7 Primary Requirement – Paddy Purchase Category/ModuleMajor RequirementExplanationPaddy PurchasePaddy purchase from various farmers (Levy paddy)Mill manager places purchase orders with paddy suppliers/farmer. He identifies MSP for standard quality paddy. He provides different addresses of warehouses and mill for paddy delivery.Paddy quality recordingPurchase manager identifies the quality of paddy and decides the price based on moisture, grain type, foreign matter etc. He records the paddy quality with the paddy batch information.Levy paddy purchaseState specific levy for paddy purchase and categorizing levy paddy and levy-free paddy needs to be done by mill manager to separately track the profits.Purchase from mandiPurchase manager buys paddy from mandi market. Generally a commission agent(broker) purchases the paddy through auctioning. Ability to record the base price, bonus price to reach final paddy price is important.Warehouse address in purchase ordersWhile delivering paddy to multiple warehouses and storage units, if the warehouse address is printed on PO, it will help the delivery of paddy.Landing costThe landing cost needs to be calculated for arriving exact cost of paddy and thus to calculate profit. There should be a provision to capture landing cost for paddy purchase and accounting the handling and transport charges.
8 Tally.ERP 9 Fitment – Paddy Purchase No.RequirementTally.ERP 9Customizable1Purchase order generationYes2Paddy receipt note3Purchase returns handling4Purchase invoice5Levy management : state-specific levy on paddy purchases6Godown address in purchase order (different billing address and delivery address)7One bill and multiple warehouse delivery8Mandi market purchases9Purchases with bonus and final price adjustment10Commission to mandi agent for purchases11Recording paddy quality with batch12Multiple mill braches and branch synchronizations with main mill (head office)Contd..
9 Tally.ERP 9 Fitment – Paddy Purchase No.RequirementTally.ERP 9Customizable13Tracking paddy in transit and reconciliationYes14Handling CMR paddy and non-levy rice with details in purchase invoice15Purchase orders summary (paddy type-wise)16Re-order level report17Purchase register, purchase order book18Purchase bill pending report19Stock transfer analysis20Different modes of payment (cheque and cash)21Outstanding payable report22Bank guarantee details in agreements23Paddy packing bag details24Physical stock adjustment (handling damage, pilferage)25Purchase contract drafting and printing
10 Rice Mill Business – Shelling and Processing OverviewSHELLING& PROCESSINGPADDY PURCHASERICE SALESMILL ACCOUNTSMIS REPORTSMILL ADMINISTRATION
12 Primary Requirement – Shelling and Processing Category/ModuleMajor RequirementExplanationShelling and ProcessingShelling contractsDrafting of service contract, with payment and delivery terms is necessary. This avoids confusions during payment.Service details on invoiceDetailed bill showing the usage of services. Cleaner, steamer, sheller, whitener, silky, grader, bunker, electricity, labour, water usage based billing will help the customer to understand the bill better.Conversion reportsPaddy to rice conversion : to identify what percentage of paddy is converted to rice. (eg: 68% paddy conversion to rice, 10% bran etc.) This will be very useful along with contract-wise reports.Contract summary reportContract summary report showing rice quantity and payment details of the month based on channels will help the mill manager to see the profitable contracts.Mill and quality standards to be printed on invoicesMilling process standardizations like, ISO , HACCP, ISO printed along with invoice is very important to re-affirm the mill quality.Packing reportsReports on rice packing for direct sales/super-market sales which would also help in tracking packing material. eg: Basmati rice sold in packets by the mill.
