Fi-es MAGNOLIA. ERP Solution for Managing your Business Efficiently. Fi-es Systems Pvt Ltd

Transcription

1 Fi-es MAGNOLIA ERP Slutin fr Managing yur Business Efficiently Fi-es Systems Pvt Ltd

2 Fi-es Magnlia, Retail & Restaurant Management System 2010 FI-ES MAGNOLIA: HAVE BRANCHES ANYWHERE AND WORK EFFICIENTLY WITH LIMITED INTERNET CONNECTION COMPANY Balance Sheet / P&L / Bank & Cash DIVISION 1 Balance Sheet / P&L Bank & Cash Branch * Prfit Centers * Shp * Restaurants* Service Centers* Ware Huse * Cst Centers * DIVISION 2 Balance Sheet / P&L Bank & Cash Branch * Prfit Centers * Shp * Restaurants* Service Centers* Ware Huse * Cst Centers * DIVISION 3 * Balance Sheet / P&L Bank & Cash Branch * Prfit Centers * Shp * Restaurants* Service Centers * Ware Huse * Cst Centers * Can have any number f. 2 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

3 Fi-es Magnlia, Retail & Restaurant Management System 2010 Cntents INTENDED AUDIENCE & READING SUGGESTIONS... 5 KEY FEATURES... 5 THE SYSTEM... 6 BUSINESS INTELLIGENCE... 7 HEAD OFFICE OPERATIONS... 8 CONTROL & ACCOUNTABILITY... 8 BUDGET MANAGEMENT MANAGING GENERAL ADMINISTRATION Dcument management INTEGRATED ACCOUNTS MANAGEMENT Divisinal Infrmatin Management (Multi-currency) Accunts Payable (Multi-currency) Accunts Receivable (Multi-currency) Cash & Bank bk General Ledger PURCHASE MANAGEMENT (IMPORTS & LOCAL) Purchase Request & Purchase Order Bills Csting Inventry Management Purchase Returns PURCHASE ITEMS FOR COMPANY USE INVENTORY MANAGEMENT Functinal Flw f Inventry acrss Shps and Warehuse WAREHOUSE MANAGEMENT SALES MANAGEMENT Manage Crprate Custmers Custmer Relatinship Management Mtivate Sales Staff Inter Divisinal Sales Custmer friendly Item Pricing Flexible discunting with necessary cntrls IN-STORE FUNCTIONS (POINT OF SALES) Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

4 Fi-es Magnlia, Retail & Restaurant Management System 2010 SERVICE CENTERS BONDED WAREHOUSE CONCLUSION TERMS OF REFERENCES Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

5 Fi-es Magnlia, Retail & Restaurant Management System 2010 INTENDED AUDIENCE & READING SUGGESTIONS This dcument is prepared t readers wh intend t understand the key prcesses and functins f Fi-es Magnlia. Effrts have been made t explain hw using this system can help key business areas. We have nt listed all features f Supprt & Services, Bnded Warehuse and Hire Purchase in this versin. Hwever I assure yu thse features are cmprehensive and are helping many custmers. We will be including thse features in the next versin f this dcument. It is advisable t read the dcument carefully. KEY FEATURES One single system fr the entire business peratins. Extensive user audit t track every mve f the user A fully integratin system. Achieve greater efficiency, Cntrl, prductivity. Central cntrl and management f multiple shps and warehuse. Eliminate redundancy & Imprves verall cmpany s prductivity. crucial infrmatin t Management autmatically. Manage accunts with great ease. Special features t chase credit, helping yu t cllect mney with custmers with great ease. Grup and fax remainders t custmers. N stck ut situatins any mre. Invest yur mney n prducts that gives quick returns. Knw yu cash and credit custmers t serve them better. Achieve full cntrl f business frm a central lcatin Speed up the wrk flw t d much mre that what yu d nw in a day. All management infrmatin available in ne single system. Cnnect shps and warehuses t central lcatin ver Internet. Enhance wrk culture. Custmizable features and reprts. Business Intelligence using familiar tls like Micrsft Excel Build yur wn reprts using Reprting services 5 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

