Process Flow

Page 1 of 10

Proposed System
GRN: Vendors will supply the material to stores after receiving against PO, once material
reaches to stores, user has to create GRR. Based in the item category barcode label will get
printed.
If single item
o Barcode Label will be generated for each item.
If Bulk Item
o With Box
Barcode Label will be generated for each Box.
o Without Box
Item code will be considered for barcode. No need to print barcode Label.
Eg for bolts, no need to print barcode while purchasing each time. If we
purchasing 1000 nos of bolts then no need to generate 1000 label. Instead
item code will be considered as barcode
Material Inspection: After receiving Material in stores inspection will be done. if any
rejection will send back to vendor by Purchase return
Item Storage Scanning: After GRN, User will keep the Material in its master location with
help of Wi-Fi PDA Scanner. Stock will get updated in store management system based on
this.
Work Order from production: Production tem will send BOM against work order, system
will generate pick list against work order with FIFO
Material Pick Scanning: With the help of Picklist store keeper will pick the material using Wi-Fi PDA
Scanners.
Goods Transfer Note (GTN): Sometimes materials will go outside of the factory for

maintenance purposes or any other purpose. It can be returnable or non-returnable.GTN will

generate the gate pass which will be verified by the security while material leaving from
factory.
Goods Return Entry (GRE): Sometimes materials will go outside of the factory for

maintenance purposes or any other purpose. Returnable item will received by store keeper
using GRE.

Page 2 of 10

Software Features
MASTERS
Department Master: This is to define Department.

Department Code (Auto Generated)

Department Name

UOM Master: Used to define the different of unit of measurements of the Materials.

UOM Code (Auto Generated)

UOM Name (nos, Kgs, Mtr...)

Bin Master: Used to define different Bin Locations inside the store.

Bin Code (Auto Generated)

Bin Name

Item Master: option allows the user to create and manage any number of Items with their Bin
locations.

Item Code (Auto Generated)

Item Name
Item Desc
Make (Optional)
Bin Name
UOM
Category
o Single Item
o Bulk Item
With Box
Without Box

Min Stock Level(optional default value is 0)

Max Stock Level (optional default value is 0)

Vendor Master: This option allows the user to create and manage any number of Vendors.

Vendors Code
Vendors Name
Address Details

User Master: This option allows the user to create any number of Users to access SMS.

User Code
User Name
Password

User Access Permission: This option allows to set the access permission of the users.

User Name
Menu Name

Page 3 of 10

Transactions
GRN (Goods Receive Note): This is used to receive materials into stores against one or
more Purchase Orders from particular vendors. System will provide an option to import GRN
input also from oracle system if mandatory fields are available in Oracle system.

GRN NO
GRN Date
PO NO
Vendor Name
Vendor Address
Cash Memo
Truck No
Transported by
Invoice No/Challan No
Invoice Date
PO Type
o Direct
Item Name
BC No
UOM
Qnty
Barcode

If single item
o Barcode Label will be generated for each item.
If Bulk Item
o With Box
Barcode Label will be generated for each Box.
o Without Box
Item code will be considered for barcode. No need to
print barcode Label.

Unit Rate
Amount
Total Amount
Fright Charges
Discount
Excise Duty
Edu Cess
Higher Edu Cess
Sub Total
CST
VAT
Entry Tax
Grand Total
Indirect
Item Name
BC No

Page 4 of 10

UOM
Qnty
Barcode

If single item
o Barcode Label will be generated for each item.
If Bulk Item
o With Box
Barcode Label will be generated for each Box.
o Without Box
Item code will be considered for barcode. No need to
print barcode Label.

Supplier invoice
Unit Rate
Amount
Total Amount
Discount
Entry Tax
Grand Total
Manufacture invoice
Manufacture Name
Manufacture invoice no
Unit Rate
Amount
Fright Charges
Discount
Excise Duty
Edu Cess
Higher Edu Cess
Sub Total
CST
VAT
Entry Tax
Grand Total

Material Inspection: After receiving Material in stores inspection will be done. if any
rejection will send back to vendor by Purchase return

Inspection No
Inspection Date
Invoice No
Invoice Date
Vendor
o GRN No
o Item Name
o UOM
o Qnty
Received

Page 5 of 10

Accepted
Rejected

Purchase Return: Used to send back the rejected materials to suppliers.

Purchase Return NO
Purchase Return Date
Invoice No
Reason of Rejection
Vendor Name
Vendor Address
o Item Name
o UOM
o Qnty
o Unit Rate
o Amount
Excise Duty
Edu Cess
Higher Edu Cess
Sub Total
CST
VAT
Entry Tax
Grand Total

Item Storage Scanning: This option allows the user to place the item it its origin location
with the help of PDA device in Stores. User will enter MRN No and will scan Location barcode
and Item Barcode Which is generated at the time of MRN.

