SlideShare ist ein Scribd-Unternehmen logo
1 von 33
Downloaden Sie, um offline zu lesen
S&D Brochure
TABLE OF CONTENTS

1      Introduction & Background.............................................................................................................. 1

    1.1       History............................................................................................................................................ 1
    1.2       Business Benefits ............................................................................................................................ 2
    1.3       Features .......................................................................................................................................... 3

2      Sidat Hyder – Sales & Distribution System (S&D)...................................................................... 5

    2.1     Global Application Shell................................................................................................................. 5
      2.1.1     Parameter Management Layer........................................................................................... 5
      2.1.2     Security Management Layer .............................................................................................. 7
      2.1.3     Transaction Audit Trail Layer............................................................................................ 7
    2.2     Sales and Distribution Application Shell (S&D System) .............................................................. 8
      2.2.1      Local Parameters Module ................................................................................................... 9
      2.2.2      Product Configuration ........................................................................................................ 9
      2.2.3      Inventory Management..................................................................................................... 10
      2.2.4      Sales Management ............................................................................................................. 11
      2.2.5      Receivable Management ................................................................................................... 14
      2.2.6      Claims.................................................................................................................................. 15
      2.2.7      Sales Targets ....................................................................................................................... 16
      2.2.8      Return on Investment........................................................................................................ 16
      2.2.9      Mobile Sales & Distribution ............................................................................................. 17
    2.3     Supporting Application Shell....................................................................................................... 20
      2.3.1     Scheme Builder................................................................................................................... 20
      2.3.2     Synchronizer (Data and Application) ............................................................................. 21
      2.3.3     Interface with Accounting System .................................................................................. 23

3      Application Suite.............................................................................................................................. 24


4      Application Environment ............................................................................................................... 25

    4.1       Overall Deployment Model .......................................................................................................... 25
    4.2       Operating Requirement – Software.............................................................................................. 27
    Operating Requirement – Hardware........................................................................................................ 27

5      About Sidat Hyder ........................................................................................................................... 29

    5.1     Project Leaders ............................................................................................................................. 29
      5.1.1      Arshad Hussain ................................................................................................................. 29
      5.1.2      Nizamuddin ....................................................................................................................... 29
      5.1.3      Naushad Siddiqi ................................................................................................................ 30
Sidat Hyder – Sales and Distribution



1   Introduction &                                 product distribution, it is one of the largest
                                                   distributors of pharmaceutical products as
Background                                         well as selected consumer products.

Sidat Hyder - Sales and Distribution               In the year 2000 / 01, Sidat Hyder
(S&D) is a suite of modules that facilitates       developed Sales & Distribution application
harmonizing sales and trade activities of a        for Unilever Pakistan Limited (UPL),
company and its distributors.                      named       Unilever     Trade     Resource
                                                   Automation (ULTRA) for harmonizing
In order to achieve this objective, it is          sales and trade activities of UPL and its
essential that the company and its                 distributors. The development followed by a
distributors have an efficient mechanism of        pilot    implementation     and    then    a
sharing information relating to their              countrywide rollout implementation done
customers and products, so that effective          independently by Sidat Hyder. The
strategies     can    be   developed     and       implementation was carried out at more
implemented to counter competition, retain         than 100 distributors’ sites of UPL across
and gain market share while also improving         Pakistan, during which the helpdesk
profitability and returns-on-investment.           support was also provided to resolve day-
                                                   to-day operational issues.
This solution integrates sales, delivery and       After the successful implementation in
off-truck-sales functions with your back-          Pakistan, Unilever selected the same
office systems allowing you to store, track        system for pilot rollout for the African
and manage your routes, customers,                 Region in the year 2002. SHMA team visited
products, pricing groups, payment methods,         Unilever Nigeria and implemented ULTRA
discounts, schemes orders and much more.           at two (2) pilot distributors in Lagos
                                                   (Nigeria). During this implementation,
Focused to serve as the technology partner         SHMA also trained an implementation team
for our customers, we maintain dedicated           of Unilever Nigeria. After successful pilot
development and support teams to deliver           implementation,        Unilever      Nigeria
powerful functionality for current needs,          implemented ULTRA all over Nigeria itself.
while providing solid platform for future
prospects. Our business solutions are there        After    Nigeria’s     success,      Unilever
to grow with your business needs.                  approached SHMA to implement the same
                                                   product for its Ghana distributors. The same
1.1 History                                        system has been implemented at Unilever
                                                   Ghana and is operating successfully.
In the early 1990s, Sidat Hyder developed
                                                   The successful implementation in two
Sales & Distribution application for Lasani
                                                   African countries increased Unilever’s
Pak (Private) Limited, a sole distributor for
Sandoz Pakistan Limited (currently                 confidence in the solution resulting in the
Novartis Pharma (Pakistan) Limited). It            decision of implementing the same solution
was the first application integrated with          across the entire African Region (12
Psion handheld in Pakistan. The application        countries).
was implemented at all Lasani depots in
Pakistan. After successful implementation in       The product was selected by another big
Lasani     Pak,    the    application     was      name in the business i.e. Muller & Phipps
implemented at all depots of Ali Gohar &           Pakistan (M&P). M&P has decided to adopt
Company (Pvt) Limited. Ali Gohar and               this solution to streamline its sales and
Company (Pvt) Limited is a part of the Ali         distribution network across Pakistan.
Gohar Group of Companies. With the                 Currently,    the    system    is   under
benefit of 50 years experience in the field of     implementation at multiple sites of the
                                                   organization.


                                                                                 Page 1
Sidat Hyder – Sales and Distribution


Sidat Hyder – Sales and Distribution               business processes related to distribution
(S&D) is based on the same ULTRA success           workflows and functions. With automation,
while also incorporating lots of new features      it reduces communication breakdown,
and keeping in mind the product / package          processing time and administration cost so
development approach.                              that you can have better focus on your daily
                                                   business activities.
1.2 Business Benefits
                                                   Maximizing Revenues through Better Sales
Induction of the application in ‘Sales and         Efficiency
Distribution’ chain allows integrating and         Our solution provides the easiest way to
keeping track of all the main activities           process and monitor your daily sales
among:                                             activities in the most efficient manner
                                                   allowing you to improve sales performance
1.   Warehouses                                    of your company while also providing
2.   Mobile Sales Force                            powerful utility features.
3.   Customers
4.   Accounting
                                                   Powerful Performance Analysis Tools
These core contents form the backbone of
                                                   Through efficient integration of the entire
the whole process of sales & distribution.
                                                   customer, supplier and stock information
Application of mobile technology is credited
                                                   related to your business, our solution can
with all successful achievements in ‘sales
                                                   help you to make critical business decisions
and distribution’ solutions. This application
                                                   based on present as well as past
fits closely in various retailing sectors as
                                                   performance imminent from powerful
well as FMCG products like beverages, food
                                                   reports and charts generation equipped with
products, cosmetics and soaps etc.
                                                   the system.
Sidat Hyder – Sales and Distribution
(S&D) is a complete web-based solution             Reduction in Operational Cost
designed for effective use across both the         Our solution has proven track to help
company’s intranet as well as over the             businesses       save      communication,
Internet. The system helps in building an          information processing and administration
efficient mechanism of sharing information         costs   substantially  through  effective
pertinent to customers, buying patterns and        business    automation    and  paperless
order history. It also facilitates the             technology.
development and implementation of new
strategies to:                                     Decreasing Cost of Deployment &
                                                   Maintenance
                                                   Compared to any conventional solution, our
     Create Competitive Advantage
                                                   suite is a web-based solution ideal and cost-
     Retain and Gain Market Share
                                                   effective for multi-users and distributed
     Accurate Application of Schemes /
     Trades Discounts                              network environment.
     Accurate Claims Information
                                                   Enhancing Business through Integration
     Improve Profitability, and
                                                   Our sales & distribution (S&D) solution
     Return on Investment
                                                   features a rich e-business application that
                                                   can be easily integrated with latest
Key business benefits of the system are:
                                                   communication technology tools critical in
                                                   this competitive age. The system can be
Reduction in Business Workflow Problems
                                                   integrated with latest mobile e-business
Our sales & distribution (S&D) system is
                                                   technology such as PDA / HHT, Web etc.
specially designed to automate complicated



                                                                                 Page 2
Sidat Hyder – Sales and Distribution


Other Key Benefits                                     required with instantaneous effect on
                                                       the system.
    Optimization of the manufacturer and
    distributor relationship by providing              Easy to use: The forms are dynamic and
    real-time information link between                 colorful designed to follow a logical
    customers and supply chain partners.               workflow.     Pop-up     windows     are
                                                       available   to    select  the   desired
    Minimizing overstocking and shortages.             information (like product codes etc.)
                                                       rather than remembering them. Buttons
    Provision of an automated mechanism                and dialog boxes are available for easy
    to implement special schemes and                   navigation. The graphical user interface
    discount deals offered to valued                   (GUI) makes the software easy to use,
    customers.                                         reducing training costs and increasing
                                                       user performance.
    Increase    in  distributor  network
    productivity and reduction of overall              Parameterization: The system is highly
    operating expenses.                                parameterized and uses a product
                                                       definition concept. All entities like
    Availability of information regarding              currencies, branches, locations etc., are
    buying patterns and order history for              parameter driven.
    future business opportunities.
                                                        Data integrity: In order to reduce data
                                                        entry errors and ensure data integrity,
    Providing an automated mechanism for
                                                        data entered by the users is validated by
    claims that passes benefits to traders
                                                                              the          system
    through scheme builder and automatic             “Parameterization                    through
    processing of claims.
                                                     to ensure complete         parameterization
                                                     data accuracy and        of default values,
    Efficient target monitoring by value,
                                                                              which are set up
    volume and quality.                              integrity”
                                                                              at the time of
                                                                                           system
    Provision of daily reconciliation of sales
                                                                              installation      or
    force for goods tracking to and money
                                                                              configuration. The
    received from shops.
                                                                              suite is a set of
                                                                                       integrated
    Providing   credit     monitoring      of
                                                        modules and therefore provides a single
    customers and sales force.
                                                        point for data entry, preventing
                                                        duplication of data between different
                                                        modules / departments.
1.3 Features
                                                       Security: Multilevel Authorization Each
The system has the following features:                 user is assigned a user-id, password and
                                                       security-level having a defined personal
    Product configuration: User-defined                menu. When the user commits a
    product definitions including a flexible           transaction, the system checks his / her
    hierarchy of product levels. Apart from            authority level and also saves the user-
    these levels, there are certain attributes         id and date / time as a part of the
    relating to a product that can be                  carried-out transaction(s). Similarly
    configured to control various activities           when users log into the system their
    and produce desired results and reports            personalized menu appears on the
    from the system. Setup of existing                 screen, thereby restricting their access to
    products can also be modified whenever



                                                                                  Page 3
Sidat Hyder – Sales and Distribution


functions relevant to their delegated               user to host the application on a web
work.                                               site thereby benefiting the company, its
                                                    branches and distributors through
Audit trail: The system maintains an                always-available data updated online by
audit trail for each transaction being              these entities.
created or updated. For this purpose the
system records transaction reference            Functionalities
number, user-id, date and time as a part
of each transaction.                                Provides order booking and spot selling
                                                    operations with data accuracy
Accounting interface: Provides the user             Provides tracking of undelivered orders.
an interface to set standard debit /                Provides stock replenishment.
credit entries (vouchers) against each              Provides real-time status of distributor's
type of transaction. The system at the              warehouse inventory.
time of transaction entry within any of             Monitors payment regarding each
its    module     generates    vouchers             order.
automatically by referring to the set up            Provides tracking of credit sales and
entries. These vouchers are then                    unrealized cheques.
transferred to the respective General               Provides calculation regarding schemes,
Ledger (GL) Accounts.                               discount deals, sales tax and bonuses
                                                    during order booking and spot sales.
Multi-warehouse:    The   system   is
                                                    Provides          claims       monitoring
designed around a multi-warehouse
                                                    automatically for those orders having
environment, with the facility to
                                                    free samples and discount deals.
consolidate data at regional or head-
                                                    Monitors availability and visibility both
office level.
                                                    for company as well as competitor
Excel interface: Excel interface is used            products.
for producing both MIS reports and                  Provide sales force monitoring through
financial statements subject to the                 time stamping during market visits.
acquisition of the complete SHMA                    Provides multiple selling factors for
Accounting System.                                  every product.
                                                    Provides monitoring of drug license and
Multiple platforms: The system is                   their validity information of shops.
capable to run under Windows                        Provides monitoring of expiry of
environment while working with                      products and facilitates to stop sales
different database engines. The system              near expiry.
currently supports Oracle 8i (or above)             Provides automatic knockoff of claims.
& MS SQL Server.                                    Provides automatic allocation of batches
                                                    for goods out from warehouse.
Centralized & Distributed Environment:              Provides       automatic    creation   of
The system is capable to run in both                documents based on historical data and
centralized      and        distributed             previous transactions.
environments.                                       Provides options for contract sale on
                                                    special rates.
HHT Feature: A distinctive feature of
the suite is to record the sales activity of
the distribution through Handheld
terminals (HHT) devices such as PDAs.

