1.1.

ACTIVITIES

 To assess the existing working manual system.

 To design a flexible, permitting upgrades and adaptations in the future relational

database

 To ensure that the database can be easily and effectively used to generate and
disseminate regular and special reports, for comparative analysis of results across
geographic regions/time periods and relative to targets, and to demonstrate results
trends in clear displays.

 Develop the system

 Implementation of the system

 Pre-test/refine database:

 Training and documentation

 Testing

 Maintenance and support

PROPOSED SYSTEM FUNCTIONAL REQUIREMENTS

The system we propose will operate efficiently and effectively, secure, flexible,
Interoperable, portable, easy to use, upgradable and operates in different platforms. The
systems in this section, it will describe some of the features and functionality but the detail
will be identified and documented during the system analysis and design phase. Generally
the proposed system enables the revising of data collection, management, analysis, and
reporting operations of the HAST ENTERPRISE.

In this section, it will describe some of the features and functionality of the HAST
ENTERPRISE., web based Information Management System application in detail. The
description categorized mainly into sub-sub system based on common functionality and
features and presented as follows.

This system contain the following sub-system

  Supply Chain Management.

 Local Purchase

 Foreign Purchase

 Supplier database

 Store management

 Material Receiving Management

 Material Issue Management

 Customer Relationship Management

 Customer Management

 Sales invoice management

 Sales point management

 Commissioning and Discount management

 Finished Good Receiving

 Sales performance Management

1.2. DETAIL PROJECT DESCRIPTION

In this section we describe the features and functionalities of the proposed enterprise web
based management information system application to be implemented in detail as follows:-

1.2.1. CUSTOMER RELATION MANAGEMENT(CRM)

1.2.1.1.CRM MASTERS

Bid Evaluation Branch Checklist

Competitor Customer Item Master

Marketing material Order Rejection Partner

Product Group Sales Person Territory

Contact Person Price List SO Payment terms

Tax structure Sales Plan Sales Type

 The system records customer name, address, tin no, root, sub root ….
 The system allows to maintain new customer
 The system allows to edit, delete, update customer information
 The system allows to search customers by different criteria’s
 Tax structure type (nontaxable, 2 %, 8% ....)
 Editing, viewing, deleting and updating types of tax structures.
 new types of tax structures
 automatically add those taxes on items when a sales is done
 The system records all available sales type (cash sales, credit sales, consignment
sales….).
 The system records information about items/products (name, product group, price,
expired date, tax applicable …..)
 The system allows to record new items and products
 The system allows to edit, view, update and delete information’s about items or
products
 The system allows to insert price for each item or product
 The system allows to edit, view, delete and update price of products for an authorized
person only
 provides an option to register our sales plan

1.2.1.2.CRM TRANSACTIONS

Auto PO/MRP Run Call Plan Customer Complain

Quote to SO Sales Inquiry Sales Invoice

Satisfaction Tender/Leads Campaign

CRM Customer Visit Marketing Budget

 Process/Quotation

Sales Sales Order/open Cash sales/Credit

Inquiry/Transfer Sales Management
tender to Purchase
order

Satisfaction Tender leads/open Tender Info/Open

Weekly Planner Dispatch Advice Auction Order

Management

Sales Channel Sales Return

Management Management

Price listing management

In this functionality the system does the following tasks

 accept proposed price from finance department

 Notify a raw material price when there is a change.

 have option to insert price list for each item and product

 gives an approval right for finance department

 Block the price change without General Manager’s approval.

 Give a right to change a price, only for authorized person.

 Inform the general manager whenever the price changing is held.

 Automatically takes effect on sales price when the price change is done

 Provides an option for date wise price allocation

 Provides date wise sales price report.

Discount Management

In this functionality the system does the following tasks

 provides an option to set discount on both cash and credit sales

  Provide options for the General manger to give approval whenever a discount sales
is held.

 Allows providing of discount per customer wise.

 Provides maximum level of discount and

 System blocks or goes to higher authorized person for approval when discount is
much.

 gives an approval right for General Manager

Tender management

The process precedes the following tasks

 provide a secured price inserting method

 The system provides an option for inserting our documents

 The system provides an option for inserting price for each item

 The system provides printing option of documentation

 provides an alarm for the deadline

Sales invoice Management

The process precedes the following tasks

 Issuing of invoices on the basis of goods and services

 Issuing of credit and debit memos based on requests

 Issuing of Performa invoices

 Cancellation of billing transactions

 Issuing of returns

 Transfer of posting data to Financial Accounting (FI)

Sales order management

System supports different ways of sales order entry

 The system blocks sales order when stock is not available

  The system automatically transfers order to manufacturing department when stock
is not available

 The system provides an alarm or notification when delivery date is reached

 The system provides a report of orders successfully delivered, rejected orders and
orders under process ….

Cash/credit sales Management

 system accepts cash by CPO, by cheque, direct cash and supplier account

 print 3 invoices one for clerk, one for store and one for customer

 approval right for Sales manager to make a cash sales

 automatically bring price when clerk select item name

 make the total price when item price is selected

 Posts automatically the cash sales invoice to store department

 Automatically transfer the invoice to finance for cash sales account posting

 Transfer invoices automatically to finance for credit sales account posting purpose.

 The system automatically posts the credit sales invoice to store

 The system blocks if they choose a wrong data like for non VAT applicable products
if they insert VAT

 The system notifies or provides an alarm when payment collection date is reached

 The system provides a pending customer ledger

Why CRM is needed?

 Simplify selling -- Give customers what they want, without increasing workload and
complexity

 Increase sales productivity - improve close rates and repeat business, reduce order
mistakes & delays.

 Support sales online, in the office & in the field - manage accounts, contacts,
opportunities etc.

 Reduce sales costs – Remove Duplication of work

  Speed up the sales cycle - implement customer self-service over Internet e-
Commerce website.

 Simplify the ordering process - maximize customer service and revenue by

implementing CRM System.

 Improve the accuracy of product configuration – reduce errors in the ordering

process.

 Improve responsiveness - slow sales cycles give your competition a way in…
Respond within 24 hours.

 Improve the business processes around selling, marketing and servicing functions
across all customer touch-points (e.g: Web, e-mail, phone, fax, in-person)

 Pricelist Management – Product wise prices needs to be managed with business

rules to prepare online Pricelist.

Customer Register– Centralized Contact Management

 Partner Program & Salesmen Management – Sales channel, sales targets,

performance, incentive & commissions mgmt.

 Campaign Management - Supporting sales managers in promotions, product

launches, and marketing campaigns

 Customer Visit With Order Entry -Covering typical activities your field sales reps
carry out when they visit customers

 Auction Sales – Auction your excess inventory

 Recurring Sales – Monthly yearly Sales, Invoice Payments

 Shipment Management: Shipment Plan, Warehouse Inventory, Packing List,

Transporter Management

How ERPWEB CRM works?

ERPWEB CRM manages every point of contact (website, email, collaboration, fax or phone)
with the customer to ensure that each customer gets the appropriate level of service and
that no sales opportunities are lost.

Each division of CRM department uses CRM as follows:

  The sales department uses the CRM solution for sales-force automation,
accommodating requests, and distribution of contacts and leads.

 The marketing department uses the CRM solution for cross-promotion, advertising,
and direct marketing.

 The customer service department uses the CRM solution for building familiarity
with customers, storing customer data, and providing quality support.

 Every call is a sales call. Every contact is a sales opportunity. A few regular
customers can generate more revenue than hundreds of occasional customers, so
these customers deserve special attention. Many a times important customers can
sit in long queue behind calls for free mouse pads. How do you integrate marketing,
sales and support activities to differentiate your company through its customer
relationships?. ERPWEB CRM is the answer.

Customer Management
Customer Registration: It is best business practice to register a customer before doing
business transaction.

Onetime Entry: Entered Customer data is used at all stages of business transactions right
from call center Inquiry to Order Entry and Delivery. It also helps you perform sales
transactions in speedy fashion by selections.

Promotion Scheme & Price List

Fast Info: Most importantly, it ensures an accurate and consistent approach to the
information given to a customer.

Online Price List: It eliminates the need for printed Price Catalogues and homemade
spreadsheets tracking profit projections.

Mass price changes :Such as percentage increases can be entered into the system at any
time, as all conditions are date activated. This eliminated problems facing by the Pricing
department with Sales and Order Entry when a change in price occur.

