shaz micro erp

Empowering Employee Effortless Ease, Efficiency and Effectiveness. [D010127]

Sanisoft Information Technologies www.sanisoft-it.com 1



Project Detail

Issue ID: D2010127

Codename: SME

Client:

Document version: 1.0

Final SVN Commit: 2010-07-13



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SHAZ Micro ERP

SME is an enterprise suite of business applications with end to end integration among

inventory, production, planning, quality control, finance, Asset and human resources

management. This Software is conceived and developed based on business domain intelligence

in an effort to provide our clients with real time business solution with greater simplicity and user

friendliness.

Business application helps in managing trade and business flow without any hassles,

control and maintenance in terms of enquiries, quotations, orders, receipts, deliveries returns,

etc., Costing methods such as LIFO, FIFO, standard costing and weighted average are some of

the outstanding features of this software. This software helps to significantly improve and

maintain inventory accuracy, by generating a sophisticated cycle count plan and cycle count

frequency.

Finance is a set of applications that address the budgeting needs, accounting and cost

management of your enterprise. It has five modules - General Ledger, Accounts Payable,

Accounts Receivable, Asset Management and Management Accounting. This application offers

the ease of use to maintain the financial books of your enterprise. The user has the flexibility to

define, reconcile, and close financial periods according to convenience improving visibility and

better financial control. A wide spectrum of built in and customized MIS reports keeps you posted.

Suspense account back tracking and fool proof check on the advances keeps your payments

under control. Multi currency definitions and conversions between the currencies are handled with

greater simplicity.

Human Resources module of SME is a generic business rule based process driven system that

adapts to your changing business trends and equips to stay ahead with better HR policies for

better employee retention. It offers a complete hire - to - retire solutions for better HR practices.

This software provides a sophisticated GUI based executive information system to visualize HR

related data and enables you to consolidate employee information even in widely distributed

organizations.

The important features of SME are:

Multi – currency system.

Multi – warehouses / Locations

Multi – location inventory data

Multi – unit Measurements



Multi-level customer based pricing

Multi-level vendor based pricing

Multi-Role Users

Barcode based Items scanning

Barcode based Employee attendance

Classifications of materials

Colour and Size Management

Bill of Material

LC Based Trading (Purchase & Sale)

Versatile stock transfer between different warehouses

Automatic, Manual and User-defined Voucher numbering

Financial Year Management

Customised Financial Account Heads

Banks Management

PDC Management

LC Management

Back dating of transactions

Customized cheques formats

Credit Note & Debit Note

Credit Card Payment System With Automatic Bank Charges Calculations & Deductions

POS

Counters Wise Employee Shift management

Counter Wise Employee Sales calculation

Vouchers Based Discount calculation

Invoice Holding provision

Cash & Credit Card based Receipts compilation

Assets Purchase & Dispose Off

Automated Asset Depreciation calculation & posting according different methods.

Asset depreciation Schedule

Asset services to calculate maintenance & installation cost

Leave Management

Annual Leave Management according to different domain rules.

Employee Attendance

Customized salary allowances and deduction calculations

Automated Over Time Calculations

Employee Loan & Advance Management



Production

Product costing

Job costing

Work-in Process

Ensures high level Role based security thro’ the password system with four levels of

access.

Multi-user network entry.

Multiple database support (MS SQL Server, MS Access, Oracle)

Automated reminders for Issued & received PDC to calculate expected payments &

receipts in specified period.

Automated reminders about different documents validity like Employee Visa & Passport.

Automated reminders for Items Re Orders.

Web user interface to view reports through internet.

Over 200+ Pre-defined reports

Estimation of Cost and Project accounting

Bank Reconciliation

Data integration from punched card reader

Project Costing with Project wise and Stages wise approach

Automated Project Approvals Updates

Daily Site Report

Material Requests from Sites

1. Major Modules

Functions of Business Application

Functions of Finance Application

Functions of POS Application

Functions of Asset Application

Functions of Inventory Application

Functions of Human Resource Application

Functions of Payroll Application

Functions of Production Application

Services and Consultancy Application



Security

Reports

SME Distinctions Multi Currency

SME makes possible to execute all business transactions in any currency and to view reports as

well. Company will have one base currency in which are financial reports are to be compiled and

display. This currency has to be configured while creating profile of company in system. If

transactions are needed to be execute in other than company base currency then SME has a

versatile and comprehensive module to draft currency exchange rates in system and these rates

will be available automatically in transaction but even in editable state. User can enter any

Trading, Finance or POS transaction in system using any currency with provision of exchange

rate to a company main currency.

Multi Unit Conversion

The system provides the flexibility of conversion of Unit of measurement. Multiple units can be

mentioned for an item in system. While defining item in system, user can configured one base

unit of item in which mostly that item is measured for inventory and he can also mention n

numbers of other units which can be used in business transactions. Now this item can be used in

any business transaction in any unit.

Letter Of Credit

LC based trading is important feature of SME. SME do not treat LC just as “Reference No” in

trading transaction but it has a comprehensive and professional approach oriented module to

execute LC based trading transactions. Like real time scenario,user can open one LKC in system

and use that LC to generate purchase order and once this transaction is completed then LC can

be closed to have accounts entries in accounting books. All business rules are being followed in

system like Purchases up to LC limit etc.

