Know how Automating Export documentation can save significant time and resources

Automating Export documentation- ERP Software in Kolkata
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This article was published on: 10/07/20 2:42 PM

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Know how Automating Export documentation can save significant time and resources

Business automation has become a must-have for any organisation that wants to be future-ready. The future is technology. Automation is the only respite for achieving desired goals within the timeline for any company. Export industry is a notch ahead of any other industry. Dealing with overseas clients with different languages and cultures, rules and regulations, currency and conversions etc involves a lot of brain racking work. Export documentations is the most difficult task to sort so that no legalities are missed which can end up the company owner behind bars. A best fit ERP cloud software can solve most of these challenges faced by an export company. Expand ERP is India’s best fit ERP solution for manufacturers in the Export industry. It is the best ERP company in Kolkata with Headquarters in Bangalore.

Every export taking place in the company goes through defined steps of documentation like invoice, packing list, bill of exchange, shipping bill etc. Whether you are in an exporting business or someone who uses exporting services, you know that there can be a lot of paperwork involved. There is a lot of paperwork that can often seem endless and repetitive.

Instead of performing repeatedly the same tasks, it should be a simple set of few button clicks automating Export documentation to complete. Here we have taken the example of export documentation but in business no matter how simple or complex a task, if it is repetitive then it should be automated to save time and eliminate the possibility of error. For example every invoice generated should be emailed to the customer; every dispatch should be emailed to the customer and a group of seniors. These are examples of simple tasks but there are numerous possibilities of errors. Even if it is done without error it is highly possible that every email is in a different format. Such automation involves time and money but once done properly, it has huge advantages like Performance and Efficiency, Consistency and error free (Same standard professional output and no errors no corrections), Easy for anyone to learn and get going.

– Exporters have reduced rework due to errors by 75%. Man hours spent for documentation have reduced by 60% and output is now more professional and reliable with EXPAND ERP for exporters.

Counter Export challenges with Expand ERP softwarebest ERP company in Kolkata :

Export houses depend on effective export control processes throughout their supply chain. The legal ramifications of violating export laws can be a huge challenge. Freight forwarder, customs broker, sea vessels crew, warehouse management all these can be simply managed by single export business software. To supply the highly competitive order shipments, freight exceeds in volumes of sales and profits, you need an ERP.

3 Reasons why Exporters need a best fit ERP software

  1. Financial reporting accuracy – all invoicing and purchase orders can be consolidated and kept track of through erp.
  2. Enhances speed and agility – ability to respond faster to customer needs and deliver service promptly.
  3. Details of shipment – and ERP scheduling application is crucial for optimising work hours and properly utilising resources. This will allow tracking of order details anytime, anywhere.

Every export company should own 2 things:

  1. An export compliance program.
  2. Export documentation software that standardises the export paperwork.
Export documentation is required for goods leaving one country for another to ensure a variety of things.
  1. Ensure proper taxation and dues are accounted for
  2. Ensuring products don’t land in the hands of people banned from receiving goods
  3. Ensure public and environment safety

Export documentation keeps those who export within the bounds of export compliance.

Common compliance issues are:

  • Consistent problems with errors or omissions on documentation 
  • Not obtaining specific approvals or licenses for special items (guns/weapons, medications, animals, plants, etc.)
  • Shipping goods to restricted destinations 
  • Shipping goods to a person or business already on the restricted parties or denied persons list

EXPORT REQUIREMENTS AND REGULATIONS

Requirements and regulations can vary by country. These can be set by the Indian government or the destination country for a multitude of reasons. It’s up to the exporter to ensure that all requirements and regulations are followed prior to shipment to make sure all documentation is in order.

Common documents include a Commercial Invoice, Packing List, Certificate of Origin, and Shipper’s Letter of Instruction to the Freight Forwarder. There could also be product-specific or country-specific documents.

One of the features within Expand ERP is the Requirements Guide. As a user, this is your manual to navigate through creating and managing export documents to ensure compliance between India and the destination country.

Restricted Parties denied screening:

If you’re exporting, you need to know who you’re shipping to and make sure that they aren’t on a government list somewhere that says they aren’t allowed to receive goods for one reason or another.

Reasons can vary, but the ultimate result is to comply and not provide them with goods because of any restrictions they may be under.