Schemes Management: Various marketing schemes like discount, free item, free quantity
etc. can be implemented using the Pricelist

Price List Conditions Management

The term pricing is used broadly to describe the calculation of prices (for external use by
customers or vendors) and costs (for internal purposes, such as cost accounting).
Conditions represent a set of circumstances that apply when a price is calculated. For
example, a particular customer orders a certain quantity of a particular product on a
certain day. The variable factors here - the customer, the product, the order quantity, the
date - determine the final price the customer gets. The information about each of these
factors can be stored in the system as master data. This master data is stored in the form of
condition records.

The Condition Technique in Pricing

The condition technique refers to the method by which the system determines prices from
information stored in condition records. In Sales and Distribution, the various elements
used in the condition technique are set up and controlled in Customizing. During sales
order processing, the system uses the condition technique to determine a variety of
important pricing information. For example, the system automatically determines which
gross price the customer should be charged and which discounts and surcharges are
relevant given the conditions that apply.

Promotion Scheme

ERPWEB has very flexible user interface to create a variety of offers, such as off-invoice
discount, tiered discount, free shipping terms, and buy 1 get 1 free types.

Moreover, offers can have its unique coupon code, and have maximum number of usages
tied to specific budgets, so that there is only a limited amount of liability.

Offers can be tied to multiple campaigns and re-used.

ERPWEB Marketing Business Flow

Sales Channel

Define Sales Channels: Partner program helps you to define your sales channels like
Dealers, Distributors and business partners

Performance Management: Partner performances can be managed by way of comparing

actual sales amount and Sales targets given. Best channel partner can be brought to notice
for a certain program.

Sales force organization management -- Uses dynamic tools and processes to manage your
internal and external sales force

Analysis of sales force effectiveness -- Evaluates your sales force results on product, region,
and organization levels

Business Partner Management

Business partners are the different legal persons or natural persons with whom a company
has a business relationship

The component Partner Determination in CRM enables you to display the partners
involved in the business transaction, their functions and their business relationships in the
ERPWEB system. When creating or processing sales documents, the system can determine
the partners automatically.

Salesmen Management

Sales men is backbone of any sales system. In internet age it can be online salesmen called
Customer Sales Representative (CSR) in short. There are also physical salesmen who do
door-to-door selling. There are internet age salesmen can work either on phone via
telemarketing, online chat or net meeting on internet sitting at call centers.

Performance Analysis : Performance of every salesmen can be compared.

Incentive management: Incentives can be worked out for those who met sales targets.

Access Rights : The password features provides special access rights for salesmen.

Sales Incentive Management

Commission & Incentive Management: Sales commission set for every sales can be
calculated and paid. If sales targets are achieved an incentive can also be released.

Product-based compensation -Calculates and processes sales and brokerage commissions

on products and services
Bonuses and incentives based on sales targets -Determines bonuses and incentives by
comparing achieved results with predefined objectives

Category defines exactly the basis for entitlement. Such a basis is:

- Performing a transaction

- Being responsible for in-force business or customers

- A contractual agreement between a direct participant and the person responsible for the
acquisition.

- The result of organizational assignment, for example, manager or consultant.

Entitlement categories differentiate between.

a. Direct entitlement: Direct participants are involved directly in achieving a particular

result. A direct participant bases his or her entitlement on the commission activities of the
participation, irrespective of the relationship with the other participants.

b. Indirect entitlement: This is where a person is involved indirectly in the commission

case. Remuneration here is based on the relationship with one or more direct participants.

Buying Pattern Analysis: Recording customer feedback / correspondence helps to analyze

customer buying patterns.

Follow-up request analysis: Recording customer requirements like Info, Quote etc. helps
you to find follow-up requirements.

Auto-Sales Report Generation: Can generate Sales Reports for salesmen automatically. This
reduces burden on head of salesmen to prepare special sales report for managers. This
saves time of salesmen and management can get immediate reports.

Auto Sales Inquiry generation: Can generate sales inquiry automatically which is useful in
creating sales quotations.

Campaign Management

Campaign response measurement: Campaign record management helps you identify

results generated out of each campaign by seeing salesmen performances.

Campaign media success ratio indicators:

Comparing various campaign with various parameters like media, season, salesmen,
territory gives you overall indication of success ratios of various campaigns. This also
guides you for planning future campaign.

Campaign does some of following:

Create direct mailing campaigns or sales activities

Perform cross-matching (checking for unnecessary sales activities)

Perform telesales or telemarketing activities

Inquiry/Order Processing

Business Flow: This business flow explains how inquiry from customer is received. How
this inquiry is entered and how a quotation is prepared. At last how this quotation is used
to create Sales Order. Please go through following business flow:

1. Salesmen Add new inquiry based on Sales Call

2. Salesmen Creates quotation based on this inquiry

3. Sales Manager checks quotation & modify if need

4. Sales Manager Approves, Rejects Quotation

5. Salesmen sends Approved Quotation to Customer

6. Salesmen enters Sales Order based on Customer PO

7. Sales Manager checks Production Schedule & confirms Delivery Date from
Production Department.

8. Salesmen prints, emails PO Acknowledgement or Confirmation of Order and sends

to Customer

9. Sales Manager checks Customers Credit by directly pulling data from Accounts
Department & Approves Sales Order if Credit & Delivery Dates are OK.

10. A Dispatch Plan is generated for Shipment Dept. & Production Plan for Production
Dept.
Sales Order Management

ERPWEB supports different types of selling methods:

In the retail sector, most sales are transacted at the cash register (point of sale or POS). A
POS interface is available to enable you to link up POS and store-based retailing

To meet the requirements of the wholesale sector, comprehensive sales order processing is
included.

Internal sales to company-owned stores can also be modeled. A whole suite of functions is
available, including Store Order and Replenishment, to enable you to manage your business
processes smoothly and simply.

ERPWEB supports 9 ways of sales order entry

1. Entry based on Quotation

 2. Direct entry of Sales Order

3. e-Commerce Shopping Cart

4. Selected Bid from Auction

5. Recurring Order

6. Manual Order Entry

7. Upload e-PO XML/XLS

8. Stock Transfer Order

9. Retail Order via bar code

Sales Controller

When you enter a sales order, you can only confirm the delivery of the goods for the
required delivery date if the goods are available for all the necessary processing activities
which take place before delivery:

The shipping department must ensure that freight forwarding or another shipping
company is advised early enough so that sufficient time remains for packing and loading to
be carried out. An availability check can be carried out on the deadline date for availability
for the goods.

The procurement department must ensure that the production and purchasing
departments are advised of inadequate stock quantities so that goods can either be
produced punctually or ordered. Sales transfers the information on materials ordered as
requirements to material requirements planning. Requirements are planned outward
movements of stock. The transfer of requirements informs production that goods must be
produced, or advises purchasing that purchase requisitions have been created for which
purchase orders must be created and sent to the suppliers. An availability check can only
be carried out if these requirements are transferred.

The following elements can be included in availability check:

Stock

safety stock

stock in transfer
quality inspection

blocked stock

I/O movement of goods:

purchase orders

purchase requisitions

planned orders

production orders

reservations

dependent reservations

dependent requirements

sales requirements

delivery requirements

There are 3 types of availability check:

1. Check on the basis of the ATP QTY.

2. Check against product allocation

3. Check against planning

ATP- Available to Promise checks

Function used to check, together with certain basic methods, if a product can be confirmed.

Product availability check : The availability check is carried out against the ATP quantity.

Product allocations : The product availability check is carried out against product
allocations.

Forecast check : The availability check is carried out against planned independent
requirements.

In APO, advanced methods of the availability check exist in addition to the basic methods.
For example:

Combination of basic methods : A sequence of basic methods for carrying out the
availability check (for example, 1. productavailability check; 2. product allocations) is
determined in the check instructions.

Rules-based availability check : Rules are used to control how the system reacts after an
availability check, which was determined in the check instructions, if the requested product
could be only partially (or not at all) confirmed. Options include:

product substitution

sourcing

production

Sales Order Credit Check Management

Credit management

Purpose

Outstanding or uncollectible receivables can spoil the success of the company greatly.
Credit Management enables you to minimize the credit risk yourself by specifying a specific
credit limit for your customers. Thus you can take the financial pulse of a customer or
group of customers, identify early warning signs, and enhance your credit-related decision-
making. This is particularly useful if your customers are in financially unstable industries
or companies, or if you conduct business with countries that are politically unstable or that
employ a restrictive exchange rate policy.
Integration

If you are using the Accounts Receivable component to manage your accounting and an
external system for sales processing, Credit Management enables you to issue a credit limit
for each customer. Every time you post an invoice, the system then checks whether the
invoice amount exceeds the credit limit. Information functions such as the sales summary
or early warning list help you to monitor the customer’s credit situation.

You can make settings in Customizing to decide the scope of the check and at what stage in
the process (for example, order entry, delivery or goods issue) a credit limit should take
place.