Asset Management

SME also manages assets as they are needed to be according to accounting standards. SME

considers an asset more than one “Ledger” and it gives a complete module to user to define all

assets as “Live” entities of business and to calculate depreciation in automated fashion. Once

user defines one Asset in system then SME can generate one depreciation schedule for that

asset and asset state report according to its book value. Asset maintenance is another very



important feature of SME which is used to keep history of maintenance costs of an assets in

tangible (Equipments & Devices) and non tangible (Labor or services) forms.

Post Dated Cheques (PDC)

SME has complete module to use PDC in business transactions. As PDC can be received from

an external entities of business like customers and it can be issued to External entities like

Vendors so SME gives both options to user to issue or receive PDC in system. User can issue

and receive cheque in system and it will be a live element of business to track its status in future

whether is was honored or dishonored. SME can issue or receive two types of cheques i.e. Fresh

cheques (First Time) and Cheques against Previous bounced cheques. SME can generate

history report of a customer about all cheques received from him/her.

Cheque Printing Engine

User can define cheque format of a bank while defining bank in system. In future when a cheque

is issued from a bank account then SME automatically prints that cheque according to that

format. In case of change in cheque format by bank, user can reconfigure cheque printing

settings of that bank to print cheques according to new format.

Reminders

SME acts as Reminding Agent providing reminders about different business objects and business

processes. System can remind user in three types of situations i.e.

Expiry

Liability

Recovery

SME can remind user about expiry or validity of a business element like Visa and Labor Card

expiry of an employee. It can also give reminder to user about liability like payment of PDC.SME

can also remind user for recovery of an asset like Payment Collection against PDC from a

customer. SME keeps these reminders flexible by giving choice to user to configure them

according to requirements. If users do not want any automatic reminder then he can configure

these reminders settings in system to block their automated publishing but still these reminders

will be available to user with manual accessibility.

Data import and export

This package is one of the most open-ended packages today. It allows export of data to other

environments and also import of information. Add this package and build future requirements

around this package.



Multi-Site Communications

It is used by companies with multiple branches or locations, allowing for systematic updating of

databases. Each branch can automatically send and receive data.

Web Interface for Reports

SME has one web interface to view reports using internet. Users can view, export and print

reports using that interface from anywhere through internet.

E- Business

E-Business is an Internet based Business-to-Business desktop solution that enables companies

to centrally manage all their Order processes using a single platform. Customer can order

through the web and auto confirmation of order is sent to the customer by e-mail. Customer can

view the order status right from the desktop. The order details and dispatch details are updated

on the web.

Integration with external application and devices

SME design and architecture is enough flexible and customizable to be integrated with any type

of external application or device/equipment through its API. It can be integrated with any other

application to access its database or share some features unite functionality and outputs. SME

can also provide access to its database to other applications through its own interface to compile

reports or to share data. Hardware level integration is also possible in SME. It can be connected

with any device/equipment/plant like production plants to develop real-time system.SME can

gather data from devices and equipments for further processing or generating reports.



1. Functions of Business Application

1.1 Item Creation

The various items maintained in the business transactions are classified into different categories.

Further, the items can be categorized into Raw Material, Finished and Service type. Multiple

Colors and sizes can be mapped with one item and system can generate purchase, sales &

inventory reports on item, Color & size bases separately. To make safe user from operating

overheads color and size are optional in SME and these will be available in transactions only if

user select those for item. As mentioned above that system supports Multi-Unit transactions so

multiple units can be defined for one item. SME has provision to use Item in any transaction in

any unit. While defining item in system, purchase and sale account is also mentioned to record

accounts affects in finance module of all item’s relevant transactions.

1.2 Customers & Vendors

SME has option to create vendor and customer masters with some mandatory and optional

parameters. Vendors and Customers can be categorized in system to have isolated view of

general and analysis reports. These vendors and customers are also mapped with their financial

accounts so that all their transactions will have automatic accounts entry in accounting books to

maintain their ledgers and to compile Accounts Payable and Receivables reports. SME also

makes possible to maintain Customer and Vendor wise Item pricing and these prices are

automatically available in all Customers and Vendors relevant transactions but still that price is in

editable state. Customer & Vendor wise pricing is a valuable analytical equipment to maintain

item wise price log of each Vendor and Customer for price comparisons.

1.3 Purchase Requisition

The items requested by various departments are raised against requisition for purchasing the

items. The requisition is forwarded to the purchase department to raise RFQ or purchase order

after approval. The finished goods requisition is raised by the marketing department and passed

to the Planning and production control department. The raw material requisition is raised from

the production department for the purchase of raw materials.

1.4 RFQ

RFQ is raised to the Supplier for getting price quotation. The RFQ is based on the customer

Enquiry for trading and requisition for internal purchase. The RFQ can also be raised directly.

The item information can be retrieved automatically from enquiry or requisition.



1.5 Purchase Quotation

The Purchase quotation is entered while getting the actual quote from the vendor for the RFQ or

direct. The purchase quotation has a quotation no. for reference and the item details with

quantities, price, and discount and currency information. The supplier quotation is made directly

or based on enquiry or requisition. SME has option to save soft copy of original quote in system

received from vendor to keep history. Purchase departments can receive multiple quotations from

vendors against one RFQ and save them in SME.