Benefits of Expand ERP – the best fit ERP company in Kolkata for Export industry:

  • Timely export order entries into the system has allowed companies to plan out their production or procurement activities well in advance.
  • Single system for everything export – documentation, post shipment and financial accounting. Companies do not have to manage separate spreadsheets for various activities
  • Flexibility to validate accounting entries with exchange rate present in the Shipping Bill have ensured company accountants to book the exact value of export sales
  • Auto-computation of fluctuation due to difference in exchange rate’, has reduced significant amounts of time spent on manually calculating the exchange rate and entering it into the system.
  • Tracking of the various export incentives with their values has also become easier since they are being entered as additional information in the shipping bills section.
  • Packing credit availed and it’s utilisation along with balances and interest has become easier to track as they are being tagged with the realisation or discounting of bills
  • Shipment and post shipment statuses such as goods under dispatch, goods in transit come from the ERP itself since various dates such as B/L Date, LR Date, LEO Date are being entered by the customers.
  • Remittance statuses such as documents being sent to the bank, pending negotiation and realization pending are available from the system itself.

 

Various KPIs, BI and MIS available for the management so that they can take quick and effective decisions.

If you are in search of the best ERP software in Kolkata for your export industry, Expand ERP is fully equipped to deliver the best solution for your complex business process. Further the software is intuitive and can easily be used by anyone with basic computer knowledge. Its user-friendly interface makes things easier for one and all. Also you need not worry about capex and infrastructure investment as it is cloud-based. Expand ERP provides a solution with over a decade of knowledge and research to process all export documentations and financials with ease.Schedule a demo with us to find out more details or call at… 9007026542

5 Ways to Reduce Downtime: Preventive Measures Every Company can take

ERP Software Development - ExpandERP
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This article was published on: 18/01/19 2:47 PM

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5 Ways to Reduce Downtime: Preventive Measures Every Company can take

Despite having a sturdy infrastructure, there are many organizations which face database, software and hardware downtime which lead to shorter periods of shutting down to longer days of non-functionality. What exactly is a downtime period? It is basically an ‘unplanned event which stops production caused by either by human error or machine dysfunction”. System outages are common, but can your company afford this downtime? Here are 5 preventive measures to downtime that companies can follow.

Calculate the expenses of downtime


For any manufacturing unit, the biggest mistake would be not to calculate the ‘real’ expenses of downtime. The calculation should include loss in the production of actual goods, loss in productivity, and the number of man hours which needs to be further devoted to rescheduling. Not to forget the unexpected expenses of repairing equipments and the time which needs to be devoted to satisfy the customers. But the most fatal of these expenses would be reputation damage.

Go for a risk audit


The most effective way to reduce downtime is to go for a risk audit. According to statistics it has been proven that obsolete machines and equipments used by the manufacturers can stall operations leading to sudden downtime. For most outdated or old machines, parts are not available or take weeks to deliver. Think about your support network and get a thorough idea about the availability of the spare parts. A risk audit will ensure that problems are highlighted and you come up with solutions which can help you when you go down.

Prepare your data and reporting systems


Many manufacturers have manual methods of data collation and data management. When you evaluate your current data collection system, do they pinpoint to the macro causes of downtime? A vague report on a non-functional machine is not enough. What you need is real-time access to the entire operational data. ExpandERP is one integrated software which resolves this issue immediately. Once the IT and operational systems are integrated, it helps the manufacturer to know the exact moment when a machine breaks down. Once the cause of downtime is known, it helps in faster and accurate responses.

Updating your documentation


Update all documentation on your equipments like machine history and procedure and up-to-date drawings of an equipment which can be used as easy reference in case of an error. Proper documentation is the key to address unplanned downtime. When the operators have the right information, it becomes easier for them to address the issues. Working without context never helps. You need an integrated software like ExpandERP to show people how proper documentation can improve overall performance of an unit.

Adopt a proactive method

Proactive thinking will allow you to adopt new habits and systems which will stop problems even before they occur. ExpandERP is one such example of proactive thinking. The idea is to automate your processes and maximize the value of those processes leading to increase in operational value. To know more, you can click on Expand ERP

GOLDILOCKS AND ERP DECISIONS

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This article was published on: 3/03/16 12:50 PM

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GOLDILOCKS AND ERP DECISIONS

ERP Decisions

Goldilocks, SMEs and the quest for ‘Just Right!’

“Goldilocks was wandering through the forest when she chanced upon a house. Famished and tired, she entered and was delighted to see three bowls of porridge to quell her hunger pangs. She tasted the first bowl and exclaimed that it was too hot. The second bowl’s porridge was far too cold. The third bowl however was just right for her and she soon gobbled it all up”

Small and medium sized enterprises are the proverbial Goldilocks of the business world. While Goldilocks strolled aimlessly through the woods in need of food and nourishment, these firms wander through the business world, in need of a solution to help them cope and compete in their industry.Goldilocks had to taste all the bowls of porridge to find the one that was ‘just right’ for her. Much in the same way as Goldilocks, firms also have to go through all the available options to determine which solution is ‘just right’ for their needs.