Web Based Architecture: The web-based
architecture of the suite facilitates the



                                                                              Page 4
Sidat Hyder – Sales and Distribution



2    Sidat Hyder – Sales &                        companies / manufacturer called global
                                                  parameters while the other controlled by the
Distribution System                               distributors    called   local   parameters.
                                                  Following is the list of various groups of
(S&D)                                             parameters available in the system:
Sidat Hyder – Sales & Distribution (S&D)          • Product Setup
system consists of three shells containing
                                                  • Price Structure Setup
number of modules and functions.
                                                  • `Contract Setup - for ‘big’ customers for
                                                      discounted price structure
Sidat Hyder – Sales & Distribution
                                                  • Batch Number Controlling
  Global Application Shell
        Parameter Management Layer                • Promotion Schemes
        Security & Control Management             • Sales Tax Setup – Includes slabs and
        Layer                                         their percentages where applicable.
        Transaction Audit Layer                   • Geographical Location Setup – includes
  Sales & Distribution Application Shell              setting up towns, localities and sub-
        Local Parameter Module                        localities.
        Product Configuration Module              • Sales Calendar (Week and Month Wise)
        Back Office S&D Module (Desktop)          • Customer’s ranking, with respect to
        o Inventory                                   their turnover.
        o Sales                                   • Distributor Setup – apart from the
                Sales Force Journey Plan              distributor’s memorandum information,
                (Route)                               like name, address etc., there is some
                Order Processing                      critical / mandatory information which
                Credit Sales / Receivable             needs to be setup in order to produce
                Monitoring                            desire results / reports from the system.
                Sales Returns Monitoring              The mandatory information is as
        o Claims                                      follows:
        o Targets                                     o Credit Checking
        Mobile S&D Module (Handheld)                  o Stock Checking on Order (No
        o Sales                                            Checking, Alarm or Restrict)
                Sales Force Journey Plan              o GST on Free Items – Allow or Not
                (Route)                                    Allow
                Order Processing                      o Bonus calculation after GST or
                Credit Sales Monitoring                    before GST
                Receivable Monitoring                 o POP        Number       Generation     –
                Sales Returns Monitoring                   Automatic or Manual.
        o Targets                                 • Inventory Location Setups – in order to
  Supporting Application Shell                        control the in and out of products from
        Scheme Builder                                these locations.
        Synchronizer (Data & Application)         • Drug Licenses – includes the type,
        Interface with Accounting System              license number, expiry date, etc. Alert(s)
                                                      issued a number of days prior to the
2.1    Global Application Shell                       expiry date as setup.
                                                  • Transportation Details
2.1.1    Parameter Management Layer               • Company Ranking
The system is highly parameterized and            • Strata – The setup used to setup the
uses a product definition concept. All other          shops / POPs in uniform population
entities like currency, branches, location,           categorization.
etc., are parameter driven. The system
contains two types of parameters; one
controlled by the principal / distributing


                                                                                Page 5
Sidat Hyder – Sales and Distribution




            [Figure2.1]




                                       Page 6
Sidat Hyder – Sales and Distribution


                                                    modules options, functions, programs, etc.,
                                                    used in setting up group and user profile.
                                                    Due to this setup, the application
                                                    administrator can generate custom-based
                                                    user / group menus, so that when a user
                                                    logs into the system, his / her personalized
                                                    menu would appear on the screen.
                                                    Two major access levels are Admin
                                                    (Superuser) and General (Normal users). In
                                                    Admin mode, all the options will be
                                                    accessible to the user while in General
                                                    mode, limited functionality will be available
                                                    to the user according to the access rights of
                [Figure 2.2]
                                                    the user.




                [Figure 2.3]
                                                                      [Figure 2.4]
2.1.2    Security Management Layer
                                                    2.1.3     Transaction Audit Trail Layer
The Security Management Layer (SML) is
                                                    Audit Trail or Activities Log is used to track
the main key to enter into any of the module
                                                    the activities performed by different users as
of S&D system for which
                                                    system operations. For each activity, the
a user has access rights.         “….global         system maintains a record in the log (Audit
The basic purpose of this
layer is to record group
                                  security          Trail) with user identification, activity and
                                  policy menu       date / time. The system takes care of all the
and user profile along
                                                    events and their logging, online monitoring
with parameters like              generation on     and later analysis. The system provides
identification      details,
information and facilities        group and         different types of Audit Trail Logs based on
                                                    the selection criteria, such as business
available, the dates and          user levels,      activity audit trail, module attributes audit
times at which the
                                                    trail, user login log etc.
system is accessed and
other information required for
security management. Security module
offers features such as Global Security
Policy, module repository, menu generation
on group and user levels, and group / user
level access rights etc.

This module also allows the definition of
different types of security parameters like


                                                                                     Page 7
Sidat Hyder – Sales and Distribution


2.2 Sales and Distribution                                   •   Outstanding Credit Invoice
                                                                 Monitoring
Application Shell (S&D                                      Sales Force Adjustment (DSR
System)                                                     Adjustment)
                                                            • Quantity Adjustment
The    Sales    and    Distribution   (S&D)                 • Cash Adjustment
Application Shell consists of the following          o Claims
functional areas / sub-modules:                             Auto Generated Claims (For
                                                            Free Goods and Value
   Local Parameter Module                                   Discounts)
   Product Configuration Module                             Manually Prepared Claims (For
   Back Office S&D Module (Desktop)                         Damages and Returns)
   o Inventory                                              Others
           Purchase Order (issued by                 o Sales Targets
           Distributors for Principal /                     Target Setting
           Manufacturer)                                    • For Principal /
           Dispatch Advice (issued by                            Manufacturer
           Principal / Manufacturer for                     • For Distributors/ Depot
           Distributors)                                    • For Sales Forces
           Generation of Invoice                            • For Section
           Goods Issue Notes (GIN)                          • For Customers (Shop /
           Goods Return Notes (GRN)                              POP)
           Return Advice                                    Allocation of Target
           Stock Adjustment Note                            • Based on Sales History
           Physical Stock Taking                            • Based on Percentage
   o Sales Management                                       • Manual Adjustment
           Sales Force Management                           Target Monitoring
           Sale Force Journey Plan (Sales                   Target Revision
           Force Routes)                             o Return on Investment (RoI)
           Sales Transaction                                Extrapolation
           • Order Booking                                  RoI Report based on Expenses,
           • Spot Selling                                   Income & Investment
           • Counter Sales (Direct Sales)            Mobile S&D Module (Handheld)
           • Contract Sales                          o Sales Management
           • Corporate Sales                                Sales Force Journey Plan (single
           • Sales Order Processing                         visit plan, based on the Journey
           Sales Return                                     Plan setup in the Back-office
           • Fully automated Sales                          module)
               Return                                       Bar Code Interface for the
           • Manual generation of Sales                     identification of Shop / POP
               Return                                       Sales Transaction
   o Receivables                                            • Order Booking
           Daily Collection (Cash &                         • Cash Memo / Invoice
           Cheques)                                              Generation
           Receipts                                         • Cash Memo Printing
           Auto Knock Off                                   • Order Delivery
           Manual Knock Off                                 • Spot Selling
           Credit/ Debit Notes                              • Handling of Undelivered
           Credit Sales Monitoring                               Cash Memos
           • Credit Limit Monitoring                        • Sales Return
                                                            Receivables



                                                                              Page 8
Sidat Hyder – Sales and Distribution


           •  Daily Collection                        Selling Category
           •  Receipts                                o Sections / Selling Belt-wise
           •  Manual Knock Off                                POPs
              Receivable                                      POP Visit Order
          • Credit Sales Monitoring                   o SKUs wise
              o Credit Limit Monitoring                       SKUs
              o Outstanding Credit                            SKU Order
                    Invoice Monitoring
   o   One Visit Targets Monitoring
          For Sales Force
          For Section
          For Customers
   o   Availability and Visibility
          Quantitative Monitoring
          Qualitative Monitoring
          Activity Based Monitoring
          Competitors’ Products
          Monitoring

2.2.1   Local Parameters Module
The system has a unique feature to declare                          [Figure 2.5]
certain parameters as local or global,
according to the needs of the organization.       2.2.2    Product Configuration
The distributors configure the local
parameters according to their needs and                   ”… define
requirements.
                                                          products and      This module assists
                                                                            the user to define
   Customer (Shop / POP) Setup                            configure         different products
   o Mandatory Information like name,
       address, owner’s information, GST
                                                          parameters        and       configure
                                                          of each           various parameters
       Number, NTN Number etc.
                                                                            of each product.
   o Drug License’s Information                           product.”
   o Company Turnover
   o Overall Turnover
   o Credit Limit, category-wise in term
       of days and amount.
   o Company Assets, provided to                  The benefits of product configuration are
       customers                                  manifold.     The       efficient    product
   Sales Force Setup                              configuration module minimizes the impact
   o Personal Profile – Type of Sales             on the system when a new product is
       Person i.e. Order Booker, Spot             launched as almost all products would be
       Seller, Delivery Person, Name,             capable of being defined using the product
       Address, NIC number etc.                   configuration facility thereby not requiring
   o Coverage Plan (Journey Plan) day /           the modification of the system code and
       visit-wise, week-wise and month-           consequential heavy testing. In addition,
       wise.                                      setup of existing products can also be
   o Credit Sales Limit (amount) – this is        modified     whenever       required    with
       the accumulated credit limit that a        instantaneous effect on the system.
       sales force can give to customer(s) in
       one section.                               The system offers a flexible hierarchy of
   o Vehicle information setup – vehicle          product levels. At present, the product can
       type, mileage, etc.                        be classified into ten (10) different levels.


                                                                                   Page 9
Sidat Hyder – Sales and Distribution


Apart from these levels, there are certain
attributes relating
to a product that
can be configured         ”… product
to control various
activities      and
                          hierarchy at
produce      desired      10 levels of
results and reports       classification.
from the system.
                          ”
These attributes are
described below:
   Multiple price
   o Selling price                                                   [Figure 2.6]
   o Purchase price
   o Price for GST application
   GST Percentage                                  2.2.3     Inventory Management
   o For Registered Shop / POP                     The system has a comprehensive inventory
   o For Un-Registered Shop / POP                  management module, catering to all types of
   Selling Units Setup                             inventory-related transactions. The system
   o Type of Unit (Large, Medium and               facilitates the definition of inventory
        Smallest)                                  documents at the user’s discretion so that
   o Unit Description                              they fulfill requirements specific to a
   o Unit weight,                                  particular organization. In general, the
   o Length, Width, Height                         following documents are maintained in the
   Purchasing Unit                                 system:
   Stock Level Maintenance
   o Reorder Level                                 •   Document for order placement by
   o Minimum and Maximum Level                         distributor / depot to the manufacturer
   Expiry Management                                   / principal (e.g. Purchase Order).
   o Alert a certain date before the               •   Document for receipt of stock at
        expiry                                         distributor / depot from manufacturer /
   o Stop sale after a certain date before             principal (e.g. Stock in Note).
        expiry                                     •   Document for return of stock by
   o Transfer the batch to expired stock               distributor / depot to manufacturer /
        after expiry date                              principal (e.g. Stock Return Note).
   Sales over the counter
                                                   •   Document for issuance of stock by
   Product Selling Policy – the user can
                                                       distributor / depot to Sales Force (e.g.
   define selling policy for a product, for
                                                       Goods Issue Note).
   example, a product will be sold to elite
                                                   •   Document for receipt of remaining stock
   areas of big cities or a product can be
                                                       by Sales Force to distributor / depot
   sold in rural area. The system does not
                                                       (e.g. Goods Receipt Note).
   restrict the sales. However, during a
                                                   •   Document for adjustment of stock at
   sales transaction, the system indicates /
                                                       distributor / depot (e.g. Stock
   highlights the products which qualify
                                                       Adjustment Note).
   the criteria setup through these policies.
                                                   •   Document for transfer of stock between
                                                       distributor / depot (e.g. Inter-depot
                                                       Transfer Note).
                                                   •   Document for transfer of stock between
                                                       warehouses of a distributor / depot (e.g.
                                                       Inter-Warehouse Transfer Note).




                                                                                    Page 10
Sidat Hyder – Sales and Distribution


The system also facilitates management of            features are required.
the inventory at various levels, such as:
                                                     Our Sales & Distribution system offers
•   Type of stock (such as Normal,                   comprehensive and flexible definition of the
    damaged, expired etc)                            sales force at various levels. The system
•   Warehouse-wise                                   offers the definition of Personal Profile of
•   Batch-wise                                       each sales force as well as type of sales
                                                     person i.e. order booker, spot seller, delivery
The inventory can be monitored on daily              person with name, address, NIC number
basis as well as on any user-defined period          information etc. Associated with the sales
such as weekly, fortnightly, monthly, etc.           force, the system also records vehicle
For the monitoring of inventory, the system          information i.e. vehicle type, mileage, etc for
offers various types of reports, such as:            each vehicle.

•   Sales & Stock Statements                         Each sales force is provided with a Credit
•   Inventory Position at different locations        Sales Limit (amount), which is the
    / consolidated position                          accumulated credit limit that a sales force
•   Inventory Position of expired &                  can give to customer(s) in one section /
    damaged stock                                    segment.
•   Exception reports (reorder, minimum /
    maximum level report)




                                                                       [Figure 2.8]

                 [Figure 2.7]                        2.2.4.2     Journey Plan Management
                                                     The          system
2.2.4   Sales Management                             facilitates      the
                                                                               “management
                                                     management of
                                                     the       coverage        of the coverage
2.2.4.1   Sales Force Management
Sales force is the                                   plan / journey            plan route for
most     important                                   plan / route for          each sales force
entity as far as
                          “flexible                  each sales force          on      various
actual        sales       definition of              on various levels         levels period-
transactions    are                                  such as day /
                          the       sales            visit wise, week-
                                                                               wise…..”
concerned.        It
keeps on changing         force        at            wise and month-
depending on the          various                    wise. Sales Force
requirements     of                                  Journey Plan can also be defined for single
the organization.
                          levels.”                   visit as well as for multiple visits. A single
Hence flexible sales                                 visit (normally termed as day visit) can be
force     management                                 defined for multiple POPs in a single trip



                                                                                      Page 11
Sidat Hyder – Sales and Distribution


that may span for several days. Journey Plan
is a logical grouping of POPs to be visited
by the sales force.




