Dileep

Dileep

Business Scenario :-Dileep Industries is a family-owned business headquartered in Jaipur, with 11 factories spread across Jaipur. Dileep produces products such as Ceramics, Wooden, Terracotta, Glass, Marble, Metal –GI Sheet and Wine, Paper Mache, Metal – Wrought Iron and is the largest exporters of handicraft and lifestyle products from India.They have multiple brands such as Chopping Board(Culinary and Lifestyle solution), Anuva (fashion jewellery) and Dileep Hardware (Lifestyle and Décor Products) thru which products are sold and multiple companies where Manufacturing processes are held.

Dileep Group had In-house developed software where Export Sales and its analysis were managed, In-house developed software to manage Incentives and Insurance related activities post Export sales, they were recording financial related entries on financial software, and Purchase and domestic sales related records in Microsoft word and manual preparation of Management reporting is thru Microsoft spreadsheet.

Solution :-To eliminate management of multiple applications and manual reporting, customer decided to adopt Expand ERP, a single solution for the entire Business.The System enabled 24*7 and anytime, anywhere using access to the users as well as owners of the organization. The Software helped the customer to manage accounts and inventory independently channel wise. The system brought various departments of the business such as purchase, sales, inventory, and accounts on a single platform and easy tracking of different brands of Dileep Group at multiple stages.

Benefits of Expand ERP Solution

  1. Customer can now access inventory and ledgers location wise and also it can view consolidate on a single click. Thereal-time reports help in quick decision making and saves lot of time.
  2. Expand smERPalso links E-Commerce Website with the software which enables customers to get real- time view of actual stock availability and also reduction in management of E-commerce Website i.e adding new products etc.
  3. One Click GST Reports for filing the GSTR returns.
  4. Consolidated Report to verify sales and stock at multiple channels.
  5. Single Export Sales Report which can be viewed on basis of different dates. For E.g.:-Invoice Date, LR Date and Bill of Lading Date.
  6. Management of Inventory (Stock) of a particular channel with respect to multiple stores which enables user to actually know which exact stock available at the store on Expand smERP.
  7. Expand smERP sends automatic mails on receipt of Export Incentive, document creation, document modification, and various reminder mails such as product reorder reminder, ECGC cover limit reminder. Also, it sends automatic email on daily task and follow-ups.

City Service

City Service

City Services is one of the most popular privately owned public transportation companies of West Bengal. Not only are the popular among the general public but also are favored by the celebrities and VIP.

Challenges

  • One of the major issues that they were facing was the calculation of mileage for the ever increasing fleet of vehicles. As the number of buses kept increasing it was nearly an impossible task to track the fuel expenses for each of them manually. Scope for fuel theft always loomed over there at head since it was very difficult to isolate the specific vehicle vis-a-vis its driver who was showing abnormal fuel consumption.
  • City Services was looking for was a robust booking management for their public transportation business. They wanted to capture every aspect of a vehicle booking including Contact Details of the Customer, details of the vehicle booked, details of the driver assigned, schedule of the trip, extra charges such as the parking charges, toll etc., advance paid by the customer – all into a single system.
  • They also wanted notifications to be sent to the customer and driver on certain events such as confirmation of booking, reminder about the day(s) of trip etc

Solution

  • The first step towards eradicating the issue was to create the entire fleet in the year. Then the users flagged the vehicle to be AC and Non AC, since an AC bus consumed more fuel than a Non AC bus.
  • An import feature was designed through which users could upload information such as odometer reading between trips, quantity of fuel purchased, vehicle number, etc. obtained from the predefined fuel stations where the vehicles were supposed to refuel.
  • By comparing the information uploaded by the users Expand was able to isolate the vehicles which showed an abnormal consumption of fuel between certain trips. By comparing the information uploaded by the users Expand was able to isolate the vehicles which showed an abnormal consumption of fuel between certain trips.
  • Through the Service Booking module present in Expand we were able to map every aspect of the booking for them.
  • They were able to send notifications from the system as desired from the system and also generate unique reports on booking summary, driver and vehicle booking schedule, dues pending to the drivers and helpers, dues pending from the customers — from EXPAND

