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GoFrugal RayMedi Solution

For
Pharmacy Distributor

Product Presented
RayMedi Distributor Edition 5 Professional Edition

GoFrugal Technologies Private Limited


13A/209,Velachery Main Road,Chennai-600042
Phone No: +91 44 4223 7800 Fax No: +91 44 4202 2218
24x7 RayMedi Response Center: +91 435 302 7900
URL : www.gofrugal.com E-mail : info@gofrugal.com

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Table of Contents
1 Introduction
2 Business Benefits
2.1 Benefits
3 Billing Management
3.1 Billing
3.2 Delivery Management
3.3 Printing Bill
3.4 Sales Order
3.5 Statutory Compliance bill
4 Inventory Management
4.1 Inventory
4.2 Opening Stock
4.3 Reorder
4.4 Returns Management
4.5 Stock Transfer
5 Inwards Management
5.1 Parcel Entry
5.2 Purchase Management
5.3 Purchase Order
5.4 Sales Returns Management
6 Accounts
6.1 Accounts Security
6.2 Cheque management
6.3 Comprehensive
6.4 Ease Of Use Accounts
6.5 Flexible reports
7 Business Configuration
7.1 Configuration Overview
8 Customer Management
8.1 Customer
9 Supplier management
9.1 Supplier - Management
10 Ease Of Use
10.1 Flexible
11 MIS Reports
11.1 Configuration
11.2 Overview
11.3 Reports
12 Printing
12.1 Print
13 Security Management
13.1 Security
13.2 Audit
14 Statutory Compliance
14.1 Vat Reporter
15 Maintenance Tool
15.1 Patch Manager
16 Support Tool
16.1 Doctor

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17 Related Products
17.1 Products
18 Standard Supported

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1 Introduction

RayMedi Distribution Management is a complete sales and distribution software exclusively designed for wholesale
distributors and traders. It supports multi-user, multi company formats and comes integrated with accounts. It manages all
aspects of wholesale operations quickly and accurately. The below is the partial listing of the features available in product
as lots of features are getting added in product in every release.

2 Business Benefits

RayMedi provides various business benefits to it's user that helps them in saving cost, providing better customer service
via managing customer relationships to cross-sell and up-sell, good supplier management, accurate management of
inventory, etc.

2.1 Benefits

• Significant improvements in reduction of customer sales transaction time. Helps you do more transactions per
counter thus reducing the number of checkout counters and the hardware investment
• Accurate business closing with very little manual work help you minimize the time it takes after the last sale to
close business for the day. Gives peace of mind and reduced hassles in store operations
• Accurate recording of all inventory transactions lead to better inventory management and increases service levels
by preventing lost sales opportunities
• Flexible and comprehensive inventory classification to suit your business needs. Such inventory classification can
be specific to each department.
• Highly informative reorder module helps you increase your inventory turn and facilitates higher competitiveness
and increased net margin
• Flexible physical inventory module facilitates measuring inventory loss on a daily basis to identify reasons for
inventory loss and take preventive action
• Focus on calculating the landed cost accurately to help fix the selling price and measure the gross margin. With
your suppliers coming up with innovative and complex offers, the need to get the accurate landed cost based on
goods receipt entry is very critical to the success of your business
• 100% audit of all operations. Audit log help investigate issues to learn about the operational issue including
security lapse and help you take steps to prevent them in future.
• Comprehensive security module helps to have control on every part of product.
• RayMedi products are made for future. RayMedi offers many add-on products to leverage progress in technology
such as web, internet, mobile, etc.
• Reduction in fraudulent returns. Managing returns in a systematic and authorized manner efficiently eliminates
loss due to returns

3 Billing Management

Billing means total amount charged to a customer. It is the final checkout the customer does.

3.1 Billing

• Flexible and easy to use billing screen that helps in faster checkouts.
• Authorization control based stock update from sales for quick billing that can be adjusted later
• Support for items to be given as free in billing.
• Delivery challans can be issued to customers and such delivery challans can be combined into a sales invoice.
• Option to print sales invoice as tax invoice [for customers who have registered with VAT and want input VAT
credit for their purchases from you] or as retail invoice [for consumers]. The print format can be automatically

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selected based on customer type
• Supports for multiple company invoicing makes it easier to bill multiple company items in one invoice that is
accounted separately within software.
• Manufacture wise sales analysis helps in knowing manufacturer or brand better.
• Option to search based on drug generic name in billing
• Quick Search option with filters that will allow to Navigate to any screens from sales invoicing gives you extra
fastness required at right time.
• In all screens modification and delete functionality is based on authentication process followed by remarks which
assures that fraudulent transactions will not happen.
• Provisions in billing screen to mark a bill as phone order bill which help sin tracking the phone orders.
• Option to input petty expenses from billing counters.
• Save invoice with single key stroke at billing point and take payment at cash counter.
• Option to configure and specify Minimum bill amount for all tender types except cash tender Ex: Credit Card bill
allowed only when invoice amount is above Rs.x
• Quotation can have sales price defined based on Margin %.

