Phorotech surfin India pvt Ltd

Cadent Sysems

Use Cases for Customer Inventory Management System 2 Use Case Id UC001 Screen Customer Master Use Case Description Currently, the customers are being created in E.X. and then being transferred to CIMS using the bridge feature which will automatically transfer all the customers created in E.X to CIMS. No modifications of the customers are allowed in CIMS. We can have a customer master in CIMS2 and then have a feature to synchronize the customer details into E.X or Tally at a regular interval. We shall capture the following details for the customer master Customer Name Customer Address Phone Email Fax SST No CST No TIN No The user shall not be allowed to delete a customer which has been used in a transaction or elsewhere in the system. Following values shall be captured in the Item Master 1) Part Description 2) Part Number 3) Customer 4) Sales Rate 5) Area (in sq.mtr) Customer Name is mandatory. Customer Name shall be populated from Customer Master. Each Item shall be created against the Customer. The items created in the item master shall be filtered based on the selected customers in the transactions like GRN, Invoice etc. Part Number shall be unique and the system shall not allow the same part number for other customer as well as the same customer. The user shall not be allowed to delete an Item that has been used in a transaction or referred elsewhere in the system. Currently the Tax Master is being created in E.X. and they are being transferred to CIMS using the bridge feature. If we propose to setup Tax master in CIMS then we have to provide a feature to synchronize the Tax charges into E.X. or Tally as appropriate. Status New

Customer Master UC002 Item Master

New New

UC003

Item Master

New

UC004 UC005 UC006

Item Master Item Master Tax Master

New New New

Phorotech surfin India pvt Ltd

Cadent Sysems

Following details shall be captured for the Tax Master Tax Name Tax Type CST, SST, VAT, Octroi, Excise, Freight, Others Tax Rate If a Tax Name has been used in a transaction or elsewhere then the same shall not be allowed to be deleted from the system Tax shall be calculated at the Document level. Each tax shall be configured to calculate the basis for tax calculation while raising an invoice. The following options shall be provided for configuring the tax. Whether to be calculated on the Material Value Or Whether to be calculated on the Material Value + Tax This configuration shall be changeable in future if the user prefers. However, the transactions in which this tax has been used earlier shall remain as it was. Following details shall be captured in the GRN Customer Name Customer DC No. Customer DC Date Series GRN Date Part Description Part Number DC Quantity Received Quantity Excess Quantity Short Quantity Rejected Quantity Reason for Rejection MRA No MRA Date Previous GRN No Previous GRN Date Customer DC Date The system shall populate the current date by default and shall allow the user to change the date but shall not allow future date. GRN Date The system shall populate the current date by default and shall allow the user to change the date but shall not allow future date. Series - This is GRN by default for this transaction. We shall check with Phorotech for more info on this if they need any functionality on this. Customer Name When the user selects the customer from the list the customers address shall

Tax Master Tax Configurati on

Goods Receipt Note

Goods Receipt Note Goods Receipt Note Goods Receipt Note Goods Receipt

Phorotech surfin India pvt Ltd

Note Goods Receipt Note Goods Receipt Note

Cadent Sysems

Goods Receipt Note Goods Receipt Note

be populated automatically Part Description The items that are associated with the selected customer in the item master shall be populated here. Based on the selected part description the part number shall be populated automatically Part Number - The user shall be able to select the part either based on the Part Number or Part Description. In both the cases the other value shall be populated automatically. If the user selects the part number the part description shall be populated automatically. If the user selects the part description the part number shall be populated automatically. DC Quantity The user shall be able to enter the quantity that is shown in the DC received from the customer. Received Quantity The user shall be able to enter the actual quantity received from the customer. This quantity can be more than the DC Quantity This quantity can be less than the DC Quantity This quantity can be equal to the DC Quantity Excess Quantity This field shall be non editable. This field shall hold the calculated value based on the quantity entered in the DC Quantity and Received Quantity If the quantity entered in Received Quantity is more than the DC Quantity then the difference of quantity shall be displayed in this field. Otherwise, it shall be zero Short Quantity This field shall be non editable This field shall hold the calculated value based on the values entered in the DC Quantity and Received Quantity. If the value entered in the Received Quantity is less than the DC Quantity then the difference of quantity shall be displayed in this field. Otherwise, it shall hold the value zero. Rejection Quantity If any discrepancy is found on the received parts then the rejection can be made at the point of entry itself. The system shall allow the user to enter the quantity that is equal to or less than the Received Quantity in this field. The system shall not allow the user to enter a negative value in this field.