                                                                      [Figure 2.10]

                                                    Direct Sales (Counter Sales)
                                                    This is almost similar to spot selling except
                [Figure 2.9]                        that it is done at the back-office rather than
                                                    at POP using HHT. The preparation of cash
2.2.4.3   Sales Transactions                        memo / invoice is done directly without
Sales transactions can be done by sales force       order booking in the back office. Cash
in two modes i.e. Order Booking and Spot            Memo / Invoice is printed at back office and
Selling. For sales through Order Booking,           the stock is delivered directly from the
the following steps / activities are                warehouse to POP along with cash memo /
performed:                                          invoice.

•   Order Booking using HHT at POP.
•   Consolidation of orders at distributor /
    depot.
•   Printing of Cash Memo / Invoice
•   Issuance of Stock along with Delivery
    Note to Delivery Person
•   Delivery of Stock along with Cash
    Memo / Invoice to POP

For Spot Selling, the following steps /
activities are performed:

•   Stock Issuance (on the basis of previous                          [Figure 2.11]
    sales history).
•   Sales Force took the stock to POP and           Sales through Contract
    prepare Cash Memo / Invoice.                    The system offers options for defining
•   Printing of Cash Memo / Invoice                 contract with institutional customers
    through Hand Held Printer.                      accompanied by the following features:
•   Delivery of Stock and Cash Memo /
    Invoice to POP.                                 •   Pre-defined products and selling rate
•   Consolidation of sales at distributor /         •   Pre-defined maximum quantity for each
    depot (data synchronization).                       product
                                                    •   Contract period

                                                    For all the sales under contract, the defined
                                                    rates are applied.


                                                                                      Page 12
Sidat Hyder – Sales and Distribution




                                                                       [Figure 2.14]
                [Figure 2.12]
                                                     Sales Order Processing
                                                     As discussed earlier, the system processes
                                                     Sales Order in an automated manner, with
                                                     the following special features:

                                                     •   Automatic application of Schemes Rules
                                                         such as Trade Offers, Bonuses and
                                                         Discounts on Sales Order
                                                     •   Automatic application of Tax Rules such
                                                         as GST on Sales Order
                                                     •   Cash Memo Generation
                                                     •   Generation of Order Load Form -
                                                         Allocation of Stocks according to the
                [Figure 2.13]                            order booking and the availability of the
                                                         stock for the next day.
Corporate Sales                                      •   Generation of Undelivered Orders for
For       corporate                                      the next day
customers,
customer profile is         “…automated
defined
                            as well as
separately.     For
each      corporate
                            manual entry
customer,        the        of       sales
system recognizes           return.”
the        delivery
address,     billing
address            and
corporate address and
applies this information while creating sales
transactions for that corporate customer.
The sales to a corporate customer can be                               [Figure 2.15]
done through any of the mode(s), as
mentioned above. The basic advantage of              2.2.4.4   Sales Return
this option is that the billing and collection       The system provides option for recording
can be managed centrally.                            the return of sales. The system facilitates for




                                                                                       Page 13
Sidat Hyder – Sales and Distribution


both automated as well as manual entry of
sales return.

In Automated Sales Return, the user may
revert the Sales Transaction (Invoice or Cash
Memo) through a single click of mouse. In
this mode, complete Invoice / Cash Memo
information gets reverted. The system
generates     Sales    Return     transaction
automatically by picking information from
the selected Invoice / Cash Memo.



                                                                       [Figure 2.17]

                                                     2.2.5.2   Cheque Clearing
                                                     The sales force may also collect cheques
                                                     from the POPs, deposit them in bank and
                                                     returns to the distributor / depot in the
                                                     evening. The system provides option for
                                                     entering the received cheques with the bank
                                                     deposit slip no. against cash memo /
                                                     invoice. The system maintains the cheque
                                                     clearing status for cheques honored and
                [Figure 2.16]                        cheques returned. In case of returned
                                                     cheques, it also maintains the status of
In Manual Sales Return, the user provides            resubmission of such cheques and their
the details of retuned sales i.e. products,          status subsequently.
quantity etc. Once the user provides all the
information, the system saves Sales Return           2.2.5.3   Auto Knock Off
transaction and updates the inventory.               In automatic knock off, the system marks
                                                     the cash memo / invoices against which
2.2.5   Receivable Management                        either cash or cheque is received. In case of
Based on the sales activities, the system            any cash memo against which no amount is
provides options to monitor the receivables          received, the system converts them to credit
both in terms of credit sales as well as cash        sales.
sales. The sales force while distributing the
goods also collects amount (cash or cheques)
from POPs. The system provides options for
managing them separately, as described
below:

2.2.5.1   Cash Management
The sales force collects cash from the POPs,
deposit them in bank and returns to the
distributor / depot in the evening. The
system provides option for entering the
received cash with the bank deposit slip no,
against cash memo / invoice. The system
then knocks off the receivable against
                                                                       [Figure 2.18]
today’s sales or previous sales.



                                                                                       Page 14
Sidat Hyder – Sales and Distribution



2.2.5.4   Manual Knock Off                          2.2.6    Claims
Manual knock off process is available for the       This module handles the claims between
situation where automatic knock off process         manufacturer /
does not work completely. It is also used to        principal      and      “… claims for
knock off the transactions entered directly         distributor       /     a certain date
such as debit / credit note, amount received        depot.         The      on specific
without sales reference etc. Using this             claims normally         products &
option, the user can knock off the                  relate    to    the     promotional
receivables against which payments have             schemes offered
been received.                                      by manufacturer
                                                                            schemes.”
                                                    / principal to
2.2.5.5   Credit Sales Monitoring                   POP        through
The system also facilitates the monitoring of       distributor / depot
credit sales. It provides tracking for credit       on certain conditions,
sales with respect to the actual credit sales in    as defined at the time of scheme
comparison with the assigned credit limit.          configuration through the Scheme Builder.
The system generates reports / inquiry for          The system provides option to generate and
Outstanding Credit Invoice.                         store claims for a certain date ranges on
                                                    specific products & promotional schemes.
2.2.5.6  Credit / Debit Notes                       After the creation of claims records, the
The system offers options to create Debit /         system then tracks the settlement of the
Credit Notes for the following situations:          claims through knock-off process, manually
                                                    updated by the user.
•   In case of excess or shortage of amount
    against any sales.                              There are two types of claim transactions in
•   In case of giving benefit to a particular       the system:
    POP, such as additional scheme,
    additional discount etc                         •   Auto Generated Claims: used for Free
•   In case of sales return                             Goods and Value Discounts, and
                                                        generated by the system based on the
2.2.5.7   Sales Force Adjustment                        transactions entered and the schemes /
At the day-end, it is required to reconcile the         discounts already configured.
sales figures in terms of quantity as well as       •   Manually Prepared Claims: used for
amount. During this process, if any sales               damages, shortages and returns of
figures are not reconciled, then it is required         stock, and prepared by the user
that entries be made to adjust the excess /             manually.
shortage of quantity / amount. It is also
called DSR Adjustment. The adjustment can
be made for both excess as well as shortage
of quantity or amount. The adjustments can
be made at any time; however it is normally
done on daily basis while processing the
day-end      balances.      While      entering
adjustments, the user provides information
of excess / shortage of quantity / amount of
sales which have been recorded earlier.

The adjustments are also knocked-off on
periodic basis (weekly, monthly etc.) so that
the user can track of the unadjusted entries.
                                                                      [Figure 2.19]



                                                                                      Page 15
Sidat Hyder – Sales and Distribution



2.2.7   Sales Targets                                The user can adjust the targets both in terms
                                                     of percentage as well as in terms of exact
2.2.7.1   Target Setting                             value such as no. of items, volume of items
The system facilitates the management of             or value of items. The allocation can be
sales target at various levels, such as:             made in any of the values and the system
                                                     automatically converts / calculates other
    For Principal / Manufacturer                     values, based on the conversion factors
    For Distributors / Depot                         defined in the product configuration.
    For Selling Categories
    For Sales Forces                                 Although      the    allocation   is    done
    For Section                                      automatically, manual adjustments can also
    For Customers (Shop / POP)                       be made, if required. The targets can be
                                                     adjusted using top-down approach or
The allocation of target can be done based           bottom-up approach. In case of top down
on various attributes. The system allocates          approach, the changes at a level are divided
target automatically based on these                  at the lower levels, keeping the total to
attributes. While defining the targets for the       exactly 100 %. Similarly, if the bottom up
top level, the system offers the option to           approach is used, the system accumulates
define the target based on:                          the targets of the lower levels to the upper
                                                     levels.
•   Previous targets
•   Previous revised targets
•   Previous sales                                   2.2.7.2   Target Monitoring
                                                     Based on the targets setting, the system
                                                     provides various reports for the monitoring
                                                     of the sales targets. The following options
                                                     are available in this regard:

                                                         Actual sales verses target sales
                                                         Target monitoring in terms of Type of
                                                         Target (quantity, volume, value)
                                                         Target monitoring for various levels
                                                         (Distributor / Depot, Selling Category,
                                                         Sales Force, Section, Customer etc)

                                                     2.2.7.3   Target Revision
                                                     Based on target variation, a feature can be
                [Figure 2.20]                        used to revise the sales target at any point in
                                                     time. The revised targets are maintained
                                                     separately so that the actual target can be
                                                     compared with the
                                                     revised target.                “Bar code for
                                                                                    even sales
                                                     2.2.8   Return     on          point and
                                                             Investment             identification.”
                                                     This option can be
                                                     used to get reports
                                                     on      Return     on
                                                     Investment based on
                                                     certain    information
                [Figure 2.21]                        provided by user and


                                                                                    Page 16
Sidat Hyder – Sales and Distribution


the transactions entered into the system.
This is useful for the organization to
ascertain its profitability. The following
information is entered into the system:

    Capital Investment
    Cost of Sales (expenses etc)
    Sales Figures (collected from the sales
    transaction)
    Income

Based on the existing information available
in the system, it generates the current
Return on Investment report for the user. It
also extrapolates the Return on Investment
for future as well.

2.2.9 Mobile Sales & Distribution
In addition to the back-office functions, the                        [Figure 2.22]
system has an add-on for Hand Held
Terminal (HHT). An optional module
however, the benefits of using this module         2.2.9.2   Bar Code Interface
are tremendous. This module can be used to         The mobile system also provides interface
automate field force activities so that the        for barcode reader for the identification of
sales transactions can be recorded on spot at      shop / POP. Each shop / POP is assigned a
the POP. The following back-office functions       bar code that can be used to identify the
are also available in the Mobile devices:          shop / POP. When the bar code is used to
                                                   identify the shop / POP, it ensures that the
2.2.9.1    Sales Force Journey Plan                sales person physically visited the shop /
The mobile system provides sales force             POP. It also simplifies the identification /
journey plan management on single-visit            search of the shop / POP in the database.
basis, derived from the Journey Plan setup
in the Back-office module. The order of POP        2.2.9.3  Sales Transactions
visit can be defined in the system that can be     The following options are available in the
used by sales persons. The system presents         Mobile system for Sales Transactions:
the visit list in that order and the sales
person, while visiting each POP, can mark              Order Booking
the visit status whether it order received or          Cash Memo / Invoice Generation
declined. It also stamps the date / time               Cash Memo Printing
hence tracking the visit order can be                  Order Delivery
performed.                                             Spot Selling
                                                       Handling of Undelivered Cash Memos
                                                       Sales Return

                                                   The details of these options are described in
                                                   the ‘Sales Management’ section earlier.




                                                                                     Page 17
Sidat Hyder – Sales and Distribution




[Figure 2.23]                                          [Figure 2.25]




[Figure 2.24]                                          [Figure 2.26]

                                     2.2.9.4  Receivables Management
                                     The following options are available in the
                                     Mobile system for Receivable Transactions:

                                         Cash Collection
                                         Receipts
                                         Manual Knock Off Receivable
                                         Credit Sales Monitoring
                                         o Credit Limit Monitoring
                                         o Outstanding        Credit             Invoice
                                            Monitoring




                                                                       Page 18
Sidat Hyder – Sales and Distribution




[Figure 2.27]                                          [Figure 2.29]

                                     The details of these options are described in
                                     the ‘Receivable Management’ section earlier.

                                     2.2.9.5    Target Monitoring
                                     As compare to the overall target monitoring
                                     options available in the Back-office Sales &
                                     Distribution System, the Mobile System only
                                     facilitates the Target Monitoring for current
                                     visit. Variance report for each order and for
                                     each POP is available in the system.




[Figure 2.28]




                                                       [Figure 2.30]




                                                                       Page 19
Sidat Hyder – Sales and Distribution


2.2.9.6  Availability & Visibility                   Manufacturer        /    Principal.  After
For the availability and visibility, the             configuration of the schemes / discounts in
following options are available in the Mobile        the system using the Scheme Builder, the
System:                                              system picks up the discount scheme
                                                     applicable to sales automatically.
    Quantitative Monitoring
    Qualitative Monitoring                           The schemes can be defined at various
    Activity-Based Monitoring                        levels, such as:
    Competitors’ Products Monitoring
                                                         Product level (division, brand, packing
These monitoring are based on certain                    size, SKU, etc)
settings in the back-office system such as:              Geographic locations level (town,
                                                         locality, sub-locality, etc)
    Monitoring is must                                   Sales hierarchy level (such as distributor
    Monitoring is optional                               / depot, selling category, section etc)
    Monitoring is not required                           Type / category of POP (such as retailer,
                                                         whole seller)
                                                         Type / category of selling area (such as
                                                         urban, rural)

                                                     An important aspect of schemes definition is
                                                     the various slabs over which the scheme is
                                                     going to be offered. These slabs can be based
                                                     on quantity, volume, amount, weight or any
                                                     combination of them. The offered benefits
                                                     could be in terms of quantity as well as in
                                                     terms of amount. Similarly, the benefit could
                                                     be defined in terms of percentage or exact
                                                     value. Multiple benefits can be associated
                                                     with each slab, in terms of product or in
                                                     terms of quantity, which will be selectable at
                                                     the time of scheme application. Also, the
                                                     scheme validity is defined with date range
                                                     i.e. from and to dates.