3.2 Delivery Management

• Comprehensive delivery management and collection tracking pending delivery bills can be assigned to the
delivery boys and receipt from those delivery bills can be tracked.

3.3 Printing Bill

• Invoice printing on plain as well as preprinted stationary


• The sales order and delivery challan reference number(s) can be printed in the invoice.

3.4 Sales Order

• Sales order(s) can be converted into delivery challan or sales invoice on click of a key. No need to reenter the
order details again.
• Easy to take sales order over phone. Customer can be located using phone number, customer name or any other
details of the customer such as apartment name, street name etc. Sales order can have the preferred date and time
of delivery for the customer

3.5 Statutory Compliance bill

• Sales of Schedule H drugs maintained in schedule register

4 Inventory Management

Inventory management or inventory control means an attempt to balance inventory needs and requirements with the need
to minimize costs resulting from obtaining and holding inventory.

4.1 Inventory

• Damage or Wastage entry facilitates accounting for the floor returns with the reason for wastage
• Item transaction history is very useful to know and track the full item flow.
• Complete stock movement and analysis can be managed and tracked.
• Detailed stock status reporting based on supplier, manufacture, category etc

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• Facility to maintain manufacturer product code and my product code : Facilitates correspondence with the
manufacturer using the vendor product codes
• Inventory status allows phasing out of product step by step like making the product unavailable for purchase
orders, goods receipt, sales, sales return before the product is stopped
• Comprehensive stock and sales statement for your inventory management needs
• Stock age analysis is available which is very essential to know as it helps in tracking and finding the age of stock
which in turn helps to know working capital requirements.
• Batch wise inventory analysis helps to find out batch wise expiry, batch wise different rates, batch wise offers etc
• Complete Expiry management system. Expiry can be received on daily, weekly or monthly basis that can be
adjusted in next bill or new product can be received as replacement or credit note can be raised
• Stock update helps to maintain Inventory correctly any discrepancy in stock can be managed and tracked from
here.
• Stock update helps to manage inventory better as it provides flexibility to change batch no, MRP, Selling,
Purchase and Expiry date.
• Item transaction history for full product details
• Picking list generation
• Tracking of stock based on location, rack, shelf, bin, etc.
• Inventory Age can be tracked and non moving stock

4.2 Opening Stock

• Opening stock entry to take stock input at initial phase of software implementation
• Opening stock can be done based on conversion like stock can be entered in cartoons, Bundles, dozens etc

4.3 Reorder

• Configurable inventory level both in terms of quantity, number of days sale or stock value.
• Reorder can be done based on Sales order received pending and actual stock quantity left
• Reorder list can be generated based on Current stock level.
• Distributor wise reorder can be done based on minimum stock level.
• Comprehensive reorder module helps you finalize your orders quickly. This helps with optimal orders in line with
your sales expectations.

4.4 Returns Management

• Returns Management Expiry / Damage / Breakage tracking and convert as purchase returns.

4.5 Stock Transfer

• Stock transfer between locations just by click of a key


• Discrepancy analysis for stock transfer

5 Inwards Management

Inward management means procedure for maintaining material receipt effectively

5.1 Parcel Entry

• Management of bundles via Parcel entry


• Lr and transporter details in purchase can be linked via parcel entry.

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5.2 Purchase Management

• Receipt note can be converted to Purchase.


• Option to adjust credit notes, purchase returns etc. while entering the goods receipt
• View history for previous purchases from same distributor
• View outstanding from purchase
• Purchase Invoice to be kept as pending until discrepancy is solved
• Item distributor list for easy of purchase invoice creation. Items pertaining to specific distributors are created
automatically by RayMedi that helps in easy of purchase entry.
• F-form supported for interstate purchases
• C-Form supported for interstate customers
• Setting selling price at the time of purchase or receipt note entry is flexible as it can be based on invoice wise, item
wise profit % or else based on markup /down.
• Authentication details are captured in purchase
• Conversion based purchase can be done like buying in n unit and selling in n units. Multiple packing options are
available.