Bellamoosh

Bellamoosh

Bellamoosh Overview

Country – India                                               Industry – Textile Manufacturers and Exports

Business Situation :-Bellamoosh Lifestyle is into international trading of high end ladies fashion fabrics and Men’s Shirting fabrics. The company has a wide range of fabrics from cottons to silks to polyesters as it is exporting to every part of the world, considering Quality as per international standard as their main motto .The existing textile process followed is manual and legacy based which is prone to errors, delays due to manual intervention. Manual management also incurs higher costs with the possibilities in underutilization of resources, capacities and extremely time consuming for all staff and management.

Solution :-Taking into consideration the existing scenario’s where Export documentation was maintained on Excel, No tracking of purchase order and the goods available at godown, Bellamoosh came up with an sophisticated online system with Expand ERP for facilitating enhanced user interface for all concerned i.e, Administration Team, Management Team, Factory Staff, Quality Checker and Contractors for smooth functioning and execution of Bellamoosh as a reputed brand and pool opportunities for higher customer foot fall, brand name and goodwill.To eliminate manual reporting and enable tracking of the goods, customer decided to adopt Expand ERP, a single solution for the entire Business. The Software helped the customer to manage accounts and inventory independently channel wise.

Benefits from Expand ERP Solution

  1. Single Platform Integration of various departments and for easy tracking of records as per relevant channel.
  2. Expand ERP has enabled batch wise tracking of the Taka’s. It generates Barcode at multiple process stages such as at the time of Goods Inward, at the time of generation of Bales, at the time of creating Rolls and at the time of generating Carton. This enables End-to End tracking of each and every taka.
  3. It also sends automatic email on daily task and follow-ups to users.

Special Benefits of Expand ERP Solution

  1. To track the Status and stage of the Order received i.e from Export Order to Export Invoice.
  2. Complete Tracking of Stock i.e Stock available at different processes as well as Stock available with the Contractor.
  3. A simple platform which made Expand ERP User-friendly for people at various levels to handle the Software.
  4. Bellamoosh is now able to clear accounting, taxation and payments to be handled faster and accurately and on timely basis as tracking became simple.
  5. Reports providing End to End tracking of the Order such as Goods available at various stages and exact pending records at different stages.

Fogla Industries

Fogla Industries

Fogla Group headquartered at Kolkata is comprised of two major division which are the Plastics division and the Chemical division. Each of these divisions have multiple manufacturing units and operating offices all across the country. They have a diverse array of products including surfactants, acids, packaging, detergents, fertilizers.

Challenges

  • Consolidation of all activities and all locations under a single system to obtain seamless real time reporting.
  • Reduce the amount of paperwork and spreadsheet prepared for the sole purpose of export documentation.
  • Abolishment of the practice of physically couriering documents across the country so that they could be approved and entered by the Finance team and then payments could be released.
  • Scheduled auto emailing of management reports to key persons including directors

 

Solution

  • Through Expand by using a unified cloud-based solution which could cater to all kinds of documentation needs they completely stopped creating the export documentation through spreadsheets. The user could create, manage and share any document with much ease.
  • With the practice of linking the post shipment activities with the export documentation ensured that any information about the entire export could be retrieved on demand.
  • Expand also allowed tracking of Forward Contract and Packing Credit. Soon the management with the help of exhaustive reports was able to take quick and accurate decisions on availing funds for export.
  • With Expand, the document and voucher approval process became seamless allowing the concerned users to approve the documents as soon as they were prepared.
  • The file attachment feature which let the users scan and attach files with any transaction meant that there was no need to physically send a copy half way across the country. The attached files could be retrieved by the concerned users from anywhere.
  • By scheduling auto emailing through Expand on reports such as Receivable Ageing and Fund Movement it was made sure that the management never missed out on a crucial activity which occurred in the organization

 

Slaying a dragon is an outstanding feat in itself. However, slaying a dragon with multiple head requires the perfect strategy, the right amount of strength and the most valuable expertise.

