MATERIAL MANAGEMENT

(PURCHASE & STORES)

MODULE
 INTRODUCTION

Being built on the three tier architecture, enables

any hassle user
unlimited without compromising the security &
without
and integrity of the

vital
Provide secured access to the requisite information while
information.
on move which

keep you in touch with the organizations daily

activities.

Can be implemented on different OS

The spread across

platforms( Platform organizatio The
Independent). different units
system
eliminati th proble of synchronizati an
Knowledge the ns oriented
base consist of stable, object can database.
be

summariz ng e m on d
The
ed EBS
, Logenabl effecti an efficie Stoc Manageme
Database increases
process speed and &
supply efficiency,
delivery and
coordinati
virtually es
maintenanceve free.
d nt k nt,
management
on. planning, scheduling, and
reporting.
ACCESS-
Purchase:
Requisitions,
Dealing with purchase Order is a central
Indents, component of purchasing
Auto Indents
The Material indents are generated when new
Quotations, sales order is considered by PPC for Production
Comparatives, Planning or when the stock level fall below the
reorder stock level.
Supplier Rating,
Subsequently Purchase orders are generated
Business share,
on the bases of Quotation comparatives or the
Rate History, Purchase agreements.
Purchase orders,
This process is accomplish with reliable
MRN, interface with Accounts and Stores.
Inspections & QC, Functional responsibility can be defined by
Purchase Vouchers and Name or role to the individual user and ensure
process adherence.
debit/credit notes etc.
Stores/Warehouse:
Material Management,
We back our commitment with
Gate entry, prompt action rather than said.
Gate passes (RG/NRG),
The major challenge that materials managers face is
MRN, maintaining a consistent flow of materials for
Material Issues/planning, production And incorrect bills of materials, inaccurate
cycle counts, un-reported scrap, shipping errors,
Material/RM Inward QC, receiving errors, and production reporting errors. An
Ageing, effective materials management System like ACCESS-
EBS can resolve
island approaches to shipping,
Stock reconciliation, receiving, and material movement. It focuses on the
Inventory evaluation, key areas of stocks, Inventories, issues, material
receipts, ageing and stock levels etc.
Material scheduling,
This Process module covers all aspects of material
Work orders and management like Requisition for material for general
interface to PPC/Production, use or production, Gate entries and gate passes,
Purchase and Finance material issues, Auto indentation, Return and
system. replacements, and stock evaluation analysis for
optimizing the stock levels.
MASTER SETUP SCREENS
Store Detail
Used To define the Stores
Items Category Maintenanc
e Store items categorized under various store item
categories.
No limit to number of sub-categories under a main
category.
Complete Information like
Item Master
Item Maintenance
specifcations, location and stock details
Associated account (G/L) code
Insurance Policy
AMC Policy
Taxes Information (Excise &Other taxes), Further Link to
MRN
Unique Asset Code generation & Part No. Generation.
MASTER SETUP SCREENS
UOM Master Maintenance
Used to enter Unit of Measurement of an
item

UOM Conversion Maintenance

Used to enter Conversion Value of
UOM

Party Master
Used to enter Information about
Suppliers

Item Account Mapping

Used to establish the relation between and Account
Item
Head.

Item Opening
Used to enter Opening/Closing stock of an item and
its
value (for first time only )
MASTER SETUP SCREENS
Inspection Specifi
cations
This is used to enter the specification
Parameters
Alternative Items
Used to specify theMaster
alternates for any
item.
Tax forms
Used Inventory
to Maintain entry Master
the forms
inventory
Term
Used Of Payments
to specify the Terms and
conditions
Service Category Mas
ter Used to specify the different services
categories
MATERIAL TRANSACTION
Indent Generation
Generated in two ways
Manual (Open Indent)
Authorized by the purchase manager
Indent could be made for a particular sales order
Order no, date & party must be mentioned in the indent.
Auto Indent
Lead-times of the approved vendors, goods in transit factors will
be considered
Min stock level and re-order stock level will be checked for
triggering auto generation
Indent Approval
All Indents generated must be Approved by the
Managers.
MATERIAL TRANSACTION
Request For Quotation
Enquiry for the item from the recommended supplier.
Enquiries sent to vendors listed in the enquiry form
Quotations
Would refer to the indent no.