5.3 Purchase Order

• Multiple Purchase order can be converted to Purchase or Receipt note based on simple key stroke.
• Distributor wise items can be loaded in Purchase Order for easy of ordering.
• Pending purchase order details to help analysis inventory better.

5.4 Sales Returns Management

• Replacement purchase type is supported which helps in easy intake of replacement products.
• Purchase return can be adjusted in purchase
• Purchase return can be made based on cost price or purchase price depending upon supplier need.

6 Accounts

Accounts is the system of recording, verifying, and reporting of the value of assets, liabilities, income, and expenses in the
books of account. Accounting is a system that provides quantitative information about finances.

6.1 Accounts Security

• Administrator control to create user based access levels with passwords


• Restricted access to the screens depending on the user.
• Screen wise operations can be restricted or allowed based on password

6.2 Cheque management

• Cheque management helps in managing Receivables and Payables in efficient manner thus leaving less chances to
error and mistakes
• Cheque printing
• Cheque management like Deposit, Bounce, Represent and Post dated Cheque tracking,
• Cheque book maintenance.
• Cheque Issue management including blank cheque issue management.

6.3 Comprehensive

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• Trial Balance and Profit & Loss can be generated
• Balance Sheet can be generated
• Complete drill down from every report makes it's user interface easy to use
• Multi company accounting
• Annual Accounting maintenance means the ledger balances can be maintained year wise
• Comprehensive tracking of receipts with reconciliation for all receipt instruments
• Independent Account dimension configuration for each account group such as asset, liability, income, expense etc.
• Easy & powerful interface for bill to bill payment / receipt adjustment
• Facility to enter multiple types of discounts and charges at the time of payment / receipt
• Comprehensive on-account / excess adjustment mechanism
• Multi company voucher entry
• Multi currency supported
• Bank Reconciliation Statement Maintenance
• Cash flow and Fund flow statement analysis available based on month, group and Ledger wise.
• Category support helps to group accounting ledgers as per required catgeories. This helps in many ways like
supporting cost center [cost center is a category], departments and departmentwise reports [department is a
category], project accounting [where project is a category], etc. Using this categorywise reports can be taken. This
category configuration will not disturb the normal Account group --> Ledger tree structure.
• Rule definition and enforcement means rules can be defined by user this can be simple to complex rules that can
be enforced at the time of transactions. The simple rules can be ones like, donot allow any direct expense voucher
alone for a user X, donot allow petrol expenses above Rs.1000/- a month to be entered by user Y, when the rent
paid is above Rs.20,000/- deduct TDS at the rate of xx% and put the TDS amount in the TDS A/C - Rent Paid
ledger. There are many more great things that are possible with the rule support.

6.4 Ease Of Use Accounts

• User designable Voucher and Cheque printouts


• Screen based configurable settings to customize accounts software as per needs
• Reports can be customized as per needs based on Configurable reports tool
• Voucher entry while viewing reports and vice-Versa
• Accounts search interface to locate accounting entries based on any information
• Receipts can be auto or manually adjusted in bill adjustment screen
• Opening balance can be maintained year wise.
• Flexible user interface to see party wise outstanding with all details for better clarity

6.5 Flexible reports

• Cheque counterfoil management helps to track Cheque in systematic manner


• All report supports both Draft mode & Windows mode printout
• Report can be exported to Excel
• Analysis report like Purchase/Sales analysis, Outstanding age wise analysis, etc
• Customizable Party ledger and outstanding reports with 40 column reports
• VAT registers / reports
• All statutory registers like sales register, purchase register etc are maintained automatically
• Ageing reports for receivables (outstanding) and payables
• Tree format of printout of Trial Balance, Profit & Loss and Balance sheet for better understanding
• Summarized sales figures in day book reports helps in proper analysis
• Option to view Consolidate day wise summary
• Day wise expense summary report.

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7 Business Configuration

RayMedi provides many business configurations that helps in customizing software as per user needs.

7.1 Configuration Overview

• Support for batch and expiry. Expiry date can be given in various formats.
• Listing of items with multiple criteria and facility to search/filter to the specific item.
• Allow sales rate edit in billing.
• Show profit margin in billing screen.
• Landing cost calculation can be defined based on various parameters.
• Purchase return and Sales return can have item wise reason can be be optional or mandatory based on
configuration.
• Item code can be made editable based on configuration.
• Option based change selling to allow change for Selling price, Landing cost, MRP or Purchase price.
• Sales return can be made optional or compulsory to be taken only with bill or without bill based on configuration.
• Multiple printing profile for sales bill can be activated based on configuration.
• Multiple company: Each company can have its own document formats, business configuration settings etc.
Provisions to add godown as location.