                [Figure 2.31]                        The most important aspect of scheme
                                                     definition is that it could be defined in terms
2.3 Supporting             Application               of ANY ATTRIBUTE available in the HHT
                                                     application.
    Shell
                         “… various                  2.3.1.1   Examples of schemes
2.3.1     Scheme      slabs over which               The incentive schemes / offers are applied
          Builder     the scheme is                  on a particular cash memo of a POP.
The         Scheme    going to be                    Maximum flexibility is required in the
Builder       is   a  offered. ”                     system to cover these types of activities.
unique feature of                                    Calculations are usually based on slabs of
the     Sales     &                                  quantity / values. Schemes / offers can be
Distribution                                         applicable on the basis of any one or
suite. It is used to                                 combinations of the following factors
construct various
promotional schemes,
discount deals, bonuses, etc, offered by



                                                                                    Page 20
Sidat Hyder – Sales and Distribution


GEOGRAPHICAL AREAS WISE                           Suppose a DD is offered for the month
  On any level of the geographical                of March with limit of 20 tons sale
  hierarchy like National / Branch /              during the whole period. If a particular
  Area / Territory                                POP purchases the 20 tons in first three
  Particular sections of selling                  weeks, then it will not be allowed to get
  categories                                      any more free pieces on the last week
  All POPs of a particular town                   sales.
  All POPs of a Strata (population
  section)                                        TO is also an extra incentive that is over
  Rural /Urban Towns                              and above the price structure margins
                                                  but without any specified minimum and
POP ATTRIBUTES WISE                               maximum purchase limits for a defined
   Channels                                       period. In these schemes, free gifts or
   Ranks                                          discounts are given. A free piece might
   GST registered / non-registered                belong to the same product group or it
   Key Accounts                                   could belong to another brand.
   Specific POPs / Key-accounts
                                              2.3.2    Synchronizer         (Data         and
PRODUCT HIERARCHY WISE                        Application)
   On any level of product hierarchy          Since             the
   like profit-center / Product-group/        deployment                     “…offers two
   Sub-group / Packaging / Brand /            environment of the             levels        of
   SKU.                                       whole      Sales    &          synchronization
                                              Distribution System            ”
BONUS SCHEMES                                 is distributed in
Through bonus schemes, organization           nature, there will be
offers incentives to the POP. Discounts       a great need of
are given to POP on their purchases           synchronization     of
according to the slabs defined by             the data so that at any
organization. These slabs vary for            point in time, the valid
product categories. The distributors          and complete data is available for accurate
pass bonus schemes to the POP on their        reporting.    Similarly,    the      distributed
bulk purchases. These bonus schemes           environment also emphasizes the need of
remain valid for long periods and are         application synchronization at all levels so
usually modified once a year.                 that same version of application is deployed
                                              at all computers / devices.
TRADE         OFFERS         (TO)      &
DISTRIBUTION DRIVES (DD)                      2.3.2.1   Types of Synchronization
Sometimes the organization gives extra        The     system   offers   two    types       of
incentives for short periods to the POPs.     synchronization:
These Distribution Drives (DD) and
Trade Offers (TO) are offered for                 Data Synchronization
specific periods on selected brands /             Application Synchronization
SKUs to achieve some short-term
objectives. DD is an extra incentive that     Data Synchronization caters for the
is over and above the price structure         synchronization of data files at various
margins with specified minimum and            levels such as:
maximum purchase limits for a defined
period. These limits might depend on              Parameter files between manufacturer /
single cash memo sale or it might span            principal and distributor / depot (e.g.
on the entire period.                             schemes, products, prices, global
                                                  parameters)


                                                                             Page 21
Sidat Hyder – Sales and Distribution


   Transactions files between distributor /         Network, Internet, and Floppy / CD / Flash
   depot and manufacturer / principal               Memory.
   (e.g. orders, cash memos, claims, etc)
   Journey Plans, Schedules, Targets,               Local     Synchronization     means     the
   Products details from back office                synchronization of files (both data and
   database to the mobile devices                   application) among the computers / devices
   Day end updates from mobile devices to           in the Distributor / Depot environment,
   back office database such as next day            including the mobile devices. The media for
   orders, received payments, availability          this synchronization could be Local Area
   / visibility, cash memos / invoices in           Network, USB Cable, Floppy / CD / Flash
   case of spot selling etc.                        Memory.

Application Synchronization caters to the           2.3.2.3       Features of Synchronization
synchronization of application files at
various levels such as:                             Global Synchronizer
                                                    The following features are available in this
   Application upgrades / patches from              module:
   manufacturer / principal to distributor
   / depot                                              Exchanges files among various locations
   Application upgrades / patches from                  Provides scheduling for downloading /
   distributor / depot to mobile devices                uploading of files
                                                        Provides encryption and compression
                                                        facility which enable security and rapid
                                                        transfer of files
                                                        Provides information like:
                                                        o Who sent the file
                                                        o Who the file was sent to
                                                        o Date and time stamping
                                                        o Download confirmation

                                                    Local Synchronizer
                                                    The following features are available in this
                                                    module:

                                                        Downloads (PC to HHT) information at
               [Figure 2.32]                            the start of the sales representative visit.
                                                        Examples are as follows:
2.3.2.2  Levels of Synchronization
The system offers two levels               of           o     Van Stock
synchronization:                                        o     Sales representative schedule for the
                                                              day
   Global Synchronization                               o     Customer information, such as:
   Local Synchronization
                                                              -     Outstanding and undelivered
Global     Synchronization   means     the                          cash memos and orders
synchronization of files (both data and                       -     Credit sales order-wise
application) among the computers / devices                    -     Un cleared cheques order-wise
between the Principal / Manufacturer and
Distributor / Depot. The media for this                 Uploads (HHT-to-PC) information at
synchronization could be Wide Area                      the end of the sales representative visit.
                                                        Examples are as follows:




                                                                                    Page 22
Sidat Hyder – Sales and Distribution


    o    Cash memos
    o    Payments
    o    Credit sales

2.3.3    Interface with Accounting System
The system has a built-in accounting
interface through which the Sales &
Distribution System can be integrated with
any of the accounting system / application.
By using this accounting interface, the user
is required to define only the accounting
entries related to each type of transactions in
the form of Debit and Credit Account(s).
The accounting interface is flexible and user
can set any type of conditional accounting
entries, which is based on different types of
sales, stocks or any type of customer, sales
areas, or sales agent. Whenever a user
completes a transaction in the system, such
as sales, receipts, payments etc, the system
generates advice(s) automatically according
to the type of transaction already defined in
the Accounting interface. The interface also
provides a provision to view transactions in
the form of accounting entries before
transferring data into the accounting system
/ application for verifying purpose.

There are two options for the integration of
the accounting entries into the Financial
System:

    1.   In case of integrating with Sidat
         Hyder – Financials, the system
         generates accounting entries for the
         payables and receivables voucher
         and transfers them into the Sidat
         Hyder – Financials database.

    2.   In case of external financial system,
         the accounting interface has a
         provision to transfer accounting
         entries into the accounting system
         by generating a text / XML file
         according to the defined format of
         your interface.




                                                                      Page 23
Sidat Hyder – Sales and Distribution



3 Application Suite                                            Sales & Distribution Back-Office
                                                               (with all sub-modules)
                                                               Scheme Builder
Sidat Hyder – Sales & Distribution (S&D)
                                                               Mobile Sales & Distribution
system is available in the following licensing
                                                               Synchronizer
options:
                                                   The features available in each licensing
A. Sidat Hyder – Sales & Distribution Lite
                                                   option are given below:
B. Sidat Hyder – Sales & Distribution
   Standard
                                                      Modules / Layers           L  S     E
C. Sidat Hyder – Sales & Distribution
                                                             Global Application Shell
   Enterprise
                                                      Parameter
                                                      Management Layer
    A. Sidat Hyder – Sales &                          Security
       Distribution Lite (L):                         Management Layer
        The system will be deployed at                Transaction Audit
        distributor locations. Distributors           Layer
        will send their information to the               Sales & Distribution Application
        main server as files generated                                 Shell
        through the system. Lite edition              Local Parameters
        comprises of the following modules:           Module
                                                      Product
            Core Sales & Distribution with            Configuration
            Inventory Management                      Module
            Synchronizer                              Back Office S & D
                                                      Module (Desktop)
    B. Sidat Hyder – Sales &                          Inventory
       Distribution Standard (S):                     Sales & Receivable
        The system will be deployed at                Module
        distributor locations. Distributors           Claims Module
        will send their information as files          Targets Module
        generated through the system. It              Mobile S & D
        comprises of the following modules:           Module (HHT)
                                                          Supporting Application Shell
            Core Sales & Distribution                 Scheme Builder
            Sales & Distribution Back-Office          Module
            (with all sub-modules)                    Synchronizer (Data
            Synchronizer                              & Applications)
            Scheme Builder                            Interface for Any
                                                      Accounting Module
    C. Sidat Hyder – Sales &                                         [Table 3.1]
       Distribution Enterprise
       (E):
        The system will be deployed at
        distributor locations. Distributors
        will send their information as files
        generated through the system. It
        comprises of the following modules:

            Core Sales & Distribution



                                                                                Page 24
Sidat Hyder – Sales and Distribution



4   Application                                    The master parameters including the
                                                   schemes configuration parameters are
Environment                                        maintained at the head office. These
                                                   parameters are sent to the distributor /
4.1 Overall                Deployment              depot (in case of offline) using the Data
                                                   Synchronizer. Similarly, Delivery Advices &
    Model                                          Invoices are also prepared at head office and
                                                   sent to the distributor / depot. The
The following diagram depicts an overall           distributor / depot on the other hand
representation of the entities involved in the     updates the head office with stock and sales
operations of the Sales & Distribution             position. They also forward claims to the
System along with the available / applicable       head office.
modules of the system for each entity.
                                                   In case of multi depot deployment, the inter-
The system can be deployed in a variety of         depot transfer of stock also takes place
modes depending upon the company size,             among various depots. These are also
hierarchy, practices and nature of the             updated at the head office for preparing a
business     transactions.  A      typical         consolidation of the stock position.
configuration is depicted in the above
diagram.                                           At the distributor / depot, the master
                                                   parameters & schemes information, received
The various entities involved in this setup        from head office, are copied to the mobile
are as follows:                                    devices (such as HHT). The sales staff books
                                                   the placed order using the mobile devices
    1.   Company Head office                       and updates the distributor / depot system
    2.   Depot / Distributor                       in the evening. In cases when not using the
    3.   Sales persons / Distribution vans         mobile devices, printed cash memos &
    4.   Point of Sale                             payments records are entered into the
                                                   distributor / depot system. When the
The connectivity between the company & its         distributor / depot system is synchronized
distributor / depot may be online (real-time       with the head office, these records are
basis) or offline (dialup basis). In case of       automatically updated in the main database.
offline mode, distributors / depots send
periodic sales and stock positions to their
respective branches / head office where
                                                   Note: The above-mentioned setup is for the
these periodic reports are entered and
                                                   Enterprise Edition of Sales & Distribution
validated, inventory dispatch plans for the
                                                   System. In case of Lite or Standard Edition,
next period (day / week / fortnight) are
                                                   there would be no HHT devices in the setup
generated. The process updates the system
                                                   and no synchronization of data between
with daily sales and stock positions while
                                                   servers and HHT devices will take place.
considerably reducing the time lag for
                                                   Also, the setup may be modified according
getting the information from distributors /
                                                   to the requirement / setup of the
depots as well as reducing the cost of
                                                   organization where the S&D system is being
maintaining stock for longer periods.
                                                   installed.
As can be seen from the diagram, the system
comprises mainly of two sets of modules,
the Company Module (i.e. Back-office side
functionalities) and the Distributor Module
(i.e. Distributor-side functionalities).




                                                                                Page 25
Sidat Hyder – Sales and Distribution




            [Figure 4.1]




                                       Page 26
Sidat Hyder – Sales and Distribution


4.2 Operating Requirement                                                          Windows
– Software                                       Client Front         Microsoft        Internet
                                                 End                  Explorer

Component             Configuration              Mobile               Mobile Windows 2003 /
                                                 Client               2005
Back     End   Supports Oracle 10g and
Database       Microsoft SQL Server                                   Palm OS IV
Server                                                             [Table 4.1]
Application    The              Application
Server         architecture supports both          Operating Requirement –
               types of deployment i.e.          Hardware
               Application Server based
               deployment as well as
               simple Web Server based           Hardware            Configuration
               deployment.        It      is
                                                 Main Server         Configuration of the
               recommended       that   the
                                                                     servers will depend
               Application Server (such as
                                                                     upon    the  following
               MS IIS) deployment be
                                                                     parameters:
               opted        for       better
               performance and reliability                              Application
               of the system. However, the                              deployment      choice
               system can run properly                                  i.e., Centralized or
               with Web Server (like                                    Decentralized.
               Personal IIS).                                           Number                of
                                                                        transactions, i.e., data
               Some parameters will be                                  volumes like number
               considered to ascertain the                              of    invoices,     cash
               configuration of the server.                             memos, receipts, etc.,
               However where the user                                   in a year. If volumes
               access to the main server is                             are higher then the
               low and volume of work is                                configuration should
               also low then web server                                 be on higher side.
               can be installed.
                                                                        Number of users
Operating      The application has been                                 accessing the database
System         developed     by    using                                server concurrently.
               Microsoft Technology (VB,         Application         There       are     two
               ASP), and supports the            Server              approaches:       either
               following        operating
                                                                     application server is
               environment:
                                                                     installed at the same
                  Server         Operating                           server where database
                  System                                             server is installed or
                                                                     install it on a separate
                    o Microsoft Windows                              server. Same parameters
                      NT/2000/2003                                   will be considered to
                                                                     ascertain            the
                  Client Operating System                            configuration of the
                                                                     server. However where
                           o   Microsoft                             the user access to the



                                                                                 Page 27
Sidat Hyder – Sales and Distribution


                       main server is low and
                       volume of work is also
                       low then application
                       server can be installed in
                       the Database server
                       instead of configuring in
                       a separate server.