If the availability check for an item determines that the item cannot be delivered fully on
the requested delivery date, and, as a result one or more schedule lines have to be created
for later delivery dates, the customer can decide whether to accept these delivery dates and
quantities. You can record the customer's decision either by setting an indicator in the
Fixed date and qty field or by leaving this field blank.

Decision 1 : Customer Accepts the Schedule Line Proposal

If the customer accepts the schedule lines which are proposed by the system, mark the
Fixed date and qty field. The system then transfers the requirements for the schedule lines
to material requirements planning.

Decision 2: Customer Requires Goods Earlier

If the customer requires the goods earlier than the date that the system can confirm after
the availability check, leave the Fixed date and qty field blank. The system then only passes
on the requirements for the requested delivery date and does not take the quantities and
dates confirmed by the system after the availability check into account. In this case, it is
assumed that the requested delivery date can be kept to because, for example, additional
production capacity may become free. The system only confirms the sales order once the
entire order quantity can be delivered on the requested delivery date. In the subsequent
delivery processing, the sales order is only considered to be completed when the entire
order quantity has been delivered or when all partial delivery agreements have been
fulfilled.

Process to get the order confirmed is as follows:

1. Get confirmation of Order

2. Send PO Acknowledgements

You get following documents as a result of getting order confirmed:

a. Order scheduling, b. Production Advise c. Dispatch Advise

Sales Invoicing

Sales to end customers at the Point-of-Sale system; for example, a cash register at a
department store or grocery. This can involve cash, personal checks, credit and debit cards,
store charge cards, and so on.

Even when a customer pays cash, the ERPWEB function is involved. This enables Retail to
transfer the sales revenue to Financial Accounting, where it is posted to a cash account.

Credit card sales to end customers through catalog mail orders.Billing of associated stores
by the parent company.

Direct sales to end users or third-party distributors.

Issuance of credit or debit memos to vendors, customers, or credit card companies. An

example would be the issuing of a credit to a customer’s credit card for merchandise
returned.

The first type of transaction above makes use of ERPWEB’s Retail’s POS or barcode
Interface, where transaction data is uploaded from the Point-of-Sale system to ERPWEB for
subsequent processing and posting.

The other types of transactions involve sales data directly entered into ERPWEB and
processed by the Billing function.

Among the functions supported by billing are:

Issuing of invoices on the basis of goods and services

Issuing of credit and debit memos based on requests

Issuing of pro forma invoices

Cancellation of billing transactions

Issuing of rebates

Transfer of posting data to Financial Accounting (FI)

Like all parts of Retail order processing, billing is integrated into the organizational
structure. Thus, the billing transactions can be assigned to a specific sales organization, a
distribution channel, and a division. Since billing has an interface to Financial Accounting,
the organizational structure of the accounting department (i.e., the company codes as well
as the sales organizations assigned to the company code) is important.

There is special requirement of invoice for Exports & Tax related structures as per
government policies.

When creating an invoice, you can refer to either a sales order or a delivery. You can either
bill all items, or select certain items or a certain quantity for billing.

Pro Forma Invoice 

An invoice that is created on paper for exported goods to provide the customs authorities
with evidence of the cost of the goods.

Use: When you deal in export, you may need to print pro forma invoices. They are used to
give the importer or the responsible authorities in the import country details about
forthcoming shipments.

Structure: A pro forma invoice appears exactly the same as a customer invoice. The
difference is that this invoice does not need to be paid. Therefore, the system does not
forward data to Financial Accounting (FI). No statistical data is created on the basis of pro
forma invoices.

Create: You can create pro forma invoices on the basis of sales orders or deliveries.
Processing pro forma invoices differs from processing normal invoices in following ways:

Goods issue is not required before you create a delivery-related pro forma invoice.

You can create as many pro forma invoices as you like for a sales order or a delivery
because the billing status in the sales order or delivery is not updated.

Data from the pro forma invoice is not passed on to financial accounting.

Sales Invoicing

Billing is an essential part of every business.

Unfortunately, the traditional billing process on paper is inefficient and costly. Electronic
bill presentation and payment (EBPP) offers a variety of advantages to
both the billing company and the customer. EBPP enables paperless bills & improved
customer support Procedure for e-Billing & e-Payments as follows:

1. Customer accessed bill online via website

2. Customer pays bill via credit card or wire transfer

3. If there are any problems, the customer can access customer service via toll free phone,
chat or email. This greatly reduces the companies costs.

EBPP means different thing to different people. To the billing department, it means less
paper and less

overhead. To the marketing and sales departments , it means better data collection and
data mining. For customer care, it means fewer incoming calls. And to

customer, it means better service and easier maintenance of personal finances.

FG Issue

Process for goods issues based on deliveries:

1. In the ERP system, create a sales order.

2. In the ERP system, the system creates a delivery from the sales order.

3. The delivery is distributed to the Warehouse systems using the web services and
there it represents a request to the warehouse to pick goods.

4. In the decentralized system, a transfer order is created for the outbound delivery.

5. Execute the picking in the warehouse.

6. Confirm the transfer order and, if required, print the delivery documents.

7. After the transfer order is confirmed, the goods issue is posted for the outbound
delivery. This clears the interim storage bin.

8. This activity initiates the confirmation to the ERP system through the web services.
Among other things, the pick quantities are passed on to the delivery in the ERP
system. Note that no quantity checks with respect to over- or under delivery take
place in the decentralized Warehouse systems.

9. The goods issue posting for the outbound delivery is automatically posted in the
ERP system (in inventory management) when the verification is recorded.
 1.2.1.3.CRM REPORTS

Customer Inquiry Inquiry

Complain/Maintenanc Analysis/LeadsList Analysis/Lost jobs
e Report

Inquiry Inquiry Quotation/

Analysis/Success Jobs Analsis/Order quotation Register
Rejection Analsis

Sales Analysis/Top Sales Sales

Range Performance Analysis/Marketin Analysis/Marketin
by date g Performance g Performance

Sales Sales Territory

Analysis/Campaign Analysis/Sales men Performance
Performance Incentive

Sales Invoice Cash Sales report Credit Sales Report

Discount Sales report Tender Tender Info/Bid

info/Invitation for Security Draft
ICB

Tender Info/Bid Customer DA/Print DA

subshit wise/CRM report

Pending DA register

The system has at least the following report capability

 Sales plan report generateS

 Sales plan versus actual sales
 Show Comparison on graphs and charts
 Sales order report shows
 Product name
 Quantity
 Unit of measurement
 Currency
 Exchange rate
 Unit cost
 Discount
 Tax applicable
 total
o Performa invoice shall generate
 Customer name
 Delivery date
 Price
 item
o Cash sales invoice
 Item name
 Item quantity
 Item price
 VAT(if applicable)
 Discount percent(if available)
 Total item price
 Customer name
 Customer tin no
 Customer address
 Sales person
 From which warehouse issues
 Invoice prepared by
o Credit sales invoice
 Item name
 Item quantity
 Item price
 Total item price
 VAT(if applicable)
 Discount percent(if available)
 From which ware house issued
 Customer name
 Customer tin no
 Customer address
 Sales person
  From which warehouse issued
 Invoice prepared by
o Periodic sales history
o Delayed delivery report shall show
 Customer name
 Purchase order number
 Item name
 Delayed date
 Delivered date
o Pending order report
o Customer payroll
o Customer complain report
o Graphical presentation of monthly sales report
o Monthly wise sales report shall generate
 Month
 Sales amount
 Products sold

o Sales man wise history

o Graphical presentation of products in range
o Products in range, system shall generate
 Best products name
 Sales amount
 Worst products name
 Sales amount
o Territory wise history
o Customer wise history, system shall generate
 Top customers
 Sales amount
 Products sold
 Least customers
 Sales amount
 Products sold

o Item expiry report

o Graphical presentation of campaign plan versus campaign
performance
o Campaign performance report shall have
 Campaign name
  Campaign date
 Media
 Media address
 Campaign cost
 Product
 Sales target quantity
 Planned sales
 Actual sales
o Marketing performance report
o Price list change reports shall show
 Item name
 Price change date
 Reason
o Competitor price reports
o Discount sales report
o Cash sales report
o Credit sales report
o Sales return reports

With ERPWEB CRM, you benefit from:

Increased revenues through efficient customer acquisition, improved direct marketing

response rates, enhanced up-selling and cross-selling, and decreased customer churn

Reduced cost through automation of interactions, increased field productivity, reduced

direct marketing and media expenses, optimized inventories, and streamlined processes

Competitive advantage through increased customer loyalty and retention, richer customer
and market insights, and accelerated time to market

While your customers enjoy:

Better Service through various communication channels, consistent service, and seamless
order and service execution

More relevant customer communications through timely and personalized offers

Greater choice in product and delivery options, as collaboration across the value network
empowers the delivery of customized solutions

Supports the entire customer interaction cycle: engage, transact, fulfill, and service
-Identify and retain their most valuable customers using comprehensive next-generation
customer analytics
-Optimize targeting and improve response rates with robust segmentation capabilities
based on any data in the enterprise
-Flawlessly execute permission-based multichannel campaigns including automated multi-
stage, recurring and event-triggered campaigns
-Engage customers in real-time across any channel with the optimal offer that turn inbound
interactions, such as service inquiries, into revenue opportunities
-Improve conversion rates through integrated response capture and automated lead
assignment that enables rapid follow-up by direct and indirect sales teams
-Leverage lower cost Web channels to acquire new customers.