8 Customer Management

Customer management means customers are happy with your service, loyalty is managed correctly, customer purchase
history is available etc. RayMedi has many features that leads to effective and better customer management.

8.1 Customer

• Multiple price levels supported. Price level can be set based on customer and product Can setup different price
levels (unlimited) - based on product/item or category - Can fix the price of the item depending on the purchase
price or per the demand. Helps in fixing the optimum selling price if the same item is purchased at different rates
• Previous purchase history can be viewed for specific item for specific customer.
• Comprehensive customer master with customer type & invoice/delivery addresses
• Create customer types such as Corporate, Staff, consumer, wholesaler, etc. as per your business need and set price
level / discount for each customer type.
• Customer category or customer can be linked to a price level. For example, a silver card customer can be linked to
a silver card price level. With this, as soon as the customer name is chosen the silver card price level applies for all
purchases by the customer.
• Complete customer analysis history based on Product, Returns, Delivery challans, Credit notes, Debit notes etc.
• Add and modify customer information.
• Track all customer relevant data including customer id, multiple addresses, phone no, birthday, anniversary date,
spouse info, child info, etc.

9 Supplier management

Supplier management means lower inventories, shortage avoidance, and increased capital utilization.

9.1 Supplier - Management

• Comprehensive reorder module helps you to manage with optimal orders in line with your sales expectations.

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• Detailed purchase module helps in analyzing the most reasonable supplier for a specific product based on previous
purchase history.
• RayMedi help to manage supplier better with providing all type of analysis like Purchase order wise, product wise,
category wise, Purchase product margin summary, supplier wise return, etc

10 Ease Of Use

Easy of use means software is very user friendly, flexible and easy to use

10.1 Flexible

• 100% keyboard operation. No need to use mouse. This helps you handle customers efficiently in the billing
counter
• Category based selection of items, either in a single form or in a series of forms, facilitates accurate selection of
items. This is useful to select items based on brand, fabric, size type of classification
• Stock ledger to get complete details on all stock transaction on a given SKU. The same can be exported to excel.
• Item manager tools to manage duplicate items mistakenly created due to miss spelling, updating additional
attributes attached to items for better management of masters.
• Merge manager to merge company, distributor, items and customers.
• User friendly User Interface for managing bulk updates in master like item, supplier, customer, etc. Bulk update is
very useful tool to updated several column values with shingle shot it is like updating data in excel.

11 MIS Reports

MIS reports (Management Information System) means report that are used to support decision making and analyzing the
trend buying trends.

11.1 Configuration

• Powerful report administration tool users can configure the reports and add to MyReports section
• Users can create customized report templates by defining and selecting fields.
• Report personalization (you can configure how you want to see the reports) for eg: grouping in reports,
customizing columns display order, reports can be configured as related reports and all type of filters can be
customized
• Can export to Text, Excel, HTML or PDF.

11.2 Overview

• Business flash card to get overview of full business in a snap shot.


• Ability to see reports from Internet explorer browser from remote locations

11.3 Reports

• More than 350+ Predefined reports with option to configure additional sub-reports
• Complete list of sales, purchase, inventory, accounts and business intelligence reports.
• Comprehensive purchase analysis item wise, distributor wise, manufacturer wise, category wise and purchase rate
wise, MRP wise helps to manage distributor relationship better.
• Complete sales analysis based on counter, customer, items, distributors, manufactures, sales-man, Category wise,
Areas wise, Rack wise etc helps to create a comfortable atmosphere for customers.

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• Inventory analysis reports such as Dead stock report, wastage report, products having MRP and selling price same,
low margin products etc helps reordering process to be profitable.
• Detailed analysis on fast moving, slow moving, non moving based on distributor, product, manufacturer, category
wise etc
• Customer analysis for Top n customer for the given period. Non ordering or purchasing customer
• Complete reorder analysis based on excess stock, short stock, dead stock, non moving stock, fast moving etc
• Profit margin analysis item wise, category wise, distributor wise, customer wise, salesman wise etc
• Comprehensive tracking on same product purchased from different vendors with different purchase cost.
• Customer category wise reports

12 Printing
12.1 Print

• Design your printed document formats. You can design the document format for all documents such as sales
invoice, delivery challan, sales order, purchase order, goods receipt entry, credit note, debit note, payment
vouchers, sales quotations etc.
• Sales invoice can be printed on 40/60/80/135 column printers. Printout can be dot matrix, thermal, inkjet, laser
printers
• Sales invoice can be reprinted. Options available to mark the sales invoice reprint as duplicate bill / copy bill etc.
• Printing for every transaction can be configured to show preview before printing
• Easy to design print format : Drag and drop the fields in each one of the section like header, detail and footer
sections.
• Supports text [DOS] and graphical [Windows] printing.
• Design for multiple stationary types : plain paper and pre-printed stationary.
• Export to pdf and same can be sent as a email.
• Many pre-designed sales invoice formats available as per your business unique needs. Sales invoice can show
regular price and customer special price with today's savings, sales invoice, etc. are available

13 Security Management
13.1 Security

• Roles can have exception attached.