13 Tally.ERP 9 Fitment – Shelling and Processing No.RequirementsTally.ERP 9Customizable1Shelling contracts’ drafting and printingYes2Conversion reports of paddy to rice (eg: 68% rice, 10% bran etc.)3Printing mill standards and quality certification details (eg: ISO )4Daily production report – details with rice category5Warehouse reports (to track mill-owned rice and customer shelling rice)6Daily expense report7Weight tracking of rice (loss of weight)8Detailed bill showing the usage of services9Packing material consumption tracking10Shelling contract summary report11Customer paddy and rice tracking12Mill-owned rice tracking
16 Primary Requirement – Mill Sales Category/ModuleMajor RequirementExplanationMill SalesOpen market sale (OMSS)Managing rice sale at predetermined FCI prices in open market is necessary. The sale price has to be above MSP as per FCI guidelines.Sale of rice and bi-products with rice details in invoice is important.Disposal of damaged food grainsDamaged rice or paddy is sold through tenders. Sale should be for non-human consumption where minimum reserve price is fixed by state-owned departments and agencies.Sale to supermarket and other direct channelsSale of different rice types based on the polish levels, quality and rice grades to super markets and retailers.Sale through mandi marketsIt is necessary to account the sale of rice in mandi market, where same rice can be sold at various rates based on demand and buyer.Mandi commission agent(broker) reportsIt is important to track the expenses/commissions given to broker to see which broker has given maximum sale.Levy rice saleIt is necessary to account levy paid during sales (state specific sale forms like, ST-38 Haryana) for sale of levy rice in open market.Sale of bagsIssuing of packing bags during sale and sale of bags are to be accounted in the system.ExportsExport sale formsMill needs to fill exports forms (eg: ARE.1) and submit before the sale of excisable food itemsExport sale reportsExport sales , export delivery note and export sale reports will help mill owner understand the exact costs and profits from exports
17 Tally.ERP 9 Fitment – Mill Sales No.RequirementsTally.ERP 9Customizable1Sale of rice based on quality and quality info: Open market salesYes2Handling multiple brands3Printing rice quality and additional product details (Basmati etc.) On sales invoice4Price level creation – quantity based discounts5Sales bill with mill details and contact person details6Handling cash sales, credit sales, card sales7Levy rice management : state specific levy on sale8Mandi sales and discounts/bonus adjustments9Oil content recording (lab test) from rice bran10Sales return handling from super markets/retailers11Billing inclusive and exclusive of VAT/CST12Commission to mandi agent in market sale13Agent-wise sale reportContd..
18 Tally.ERP 9 Fitment – Mill Sales No.RequirementsTally.ERP 9Customizable14Stock query - alternative product availability while making invoice/delivery (eg: same quality rice, brokens)Yes15Price list of rice: display and print16Discount sale of rice: Identifying total discounts given/received17Carrying and forwarding sales (C & F sales)18Tracking partial payments, bill references for orders, multiple payments against same bill19Sales register20Sales orders book21Paddy and rice movement analysis22Columnar report - godown wise, branch-wise23Delivery report to different locations: warehouse and mill24Ageing analysis of receivables and payables25Ageing analysis of rice (Inventory tracking)Contd..
19 Tally.ERP 9 Fitment – Mill Sales No.RequirementsTally.ERP 9Customizable26Physical stock verification: Rice weight tracking (loss of moisture)Yes27Pending sales bills28Daily sales report29Daily sales return report30Stock summary report31Daily stock transfer report between mill and warehouse32Broken, husk, blower reports33Empty bag report34Transport register35Dharamkanta details (weighment details)36Export goods pending at port and reconciliation
22 Primary Requirement - Mill Administration Category/ModuleMajor RequirementExplanationOperationsResource allocationAs electricity, labour cost are very high for mill, proper tracking of the costs become important. Also water costs, mill maintenance costs, internal husk consumption are to be accounted for finding exact profit in mill business.Gate pass systemTo track the load and vehicles moving in and out of mill, warehouse, gate-pass system keeps check on movement of goods. This is very useful in case of multiple gates, warehouses and mill branches.Vehicle managementMill owned vehicles or hired transport vehicle details recording and tracking is necessary. Driver details and ability to send automated messages can be very useful.AdministrationRice, paddy varietiesWarehouse ReportsTracking several rice type like, Basmati, non-Basmati, Grade – A etc. also based on the polishing level, is important.Daily production reportsAnalysis of daily operations, costs and profits in a single operations report for the day is useful for mill manager.Paddy weightPaddy weight tracking along with ageing analysis is very useful as the paddy loses moisture, weight reduction occursInsurance policiesTracking of insurances policies for specific order is very useful specifically in case of multiple insurance policies.Per kg cost trackingEffective cost of milling a kg/ton of rice based on mill usage, whitener usage, silky usage etc. can be identified.
