolidated at FAGROUP for analysis
purpose.
Note:
FALED, FAWAC, ELECLINES and VPLINES are Physical entities while FAGROUP is a logical entity.
5.1.2. Item Master

Codification of all items is a pre-requisite to implement any ERP application. Currently, item codes are available for all the Finished
Goods and the key raw materials. Codification miscellaneous items are lacking in the current system. It is recommended that
miscellaneous item codes are required to be define.
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As part of item master creation, items should be grouped and categorized which will help in report generation and analysis. Below is
the illustration of grouping and Categorization of the item:
Table 11: Item Codification
Type
Finished Goods for ELECLINES and FALED
Group
Down Light X Range
Down Light Y Range
COB Antila Range
Dome Light Round
Dome Light Square
.
Bar Light
Category
5 Watts
10 Watts
15 Watts
20 Watts
25 Watts
30 Watts
Finished Goods for FAWAC
00001 10000
10001 20000
20001 30000
Single Core Cables

Copper/ALU Armored Cables
Multiple Copper Flexible
Cables/Instrumentions Cables
Below is the list of few important details for Item master
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Item Code can be up to 32 character and Item description (short and long description). Item code can also be auto generated
based on item parameters like item group, category and type. Item master will remain common for FALED, ELECLINES and
FAWAC. For FAWAC, based on item categories item code can be auto generated.
Item type can be defined as raw material, semi-finished / Sub-assembly (SFG), Finished goods (FG), service, scrap, consumables,
spare parts, capital items, Asset, export, import, loss, packing material and so on.
Item Category and Item groups are user defined and required to tag at the time of item creation.
To check quality of an item, Quality flag is required to be set to True and specifications (testing parameters) are required to be
created in specification master and tagged to items.
Tolerance percentage to set the limit for an item so that during GRN the user can take extra materials inside
Item Tax Class code to be associated with the item, Chapter code and Sub head code
Shelf life time to be defined for selected items.
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To have automatic batch number generation for Raw material, GRN option is required to be set True. If both not selected then
batch number can be manually entered.
UoM details of item with option to define Inventory UoM, purchase UoM and Sale UoM, with conversion factor. Dual UOM are
applicable to many of the items.
Standard cost for Material, Labour, Overhead and subcontract labour can be defined
Different ledger accounts can be tagged to item site wise. For raw material - Purchase type of account, for finished goods - Sales
and Sales return type of account, for capital items - work in progress type of account are required to be tagged.
5.1.3. Party Master

Party Master includes both Customers and Vendors. Customers and suppliers are mainly within India
Below is the listing of few important details for Party master
Party Code can be user defined or system generated.
Party Type such as Supplier / Creditors, Customer / Debtors, Subcontractor, consignee, Dealer / Distributer can be created.
Party category and group, are user defined.
Party Currency can be defined based on party.
Credit limit and credit days can be defined along with shipment hold flag. Shipment Hold (to stop all shipment for Customer) and
Payment Hold (to stop payment from finance department for the particular party). This will stop the shipment or payment for
selected party.
Item details, Rate, Discount, Tax and Charge can be tagged with party.
Address of party, with option to define multiple address like Billing address, shipping address, communication address, and
office address. If there are multiple contact persons, same could be added as address of type communications or added to
Remarks.
Party region, statutory details ( VAT No, CST No, ECC No, PAN No, Service Tax No etc.), division, range and commissionerate
details
Ledger account mapping for party site wise.
Bank details of party such as Bank Code, Bank Name, Account Code, Type of Account, Real Time Gross Settlement (RTGS)
Number, Indian Financial System Code (IFSC) code, and Beneficiary Name
Applicable form like, C Form, H Form, F Form is selected
Payment terms, multiple payment terms can be selected
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5.1.4. Tax Master

The applicable taxes are Excise, Central Sales, VAT, Service Tax, TDS, TCS, and Duty. These taxes are to be mapped to specific Sites,
Parties and Accounts, with following information:
Tax code and description will be user defined.

Tax type such as Excise, Central Sales, VAT, Service Tax, Duty, TCS, TDS and so on and Tax sub types which be populated based on tax
type selection.
Tax value in percentage. Paying frequency to government. Input credit available or not can be defined
Sequence of tax codes for display purpose in reports, for example, if Excise (sequence = 1) and CST (sequence = 2), Excise tax will be
displayed before CST
Rounding up logic with option of upward, downward or nearest
Input tax or Output tax selection, applicable on MRP
Tax calculation logic definition
Ledger account mapping for tax with option to map different accounts for expense when input credit is not available, expense ledger
account when input credit is available, free sample credit account and free sample debit account etc.
Tax Structure: Transactions are carried out both within the same state or different state. So to ease out the effort required during the
transactions, it is recommended to configure the tax structure at the master level so that system can pick up the applicable taxes
automatically.
5.1.5. Price Master
Price master will allow user to configure the price of an item with various scenarios like site wise, customer group or category or customer wise,
sales region wise, default price, MRP, Rate and so on. Product price list can be configured so that system automatically picks up the price at the
time of Sale Order creation.
5.1.6. Document Sequence
Each and every transactions and masters have unique transaction number or master code. To generate transaction number/master code
automatically through system user can set document sequence. For each transaction, document sequence configuration is mandatory.
Document sequence can be configured according to document sub type and transaction category type.
5.1.7. Process Configuration Master Data
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Table 12: Process Configuration - Master Data
Screen/ Form
Field
Data/Value
Applicable to
1. LED Store
Inventory types location to be
2. Wires Store
created
ELECLINES Site
Masters -> Item -> Details
Quality Flag
True
All RM and PM
Costing
Landed Costing
Tolerance %
TBD
All Purchased items
Fix flag for Item tolerance
True
All Purchased items
Excisable Flag
True
All FG and applicable RM
GIN (for Batch Generation)
True
All
Job Receipt Level (for FG Batch

True
generation)
Allow for over Job Issue
True
RM and PM
Use Supplier Lot No/Batch No
True
For All FG
Site -> Locations
Masters -> Item -> Details (Only for

FAWAC)
All
All FG
Masters -> Party -> Details
Credit Limit
TBD
All selected Customers where

shipment to be restricted based on
credit limit
Shipment Hold Flag
True
All selected Customers where

shipment to be restricted based on
credit limit
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Screen/ Form
Field
Data/Value
Applicable to
Payment Hold Flag
True
On selected parties if the payment to

be stopped
Email alert to Customer
True
All Parties to enable email notification

to parties if PO / SO / SI is created
TBD
All Party addresses to enable email

notification to parties if PO / SO / SI is
created
Masters -> Address
Email Id 1
Module : Master
Entity: Item Master
Document Sub Type : Finished
Goods
Master -> Document Sequence
For FAWAC, Item code generation only
Transaction Category: Item Category

Sequence Format : 00001
Start Number : 1
Increment By : 1
Email notification to the parties to be
configured for Purchase order, Sales
Order and Sales Invoice.
UCP -> Administrative Settings ->

Add on Communications
Master -> Configuration Master ->

Configuration
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Note: Email content to be redesigned

as per requirement from customers at
the time of activation
IsEnableWeightQty
True
All
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Screen/ Form
Field
Data/Value
Applicable to

Configuration
IsMRPPlannedQtyEditable
True
All

Configuration
CreateJournalVoucherinGRN
True
All

Configuration
IsPackingListEnabled
True
All

Configuration
IsAuditTrailRequired
True
All

Configuration
CRMWarrantyIntegration
True
All
5.2. CRM Master Data

5.2.1. Client Master
A Client, is an extension of Lead. Client Master Capture the profile detail of any customer. Below are related attributes related to the
Client master.
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Client Code can be user defined or it can be system generated.
Client Type such as Business/Person/Govt etc. can be created, this is user defined.
Client Category such as Corporate/Stockiest and Retail etc. can tagged to integrate Price Matrix rate to offer differential pricing
to client.
Client Status such as Active/Closed/Inactive/Dropped/Closed etc. are user defined.
Source of Client can be a place from which client has comes (i.e. Newspaper, Referral and Google AdWords etc.)are user defined
Owner of the client, this is for workflow notification, Follow-Up and for account optimization.
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Multiple Contact along with contact Type and contact Role for the contact can be tagged.
Location or Address of Client is with option to define location type like registered office address, Residential address,
communication address and office address etc.
Personal Profile details (DOB, Occupation, Anniversary, Sign/Thumbprint etc.)
Business Profile (Industry Type, Sub-Type, Energy Consumption, Installed Capacity, Gross Floor Area, Number of shift, No. Of
Employees, Annual Revenue)
Ledger account mapping for Client site wise.
Contact Preferences to define Preferred Mode of Contact, Preferred Language, Time to Contact, Mail/SMS/Phone Preference.
5.2.2. Beat Master