• Restricted access to the screens depending on the user or role.
• Screen wise operations can be restricted or allowed based on password. For eg; clearing billing screen can be
configured password based.
• Option for the user to hide screens within there control.
• Tracking of all unsaved invoices help prevent POS fraud. When customer does not wait for the invoice but makes
the payment and goes away, the invoice could be saved without saving and printing. This encourages POS fraud.
But, such closing of unsaved invoices can be access controlled so that supervisor authorization is a must for
closing the invoice attempt without saving. Also, such unsaved invoice closing are logged to prevent supervisor
and POS staff working together
• Role has multi levels of security that can be controlled very flexibly.

13.2 Audit

• Comprehensive auditing of all transactions helps in finding discrepancy. Some of the examples of audited
transactions in POS operations are item void, bill void, cash drawer opening / closing, auditing of price lookup,
aborted bill attempts, canceled bills, edited bills, etc.
• Audit tracking is based on very flexible user interface with all type of search options available that can be drilled
down to transaction level. Excellent control and insightful reports make it easy to manage.

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• 100% audit of all operations. Audit log help investigate issues to learn about the operational issue including
security lapse and help you take steps to prevent them in future.
• RayMedi Audit helps to trace and have control over frauds.
• With the audit log you can prevent bad practices becoming bad habits. You can also use the information to analyze
exceptions to find the root cause and fix responsibility and prevent them in future.

14 Statutory Compliance
14.1 Vat Reporter

• The VAT Reporter is a 100% VAT enabled tool and can generated configurable VAT reports for all states.
• VAT commodity master to configure the VAT commodity code as per your compliance needs. HSIN code can
also be used for VAT commodity code
• Sales register and Purchase register can be generated separately only for exempted items. It can be generated
customer or distributor type wise
• Vat reporter can be configured to be shown with surcharge or without surcharge
• E-filing of VAT return supported
• Vat reporter is having various configuration that will make VAT reporter suit as per your business needs

15 Maintenance Tool
15.1 Patch Manager

• Patch Manager helps in periodic updates that can be done for latest and updated release to be available

16 Support Tool
16.1 Doctor

• RayMedi Database verification tools helps in fixing and restoring errors related to database index, structure,
versions, etc.
• Options to Export and Import windows registry.
• Checks for local and remote printer reachability.
• Test to analysis printer response time.
• Option to clear printer buffer

17 Related Products
17.1 Products

• Retail Chain Management Solutions for two store chains for regional / national chains.
• RayMedi NetTrade for automating order receipt from customers and sending electronic invoices to them.
Complete business process between trading parties. Automated resulting in elimination of data entry and
increasing the order / delivery accuracy, improvement in service levels and customer satisfaction.
• RayMedi Online portal for customers to place orders, track delivery, to know about offers and outstanding details.
In online portal customers can upload / update their stock and sales statement
• RayMedi WebReporter enables real-time access to your business information. All reports are viewable from
browser when you are away from your business. RayMedi WebReporter helps your store manager to keep track of
the activities of the store.
• RayMedi Alerts for sending business related SMS to suppliers, customers, staff and management on exceptions,
promotion information and reports. SMS are sent in real time from the distribution package Sales and Distribution
Management Solution for Manufacturers.
• RayMedi Desktop is an unique security tool to protect your POS and PC's desktop. It helps to restrict unauthorized
access.

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18 Standard Supported

Codes we support [EAN/UPC/GTIN, code 128 et.al.].

Note: RayMedi software comes in different editions features will vary as per editions. If local language / touchscreen are needed, they are supported only in RayMedi RPOS6.5.
This document is for information purpose only. GoFrugal Technologies makes no warranties, express, implied or statutory as to the information in this document. RayMedi is a
trademark of GoFrugal Technologies. All other trademarks and copyrights are the property of their respective owners.

© 2004-2010 GoFrugal Technologies Pvt. Ltd. All rights reserved.

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