Delivery details & terms and conditions would be captured

during data entry
Item details with the tax information would be captured.
Comparative statement will be generated on the basis of
quotation sent by suppliers.
Generation of quotation analysis report for all the
quotations received.

Comparative Statements
Generated on the basis of QUOTATIONS received from the
Suppliers
 MATERIAL TRANSACTIONS
Purchase
Order
The Items indented can be procured by issuing the
Purchase Order
Purchase Service Agreement
This type of Agreement represents Services that one
company purchases from another.
Purchase Order Approva
l All Pos generated must be Approved by Material
Manager.
Work Order Services
This type of order represents Services that one
company hires from another (without actually
purchasing it ) .
MATERIAL TRANSACTION
Gate
Entry
Gate Entry Required for
Materials received against PO
Sale return items
Returnable items sent through returnable gate pass
Captured Information
Order no
Order date referred from the purchase order.
Bill No. & Bill Date
Petty items would not have an associated PO
If returned items then returnable gate pass no be entered.
will
Supplier information
Detail information about the items received.
General condition of the items in the remarks
 MATERIAL TRANSACTION
Material Receipt
Note
Information will be stored about the bill no, bill bill value,
date,
date of receipt, and Item rate.
P.O. Detail information
recorded
The TAX information about the MRN will be stored Item wise.

MRN entries would be required for petty

items.
One MRN could cater to multiple P.O.s for the same
supplier.
Items received once against a PO shall not be received
again
 MATERIAL TRANSACTION

Material Inspect
ion
Two Inspection
Categories
Purchase & Return
Type of Testing
Dimension, Visual,
Chemical and
Mechanical, Destructive
testingwith QC module for specifying results as per
Integration
purchase specifications
MATERIAL TRANSACTION
Material Requi
sition
Issued on Bases
Daily Production Plan.
General Item Required from Store.
Generated
Automatically
On the Bases of items Required for daily
production.
Generated Department Wise
Item Code & Qty Fetched automatically from product

Design.
Bulk Issue, status of previous consumption verified
Either manual
Or through Production Consumption
Items in stock are short in quantity
Alternate choice of the item would be made available.
MATERIAL TRANSACTION
Issue Sl
ip Goods will be checked at store.
Goods are in stock then items will be issued with issue slip.
Goods can be issued in two ways

issue
Bulk
General items issue
Strictly as per BOM associated with a production plan id

Procurement UOM & issue UOM can vary.

Issue screen would refer to the UOM conversion for
table

deducting stocks as per procured BOM
Only locked item for the sale order will be issued

Issued & priority can be changed for the locked items
Issue will be done on FIFO basis.
MATERIAL TRANSACTION
Return and Replacement
Item Return
Goods that were issued could be Returned.
Nature of Goods returned i.e. (Capex /Non -Capex).
Store & FIFO will be updated .
Replacement Outwar
ds Goods that were rejected during Inspection are sent
for Replacement.
Replacement Inwar
ds Goods that return after being Replaced are updated in
the Store.
 MATERIAL TRANSACTION
Rejection Handling/Purchase Return
After inspection any discrepancy or rejection of items
then
Rejection Challan /Purchase Return will be created.
Outcome of inspection would be the Inspection
report
On rejection of the goods received, automatically debit note
generation against the supplier, linking with finance.
Stock will be updated after inspection.

Gate
Pass
If Rejection Challan then to send goods outside the
gate
Sale invoice.

Equipment sends for Repair work.