Gautam Industries

Gautam Industries

Country/Region: India, Assam (Rangia)

Industry: Roofings and Metal Sheets

Customer Profile:

Gautam Industries is primarily a trader of metal sheets and roofings along with other housing & construction specific products. They recently entered into manufacturing of these products themselves and set up a factory unit at Rangia, Assam. The production went live in the month of April’ 2018 together with Expand ERP implementation for their entire business. They believe that the correct way to scale up is to establish advanced systems for the business.

Business Situation:

Gautam Industries managed their business majorly on excel and Tally. But in order to scale up and handle multiple process they required an advanced system which could manage their production unit and give them control over their inventory movements. They needed a reliable software to process their import purchases and generate the required documents in the most efficient manner. Important modules which they really needed were Finance, Sales, Purchases, Production,Inventory, CRM and HR/Payroll.

  • Solution

Expand ERP comes prepared to handle the above business needs. It took just three days for Gautam Industries to come on board including migration of data from hierarchy systems and training the users to enter data in Expand ERP.

Benefits:

  • Ready to use modules like Finance, CRM, Production, Purchase, Sales, Inventory and HR/Payroll.
  • Extremely fast data migration from legacy systems to ERP.
  • Over 100 useful reports to give management total control of business.
  • Complete security of data and also control of user access rights
  • Cloud based software giving ability to use the system from any location anytime.

Special Features:

  • Special Inventory position reports giving batch wise in depth details of the product.
  • Dedicated Production module to capture multiple units of measurements and dimensions.
  • Capturing quantity as accurate as upto six decimals.

K.D Liquor & Fertilizers

K.D Liquor & Fertilizers

KD Liquor and Fertilizers Private Limited manufacture and distribute some of the leading brands of country spirit in the Eastern Region within India. With a large volume of the bottling process taking place daily and with an ever increasing number of customers, relying on just the accounting software was never going to be a realistic option for them.

Challenges

KD Liquor spent a significant amount of their hard earned money just to replace the packaging assets which went missing during distribution. It was often found that the customers who were taking the crates and cartons while they were bought the products were not very keen on returning the same.  Most of them claimed that they had already returned the product or even sometimes outright denied having taken any extra crates or cartons.  This resulted in unnecessary spending just to ensure that the finished goods which were going to be distributed had enough crates or boxes to carry them.

Solution

  • EXPAND enabled them to record each and every packaging which was being issued to the customer through the invoicing process itself. While the invoicing was done the system identified the exact no. of crates/cartons which were required for packaging and printed the same. This removed any chances of deniability from the customer.
  • Additional validations were put in place such as fixing a maximum number of packaging assets which could be present with the customers.
  • Alerts raised at the time of invoicing allowed users to have dialogues with the customers regarding excess packaging assets present with them.
  • Also they began incentivizing the returns in the form of rebates on invoices if the goods were returned within reasonable time. This rebate was auto-calculated through the system omitting any chances of manual errors
  • Customized reports of Return Packaging and Customer Crates Summary further helped their cause to have real time position of the packaging assets owned by them.

Duraroof

Duraroof

  • Overview

 

Country/Region    :  India

Industry                :  Color Coated Profiles, Roller Door and Industrial Shutters

Customer Profile  :  Duraroofis

 

Business Situation: Duraroof managed their business majorly on excel and Tally. As the production unit and head office were at distinct locations there was no reliable mechanism to track the activities happening at the factory unit apart from manually calling the staff and taking timely updates. As they deal in order to production process, each size of Product is uniquely prepared for a particular customer only which requires appropriate tracking of the Input Product involved in producing the output.

Solution               :  Expand ERP makes it available tocontrol the entire business from any

Location. The smart automation does not require entering same set of data at multiple instances. One click reports provides the relevant data to the key users thus sparing the manual effort of collecting information from different sources within the company. Expand ERP made it possible for user to send reports to client directly from ERP on one click and recording of entry only once on system and tagging of document copies all the relevant document details (reduction in Duplication). For E.g. – While performing Goods Receipt note entry, tagging of Purchase Order copies records such as PO Number, Date, Due Date, Vendor Name, Terms and Conditions, Product Details etc in Goods receipt Note entry screen.