Beat is a collection of town or sales area. All clients to be tagged to different beats according their geographical location. Salesman can
be tagged to this beat at the time of defining the monthly work plan. Sales Activities can be monitored beat wise in system.
5.2.3. Allowance Master

Allowance Master will allow user to configure different allowance for sales force. Allowance Type and Allowance Limit to be set for
different grade of employee in allowance master screen. For an example for traveling allowance,
Travel allowance for an Employee can be generated based on the following criteria:
Beat Wise: Unique combination of Travel Source, Travel Destination and Mode of Travel where multiple beats can be selected
for Travel Destination and beat once used cannot be used again to create a travel allowance record for the same set of Travel
Source and Mode of Travel values.
Distance Wise: Total Traveled distance by specific mode of travel wise where Mode can be Train, Bus, Car, and so on.
Daily allowance: You can define Daily allowance for a designation using Daily Allowance sub module of Policy.
Miscellaneous Allowance: You can define different types of miscellaneous allowances like Hotel, Internet, and so on using the
Allowance Master screen.
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5.2.4. Travel and claim Policy

Travel and claim policy master is used to manage policies for travel, daily and sundry allowances for specific period and designation and
for different group companies under Fortune group. Travel and Settlement policy can be of three type Beat wise, Mode wise or Fixed for
different grade of employee in the organization.
Below is the illustration of a typical Travel Policy:
Table 13: Travel and Claim Policy
Claim Type
Designation
Travel Source
Travel Destination
Fare
Secunderabad
Travel
Mode
Own Vehicle
Beat wise
Sales Manager
Head Office
Beat wise
Sales Engineer
Head Office
Hyderabad
Own Vehicle
TBD
Distance wise
Sales Manager
Head Office
Vijayawada
Taxi
TBD
Distance wise
Sales Engineer
Head Office
Hyderabad
Taxi
TBD
Fixed
Sales Executive
Head Office
Hyderabad
Train
Actual
TBD
5.2.5. Case Master

Case Management is to manage customer service. Following are the important listing of Case master
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Case Source: User can defined different type of case sources like Email, Phone and SMS etc.
Problem Category: User can defined different types of problem categories which can be used to during the time of case
registration.
Problem Type: User can define different types of problem type and its dependent on Problem Category.
Problem Item : User can define different types of problem item and its dependent on Problem Type
Problem Summary: User can define different types of problem summary and its dependent on Problem Item.
Problem Class: User can define problem class like High, Moderate and Low
Cause Category: Its dependent on Problem Category and displayed as dropdown at the time of resolving any case. Its user
defined field
Cause Type: Its dependent on Cause Category. Its user defined field.
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Below is the illustration of Categorization of ticketing management:

Table 14: Case Master
Problem Category
Problem Type
Problem Item
Problem Summary
Product or Service
LED
Bulb or Par Lamps
Black string in the Bulb
Product or Service
LED
Bulb or Par Lamps
Light is flickering
Product or Service
Wires Cables
Optic Connector
Connector is broken off
Product or Service
Wires Cables
Copper Wires Cable
Electricity is not passing
Logistics
Sales and Marketing
Sales Quotation
Revised Sales Quotation
Logistics
Dispatch
Delivery
Materiel not received
Logistics
Finance
Settlement Issue
Material Return Adjustment
Logistics
Finance
Document Issue
Credit Note
Logistics
Finance
Document Issue
Duplicate Bill
5.2.6. Warranty Master

Warranty master will allow user to configure the warranty of an item. This can be of two type i.e. Base Warranty and Extended
Warranty. Associated Service with the product with the warranty can be tagged with this. Product warranty can be configured in such
way, so that system automatically picks up the warranty covered items from Ticketing System.
Below are the listing of important details of warranty.
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Warranty Code is system generated.

Warranty Type such as Base / Extended / Special can be created they are user defined.
Warranty Functional Type can be three types Invoice Date , Delivery Date or Manufacturing Date
Validity (months) to be defined
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Embedded Service with the product can be tagged along with Validity
Below is the illustration of Warranty Policy:

Table 15: Warranty Policy
Warranty
Code
W001
Type
Item
Functional Type
Associated Service
Term
Base
10W LED
Invoice Date
TBD
W002
Extended
10W LED
Mfg. Date
TBD
W003
Extended
10W LED
Delivery Date
Installation
TBD
5.2.7. Service Level Agreement (SLA) Masters

When a Ticket is raised System displays the time by which the ticket needs to be resolved or escalated in the Escalate / Resolved By
textbox based on the Priority and SLA defined.
Following are the important listing of SLA master
User Group: This to be defined based on functional organization such as Help Desk (L1), Service Engineer -L2 , Service Engineer L3 .
Tagging User to User Group
Defining SLA timeframe for escalation
Below is the illustration of SLA management.

Table 16: SLA Management
Category
Problem
Type
Product
LED
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L1
Escalate
after
L2
Escalate
after
L3
Item
Escalate
after (Hrs.)
Bulb
12
Help desk
24
Service
Engineer
36
Head Service
Operation
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Product
Wires
Cables
Optic
Connector
12
Help desk
18
Service
Engineer
48
Head Service
Operation
Logistic
Finance
Help desk
24
Finance Head
Sales and
Mkt
Help desk
Finance
Desk
Head Back
office
72
Logistic
Settlement
Issue
Sales
Quotation
Operation
Head
5.2.8. Process Configuration Master Data

Screen/ Form
Field
Data/Value
1. Campaign Name , Location
Marketing -> Campaign Management
Campaign Master to be created
2. Campaign Budget
3. Campaign List
Marketing -> Document Category
Document Category
Custom Value (Financial Document, Product brochure etc.)
Marketing -> Contact Management
Contact Type
Custom Value from Contact Type Master.
Marketing -> Contact Management
Contact Role
Custom Value from Contact Role Master
Sales -> Client -> Client Management
Client Type
Business / Person
Lead Status
Custom Value from Lead Status Master (i.e. Active, Inactive,

Closed , Dropped, Expired)
Lead Source
Custom Value from Lead Source Master (i.e. Internal,

Newspaper, Referral Program etc.)
Industry class
Custom Value (i.e. Pharma, Auto Component, Textile )
Post Sales -> Warranty
Warranty Type
Custom Value , Coming from Warranty Type Master

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Screen/ Form
Field
Data/Value
Post Sales -> Warranty
Warranty Starts on
LOV ( Invoice Date, Delivery Date, Mfg. Date)
Post Sales -> Case Management
Case Source
Custom Value from Case Source Master
Case Type
Custom Value from Case Type Master
Problem Category
Custom Value from Problem Category Master
Problem Type
Custom Value dependent on Problem Category, coming from

Problem Type Master
Problem Item
Custom Value dependent on Problem Type, coming from

Problem Item Master
Problem Description
Custom Value dependent on Problem Item , coming from

Problem Description Master
Cause Category
Dependent on Problem Category , Coming from Cause

Category
Cause Type
Dependent on Cause Category, Coming from Cause type

master.
Name of The Group
User Defined Field

Configuration -> User Group
Configuration -> User Group Mapping
User Group and User
1. User group LOV

2. User - LOV
Field Force Master -> Beat Master
Beat Code
Custom Value
Beat Name
Custom Value
Beat Type
Custom Value dependent Coming from Beat Type Master
Client Code
LOV
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Screen/ Form
Field
Data/Value
Travel Source
Custom Value
Field Force Master -> Allowance Master
Allowance Type
Custom value
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5.3. Procure to Pay

Procure to Pay process involves Purchase Planning, Procurement, Quality, Store and Payment processes.
Figure 5: Procure To Pay
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OFI
Integrated system will avoid Manual posting / duplication of work

Min Max and MRP Planning for an item
Auto PR/PO creation based on stock availability
PO copy email to vendor
Auto batch numbers by system for inward materials
Auto creation of Purchase voucher, upon approval of Goods Receipt Note
Direct expenses loaded on cost of goods brought in
Auto creation of Debit note on purchase return, rate or quantity difference if any.
Workflow for creation and approval of transaction
KPIs & Associated Reports
Supplier performance in terms of delivery and quality. PO Monitoring Report