1.6 Purchase Order

The Purchase Orders are raised to the vendors for purchase of materials. The vendor Purchase

Order can be raised based on RFQ, by purchase requisition. Purchase order can be raised even

directly without providing RFQ or purchase requisition no if user does not need to track purchases

against a particular purchase requisition. The Vendor Purchase Order has billing and shipping

details, terms of payment, delivery schedules and tax information. The purchase order can be

cancelled, closed or revised fully or partially. Once Vendor Purchase Order is raised so it will

effect only in accounts and it will have no effect on inventory.

1.7 Purchase (Cash)

Cash purchase is also possible in SME. While entering Purchase, user has to mention account

name from which payment is made to Vendor. Cash Purchase can be referenced with Purchase

Requisition by giving Requisition no. The Cash Purchase has billing and shipping details,

delivery schedules and tax information. Like Vendor Purchase Order Cash Purchase also just

effects accounts.

1.8 Item Receipt

Item Receipt (GRN) is prepared for the receipt of materials against Purchase Order or Cash

Purchase from the vendor. Items can be received from Vendor against one Purchase Order or

Cash Purchase Partially by raising multiple item receipts notes (GRN) against one purchase

order or Cash Purchase. While generating this transaction, Store & Store location can be mention

if inventory has to be manage store wise but Store and Store Location are optional. GRN will

affect inventory and it will have no effect in accounts.

1.9 Vendor Payments

Vendor Payment transaction is entered to pay bills, advance to Vendor and to get refunded

money in case of Purchase Return. SME has provision make payments in three most common



ways i.e. Cash, Credit Card and Cheque. Payments can be made in any currency and if currency

is different from company currency then exchange rate is to be mention.

1.10 Purchase Return

Purchase Return records the material returned to the vendor in case of rejections due to poor

quality control or excess supplies. SME makes possible to return items partially against one

Purchase Order or Cash Purchase by generating multiple Purchase Returns transactions. Items

Return can be referenced with Purchase Order and Cash Purchase using their respective system

generated unique numbers.

Just like Purchase Order or Cash Purchase this transactions effect reflects only in accounting

books.

1.11 Item Return

Item Return note is prepared return items physically to Vendor due to quality checks and any

other reasons. Items can be returned to Vendor against one Purchase Return partially by raising

multiple item return notes against one Purchase Return. While generating this transaction, Store

& Store location can be mention if inventory has to be manage store wise but Store and Store

Location are optional. Items Return Note will affect inventory and it will have no effect in

accounts.

1.12 Sales Quotation

The Sales quotation is made to send the quote to the customers for their enquiries. The customer

quote can also be raised without enquiry. The Sales quotation has quotation no. and the item

details with quantities, rate, discount, currency, billing and delivery information.

1.13 Sales Invoice (Cash/Credit)

The generation of Sales Invoice is based on the Sales quotation or direct from the customer and

the product specification. Through this we can specify the complete order details which include

billing address, delivery Instructions, Terms of payments, Taxes & Duties, currency, delivery date

and other statutory forms requirements. Sales Invoice can be Cash or Credit. SME has two

separate forms to enter Cash and Credit Sales. In Case of Cash Sales user has to mention an

account in which receipts from customer have to be debited. SME makes possible to mention

Sales Person while raising Sales Invoice if Company has policy to check Sales Men Wise Sales

to entitle them commission on sales bases but its also optional parameter to make SME flexible

to fulfill maximum domains business rules. The sales invoice can be cancelled or closed partially

or completely. Purchase Planning is generated based on the Customer Order and the raw



material requirements. Based on the purchase plan, purchase department plans its purchase

schedule.

1.14 Item Delivery Note

Item Delivery note is generated to deliver items to Customer against Sales Invoice. Multiple Items

Receipts Notes can be generated against one Sales Invoice to deliver items partially. While

generating this transaction, Store & Store location can be mention if inventory is maintained Store

wise.

1.15 Customer Receipts

Customer Receipts are drafted in SME where user can receive money from customer in form of

Cash, Credit Card or Cheque. In case of Sales Return, money can be paid back to customer

using same screen.

1.16 Sales Return

Sold Items can be returned by Customers due to quality control or any other cause and in SME

Sales Return transaction can be enter for this transaction. Sales Return is drafted against

particular Sales Invoice or directly. If it is drafted directly without Sales Invoice number then it is

not possible to track Sales Returns against a specific Sales Invoice other wise SME automatically

preserve history that how much sales took place through a Sales invoice and how much was

returned against that. Multiple Sales Return transactions can be generated against one Sales

Invoice in case of partial return.

1.17 Item Receipt (Sales Return)

Item Receipt (GRN) is generated to receive physical stock from Customer in case of Sales

Return. Item Receipt Note is generated against Sales Return and there is provision to generate

multiple GRN against one Sales return to receive items partially from customer. Once GRN is

drafted then only received items will be added to inventory.