6 Fi-es Magnlia, Retail & Restaurant Management System 2010 THE SYSTEM A fully integrated end t end slutin fr managing all functins f a Retail business. It is a user friendly and multi-disciplined sftware slutin that is capable f generating varius frms f Reprts that wuld be f great use t the management in taking simple decisins t cmplex business prblems. Accunting Custmer Lyalty management General Administratin Hire Purchase Budget Managemnt Warehuse Management (Gdwns) Fi-es Magnlia Purchasing & Inventry management Custmer Relatinship Management In Stre inventry management and Sales POS Bnded Warehuse Supprt & Services Fi-es Magnlia is a genuine necessity fr any business rganizatin having a netwrk f Shp(s) and Warehuse(s) spread acrss a city r cuntry. With Fi-es Magnlia, shps and warehuse are managed frm a central lcatin (HQ). The HQ cnsists f varius divisins and each shp r warehuse having ne r mre categries f items are under a divisin, created in HQ. The system delivers the full cntrl, prductivity, accuntability and perfrmance. Fi-es Magnlia the mst cst efficient system f this size available in the wrld. 6 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

7 Fi-es Magnlia, Retail & Restaurant Management System 2010 BUSINESS INTELLIGENCE The belw figure will shw yu hw a user can analyze a Magnlia cube with Excel A user can als dig int cubes and analyze the data with lt f dimensins like abve. Sales Data that is analyzed against financial year, Quarter, Cuntry and by Sales Persn 7 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

8 Fi-es Magnlia, Retail & Restaurant Management System 2010 HEAD OFFICE OPERATIONS Accunts Hire Purchase General Administratin Head Quarters Budget Management Imprts & Lcal Purchase Custmer Relatinship Management CONTROL & ACCOUNTABILITY Fi-es Magnlia delivers ttal management cntrls ver shps, warehuses and varius ther types f prfit centers at Head Quarters level. Track all the mves f users and cmpiles user wise r transactin wise reprt n request fr a perid. Selling prices can be set frm HQ and user at shp will have limited rights t change. Aut saving f data and t edit users will have t get supprt frm superir. Rate editing is allwed in between a certain amunt nly t certain users Item wise discunts % can be decided at shp level Fi-es Magnlia has extensive user rights management. Admin user assigns user rights; user can be assigned t divisins, reprts and individual functins in transactins such as add, edit, delete. System als gives tp management full cntrl f setting it up using the different variables t get the best ut f the system. 8 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

9 Fi-es Magnlia, Retail & Restaurant Management System 2010 CREATE USER GROUPS CREATE USERS AND ASSIGN TO A GROUP 9 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

10 Fi-es Magnlia, Retail & Restaurant Management System 2010 BUDGET MANAGEMENT Fi-es Magnlia budget mdule helps allws tp management t fix peridic sales target and expense budget t drive the cmpany tward that. Manage divisinal budget. Set budgets based n previus years recrds Cmpare budget Vs actual. MANAGING GENERAL ADMINISTRATION This mdule is a very handy tl available in Fi-es Magnlia fr the administratin department t manage all their activities. Belw are the main features f the system in the Administratin side Dcument management Register In and ut letters/faxes. Register Rent Agreement. Register any dcument that requires t be tracked fr expiry. INTEGRATED ACCOUNTS MANAGEMENT Fi-es Magnlia accunts is a true multi-currency, multi-divisinal integrated accunting system that wrks perfectly with abslutely n redundancy. It enables the pssibility t manage large vlume transactins n sales frnt and inventry using with minimum resurces. This system eliminates every pssibility f having t enter data twice which therwise wuld be a huge cst fr any rganizatin. Belw are the main features f the system in the accunting side Divisinal Infrmatin Management (Multi-currency) System helps rganizatins t manage sub cmpanies r different type f businesses under ne large cmpany using this pwerful feature called Divisinal Infrmatin Management. Divisinal and cnslidated Balance Sheet and Prfit lss. Divisinal and cnslidated receivable and payables reprts. Extensive user rights management t give all r limited access as per the requirement f the rganizatin. Divisinal lgin t filter all reprts fr a specific divisin. Easy tggling between divisins fr quick data entry fr thse wh has rights t enter multiple divisins. General ledger accunts can be made available t individual r multiple divisins depending n the business requirement. 10 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