Goods Receipt Note

Goods Receipt Note

Goods Receipt Note

Phorotech surfin India pvt Ltd

Goods Receipt Note Reason for Rejection

Cadent Sysems

If the Rejection Quantity holds a positive value other than zero then the system shall make this field mandatory and shall prompt for input in this field. If the Rejection Quantity holds the value zero then this field shall not be mandatory.

Goods Receipt Note Reworked

Following details shall be captured in GRN Reworked Customer Name Customer Address Customer DC No Customer DC Date Series GRN Date Part Description Part Number DC Quantity Received Quantity Excess Quantity Short Quantity Rejected Quantity Reason for Rejection MRA No MRA Date Previous GRN No. Previous GRN Date Part Description The items associated with the selected customer shall be populated. DC Quantity The user shall be able to enter the quantity that is mentioned in the DC received from the customer Received Quantity The user shall be able to enter the actual quantity received from the customer along with the DC. Received quantity can be more than the DC quantity Received quantity can be equal to the DC quantity Received quantity can be less than the Dc quantity Excess Quantity If the Received Quantity is more than the DC quantity then the difference between DC quantity and Received quantity shall be calculated and populated in this field. Short Quantity If the Received Quantity is less than the DC quantity then the difference between the DC Quantity and Received quantity shall be calculated and populated in this field. Rejection Quantity The user shall be able to enter the Rejection Quantity.

New

Goods Receipt Note Reworked Goods Receipt Note Reworked Goods Receipt Note Reworked

New

New

New

Goods Receipt Note Reworked Goods Receipt Note Reworked Goods Receipt Note

New

New

New

Phorotech surfin India pvt Ltd

Reworked

Cadent Sysems

Goods Receipt Note Reworked Goods Receipt Note Reworked Process Rejection Note

Rejection Quantity can be equal to the Received Quantity Rejection Quantity can be less than the Received Quantity MRA No. The user shall be able to enter the MRA number in this field. MRA Date The user shall be able to select the MRA date in this field

New

New

Following values shall be captured in Process Rejection Note Customer Name Customer Address Part Number Part Description PRN Date Pending DC No Received Quantity Rejected Quantity Previous PRN Quantity Invoiced Quantity PSA Short Quantity PSA Excess Quantity Current PRN Quantity Reason for Rejection Customer Name When the user selects the customer name the customers address shall be populated automatically Part Number & Part Description All Items associated with the selected customer shall be populated in a small table next to the customer name. When the user selects a part from this table another table shall be populated with the DC details of the part for which the pending quantity exists in the system. The details such as Pending DC No, Received Quantity, Rejected Quantity, Previous PRN Quantity, Invoice + PSS Quantity. Current PRN Quantity The user shall be able to enter the current PRN quantity in this field. The user shall not be allowed to enter the current prn quantity that exceeds the allowable quantity. For example, If the Received Quantity is 100 Rejected Quantity is 10