Variance of actual inventory Vs. Planned inventory.
Reduction in number of inward quality rejections PO Monitoring Report
PR PO conversion with in the SLA % - PR Monitoring Report
Reduction in Purchase Lead time PO Monitoring Report
Tracking of Expenses v/s Budget Budget status report
5.3.1. Planning
Minimum stock levels are to be maintained for all the finished goods. To achieve this, system based Min-Max planning can be used. Min
Max planning will be applicable for ELECLINES and VPLINES.
As a master setup for each items, Min and Max stock levels are required to be set. In case of purchased items, the vendor details along
with min order quantity, purchase lead time and lot quantity are updated. Items for which multiple vendors are involved, allocation
percentage is set.
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In case of manufactured items (FAWAC), in item site planning screen, MRP planning is required to do for all the raw materials and
finished goods. The parameters like manufacturing lead time, BOM, routing are updated. This master set up should be reviewed and
updated on a periodic basis.
On a daily basis (for ELECLINES and VPLINES), User will run Min Max planning which will create Purchase Requisition/Purchase Order
(PR/PO) for purchase item.
Based on Sales Order, User will run MRP which will create Production Plan, Job order (JO) and Purchase Requisition/Purchase Order
(PR/PO) for raw materials if required for manufactured item based order and depends on Inventory availability.
Stores Head and Production Head will verify and approve the PR and JO. Stores head will have option to update the planned quantity
before approval.
5.3.2. Purchase
Approved Purchase requisitions are received at Purchase department for further process.
Purchase department either request for quotation from vendor or directly convert into Purchase Orders
Purchase quotation are updated into the system and compared. Best quote is manually selected and converted into Purchase Order.
Purchase Orders are verified and approved by user based on access permission. Upon approval of the Purchase Order, auto mail is sent
to vendor through system.
Service type of Purchase Orders will be created in case of purchasing services from vendor.
Note:
1. In case of the items which are not part of min-max planning, the user will raise PR directly in the system which needs to be approved
by their respective HOD. Upon receipt of the approved PR, Purchase team will carry out the purchase activity.
2. For regular items for which purchase rate is fixed, same can be updated in party item details so that rate will flow automatically.
5.3.3. Store Goods Inward Note
As soon as the material is received at gate, gate entry is created and Goods Inward Note (GIN) is created in system.
Challan No/Invoice No/Lorry Receipt No. will be captured.
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Material will move in to inward store where store person will check the material. At this stage, stores team should do the count check
and high level check of the goods and approve the GIN.
GIN number becomes the Auto batch numbers of the received materials
If material is accepted, material will go for quality checking.
If material is rejected, material will move to GIN Rejection location.
5.3.4. Quality Goods Inward
Quality team does the inward quality inspection which will be based on pre-defined control plan. Inspection results are recorded against
the specification in the system. In case of 100% inspection, the scanned copy of inspection report can be uploaded as associated
document into the Quality GIN transaction.
Quality accepted materials is available for GRN whereas the rejected material is moved to rejected location.
Materials rejected during GIN or Quality stage can be sent back to vendor for replacement through Material return screen.
5.3.5. Store Goods Receipt Note
Goods Receipt Note (GRN) is created for the quality accepted material. In case of Miscellaneous item for which inward quality is not
mandatory, GRN is created directly after GIN.
Purchase voucher can be auto created in system upon approval of GRN. Once the GRN is approved, inventory gets updated and the
material is available for issue.
5.3.6. Purchase Voucher/Purchase Return/Debit and Credit Note
Purchase Voucher (PV) created automatically by the system during GRN approval will be in draft mode which will be verified, updated
and submitted by the finance team.
This submitted PV is verified and approved by the management.
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Apart from the above regular process of PV creation, Finance Department can create a single purchase voucher against a PO with
multiple GRN or can create auto purchase voucher against multiple parties with multiple
On approval of GRN/ DGRN, excise registers i.e RG23A part 1 and part 2 for raw material and consumable item and RG23C part 1 and
part 2 for capital item will be auto updated with the item and input credit amount.
Auto debit note would be created in case of difference in booked quantity and receipt quantity or manual debit/credit note can be
created for rate difference.
Auto debit note will be create if required, on Purchase return
5.3.7. Direct Expenses loaded on Material Cost
The direct expense like freight inward etc. can be loaded on the material landed cost be selecting the GRN on which the cost to be
uploaded at the time of expense voucher booking
5.3.8. Payment Voucher
Advance Payment: In case of certain PO where Advance payment has to be made, Advance against the PO is paid by mapping PO to the
advance payment voucher
Payment voucher against purchases by mapping purchase voucher: Partial payment, Full payment or balance payment can be paid by
mapping relevant vouchers. In case of Payment against import purchases, Payment will be made in foreign currency and it will be
accounted in both INR and FC. Also system will Auto calculate and post foreign exchange gain / loss on such payment
Payment voucher for other payment i.e Expenses etc. created by mapping expense voucher
5.3.8.1. Important reports
C form issued details to be updated under the Sales form tracking to get the C form tracking report.
Party Outstanding report
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Party outstanding report will show only those invoices of which payment is not yet mapped or which are not yet paid. Also it will
reflect all invoices that are due for payment with days of overdue from voucher date or credit days as required in both in INR
and FC
Budget v/s utilization and variance report
o All expenses booked against which budget is uploaded in the system will flow in the budget transaction tab or budget utilization
report by configuring budget into system. Periodical budgets like monthly, quarterly etc. can be defined. Un-utilized amount of
budget can be written off or carry forward to next period as required. If budget gets exhausted for a period then budget can be
amended as required.
Taxation and other Reports
o Purchase Tax registers giving details of all purchases with tax breakup
o Expense registers giving details of all expenses
o Payment register giving details of all payment made with advance payment details
o All taxation reports like Excise, VAT, CST, Service Tax and TDS which can be used for tax filling
5.3.9. Process Configuration Procure to Pay

Table 17: Process Configuration - Procure To Pay
Screen/ Form
Master -> Address
Planning -> Item Site Planning
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Field
Email 1, Email 2, Email 3
1. Min Max Plan Flag
2. Inventory Check Flag
1. MRP Flag
1. Make Flag
2. JO
Data/Value
Applicable to
Email id of Supplier
All suppliers
True
All item for which Min Max Planning is

required. (For ELECLINES and VPLINES)
True
All item for which MRP Planning is

required. (For FAWAC, applicable for
all FG and RM)
True
Semi-finished goods and Finished

goods items
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Screen/ Form
Field
Data/Value
Applicable to
1. Buy Flag
2. PR
True
Raw materials, Consumables and

Packing material
TBD

required
TBD
Raw materials, Consumables and

Packing material
Select the inventory location

required
3. PO
Min and Max stock value
Planning -> Item Site Planning ->

Vendor
1.
2.
3.
4.
Vendor
Vendor Percent Allocation
Minimum Order Quantity
Purchase Lead time
Planning -> Item Site Planning ->

Location
1. Site
2. Location Name
Procurement -> Purchase Order
Green Channel Flag
False
All
Procurement -> Purchase Order
Allow PV Edit
False
All. Can be True on specific case
True
All
Inventory-> Inward -> Goods Receipt

Create Purchase Voucher
Note
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Screen/ Form
Field
Data/Value
Applicable to
Solution : Manufacturing
Module : Procurement
Entity: Purchase Order
UCP -> Administrator Setting -> Add
on Communication -> Create Add on
Communication
Workflow Level : PO review by

Supervisor
On Approval of Purchase Order, email

notification will sent to supplier
Status : Approved
Recipient Type : Roles
Recipient : MFG Generic Email Role
PO approval Workflow Configuration
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If the PO value is greater than certain

predefined value (eg: Rs 1 lakh), PO
should go for management approval. Purchase Order
Approval workflow to be customized
to address this requirement
ERP Consulting
5.4. Order to Cash

Order to Cash process includes Leads, Sales Enquiry, Sales Quote, Sales Orders, Sales Shipments and Sales Invoices.
Figure 6: Order To Cash
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OFI
Tighter integration between Sales Orders, shipment and invoice.

Visibility on current inventory levels to make accurate delivery commitment to the customer.
Auto generation of Party Outstanding for quicker follow ups on payments pending.
Auto e-mail to customers once the sales order and invoice are created.
Recording Advance receipt from customer against Sales order in system
Calculation of outstanding receivable overdue based on invoice date and credit days
On-time delivery SO Monitoring Report

Sales Quotations issued pending to be converted to Order Sales Quotation register
Pending Order value Pending Sale Order report
Variance in Plan Vs. Actual Sales Sales invoice Register
Sales from new products Sales Invoice Register
Total customer outstanding - Party outstanding Report
5.4.1. Sales Enquiry
A Sales Enquiry is a receipt of information received from a customer stating that an item is needed.
An enquiry can be created for existing customer or new customer. In case of new customer, user can select prospect customer option to
enter customer name in enquiry form.
Types of Sales Enquiry:
a.
b.
c.
d.
Domestic: for domestic customers.

