1. Tally.ERP 9 For Rice Mills

2. 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

3. How Rice Mill Operations are Structured
Rice Mill Business
Overview
SHELLING
& PROCESSING
PADDY PURCHASE
RICE SALES
MILL ACCOUNTS
MIS REPORTS
MILL ADMINISTRATION

4. Rice Mill Business – An Overview

5. Rice Mill Business – Paddy Purchase
Overview
SHELLING
& PROCESSING
PADDY PURCHASE
RICE SALES
MILL ACCOUNTS
MIS REPORTS
MILL ADMINISTRATION

6. Process Flow - Paddy Purchase

7. Primary Requirement – Paddy Purchase
Category/Module
Major Requirement
Explanation
Paddy Purchase
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.

8. Tally.ERP 9 Fitment – Paddy Purchase
No.
Requirement
Tally.ERP 9
Customizable 1
Purchase order generation
Yes 2
Paddy receipt note 3
Purchase returns handling 4
Purchase invoice 5
Levy management : state-specific levy on paddy purchases 6
Godown address in purchase order (different billing address and delivery address) 7
One bill and multiple warehouse delivery 8
Mandi market purchases 9
Purchases with bonus and final price adjustment 10
Commission to mandi agent for purchases 11
Recording paddy quality with batch 12
Multiple mill braches and branch synchronizations with main mill (head office)
Contd..

9. 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 15
Purchase orders summary (paddy type-wise) 16
Re-order level report 17
Purchase register, purchase order book 18
Purchase bill pending report 19
Stock transfer analysis 20
Different modes of payment (cheque and cash) 21
Outstanding payable report 22
Bank guarantee details in agreements 23
Paddy packing bag details 24
Physical stock adjustment (handling damage, pilferage) 25
Purchase contract drafting and printing

10. Rice Mill Business – Shelling and Processing
Overview
SHELLING
& PROCESSING
PADDY PURCHASE
RICE SALES
MILL ACCOUNTS
MIS REPORTS
MILL ADMINISTRATION

11. Process Flow – Shelling and Processing

12. Primary Requirement – Shelling and Processing
Category/Module
Major Requirement
Explanation
Shelling and Processing
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 contract-wise 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 , HACCP, ISO printed along with invoice is very important to re-affirm 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.

13. 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.) 3
Printing mill standards and quality certification details (eg: ISO ) 4
Daily production report – details with rice category 5
Warehouse reports (to track mill-owned rice and customer shelling rice) 6
Daily expense report 7
Weight tracking of rice (loss of weight) 8
Detailed bill showing the usage of services 9
Packing material consumption tracking 10
Shelling contract summary report 11
Customer paddy and rice tracking 12
Mill-owned rice tracking

14. Rice Mill Business – Mill Sales
Overview
SHELLING
& PROCESSING
PADDY PURCHASE
RICE SALES
MILL ACCOUNTS
MIS REPORTS
MILL ADMINISTRATION

15. Process Flow – Mill Sales

16. Primary Requirement – Mill Sales
Category/
Module
Major Requirement
Explanation
Mill Sales
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.
Exports
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

17. 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 3
Printing rice quality and additional product details (Basmati etc.) On sales invoice 4
Price level creation – quantity based discounts 5
Sales bill with mill details and contact person details 6
Handling cash sales, credit sales, card sales 7
Levy rice management : state specific levy on sale 8
Mandi sales and discounts/bonus adjustments 9
Oil content recording (lab test) from rice bran 10
Sales return handling from super markets/retailers 11
Billing inclusive and exclusive of VAT/CST 12
Commission to mandi agent in market sale 13
Agent-wise sale report
Contd..

18. Tally.ERP 9 Fitment – Mill Sales
No.
Requirements
Tally.ERP 9
Customizable 14
Stock query - alternative product availability while making invoice/delivery (eg: same quality rice, brokens)
Yes 15
Price list of rice: display and print 16
Discount sale of rice: Identifying total discounts given/received 17
Carrying and forwarding sales (C & F sales) 18
Tracking partial payments, bill references for orders, multiple payments against same bill 19
Sales register 20
Sales orders book 21
Paddy and rice movement analysis 22
Columnar report - godown wise, branch-wise 23
Delivery report to different locations: warehouse and mill 24
Ageing analysis of receivables and payables 25
Ageing analysis of rice (Inventory tracking)
Contd..