 MATERIAL TRANSACTION
Other Activities
Item Opening
This form is used to enter the Initial/Opening values for the Stock
Items.
Physical Inventory Form
Used to enter the Physical stock if opening is missing or for rectifying
the stock value
Dead Stock
Used to declare the Dead stock for non/slow moving items
Scrap Stock
This is used to manage the scrap
Trading & Scrap Invoice
This is used to sale the Scrap or trading purpose
 LIST OF OUTPUTS
TO BE
GENERATED
Dynamic Reporting tools and MIS Reports
loaded with graphical
and statistical analysis. With EBC you receive a pr

pool of e
confgured
Reports reports
Emailing forroaming.
facility while various
Genuine and Tempering proof reports
evaluations.
in
PDF formats.
 MASTERS CHECKLIST
REPORTS
Store Master
Item Category
Item Master
UOM Master
UOM Conversion
Terms of Payment
Tax Form Inventory
Service Category
Master
 TRANSACTIONAL REPORTS ( PURCHASE)
Indent Slip
Indent Status
Indent Register
Pending Indents
Purchase Order Slip
Purchase Register (PO Wise)
Purchase Schedule
Pending Purchase Orders
Request For Quotation
(RFQ) RFQ register
Quotation Register
Quotation slip PO Rate
History Supplier
Evaluation Comparative
Statement PO
Amendments
Actual vs Plan
PO vs MRN
 TRANSACTIONAL REPORTS ( STORES)

Item Wise Opening Detail

Stock Report (Avg.) Item Wise
Stock Report (FIFO) Item Wise
Stock Evaluation (Avg.)
Bank Statement (FIFO)
Item Min/Max Report
Item Exceeding Max stock level
Gate Entry Slip
Gate entry Register
Gate Pass Slip
Gate Pass Register
 TRANSACTIONAL REPORTS ( STORES)
MRN Slip
Gate Entry Pending for MRN
MRN Pending for Inspection
MRN Pending for PV
MRN Without Bill
MRN Register (Date Wise)
MRN Register (Supplier Wise)
Material Requisition Slip
Requisition s Pending for Approval
Material Issue Slip
Material Issue Register (Item Wise)
 TRANSACTIONAL REPORTS ( STORES)
Work Order Slip
Work Order Issue Detail
Work Order Return
Detail
Replacement Inwards Slip
Replacement Outwards Slip
Challan 57F
Approved Supplier List
Incoming Quality Report
Dead Stock
Scrap Stock
Trading/Scrap Invoice Slip
MIS and Analysis
The MIS :Cashing in on business knowledge.
Powerful tools rendering business intelligence.
Extracting internal and external data for analytical querying.
The data stored in database tables, and perhaps additional data
from external data pools, must be transformed into a logical and
meaningful form, in order for use in analysis and in making
decisions.
The Access EBS is fully integrated, companywide internal data is
stored in a single database and reports can be generated from this
comprehensive data pool.
ACCESS-EBS MIS mod
choosing data from ule
advantage of data not
databases. In this manner
only information can be compiled centrally
and independently ofprovi
its source, and decisions affecting enterprises
can be made in an intelligent
des and effective manner.
Graphs and comparisonsthe are available for analysis and decision
making. poss
ibility
of
its
 Advantages of Access EBS

Oracle UI: ORACLE interface has the web features and it is called Oracle Self Service
Application and the Oracle Forms are most popular for core financial transactions.
Integration of web enabled features in ERP application: Oracle Self Service
Application can be designed for internet purposes and it is used by many organizations.

Security of database: Oracle database comes with a high security feature and
the security is based on the role based models. Oracle's security cannot be broken
easily.
It can adopt changes
Customization in Oracle
is easy: legal standards fast:
has a good record of providing fast customization and
installation as compared to other enterprise software available in the
market.

Report are exceptional: Oracle reports gives you a wide range of choices on many
parameters and you can generate any kind of report for any situation in
minutes.

Gives a high ROI: It has high efficiency as compared to any other database and return

on investment is also high.

 THANK YOU

Access Infotech Pvt. Ltd.

SCO 64-65, 4th Floor, Sector 34-A, Chandigarh
Phone: 0172-5002677, 5025577 TeleFax: 0172-
2622571
E-mail - jbs@accessinfotechindia.com
www.accessinfotechindia.com