Benefits

  • All business activity tracking anytime from any location as the system is on cloud.
  • Removal of data redundancy and duplication of efforts.
  • Full blown production workflow which is traceable batch wise.
  • Approval system for the documents created
  • Segregation of Service Invoice with product and without products.
  • Full blown HR/Payroll Workflow which can also be integrated with bio-metric attendance.

 

Special Features

  • One click document generation and emailing with file attachment feature.
  • Daily Mail Trigger for Credit List Days Reminder and Credit List Amount Reminder. Activity Mail reminder such as Production process completion reminder.
  • Products can be maintained in multiple Unit of Measurements such as Inventory (Stock) can be maintained in KG’s, Sales order/Invoice can be made in Sq. Metre.

Trishan

Trishan

Trishan Exports Private Limited started exporting cycle parts and accessories to countries such as Bangladesh and China from the year 1999.Soon they grew into a powerful export house and increase their range of exported goods to steel, textile, rice, tea and cutlery. They had multiple offices working from Ludhiana, Delhi, Kolkata and Singapore.

They also expanded into the hospitality business in the form of Dee Empresa business hotel located in central Kolkata in the year 2007.

Challenges

  • Reduce the amount of redundant telephonic and email communication between the two major operating locations of Ludhiana and Kolkata.
  • Get rid of the practice of calling or emailing every time a user at one location completed a document and the user at the other location needed to act upon it.

Solution

  • Since any document prepared using Expand becomes easily available to the concerned users immediately after being saved there is no real need to physically communicate the same. This resulted in saving considerable amount of time and increased productivity. The documents could be prepared and released much faster than they could have been previously.
  • The process of approving an order which was being created at Ludhiana could easily be carried out by a director sitting at the Kolkata office almost immediately after the order was recorded in the system. This made life easier for both the initiator and the approver.
  • Expand also facilitated integration with Dee Empresa’s hotel management suite by capturing the financial aspect of the hotel business into the very same database.

Through unique features which let the users import the day to day financial activities of the business with the click of a button allowed the users to extract the exact financial entries which were required to be posted into the books of accounts.

Kratos

Kratos

  • Overview

 

Country/Region    :  India

Industry                :  Electrical Panels and Equipments

Customer Profile  :  Kratos is one of the leading electrical equipments and panels manufacturing

company in India. It caters to private as well as government organizations in

their turnkey projects.

Business Situation: Kratos managed their business majorly on excel and Tally. As the production

unit and head office were at distinct locations there was no reliable mechanism to track the activities happening at the factory unit apart from  manually calling the staff and taking timely updates. As they deal in make to order products, each output unit is unique and has its own set of requirements of input materials or dedicated processes of which there was no one method of setting standards and benchmarks. There was an absence of a centralised system to manage the business which is the key ingredient  for expansion.

 

Solution               :  Expand ERP provides centralised control of entire business from any

 

geography the user may be in. The smart automation does not require entering same set of data at multiple instances. One click reports provides the relevant data to the key users thus sparing the manual effort of collecting information from different sources within the company. The automatic notifications and emails from the ERP system makes available the first hand information about production processes happening at the factory unit. Standardisation of processes be it for production or human resource was made possible with implementation of ERP for the business.

 

Benefits

 

  • Central control of all business activity from any location as the system is on cloud.
  • Minimal manual involvement as automatic notifications and emails are configured.
  • Removal of data redundancy and duplication of efforts.
  • Strong and effective dashboard and Reporting system.
  • Complete security of data and also control of user access rights
  • Costing module to compare with budgets and compute variances thus eliminating manual data entry on excel sheets.
  • Full blown production workflow to manage and  track processes

Special Features

  • Independent production process configurable for every make to order product.
  • Unit wise costing provisions for finished products.
  • One click document generation and emailing with file attachment feature.