19. Tally.ERP 9 Fitment – Mill Sales
No.
Requirements
Tally.ERP 9
Customizable 26
Physical stock verification: Rice weight tracking (loss of moisture)
Yes 27
Pending sales bills 28
Daily sales report 29
Daily sales return report 30
Stock summary report 31
Daily stock transfer report between mill and warehouse 32
Broken, husk, blower reports 33
Empty bag report 34
Transport register 35
Dharamkanta details (weighment details) 36
Export goods pending at port and reconciliation

20. Rice Mill Business – Mill Administration
Overview
SHELLING
& PROCESSING
PADDY PURCHASE
RICE SALES
MILL ACCOUNTS
MIS REPORTS
MILL ADMINISTRATION

21. Process Flow - Mill Administration

22. Primary Requirement - Mill Administration
Category/Module
Major Requirement
Explanation
Operations
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.
Administration
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.

23. Tally.ERP 9 Fitment - Mill Administration
No.
Requirements
Tally.ERP 9
Customizable 1
Shelling contracts and printing
Yes 2
Mill energy consumption : electricity, water and maintenance 3
Gate pass inwards 4
Gate pass outwards 5
Gate pass summary report 6
Vehicle tracking : own and paddy grower’s 7
Vehicle driver details and tracking the goods in transit 8
Rice and paddy bags tracking of different sizes 9
Internal consumption of husk and cost tracking 10
Insurance policies: national and international insurance policies 11
Daily dispatch reports 12
B1 register : paddy consumption summary 13
Levy management and configuration state-wise
Contd..

24. Tally.ERP 9 Fitment - Mill Administration
No.
Requirements
Tally.ERP 9
Customizable 14
Export reports
Yes 15
Per kg cost of rice 16
Per ton cost of rice 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 21
Production report item-wise 22
Production report contract-wise 23
Mill supervisory team’s movement register to see the mill activities

25. Rice Mill Business – Accounts and MIS Reports
Overview
SHELLING
& PROCESSING
PADDY PURCHASE
RICE SALES
MILL ACCOUNTS
MIS REPORTS
ADMINISTRATION
MILL

26. Primary Requirement – Accounts and MIS Reports
Category/Module
Major Requirement
Explanation
Accounts
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.
MIS Reports
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.

27. Tally.ERP 9 Fitment – Accounts and MIS Reports
No.
Requirements
Tally.ERP 9
Customizable 1
Daily receipts and payments
Yes 2
Bank reconciliation 3
Branch transfer management 4
Branch sales and purchase management 5
Multiple payment handling 6
Synchronization with ho-branch-outlets 7
Staff attendance handling 8
Salary payments and pay slips 9
Agent commission handling on paddy purchase and rice sales in mandi market 10
Staff database handling 11
Bonus, incentives management 12
PF forms 13
VAT forms
Contd..

28. Tally.ERP 9 Fitment – Accounts and MIS Reports
No.
Requirements
Tally.ERP 9
Customizable 14
Post dated cheque realization report
Yes 15
Branch wise payments and receipts 16
Branch wise sales and purchase 17
Agent-wise mandi sales report 18
Daily sales report – item wise 19
Daily sales report - branch wise 20
Stock summery report 21
Branch wise stock summary 22
Branch transfer report 23
Outstanding receivable and payable 24
Trial balance 25
Remote access 26
Profit and loss account
Contd..

29. Tally.ERP 9 Fitment – Accounts and MIS Reports
No.
Requirements
Tally.ERP 9
Customizable 27
Balance sheet (also schedule VI)
Yes 28
Group company 29
Budget setting for the mill 30
Bill-wise profitability 31
Reminder letters , 32
Multiple payments reports 33
Item wise profitability 34
Ability to send SMS to farmers and agents as reminders for payment

30. Thank You
For any queries, please
To find out more,
Visit