Just as Goldilocks was famished and in need of nourishment, a firm in today’s hyper competitive environment requires enterprise resource planning solutions to address its needs and hunger for growth. The solutions offered may be ‘too hot’ with far too many components, complexities and costs that would burn the firm. A ‘too cold’ ERP system without the necessary modules to meet the requirements of the firm is not a desirable solution either. An SME can neither have a ‘too hot’ solution or a ‘too cold’ one as both would hurt them and their prospects for growth.

So what is the ‘Just Right!’ solution?

1)The porridge that is ‘just right’ is sufficient in quantity to alleviate Goldilocks’ hunger, nourishing enough to help her grow and at a temperature that renders the meal palatable.

2) Similarly the ERP that is ‘just right’ has all the modules and programs necessary to meet the firm’s current and more pressing business needs, while the system aids the company’s future growth plans – all at an affordable cost. The ‘just right’ ERP should meet the firm’s current pressing needs and the future more complex needs for growth.

3) Most SMEs would find that their Goldilocks solution is a mostly standard ERP system with minimal to moderate customization and costs. Cloud-based enterprise resource planning programs are suitable for these firms as they are affordable and have the scope to be easily modified to meet the firm’s growing needs in the future.

“After finishing the porridge, Goldilocks felt tired and went over to the living room and found three chairs. She sat in the first one and exclaimed “this chair is too big!” The second chair was too big for Goldilocks as well. The third chair appeared to be just right in size for Goldilocks but as soon as she settled in, it broke apart completely!”

When Goldilocks is tired she goes over to a chair, settles into one that appears just right in size. The chair and Goldilocks both come crashing down. Firms with an enterprise resource planning system that opt for the bare minimal support get the same experience. Much like how the ‘just right’ chair was anything but, firms need to be wary of ERP solutions that provide the bare minimum and provide no flexibility or scope for adapting to a growing business.

     As a firm implements the system and starts reaping benefits from the ERP, it starts to increase its efficiency, productivity and growth. The ERP system and vendor should provide adequate support to aid the firm with any troubles it meets along the way. Programs that update automatically and keep the system running on the latest, most efficient system would be ideal for SMEs. A vendor that provides regular support services and is specialized in providing industry-specific solutions would be suitable as they can anticipate the firm’s needs effectively and intuitively as a result of their experience. It is essential that the ERP system and vendor must be capable of increasing the number of modules and services when the scope of the business changes – otherwise the firm may suffer the same fate as Goldilocks.

“Goldilocks feeling sleepy, proceeded upstairs and found three bed. She lay on the first and found it far too hard. The second was far too soft. She tried the third bed, and it was ‘just right’ and she promptly fell asleep.”
   
   Just like Papa Bear’s bed, which was too hard for Goldilocks, a large vendor’s solutions may not be suitable for small and medium enterprises. The big names of the ERP industry are more experienced in addressing the needs of large conglomerates. Their programs, modules and systems are all designed meet to the needs of the Fortune 500s and SMEs often find their solutions uncomfortable. Mama Bear’s bed, being far too soft, was also not right for Goldilocks. Similarly, ERP vendors that are too inexperienced or just offer a few individual modules may not be able to provide quality solutions for the firm.

 Vendors that are specifically focused on providing solutions for SMEs would be more suitable for compared to the ‘big players’ like SAP and Oracle. An out-the-box solution with minimal modifications is enough to meet all the current and future needs of most SMEs at a fraction of the cost of the big firms.

   Much like Goldilocks, firms can experiment with their ERP programs and vendors before settling into their ‘just right’ systems. Firms can draw some wisdom from Goldilocks as well – that is to not settle for anything that is not ‘just right’. When choosing an ERP system firms must keep in mind that it is a long term decision. Unlike Goldilocks, once they choose their bed, they will be lying in it for quite a while.

Contributor : Vidushi

Automating Export documentation can save significant time

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This article was published on: 1/07/15 12:46 PM

Home > Blog > Automating Export documentation

Automating Export documentation can save significant time

Every export taking place in the company goes through defined steps of documentation like invoice, packing list, bill of exchange, shipping bill etc.

Instead of performing repeatedly the same tasks, it should be a simple set of few button clicks automating Export documentation to complete. Here we have taken the example of export documentation but in business no matter how simple or complex a task, if it is repetitive then it may be automated to save time and eliminate possibility of error. For example every invoice generated should be emailed to customer; every dispatch should be emailed to customer and a group of seniors. These are examples of simple tasks but there are numerous possibilities of errors. Even if it is done without error it is highly possible that every email is in a different format.Such automation involves time and money but once done properly, it has huge advantage like Performance and Efficiency (Task reduced from hours to minutes), Consistency and error free (Same standard professional output and no errors no corrections), Easy for anyone to learn and get going.

– Exporters have reduced rework due to errors by 75%. Man hours spent for documentation has reduced by 60% and output is now more professional and reliable with EXPAND smERP for exporters.

Contributor – Vineet