-Increase revenues and grow customer lifetime value with more intelligent cross-selling
and up-selling
-Execute high quality event based marketing programs
-Improve marketing ROI using continuous test, real-time measurement, and analysis
capabilities
-Apply best practices and automation to improve the effectiveness and velocity of their
marketing programs
-Enhance brand equity and customer satisfaction by engaging in a continuous dialogue
with customers across all channels while eliminating conflicting, redundant and
inappropriate offers

1.2.2. SUPPLY CHAIN MANAGEMENT

1.2.2.1.SCM MASTERS

Import follow up Inco Terms PO amendment

Po pay code PO remark PO type

Service Factor Supplier Supplier Quality

Supplier Type Store Logistics

Warehouse
 1.2.2.2. SCM TRANSACTIONS

Auto PO/PR to PO Charge sheet Import FollowupT

Issue Material open Issue material PR indent Approve

Approve

PR Indent Offhold Purchase Order open Purchase Order

Approve

Quality Control enter Receive Request for

Material/Open Quotation/open

ROP to PO Purchas Invoice GRN Posting

MR Posting Store transfer Supplier Quotes

Weekly Planner

Goods receipts

Goods receipts are inbound movements of stock that has been received as the result of a
purchase order, production order, or for other reasons. All goods receipts cause an increase
in the total stock in inventory management and warehouse management.

Goods issues

In the case off goods issues, the total stock in inventory management and in decentralized
warehouse management is reduced by the goods issue posting. The task of the
decentralized WMS is to determine the required goods for picking in the individual storage
bins in the warehouse and to transfer them to the goods issue area.

Stock transfers

If you have stock transfers of materials between two storage locations (slaughtering
service area), the goods are picked from the issuing storage location (slaughtering service
area) and put away in the destination storage location.

Posting changes
Posting changes usually refer to a change in the data of a particular material. In this case,
the goods remain at the same storage location, and there is no physical transfer of the
goods, for example, a change in the batch number or release of blocked stock.

Material Receive

An inbound delivery can be created as follows:

 With reference to a purchase order

 With collective processing for several purchase orders

 With reference to a stock transport order

 With reference to a customer return

The system carries out the following activities when an inbound delivery is created:

 Checks the order and materials to make sure an inbound delivery is possible

 Determines the delivery quantity of an item

 Calculates the weight and volume of the delivery

 Calculates work expenditure

 Assigns a storage location for put away

 Updates order processing

Planning Monitoring & Analyzing Inbound deliveries

 Which deliveries are pending for goods receipt?

 Which deliveries are being processed?

 For which materials have the most deliveries been created?

 Which deliveries are based on certain purchase orders?

 Which deliveries result from which purchase orders?

 Which deliveries included certain purchase-order items?

 For which deliveries you need to initiate activities in the warehouse?

The following functions are available at goods receipt:

 Goods receipt referencing a purchase order

A purchase order can be placed with either an external vendor or an internal vendor (for
example, a distribution center).

 Goods receipt not referencing a purchase order

You can have the system automatically generate a purchase order to enable you to verify
the invoice.

 Goods receipt referencing a delivery

A goods receipt can be entered for deliveries with or without purchase order reference.

 Rough goods receipts : This is the first step in a two-step goods receipt. Only the
information contained in the delivery note from the vendor is entered in the system.

 The system generates delivery order automatically and directly generate good
receiving note for the purchase order if material does not require quality control. If
the materials needs approval for its quality the system allows edit manually location
to transfer goods from delivery order receive stock to quality control stock.

 The system also allows transferring of good back to order receive stock from quality
control stock by enter delivery order without purchase order number and then
generating good receiving note.

 The system also closes purchase order if its quantity equals delivery quantity since
no more quantity can be received for this purchase order.

 The system automatically generates a purchase order to verify the invoice if it is

direct purchase or goods receipts which have no purchase order.

 The system also maintains quality control approval\rejection information. The

system increases warehouse stock of the material by the delivery quantity.

 The system changes the value posted to the balance sheet account in inventory
accounting. The system supports delivery order rejection if it is needed.
Why SCM is required?

 Supply Chain Planning -- Demand and supply network planning lets you create
executable plans for procurement, production, and transportation.

 Demand Chain Planning -- Transform from a supply-centric to a customer-centric

demand chain, in which actual customer demand drives design, production, and
replenishment.

 Collaborative Planning, Forecasting, and Replenishment -- Partners can

collaborate on demand forecasts, using the Internet for real-time communication.

 Collaborative Order Promising -- Check the availability of finished products,

components, and resources in real-time.

 Vendor-Managed Inventory -- Manufacturers, suppliers, and retailers are

integrated along the supply network. Vendors and suppliers can perform
replenishment planning tasks for their partners.

 Procurement Management – Ultimate goal of purchase department is efficient

procurement management.

Procurement Portal

 Supplier Evaluation and Registration, Content Mgmt.

 Management of MRP & Employee generated PR’s.

 PR Approvals, RFQ/RFP/Tender/Auction Generation

 Supplier Selection & Performance Evaluation

 PO Generation, PO Tracking, PO Approvals

Supplier Portal

 Supplier Registration, Content and Event Management

 PO Acknowledgement & Delivery Date commitments

 Supplier Stocks Update & Workroom document sharing

 Electronic Bids, Quote, Proposal submission

Stores Portal
  DO receive & GRN Management, Issue Management

 Raw Material & Sub-assembly Stores Management

 Inventory Analysis, Valuation and Stock Management

Marketplace Portal

 Purchasers bids against others in hosted auctions on net

 Purchasers places requests for items in reverse auction

 Purchaser can also procure product from e-com sites.

HOW ERPWEB SCM WORKS?:

1. PR Generation: A PR (Purchase Requisition) is generated automatically by MRP in

case of Direct Material used in Production or Planning Department generates PR for
all Indirect Material based on Re-order point planning or Employees generates PR
for all Indirect Material, Office Supplies or Services via e-Procurement manual PR
System. In manual PR employees select from approved list of suppliers, while in DM
or IDM suppliers are automatically selected as per their business allocation pre-
configured in the system.

2. PR Approval: Department Head first approves PR. Then depending on PR Amount

PR goes to either FM, GM, COO or CEO for approval. Then PR goes to final approval
by Purchase Manager. 

3. Inquiry Generation: PR will appear as inquiry on Supplier Portal. Authorized

suppliers can see it & quote price and delivery dates to it. Purchase Manager
negotiates, compares quotations and approves bid from various suppliers.

4. PO Generation: Approved Inquiries generates Purchase Order in formats specified

by Suppliers. Wide variety of formats supported right from Paper Printout to Email
to online Webpage to XML based.

5. PO Approval: PO is send for Approval to Purchase Manager & FM or GM or COO or

CEO based on PO Amount. After PO Approval PO is finally published in that
Suppliers Portal or send to supplier via physical media.

6. PO Acknowledgment: Supplier Acknowledge PO through Supplier Portal.

 7. PO Tracking: PO History and Execution is tracked by Purchase & Planning
Departments.

8. Supplier Stocks: Supplier updates their stock levels from time to time through
Supplier Portal to indicate planner future trends of supply. Supplier also refers to
published Supplier Forecast published by customer to plan their inventory
requirements.

9. Supplier Performance Analysis: This modules allows Purchase Department to

evaluate suppliers performance based on certain criteria's. Action of continuing or
discontinuing supplier is based on this performance evaluation.

10. Supplier Evaluation & Registration: New Suppliers are evaluated and registered.

ERPWEB Procurement Management

ERPWEB SCM Deliverables includes following:

 Supplier Portal: This will allow supplier to quote/bid to Inquiries. It will also allow
supplier to key-in their stock levels. It will also allow supplier to key-in PO
Acknowledgment and Delivery Dates. Suppliers Invoices are submitted online along
with online DOs. Payment Acknowledgement & Account Statements settlements are
also done online through this portal.