Storage Date
MRN No
Bin Name
Barcode

If single item
User will scan barcode the item and Qnty will be taken as 1.
If Bulk Item
With Box
o User will scan box barcode and enter Qnty
Without Box
o User will scan Item code from Bin and enter Qnty

Work Order: This will be from production, against work order material will be picked from

stores based on FIFO based pick list

WO NO
WO Date
BOM

Page 6 of 10

o Item
o Qty Required
Requested By
Purpose

Material Issue Scanning: This Option allows the user pick the item from store to issue the
department by PDA Device. A PickList will be generated after MIS which help the store keeper to take
correct Item and its Location by FIFO order for bulk item like nuts bolts, screws FIFO cant be
maintained.

Material Return: Used to send back the materials to stores, which are already issued.

MR NO
MR Date
Department
o Item Name
o UOM
o Qnty

Goods Transfer Note (GTN): Used to transfer the materials to outside for maintenance

purposes. It can be returnable or non-returnable.

GTN No
GTN Date
Transfer Purpose
Transfer Type
o Returnable
o Non-Returnable
Vehicle No
o Item Name
o UOM
o Qnty
o Remarks

Gate Pass: Used to prepare Gate Pass against Goods transfer and Rejected Materials.

Gate Pass NO
Pass type
o Goods transfer
GTN No
GTN Date
Item Name
Qnty
Transfer type
Returnable
Non-Returnable
o Purchase Return

Page 7 of 10

PR No
PR Date
Vendor Name
Item Name
Qnty
Vehicle No.
Driver Name.

Goods Return Entry (GRE): Sometimes materials will go outside of the factory for

maintenance purposes or any other purpose. Returnable item will received by store keeper
using GRE.

GRE No
GRE Date
Gate Pass NO
Pass type
o Goods transfer
GTN No
GTN Date
Item Name
Qnty send
Qnty received
Transfer type
Returnable

Tools Issue: Used to issue the tool, tackles, etc.

Issue No
Issue Date
Department
Employee(Issued To)
Purpose
Item Name
UOM
Qnty
Return Date
Remarks

WIP TRACKING ENTRY

In This option user has to link finished item barcodes with work order no. in store management
system. As system knows which are the item barcodes picked against work order no, in later by
giving finished goods barcode we can tack the materials used in that production from which GRN, and
which invoice from supplier (If multiple invoices items used in one work order, system will display all
the invoices, cant be able to point out exactly which invoice item is used inside the finished good).

Page 8 of 10

REPORTS

WO Details
GRN Details
Material Inspection Report
Item Storage Scanning
Material Issue Slip [MIS]
Material Issue Scanning
Goods Transfer Note [GTN]

Material Return
Purchase Return
Gate Pass
Item wise Stock report summary

Item wise Stock Register

Inventory Report
o Date wise with cost
o Date wise with cost by department
Pending WO
Goods Transfer & Returns History
Tracking of materials used by giving finished goods barcode

Budgetary Financial proposal is as below

Sr.
No.

Description
Application software with above features

Quantity

Rate (Rs.)

600000/-

Entry level Barcode printer

1 No.

Datalogic Wi-Fi Scanner with Windows CE

OS

2 Nos.

180000/-

Total

799000/-

19000/-

NB: The price given is for budgetary purpose, once software features and final hardware finalized price can be plus
or minus of the above amount.
Other Terms and Conditions

After details system study the software development charge will be vary if there is any
structural change happens from existing flow.
Service tax for Software, and for hardware VAT will be applicable
Quoted price doesnt includes the charges for source code
Hardware Warranty is 1 year. For software 60 days
Hardware Delivery schedule will be minimum 1-2 weeks from the date of PO. If Stock is not
available , 5-6 weeks

Page 9 of 10

Software Implementation estimated days is 12 days. If implementation going beyond this Rs.
5500/- + service tax will be applicable per day

Project Implementation Phase

After Confirmed PO, Stallion Team will do Detailed System study at client Site as mentioned
in Implementation Plan
Stallion Team Will Prepare SRS Document as per the agreed Features and System Study
Client should approve and sign off on the SRS.
Stallion Team will Start Development after SRS signoff.
After Completing Development Stallion will do Off- Site Testing.
Stallion will install the Application at client site for UAT and UAT will done by Client as
mentioned in Implementation Plan.
Once UAT Completed, Client should approve and Sign off on UAT.
Software will install in other machine and it will be in live.

Software AMC Service after Implementation & Warranty Period:

1. AMC 15% of Project Cost with support on operational assistance as follows:a.
b.
c.
d.

Reinstallation arising out of machine formatting.

Simple operational errors.
Doubt clearance.
Online support

2. Any additional Features need to be add in the software will be charged extra.
3. A change order form is submitted whenever you make a request that is beyond the original
scope or a change in the design and specifications. Change request costs will be calculated
based on hours required incorporate the change. The change order form describes the change,
and the effects to schedule and budget, if any. SRS and Stallion will agree to scope and cost
associated with any change request prior to commencing work on change request. Upon
agreement of terms a Change Order will be generated.
4. Any service calls other than the errors/bugs (operating system crashes, hard disk crashes,
Virus problems etc) will be charged extra

On-Site Support

Rs 5,500 /day + Tax

Page 10 of 10