Export: for export customers. From Export enquiry, export type of Sales Quote will be created.
Memo: This type of sales enquiry is created if any enquiry comes for unknown items or those not existing item master.
Service: This type of sales enquiry is created if an enquiry comes for services.
Respective Sales Manager/Management can review enquiry and can Approve/Reject it.
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Note: Sale Enquiry can be directly created from CRM module.
5.4.2. Sales Quote (SQ)
Approved Sales Enquiry can be converted in to Sales Quote or user can also create Sales Quotes directly.
A Sales Quote can be created for existing customer or new customer. In case of new customer, user can select prospective customer
option to enter customer name in quote form.
Sales Quote can be further amended as per business discussion. Amendment history of all SQ will be visible in system.
Pending sales quote details are generated on a daily basis and circulated to respective sales team for further follow up until it is
converted to order
Note: Sale Quotes can be directly created from CRM module.

5.4.3. Sales Order (SO)
When purchase order is received from the customer, Sales order is created either by converting the quotation or directly.
User checks the availability of inventory and commits the delivery date to the customer. If the item is to be shipped on later date, then
item batch can be reserved by moving the inventory to reserved location.
Some of the information like required date of item (Expected delivery date based on material availability), Customer Purchase Order no.,
Date etc. are captured in the SO along with other mandatory information.
PO copy can be attached with sales order through associate document screen.
Sales order can be prepared for following:
o Domestic
o Export
o Service
o Scrap
o Free sales ( invoice will be prepared but it will not be charged to customer)
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Authorized user will approve the sales order. If material is available, sales shipment and invoice is prepared else the same is intimate to
production team for production of items.
As soon as the SO is approved, Order acknowledgment is sent to the customer through auto-mail notification
Note: Sale Order can be directly created from CRM module.

5.4.4. Sales Shipment and Invoice
Shipment of items is possible only if the item is available in the inventory. Whenever finished goods are ready, Sales order will be
converted in to shipment. Shipment is subsequently converted into Sales Invoice.
In case of partial shipment of the order, Shipment & invoice is created for only for the partial quantity.
In case of Service Orders, Sales Order of type Service is created and invoice can be created directly from the sale order.
5.4.5. Receipt Voucher

Following activities are carried out by Accounts receivable team:
Advance receipt against Sales order - by mapping sales order to receipt voucher
Receipt against Sales invoice by mapping Sales invoices to the receipt voucher can be partial receipt, full receipt or adjustment of
advance receipt against the SO of that Sales invoices. Also any charges or discount can be added to Sales invoices if applicable.
Other receipts recording other miscellaneous receipt if any
Party outstanding invoice wise detail report will provide customer invoice wise ageing from Sales invoice date or credit days as may be
required for follow up for payment from customer.
C form received tracking C form received against sales to be updated in system under C form receivable tracking
Taxation and other reports :
a. Sales tax report giving details of sales with tax breakup
b. Receipt register giving details of receipt with invoice details or advance receipt details as applicable
c. All taxation report i.e. Excise, VAT, CST, Service tax which can be used for tax filling
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5.4.6. Process Configuration Order to Cash

Table 18: Process Configuration - Order To Cash
Screen/ Form
Master -> Address
Field
Email 1, Email 2, Email 3
Data/Value
Email id of Customer
Applicable to
All customers
Solution : Manufacturing
Module : Sales
Entity: Sales Invoice
UCP -> Administrator Setting -> Add
on Communication -> Create Add on
Communication
Workflow Level : SI review by

Supervisor
Status : Approved
On Approval of Saler Order (order

acknowledgement, Sales Invoice
Order, email notification will send to
customer
Note: Email notification content to be
customized based on the requirement.
Recipient Type : Roles

Recipient : MFG Generic Email Role
Sales -> Sales Order
Sales -> Sales Invoice
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Against CT1
As Such Sale Flag
Invoice Type
Set to True
Sales against CT1 and As Such Sale

case required to set True
Excise
For creating Excise invoice
ERP Consulting
5.5. Retail Sales

Retail process includes Sales Enquiry, Sales Quote, Sales Orders, Sales Shipments and Sales Invoices.
Figure 7: Retail Sales
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Retail Sales process is more over similar to Order to Cash cycle but it will fewer steps to process.
5.5.1. Sales Enquiry/Sales Quotes and Sales Order
In Retail Sales process, customer walks in for enquiry, quotes or for planning an order directly. In case of Sales Enquiry and Quotes, it can
be captured in their respective screen and it will be converted in to order.
In case of sales order, direct shipment created. Shop will create sales order/direct shipment and send order copy of it to store for
dispatching material.
5.5.2. Sales Shipment and Invoice
Store will check the availability of material. If stock available and based on dispatch advise, either it will send to customer or given to
customer in hand through sales shipment screen or by approving direct shipment. After that sales invoice is prepared by store or shop.
Direct Shipment option can also be used for retails process. In single screen, order information, shipment details and invoice can be
created.
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5.6. Production
Production process includes Job Order, Job Feedback, Quality in Production, Quality of Finished Goods, Job Receipt processes.
Figure 8: Production
OFI
Auto Production Planning, Job Order and Purchase Order/Purchase Requisition created through MRP Planning
Inventory and production tracking at various stages (Wire Drawing/Annealing/Armouring etc.)
Details of scrap generation
Quality inspections captured through system which will help to track the rejection and rework
System driven FIFO usage for the materials issued.
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Rework and Rejection percentage Quality Rejection Report

Daily production qty Production register (reports and communication)
5.6.1. Bill of Material and Routing
BoM and Routing is required to prepare in system for all finished good items.
All items which are used in production including packing materials and consumables will be part of bill of material.
Process of manufacturing will be defined in Routing including work center detail, operations details. For example,
Table 19: Routing
Sr.
No
1
2
3
4
5
6
Work Center
WC0001
WC0002
WC0002
WC0002
WC0002
WC0002
Operation Code
OP001
OP002
OP003
OP004
OP005
OP006
Operation Description
Wire Drawing
Insulation
Wrapping/Extrusion
Quality in Production
Armouring
Outer Sheathing
Quality/Feedback Required
Yes
Yes
Yes
Yes
Yes
Yes
BoM and Routing will be part of Job Order.

In case of standard items, BOM and Routing are pre-defined and available in the system. But in case of customized order scenario,
following will be the sequence of activities
a. Order is received from the customer
b. BOM and Routing is created by Production team based on the requirements
c. SO and JO is created for the new item
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5.6.2. Job Order
For MTO scenario, user can run MRP based on Sales Order from system. MRP output will be Production plan, Job Orders and Purchase
Requisition/Purchase Order (depends on raw material availability). User can also create Production Plan, Job Orders and PR/PO manually
without running MRP logic.
Job Order includes details of BoM, Routing and Qty to be produced. It also provide the visibility of Raw material availability. If raw
material is not available, PR is created against the Job Order.
5.6.3. Job Issue
Stores team can check the availability of material against the JO. If the material is available in stock, Job Issue is approved and material
is issued to production floor. If the materials are unavailable in the inventory, store associate can raise a Purchase Requisition of type
Job.
Inventory will be updated in system automatically.
5.6.4. Job Feedback
Once the job issue is created, production floor receives all raw materials and production activities are started. Job Feedback is used to
report activities related to the production Job Orders in order to track the status of the job order operations.
During the operation, Accepted Qty, Rejected Qty and Rework Qty can be captured.
Operation wise parameters can be captured in Job Feedback screen.
Machine wise Accepted and Rejected Qty can be captured in Machine tab.
System will keep track of operation for which Job Feedback is required.
5.6.5. Quality In Production
The quality department can perform a quality check on items during the production process by using the Quality in Production feature.
The Quality in Production feature determines the items that need to be accepted, rejected, or reworked upon.
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Items accepted at this stage will proceed further to the next operation. Item rejected will be moved to rejection location (will not be
available for issue). From rejection location store team can convert the rejected material to scrap.
For operation rework, quality team can discuss with production department to reopen the respective operation for rework. After rework
again, quality is checked and Accepted item will be available for next operation.
5.6.6. Quality Finished Goods
Quality in finished goods will be the final activity after the production process.
The quality of the finished good is checked according to the various specifications defined for the respective FG/SFG in the item master.
5.6.7. Job Receipt
Once the finished goods is accepted at the final quality check, Job Receipt is created by production and handed over to Stores. Stores
verifies the quantity of item and approves the Job Receipt.
Drum No and Coil No details are captured in this transaction along with their qty and it will be considered as finished good batch
numbers.
The Job Receipt transaction captures the following details:
o Produced and consumed quantity.
o Actual labor and overhead cost can be captured at Job Receipt as their actuals are known only after completion of the Job.
o Scrap and loss details can be modified /added at Job Receipt level.
Material will be available for shipment after Job Receipt.
5.6.8. Extra material issue to Job Order
Due to some reason, if raw material is damaged/spoiled during production process, if production team require extra material to be
issued against the Job Order, then Material Issue request is created and tagged to the Job Order for which material is required to be
extra issued. Store will issue the requested material and inventory will be updated in system.
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5.6.9. Process Configuration Production
Screen/ Form
Field
Data/Value
Applicable to
Engineering -> Routing
Quality/Feedback Required.
True
Applicable to all operation where log

sheet and quality in production is
required to be captured.
Engineering -> Bill of Material
Scrap details
Enter anticipated scrap value which

will be obtained post production
Production. To track the scrap

materials for reconciliation with the
materials issued for production.
Production -> Job Order
Back flush Flag
False
All
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5.7. Lead and Client Management