 Purchase Dept. Buyer’s Portal: This will allow Purchase Dept. Employees/Buyers
to Register Supplier, Approve PR, Maintain Pricelist, Generate Inquiries, Select
Suppliers, generate electronic Purchase Orders & track deliveries online.

 Employee e-Procurement Portal: e-Procurement distributes controlled buying

power throughout the company.  An employee can generate PR through this portal.
Then he can see his PR Status - Approved or Disapproved. If Approved then he gets
date & details of product he is going to get.

Advantages of ERPWEB Procurement management:

 Improve delivery times - Purchase requisitions, schedule lines, and purchase

orders are created electronically, either as a result of an MRP run or manually. This
avoids problems like PR/PO documents lost, causing delays in material receipts.
Goods receipt and quality management activities are integrated. The status of goods
receipts is managed online.
  Reduce sourcing time - speed selection, ordering, approval, purchasing. The
system allows organized division of work for buyers through various information
filtered as per requirement. Deliveries are managed online, eliminating the need for
a Hot List printed report from your old legacy system.

 Reduce procurement costs - remove obsolete inventory, control spend. Tight

integration among Purchasing, Production, Quality Control and Accounting
improves the overall business.

RFQ Management

if no source of supply exists for a requested item, it may be necessary to send requests for
quotes (RFQ) to various vendors.  All purchasing documents contain a similar set of
screens, each with a similar format and set of data. RFQ's can be created automatically out
of PR which are on hold because supplier & price is not available. RFQ's can also be created
manually. Price supplied by Supplier via quotation can be entered in RFQ's UNITCOST
field.  RFQ's from different vendors can be compared and quotation that has best offer can
be approved. The approved RFQ can be then converted to Purchase Order PO.

"RFQ allows you to compare prices from different suppliers & select best supplier for that
item. You have successfully Posted Unapproved & Open PR to RFQ-Request for quotation.
Select this PR enter Supplier Details & quote deadline date. Print RFQ & Send to Supplier.
When Supplier sends quotation enter unit cost & delivery date quoted by supplier.
Compare all quotations from different suppliers for that PR. Enter the selected supplier in
Supplier Master along with Item cost details. Offhold& Approve PR. PR now can then be
converted to PO. You should have registered Item in Item master for generating valid PR
which can be converted to RFQ. So it is recommended that all new Items should be entered
in Item master before generating RFQ. All New Supplier should be entered in Supplier
master before approving PR." 

A1.Auto create RFQ

A2. Buyer Edit RFQ

A3. Send RFQ

A4. Receive Quote

A5.Compare Quote

B1.Select best Quote

C. Approved Quote Register

D. Rejected Quote Register

Purchase Order Management

Normal Purchase Order: The ERPWEB system requires that the exact quantity and
delivery dates be identified on the purchase order. Purchase Orders could be created in
purchasing system, in addition to special terms and conditions that would be typed in a
word processor because they didn't fit in the purchase order. Individual normal Purchase
Orders are created for adhoc items which does not have continuous requirements. 

Blanket Purchase Order: An outline agreement in ERPWEB is a long-term contract with a

vendor for the procurement of materials or services. It is often referred to as a blanket
order. An outline agreement requires that the buyer dictates the validity period and either
an estimated quantity or value for the agreement. The exact dates and quantities of the
materials or services to be delivered is not required.  This is like single purchase order for
entire year with adhoc monthly or weekly requirements. There are two types of outline
agreements in ERPWEB - contracts and scheduling agreements. The only discernible
difference between the two is that scheduling agreements allow you to attach a delivery
schedule directly to them, whereas contracts require a release order to be generated for
actual delivery. Normally scheduling agreements are generated directly from MRP as
suppliers and their quotas are already predefined. This eliminates the need for buyers to
spend their time generating purchase orders on those production materials.

Consignee Purchase Order: Materials supplied by customers are through consignee

order. There is no invoice & payment done for consignee order. This material also should
not be count in your companies inventory and costing. The materials are physically lying at
your premises but are to be considered in your inventory only when it is consumed.

Supermarket Purchase Order: Materials bought from open market via super stores and
open market is through purchase order. An supplier account in name of supermarket is
created and all the materials are that needs to procure via supermarket is done through
this kind of purchase order.

All Purchase Orders are approved before send to supplier. Approved Purchase Orders are
taken into consideration by planning department & send to supplier. Rejected Purchase
orders are disposed off and not send to suppliers. PO delivery & Payment status can be
viewed using PO Status. 
A1.Create PO from PR–

B1. Assign PO no

Advantages of ERPWEB Procurement management:

 Central control of approved vendors is managed.

 Purchase requisitions, schedule lines, and purchase orders are created

electronically, either as a result of an MRP run or manually. This avoids problems
like PR/PO documents lost, causing delays in material receipts.

 Goods receipt and quality management activities are integrated. The status of goods
receipts is managed online.

 The system allows organized division of work for buyers through various
information filtered as per requirement.

 Deliveries are managed online, eliminating the need for a Hot List printed report
from your old legacy system.

 Tight integration among Purchasing, Production, Quality Control and Accounting

improves the overall business.

Stores Functionality:

 The Sales Department has to no longer make repeated calls to the Stores. The stock
requirements list allows Production, Customer service and purchasing personal to
view and based on security process items on the list.

 Proper management of inventory results into reduced inventory and reduced costs.

 Proper Inventory Analysis gives proper control of inventory through planning.

 MRP automatically calculates required inventory shortages and helps stores to

manage inventory levels.

 Integrated Purchase, Production and Accounts helps to manage Stores without

rushing for last minute run.

To achieve a high level of efficiency in the supply chain, all system components involved
must:

 interact smoothly
  be flexible enough to adapt to changes

 perform their tasks cost-effectively and quickly

Delivery Process

To execute goods movement. These include:

 Goods receipts

Goods receipts are inbound movements of stock that has been received as the result of a
purchase order, production order, or for other reasons. All goods receipts cause an increase
in the total stock in inventory management and warehouse management. Goods issues

In the case off goods issues, the total stock in inventory management and in decentralized
warehouse management is reduced by the goods issue posting. The task of the
decentralized WMS is to determine the required goods for picking in the individual storage
bins in the warehouse and to transfer them to the goods issue area.

 Stock transfers

If you have stock transfers of materials between two storage locations (plants), the goods
are picked from the issuing storage location (plant) and put away in the destination storage
location.

 Posting changes

Posting changes usually refer to a change in the data of a particular material. In this case,
the goods remain at the same storage location, and there is no physical transfer of the
goods, for example, a change in the batch number or release of blocked stock.

Sample Goods Receipt Based on Purchase Orders: an Inbound Process

1. You use the ERP system to create purchase orders and send to vendors.

2. To give notification of the delivery that is due, the vendor returns a shipping
notification that is recorded in the ERP system as an inbound delivery.

3. The inbound delivery is distributed to the Stores/Warehouse via web services and
there it represents the request to the warehouse to put away or pick goods.

4. When the vendor delivers the goods, a transfer order is generated in the Stores /
Warehouse, which is then used to put the goods away.
 5. After the transfer order is confirmed, goods receipt is posted for the inbound
delivery. This clears the interim storage bin.

6. On the basis of this activity, the confirmation to the ERP system via the web services
is initiated.

7. The goods receipt posting for the inbound delivery is automatically posted in the
ERP system (in inventory management) when the verification is recorded.

Material Receive

When you post goods receipt for an inbound delivery, the following functions are carried
out on the basis of the goods receipt GRN:

 Warehouse stock of the material is increased by the delivery qty.

 Value changes are posted to the balance sheet account in inventory accounting

 Goods receipt posting is automatically recorded in the doc. flow

 An inbound delivery can be created as follows:

 With reference to a purchase order

 With collective processing for several purchase orders

 With reference to a stock transport order

 With reference to a customer return

The system carries out the following activities when an inbound delivery is created:

 Checks the order and materials to make sure an inbound delivery is possible

 Determines the delivery quantity of an item

 Calculates the weight and volume of the delivery

 Calculates work expenditure

 Assigns a storage location for putaway

 Updates order processing

Planning Monitoring & Analyzing Inbound deliveries

  Which deliveries are pending for goods receipt?

 Which deliveries are being processed?

 For which materials have the most deliveries been created?

 Which deliveries are based on certain purchase orders?

 Which deliveries result from which purchase orders?

 Which deliveries included certain purchase-order items?

 For which deliveries you need to initiate activities in the warehouse?