11 Fi-es Magnlia, Retail & Restaurant Management System 2010 Accunts Payable (Multi-currency) All types f bills can be entered against the expense accunts. System allws making varius types f payments, which links t relevant expenses fr cntrlled infrmatin management. Example: Imprts r purchase payments will get updated int the csting f the related purchase. Make advance payments t vendrs Settle individual r multiple vendr bills against advances paid using a feature called vendr settlement. Make payments against individual r multiple bills Generate individual r grup vendr statement reprt which shws cmplete transactins details. Generate individual r grup vendr utstanding reprt which shw the balances and age analysis at the bttm. Issue pst dated cheques and 0 value cheques. Vendr Age analysis Summarized fr all vendrs Detail fr all vendrs. Individual vendr wise age analysis Accunts Receivable (Multi-currency) Make advance receipts fr custmers. Settle individual and multiple invices against advances paid using a feature called custmer settlement. Generate miscellaneus Service Invice and Prduct Invice t custmers. Make receipts against individual r multiple invices Interface t supprt chasing credit custmers t make payment n time. This feature greatly reduce number f resurces required fr this jb, Send & fax payment remainders t all custmers with single click. Custmizable Reminder letters. Generate individual r grup custmer statement reprt which shws cmplete transactins details. Generate individual r grup custmer utstanding reprt which shw the balances and age analysis at the bttm. Manage pstdated cheques. Custmer Age Analysis Summarized fr all custmers Detail f all custmers Individual custmer wise age analysis Cash & Bank bk Manage multiple bank and cash accunts in any currency. Cash & bank bk gets updated n payments and receipt. Manage petty cash using a separate transactin designed fr petty cash. Recncile bank accunts using bank recnciliatin transactin. Cntra fr transferring frm ne accunt t the ther accunt. Bank and Cash reprts. 11 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

12 Fi-es Magnlia, Retail & Restaurant Management System 2010 General Ledger System supprts 5 different levels f Accunts Grups. Accunt name can be created under any grup level in any currency. All transactins frm different areas f business flw int a transactin called psting where it can be verified befre psting. Viewing f all transactins fr a particular accunt PURCHASE MANAGEMENT (IMPORTS & LOCAL) This mdule has all the transactins that are required t run an efficient Purchase department. Like all ther mdules in this mdule t system strictly maintains autmatin rules t eliminate wrk redundancy. Belw are the key features available in this mdule. Purchase Request & Purchase Order Helps prfitable purchase decisins such as which prducts t purchase and frm whm t purchase. When raising purchase rder (PO) and purchase requests (PR) system checks fr items that have gne belw rerder and raises PR r PO autmatically. Requests fr purchase can cme t HQ frm shps and such requests can be picked up when preparing the purchase rder. Handle part supply f Purchase request. Enter Letter f Credit details int Purchase Order. Generate purchase request. Check fr items purchased and in transit. Purchase rder listing. Purchase Histry reprt. Bills All item in purchase rder flws t bill autmatically when Purchase rder number is selected in bill. Update custms currency, custms duty figures and custms freight charges int the bills fr helping csting. Csting Csting is the prcess by which management user may calculate the cst f imprted gds. It is an imprtant transactin fr cmpany, as Prfits depends n cst fixed fr items sld. All item in bill flws t csting autmatically when bill number is selected. Csting picks up the payments made against a related purchase rder and apprtins it autmatically when asked t fix the cst. The Item cst is fixed fr gds purchased, taking int cnsideratin all incurred expenses. Updates the inventry cst by chsing which csting methd is being selected fr cmpany. Enables user t d the csting in minimum time as all infrmatin autmatically flws int csting. 12 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