Figure 9: Lead and Client Management
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Lead may come online or offline. Online Lead is to be integrated to CRM system through Web Lead form. Offline lead can be created
individually or through Bulk Upload facility.
All lead can have Single or multiple Contact. There should be one linking screen through which user can tag the source of the contact's
contact.
Every contacts individual preference (i.e. Preferred Mode, Preferred Day, Preferred Time, Yellow Lights) to be captured. Back office to
visit this preference before connecting the contact.
Contact management module to be explored for this.
'Key Note' is to facilitate back office user to write i.e. Attitudes, frame of mind etc. will write against every individual contact. This note is
very important in handling the contact or for communication. Remarks fields to be used to write Key Note.
Follow Up notification for any lead or contact should automatically go to the concern owner of the Account. Owner of the account will
keep on updating the follow-up details as when required. Follow-up detail updated by back office should reflect to the sales person work
list and vice-versa.
Field Force Sales Engineer may ask for Sales Quotation for any client through ticketing system or they may raise Sales Enquiry through
DWS automation system. Back office to share Sales Quotation on those Enquiry. Sales Quotation should flow to client directly through
mail. When Quotation is approved, Sales Order to be placed in system. In case client asked for revised quotation, back office to amend
the Sales Quotation and share to the client.
For Every individual contact Date of Birth, Anniversary date to be capture for relationship management. Automatic personalized email to
be scheduled on the special day for that contact to make him feel important. Customized Email Template along with Auto Email
scheduling from Reporting communication module to be set.
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5.8. Field Force Automation

Field force automation includes the monthly and daily work activity and tracking of it.
Figure 10: Field Force Automation
Sales Force should follow the daily activity as per assigned task for the day, which is approved by his supervisor. This is to be tight
coupling through system.
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There may be Multiple Monthly Target of a sales man. These Monthly target to be defined at Monthly Work Plan (MWP) of a Sales
Engineer
Date wise Activity and task for individual client is to be defined at Monthly Work Plan. There can be multiple Task /Activity for a single
client and Multiple Visit for Different client in a day.
Date wise Calendar View of daily work plan to be set.
Sales Engineer may change his work plan in certain cases. Changes to be approved by his supervisor.
Sales Engineer has to enter Daily Work details in online system. Order booked through Daily Work sheet system will automatically
converted to Sales Enquiry by his back office counterpart. Back office to share Sales Quotation to those Sales Indent.
Quick Lead and Client is to be created by sales engineer should move to back office for follow-up.
Sales Engineer to capture on ground competition in system, this will flow to back office for further analysis for competitive pricing or
new sales plan.
Promotional activity to be captured using Daily work Sheet (DWS) online system.
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5.9. Case Management

Case Management module allows to capture the customer complains, their allocation to respective engineers, status of cases and SLA
configurations.
Figure 11: Case Management
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To digitized vendor management process and minimize response time to customer concern, Case Management module to be in place.
A dedicated email id to be configured for auto Ticket raising. Where Ticket will be created automatically on receiving mail to this id.
Master to be configured for categorization and sub-categorization of Problems. Owner of these problem category and sub category to
be mapped in advance.
Ticket should follow the workflow rule defined in advance to streamlines processes.
Once Ticket is raised It is in Open status, and by default go to the L1 work Group, User at L1 may Resolve the Ticket or assign to next
Workflow level i.e. L2 group. When resource is not available or due to incomplete information L1 User may hold the ticket at open state.
Status of the ticket become WIP once Ticket is Un-Hold and assigned to L2, at these stage ticket can be resolved or can be escalated to
L3 Group for Resolution. L3 is the final workgroup where Ticket cycle has to close, User can Resolve the ticket, or may convert to CR (i.e.
Change Request) for further improvement.
Resolved Tickets moves to the client or to the initiator for verification, User can Re-open the ticket with proper clause in automated
Ticket feedback process.
Ticket resolution timeframe is to be defined at SLA masters. Where ticket will move to the next Work Flow owner if it crosses more than
the threshold limit defined for resolving at that level.
User at any work Group at any level can assign tickets within User Group based on Current Work Allocation.
Auto notification and alarm mechanism to optimize the response time for interdepartmental communications.
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6. Key Deliverables
6.1. Scope Document
Table 20: Scope Document
Sr.
No.
Topic
Requirement
Possible Option /
Workaround
Indent/Sales Order
From approved sales quotes, sales order

(indent) should be created
Available in iON
Indent/Sales Order
CST Tax Calculation to be done in sales

quotes and indent
Available in iON
Sales Quote
In sales quotes screen, next follow up

date and communication history to be
captured.
Currently iON does not have

this feature.
Sales Quote
While creating Sales Quotes, system

should automatically calculate profit %
based on defined cost, taxes, discounts
and rate offered.

this feature.
Sales Quote
While creating Sales Quotes, discount is

given more than its defined value or
profit is less than then system should
highlight that item line on screen with
red color.

this feature.
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Exclusion for Offline
ERP Consulting
Sr.
No.
Topic
Requirement
Possible Option /
Workaround
Drum Number/Coil
Number
Drum number or Coil number to be

printed in sales invoice
Drum number and coil

number will be considered
as finished goods batch
numbers and can be
printed in sales invoice
Proforma Invoice
Pro-forma invoice should be printed at

time of Sales Quotes/Order
Proforma invoice can be

generated from Sales Order
screen
Vendor Master
Additional details of vendor like their

production capacity to be captured in
system. While placing Purchase Order, if
it exceeds their production capacity then
system should give an alert.
Production capacity can be

captured in remarks in
party master. No alert will
be given by system if
Purchase order is placed
more than production
capacity.
Vendor Master
Vendor Performance details based on

order placed on time Vs Material
received on time
Vendor on time delivery

performance can be find
out from Purchase Order
Monitoring report
10
Vendor Master
Vendor has sent quotes on time or not. If

multiple follow-ups are taken for
purchase quotes, all communication
history to be captured.
Communication details can

be captured in remarks
columns
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this feature.

this feature.
ERP Consulting
Sr.
No.
Topic
Requirement
11
Purchase Order
While placing Purchase Order for an

item, system should automatically check
the consumption for defined period and
check if order qty is should be more than
consumed qty for a period. System
should also give an alert if order qty is
higher than consumed qty for a given
period.

this feature.
12
Labour Matrix
For example, in 0-500 Rs, with 20 Labour

1000 qty can be produced. If investing
more money and Labour how many more
qty can be produced.

this feature.
13
Production
System should give details which

production order is running and in which
stage it is running. Details of each stage
with their produce/rejection and rework
qty details
Available in iON
14
Production - Tracking of
Scrap
System should track the scrap and

wastages order wise and give real time
inventory for scrap
Available in iON
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Possible Option /
Workaround
ERP Consulting
Sr.
No.
Topic
Requirement
Possible Option /
Workaround
15
Production
While stating production order if any

material is not available then it should
showcase to user. Once that material is
available then system should send mail to
respective user
User can view what all raw

materials qty is available
for production. If material
is not available either auto
or manually PR/PO can be
generated and when GRN
done email notification can
be sent from system
16
Contacts
There should be one linking screen

through which user can define /tag the
source of the contact's contact.
17
Email and SMS integration There should be some facility for Email or
for Contacts
SMS to communicate a Contact, once
user select / Edit the contact, system will
provide an edge to mail/ SMS from the
same screen.
CRM
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this feature, Proposed released
date is after Release 6
Usability related changes.
But feature is very much
available from
Communication Module,
where user has to select
the mode of
communication (i.e. Email,
SMS etc.) and then to
select the contact from
contact master.
ERP Consulting
Sr.
No.
Topic
Requirement
Possible Option /
Workaround
18
Preference for Contact
Contact 'Preference' is to be individual

contact specific. Every individual contact
associated with the Client / Lead should
have their own preference.
Contact preference is
captured for Header Level
contact.