Client                 Minimum configuration
Workstation            for        the      client
                       workstation is presented
                       in the following table:

                     [Table 4.2]


Workstation Configuration
Component                Specification
                         Intel Pentium-4 Processor
Processor                3.6    GHz    with    HT
                         Technology
                         Intel’s latest chipset
Chipset                  (Made within last        3
                         month)
Cache Memory             1 MB
FSB (Front Side Bus)     1056-MHz
Memory                   512MB
Storage Controller       IDE
Storage                  80 GB 7200 RPM SATA
Network Controller       10/100/1000 Mbps
Expansion Slots          3 (Minimum)
                         1 x Parallel
                         1 x Serial
                         1 x Graphics
I/O Inter faces
                         1 x Network RJ-45
                         Minimum 6 USB Ports (4
                         back and 2 front)
                         Intel Integrated Extreme
Graphics
                         Graphics 2 or Latest
Sound                    Optional
Keyboard, Mouse          PS2 or USB with Scroll
Monitor                  15”
                     [Table 4.3]




                                                                          Page 28
S&D Brochure
S&D Brochure
S&D Brochure

Weitere ähnliche Inhalte

Ähnlich wie S&D Brochure

Five Competing Brands Of India
Five Competing Brands Of IndiaFive Competing Brands Of India
Five Competing Brands Of IndiaDenise Miller
 
operation techniques by parle agro and pepsiCo
operation techniques by parle agro and pepsiCooperation techniques by parle agro and pepsiCo
operation techniques by parle agro and pepsiCoRadhika Agrawal
 
Sales & Distribution report on Dabur
Sales & Distribution report on DaburSales & Distribution report on Dabur
Sales & Distribution report on DaburChetan Sharma
 
The Alignment-Focused Organization: Bridging the Gap Between Strategy and Exe...
The Alignment-Focused Organization: Bridging the Gap Between Strategy and Exe...The Alignment-Focused Organization: Bridging the Gap Between Strategy and Exe...
The Alignment-Focused Organization: Bridging the Gap Between Strategy and Exe...FindWhitePapers
 
business studies project
business studies project business studies project
business studies project Gagan Jain
 
project on business studies
project on business studiesproject on business studies
project on business studiesGagan Jain
 
Panorama 360 Enterprise Business Architecture Framework SAMPLE
Panorama 360  Enterprise Business Architecture Framework SAMPLEPanorama 360  Enterprise Business Architecture Framework SAMPLE
Panorama 360 Enterprise Business Architecture Framework SAMPLEPierre Gagne
 
2016 Investment Banking Challenger Program_Pitch book
2016 Investment Banking Challenger Program_Pitch book2016 Investment Banking Challenger Program_Pitch book
2016 Investment Banking Challenger Program_Pitch bookNicole Guo
 
Managers Guide to Continuous Improvement
Managers Guide to Continuous ImprovementManagers Guide to Continuous Improvement
Managers Guide to Continuous ImprovementHalden Zimmermann
 
Rao_Tahir Resume_
Rao_Tahir Resume_Rao_Tahir Resume_
Rao_Tahir Resume_Rao Tahir
 
Green Hat B2B Marketing Outlook Australia 2014 Sneak Peek
Green Hat B2B Marketing Outlook Australia 2014 Sneak PeekGreen Hat B2B Marketing Outlook Australia 2014 Sneak Peek
Green Hat B2B Marketing Outlook Australia 2014 Sneak PeekGreen Hat
 
Business Proposal for Wall's "Diletto carnation"
Business Proposal for Wall's "Diletto carnation"Business Proposal for Wall's "Diletto carnation"
Business Proposal for Wall's "Diletto carnation"Shehroz Adil
 
Resume Syed Abid Ali
Resume Syed Abid AliResume Syed Abid Ali
Resume Syed Abid Alisabidli
 
Rajvardhan uflex project
Rajvardhan uflex projectRajvardhan uflex project
Rajvardhan uflex projectRaj vardhan
 
ceo's guide to new market entry
ceo's guide to new market entryceo's guide to new market entry
ceo's guide to new market entryvincent odhiambo
 
Inventory management and budgetary control system
Inventory management and budgetary control systemInventory management and budgetary control system
Inventory management and budgetary control systemSupa Buoy
 
February 2020 entrepreneur india monthly magazine
February 2020 entrepreneur india monthly magazineFebruary 2020 entrepreneur india monthly magazine
February 2020 entrepreneur india monthly magazineAjjay Kumar Gupta
 

Ähnlich wie S&D Brochure (20)

Five Competing Brands Of India
Five Competing Brands Of IndiaFive Competing Brands Of India
Five Competing Brands Of India
 
operation techniques by parle agro and pepsiCo
operation techniques by parle agro and pepsiCooperation techniques by parle agro and pepsiCo
operation techniques by parle agro and pepsiCo
 
Sales & Distribution report on Dabur
Sales & Distribution report on DaburSales & Distribution report on Dabur
Sales & Distribution report on Dabur
 
The Alignment-Focused Organization: Bridging the Gap Between Strategy and Exe...
The Alignment-Focused Organization: Bridging the Gap Between Strategy and Exe...The Alignment-Focused Organization: Bridging the Gap Between Strategy and Exe...
The Alignment-Focused Organization: Bridging the Gap Between Strategy and Exe...
 
business studies project
business studies project business studies project
business studies project
 
project on business studies
project on business studiesproject on business studies
project on business studies
 
Panorama 360 Enterprise Business Architecture Framework SAMPLE
Panorama 360  Enterprise Business Architecture Framework SAMPLEPanorama 360  Enterprise Business Architecture Framework SAMPLE
Panorama 360 Enterprise Business Architecture Framework SAMPLE
 
2016 Investment Banking Challenger Program_Pitch book
2016 Investment Banking Challenger Program_Pitch book2016 Investment Banking Challenger Program_Pitch book
2016 Investment Banking Challenger Program_Pitch book
 
Managers Guide to Continuous Improvement
Managers Guide to Continuous ImprovementManagers Guide to Continuous Improvement
Managers Guide to Continuous Improvement
 
Business Plan Rev
Business Plan   RevBusiness Plan   Rev
Business Plan Rev
 
Rao_Tahir Resume_
Rao_Tahir Resume_Rao_Tahir Resume_
Rao_Tahir Resume_
 
Logistic functions of Brandix
Logistic functions of BrandixLogistic functions of Brandix
Logistic functions of Brandix
 
Green Hat B2B Marketing Outlook Australia 2014 Sneak Peek
Green Hat B2B Marketing Outlook Australia 2014 Sneak PeekGreen Hat B2B Marketing Outlook Australia 2014 Sneak Peek
Green Hat B2B Marketing Outlook Australia 2014 Sneak Peek
 
Business Proposal for Wall's "Diletto carnation"
Business Proposal for Wall's "Diletto carnation"Business Proposal for Wall's "Diletto carnation"
Business Proposal for Wall's "Diletto carnation"
 
Aldata Choices Brochure
Aldata Choices BrochureAldata Choices Brochure
Aldata Choices Brochure
 
Resume Syed Abid Ali
Resume Syed Abid AliResume Syed Abid Ali
Resume Syed Abid Ali
 
Rajvardhan uflex project
Rajvardhan uflex projectRajvardhan uflex project
Rajvardhan uflex project
 
ceo's guide to new market entry
ceo's guide to new market entryceo's guide to new market entry
ceo's guide to new market entry
 
Inventory management and budgetary control system
Inventory management and budgetary control systemInventory management and budgetary control system
Inventory management and budgetary control system
 
February 2020 entrepreneur india monthly magazine
February 2020 entrepreneur india monthly magazineFebruary 2020 entrepreneur india monthly magazine
February 2020 entrepreneur india monthly magazine
 