13 Fi-es Magnlia, Retail & Restaurant Management System 2010 Inventry Management Dispatching items t individual/multiple Warehuse r shps directly System reminds user and pen selling price fixing interface t fix selling prices right after csting is dne, it shws ld selling price and cst helping user t take decisins. Pwerful enquiry t check inventry acrss all shps and warehuses. Item Mvement (Fast/Slw) Purchase Returns Returning items that are damaged r spiled PURCHASE ITEMS FOR COMPANY USE In-huse Purchase is a feature that allws cmpanies t purchase varius items fr their wn use directly withut ging thrugh the fficial purchase prcess and inventry flw. Raise Purchase Order t vendrs fr such purchases Enter bill and select under which accunt such purchases are dne. Links with Accunts Payable similar t any ther bill Payments fr such purchases can be made using payment vucher INVENTORY MANAGEMENT Fi-es Magnlia inventry gets updated either at warehuses r shps when gds receive nte is entered. Items in bills flw t gds receive nte nce the dispatch is dne at the end f purchasing prcess frm HQ. 2 levels f items categries All the infrmatin related t a particular item is maintained by the system. Optin t create item cde autmatically r manually Supplier cde tracked in the system using a separate cde called part cde Use part cde fr the items when raising Purchase Order Attach Brand with item Handle multiple attributes fr the same item using 2 attributes Optin t handle clr & size fr each item. Enter detail specificatin fr each item Create different packing fr same unit Same item can have multiple packing types. 4 different images can be stred fr each item. Assign items categries t shp r Warehuse t make items under that categry t be made available in transactins. Check fr inventry levels acrss shps and push inventry t shps befre inventry reaches 0. Check fr item availability in ther shps and warehuses easily. Items can be identified using, barcde, item cde, part cde. 13 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

14 Fi-es Magnlia, Retail & Restaurant Management System 2010 Optin t search using item descriptin r cde in all transactins. Barcde can be printed using the system. Assigning suppliers t an items. Makes the system understand wh are all suppliers supply a particular item. Bin card audit in shp and warehuse Easily verify the stck using stck verificatin in PC and PDA Write-ff spil r damage gds Inventry valuatin Item inquiry t check availability acrss shps and warehuses Items that are cnsumed fr wn use can be entered and such items are well accunted. System helps t give alerts n expiry dates. Cmplete picture f Inventry mvement and intelligently advices users. Inventry frecasting t eliminate stck ut situatins. alerts n inventry. Functinal Flw f Inventry acrss Shps and Warehuse Items dispatch t Shps n requests frm shps Request frm shp Check at HQ fr availability in multiple warehuses Generate issue nte frm available gdwns Issue nte arrives in Warehuse Dispatch frm warehuses by refereing issue nte Shp receive items Sell in Shp and dispatch frm warehuse (large items such as furniture) 14 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

15 Fi-es Magnlia, Retail & Restaurant Management System 2010 Sell frm shp by selecting item & warehuse Blck the item in warehuse Issue t custmer frm warehuse Direct Transfer t Shp t Shp / Warehuse t Warehuse / Warehuse t Shp / Shp t Warehuse Sell frm shp by selecting item & gdwn Blck the item in gdwn Issue t custmer WAREHOUSE MANAGEMENT A warehuse management system, r WMS, is a key part f the supply chain and primarily aims t cntrl the mvement and strage f materials within a warehuse and prcess the assciated transactins, including shipping, receiving, putaway and picking. The systems als direct and ptimize stck putaway based n real-time infrmatin abut the status f bin utilizatin Manage space efficiently Stre material in specified lcatins and trace them easily 15 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

16 Fi-es Magnlia, Retail & Restaurant Management System 2010 SALES MANAGEMENT Manage Crprate Custmers System gives lt f imprtance in hw yu manage custmers as custmers are the mst imprtant variable in the business. Categrize and grup custmers fr varius reprting purpses. Create custmers in any currency Set due date fr individual custmers s that when inviced that due date autmatically picks up Set credit limit t individual custmers t ensure custmers dn t exceed credit limit. Gives flexibility t link custmer t different receivable accunts. ing feature can be set t send infrmatin t custmer whenever a custmer related transactins is made. 16 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

17 Fi-es Magnlia, Retail & Restaurant Management System 2010 Custmer Relatinship Management Custmer relatinship management (CRM) helps sales frce t manage the relatinship with custmer. CRM is a tl that will help yur sales frce t cvert business pprtunities in the market t rders. CRM als give a clear picture f hw rders are building up fr cming weeks and mnths. Custmer Lyalty Management t gives reasns fr even cash custmers t cme back and d business again and again. Authrized users can set the Item-wise discunt fr the Card hlders by simply selecting the Card number. At the time f selling the card hlders are eligible t avail the special discunt rates against each Item apart frm the nrmal Discunt Price percentage. There is a strng validatin that the system will allw this special discunts t the custmers until the card is nt expired. Mtivate Sales Staff Set different levels f targets slts fr sales staff and allcate varius cmmissins n achieving thse levels Autmatically register sales staff perfrmance frm their sales and ffer cmmissin incentives based n set parameters. Inter Divisinal Sales Raise Purchase Order frm ne divisin t the ther Sell items frm ne divisin t the ther - Inter divisinal sales. Accunting aspect is autmatically taken care f based n the setting 17 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