The following functions are available at goods receipt:

 Goods receipt referencing a purchase order

 A purchase order can be placed with either an external vendor or an internal vendor
(for example, a distribution center).

 Goods receipt not referencing a purchase order

 You can have the system automatically generate a purchase order to enable you to
verify the invoice.

 Goods receipt referencing a delivery

 A goods receipt can be entered for deliveries with or without purchase order
reference.

 Rough goods receipts : This is the first step in a two-step goods receipt. Only the
information contained in the delivery note from the vendor is entered in the system.

 Note here goods receipt only refers to raw material or sub-assemblies used in
production. Trading or Finished goods receive will be done in CRM FGReceive.

MR

-MR Entry/Approve

-MR Posting

-BINCARD View
ERPWEB SCM Advantages

Reduce Costs

 Integrate with public and private e-marketplaces to quickly and easily compare
suppliers on a global basis.

 Cost effectively match supply and demand through integrated and collaborative
planning tools.

 Reduce inventories, without reducing your ability to meet unexpected demand.

 Increase productivity, maximizing the efficiency of order processes and other

administration functions.

 Increase Revenue

 Collaborate with partners and optimize supply planning and execution across
enterprise boundaries.

 Achieve faster responsiveness to unanticipated demand.

 Reduce order cycle times, speeding the conversion of materials to cash.

 Improve asset use and reduce unnecessary capital expenditures.

Retain Customers

 Helps provide quality products and services at competitive prices.

 Increase planning accuracy and real-time location of products around the world,
improving customer service.

 Access detailed and accurate order status information, resulting in higher customer
satisfaction.

 Respond to changing customer requirements quickly and efficiently.

1.2.2.3.SCM REPORTS

FG Movement/Stock GRN/goods receipt Store Receipt Report

movment note print

Import followup T PR/Indent/closed PR/Indent/rejected

PR/Indent/Print PR Print Purchase order Pending PO status

PR tracking Purchase Purchase

order/Closed order/Rejected

Purchase Goods in Transit Item Expire alert

Invoice/Approved Report

Rejection RFQ/Print RFQ Stock Aging/Stock

Note/rejection report Valuation

Stock aging/stock Stock Stock Card/ Bincard

consumption aging/Nonmoving store`
Item

Stock Stock ledger/Stores Stock

Card/Consumption Ledger summary/Progressive
Report Summary

Supplier selection/PO
compare

1.3. METHODOLOGY

• Project engineering development phases (processes) would use the following

combination of the state-of-the-art methodologies and approaches.
 1.3.1. PROPOSED ARCHITECTURE OF THE SOFTWARE

• Project engineering development phases (processes) would use the following

combination of the state-of-the-art methodologies and approaches.

• Overview of our solution

• There are various possible physical architectures possible for this kind of
application. Here are the lists of possible architectures:

• Two-tier Application architecture

• Three-tier Application using XML web service

• Three-tier Application using .Net Removing or Java Remote Methods

• Logical N-tier Applications and

• Logical N-tier Applications using XML web service

• We proposed the best architecture Logical N-tier Application using XML web
service. This is a 3-tier architecture that separates the presentation layer (the client
or user interface), the business logic layer, and the data layer. We intend to build
this application using the intranet, extranet network (so that only people within the
physical premises of Client or those that are connected via network can access the
system), and internet (for those application which intended to public and for those
with special privileged system users). We will discuss only this proposed
architecture briefly below

Logical N-Tier Architecture using XML web service

• This architecture consists of the front end, a business rule component, and a data
layer component. This is the best approach, which works equally well for all types of
programming languages.
Figure I N-Tier Architecture using XML web service

1.3.2. FEATURES

• Centralizes business rules into a separate layer

• Any of the components/layers can moved to any machine thus improving scalability
and centralization

• Development takes a little longer which is not an issue exactly because it going to be
fruitful finally.

• Flexible ERP Technology ERPWEB that uses fourth generation programming

language tool named Soft Robot Codeless Development Tool along with other tools
to help you quickly modify programs.

• Security Technologies ERPWEB has unique Document Signing feature which can
provide security on each document

• Workflow Technologies1. Lotus Notes 2 MS Exchange 3. ERPWEB Workflow

• ERPWEB has unique Workflow solution which can help you simulate your existing
paper and folder based workflow as it is like real world. You can have approvals etc.

• Multilingual InterfaceERPWEB provides language support for all languages whose

fonts are available
• Scope of Software = our ERP system covers all process

• Technology = our ERP system uses 4th Gen. Codeless Biz Logic

• Implementation Method = 6-Sigma based

• Platform Independent =our ERP system will work on Any Device on web

1.3.3. DETAILS OF PROPOSED SYSTEM ARCHITECTURE

• Under this section, we will demonstrate in diagrams how each of the systems will be
designed using the n-tier architecture.
• There are two levels of security in this system. First, for systems which intended for
internal use, will be designed to run only from the intranet or extranet of the court.
So, user should have privilege of accessing the intranet or extranet. This avoids
intruders from hacking or accessing the system from the internet. This is network
security. Second, the applications will be designed by us to have another level of
security access based on the type of user access that each person is given. This is
application security.

• We have enforced four types of user interfaces based on the privileges of each user.
Each system has different categories of users and security levels. A user can log into
the system as one of the following users, where privileges are pre-defined by the
system.

• System Administrator: is the technical IT person in charge of maintaining the

system. The interface designed for a system Admin include functionalities such as
creating user accounts and assigning them as regular or public users, assigning
temporary passwords for each user, resetting forgotten passwords, backing up the
system database, etc.

• These features are only visible to someone logged in with an administrator’s login
name and password. All other features of the system will not be visible or accessible
to this user.

• The system administrator cannot view the current password of each user. He can
only issue temporary passwords to users that they can change later. Once the user
has changed his or her own password, the administrator can only reset that
password if the user forgets it. He cannot view it. This is best design that prevents
the technical system administrator from viewing the passwords of other users.

• Regular Users: are users of each system who perform the activities of adding,
updating/modifying, and deleting of data. All features of the system are visible to
these users except those features of a system administrator &Special User. Each
system user must change his temporary password to something that only he knows.
• Special User: are system users with a special privilege of viewing different pre-
defined or ad-hoc reports.

• Public Users: are external users of the system that need information from the
system. These are people or entity other than the regular user, System
Administrator, and Special User. If a user does not logged in as one of the above user
types, the system logged in the user as a public user. Once a user is logged in as a
public user, the system will be designed to display only the features that these
external users are allowed to see.

The user interface will be designed to display only the features that have been defined
as being needed by an external user. These features will be refined during the
requirements gathering phase of this project. Generally, these are features with read
only access.

1.3.4. KEY FEATURES OF THE SYSTEMS

Client program: Applications will be designed using the latest interface design
principles, state-of -the-art technology development tools

Security and Access Control: The system provides policy-based, easily configurable,
fine-grained access control in hierarchical security feature by the use of windows and
applications password preventing unauthorized access to the system.

The system also implements cryptography to ascertain data confidentiality from

internet hackers

Compatibility: The system shall enable creation of files that are portable to other
document formats like exporting data to Excel program, Document Portable Format
(PDF), etc. It will also be designed to be compatible enough to future integration with
other systems.

Multi-User System: The system is designed to process a large number of system users,
and enables concurrent access by local and remote users. The users can be public,
special user, regular, or system administrators. All will have their own access privilege
in the system and their actions can be tracked accordingly.
Interoperability: The system will have the ability to exchange and transfer information
between two or more sub systems or components internally. This avoids redundancy of
data entry and record keeping.

Online Help: The system will be fully equipped with online help manuals for the system
itself, on how to operate it. This helpful technical information can be accessed from any
spot of the application program with detail operating illustrations.

Other Utilities: The system incorporates special features to backup/restore the

database, import/export data files, and to upload files or data to the system

Back up: In particular, procedures will be established to recover files damaged from
power disruptions and other incidents. The system administrator will be trained to
backup the entire system every now and then to an external backup disk drive. Each
application server will have a back up disk drive that will contain up-to-date mirrored
information in case of application failure.

Menu Driven System: In order to simplify the user’s activities, the system will be
designed using simple and intuitive menus familiar to windows application users. The
menu system provides a set of command to the users. The menu offer convenient and
consistent ways in which command are grouped, thus making it easy for users to access
them and perform the various tasks in the system.

Easy to use: The system is design in regular windows environment and facilities like the
mouse expedite the various operations that would otherwise have been performed at a
slower speed using the keyboard.

