Transcript Corp PPT - Tally Solutions

Tally.ERP 9 For Rice Mills
© Tally Solutions Pvt. Ltd. All Rights Reserved
Agenda
•
Rice Mill Business – An Overview
•
How Rice Mill Operations are Structured
•
Tally.ERP 9 for Rice Mills
• Business Process Flow
• Primary Requirement
• Tally.ERP 9 – Fitment
© Tally Solutions Pvt. Ltd. All Rights Reserved
2
How Rice Mill Operations are Structured
SHELLING
& PROCESSING
Rice Mill Business
Overview
© Tally Solutions Pvt. Ltd. All Rights Reserved
3
Rice Mill Business – An Overview
SCHEMATIC REPRESENTATION OF RICE MILL SOLUTION ON TALLY.ERP9
RICE MILL
SHELLING &
PROCESSING
PADDY PURCHASE
Shelling contracts
·
Mandi sales, APMC
·
Gate pass system
·
·
Sales voucher with
grade
·
Quality and
grades
·
Insurance policy –
local, international
Profits and loss
reports
·
VAT, CST
·
Production report
of contracts
·
Export and
certificate of origin
·
Vehicle
management
·
Export statutory
·
Paddy conversion
reports
·
Dharamkanta
(weighment)
·
Weighbridge details
Mill capacity
utilization report
·
Mandi register
Mill’s ISO quality
details on invoice
Product-wise sales
report
Bran oil content lab calculations
·
·
·
Payroll
·
Bag management
·
Packing of rice
·
·
Cost tracking
·
·
Quality cuts
Mandi price
handling
Per kg /per ton
cost
·
Reminder letters
·
Proforma M1-M7
for transport
·
CMR sale with
RMC
·
Managing load on
multiple trucks
·
Credit
management
·
Levy sale : state
specific forms
·
·
Foreign currency
Own paddy
consumption
Manage internal
husk consumption
·
Tracking goods in
transit
·
·
Branch-wise
reports
Market agent
commissions
·
Market agent
commissions
·
·
Day-wise mandi
reports
·
Contract-wise
profit-loss reports
Purchase order
and order sheets
·
Quality and grades
recording
·
Mandi purchase
and rate
management
·
·
·
·
·
·
ACCOUNTS & MIS
REPORTS
·
·
·
MILL
ADMINISTRATION
RICE SALES
Contracts, printing
agreements
Landing cost
calculation
Levy purchase :
state specific levy
·
·
Custom Milled
Rice(CMR) paddy
Farmer details
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Warehouse stock
management
Mill branches
4
Rice Mill Business – Paddy Purchase
SHELLING
& PROCESSING
Rice Mill Business
Overview
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5
Process Flow - Paddy Purchase
PADDY PURCHASE
Yes
MANDI PURCHASE
DIRECT PADDY PURCHASE
(LEVY)
Mill manager calculates the
paddy quantity to be purchased
through mandi (FCI PPCs)
Mill manager calculates the
paddy quantity to be purchased
directly from farmer
Mill manager
decides whether to use a
commission agent
Paddy MSP (Minimum Selling
Price) is used along with bonus
to calculate the final price
No
Agent purchases(auctions)
paddy from mandi – bonus
and final price are calculated
Mill manager purchases the
paddy from mandi – bonus
and final price are calculated
Paddy payment is made as per
the agreed price, mill manager
pays the commission to agent
Paddy payment is made as
per the agreed price
Paddy is loaded onto the vehicle
and driver carries a copy of
invoice
Vehicle driver collects inwards
gate pass at the mill gate and
paddy is delivered to mill or
warehouse as per invoice
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Purchase order for paddy is
placed with paddy quantity and
price details
Paddy payment is made as per
the agreed price using cheque/
cash
Paddy is loaded onto the vehicle
and driver carries a copy of
invoice
Vehicle driver collects inwards
gate pass at the mill gate and
paddy is delivered to mill or
warehouse as per invoice
If levy is applicable, levy is paid
on the direct paddy purchase
6
Primary Requirement – Paddy Purchase
Category/Module
Paddy Purchase
Major Requirement
Explanation
Paddy purchase from
various farmers (Levy
paddy)
Mill manager places purchase orders with paddy
suppliers/farmer. He identifies MSP for standard quality
paddy. He provides different addresses of warehouses and
mill for paddy delivery.
Paddy quality recording
Purchase manager identifies the quality of paddy and
decides the price based on moisture, grain type, foreign
matter etc. He records the paddy quality with the paddy
batch information.
Levy paddy purchase
State specific levy for paddy purchase and categorizing levy
paddy and levy-free paddy needs to be done by mill
manager to separately track the profits.