18 Fi-es Magnlia, Retail & Restaurant Management System 2010 Custmer friendly Item Pricing Set pricing in different currencies Apprpriate Price in custmer currency get selected based n the custmer currency. Create Segment fr giving different prices t different custmers Assign segments t shps in rder t set different pricing fr different shps Assign 3 Cash prices & 3 credit prices fr each item fr each segment giving the flexibility t create n-number f prices fr a single item. Set pricing f items right after purchase Fix prices frm the HQ fr a shp r fix it at the shp depending n hw settings. Flexible discunting with necessary cntrls Set discunts frm HQ Item rate editing nt exceeding lwer limits based n user rights Discunts distributin t items autmatically t calculate per item prfit fr daily items sales prfit reprts. 18 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

19 Fi-es Magnlia, Retail & Restaurant Management System 2010 IN-STORE FUNCTIONS (POINT OF SALES) Shp (Pint f Sale) is where the cmpany sells its prducts and generates incme. There are different kinds f shps which are classified accrding t the service they are prviding t the custmers. Shp Sell Items n cash and credit, Inventry Management & Lcal Purchase. A shp is managed and mnitred by the HQ. In magnlia we can have multiple shps. In these shps they are selling gds t custmers. Cash and Credit Sales. Display ple, cash drawer, receipt printer and barcde scanners can be cnveniently used with the system. POS receipt can be custmized. Sell items with serial number t track warranty. Select a sell list f items at nce; ideal fr schl bklist r similar lists. Sell items n same price in all areas. Selling price f items can vary frm shp t shp. If HQ allws selling prices can be fixed at shp. Transferring items frm shp t shp. Transferring items frm shp t warehuse. Write ff damage gds. Send replacement request t vendrs fr replacing parts f machineries which carries warranty with it. Easily t use pint f sales interface. Lcal purchase can be dne in shps. In situatins where a particular shp has run f item they can pt t purchase it lcally t serve custmer. In POS mdule we can pay small amunts t the expenses incurred at the shp that falls belw the Maximum Payable Amunt. It is als allwed t receive mney frm custmers frm the shp. In-huse cnsumptin allws users t enter items that are taken fr shp r cmpany use frm Inventry. Fully integrated int accunts. 19 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

20 Fi-es Magnlia, Retail & Restaurant Management System 2010 SERVICE CENTERS Fi-es Service Center is the ideal slutin fr businesses that need t track warranties, perfrm repair service, send replacement units and return items t stck. It is clsely integrated with the Sales Order, Inventry Management and Accunts Receivable mdules. Whether yu are a manufacturer, distributr r third-party service prvider, ASI Service Center will make life easier. Eliminate duble entry between yur accunting system and thse excel spreadsheets r access databases Designed fr service centers and dept repair shps Track warranties and extended service cntracts Prcess service rders Track prfitability by item, custmer r technician Keep cmplete service and repair histry Track service technician prductivity Track Return Authrizatins Track Items n "Dem" r "Lan" Prcess warranty replacements and crss shipments Prcess multiple service items n a service rder BONDED WAREHOUSE Sells gd utside the custms brder, custms duty is paid at the time f selling gds. Fully integrated int accunts CONCLUSION We hpe this dcument explained the functins f Fi-es Magnlia detail enugh fr ne t understand the key benefits and hw it can be applied. Shuld yu have any questins please feel free t get in tuch with me. 20 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd

21 Fi-es Magnlia, Retail & Restaurant Management System 2010 TERMS OF REFERENCES Fi-es Brand name f the sftware cmpany. Magnlia Prduct name fr Retail Chain Management system. Warehuse Als knwn as Gdwn r Stre where items are kept. Redundancy Having t enter same infrmatin twice in the system. POS Pint f Sales, mst ften referred as Shp transactins. 21 Key Functins f Fi-es Magnlia Fi-es Systems Pvt Ltd