Suggested Flow of the Software Gate entry Module Suggested Flow of the Software # 004 = Gate Entry

File Covers the next cell of this flow chart Purchase indent Indent Approval Purchase Order PO checking PO Approval Gate Entry Quantity MRR QA – QC Bill Passing Paymentx

Sub-Topics Covered Computer at the Main Gate Data Entry by “Front Store” or by the “Security Guards”. No editing rights No facility except Gate Entry

Gate Entry Starts now

Gate entry module logs in Has no access to any module Except GATE

Fields available for gate entry Fields available for gate entry.. As Gate person do not required so much function so as per his requirement only 3 buttons are allowed to him

As Gate operator selects the Supplier Name System show all pending Entries with the Supplier name, Usualy, no PO, then no Gate Entry

Choose type of the MRR (Gate Entry) like its PO Based, RGP, Incoming Job Work etc.

He fills up vendor bill number , date Time in ( automatic ) Item received Quantity as per the Vendor bill Outer packages he received

Gate entry slip is ready Some people print it on a small sticker This sticker is pasted on the back side of the vendor bill – This is non-pealable / non replaceable

Some options available For info only

The Main stores can always see What material, received at Gate But not yet linked in main stores MRR

Has the Colm for Manual signatures too Gate Entry register Has the Colm for Manual signatures too So, when Gate Stores gives vendors bill to the main stores, he gets signatures of main stores Reduces risk of “missing documents”

Need answers for the “Right” ERP Implementation Some Questions Need answers for the “Right” ERP Implementation

Do you have a computer on Main Material Gate? If not, please get this done Very highly recommended.

Benefit Major Problems reduced , if you have a ERP running at the Main gate computer Vendor cannot send anything excess Vendor cannot send the wrong material Auto alert to the stores Reduction of manual work of stores team

Gate Entry Series = How many ? Best business Practice = Single Series, single register, nothing allowed in back date. Finsys has the capability to give you reports separately for Material against PO Cash / local market purchase material without PO Customer Rejections Material From Job Workers, Material from customers for incoming job work Excisable / non excisable

Next Sticker or Stamp on the main gate ? Best business Practice = Options are Bar Coded sticker pasted on back of vendor’s bill ? Non Bar coded sticker (pasted on back of vendors bill ? No sticker, just the traditional rubber stamp continues as usual ?

Sticker or Stamp on the main gate ? Best business Practice = Finsys has the capability to give you Stickers Paste them on back of the vendors bill Will never be generated “twice” Rubber stamp can be done in back date, this sticker will not allow that without your knowledge Duplicate printout, even if allowed, will carry the words “ DUPLICATE” in bold

Next .

If you think that Security Guards cannot do this… think again. More than 100 factories of our clients are working at main gate via the “security guard supervisor” doing the materials gate entry. It also adds “discipline”.

Allow excess Quantity at gate or not ? Next Allow excess Quantity at gate or not ? Need answers for the “Right” ERP Implementation

Gate Entry lock for Purchase Orders / Schedule

Idea for the Local market purchases Next Idea for the Local market purchases

SOP for “Local Market Purchases” If the item is a production item / or is significant and you want a proper record   Make a PO + approve it as usual Make a MRR + QC as usual Pass it in the books, as usual Only in this case, the vendor name will be “Local market” and it will be credited As soon as the field person, or purchase person gives an evidence that he has paid to this vendor, pass the entry ( Local Market , bill no xxx debit, and Mr ABC imprest account credit ) This is a model method. Full history is maintained of the inventory inwards and stock in hand Full history is maintained of the Price Full history is maintained of the consumption patterns Full history is maintained of the volume of funds moving via “local market” route Risk of double payment claim by vendor is mitigated You also have a knowledge of which imprest person is holding how much money of the company, not yet squared off.

Local Market MRR

Bill Passing for Local Market

SOP for “Back Date Purchases” Simple Answer Sorry, Not Allowed ========================================================= Can you enter Gate entry In back date = NO, not permitted Can you enter Gate entry by inserting a entry Example : between 1102 and 1103, can I enter a 1102A = NO, not permitted For expert Tax advice, contact Finsys Directors or your Chartered Accountants

Thank You Finsys Team

Over to Next Powerpoint