Purchase from mandi
Purchase manager buys paddy from mandi market.
Generally a commission agent(broker) purchases the
paddy through auctioning. Ability to record the base price,
bonus price to reach final paddy price is important.
Warehouse address in
purchase orders
While delivering paddy to multiple warehouses and storage
units, if the warehouse address is printed on PO, it will help
the delivery of paddy.
Landing cost
The landing cost needs to be calculated for arriving exact
cost of paddy and thus to calculate profit. There should be
a provision to capture landing cost for paddy purchase and
accounting the handling and transport charges.
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7
Tally.ERP 9 Fitment – Paddy Purchase
No.
Requirement
Tally.ERP 9
Customizable
1
Purchase order generation
Yes
2
Paddy receipt note
Yes
3
Purchase returns handling
Yes
4
Purchase invoice
Yes
5
Levy management : state-specific levy on paddy
purchases
Yes
6
Godown address in purchase order (different billing
address and delivery address)
Yes
7
One bill and multiple warehouse delivery
Yes
8
Mandi market purchases
Yes
9
Purchases with bonus and final price adjustment
Yes
10
Commission to mandi agent for purchases
Yes
11
Recording paddy quality with batch
Yes
12
Multiple mill braches and branch synchronizations with
main mill (head office)
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Yes
Contd..
8
Tally.ERP 9 Fitment – Paddy Purchase
No.
Requirement
Tally.ERP 9
Customizable
13
Tracking paddy in transit and reconciliation
Yes
14
Handling CMR paddy and non-levy rice with details in
purchase invoice
Yes
15
Purchase orders summary (paddy type-wise)
Yes
16
Re-order level report
Yes
17
Purchase register, purchase order book
Yes
18
Purchase bill pending report
Yes
19
Stock transfer analysis
Yes
20
Different modes of payment (cheque and cash)
Yes
21
Outstanding payable report
Yes
22
Bank guarantee details in agreements
Yes
23
Paddy packing bag details
Yes
24
Physical stock adjustment (handling damage, pilferage)
25
Purchase contract drafting and printing
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Yes
Yes
9
Rice Mill Business – Shelling and Processing
SHELLING
& PROCESSING
Rice Mill Business
Overview
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10
Process Flow – Shelling and Processing
SHELLING AND PROCESSING
MILL OWNED PADDY
PROCESSING
SHELLING CONTRACTS
Customer gives a shelling
service order to mill manager
Mill manager decides paddy
processing quantity, based on
the available mill capacity and
schedule
Shelling contract is drafted.
Payment terms and delivery
dates are agreed
Paddy is moved from
warehouse to the mill
Customer brings paddy to the
mill in a vehicle and is issued
with inward gate pass
MILLING PROCESS
Processed rice is packed in
different size bags
Rice packets are stored in
warehouse for future sale
Rice packets are sent to
supermarkets or retailers for
sale in a vehicle
Outward gate pass is issued
after recording rice quantity for
the transport vehicle
No
Customer’s paddy is stored
and tracked in warehouse
until mill availability
Mill manager
checks milling schedule
for availability
Yes
MILLING PROCESS
Bill is prepared as per shelling
charges in contract
Customer makes the payment,
loads rice & bi-products in
transport vehicle
Inward gate pass is verified and
bag quantity checked for
customer vehicle
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11
Primary Requirement – Shelling and Processing
Category/Module
Shelling and
Processing
Major Requirement
Explanation
Shelling contracts
Drafting of service contract, with payment and delivery terms
is necessary. This avoids confusions during payment.
Service details on
invoice
Detailed bill showing the usage of services. Cleaner, steamer,
sheller, whitener, silky, grader, bunker, electricity, labour, water
usage based billing will help the customer to understand the
bill better.
Conversion reports
Paddy to rice conversion : to identify what percentage of
paddy is converted to rice. (eg: 68% paddy conversion to rice,
10% bran etc.) This will be very useful along with contractwise reports.
Contract summary
report
Contract summary report showing rice quantity and payment
details of the month based on channels will help the mill
manager to see the profitable contracts.
Mill and quality
standards to be printed
on invoices
Milling process standardizations like, ISO-9001-2000, HACCP,
ISO-14000 printed along with invoice is very important to reaffirm the mill quality.
Packing reports
Reports on rice packing for direct sales/super-market sales
which would also help in tracking packing material. eg:
Basmati rice sold in packets by the mill.
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12
Tally.ERP 9 Fitment – Shelling and Processing
No.
Requirements
Tally.ERP 9
Customizable
1
Shelling contracts’ drafting and printing
Yes
2
Conversion reports of paddy to rice (eg: 68% rice,
10% bran etc.)