2. Point of Sale (POS)

2.1 Counters

Mostly POS have multiple counters to serve their customers or to keep isolate sale process on

Product’s category bases. SME fulfill this business domain requirement by giving provision to

create counters in POS. Moreover it also has option to map Credit Card Machine with Counter to

check Machine Wise Card Payments and auto deduction of bank charges.

2.2 Discount Vouchers Companies

Discount Vouchers Companies are defined in SME to be used in POS Sales to entitle customers

for discount using discount vouchers. User can define companies in SME for which company has

policy to give discount to customers using their discount Vouchers.

2.3 Employee Shift Management

Shifts are opened and closed for employees (Cashiers) on counters. Shift Supervisor is

responsible entity to manage Cashiers shift which includes Opening Shift and Closing Shift after

receiving cash according to sales. SME makes possible to address all these business

requirements. Authorized System User (Supervisor) can start shift for an employee on a particular

counter. Available cash in draw can be mention there if exists. Once this shift is stared by

supervisor then only cashier can get login to start hi sale and on ending his shift time he has to

submit all collections to supervisor who will close that shift.

2.4 Sales Invoice

In POS sales are entered using this screen. Items are entered by barcode scanning or even by

entering item barcode manually. Cash and credit both types of sale transactions are supported in

SME POS. Payments are made Cash or Credit Card. In case of cash payment customer can pay

bill in other than company currency and SME is keeps remember that how much collections made

in which currency. Two types of discounts are supported in SME POS i.e. Direct Discount &

Voucher Discount. In Direct Discount, amount of discount is mentioned directly in invoice and fn

second type Discount Vouchers are added in system along with their calculation method that can

be Amount or Percentage. Once these Vouchers are added then total discount amount of all

vouchers is automatically deducted from invoice. If Company has policy to calculate sale for each

sales person separately then SME has option to mention sales person in sales invoice. User can

hold any invoice without saving it and in the meantime he can serve other customers by drafting

there invoices. Holded invoices can be edited, deleted and saved later once these are confirmed.



SME maintain list of previous invoices on same screen so that these are in user access to reuse

them for view or print purpose. Sales Invoice directly affects Inventory and accounts.

2.5 Sales Return

In case of sales return this transaction is entered. Sale Invoice number is entered and item sold in

that invoice are available in this screen to be return and sales return value is de deducted

automatically from sales person’s sales. In inventory this transaction has inverse effect of sale

resulting increase in inventory.



3. Finance

3.1 Ledger creation

This system works with concepts of ledgers and group of ledgers. A ledger is the actual account

head to which you identify a transaction. Ledger creation process is implemented in SME

according to accounting standards. Ledger is created and classified in three levels that is Account

Head>> Account Sub Head>> Account Group. Real time example of this hierarchy is ASSETS>>

CURRENT ASSETS>> DEBTORS.

3.2 Books of Accounts

Get your Balance Sheet at the last voucher entered. Change the Date, and get it for any prior

period with respect to the fiscal year. Get instantly all books of accounts, and a wide variety of

business information and reports. Availability of comprehensive accounts instantly is the hallmark

of this system. Balance Sheets, P&L Accounts, Trial Balances, Ledgers, Cash & Bank Books,

Sales & Purchase Registers are all available on demand up to the last voucher entered. Almost

all reports in this system are configurable by the user. Alternatively, the same trial balance can

then be displayed with details of opening balances, debit's, credit's and closing balances - making

it easy to get the movement in any account.

3.3 Cash Receipts

Receipts are entered in Cash Receipts transaction. Receipts can be entered in any currency

along exchange rate .For cross checking reference number is also provided to reference this

transaction with manual document.

3.4 Cash Payments

This transaction is available to make some general type of payments like Petty Cash etc. Multi

currency option is also supported. For cross checking reference number is also provided to

reference this transaction with manual document.

3.5 Bank Deposit

This transaction is drafted to deposit money to bank. In one transaction, amount from multiple

accounts are possible to be deposited in one bank account in any currency with exchange rate

provision. Manual reference option is also provided here.

3.6 Bank Payments

Payments by banks are entered here. Like Bank Deposit transaction, SME makes possible to pay

amounts from one bank to multiple accounts at same time in one transaction.



3.7 Journal Voucher

JV is important transaction in any financial system to support account adjustments and other

financial processes. SME also has Journal Voucher transaction to enter journal entries. Journal

Voucher transaction is quite flexible interface to allow user to enter multiple Journal Voucher

entries at same time drafting one transaction.

3.8 Debit Note & Credit Note

Debit & Credit Notes are drafted here in two separate transactions respectively. User can draft

one note where he will mention debit or credit account in master area and then list of debit or

credit accounts in detail area of transaction. There notes can be generated using any currency

after providing exchange rate if currency is different from company Currency.

3.9 Inter Bank Transfer

SME has option to transfer funds from one bank to another bank. It needs information about bank

from which funds are to be transferred and bank to which funds are being transferred. This

transaction can be referenced with manual document by providing reference number.

3.10 Letter of Credit (LC)

LC based trading is possible in SME. LC based trading process in SME is designed and

implemented in comprehensive fashion to address all real time LC based trading processes. User

can find about all transactions to draft all real time processes involved in LC based business.