Output Design: The system will generate different reports comprising of detail and
summary reports, sorted and grouped based on given fields. The output will include
graphical and tabular out puts. Data could also be exported printed to external
programs for further analysis.
 Project engineering development process would use the following combination of the
state-of-the-art methodologies and approaches

1.3.5. TOOLS AND LANGUAGES

1.3.5.1.SOFTROBOT TECHNOLOGY

1.What is SoftRobot Technology? What is the need for such technology?

SoftRobot means Software Robot designed to work like your paid programmer.
Programmer’s knowledge of business application development is fed in SoftRobot to
achieve speed of development by eliminating coding as far as possible.

SoftRobot is a brand new, interactive, codeless, data driven, technology that eliminates
80% of the traditional software development cycle time from design to implementation, All
WITHOUT generating any SOURCE code, recompiling OR possessing any language suite.

SoftRobot will help software developers to Analyze, Prototype, Develop, Test and
Implement Business Applications Solutions in easy, fast & low cost manner.

Apart from RAD & CASE enabled Component based complex development methods;
another method of documents-based applications development was required. Having to
write code to perform basic or common operations places an unnecessary burden on the
developer. A complete strategy was required to support both programmatic and codeless
application development, to support all applications and developers. Hence codeless
methodology was developed where coding is minimum.

Here codeless means we do not generate client-end code files like asp, jsp or exe for
creating standard applications. Application Logic is stored in database itself. Our SoftRobot
Engine then develops front ends by reading application logic stored in database. Advantage
of using standard translator programs like SoftRobot engine is to reduce error and
application development time.

 Entire SoftRobot Technology is web based e-document management system

2.What do you mean by Applications in SoftRobot Technologies?

Despite all the perceived arguments, complexities and theories computers perform only 2
functions:

 Capture Information (add, edit, delete, capture, browse, process data)

 Produce Information (reports, spreadsheets, paper, electronic, web, wireless).

Any software application at end of day is information processing system, which captures
and produces data in organized fashion. Ideally speaking SoftRobot development
methodology maintains analogy of physical world – by storing information in container
called document. The person who uses this document and its information is called user.

 Thus SoftRobot development solution is document and user based development. It is

important to Study physical world and try to map as it is in software. Do not think like
programmers. Do not think in terms of Objects, Classes, DLLs& UMLs. Think simple and
build simple.

 Each Document is stored in container called Register. Physical files are usually stored in
container called Folder (WorkRooms). Registers are stored in database, which looks like a
big Filing Cabinet. Similarly Folders are stored in Operating systems drive based Filing
Cabinets

 An application is a group of documents, users, menus, database etc. as follows:

Documents: Every application can have documents of various type like :

 Forms: Where data is entered, modified, deleted or transferred.

 Reports: Where data is read only, organized and presented.

Registers: Every application can have various registers containing this documents like:

 Open: This means all documents in this register are open for add, edit, delete.

 Approve: This means all documents in this register are waiting for your approval.

 OffHold: This means all onhold documents in this register are waiting for offhold.
  Closed: This means all documents in this registers are successfully approved and
closed and can be printed or emailed.

 Rejected: This means all documents in this registers are rejected, can also be
printed or emailed.

 Customized: This register can be DTS – Data Transfer Services transferring certain
data as per certain conditions.

Menus: Every application can have menus organized with different schemes as follows:

- Menu Scheme 1: Department wise menu organization

 Department and Module name linked to module help

o Procedure name with Sub Module help linked

 Document name with Work Room Folder Link

 Registers name with functions like Add, Edit, Delete, Search

Functions associated.

- Menu Scheme 2:BPR Operation wise menu organization

 Masters: One time documents entry to setup or implement system

 Transactions: Daily Transaction Entries

 Reports: Output read-only documents to produce organized results.

- Menu Scheme 3: Self-service customized Portal based menu as per roles

Now software’s are also driven via individual user specific portals.

 Departments: Every company has departments

 Role based Portals: Every departments has people with roles

 Menu Screen as per Roles: Every role can be defined using documents

 Users: Every application can have users with user manager

 Workflow: Every user has to assign a user right to define workflow where specific
documents with specific rights are available for action within register. If a user is allowed
to access Open register then he can create or edit document. If a user is assigned to
approve, he can Approve, Onhold or Reject document etc.

All the above application requires software structure, which end-users will hardly
understand in that:

 These application structures can be described further as follows:

 Document Types: There can be many document types

 Master only Form: Documents with single database Table

 Master/Details Form: Documents with Master and Details linked database Tables

 DTS Document: Data Transformation services documents, which transfers data

from one database table to another with certain logic in between. This is useful for
EAI(Enterprise Application Integration).

 Reports: Read-only data generated in HTML/XML for real B2B links.

 Linked files: Files in MS Office formats are linked to applications.

Documents Database: There can be associated documents database

 Tables: Actual place where the data will be stored

 Views: Pull data from various tables and views as per requirements.

 
 3.Compare RAD &SoftRobot Developmentmethodology step by step?

CASE & RAD Tools (VB, VC++) New SoftRobot Tools (6 Managers)

• •                    Draw UML Diagram • •                     Draw Business Flow

• •                     Create Classes • •                     Create Users/Roles

• •                     Create Objects • •                     Create Menu

• •                     Set Properties • •                     Create Application

• •                     Program Events • •                     Document Name

• •                     Create Database • •                     Document Type

• •                     Create Tables • •                     Assign User rights

• •                     Create Fields • •                     Assign Menu rights

• •                     Link Front-end Objects • •                     Edit Applications

• •                     Create Menus • •                     Define Doc Parameters

• •                     Link Form to Menu • •                     Modify default settings

• •                     Run: Compile/Interpret • •                     Refresh Menu & Run

4.What are parts of SoftRobot Product?

 Following parts are contents of SoftRobot product suite:

 SoftServer:Run-time Engine: Interpreter for codeless programs.

 1. SoftRobot:Development Tools: Codeless program development tools. There are
development and testing tools available in this and they are Application, Reports,
Menu, Workflow, Testing& Database Managers.

2. ERPWEB:Application Templates: Ready-to-use codeless applications. This

business server contains: CRM, SCM, FRM, MRP, FRM, HRM,ITM

Q. What is SoftRobot Engine or Application Server and what does it do?

 Our SoftRobot Engine develops front ends by reading application logic stored in database.
Standardization is a key to major success. Today’s IT professionals are grounded in
repetition. Programming, screen, file and database handling are purely repetitive tasks
with multiple tools across many environments. SoftRobot has identified and automated
these repetitive processes via engineering methods of storing logic in decision matrix.
SoftRobot engine is responsible for translation.

5.What services does SoftRobot offer via SoftService?

 We can build or help you build the solution you desire on a fixed fee basis.

 We offer training on the SoftRobot technology and we can tailor training to build
any application on your company’s list of objectives. We offer rapid applications
walk through sessions, hardware, configuration, and logic advice also.

 We can also customize and implement our ready to use ERP, CRM, MRP, HRM, FRM
and SCM Software application template called ERPWEB as per your companies’
requirements.

 You can outsource your entire IT Department to us or hire our trained developers to
your place or we can train your IT staffor for onsite development or we can also
provide you offshore development facility. You can specify your requirements from
time to time, we in turn make product more powerful to fit your requirement with
our expert knowledge

6.What applications can be built with SoftRobot?

 Any business document based application that resembles analogy to paper based physical
world can be developed using SoftRobot. Some of the solutions we have developed include
our ERPWEB System, which has most business solutions like CRM, SCM, MRP,HRM,FRM
(sales, purchase, inventory payroll, production ) etc. It is what any organization requires.

7. What support you provide with SoftRobot?.

 Training is provided to selected internal staff as part of the contracted fee. This training
will position an organization to support internal development needs and end user requests.
An SoftRobot help desk hot line is available to every client should the need ever arise.

8. list of SoftRobot Development Tools?

 Application Design Managers

 Reports Design Managers

 Menu Design Managers

 Workflow Design Managers

 Database Design Managers

 Testing Managers

 In ERPWEB this tools are placed in one module called ITM.

9. Summarize what SoftRobot is and what it is not?

WHAT IT IS

SoftRobot is the first truly data driven codeless development technology tool that can
handle all your projects from a single application to your enterprise software
requirements. With SoftRobot a developer or Business Analyst can easily create and change
another developers work. With SoftRobot there is virtually no learning curve. SoftRobot is
like real life document based development tool.