Yes
3
Printing mill standards and quality certification details
(eg: ISO-9001-2000)
Yes
4
Daily production report – details with rice category
Yes
5
Warehouse reports (to track mill-owned rice and
customer shelling rice)
Yes
6
Daily expense report
Yes
7
Weight tracking of rice (loss of weight)
Yes
8
Detailed bill showing the usage of services
Yes
9
Packing material consumption tracking
Yes
10
Shelling contract summary report
Yes
11
Customer paddy and rice tracking
Yes
12
Mill-owned rice tracking
Yes
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13
Rice Mill Business – Mill Sales
SHELLING
& PROCESSING
Rice Mill Business
Overview
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14
Process Flow – Mill Sales
MILL SALE
CONTRACT/RETAIL SALE
BYPRODUCT SALE
MANDI SALE
EXPORT SALE
Mill manager receives orders
from super markets and retail
shops about rice variety,
quantity and delivery details
Mill manager receives purchase
order for bran, broken(from floor
mills, rava mills), husk etc
Mill manager calculates the rice
quantity to be sold through
mandi as per production
reports
Mill manager receives export
order from the customer with
quantity details and price
Mill manager
checks inventory for
availability
Mill manager calculates the total
quantity of bran, broken etc. to
be sold as per production reports
and order quantity
Rice packets are loaded on to
the delivery vehicle based on
vehicle capacity
Mill manager mills the quantity
of rice to be sold through the
export channel
Vehicle driver collects invoice
with quantity details and gate
pass
Rice packets are loaded on to
delivery vehicle based on
vehicle capacity
Delivery is made into the mandi
warehouse, handling and
delivery charges are added in
the bill
Vehicle driver collects invoice
with quantity details, export
forms and gate pass
Not Available
Available
MILLING PROCESS
Rice and byproducts are loaded
on to delivery vehicle based on
vehicle capacity & order
Mill manager sends invoice copy
with quantity details with the
transport vehicle
Vehicle driver collects outward
gate pass & shipment details
Commission agent is hired for
the mandi sale
Rice sale is made (Levy / CMR)
in the mandi
Delivery is made in partial or full
to the location specified
Payment is received as cheque
or cash
Payment is received. delivery
note & payment receipts are
issued
Commission is paid to
commission agent
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Yes
Mill manager
decides whether to hire a
commission
agent
Rice is delivered to port and
bill of lading is sent along with
insurance forms, ARE.1 etc.
No
Bill of lading copy for mill is
collected from the ship
Rice sale is made (Levy / CMR)
in the mandi
Payment is received as cheque
or cash
Payment is received as cheque
or bank transfer
15
Primary Requirement – Mill Sales
Category/
Module
Mill Sales
Exports
Major Requirement
Explanation
Open market sale
(OMSS)
Managing rice sale at predetermined FCI prices in open market is
necessary. The sale price has to be above MSP as per FCI guidelines.
Sale of rice and bi-products with rice details in invoice is important.
Disposal of damaged
food grains
Damaged rice or paddy is sold through tenders. Sale should be for
non-human consumption where minimum reserve price is fixed by
state-owned departments and agencies.
Sale to supermarket and
other direct channels
Sale of different rice types based on the polish levels, quality and rice
grades to super markets and retailers.
Sale through mandi
markets
It is necessary to account the sale of rice in mandi market, where
same rice can be sold at various rates based on demand and buyer.
Mandi commission
agent(broker) reports
It is important to track the expenses/commissions given to broker to
see which broker has given maximum sale.
Levy rice sale
It is necessary to account levy paid during sales (state specific sale
forms like, ST-38 Haryana) for sale of levy rice in open market.
Sale of bags
Issuing of packing bags during sale and sale of bags are to be
accounted in the system.
Export sale forms
Mill needs to fill exports forms (eg: ARE.1) and submit before the sale
of excisable food items
Export sale reports
Export sales , export delivery note and export sale reports will help
mill owner understand the exact costs and profits from exports
© Tally Solutions Pvt. Ltd. All Rights Reserved
16
Tally.ERP 9 Fitment – Mill Sales
No.
Requirements
Tally.ERP 9
Customizable
1
Sale of rice based on quality and quality info: Open
market sales
Yes
2
Handling multiple brands
Yes
3
Printing rice quality and additional product details
(Basmati etc.) On sales invoice
4
Price level creation – quantity based discounts
Yes
5
Sales bill with mill details and contact person details
Yes
6
Handling cash sales, credit sales, card sales
Yes
7
Levy rice management : state specific levy on sale
Yes
8
Mandi sales and discounts/bonus adjustments
Yes
9
Oil content recording (lab test) from rice bran
Yes
Yes
10
Sales return handling from super markets/retailers
Yes
11
Billing inclusive and exclusive of VAT/CST
Yes
12
Commission to mandi agent in market sale
Yes
13
Agent-wise sale report
Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved
Contd.. 17
Tally.ERP 9 Fitment – Mill Sales
No.