LGW

LGW

LGW Limited is an ISO 9001:2008, 14001:2004 & OHSAS 18001:2007 certified company. During the last three financial years the company achieved an aggregate sale of 100 million US dollars. This directly contributed towards the company being accredited with ‘Star Trading House’ which meant that as per EXIM policy they had an average FOB value during the preceding three licensing years, amounting to over 375 crore and a FOB value amounting to more than 560 crore during the preceding licensing year.

In the yarn industry raw material costs can account for 70% of the total costs. Therefore the purchase and procurement of cotton is one of the most important decisions a cotton manufacturer has to take. A substantial increase in demand for raw cotton from countries like Bangladesh enabled a raw cotton exporter like LGW to capitalize on the opportunities and achieve significant turnovers. This also meant that the volume of LGW’s business increased very swiftly over the course of just 10-15 years.

The growth and development which LGW had achieved during the past few years made the company come face to face with fresh challenges. No longer could they depend upon a simple accounting and reporting system to fulfill all their needs. They needed much more of a holistic approach towards finding a solution which would integrate each and every aspect of Export into a system which would simultaneously be user-friendly and also efficient.

CHALLENGE

Challenges with respect to Multiple Currencies and Exchange Fluctuations

 Export is ‘the’ most important business process having a direct relationship with LGW’s growth and development. With an increased volume of export sales there is significant increase in the number of financial transactions that the company has to deal with. Now most of these financial transactions related to export are in foreign currencies and these transactions had to be handled accurately and also with due respect to trading timelines. Imagine making an error in a transaction involving thousands of US Dollars which would hurt even more when converted to domestic currencies. It could result in a catastrophic financial disaster.

The particular scenario which stood out to be a primary area of concern, with respect to dealing with foreign currencies is when Export Invoices are negotiated. Let us consider an example of LGW exporting raw cotton to Bangladesh. They receive an order of 3000 kgs of raw cotton amounting to USD 9000. After the general procedure of Export documentation like receiving a copy of the Letter of Credit and preparing the Proforma Invoice, the final Export Invoice needs to be prepared. During the preparation of this Export Invoice, the exchange rate between US dollars and Indian rupees has to be duly noted. The reason being that the Export Invoices are negotiated with banks in exchange for funds to ensure continuity in the business process. This negotiation of the Export Bill results in the existence of an Export Bill Discounting account.

Now as and when the customer transfers funds to the bank the Export Bill Discounting has to be set off. When the customer transfers the funds to the exporter’s bank it is most definitely at a date much later to than that of the Invoice date. Hence usually a gap exists between the exchange rate on the invoice date and the exchange rate on the date the money is received. This gap is called the Exchange Fluctuation and it results to a foreign exchange gain or loss on export bill discounting. The gain or loss has to be taken into account so that Financial Statements such as the Profit and Loss and Balance Sheet remain accurate.

Passing separate journal entries to account for the foreign exchange gain or loss was slowly becoming impractical and painful with the significant increase in the volume of export sales. LGW look towards finding a solution which would make the procedure less stressful for the user and at the same time account for every aspect of the mentioned scenario.

SOLUTION

The availability of several scenario specific features in EXPAND helped LGW find answers to most of their questions with respect to handling of foreign currencies and dealing with foreign exchange fluctuation.

Firstly, since LGW carried out trade with multiple International customers, they had to deal with individual currency preferences. EXPAND offers a feature whereby the preferable currency of a particular customer could be defined in the Customer master itself. Therefore any documents prepared linking that customer would automatically be in the currency which was defined from the master.

Secondly, entering the financials related to the negotiation of an Export Bill can be carried out in EXPAND through a single section. This helped in giving an organized structure to the Export Bill Discounting procedure. Under this section the user is just required to link the Export Invoice and tag the bank account as and when funds are transferred from the customer. The accounting entries related to foreign exchange gain or loss is passed automatically the moment the details of the transfer of funds are entered and saved.