LC can be opened in SME where all information required to open LC in entered. This information

includes Buyer Bank, Beneficiary Bank, Currency, LC Amount, Expiry Date, LC Type and LC No

etc. Once this LC is opened then SME allows to generate Purchase Order against this LC. SME

will not allow to generate Purchase Order more than LC limit but to keep this process flexible

SME makes possible to generate multiple Purchase Orders against one LC but still SME keeps

check that total worth of these Purchase Orders should not exceed from LC limit. SME has option

to extend LC Limit.

3.11 Letter of Credit Closing

LC has to be closed in SME once purchase order is generated. While closing LC, bank charges

are mentioned there. SME handles bank charges with dynamic approach with provision to define

different types of bank charges in system and these charges are available in system to be used in

LC closing process. Once LC is closed then required account entry is not needed to be post in

accounts manually because SME will automatically post entry in accounts. Closed LC will not

available in system to be used in any transaction.



3.12 Issue Cheque

SME has Cheques Management module which enables user to issue and receive cheques to

from business entities. Cheques are issued in SME where required information like Bank, to

whom it is issued, issue Date and cheque No etc. Once cheque is issued so SME considers it as

PENDING which means NOT CLEARED yet and it will be treated as liability. On maturity date of

cheque it can be cleared or bounced so its status can be changed in SME and it will be removed

from liability list. If cheque is bounced then its accounts affect will be reversed and also it will be

removed from PENDING cheques list. New cheque can be issued in SME against previous check

which has to be mention while issuing cheque. SME preserve history of all issued cheques issued

in system and user can view them according to there status to find out real status of liability in

form of PENDING cheques or amount paid in a particular tenure in form of Cleared cheques.

3.13 Receive Cheque

Received cheques are also entered in SME. Received Cheque relevant information like Bank,

from whom it is received, receiving Date and cheque No etc. Once cheque is received SME

considers it as PENDING and it will be available in system as EXPECTED PAYMENTS. On

maturity date of cheque it can be cleared or bounced so its status can be changed in SME and it

will be removed from EXPECTED PAYMENTS list. If cheque is bounced then its accounts affect

will be reversed and also it will be removed from PENDING cheques list. New cheque can be

received in SME against previous check which has to be mention while receiving cheque. History

of all received cheques is maintained by SME.

3.14 Ageing analysis

Track Party Accounts or Loan Accounts, payments, receipts or adjustments against bills, on

account and advanced payments and receipts. Accounts receivable and Payable Statements,

Party-wise statements of accounts, in-built Reminder Letters, Age-wise analysis of bills are

generated. This system gives you the most comprehensive and complete out standings. You are

in complete control over all transactions - be it advances received or paid, bills, loans or post

dated cheques. You have the facility of adjusting one cheque against multiple bills and vice-

versa. Age-wise analysis (on user defined periods) this system helps you keep tight checks on

outstanding by allowing you to setup credit limits and standard credit periods for each customer. If

the limit is exceeded, the invoice will not be raised.

3.15 Budgeting

SME produces unlimited budgets and periods, (for example, Original and Revised Budgets). This

facility allows you to track malafide changes, while making genuine corrections with unparalleled



ease through the Budgeted reports. It gives you the Actual when compared with the Budgeted

figure.

3.16 Bank Reconciliation

Reconciling the company's bank account with the banker's statement is a fundamental and

regular task of accounting. This system has incorporated this feature in a remarkably simple way.

3.17 Birds Eye View of Accounts

Zoom down from the balance sheet or any report right up to the voucher level. Tracking down

and pin pointing entries were never so simple.

3.18 Multiple year reports

View information with financial years or any period at any time! If you want the sales trend over

the last three years, get it. You can get a report from any date to any date, INSTANTLY!



4. Asset Management

4.1 Asset Creation

SME has Asset Management Module to handle all assets relevant processes. In SME Assets are

created as masters. While defining asset two types of information is entered i.e. GENERAL and

FINANCE. In GENERAL information Name, Type, Condition Depreciation Method, Purchase

Value, Book Value, Asset Life and Scrap Value etc is entered. In FINANCE type of information,

Asset Account, Depreciation Account, Accumulated Depreciation Account is needed. These

accounts are needed to post Depreciation and Dispose Off entries in accounts. If Purchase

transaction of asset is to be posted in accounts then some others parameters are also needed to

be entered like Purchase Date, Vendor etc.

4.2 Asset Depreciation

SME implements Asset Depreciation in most professional and flexible way. To Calculate and post

depreciation, there is no manual work needed for user. SME provides one user interface where

user can automatically calculate depreciation for asset. Calculated Depreciation is available for all

assets defined in system. SME calculates depreciation for all assets on bases of their

depreciation methods mentioned in asset configuration. User can select assets from this screen

for which he wants to post depreciation to accounts. SME gives flexible approach to user for

depreciation calculation so that user can calculate and post depreciation to accounts at any time

and some of depreciation will be deducted from asset in balance sheet while closing financial

year.

4.3 Asset Maintenance and Services

SME has provision to enter maintenance costs of asset in system. Once an asset is defined in

system then user can draft entry about cost of maintenance and services acquired for an asset.

SME provides one input screen where user can enter detail of all services acquired from a

particular vendor for different assets.