S&D Brochure

  • 2. TABLE OF CONTENTS 1 Introduction & Background.............................................................................................................. 1 1.1 History............................................................................................................................................ 1 1.2 Business Benefits ............................................................................................................................ 2 1.3 Features .......................................................................................................................................... 3 2 Sidat Hyder – Sales & Distribution System (S&D)...................................................................... 5 2.1 Global Application Shell................................................................................................................. 5 2.1.1 Parameter Management Layer........................................................................................... 5 2.1.2 Security Management Layer .............................................................................................. 7 2.1.3 Transaction Audit Trail Layer............................................................................................ 7 2.2 Sales and Distribution Application Shell (S&D System) .............................................................. 8 2.2.1 Local Parameters Module ................................................................................................... 9 2.2.2 Product Configuration ........................................................................................................ 9 2.2.3 Inventory Management..................................................................................................... 10 2.2.4 Sales Management ............................................................................................................. 11 2.2.5 Receivable Management ................................................................................................... 14 2.2.6 Claims.................................................................................................................................. 15 2.2.7 Sales Targets ....................................................................................................................... 16 2.2.8 Return on Investment........................................................................................................ 16 2.2.9 Mobile Sales & Distribution ............................................................................................. 17 2.3 Supporting Application Shell....................................................................................................... 20 2.3.1 Scheme Builder................................................................................................................... 20 2.3.2 Synchronizer (Data and Application) ............................................................................. 21 2.3.3 Interface with Accounting System .................................................................................. 23 3 Application Suite.............................................................................................................................. 24 4 Application Environment ............................................................................................................... 25 4.1 Overall Deployment Model .......................................................................................................... 25 4.2 Operating Requirement – Software.............................................................................................. 27 Operating Requirement – Hardware........................................................................................................ 27 5 About Sidat Hyder ........................................................................................................................... 29 5.1 Project Leaders ............................................................................................................................. 29 5.1.1 Arshad Hussain ................................................................................................................. 29 5.1.2 Nizamuddin ....................................................................................................................... 29 5.1.3 Naushad Siddiqi ................................................................................................................ 30
  • 3. Sidat Hyder – Sales and Distribution 1 Introduction & product distribution, it is one of the largest distributors of pharmaceutical products as Background well as selected consumer products. Sidat Hyder - Sales and Distribution In the year 2000 / 01, Sidat Hyder (S&D) is a suite of modules that facilitates developed Sales & Distribution application harmonizing sales and trade activities of a for Unilever Pakistan Limited (UPL), company and its distributors. named Unilever Trade Resource Automation (ULTRA) for harmonizing In order to achieve this objective, it is sales and trade activities of UPL and its essential that the company and its distributors. The development followed by a distributors have an efficient mechanism of pilot implementation and then a sharing information relating to their countrywide rollout implementation done customers and products, so that effective independently by Sidat Hyder. The strategies can be developed and implementation was carried out at more implemented to counter competition, retain than 100 distributors’ sites of UPL across and gain market share while also improving Pakistan, during which the helpdesk profitability and returns-on-investment. support was also provided to resolve day- to-day operational issues. This solution integrates sales, delivery and After the successful implementation in off-truck-sales functions with your back- Pakistan, Unilever selected the same office systems allowing you to store, track system for pilot rollout for the African and manage your routes, customers, Region in the year 2002. SHMA team visited products, pricing groups, payment methods, Unilever Nigeria and implemented ULTRA discounts, schemes orders and much more. at two (2) pilot distributors in Lagos (Nigeria). During this implementation, Focused to serve as the technology partner SHMA also trained an implementation team for our customers, we maintain dedicated of Unilever Nigeria. After successful pilot development and support teams to deliver implementation, Unilever Nigeria powerful functionality for current needs, implemented ULTRA all over Nigeria itself. while providing solid platform for future prospects. Our business solutions are there After Nigeria’s success, Unilever to grow with your business needs. approached SHMA to implement the same product for its Ghana distributors. The same 1.1 History system has been implemented at Unilever Ghana and is operating successfully. In the early 1990s, Sidat Hyder developed The successful implementation in two Sales & Distribution application for Lasani African countries increased Unilever’s Pak (Private) Limited, a sole distributor for Sandoz Pakistan Limited (currently confidence in the solution resulting in the Novartis Pharma (Pakistan) Limited). It decision of implementing the same solution was the first application integrated with across the entire African Region (12 Psion handheld in Pakistan. The application countries). was implemented at all Lasani depots in Pakistan. After successful implementation in The product was selected by another big Lasani Pak, the application was name in the business i.e. Muller & Phipps implemented at all depots of Ali Gohar & Pakistan (M&P). M&P has decided to adopt Company (Pvt) Limited. Ali Gohar and this solution to streamline its sales and Company (Pvt) Limited is a part of the Ali distribution network across Pakistan. Gohar Group of Companies. With the Currently, the system is under benefit of 50 years experience in the field of implementation at multiple sites of the organization. Page 1
  • 4. Sidat Hyder – Sales and Distribution Sidat Hyder – Sales and Distribution business processes related to distribution (S&D) is based on the same ULTRA success workflows and functions. With automation, while also incorporating lots of new features it reduces communication breakdown, and keeping in mind the product / package processing time and administration cost so development approach. that you can have better focus on your daily business activities. 1.2 Business Benefits Maximizing Revenues through Better Sales Induction of the application in ‘Sales and Efficiency Distribution’ chain allows integrating and Our solution provides the easiest way to keeping track of all the main activities process and monitor your daily sales among: activities in the most efficient manner allowing you to improve sales performance 1. Warehouses of your company while also providing 2. Mobile Sales Force powerful utility features. 3. Customers 4. Accounting Powerful Performance Analysis Tools These core contents form the backbone of Through efficient integration of the entire the whole process of sales & distribution. customer, supplier and stock information Application of mobile technology is credited related to your business, our solution can with all successful achievements in ‘sales help you to make critical business decisions and distribution’ solutions. This application based on present as well as past fits closely in various retailing sectors as performance imminent from powerful well as FMCG products like beverages, food reports and charts generation equipped with products, cosmetics and soaps etc. the system. Sidat Hyder – Sales and Distribution (S&D) is a complete web-based solution Reduction in Operational Cost designed for effective use across both the Our solution has proven track to help company’s intranet as well as over the businesses save communication, Internet. The system helps in building an information processing and administration efficient mechanism of sharing information costs substantially through effective pertinent to customers, buying patterns and business automation and paperless order history. It also facilitates the technology. development and implementation of new strategies to: Decreasing Cost of Deployment & Maintenance Compared to any conventional solution, our Create Competitive Advantage suite is a web-based solution ideal and cost- Retain and Gain Market Share effective for multi-users and distributed Accurate Application of Schemes / Trades Discounts network environment. Accurate Claims Information Enhancing Business through Integration Improve Profitability, and Our sales & distribution (S&D) solution Return on Investment features a rich e-business application that can be easily integrated with latest Key business benefits of the system are: communication technology tools critical in this competitive age. The system can be Reduction in Business Workflow Problems integrated with latest mobile e-business Our sales & distribution (S&D) system is technology such as PDA / HHT, Web etc. specially designed to automate complicated Page 2
  • 5. Sidat Hyder – Sales and Distribution Other Key Benefits required with instantaneous effect on the system. Optimization of the manufacturer and distributor relationship by providing Easy to use: The forms are dynamic and real-time information link between colorful designed to follow a logical customers and supply chain partners. workflow. Pop-up windows are available to select the desired Minimizing overstocking and shortages. information (like product codes etc.) rather than remembering them. Buttons Provision of an automated mechanism and dialog boxes are available for easy to implement special schemes and navigation. The graphical user interface discount deals offered to valued (GUI) makes the software easy to use, customers. reducing training costs and increasing user performance. Increase in distributor network productivity and reduction of overall Parameterization: The system is highly operating expenses. parameterized and uses a product definition concept. All entities like Availability of information regarding currencies, branches, locations etc., are buying patterns and order history for parameter driven. future business opportunities. Data integrity: In order to reduce data entry errors and ensure data integrity, Providing an automated mechanism for data entered by the users is validated by claims that passes benefits to traders the system through scheme builder and automatic “Parameterization through processing of claims. to ensure complete parameterization data accuracy and of default values, Efficient target monitoring by value, which are set up volume and quality. integrity” at the time of system Provision of daily reconciliation of sales installation or force for goods tracking to and money configuration. The received from shops. suite is a set of integrated Providing credit monitoring of modules and therefore provides a single customers and sales force. point for data entry, preventing duplication of data between different modules / departments. 1.3 Features Security: Multilevel Authorization Each The system has the following features: user is assigned a user-id, password and security-level having a defined personal Product configuration: User-defined menu. When the user commits a product definitions including a flexible transaction, the system checks his / her hierarchy of product levels. Apart from authority level and also saves the user- these levels, there are certain attributes id and date / time as a part of the relating to a product that can be carried-out transaction(s). Similarly configured to control various activities when users log into the system their and produce desired results and reports personalized menu appears on the from the system. Setup of existing screen, thereby restricting their access to products can also be modified whenever Page 3
  • 6. Sidat Hyder – Sales and Distribution functions relevant to their delegated user to host the application on a web work. site thereby benefiting the company, its branches and distributors through Audit trail: The system maintains an always-available data updated online by audit trail for each transaction being these entities. created or updated. For this purpose the system records transaction reference Functionalities number, user-id, date and time as a part of each transaction. Provides order booking and spot selling operations with data accuracy Accounting interface: Provides the user Provides tracking of undelivered orders. an interface to set standard debit / Provides stock replenishment. credit entries (vouchers) against each Provides real-time status of distributor's type of transaction. The system at the warehouse inventory. time of transaction entry within any of Monitors payment regarding each its module generates vouchers order. automatically by referring to the set up Provides tracking of credit sales and entries. These vouchers are then unrealized cheques. transferred to the respective General Provides calculation regarding schemes, Ledger (GL) Accounts. discount deals, sales tax and bonuses during order booking and spot sales. Multi-warehouse: The system is Provides claims monitoring designed around a multi-warehouse automatically for those orders having environment, with the facility to free samples and discount deals. consolidate data at regional or head- Monitors availability and visibility both office level. for company as well as competitor Excel interface: Excel interface is used products. for producing both MIS reports and Provide sales force monitoring through financial statements subject to the time stamping during market visits. acquisition of the complete SHMA Provides multiple selling factors for Accounting System. every product. Provides monitoring of drug license and Multiple platforms: The system is their validity information of shops. capable to run under Windows Provides monitoring of expiry of environment while working with products and facilitates to stop sales different database engines. The system near expiry. currently supports Oracle 8i (or above) Provides automatic knockoff of claims. & MS SQL Server. Provides automatic allocation of batches for goods out from warehouse. Centralized & Distributed Environment: Provides automatic creation of The system is capable to run in both documents based on historical data and centralized and distributed previous transactions. environments. Provides options for contract sale on special rates. HHT Feature: A distinctive feature of the suite is to record the sales activity of the distribution through Handheld terminals (HHT) devices such as PDAs. Web Based Architecture: The web-based architecture of the suite facilitates the Page 4
  • 7. Sidat Hyder – Sales and Distribution 2 Sidat Hyder – Sales & companies / manufacturer called global parameters while the other controlled by the Distribution System distributors called local parameters. Following is the list of various groups of (S&D) parameters available in the system: Sidat Hyder – Sales & Distribution (S&D) • Product Setup system consists of three shells containing • Price Structure Setup number of modules and functions. • `Contract Setup - for ‘big’ customers for discounted price structure Sidat Hyder – Sales & Distribution • Batch Number Controlling Global Application Shell Parameter Management Layer • Promotion Schemes Security & Control Management • Sales Tax Setup – Includes slabs and Layer their percentages where applicable. Transaction Audit Layer • Geographical Location Setup – includes Sales & Distribution Application Shell setting up towns, localities and sub- Local Parameter Module localities. Product Configuration Module • Sales Calendar (Week and Month Wise) Back Office S&D Module (Desktop) • Customer’s ranking, with respect to o Inventory their turnover. o Sales • Distributor Setup – apart from the Sales Force Journey Plan distributor’s memorandum information, (Route) like name, address etc., there is some Order Processing critical / mandatory information which Credit Sales / Receivable needs to be setup in order to produce Monitoring desire results / reports from the system. Sales Returns Monitoring The mandatory information is as o Claims follows: o Targets o Credit Checking Mobile S&D Module (Handheld) o Stock Checking on Order (No o Sales Checking, Alarm or Restrict) Sales Force Journey Plan o GST on Free Items – Allow or Not (Route) Allow Order Processing o Bonus calculation after GST or Credit Sales Monitoring before GST Receivable Monitoring o POP Number Generation – Sales Returns Monitoring Automatic or Manual. o Targets • Inventory Location Setups – in order to Supporting Application Shell control the in and out of products from Scheme Builder these locations. Synchronizer (Data & Application) • Drug Licenses – includes the type, Interface with Accounting System license number, expiry date, etc. Alert(s) issued a number of days prior to the 2.1 Global Application Shell expiry date as setup. • Transportation Details 2.1.1 Parameter Management Layer • Company Ranking The system is highly parameterized and • Strata – The setup used to setup the uses a product definition concept. All other shops / POPs in uniform population entities like currency, branches, location, categorization. etc., are parameter driven. The system contains two types of parameters; one controlled by the principal / distributing Page 5
  • 8. Sidat Hyder – Sales and Distribution [Figure2.1] Page 6