Process Rejection Note Process Rejection Note

New New

Process Rejection Note

New

Phorotech surfin India pvt Ltd

Cadent Sysems

Previous PRN Quantity is 10 Invoiced Quantity is 10 PSA Short quantity is 10 PSA Excess quantity is 10 then the user shall not be allowed to enter more than 80 (Received Quantity Rejected Quantity Previous PRN Quantity Invoiced Quantity PSA Short Quantity + PSA Excess Quantity) Process Rejection Note Process Rejection Note Process Rejection Note i.e. 100-10-10-10+10 = 80 Rejected Quantity This value shall come from the GRN Quality check document. Previous PRN Quantity This value shall be the sum of all quantity from all the previous PRNs made against the selected Item and DC No. Invoice Quantity This quantity shall be the sum of Invoiced Quantity of the selected Part Number and DC combination for the selected customer. If there is more than 1 invoice exists against the selected customer, Part Number and DC combination then the sum of quantity for the Part Number against the DC for the customer shall be populated here. PSA Short Quantity This quantity shall be populated from Physical Stock Adjustment slip Short transaction against the selected customer, selected Item and DC No. If there is more than one PSA Short transaction exists against the selected customer, part number and DC combination then the sum of quantity shall be populated here. PSA Excess Quantity This quantity shall be populated from Physical Stock Adjustment slip Excess transaction against the selected customer, selected Part No and DC No. If there are more than one PSA entry exists against the selected customer, Part Number and DC combination then the sum of quantity shall be populated here This transaction would be used for recording the excess quantity received from the customer which was not noticed at the time of making the GRN and making the GRN Quality check. Following details shall be captured in this screen Customer Name Customer Address PSAE No. PSA Date New New New

Process Rejection Note

Process Rejection Note

Physical Stock Adjustment Excess

New

Phorotech surfin India pvt Ltd

Part Description Part Number Excess Quantity Customer DC No

Cadent Sysems

All the above mentioned fields are mandatory in this screen. Do not allow the user to save the transaction until every value is captured. Allow the user to enter the excess quantity for the same part against multiple DC Nos. in a single transaction Allow the user to enter the excess quantity for different parts against single DC No. in a single transaction Do not allow the user to make a single transaction against multiple customers. Physical Stock Adjustment Excess Physical Stock Adjustment Excess Physical Stock Adjustment Excess Physical Stock Adjustment Excess Customer Name Customer names shall be populated from the customer master. When the user selects the customer name the customer address shall be populated automatically PSAE No. This number shall be generated by the system incrementally. PSAE Date By default server date shall be populated. Please implement general date validation use case Part Description Populate all the parts associated with the selected customer against which a DC exists in the system. If a DC does not exists against a Part description then do not populate the Part description When the user selects the part description the part number shall be populated automatically Populate all the DC numbers in the DC number field based on the selected Part Description even if the DC status is closed i.e. DC pending quantity is zero. Part Number Populate all the part numbers associated with the selected customer against which a DC exists in the system. If a DC does not exist against the part number then do not populate that specific part number. When the user selects a Part number then populate the Part description automatically. New

New

New

New

Physical Stock Adjustment Excess

New

Phorotech surfin India pvt Ltd

Cadent Sysems

Physical Stock Adjustment Excess Physical Stock Adjustment Excess

Populate all the DC numbers in the DC number field based on the selected Part Description even if the DC status is closed i.e. DC pending quantity is zero. Excess Quantity Allow the user to enter the quantity upto ten digits Customer DC No Populate all the DC numbers against the selected customer and Part number combination even if the DC status is closed. i.e. DC pending quantity is zero. Do not allow the user to save the record until the user enters values in all the fields This transaction would be used for recording the shortage quantity which was not noticed at the time of making GRN and GRN Quality check. Following values shall be captured in this transaction Customer Name Customer Address PSAS No PSAS Date Part Description Part Number Shortage Quantity Allow the user to enter the shortage quantity for the same part against multiple DC Nos. in a single transaction Allow the user to enter the shortage quantity for different parts against single DC No. in a single transaction Do not allow the user to make a single transaction against multiple customers.