5. Inventory

5.1 Store and Store Location

SME manages inventory store and store locations wise but these both are optional. If user does

not want to maintain store wise inventory then he does not need to define stores and store

locations of in system and same way he can receive and issue stock without selecting store and

location. User can manage inventory in SME on two levels of isolation i.e. Store wise and Store

Location (within one store) Wise. In case of this implementation user can view stock status of a

particular item in a particular store and even in a particular store location in store. SME has option

to define Stores and Store Locations as masters in system and these masters will be available in

all inventory relevant entries like Item Receipt Note etc automatically.

5.2 Inter Store Transfer

Some time inventories are needed to be shifted from one store to other store and store wise

inventory status is changed due to these types of transactions but it does not effect on total

inventory of a particular item. SME makes possible this inter store sock transfer by providing one

user interface where user can enter detail of this transfer like Date, Remarks ,Source Store and

Destination Store and location also. Once this entry is drafted then SME automatically decrease

status inventory from source stock and increase status of inventory in destination table.

5.3 Stock Adjustments

Stock adjustment is very important feature of SME. In real time scenarios some time stock is

changed due to spoil and expiry etc. Stock Adjustment entry in SME makes possible to adjust

existing stock of a particular item on a specific date. Stock adjustment results in decrease or

increase in stock so user can enter both types of adjustments in system. Using this entry user can

adjust stock of multiple items at same time.



6. Human Resource Application

6.1 Employee

This module deals with personal details of all the employees who are all classified into category,

grade and service. All information pertaining to the employees such as qualification, career,

contact, photo, etc, is recorded here. SME has provision to save employee contract, Visa,

Passport and other documents in system. Visa detail, expiry, passport expiry and labor card detail

is also entered here to get reminders from system about visa, labor card and passport expiry.

6.2 Shift

Shifts are defined here as masters to be used to design employee roster. SME has option to

create, edit and delete shifts from system. These shifts will be used in system to design employee

roster, attendance and overtime calculation. While defining Shift, Name, Start Time, End Time,

Grace Late Time and Grace Early leaving time is entered. Break start time and end time for shift

is also entered here .

6.3 Holidays Management

Holidays are also managed in SME to manage employee attendance in professional way.

Different types of Holidays are defined in system as masters and these masters are scheduled

according to dates in current year. SME attendance management system will automatically

exempt employee from attendance for scheduled holidays.

6.4 Roster

User can design roster for group of employees here. SME manages roster in a dynamic way in

two steps. First, user defines one roster in system as master where he is needed to enter

duration of roster, shift of each day of roster, n this step user can define two types of rosters i.e.

Regular Shift Roster or Rotation Shift Roster. Once this roster is defined then in second step,

user can start this roster from a particular date and he can assign a batch of employees to this

roster fro a particular duration. Once that duration is finished then user is not needed to redefine

roster for those employees but he just has to restart that roster according to new schedule. With

this approach SME makes users work easy to design employee rosters without recreating them

which results Time saving and user friend ness.

6.5 Attendance

This module keeps track of the presence and absence of the employee irrespective of the category,

grade and type. An individual is not entitled to take leave beyond his allotments. So when his leave



exhausts, every absence is counted as absent and the day's pay is deducted from the salary. There is

also a provision of integrating data from punched card reader or any bio-metric attendance system.

6.6 In/Out

SME keeps history of each employee about his arrival and leaving from office. This feature

provides one user interface where employee can swap his ID card and he is considered as

present and same way he can swap card while leaving from office. If company has break policy

during office timing then employee can swap card while going out for break and coming back

also. Using this feature users can get employee performance report about his attendance and

punctuality.

6.7 Leave Management

In SME leaves are categorized in two types i.e. General and Annual leave. In general leaves ,

user can define leave types in SME as masters and these leaves will be available in system to be

granted to user. SME manages leaves according to real time procedure. Employee has to apply

leave using one application screen and that application is forwarded to authorized authority who

can be head of department or HR personnel. Applicant is needed to enter leave start date and

end date, leave type and approval authority. That application is forwarded finally to HR

department where this application is approved or rejected.

On second step, if that leave is applied to department head then that person will forward this

application to HR department if he/she has no objection on that application otherwise he can

reject it there itself without forwarding it to HR department.

On third and lasts step Hr personnel will receive that application and after viewing it he can

approve or reject it. While approving this application, approval authority has to mention whether

this is paid or unpaid leave. In case of unpaid leave those leave days salary will be deducted from

employee salary. Head of department or Hr personnel can view or approve or reject only those

applications those are applied to them.

6.8 Annual Leave & Leave Salary

Annual leave is also applied and approved using general leave management module but Annual

Leave Salary is managed in SME with three different policies. Company can adapt all or any one

of them i.e. Day Wise, Month Wise, or Split Leave. In Day Wise Policy Company gives (n)

number of day salary to employee for annual leave. In Month Wise Policy company calculates

employee leave salary by giving some fixed monthly amount to employee for each moth he

worked. In these two methods employee is entitled for leave salary but his salary will not be

processes during his vacations. In third method employee can go on annual vacations during a

year in n number of times but his salary is processed in routine. These three policies are



configured while defining company profile in system. Ticket policy is also defined while creating

company profile in system whether ticket is given to employee with annual leave or not and if it is

given then after how long employee is entitled for ticket..