  • 9. Sidat Hyder – Sales and Distribution modules options, functions, programs, etc., used in setting up group and user profile. Due to this setup, the application administrator can generate custom-based user / group menus, so that when a user logs into the system, his / her personalized menu would appear on the screen. Two major access levels are Admin (Superuser) and General (Normal users). In Admin mode, all the options will be accessible to the user while in General mode, limited functionality will be available to the user according to the access rights of [Figure 2.2] the user. [Figure 2.3] [Figure 2.4] 2.1.2 Security Management Layer 2.1.3 Transaction Audit Trail Layer The Security Management Layer (SML) is Audit Trail or Activities Log is used to track the main key to enter into any of the module the activities performed by different users as of S&D system for which system operations. For each activity, the a user has access rights. “….global system maintains a record in the log (Audit The basic purpose of this layer is to record group security Trail) with user identification, activity and policy menu date / time. The system takes care of all the and user profile along events and their logging, online monitoring with parameters like generation on and later analysis. The system provides identification details, information and facilities group and different types of Audit Trail Logs based on the selection criteria, such as business available, the dates and user levels, activity audit trail, module attributes audit times at which the trail, user login log etc. system is accessed and other information required for security management. Security module offers features such as Global Security Policy, module repository, menu generation on group and user levels, and group / user level access rights etc. This module also allows the definition of different types of security parameters like Page 7
  • 10. Sidat Hyder – Sales and Distribution 2.2 Sales and Distribution • Outstanding Credit Invoice Monitoring Application Shell (S&D Sales Force Adjustment (DSR System) Adjustment) • Quantity Adjustment The Sales and Distribution (S&D) • Cash Adjustment Application Shell consists of the following o Claims functional areas / sub-modules: Auto Generated Claims (For Free Goods and Value Local Parameter Module Discounts) Product Configuration Module Manually Prepared Claims (For Back Office S&D Module (Desktop) Damages and Returns) o Inventory Others Purchase Order (issued by o Sales Targets Distributors for Principal / Target Setting Manufacturer) • For Principal / Dispatch Advice (issued by Manufacturer Principal / Manufacturer for • For Distributors/ Depot Distributors) • For Sales Forces Generation of Invoice • For Section Goods Issue Notes (GIN) • For Customers (Shop / Goods Return Notes (GRN) POP) Return Advice Allocation of Target Stock Adjustment Note • Based on Sales History Physical Stock Taking • Based on Percentage o Sales Management • Manual Adjustment Sales Force Management Target Monitoring Sale Force Journey Plan (Sales Target Revision Force Routes) o Return on Investment (RoI) Sales Transaction Extrapolation • Order Booking RoI Report based on Expenses, • Spot Selling Income & Investment • Counter Sales (Direct Sales) Mobile S&D Module (Handheld) • Contract Sales o Sales Management • Corporate Sales Sales Force Journey Plan (single • Sales Order Processing visit plan, based on the Journey Sales Return Plan setup in the Back-office • Fully automated Sales module) Return Bar Code Interface for the • Manual generation of Sales identification of Shop / POP Return Sales Transaction o Receivables • Order Booking Daily Collection (Cash & • Cash Memo / Invoice Cheques) Generation Receipts • Cash Memo Printing Auto Knock Off • Order Delivery Manual Knock Off • Spot Selling Credit/ Debit Notes • Handling of Undelivered Credit Sales Monitoring Cash Memos • Credit Limit Monitoring • Sales Return Receivables Page 8
  • 11. Sidat Hyder – Sales and Distribution • Daily Collection Selling Category • Receipts o Sections / Selling Belt-wise • Manual Knock Off POPs Receivable POP Visit Order • Credit Sales Monitoring o SKUs wise o Credit Limit Monitoring SKUs o Outstanding Credit SKU Order Invoice Monitoring o One Visit Targets Monitoring For Sales Force For Section For Customers o Availability and Visibility Quantitative Monitoring Qualitative Monitoring Activity Based Monitoring Competitors’ Products Monitoring 2.2.1 Local Parameters Module The system has a unique feature to declare [Figure 2.5] certain parameters as local or global, according to the needs of the organization. 2.2.2 Product Configuration The distributors configure the local parameters according to their needs and ”… define requirements. products and This module assists the user to define Customer (Shop / POP) Setup configure different products o Mandatory Information like name, address, owner’s information, GST parameters and configure of each various parameters Number, NTN Number etc. of each product. o Drug License’s Information product.” o Company Turnover o Overall Turnover o Credit Limit, category-wise in term of days and amount. o Company Assets, provided to The benefits of product configuration are customers manifold. The efficient product Sales Force Setup configuration module minimizes the impact o Personal Profile – Type of Sales on the system when a new product is Person i.e. Order Booker, Spot launched as almost all products would be Seller, Delivery Person, Name, capable of being defined using the product Address, NIC number etc. configuration facility thereby not requiring o Coverage Plan (Journey Plan) day / the modification of the system code and visit-wise, week-wise and month- consequential heavy testing. In addition, wise. setup of existing products can also be o Credit Sales Limit (amount) – this is modified whenever required with the accumulated credit limit that a instantaneous effect on the system. sales force can give to customer(s) in one section. The system offers a flexible hierarchy of o Vehicle information setup – vehicle product levels. At present, the product can type, mileage, etc. be classified into ten (10) different levels. Page 9
  • 12. Sidat Hyder – Sales and Distribution Apart from these levels, there are certain attributes relating to a product that can be configured ”… product to control various activities and hierarchy at produce desired 10 levels of results and reports classification. from the system. ” These attributes are described below: Multiple price o Selling price [Figure 2.6] o Purchase price o Price for GST application GST Percentage 2.2.3 Inventory Management o For Registered Shop / POP The system has a comprehensive inventory o For Un-Registered Shop / POP management module, catering to all types of Selling Units Setup inventory-related transactions. The system o Type of Unit (Large, Medium and facilitates the definition of inventory Smallest) documents at the user’s discretion so that o Unit Description they fulfill requirements specific to a o Unit weight, particular organization. In general, the o Length, Width, Height following documents are maintained in the Purchasing Unit system: Stock Level Maintenance o Reorder Level • Document for order placement by o Minimum and Maximum Level distributor / depot to the manufacturer Expiry Management / principal (e.g. Purchase Order). o Alert a certain date before the • Document for receipt of stock at expiry distributor / depot from manufacturer / o Stop sale after a certain date before principal (e.g. Stock in Note). expiry • Document for return of stock by o Transfer the batch to expired stock distributor / depot to manufacturer / after expiry date principal (e.g. Stock Return Note). Sales over the counter • Document for issuance of stock by Product Selling Policy – the user can distributor / depot to Sales Force (e.g. define selling policy for a product, for Goods Issue Note). example, a product will be sold to elite • Document for receipt of remaining stock areas of big cities or a product can be by Sales Force to distributor / depot sold in rural area. The system does not (e.g. Goods Receipt Note). restrict the sales. However, during a • Document for adjustment of stock at sales transaction, the system indicates / distributor / depot (e.g. Stock highlights the products which qualify Adjustment Note). the criteria setup through these policies. • Document for transfer of stock between distributor / depot (e.g. Inter-depot Transfer Note). • Document for transfer of stock between warehouses of a distributor / depot (e.g. Inter-Warehouse Transfer Note). Page 10
  • 13. Sidat Hyder – Sales and Distribution The system also facilitates management of features are required. the inventory at various levels, such as: Our Sales & Distribution system offers • Type of stock (such as Normal, comprehensive and flexible definition of the damaged, expired etc) sales force at various levels. The system • Warehouse-wise offers the definition of Personal Profile of • Batch-wise each sales force as well as type of sales person i.e. order booker, spot seller, delivery The inventory can be monitored on daily person with name, address, NIC number basis as well as on any user-defined period information etc. Associated with the sales such as weekly, fortnightly, monthly, etc. force, the system also records vehicle For the monitoring of inventory, the system information i.e. vehicle type, mileage, etc for offers various types of reports, such as: each vehicle. • Sales & Stock Statements Each sales force is provided with a Credit • Inventory Position at different locations Sales Limit (amount), which is the / consolidated position accumulated credit limit that a sales force • Inventory Position of expired & can give to customer(s) in one section / damaged stock segment. • Exception reports (reorder, minimum / maximum level report) [Figure 2.8] [Figure 2.7] 2.2.4.2 Journey Plan Management The system 2.2.4 Sales Management facilitates the “management management of the coverage of the coverage 2.2.4.1 Sales Force Management Sales force is the plan / journey plan route for most important plan / route for each sales force entity as far as “flexible each sales force on various actual sales definition of on various levels levels period- transactions are such as day / the sales visit wise, week- wise…..” concerned. It keeps on changing force at wise and month- depending on the various wise. Sales Force requirements of Journey Plan can also be defined for single the organization. levels.” visit as well as for multiple visits. A single Hence flexible sales visit (normally termed as day visit) can be force management defined for multiple POPs in a single trip Page 11
  • 14. Sidat Hyder – Sales and Distribution that may span for several days. Journey Plan is a logical grouping of POPs to be visited by the sales force. [Figure 2.10] Direct Sales (Counter Sales) This is almost similar to spot selling except [Figure 2.9] that it is done at the back-office rather than at POP using HHT. The preparation of cash 2.2.4.3 Sales Transactions memo / invoice is done directly without Sales transactions can be done by sales force order booking in the back office. Cash in two modes i.e. Order Booking and Spot Memo / Invoice is printed at back office and Selling. For sales through Order Booking, the stock is delivered directly from the the following steps / activities are warehouse to POP along with cash memo / performed: invoice. • Order Booking using HHT at POP. • Consolidation of orders at distributor / depot. • Printing of Cash Memo / Invoice • Issuance of Stock along with Delivery Note to Delivery Person • Delivery of Stock along with Cash Memo / Invoice to POP For Spot Selling, the following steps / activities are performed: • Stock Issuance (on the basis of previous [Figure 2.11] sales history). • Sales Force took the stock to POP and Sales through Contract prepare Cash Memo / Invoice. The system offers options for defining • Printing of Cash Memo / Invoice contract with institutional customers through Hand Held Printer. accompanied by the following features: • Delivery of Stock and Cash Memo / Invoice to POP. • Pre-defined products and selling rate • Consolidation of sales at distributor / • Pre-defined maximum quantity for each depot (data synchronization). product • Contract period For all the sales under contract, the defined rates are applied. Page 12
  • 15. Sidat Hyder – Sales and Distribution [Figure 2.14] [Figure 2.12] Sales Order Processing As discussed earlier, the system processes Sales Order in an automated manner, with the following special features: • Automatic application of Schemes Rules such as Trade Offers, Bonuses and Discounts on Sales Order • Automatic application of Tax Rules such as GST on Sales Order • Cash Memo Generation • Generation of Order Load Form - Allocation of Stocks according to the [Figure 2.13] order booking and the availability of the stock for the next day. Corporate Sales • Generation of Undelivered Orders for For corporate the next day customers, customer profile is “…automated defined as well as separately. For each corporate manual entry customer, the of sales system recognizes return.” the delivery address, billing address and corporate address and applies this information while creating sales transactions for that corporate customer. The sales to a corporate customer can be [Figure 2.15] done through any of the mode(s), as mentioned above. The basic advantage of 2.2.4.4 Sales Return this option is that the billing and collection The system provides option for recording can be managed centrally. the return of sales. The system facilitates for Page 13
  • 16. Sidat Hyder – Sales and Distribution both automated as well as manual entry of sales return. In Automated Sales Return, the user may revert the Sales Transaction (Invoice or Cash Memo) through a single click of mouse. In this mode, complete Invoice / Cash Memo information gets reverted. The system generates Sales Return transaction automatically by picking information from the selected Invoice / Cash Memo. [Figure 2.17] 2.2.5.2 Cheque Clearing The sales force may also collect cheques from the POPs, deposit them in bank and returns to the distributor / depot in the evening. The system provides option for entering the received cheques with the bank deposit slip no. against cash memo / invoice. The system maintains the cheque clearing status for cheques honored and [Figure 2.16] cheques returned. In case of returned cheques, it also maintains the status of In Manual Sales Return, the user provides resubmission of such cheques and their the details of retuned sales i.e. products, status subsequently. quantity etc. Once the user provides all the information, the system saves Sales Return 2.2.5.3 Auto Knock Off transaction and updates the inventory. In automatic knock off, the system marks the cash memo / invoices against which 2.2.5 Receivable Management either cash or cheque is received. In case of Based on the sales activities, the system any cash memo against which no amount is provides options to monitor the receivables received, the system converts them to credit both in terms of credit sales as well as cash sales. sales. The sales force while distributing the goods also collects amount (cash or cheques) from POPs. The system provides options for managing them separately, as described below: 2.2.5.1 Cash Management The sales force collects cash from the POPs, deposit them in bank and returns to the distributor / depot in the evening. The system provides option for entering the received cash with the bank deposit slip no, against cash memo / invoice. The system then knocks off the receivable against [Figure 2.18] today’s sales or previous sales. Page 14
  • 17. Sidat Hyder – Sales and Distribution 2.2.5.4 Manual Knock Off 2.2.6 Claims Manual knock off process is available for the This module handles the claims between situation where automatic knock off process manufacturer / does not work completely. It is also used to principal and “… claims for knock off the transactions entered directly distributor / a certain date such as debit / credit note, amount received depot. The on specific without sales reference etc. Using this claims normally products & option, the user can knock off the relate to the promotional receivables against which payments have schemes offered been received. by manufacturer schemes.” / principal to 2.2.5.5 Credit Sales Monitoring POP through The system also facilitates the monitoring of distributor / depot credit sales. It provides tracking for credit on certain conditions, sales with respect to the actual credit sales in as defined at the time of scheme comparison with the assigned credit limit. configuration through the Scheme Builder. The system generates reports / inquiry for The system provides option to generate and Outstanding Credit Invoice. store claims for a certain date ranges on specific products & promotional schemes. 2.2.5.6 Credit / Debit Notes After the creation of claims records, the The system offers options to create Debit / system then tracks the settlement of the Credit Notes for the following situations: claims through knock-off process, manually updated by the user. • In case of excess or shortage of amount against any sales. There are two types of claim transactions in • In case of giving benefit to a particular the system: POP, such as additional scheme, additional discount etc • Auto Generated Claims: used for Free • In case of sales return Goods and Value Discounts, and generated by the system based on the 2.2.5.7 Sales Force Adjustment transactions entered and the schemes / At the day-end, it is required to reconcile the discounts already configured. sales figures in terms of quantity as well as • Manually Prepared Claims: used for amount. During this process, if any sales damages, shortages and returns of figures are not reconciled, then it is required stock, and prepared by the user that entries be made to adjust the excess / manually. shortage of quantity / amount. It is also called DSR Adjustment. The adjustment can be made for both excess as well as shortage of quantity or amount. The adjustments can be made at any time; however it is normally done on daily basis while processing the day-end balances. While entering adjustments, the user provides information of excess / shortage of quantity / amount of sales which have been recorded earlier. The adjustments are also knocked-off on periodic basis (weekly, monthly etc.) so that the user can track of the unadjusted entries. [Figure 2.19] Page 15
  • 18. Sidat Hyder – Sales and Distribution 2.2.7 Sales Targets The user can adjust the targets both in terms of percentage as well as in terms of exact 2.2.7.1 Target Setting value such as no. of items, volume of items The system facilitates the management of or value of items. The allocation can be sales target at various levels, such as: made in any of the values and the system automatically converts / calculates other For Principal / Manufacturer values, based on the conversion factors For Distributors / Depot defined in the product configuration. For Selling Categories For Sales Forces Although the allocation is done For Section automatically, manual adjustments can also For Customers (Shop / POP) be made, if required. The targets can be adjusted using top-down approach or The allocation of target can be done based bottom-up approach. In case of top down on various attributes. The system allocates approach, the changes at a level are divided target automatically based on these at the lower levels, keeping the total to attributes. While defining the targets for the exactly 100 %. Similarly, if the bottom up top level, the system offers the option to approach is used, the system accumulates define the target based on: the targets of the lower levels to the upper levels. • Previous targets • Previous revised targets • Previous sales 2.2.7.2 Target Monitoring Based on the targets setting, the system provides various reports for the monitoring of the sales targets. The following options are available in this regard: Actual sales verses target sales Target monitoring in terms of Type of Target (quantity, volume, value) Target monitoring for various levels (Distributor / Depot, Selling Category, Sales Force, Section, Customer etc) 2.2.7.3 Target Revision Based on target variation, a feature can be [Figure 2.20] used to revise the sales target at any point in time. The revised targets are maintained separately so that the actual target can be compared with the revised target. “Bar code for even sales 2.2.8 Return on point and Investment identification.” This option can be used to get reports on Return on Investment based on certain information [Figure 2.21] provided by user and Page 16