this feature for all line level
contact details. Post Release 6
these feature will be available.
19
Contacts Key Note
There should be one 'Remarks' field

against each and every individual
contact, which are captured in the
'Contact' detail tab. In this field user will
write Key Note (i.e. Attitudes, etc.). There
are different strategy to handle different
people in the organization. This key note
is very important for the person who is
handling the contact.
Remarks Field can be used

to write Key Note for
contact but currently this is
for Header Level contact.

contact. Post Release 6 these
feature will be available.
20
Date of Birth for Contacts
To send birthday wishes, DOB to be

captured for each individual contact.
Using reporting and

communication module
email or SMS can be
schedule to send birthday
wishes, currently this is for
Header Level contact only.
Currently iON does not
have this feature for all line
level contacts.

contacts. Post Release 6 these
feature will be available.
21
Special Marking for

Contacts
Contact specific Marking for a client/

Lead
This is available for Header

level contact, not have this
feature for all line level
contacts.
Post Release 6 these feature

will be available.
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ERP Consulting
Sr.
No.
Topic
Requirement
22
Client 360 View
Usability enhancements. Visual

summaries in four Quadrants of any lead
or client. Four key quadrants of customer
should include Basic details ( Contact,
Address , Commercial ) , Additional
details ( Historical transaction data ),
View ( on selecting the transaction , view
and edit of the transaction ) and Feed

this feature. Further study is
required for this.
23
Event Calendar
Event and Appointment is to be created

in CRM and it should syncs across to
Outlook through Exchange mailbox.

required for this.
24
Multiple or Co-Owner of
Account
System should allow to tag Multiple

account owner to a client / Lead, Or this
can be a Work Group as well.

required for this.
25
Client Management
Client Additional Details is required to be

captured in system. Client can be
categorized into Industry and Sub
industry as a LOV. Energy Consumption
(Monthly) , Installed Capacity
(MW),Number of shift, Industry Type(
LOV),Industry Sub Type and No of
employees
26
Client Management
Communication
For Telephonic Communication, Purpose

and Outcome of the call to be captured.
Both are to be parametric LOV.
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Possible Option /
Workaround
Label renaming feature can

be explored against to fit
these field.

this feature. Post Release 6
ERP Consulting
Sr.
No.
Topic
Requirement
27
Client Management
Communication
When communication type is Phone,

then Call type is be captured in system.
Possible Option /
Workaround

Types of call can be two basic types ,

Inbound and Outbound
28
Lead Management
Reason for Closing a Lead to be capture.

This reason is to be ' LOV' dropdown
from reason master
29
Sales Enquiry
Once Sales Enquiry is raised, system

should automatically trigger a mail to the
client/Leads Mail box.
30
Lead Management To
Do Activities
Lead objective and Task to be predefined

based on lead type. To do work list will
be auto populated based on this.
Currently iON does not have his

features. Will be available from
next release.
31
MWP Date wise activity

and task planning
Task and objective of sales force are

typically Demo, Showcase, submitting
Financial Bids, Booking of Sales Order and
Adding New Client. At the time of
defining work plan of a sales engineer
These Task should come from master as a
LOV. Multiple LOVs user may select. (I.e.
There can be multiple Task/Activity for a
single client and Multiple Visit for
Different client in a day)

Release 6.
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Available in iON
ERP Consulting
Sr.
No.
Topic
Requirement
Possible Option /
Workaround
32
MWP Monthly Target

Details
System should allow to create multiple

monthly sales targets for an employee
Available in iON
33
MWP Rescheduling
Work Plan
If there is any schedule change in the

MWP, sales engineer can reschedule the
same online.
Available in iON
34
MWP Yearly Sales Target System should allow to define sales

target for sales engineer yearly/half
yearly and quarterly and this should be
compared to actual
Monthly sales target can be

defined sales engineer wise
and can be compared with
actual.
35
Sales Target
Client wise sales target to be defined

with mapping of sales engineer
Sales engineer wise target

can be defined in MWP. In
case customer and item
wise target is required to
be defined then
opportunity module can be
used
36
DWS - View only

Functionality
Sales Engineer Would like to know the

Sales Engineer can view
Status of earlier SO , Outstanding balance Sales order status from
of the client from DWS interface
sales order screen and
outstanding details from
report from mtop
application
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feature for viewing SO and
Outstanding from DWS
ERP Consulting
Sr.
No.
Topic
Requirement
37
DWS - Client Specific

Activity as per MWP
Client Specific Activity which are defined

at MWP should automatically flow to
DWS for Sales engineer reference and
this should be tightly coupled

next release.
38
DWS Sales Order to SE
All DWS indent should be convert to

Sales Enquiry to Mfg. solution. There
should be one admin screen where CRM
User ( back office ) will convert these
DWS Indent to Mfg. SE

next release.
39
DWS Quick Lead
At Quick Lead screen there should be

follow up Remarks and Date field

feature.
40
DWS Competitor Details
At DWS Client wise Competitor Details to

be captured in LOV

feature.
41
DWS
Sales Engineer wise daily sales details to

be captured in system
42
DWS
Sales Engineer wise profit generated

details to be captured in system
43
DWS
Sales Engineer wise daily direct expenses

to be captured in system
44
DWS
How many times a sales engineer visit to Available in iON

customer location and how much time a
sales engineer spent at customer location
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Possible Option /
Workaround
Available in iON
feature.
Available in iON
ERP Consulting
Sr.
No.
Topic
Requirement
Possible Option /
Workaround
45
DWS
DWS system should not open other client

information
46
DWS
Promotional activity details like

Seminar/Tech team to go/ Gift/New item
to be develop should come as LOV
47
DWS
Auto ticket from Warranty management

module.

next release.
48
DWS
System should showcase case details in

calendar view

feature.

feature.
Available in iON
6.2. RACI
RACI chart provides details of segregation of duties between various stakeholders in the organization. This chart will help in defining the number
of users required and also in setting up the user authorization.
Responsible (R) Describes role that executes the activities to achieve the task.
Accountable (A) Describes roles that own the quality of the deliverable and sign off on work that Responsible provides.
Consulted (C) Describes roles that provide subject matter expertise.
Informed (I) Describes roles that receive information about the task.
RACI
FortuneArt Wires & Cables
Department
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Process
Responsible
Accountable
Consulted
Informed
ERP Consulting
Master
Item Master - Raw

Material
Ramarao
Raghu
SM Basha
Item Master - FG
Ramarao
Raghu
SM Basha
Price Master
Ms. Preeti
Ms. Preeti
Ms. Hema
Party Master - Supplier

Party Master Customer
Machine Master
Other Masters
R&D
Item Site Planning

BOM Creation - other
customers
Routing Creation
Purchase
Stores
Indent
Goods Inward Note
(GIN)
Goods Receipt Note
(GRN)
Purchase return
Job Receipt
Job Issue
113 | P a g e
Karan
Bhavna
Ms. Preeti
Ms. Deepa
Baswaraj
Ms. Hema
Baswaraj
Nageshwar
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
SM Basha
Tapan
SM Basha
SM Basha
SM Basha
SM Basha
Ramarao
Raghu
Ramarao
Raghu
Ramarao
Raghu
SM Basha
Ms. Bhavna
Raghu
Raghu
Ramarao
Raghu
ERP Consulting
Raghu
Seshu
SM Basha
Production Supervisor
Tapan
SM Basha
Tapan
Tapan
SM Basha
Inward Quality (QGIN)
Seshu
Seshu
SM Basha
(Inline QC)
Seshu
Seshu
SM Basha
Quality FG (Endline QC)
Seshu
Seshu
SM Basha
Sales Shipment (DC)

against SO
Rajkumar
Raghu
SM Basha
Sales Invoice
Ramarao
Raghu
SM Basha
Breakdown requests
Baswaraj
Nageshwar Rao
SM Basha
Preventive
Maintenance
Baswaraj
Nageshwar Rao
SM Basha
Predictive Maintenance
Baswaraj
Nageshwar Rao
SM Basha
Stock Adjustment
Production Plan
Production
Quality
Job Order
Job Feedback Production status
update
Material Request - Over
issue
Dispatch
Maintenance
114 | P a g e
ERP Consulting
Payroll
Finance
Spares Request
Baswaraj
Nageshwar Rao
Payroll
Ramarao
SM Basha
All Operations
Ms. Priyanka Chavda, Ms. Vaidya
SM Basha
Mr. Arvind
Back Office and Sales Team

Lead and Client
Management
CRM - Back office
Case Management
Warranty Management
Campaign Management
CRM - Sales Engineer
MWP and Field Force
Ms. Preeti, Ms. Deepa, Manisha , Ms.