7. Payroll Application

7.1 Salary Heads

Using this module salary heads are defined as masters. User can define salary head as salary

elements of employee salary like Basic Salary, Conveyance Allowance etc. These heads are

defined in two different types i.e. Payable and Deductions. Payable heads are salary elements

which are paid to employee at end of month in form of salary and deduction type heads are not

paid with salary but these are deducted from salary every month and after a specific period these

are paid to employee like Provident Fund etc.

7.2 Salary Groups

SME has provision to create salary groups to process salary for a group of employees. Salary

groups are defined in system as masters and employees can be mapped with these groups so

that salary can be processed for a particular group of employees.

7.3 Salary Card

This module defines the salary of a particular employee. This is main screen where employee of

an employee is defined in system. Here detail about salary of employee is entered like calculation

method of salary i.e. Fixed, Daily wages or Hourly Based, Overtime is applicable for this

employee or not. Over Time Rate, Per Day Rate and Hourly Rate is also entered here. All salary

allowances (Salary Heads) are mapped here with employee for whom he is entitled. SME also

has option to define allowances for employee and to mention them as Paid By Company directly

on employee behalf. Payment Method, Payment Account is also configured here.

7.4 Salary Processing

This module calculates the salary of all the employees every month automatically. Salary processing

can also be scheduled to be activated in a particular day for a particular employee or group of

employees. All necessary deductions deducted with respect to the Gross pay which is the sum of the

employee's earnings including all allowances. In this step salary is only processed and it does not effect

on accounts .User can generate salary slips for all or selected employees for to view and he can

employee salary deductions etc.

7.5 Salary Payment

This is second step of salary processing and payment. Once processed salary is finalized by Hr

authority then in this stage user can pay that salary to employee and this transaction will have

effect in accounting books.



7.6 Over-time

This module calculates the over-time duty of the employees automatically from there In/Out recordings.

This feature is optional on employee level. While defining employee in system, user has to mention

whether over-time is applicable for this person or not. If this is applicable then user has to enter

overtime rate fro that employee and SME will calculate overtime automatically using that rate during

processing salary.

7.7 Advance

Advance to employees is entered here. Advance amount, Date, payment mode and payment account is

mentioned here. Employees advance is deducted automatically from employee salary of coming month.

7.8 Loan

Employee can apply for loan in company. SME deals this loan in two steps. In first stage,

employee applies for loan in system where he mentioned details about loan like amount, date and

approval authority. Approval authority checks this application and he can approve or reject it. In

case of approval he will mention date of approval, payment method and installment amount etc.

From this installment amount SME will generate installment schedule of that loan. Company can

grant more multiple loans to one employee also. While processing salary, SME calculates all due

installments of employee for that particular salary month to deduct from his/her salary but SME

keeps these deductions optional.

7.9 Increment/Decrement

Employee increment and decrements are entered here. User will mention here declaration date,

applicable date, salary head and amount SME will process this increment or decrement while

processing salary automatically.



8. Production

8.1 Product Costing

This module gives option to define manufacturing cost of a product. Here item wise raw material

requirements and labor costs of a finished product are entered. Using this costing detail SME will

generate Material requirement report.

8.2 Job Costing

Job Costing is based on Product costing. In this step user will define one job in system which

includes detail about all finished products which are going to be manufactured in this job and

accordingly SME will generate one report about Raw Material and labor requirements for this job.

8.3 Issue

This module showcases inter-departmental issue of materials, production details of the

organization. The issue of materials is made based on the inventory methods such as LIFO,

FIFO or general methods as described. It updates information for the production department and

Stores.

8.4 Issue Return

The system helps in maintaining details of returned goods from the Production units and other

departments or branches. Reasons for return like substandard quality or excess supply etc are

recorded here.

8.5 Planning

Planning gives liberty to choose the correct planning tool for specific needs. It gives you a solid,

feasible plan and schedule you need for stable, high-variety manufacturing processes. In a single

planning run, it can plan for your multi-mode (process, discrete, repetitive, etc) shop floor, which

may be in a single site or multiple sites.

Refine your planning process so that you can execute Material Requirements

Planning into a single planning run

Select your planning horizon with a combination of daily, weekly, or any other

user-defined periods

Do re-planning on the entire product line

8.6 Production



Product Control is a fully integrated solution; your organization can interchange your choice of

manufacturing modes on demand to meet changing production requirements. Because each

module exists within a single enterprise system where all manufacturing processes share total

inventory, material, planning, purchasing, and financial databases, you can depend upon the

flawless efficiency and accuracy across every mode.

Production Control enables

Differentiating work orders by type, priority, and operation status

Monitoring order performance by job/cost center, customer, manager, status, or

other criteria that you define

Creating as many status codes as you need for effective tracking

Defining costs to be charged to various cost centers at each stage in the life of a

work order

Identifying category codes to track requested item options, such as color, size,

and/or style

Designed to enable the operators to post the status of under –production goods

and finished goods

Posting of production is done right on the floor

Schedule shows on operator screen and provides information about current work

orders to run

Work order on-line information includes product information to the minute

production statistics, postings of finished goods

Statistical information on job completion rate is displayed in a graphical form

Bar-code labels automatically printed

Real time clock for job costing

Inventory is increased as finished goods are posted

8.7 Quality Control

Quality control module manages quality checking of finished goods from the production

department before packing. It records the quality parameters of finished goods and goods

passed for packing. The rejected goods will be returned to the rejection store for reprocess.