New

New

Physical Stock Adjustment Short

New

Physical Stock Adjustment Short Physical Stock Adjustment Short Physical Stock Adjustment Short Physical Stock

Customer Name Customer names shall be populated from the customer master. When the user selects the customer name the customer address shall be populated automatically PSAS No. This number shall be generated by the system incrementally. PSAS Date By default server date shall be populated. Please implement general date validation use case Part Description Populate all the parts associated with the selected customer against which a pending

New

New

New

New

Phorotech surfin India pvt Ltd

Adjustment Short DC exists in the system.

Cadent Sysems

If no DC exists against a Part description then do not populate that Part description When the user selects the part description the part number shall be populated automatically Do not populate the DC number in the DC No. field if the pending quantity of the selected Parts DC is zero. This condition is to prevent the negative stock. Part Number Populate all the parts associated with the selected customer against which a pending DC exists in the system. If no DC exists against a Part Number then do not populate that Part Number When the user selects the part number the part description shall be populated automatically Do not populate the DC number in the DC No. field if the pending quantity of the selected Part is zero. This condition is to prevent the negative stock. Shortage Quantity Allow the user to enter the quantity upto the pending quantity available in the DC. Customer DC No Populate the pending DC numbers against the selected customer and Part number combination. i.e. DC pending quantity is greater than zero. Do not allow the user to save the record until the user enters values in all the fields. This transaction screen would be used for recording the details of the sales invoice. Reduce the stock in the system when the user makes an entry in this screen for the Customer, Part Number and DC No. combination. Following values shall be captured in this transaction screen. Master Section Customer Name Customer Address CST No. SST No. Invoice Number

Physical Stock Adjustment Short

New

Physical Stock Adjustment Short Physical Stock Adjustment Short

New

New

Sales Invoice

New

Phorotech surfin India pvt Ltd

Invoice Date Order Number DC Number Package Details Vehicle Number Materials Received By Detail Section Part Description Part Number Customer D.C. No. Rate Quantity Amount

Cadent Sysems

Allow the user to make a single invoice with the same part number in multiple rows with different DC numbers. Allow the user to make a single invoice with different parts against the same DC number. Allow the user to make a single invoice with different parts from different DC numbers Customer Name All customer names shall be populated from the customer master. Do not populate the deleted customer names in the list of customers Populate the Customer Address, SST No. , CST No. automatically when the user selects the Customer Name Invoice Number Generate the invoice number automatically with a configurable prefix. Need to check with Phorotech if the prefix should be changeable in future. Invoice Date Populate the server date automatically. Need to verify with Phorotech if back dated invoices shall be allowed Order Number Allow the user to enter the order number in this field. D.C. Number Allow the user to enter the D.C. Number in this field. Package Details Allow the user to key in the package details in this field Vehicle Number Allow the user to key in the vehicle number in this field Materials Received By Allow the user to key in the details of the materials receiver Part Description Populate all the parts associated with the selected customer against which pending quantity exists.

Sales Invoice

New

Sales Invoice Sales Invoice Sales Invoice Sales Invoice Sales Invoice Sales Invoice Sales Invoice Sales Invoice

New

New New New New New New New

Phorotech surfin India pvt Ltd

Cadent Sysems

Sales Invoice

Populate the Part Number automatically when the user selects the part description Part Number Populate all the part numbers associated with the selected customer against which pending quantity exists. Populate the Part description automatically when the user selects the part number Customer DC No. Populate the list of pending DC Nos. against the customer and Part number combination Rate Populate the Rate from the Item master Quantity Allow the user to enter the quantity that does not exceed the pending quantity of the selected DC. For example: If the pending quantity of the selected DC number is 10 then do not allow the user to enter the value greater than 10 in the quantity field. This condition shall be enforced in the key press event and shall not allow the user to enter the value 11 in any case. This is how CIMS 1.0 works.

New

Sales Invoice Sales Invoice Sales Invoice

New New New

Sales Invoice

Use case Id

Modul e Gener al Gener al

No negative stock to be allowed in the system. While saving the transactions GRN Quality Check, Physical Stock Adjustment Shortage, Invoice, check if another user has made the same transaction which could lead the stock to go negative

New New