Shilpa+ 1
Ms. Preeti, Ms. Deepa, Manisha, Ms. Shilpa
+1
+1
+1
15 People Sales Engineer Team
Ms. Hema
Ms. Hema
Ms. Hema
Ms. Hema
Ms. Hema
Ms. Hema
Ms. Hema
Ms. Hema
Ms. Hema
Mr. Arvind
Mr. Navin
Mr. Navin
Mr. Navin
Mr. Navin
Mr. Navin
Mr. Dilip
Mr. Navin
Mr. Navin
Mr. Navin
Mr. Navin
Mr. Navin
Mr. Dilip
Mr. Ashok
Mr. Ashok
Mr. Ashok
Mr. Ashok
Mr. Ashok
Mr. Ashok
Mr. Dilip
Mr. Phaninder
Mr. Dilip
Mr. Ashok
Mr. Arvind
Mr. Upadhyay
Mr. Upadhyay
Mr. Upadhyay
Mr. Upadhyay
Ms. Hema
Ms. Hema
Ms. Hema
Ms. Hema
Vimal Power Lines

Purchase
Purchase Order
Sales Enquiry
Sales Quotes
Sales Order
Sales
Sales Invoice
Stores
Sales Shipment
Goods Receipt Note
(GRN)
Finance
All Operations
Electrical Lines
Sales Enquiry
Sales
Sales Quotes
Sales Order
Sales Invoice
115 | P a g e
Mr. Matta, Mr. Sachin, Mr. Amar

ERP Consulting
Stores
Sales Shipment
Goods Receipt Note
(GRN)
Sales Return
Stock Adjustment
Finance
All Operations
Mr. Basawa, Mr. Bhaskar
Mr. Madhu G
Mr. Madhu G

Ms. Priyanka Baidh and Ms. Radhika
Mr. Madhu G
Mr. Madhu G
Mr. Madhu G
Mr. Madhu G
Mr. Madhu G
Mr. Madhu G
Mr. Arvind
FortuneArt LED Lighting Pvt. Ltd.

Item Master - Raw
Material
Gopi
Ms. Hema
Uresh
Item Master - FG
Gopal
Ms. Hema
Uresh
Price Master
Aditi
Ms. Hema
Ms. Preeti
Master
Party Master - Supplier
Karan
Ms. Hema
Bhavana
Party Master Customer
Shipa
Ms. Preeti
Ms. Deepa
Machine Master
Rajesh
Aruna
Sanjeev
Other Masters
Item Site Planning
R&D
BOM Creation - other

customers
116 | P a g e
Arvind Srimal
Karan
Ms. Hema
Bindu
Aruna
BVP
Saikrishna
Aruna
BVP
Bhavana
Karan
Karan
YVSR
Routing Creation
Purchase - Import
Madhavi
Creation of PO
Ms. Hema
ERP Consulting
Update import details

Goods Inward Note
(GIN)
Goods Receipt Note
(GRN)
Purchase return
Stores
Job Receipt
Job Issue
Stock Adjustment
Auto Purchase
Requistion approval
Bhavana
Karan
Karan
Security
Uresh
Gopi
Uresh
Gopi
Uresh
Madhu
Sanjeev
Madhu
Madhu
BVP
Bhavana
Karan
Ms. Hema
Aditi
Reddy
Madhu Bhargav
Jai Gopal
Kartik
Gopi
Kartik
Jai Gopal
Kartik
Madhu
Jai Gopal
Madhu
Ms. Hema
BVP
Madhu
Ms. Hema
BVP
Madhu
Madhu
Gopi
Job Order
Jai Gopal
Gopi
Production
Job Feedback Production status

update
Madhu Bhargav
Reddy
Madhu
Reddy
Material Request - Over
issue
Gopi
Madhu
Kartik
Quality
117 | P a g e
Inward Quality (QGIN)
Tarak
Rajesh Sevak
Sanjeev
BVP
Aruna
ERP Consulting
(Inline QC)
Tarak
Sanjeev
BVP
Sanjeev
BVP
Srinivas Raju
BVP
Ms. Hema
Madhu
Aditi
Rajesh Sevak
Quality FG (Endline QC)
Tarak
Rajesh Sevak
Sales Shipment (DC)

against SO
Santosh
Vijay
Dispatch
Archana
Sales Invoice
Santosh
Srinivas Raju
Vijay
BVP
Madhu
Ms. Hema
Aditi
Archana
Customer complaint Case management

Customer Support
Anil
Aruna
BVP
Arvind Srimal
Aruna
BVP
Arvind Srimal
Saidulu
Sales return
Anil
Saidulu
Payroll
Payroll
Breakdown requests
Srinivas Raju
K S Naik
Reddy
BVP
Ms. Hema
Arvind Srimal
Preventive
Maintenance
Reddy
BVP
Ms. Hema
Arvind Srimal
Maintenance
Predictive Maintenance
Reddy
BVP
Ms. Hema
Arvind Srimal
Spares Request
Reddy
Madhu
118 | P a g e
BVP
Ms. Hema
Arvind Srimal
ERP Consulting
RACI Summary for FortuneArt Group (Including all 4 group company)
Companies
ELECLINES
FALED
FAWAC
VPLINES
Management
Grand Total
Core Users
7
15
11
3
0
36
CRM Users
Back Office
Sales Team (MWP +
DWS)
Total
Core Users
4
119 | P a g e
10
14
View &
Approve Users
2
6
0
1
3
12
Grand
Total
9
21
11
4
3
48
ERP Consulting
7. Deployment Plan
7.1. Project Schedule
The standard Project Schedule for phase - I implementation is depicted in Table below.
Table 21: Project Schedule - Phase 1
Activities/Week
Project Initiation
COA Finalization & Signoff
Item Codification & Signoff
Data Collection and Masters
Data Upload and Verification
W1
W2
W3
W4
W5
W6
W7
W8
W9
W10
Outbound doc finalization and signoff

User Configuration based on RACI
FnA configuration
CRM configuration and bridging
Mfg. configuration
Module wise training and UAT
Blackout Period
Go-Live
Note: Project plan suggested above is the standards plan. Project timeline can be further extended depends on number of companies are
involved in implementation of ERP package. If all four companies of FortuneArt group are going for ERP implementation then project time can be
extended for data collections, verification and upload, user trainings and manufacturing configuration. Actual project timeline will be decided
only at time of project initiation and after discussion with implementation team.
120 | P a g e
ERP Consulting
7.2. Activities during Blackout period

Table 22: Blackout Period
Activity
Transition Checklist
Blackout Period - Start Date
Week 9 Beginning (During implementation)
Blackout Period - End Date
Week 9 End
Opening Balance Transfer
Week 9 Beginning
Parallel Transactions
To Be decided at the time of going live
Adjustment Period
To Be decided at the time of going live
Go Live Modules
Procurement , Sales , Inventory , Engineering , Production, Planning, Import Export, General

Ledger, Account Payables, Account Receivables and Fixed Assets
User Activated
TBD
Adoption Dashboard Format
As per attached format
Adoption Dasboard
Template.xlsx
Adoption Dashboard Schedule
Daily
Communication Plan
See communication plan section
Mandatory Adoption Controls
Purchase Order, GIN, GRN, Purchase Voucher, Payment Voucher, Sales Invoice etc.
Notice Board Items
Process Flowchart, RACI Matrix, Adoption Chart, Go Live Status Report
Note: Blackout start and end period will be different for each company.
Table 23: Phase 1 Implementation for FALED and FAWAC
Module
CRM
Manufacturing
121 | P a g e
Sub Module
Lead, Client, Case and DWS
Sales
Remark
ERP Consulting
Manufacturing
Manufacturing
Manufacturing
Manufacturing
Manufacturing
Manufacturing
Manufacturing
Finance & Accounting
Procurement
Inventory
Planning
Engineering
Production
Quality
Import/Export
Accounts Payable/Receivables/Budget/Fixed
Assets
Table 24: Phase - 2 Implementation for FALED and FAWAC
Module
Manufacturing
Manufacturing
Manufacturing
Manufacturing
Sub Module
Plant Maintenance
Helpdesk (Customer Complain Management)
Web Cabinet
Budgeting
Remark
Table 25: Implementation for ELECLINES and VPLINES
Module
CRM
Manufacturing
Manufacturing
Manufacturing
Sub Module
Lead, Case, Field Force
Sales
Procurement
Inventory
Remark
Note:
Less time would be required for stabilization after the implementation as process and standards are defined with client. Only the
stabilization & adoption of phases in parallel with other module implementations needs to be ensured.
122 | P a g e
ERP Consulting
It has to be ensured that the users are able to pick up the system well and the system does not fall into deep backdated entries to meet
project timelines.
The change champion team will be available to monitor the update, changes closely with iON team during and post implementation to
enable a successful roll out of the product.
Adoption needs to be monitored on a regular basis and the same is to be presented to the higher management for speedy
implementation.
SPOC to ensure the availability of stakeholders and user for training and meetings.
Weekly review to be scheduled with the SPOC and the management for status of the implementation.
Detailed implementation plan to be chalked out and sent to the management and SPOC for review, once the implementation starts.
7.3. Change Management
In order to implement the ERP, FortuneArt Wires and Cables Pvt. Ltd., Electrical Lines and Vimal Power Lines might have to undergo
business transformation and it might create an uncertainty with respect to roles, responsibilities and timeline. To avoid any issue, a
structured change management program would be introduced which would be followed through the engagement cycle.
a. Communication plan and change champion
In order to instill the necessity and benefits of implementing an ERP within the working staff, a proper communication plan would be
developed and a change champion would be identified both of which together would be able to convince the working staff regarding the
importance of their new roles and its impact over the performance of the entire organization. This, in turn, would enhance the acceptability
of ERP in the organization and lead to a smooth transition.
As part of this activity, once the implementation start date is finalized, a detailed communication plan will be circulated to all the relevant
stakeholders in the organization on the activity, when its happening, whats expected from everyone, how it will be done and through
whom it will be done will be notified. Also a checklist will be given to monitor the blackout period i.e. transition period for closing in the
legacy system and loading the balance in the ERP. During the blackout period, activities to be monitored will be available in a checklist. There
is a template to monitor the post go live performance and adoption of ERP for the management to strategize the decisions.
123 | P a g e
ERP Consulting
Table 26: Communication Plan
Parameters
Person Affected
Kick off
Senior Management, Change in Mr. Arvind Srimal