  • 19. Sidat Hyder – Sales and Distribution the transactions entered into the system. This is useful for the organization to ascertain its profitability. The following information is entered into the system: Capital Investment Cost of Sales (expenses etc) Sales Figures (collected from the sales transaction) Income Based on the existing information available in the system, it generates the current Return on Investment report for the user. It also extrapolates the Return on Investment for future as well. 2.2.9 Mobile Sales & Distribution In addition to the back-office functions, the [Figure 2.22] system has an add-on for Hand Held Terminal (HHT). An optional module however, the benefits of using this module 2.2.9.2 Bar Code Interface are tremendous. This module can be used to The mobile system also provides interface automate field force activities so that the for barcode reader for the identification of sales transactions can be recorded on spot at shop / POP. Each shop / POP is assigned a the POP. The following back-office functions bar code that can be used to identify the are also available in the Mobile devices: shop / POP. When the bar code is used to identify the shop / POP, it ensures that the 2.2.9.1 Sales Force Journey Plan sales person physically visited the shop / The mobile system provides sales force POP. It also simplifies the identification / journey plan management on single-visit search of the shop / POP in the database. basis, derived from the Journey Plan setup in the Back-office module. The order of POP 2.2.9.3 Sales Transactions visit can be defined in the system that can be The following options are available in the used by sales persons. The system presents Mobile system for Sales Transactions: the visit list in that order and the sales person, while visiting each POP, can mark Order Booking the visit status whether it order received or Cash Memo / Invoice Generation declined. It also stamps the date / time Cash Memo Printing hence tracking the visit order can be Order Delivery performed. Spot Selling Handling of Undelivered Cash Memos Sales Return The details of these options are described in the ‘Sales Management’ section earlier. Page 17
  • 20. Sidat Hyder – Sales and Distribution [Figure 2.23] [Figure 2.25] [Figure 2.24] [Figure 2.26] 2.2.9.4 Receivables Management The following options are available in the Mobile system for Receivable Transactions: Cash Collection Receipts Manual Knock Off Receivable Credit Sales Monitoring o Credit Limit Monitoring o Outstanding Credit Invoice Monitoring Page 18
  • 21. Sidat Hyder – Sales and Distribution [Figure 2.27] [Figure 2.29] The details of these options are described in the ‘Receivable Management’ section earlier. 2.2.9.5 Target Monitoring As compare to the overall target monitoring options available in the Back-office Sales & Distribution System, the Mobile System only facilitates the Target Monitoring for current visit. Variance report for each order and for each POP is available in the system. [Figure 2.28] [Figure 2.30] Page 19
  • 22. Sidat Hyder – Sales and Distribution 2.2.9.6 Availability & Visibility Manufacturer / Principal. After For the availability and visibility, the configuration of the schemes / discounts in following options are available in the Mobile the system using the Scheme Builder, the System: system picks up the discount scheme applicable to sales automatically. Quantitative Monitoring Qualitative Monitoring The schemes can be defined at various Activity-Based Monitoring levels, such as: Competitors’ Products Monitoring Product level (division, brand, packing These monitoring are based on certain size, SKU, etc) settings in the back-office system such as: Geographic locations level (town, locality, sub-locality, etc) Monitoring is must Sales hierarchy level (such as distributor Monitoring is optional / depot, selling category, section etc) Monitoring is not required Type / category of POP (such as retailer, whole seller) Type / category of selling area (such as urban, rural) An important aspect of schemes definition is the various slabs over which the scheme is going to be offered. These slabs can be based on quantity, volume, amount, weight or any combination of them. The offered benefits could be in terms of quantity as well as in terms of amount. Similarly, the benefit could be defined in terms of percentage or exact value. Multiple benefits can be associated with each slab, in terms of product or in terms of quantity, which will be selectable at the time of scheme application. Also, the scheme validity is defined with date range i.e. from and to dates. [Figure 2.31] The most important aspect of scheme definition is that it could be defined in terms 2.3 Supporting Application of ANY ATTRIBUTE available in the HHT application. Shell “… various 2.3.1.1 Examples of schemes 2.3.1 Scheme slabs over which The incentive schemes / offers are applied Builder the scheme is on a particular cash memo of a POP. The Scheme going to be Maximum flexibility is required in the Builder is a offered. ” system to cover these types of activities. unique feature of Calculations are usually based on slabs of the Sales & quantity / values. Schemes / offers can be Distribution applicable on the basis of any one or suite. It is used to combinations of the following factors construct various promotional schemes, discount deals, bonuses, etc, offered by Page 20
  • 23. Sidat Hyder – Sales and Distribution GEOGRAPHICAL AREAS WISE Suppose a DD is offered for the month On any level of the geographical of March with limit of 20 tons sale hierarchy like National / Branch / during the whole period. If a particular Area / Territory POP purchases the 20 tons in first three Particular sections of selling weeks, then it will not be allowed to get categories any more free pieces on the last week All POPs of a particular town sales. All POPs of a Strata (population section) TO is also an extra incentive that is over Rural /Urban Towns and above the price structure margins but without any specified minimum and POP ATTRIBUTES WISE maximum purchase limits for a defined Channels period. In these schemes, free gifts or Ranks discounts are given. A free piece might GST registered / non-registered belong to the same product group or it Key Accounts could belong to another brand. Specific POPs / Key-accounts 2.3.2 Synchronizer (Data and PRODUCT HIERARCHY WISE Application) On any level of product hierarchy Since the like profit-center / Product-group/ deployment “…offers two Sub-group / Packaging / Brand / environment of the levels of SKU. whole Sales & synchronization Distribution System ” BONUS SCHEMES is distributed in Through bonus schemes, organization nature, there will be offers incentives to the POP. Discounts a great need of are given to POP on their purchases synchronization of according to the slabs defined by the data so that at any organization. These slabs vary for point in time, the valid product categories. The distributors and complete data is available for accurate pass bonus schemes to the POP on their reporting. Similarly, the distributed bulk purchases. These bonus schemes environment also emphasizes the need of remain valid for long periods and are application synchronization at all levels so usually modified once a year. that same version of application is deployed at all computers / devices. TRADE OFFERS (TO) & DISTRIBUTION DRIVES (DD) 2.3.2.1 Types of Synchronization Sometimes the organization gives extra The system offers two types of incentives for short periods to the POPs. synchronization: These Distribution Drives (DD) and Trade Offers (TO) are offered for Data Synchronization specific periods on selected brands / Application Synchronization SKUs to achieve some short-term objectives. DD is an extra incentive that Data Synchronization caters for the is over and above the price structure synchronization of data files at various margins with specified minimum and levels such as: maximum purchase limits for a defined period. These limits might depend on Parameter files between manufacturer / single cash memo sale or it might span principal and distributor / depot (e.g. on the entire period. schemes, products, prices, global parameters) Page 21
  • 24. Sidat Hyder – Sales and Distribution Transactions files between distributor / Network, Internet, and Floppy / CD / Flash depot and manufacturer / principal Memory. (e.g. orders, cash memos, claims, etc) Journey Plans, Schedules, Targets, Local Synchronization means the Products details from back office synchronization of files (both data and database to the mobile devices application) among the computers / devices Day end updates from mobile devices to in the Distributor / Depot environment, back office database such as next day including the mobile devices. The media for orders, received payments, availability this synchronization could be Local Area / visibility, cash memos / invoices in Network, USB Cable, Floppy / CD / Flash case of spot selling etc. Memory. Application Synchronization caters to the 2.3.2.3 Features of Synchronization synchronization of application files at various levels such as: Global Synchronizer The following features are available in this Application upgrades / patches from module: manufacturer / principal to distributor / depot Exchanges files among various locations Application upgrades / patches from Provides scheduling for downloading / distributor / depot to mobile devices uploading of files Provides encryption and compression facility which enable security and rapid transfer of files Provides information like: o Who sent the file o Who the file was sent to o Date and time stamping o Download confirmation Local Synchronizer The following features are available in this module: Downloads (PC to HHT) information at [Figure 2.32] the start of the sales representative visit. Examples are as follows: 2.3.2.2 Levels of Synchronization The system offers two levels of o Van Stock synchronization: o Sales representative schedule for the day Global Synchronization o Customer information, such as: Local Synchronization - Outstanding and undelivered Global Synchronization means the cash memos and orders synchronization of files (both data and - Credit sales order-wise application) among the computers / devices - Un cleared cheques order-wise between the Principal / Manufacturer and Distributor / Depot. The media for this Uploads (HHT-to-PC) information at synchronization could be Wide Area the end of the sales representative visit. Examples are as follows: Page 22
  • 25. Sidat Hyder – Sales and Distribution o Cash memos o Payments o Credit sales 2.3.3 Interface with Accounting System The system has a built-in accounting interface through which the Sales & Distribution System can be integrated with any of the accounting system / application. By using this accounting interface, the user is required to define only the accounting entries related to each type of transactions in the form of Debit and Credit Account(s). The accounting interface is flexible and user can set any type of conditional accounting entries, which is based on different types of sales, stocks or any type of customer, sales areas, or sales agent. Whenever a user completes a transaction in the system, such as sales, receipts, payments etc, the system generates advice(s) automatically according to the type of transaction already defined in the Accounting interface. The interface also provides a provision to view transactions in the form of accounting entries before transferring data into the accounting system / application for verifying purpose. There are two options for the integration of the accounting entries into the Financial System: 1. In case of integrating with Sidat Hyder – Financials, the system generates accounting entries for the payables and receivables voucher and transfers them into the Sidat Hyder – Financials database. 2. In case of external financial system, the accounting interface has a provision to transfer accounting entries into the accounting system by generating a text / XML file according to the defined format of your interface. Page 23
  • 26. Sidat Hyder – Sales and Distribution 3 Application Suite Sales & Distribution Back-Office (with all sub-modules) Scheme Builder Sidat Hyder – Sales & Distribution (S&D) Mobile Sales & Distribution system is available in the following licensing Synchronizer options: The features available in each licensing A. Sidat Hyder – Sales & Distribution Lite option are given below: B. Sidat Hyder – Sales & Distribution Standard Modules / Layers L S E C. Sidat Hyder – Sales & Distribution Global Application Shell Enterprise Parameter Management Layer A. Sidat Hyder – Sales & Security Distribution Lite (L): Management Layer The system will be deployed at Transaction Audit distributor locations. Distributors Layer will send their information to the Sales & Distribution Application main server as files generated Shell through the system. Lite edition Local Parameters comprises of the following modules: Module Product Core Sales & Distribution with Configuration Inventory Management Module Synchronizer Back Office S & D Module (Desktop) B. Sidat Hyder – Sales & Inventory Distribution Standard (S): Sales & Receivable The system will be deployed at Module distributor locations. Distributors Claims Module will send their information as files Targets Module generated through the system. It Mobile S & D comprises of the following modules: Module (HHT) Supporting Application Shell Core Sales & Distribution Scheme Builder Sales & Distribution Back-Office Module (with all sub-modules) Synchronizer (Data Synchronizer & Applications) Scheme Builder Interface for Any Accounting Module C. Sidat Hyder – Sales & [Table 3.1] Distribution Enterprise (E): The system will be deployed at distributor locations. Distributors will send their information as files generated through the system. It comprises of the following modules: Core Sales & Distribution Page 24
  • 27. Sidat Hyder – Sales and Distribution 4 Application The master parameters including the schemes configuration parameters are Environment maintained at the head office. These parameters are sent to the distributor / 4.1 Overall Deployment depot (in case of offline) using the Data Synchronizer. Similarly, Delivery Advices & Model Invoices are also prepared at head office and sent to the distributor / depot. The The following diagram depicts an overall distributor / depot on the other hand representation of the entities involved in the updates the head office with stock and sales operations of the Sales & Distribution position. They also forward claims to the System along with the available / applicable head office. modules of the system for each entity. In case of multi depot deployment, the inter- The system can be deployed in a variety of depot transfer of stock also takes place modes depending upon the company size, among various depots. These are also hierarchy, practices and nature of the updated at the head office for preparing a business transactions. A typical consolidation of the stock position. configuration is depicted in the above diagram. At the distributor / depot, the master parameters & schemes information, received The various entities involved in this setup from head office, are copied to the mobile are as follows: devices (such as HHT). The sales staff books the placed order using the mobile devices 1. Company Head office and updates the distributor / depot system 2. Depot / Distributor in the evening. In cases when not using the 3. Sales persons / Distribution vans mobile devices, printed cash memos & 4. Point of Sale payments records are entered into the distributor / depot system. When the The connectivity between the company & its distributor / depot system is synchronized distributor / depot may be online (real-time with the head office, these records are basis) or offline (dialup basis). In case of automatically updated in the main database. offline mode, distributors / depots send periodic sales and stock positions to their respective branches / head office where Note: The above-mentioned setup is for the these periodic reports are entered and Enterprise Edition of Sales & Distribution validated, inventory dispatch plans for the System. In case of Lite or Standard Edition, next period (day / week / fortnight) are there would be no HHT devices in the setup generated. The process updates the system and no synchronization of data between with daily sales and stock positions while servers and HHT devices will take place. considerably reducing the time lag for Also, the setup may be modified according getting the information from distributors / to the requirement / setup of the depots as well as reducing the cost of organization where the S&D system is being maintaining stock for longer periods. installed. As can be seen from the diagram, the system comprises mainly of two sets of modules, the Company Module (i.e. Back-office side functionalities) and the Distributor Module (i.e. Distributor-side functionalities). Page 25
  • 28. Sidat Hyder – Sales and Distribution [Figure 4.1] Page 26
  • 29. Sidat Hyder – Sales and Distribution 4.2 Operating Requirement Windows – Software Client Front Microsoft Internet End Explorer Component Configuration Mobile Mobile Windows 2003 / Client 2005 Back End Supports Oracle 10g and Database Microsoft SQL Server Palm OS IV Server [Table 4.1] Application The Application Server architecture supports both Operating Requirement – types of deployment i.e. Hardware Application Server based deployment as well as simple Web Server based Hardware Configuration deployment. It is Main Server Configuration of the recommended that the servers will depend Application Server (such as upon the following MS IIS) deployment be parameters: opted for better performance and reliability Application of the system. However, the deployment choice system can run properly i.e., Centralized or with Web Server (like Decentralized. Personal IIS). Number of transactions, i.e., data Some parameters will be volumes like number considered to ascertain the of invoices, cash configuration of the server. memos, receipts, etc., However where the user in a year. If volumes access to the main server is are higher then the low and volume of work is configuration should also low then web server be on higher side. can be installed. Number of users Operating The application has been accessing the database System developed by using server concurrently. Microsoft Technology (VB, Application There are two ASP), and supports the Server approaches: either following operating application server is environment: installed at the same Server Operating server where database System server is installed or install it on a separate o Microsoft Windows server. Same parameters NT/2000/2003 will be considered to ascertain the Client Operating System configuration of the server. However where o Microsoft the user access to the Page 27
  • 30. Sidat Hyder – Sales and Distribution main server is low and volume of work is also low then application server can be installed in the Database server instead of configuring in a separate server. Client Minimum configuration Workstation for the client workstation is presented in the following table: [Table 4.2] Workstation Configuration Component Specification Intel Pentium-4 Processor Processor 3.6 GHz with HT Technology Intel’s latest chipset Chipset (Made within last 3 month) Cache Memory 1 MB FSB (Front Side Bus) 1056-MHz Memory 512MB Storage Controller IDE Storage 80 GB 7200 RPM SATA Network Controller 10/100/1000 Mbps Expansion Slots 3 (Minimum) 1 x Parallel 1 x Serial 1 x Graphics I/O Inter faces 1 x Network RJ-45 Minimum 6 USB Ports (4 back and 2 front) Intel Integrated Extreme Graphics Graphics 2 or Latest Sound Optional Keyboard, Mouse PS2 or USB with Scroll Monitor 15” [Table 4.3] Page 28