23 Tally.ERP 9 Fitment - Mill Administration No.RequirementsTally.ERP 9Customizable1Shelling contracts and printingYes2Mill energy consumption : electricity, water and maintenance3Gate pass inwards4Gate pass outwards5Gate pass summary report6Vehicle tracking : own and paddy grower’s7Vehicle driver details and tracking the goods in transit8Rice and paddy bags tracking of different sizes9Internal consumption of husk and cost tracking10Insurance policies: national and international insurance policies11Daily dispatch reports12B1 register : paddy consumption summary13Levy management and configuration state-wiseContd..
24 Tally.ERP 9 Fitment - Mill Administration No.RequirementsTally.ERP 9Customizable14Export reportsYes15Per kg cost of rice16Per ton cost of rice17Item-wise reports :rice, broken, bran, husk18Lab report : bran oil content19Foreign currency handling in export sales20Daily production report21Production report item-wise22Production report contract-wise23Mill supervisory team’s movement register to see the mill activities
25 Rice Mill Business – Accounts and MIS Reports OverviewSHELLING& PROCESSINGPADDY PURCHASERICE SALESMILL ACCOUNTSMIS REPORTSADMINISTRATIONMILL
26 Primary Requirement – Accounts and MIS Reports Category/ModuleMajor RequirementExplanationAccountsVAT, CST, Service taxAll the statutory requirements need to be met by the mill. Bills should account for all the taxes.Levy rice accountingState taxes on levy paddy purchase and rice sales should be tracked and state specific forms needs to be filled.Export formsRice exports need special forms like ARE.1 and needs to be filled by the mills for exportsPayroll handlingMill employee database, salary, overtime, bonus calculation, PF, ESI etc. has to be maintained.MIS ReportsMill capacity utilization reportMill capacity utilization reports are very useful to understand how many shelling orders can be taken and to identify breakeven production limit of month etc.Paddy conversion reportsConversion reports help to understand which paddy batch has best conversion rates (eg: 68% rice, 10% bran)Item-wise profitItem-wise product reports help to identify what rice type has best ROI (Grade-A, Sona masuri, BT etc.)Mandi market reportMandi reports help to understand mandi operations, agent commissions and total mandi interaction summaryContract summary reportSummary reports help to understand which contracts were very beneficial for the mill in terms of profit.
27 Tally.ERP 9 Fitment – Accounts and MIS Reports No.RequirementsTally.ERP 9Customizable1Daily receipts and paymentsYes2Bank reconciliation3Branch transfer management4Branch sales and purchase management5Multiple payment handling6Synchronization with ho-branch-outlets7Staff attendance handling8Salary payments and pay slips9Agent commission handling on paddy purchase and rice sales in mandi market10Staff database handling11Bonus, incentives management12PF forms13VAT formsContd..
28 Tally.ERP 9 Fitment – Accounts and MIS Reports No.RequirementsTally.ERP 9Customizable14Post dated cheque realization reportYes15Branch wise payments and receipts16Branch wise sales and purchase17Agent-wise mandi sales report18Daily sales report – item wise19Daily sales report - branch wise20Stock summery report21Branch wise stock summary22Branch transfer report23Outstanding receivable and payable24Trial balance25Remote access26Profit and loss accountContd..
29 Tally.ERP 9 Fitment – Accounts and MIS Reports No.RequirementsTally.ERP 9Customizable27Balance sheet (also schedule VI)Yes28Group company29Budget setting for the mill30Bill-wise profitability31Reminder letters ,32Multiple payments reports33Item wise profitability34Ability to send SMS to farmers and agents as reminders for payment
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