All Department Heads Process
COA Finalization
Signoff
Message
Type
Person In-charge of Mode

of Message brief
Messaging
Communication
& Ms. Priyanka Zod, Ms. Blocking his Ms. Hema

Priyanka Chavda and time
Mr. Phaninder
Item Codification & Ms. Basha, Ms. Hema, Blocking his Ms. Hema,
Signoff
Mr. Upadhyay, Mr. time
Basha
Navin
Data Collection
Master Creation
124 | P a g e
& All Department Heads
Additional
Effort
required
Ms. Hema,
Basha
NoticeTop TCS iON ERP will be

management order implemented in FortuneArt
Wires and Cables Pvt. Ltd.,
Electrical Lines and Vimal
Power Lines from <kick off
date>
onwards.
As
an
initiation, there will be a kick
off presentation by TCS iON
team and the activities
expected out of us.
Personalized
To upload the Chart of
Training
Accounts (COA) into iON, we
need the signed off COA from
Finance team. Pl block your
time to fill the templates and
pass on to TCS iON team.
Mr. Personalized
To upload all the types of
Training
items handled in FortuneArt
Wires and Cables Pvt. Ltd.,
Electrical Lines and Vimal
Power Lines into iON, we need
the
signed
off
item
codification list from you. Pl
block your time to fill the
templates and pass on to TCS
iON team.
Mr. Personalized
TCS iON will train on the data
Training
to be filled in the templates. Pl
fill the data which has to be
ERP Consulting
Parameters
Person Affected
Message
Type

of Message brief
Messaging
Communication
uploaded into ERP.
Data
Upload
Verification
& 1) TCS iON (for data Additional

upload)
Effort
2) All department required
heads
(for
data
verification & sign off)
Outbound Documents All Department Heads

finalization & Signoff
User
configuration 1) TCS iON
based on RACI
configuration)
2) Admin
Mfg.
and
Configuration
Training & UAT
125 | P a g e
Additional
Effort
required
Ms. Hema,
Basha
Ms. Hema,
Basha
(for Change in TCS iON

Reporting
F&A 1) TCS iON (for

configuration)
2) Dept. Heads(for
verification of access
to screens)
Senior Management,
All Department Heads
and iON ERP users
Change in TCS iON

Reporting
Change in Ms. Hema,

Work
Basha
Routine
Mr. NoticeTop TCS iON will be uploading the

management order data templates you have filled
for your department. Once the
activity is done, please verify
the data in the system and
provide sign off.
Mr. NoticeTop All the outbound documents
management order which have to be printed
through the system have to be
finalized and should be
circulated to TCS iON for
customizing to our need.
Consultation
by TCS iON to explain the RACI
Mentor
matrix and get a sign off from
FortuneArt Wires and Cables
Pvt. Ltd., Electrical Lines and
Vimal Power Lines on the
configuration.
Consultation
by
Mentor
Mr. NoticeTop TCS iON has configured

management order data provided by us. In
regard, training will
conducted to make
the
this
be
you
ERP Consulting
Parameters
Person Affected
Message
Type

of Message brief
Messaging
Communication
familiar with the modules.
Opening
Upload
Balance 1) Ms. Priyanka Zod,

Mr. Phininder, Ms.
Priyanka Chavda (for
providing
data)
2) TCS iON (for
uploading the data)
Opening Stock Upload 1) Mr. Raghav for
providing
data)
2) TCS iON (for
uploading the data)
Blocking his Ms. Hema,

time
Basha
Mr. Personalized
Training
TCS iON to train Mr. Ashok,

Mr. Phaninder, Ms. Priyanka
Zod and Ms. Priyanka Chavda
on opening balance upload
Blocking his Ms. Hema,

time
Basha
Mr. Personalized
Training
TCS iON to train Mr. Raghav on

opening stock upload
Go Live
Senior Management, Change in Mr. Arvind Srimal

All Department Heads Work
and iON ERP users
Routine
7 Days from Go Live
Senior Management, Additional

All Department Heads Effort
and iON ERP users
required
Ms. Hema,
Basha
15 Days from Go Live
All Department Heads Additional

and iON ERP users
Effort
required
Ms. Hema,
Basha
Mr. Consultation
Mentor
by To monitor adoption of ERP.
30 Days from Go Live
All Department Heads Additional

and iON ERP users
Effort
required
Ms. Hema,
Basha
Mr. Consultation
Mentor
by To monitor adoption of ERP.
126 | P a g e
NoticeTop TCS iON will be live in our

management order organization
from.
All
employees who have got their
logins should start making the
transactions in the system
henceforth.
Mr. NoticeTop For all the transactions carried
management order out pull out the relevant
reports

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ERP Consulting

FortuneArt Wires and Cables Pvt. Ltd.

Viral Rami, Niladri Ray

Based on as-is information received from stakeholders

Viral Rami, Niladri Ray

Updated the To Be Section of the document

Mr. Arvind Srimal

Mr. Karan S Kothari

Sales Back office

Sales Back office

Sales Back office

Sales Back office

Sales & Marketing Government

Sales & Marketing Pvt Industries

Sales & Marketing Pvt Industries

Director Wires and Cables

Quality Wires and Cables

Production Wires and Cables

Stores Wires and Cables

Asst. Manager Maintenance

Mr. Ashok Upadhyay

Sr. Manager Electrical Lines

Head Store Electrical Lines

Store Executive Electrical Lines

Store Executive Electrical Lines

Mr. Ashok Srimal

Director Vimal Power Lines

Executive Vimal Power Lines

Executive Vimal Power Lines

Direct shipment and invoice creation for retail customers

Lead and campaigns tacking through CRM

Warranty management of products through CRM

Tracking of Sales Engineer activity through DWS and MWP in CRM

Integration with any Third party application

ABOUT FORTUNEART W IRES AND CABLES PVT. LIMITED ................................................................. 14

KEY BUSINESS FACTORS (KBF) ..................................................................................................................................................................... 18

AS-IS BUSINESS PROCESSES AND OFIS ...................................................................................................................................................... 19

SALES PROCESS ........................................................................................................................... 19

TO BE BUSINESS PROCESS ....................................................................................................................................................................................... 63

KEY DELIVERABLES ............................................................................................................................................................................................... 103

CASE MANAGEMENT ......................................................................................................................... 101

SCOPE DOCUMENT ........................................................................................................................... 103

DEPLOYMENT PLAN .............................................................................................................................................................................................. 120

PROJECT SCHEDULE .......................................................................................................................... 120

Table 16: SLA Management ......................................................................................................................................................................................... 73

Document Management System

Goods Inward Note

Goods Receipt Note

Key Business Factors

Key Performance Indicator

Material Resource Planning

Opportunity for Improvement

2.3. About Vimal Power Lines

Figure 1: Organization Structure - Site wise

Figure 2: ELECLINES and VPLINES Organization Structure Hierarchy

Mr. Arvind Srimal

Ms. Hema (Director)

Figure 3: Organization Structure of FAWAC

Mr. Arvind Srimal

3. Key Business Factors (KBF)

Growth Factors Position

Linear growth till now catering only to Domestic market.

Working Capital Position