Quality check can be done at any stage of production and goods that do not meet the quality

standards are taken back and recycled for further reprocessing or rejected outright. There is also

a provision for sending online alert message to the respective department-in-charge, in case of

any deviation from the established standards found during processing.



8.8 Packing

Packing module records the finished goods packed batch/job wise. Each Item is packed once it

is Okayed by the QC department. There is a provision for tagging Packing-Sticker to the

packages with information like Pack no, quality, weight, quantity, party name etc. There is also

provision for scanning through a bar code scanner.



9. Services and Consultancy

SME Services and Consultancy module covers all features to manage and monitor all enterprise

processes and activities involved in services and consultancy industry. SME is equipped with all

techniques and features to manage service rendering and as well as consultancy and manpower

outsourcing companies business. It enables user to execute all business transactions like

sending quotation to customer, revise quotation, generating invoice, assign resources

(employees or assets ) to that contract, scheduling recourses, replacing resources and canceling

and closing contract on its maturity. SME is designed to fulfill all requirements of organization

which is giving services to other companies through its own employees or a company which is

giving service through its own assets like machinery and equipment renting for construction

business so accordingly SME contains below listed features.

9.1 Quotations System enables user to send quotation to customer for his desired or enquired service. Here user

will enter information about service, quantity, rates, date, customer, payment term and payment

mode etc. Quotation revision is also possible in case of any change in quotation resulting from

negotiation with customer.

9.2 Invoice User can generate an invoice against a particular quotation which was approved by customer.

SME automatically approves that quotation against which one invoice is generated. Once invoice

is generated then SME post its affect to customer ledger.

9.3 Resource Allocation

Here company will assign its resources to a particular contract and that resource can be an

employee in case of service rendering and manpower supplying company or it can be one

equipment (asset) in case of machinery renting company. On this stage, user will select here that

resource (equipment or employee) which is going to be used for this contract and duration of

usage,

9.4 Resource Replacement and Return

For Service rendering or manpower supplying company, it is possible that an employee is needed

to be returned from a contract due performance or any other reason and for equipment renting

company, an equipment can be returned in between of contract due to its damage or any other

reason so SME makes possible to return or replace resources in a contract.



9.5 Contract Closing and History

Once one contract is matured and finished so SME has option to close that contract to release all

resources being consumed by that contract. After closing a contract, all resources released from

that contract will be available for other contract. SME preserves history of a contract about its

start, resource allocation and scheduling, resource return and replacement and contract maturity.

9.6 Resource Availability and engagement

SME has versatile and dynamic reporting agent to provide complete and comprehensive detail

about all resources which includes information about resource engagement that where and in

which contract a particular resources is being used and how many resources are free and

available to be used in other contracts.



10. Security

10.1 Security The security module defines the high level security to the system. SME implements Role Based

Security (RBS).User can define different roles in systems and he can grant different permissions

to that roles and later this role is assigned to user of system. User will get all permissions

automatically in system according to permissions of his roles. Multi-Role users are also possible

in SME.

10.2 Admin User These are first type of users of SME. These users are also called Root users and they have full

Access in system. Admin user can do any thing in system. Responsibilities of these types of

users include User Management, Security and all Company level tasks etc.

10.3 Limited User

These users can perform tasks in system in accordance with their role permissions. SME also

has option to inactive one user so he can not access system until unless he doest not get active

status from admin user.

10.4 Permissions

SME has different set of permissions for business transactions and reports. For all business

transactions, there are four types are permissions in SME i.e. Add, Edit, Delete and View. For

Reports SME has View, Export and Print permissions.



11. Reports

Reports are main objectives of any business process automation Due to this importance of

reports in Software SME has variety of reports related to each module. SME has reports in three

levels according to requirements and responsibilities of domain users.

Transactional Reports

Consolidated Reports

Analysis Reports

Transactional Reports are available for each transaction in system which displays a detail about

a particular transaction. Like user can generate one Purchase order in system and he can view

report of that PO after saving it in system or he can take print of that Purchase Order.

Transactional reports are available in system in two display levels i.e. Single Transaction and

Transaction Summary Report. In Single Transaction report user can view and take print of one

transaction and in Summary report he can view report about a particular transaction in different

date ranges. Like if user want to see that how many Purchase orders are generated in one month

then he can view Purchase Order Summary report.

Consolidated Reports are complied from business transactions to give consolidated view about

a particular transaction or a particular business object. Like if user wants to see that how much

quantity of an item is purchased in a week, month or year so he can view Item Purchase

Summary report in system which will display him item wise purchased quantity of all or selected

item within a particular tenure. Inventory status reports are also example of consolidated reports.

Analysis Reports are required for business executives for analysis and decision making.

Company financial reports like P& L Account, Balance Sheet, Customer Wise Sales Comparison

report etc are examples of these reports.