Requirements
Tally.ERP 9
14
Stock query - alternative product availability while
making invoice/delivery (eg: same quality rice, brokens)
Yes
15
Price list of rice: display and print
Yes
16
Discount sale of rice: Identifying total discounts
given/received
Yes
17
Carrying and forwarding sales (C & F sales)
Yes
18
Tracking partial payments, bill references for orders,
multiple payments against same bill
Yes
19
Sales register
Yes
20
Sales orders book
Yes
21
Paddy and rice movement analysis
Yes
22
Columnar report - godown wise, branch-wise
Yes
23
Delivery report to different locations: warehouse and mill
Yes
24
Ageing analysis of receivables and payables
Yes
25
Ageing analysis of rice (Inventory tracking)
Yes
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Customizable
Contd.. 18
Tally.ERP 9 Fitment – Mill Sales
No.
Requirements
Tally.ERP 9
Customizable
26
Physical stock verification: Rice weight tracking (loss of
moisture)
27
Pending sales bills
Yes
28
Daily sales report
Yes
29
Daily sales return report
Yes
30
Stock summary report
Yes
31
Daily stock transfer report between mill and warehouse
Yes
32
Broken, husk, blower reports
Yes
33
Empty bag report
Yes
34
Transport register
Yes
35
Dharamkanta details (weighment details)
Yes
36
Export goods pending at port and reconciliation
Yes
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Yes
19
Rice Mill Business – Mill Administration
SHELLING
& PROCESSING
Rice Mill Business
Overview
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20
Process Flow - Mill Administration
MILL ADMINISTRATION
VEHICLE MANAGEMENT
EMPTY BAG HANDLING
GATE PASS INWARDS
GATE PASS OUTWARDS
BAG INWARDS
BAG SALE
Vehicle comes through
specific gate for paddy
delivery to mill
Vehicle is loaded with goods
(rice and byproducts) for
delivery
Transport vehicle delivers
paddy bags to mill
Transport vehicle delivers
rice bags to mandi
Driver details, capacity of
vehicle and trip details are
recorded
Driver details, capacity of
vehicle and trip details are
recorded
Total bags received details
are maintained
Total bags issued details are
maintained
Inward gate pass is given
after collecting details of
shipment
Outward gate pass is given
after collecting details of
shipment
Rice packing bags are
ordered as per order and
inward bag register
Update bags received / bags
issued registers
Bags received registers are
updated to reflect the actual
count of bags
Bag sale in market is done
with rice sales
Vehicle unloads paddy into
the warehouse
Sales return
Purchase return
Yes
No
Inward gate pass is given
after collecting details of
returned goods
Inward gate pass is given
for the transport vehicle
Yes
No
Outward pass is given
after accounting for the
returned goods
Outward pass is given
based on the reference
inward pass
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Payment is received for the
bag sales and bag count is
adjusted
Bags issud registers are
updated to reflect the actual
count of bags
21
Primary Requirement - Mill Administration
Category/Module
Operations
Administration
Major Requirement
Explanation
Resource allocation
As electricity, labour cost are very high for mill, proper tracking
of the costs become important. Also water costs, mill
maintenance costs, internal husk consumption are to be
accounted for finding exact profit in mill business.
Gate pass system
To track the load and vehicles moving in and out of mill,
warehouse, gate-pass system keeps check on movement of
goods. This is very useful in case of multiple gates,
warehouses and mill branches.
Vehicle management
Mill owned vehicles or hired transport vehicle details recording
and tracking is necessary. Driver details and ability to send
automated messages can be very useful.
Rice, paddy varieties
Warehouse Reports
Tracking several rice type like, Basmati, non-Basmati, Grade –
A etc. also based on the polishing level, is important.
Daily production reports
Analysis of daily operations, costs and profits in a single
operations report for the day is useful for mill manager.
Paddy weight
Paddy weight tracking along with ageing analysis is very useful
as the paddy loses moisture, weight reduction occurs
Insurance policies
Tracking of insurances policies for specific order is very useful
specifically in case of multiple insurance policies.
Per kg cost tracking
Effective cost of milling a kg/ton of rice based on mill usage,
whitener usage, silky usage etc. can be identified.