WHAT IT IS NOT

SoftRobot is not a toolkit that programmers use to glue modules together nor is it a visual
product that requires a long learning curve to effectively use and support. Today’s visual
tools and databases literally take years to learn and effectively utilize. These products often
 require a team of “specialists” to design and implement a complete application. Creating
solutions by gluing these complex tools together has caused untold corporate disasters,
cost overruns and cancelled projects. Traditional DCOM and CORBA Classes and Objects
have created complex programming world with infinite errors & incompatibilities.
SoftRobot limits usage of this Classes upto DOM, ASP & ADO APIs. Limited use reduces
learning curve and complexity. You are allowed to over rideSoftRobot methodology with
traditional methods wherever necessary. Many program files in ERPWEB are written in
traditional methods, as SoftRobot cannot produce it automatically. For latest information
visit our websites at www.softrobot.net&www.erpweb.com.

10. Security features available in SoftRobot?.

In SoftRobot at bottom of every document before you do actions like Add, Edit, Delete,
Approve, Onhold, OffHold you will find a signature box. The signature and password is
same in SoftRobot. You need to provide your login password as signature. You can use
standard web security techniques like SSL – to protect data traveling on network by way of
encrypting it. By using digital signatures or digital certificates – so that only people with
specific signatures can only open the website or email. You can use different port number
for your web server also.

11.Define architecture of SoftRobot Engine or SoftServer?

SoftRobotBusi
nessLogic SoftRobot
  SoftRobot Document
Database SoftRobot
Menu Server Server
Login Server
 
Menu.asp Document.asp
Login.asp
SoftRobot
 
Application Alerts, Personalization
Database
  PIM etc. Servers

EMAIL EXCEL WORD HTML XML WML SMS

 

 
 

The major web design technologies we currently use are.

o HTML/CSS/DHTML

o Web design tools

o Adobe Dreamweaver CS3

 Image processing tools

o Adobe Photoshop CS3

o Ulead GIF Animator
o Swish
 Scripting Languages
o JavaScript – Client Side Scripting
o ASP– Active server page
o C#, VB.net
 Database technologies
o SQL Database
o Web/Database Integration using ASP

1.3.6. HARD WARE AND NETWORK MINIMUM INFRASTRUCTURE

o Server Hardware Specifications:

One Intel P 4 CPU or AMD K6
One Motherboard
One 512KB Cache
One 2GB RAM Unit
Two 9 GB HDD - One Main & other Backup RAID.
One 1.44 MB FDD
One 50X CD-ROM Drive
One 101 Keyboard
One Logitech Mouse
One 14" Color Monitor
One 100Mbps 1:8 Switched Hub (atleast)
One 100Mbps Ethernet Card
One 300W SMPS Unit
One Cabinets with cooling fans.
One Modem Unit(optional)
One 24 Hour Backup Invertors with 2 Battery Units.(optional)

Server Software Specifications:

One ERPWEB Server Software
One Windows Small Business Server or Windows 2000 or above (latest) Server with
MS SQL Server

Server Software Installations Specifications:

ERPWEB e-Business Server Installed
Windows Active Directory File & Print Server Installed
SQL2000 or above (latest) Database Server Installed
IIS 5 Active Web Server Installed
IIS 5 FTP Server Installed
MS Transaction Server Installed (optional)
MS Message Que Server Installed (optional)
Proxy Internet Server Installed (optional)
Index Search Server Installed (optional)
Exchange E-Mail Server Installed (optional)

Client Hardware Specifications:

Client PC Units each with...
One Pentium III CPU
One Original Intel Motherboard
One 9 GB HDD
One 100Mbps Ethernet Card
One 14" Color Monitor
One 101 Keyboard
One Logitech Mouse
 One Attractive CPU Unit
One 150W SMPS Unit

Client Software Specifications:

Windows XP or any other Client Operating System

Client Software Installation Specifications:

IE6 or above Internet Explorer
Outlook Email/News/PM Client (optional)
StarOffice, MS Office, Seagate Crystal Reports web components
(optional)

Network Accessories
UTP wires in 500 meters with Sockets

Internet Facility
One www.xyz.com Domain Name.(optional)
At least 64kbps Internet Lease Line.(optional)

1.3.7. SOFTWARE ENGINEERING METHODOLOGY

In early years of computer programming, one person could analyze a problem, come up
with a solution, and write a program. Today it's a different story. In order to develop the
kind of complex system today's business demands, a team approach is necessary. The
team has to contain analysts to communicate with the client and understand problems,
gather specifications, designers who construct a solution, programmers who code the
solution and system engineers who deploy the solution. A development process has to
take all these roles in to account, utilize them properly. To meet the development
process GRAPPLE methodology is employed. Grapple is intended for object -oriented
system. The actions with in each segmented are geared toward producing work product
of an object-oriented nature.

The segments of development process are: -

 o Requirement elicitation or gathering and Requirement
Analysis phase

o Design

o Development & Implementation

o Deployment (Testing, Training, and Documentation)

Fig I, the development process model

1.3.8. SOFTWARE DEVELOPMENT PROCESS

1) Requirement gathering and Analysis (System Study) phase: this is the first phase of
software development process. This phase consist two main sub processes, which
are Requirement elicitation or gathering and Requirement analysis.

a. Requirement Elicitation/Gathering process: is use to help to determine and

understand what users and their potential usage of the system. In this step,
we will use fundamental requirement gathering techniques to identify the
system problems and requirements. This technique include interviewing,
observation, brainstorming (JAD)
i. Interviewing: this includes activities of interviewing experts, either
potential users of the application or people with expertise in either
the problem domain or technical domain.
 ii. Observation: - taking a deep insight to the system workflow input/
out put and so on.
iii. Brain Storming /JAD (Joint Application Development): - this
technique conducts by gathering potential users, owner, stack holders
and other group of people who have a direct impact and make a group
of discussion on a topic. This enables us to identify the main business
objectives of the system that will be developed.

B, Requirement Analysis sub phase: - this sub phase will enable

to identify what system will be built, propose alternative
solutions and chose the best one from alternative solutions.

Finally, the combination of requirement gathering and analysis

phase will help to identify and determine the following system
requirements:

o Functional requirements

o Non functional requirements

o User interface requirements

o Business rules

o System constraints

o System supplementary specification

o And finally requirement elicitation documents such us

Essential use case model, user interface flow diagram and
CRC model,

o Analysis Document, static and dynamic modeling such us

System use case model, sequence diagram, class model
(conceptual class model), activity diagram and user
interface prototype and so on.

2) Design phase: - based on the results found from phase one, this phase conducts the
design of the new system to be. It has two major parts
 a. System design: - this part determine the system software and hardware
requirements, different system components, system architecture and
network design(if any) so on
b. Object design: - this part also determine system
i. Object Design
ii. User Interface Design
iii. Data base Design and so on.

In general from this phase documents such as Class, collaboration, state, component,
deployment, relational persistence modeling and logical and physical database
modeling will be delivered.

3) Customization & Implementation phase: - Based on the development tools

technique described in phase 2 start coding different class, user interfaces, and
implements the physical database design into the selected database management
system and tests the connectivity and security issue.

Testing, Training, and Documentation phase: - This phase include testing for each
implemented sub system to check whether it satisfy the system requirements, then
prepare training documents for each and the whole system and give training to the
potential users of the system. Finally, prepare total documentation, which comprise
of all of the activities from the beginning of the requirement gathering to final steps.

1.3.9. KNOWLEDGE TRANSFER METHODOLOGY(TRAINING)

 No of planned trainees: we will give training on each module for all

concerned bodies there is no limitation for number of trainees.
 Contents of training(relevance): the content of training will differ module to
module but we will give a training for each processes in the module
 Duration of training (length): we will give a training in two manners those
are first we will give a theoretical training and then a practical training .there
is no limitation of duration we will give the training for each concerned
person till he understood the system and start working properly
 1.3.10. LICENSE SCHEME

Our ERP software is an open source program software so

 Our ERP software license supports unlimited users

 Company will not pay to add users on the system.

 number of users is unlimited

 for future upgrade and integration it is free

1.3.11. MANUAL

Our ERP software has online help manual for each link and user

Also we will provide a hard copy manual for the users

1.3.12. SUPPORT

Our ERP software works with a minimum connection of dial up connectivity.

So we can give onsite maintenance and support using internet connections

1.3.13. RISK MINIMIZATION

Our ERP software can be integrated with any kind of biometric Finger Print Attendance
machine

We will Integrate Attendance machine database and our ERP software database using
trigger concept so we can easily configure the machine with our system

Also we will integrate our ERP software CRM or sales system with our pos system without
any extra cost.
PHASES AND DURATION

Phases Duration (months) Report Date

Reviewing, Requirement Gathering

and Analysis 3 days Every week

System analysis and design

4 days
Every week

Customizing and Implementation

14 days
Every week

Installation and Configuration of

network and the software 7 days Every week

Documentation and Training

5 days
Every week

Support and Maintenance

1 year after project completed _

Total Seven Month