Thirdly, along with the provision to enter the details of funds transfer this section also hosts a number of other fields such as the provision to enter Trade Acceptance Date, Interests and Handling Charges. The section even has the option to adjust any PCFC adjustments where user generated PCFC vouchers can be adjusted against the receipt of any fund.

Therefore LGW was able to achieve a sense of organization that they were looking for by finding solution through a unified integration of the Export negotiation procedures provided by EXPAND. Also since there was internal linkage between all the aspects, reports with respect to Negotiation pending and Swift Pending were easily customized.

Challenges with respect to Units of Measurement used in the Cotton Industry:

One of the very first areas of concern for LGW Limited was the implementation of the various units of measurement used in a cotton industry and also integrating them into an accurate inventory management system. After studying and analyzing the various scenarios presented to us by LGW, we could draw a clear picture of the problem at hand.

LGW maintained their inventory in Kilograms (kgs), which is a standard unit of measurement. However during the purchase process of raw cotton a couple of other units of measurement had to be taken into account. Firstly during the verbal negotiation phase, the rate at which the purchase price is fixed usually in units of ‘Candy’ and ‘Maund’. These are the different types of units of measurement which are local to the cotton manufacturer from whom the cotton is bought. The implication of these units of measurement is subjected only to the purchase process and did not play any role in either sales or export.

Secondly, another unit of measurement called ‘Bales’ is used primarily for the purpose of packaging both in the purchase and sales. Now weight of each ‘Bale’ is not fixed and this presented with additional hurdles establishing relationship with ‘kg’ which is used for inventory management.  For example, sometimes a single ‘Bale’ could weigh 90kgs while at other times a ‘Bale’ could weigh 170kgs.

LGW followed an ‘item Specific’ approach to inventory management. This meant that a certain number of ‘Bales’ (usually 100) is given a specific batch number and is put together as a ‘LOT’. At any given point of time a ‘LOT’ portrayed three major characteristics – the unique lot/batch number, quantity of bales present in the ‘LOT’ and the weight of the particular ‘LOT’ measured in terms of Kgs. Again, during export LGW usually sells raw cotton in Pounds (lbs). In other words, the unit of measurement which is used in all the export documents is in terms of lbs. However stock from inventory is reduced in terms of Kg. Keeping track of the individual ‘LOT’ numbers manually in terms of Bales and kgs was proving to be a painstaking process, ignoring the fact that no check existed in the consumption of quantities in terms of ‘Bales’.

SOLUTION

After a thorough analysis it was identified that ‘Bales’ was as important of a unit of measurement as kgs. Therefore through Expand, LGW started to maintain their inventory in two units of measurement. The primary unit of measurement being ‘Bales’ while the secondary unit of measurement being kgs. This was possible due to the fact that Expand has the provision of having multiple units of measurements.  While defining the product master for raw cotton two relationships between units of measurements were established, one between ‘Bales’ and kgs to facilitate the purchase process and another between ‘Bales’ and lbs to be used in the export process. Since the exact weight of 1 Bale is indefinite, a tolerance percentage was used along with an approximate conversion of one bale to both kgs and pound.

For example in the product master it was specified that 1 Bale of raw cotton = 150kgs with a tolerance of 20%. It meant that the user was given a relaxation of 30kgs per bale while preparing a document. Therefore while preparing a Purchase Order a user was required to specify the LOT number, the number of bales say for example 100 and its weight which could be anywhere between 12000kgs – 18000kgs according to the tolerance specified in the product master.

Similarly a relationship between ‘Bales’ and lbs was established using the tolerance percentage which facilitated the export process.

Since inventory was maintained in two different units of measurements, a check always remained on the stock consumption both in terms of kgs and ‘Bales’. The availability of a user configurable standard conversion from ‘Kg’ to ‘lbs’ meant that although stock was reduced from the inventory in Kgs and Bales yet it could be easily reflected in terms of lbs in the export documents.

All the reports including reports on stock listing, stock movement and stock valuation was available in both Kgs and Bales.