© Tally Solutions Pvt. Ltd. All Rights Reserved
22
Tally.ERP 9 Fitment - Mill Administration
No.
Requirements
Tally.ERP 9
Customizable
1
Shelling contracts and printing
2
Mill energy consumption : electricity, water and
maintenance
3
Gate pass inwards
Yes
4
Gate pass outwards
Yes
5
Gate pass summary report
Yes
6
Vehicle tracking : own and paddy grower’s
Yes
7
Vehicle driver details and tracking the goods in transit
Yes
8
Rice and paddy bags tracking of different sizes
Yes
9
Internal consumption of husk and cost tracking
Yes
10
Insurance policies: national and international
insurance policies
Yes
11
Daily dispatch reports
Yes
12
B1 register : paddy consumption summary
Yes
13
Levy management and configuration state-wise
Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved
Yes
Yes
Contd.. 23
Tally.ERP 9 Fitment - Mill Administration
No.
Requirements
Tally.ERP 9
Customizable
14
Export reports
15
Per kg cost of rice
Yes
16
Per ton cost of rice
Yes
17
Item-wise reports :rice, broken, bran, husk
18
Lab report : bran oil content
19
Foreign currency handling in export sales
20
Daily production report
Yes
21
Production report item-wise
Yes
22
Production report contract-wise
Yes
23
Mill supervisory team’s movement register to see the
mill activities
Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved
Yes
Yes
Yes
Yes
24
Rice Mill Business – Accounts and MIS Reports
SHELLING
& PROCESSING
Rice Mill Business
Overview
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25
Primary Requirement – Accounts and MIS Reports
Category/Module
Accounts
MIS Reports
Major Requirement
Explanation
VAT, CST, Service tax
All the statutory requirements need to be met by the mill. Bills
should account for all the taxes.
Levy rice accounting
State taxes on levy paddy purchase and rice sales should be
tracked and state specific forms needs to be filled.
Export forms
Rice exports need special forms like ARE.1 and needs to be
filled by the mills for exports
Payroll handling
Mill employee database, salary, overtime, bonus calculation, PF,
ESI etc. has to be maintained.
Mill capacity utilization
report
Mill capacity utilization reports are very useful to understand
how many shelling orders can be taken and to identify
breakeven production limit of month etc.
Paddy conversion
reports
Conversion reports help to understand which paddy batch has
best conversion rates (eg: 68% rice, 10% bran)
Item-wise profit
Item-wise product reports help to identify what rice type has
best ROI (Grade-A, Sona masuri, BT etc.)
Mandi market report
Mandi reports help to understand mandi operations, agent
commissions and total mandi interaction summary
Contract summary
report
Summary reports help to understand which contracts were
very beneficial for the mill in terms of profit.
© Tally Solutions Pvt. Ltd. All Rights Reserved
26
Tally.ERP 9 Fitment – Accounts and MIS Reports
No.
Requirements
Tally.ERP 9
1
Daily receipts and payments
Yes
2
Bank reconciliation
Yes
3
Branch transfer management
Yes
4
Branch sales and purchase management
Yes
5
Multiple payment handling
Yes
6
Synchronization with ho-branch-outlets
Yes
7
Staff attendance handling
Yes
8
Salary payments and pay slips
Yes
9
Agent commission handling on paddy purchase and
rice sales in mandi market
Yes
10
Staff database handling
Yes
11
Bonus, incentives management
Yes
12
PF forms
Yes
13
VAT forms
Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved
Customizable
Contd.. 27
Tally.ERP 9 Fitment – Accounts and MIS Reports
No.
Requirements
Tally.ERP 9
14
Post dated cheque realization report
Yes
15
Branch wise payments and receipts
Yes
16
Branch wise sales and purchase
Yes
17
Agent-wise mandi sales report
18
Daily sales report – item wise
Yes
19
Daily sales report - branch wise
Yes
20
Stock summery report
Yes
21
Branch wise stock summary
Yes
22
Branch transfer report
Yes
23
Outstanding receivable and payable
Yes
24
Trial balance
Yes
25
Remote access
Yes
26
Profit and loss account
Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved
Customizable
Yes
Contd.. 28
Tally.ERP 9 Fitment – Accounts and MIS Reports
No.
Requirements
Tally.ERP 9
27
Balance sheet (also schedule VI)
Yes
28
Group company
Yes
29
Budget setting for the mill
Yes
30
Bill-wise profitability
Yes
31
Reminder letters , e-mail
Yes
32
Multiple payments reports
Yes
33
Item wise profitability
Yes
34
Ability to send SMS to farmers and agents as
reminders for payment
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Customizable
Yes
29
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30