Tally.ERP 9 for Dairy

Agenda Dairy Business – An Overview Structure of Dairy Operations Tally.ERP 9 for Dairy Business Process Flow Primary Requirement Tally.ERP 9 – Fitment

Receivables & Payables Milk Quality Management Structure of Dairy Operations Procurement Management MIS Reports Dairy Management Accounts Receivables & Payables Milk Quality Management Sales & Distribution Incentive Management

Dairy – An Overview

Receivables & Payables Milk Quality Management Dairy – Procurement Management Procurement Management MIS Reports Dairy Management Accounts Receivables & Payables Milk Quality Management Sales & Distribution Incentive Management

Process Flow – Procurement Management

Primary Requirement – Procurement Management Category / Module Major Requirement Explanation Procurement Management Single procurement Individual farmer wise milk will be procured in morning or evening sessions and categorized as buffalo or cow milk. Multi procurement/ Route wise collection Information of route wise collection of milk can be collected. The procured milk details can be altered whenever the corrections are needed. Procurement return Milk is returned if it becomes sour or gets spoiled in some of the cases. Purchase route creation Purchase routes and the supervisor for each route are to be created along with number of trips made in a day, time taken and distance Price tables (SNF , FAT % based) Price table is created as per the SNF and FAT content in the milk. These price tables keep changing and these tables can be automatically created. Farmer payment Farmer details are collected and payment can be made for a week/month/specific period. There should be an option to pay advance to the farmer.

Tally.ERP 9 Fitment – Procurement Management SL No. Requirement Part of Tally.ERP 9 Part of Solution 1 Collection center management Yes 2 Supervisor details 3 Purchase route 4 Village details 5 Farmer details 6 Pricelist based on SNF and FAT % 7 Collection center with address, contact details 8 Collection center alteration 9 Liter to KG conversion 10 Purchase route management 11 Supervisor creation for purchase routes 12 Village creation along with route Contd..

Tally.ERP 9 Fitment – Procurement Management SL No. Requirement Part of Tally.ERP 9 Part of Solution 13 Farmer details, contact details Yes 14 Agent details, code 15 Farmer bank details 16 Automatic creation of price list 17 Truck sheet shift 18 Truck route 19 Truck sheet farmer wise 20 Truck sheet agent wise 21 Truck sheet samiti wise (collection wise) 22 Driver information 23 Milk truck information 24 Procurement invoices Contd..

Tally.ERP 9 Fitment – Procurement Management SL No. Requirement Part of Tally.ERP 9 Part of Solution 25 Godown management Yes 26 Actual and billed quantity 27 Farmer wise milk info 28 Batch bifurcation (morning/evening) 29 Automatic purchase invoice 30 Milk grade (Buffalo and cow) 31 Procurement returns 32 Advance payments to farmers

Receivables & Payables Milk Quality Management Dairy – Milk Quality Management Procurement Management MIS Reports Dairy Management Accounts Receivables & Payables Milk Quality Management Sales & Distribution Incentive Management

Primary Requirement – Milk Quality Management Category / Module Major Requirement Explanation Milk Quality Management Milk quality and statistics in the order Details like temperature, quantity in litres, quantity in kilograms, LR, CLR, Fat, SNF and prices need to be recorded while procurement. Price lists based on quality parameters Procurement price is decided based on the quality parameters of the milk. The payments are made based on this standard price table.

Tally.ERP 9 Fitment – Milk Quality Management SL No. Requirement Part of Tally.ERP 9 Part of Solution 1 SNF factor (SNF Table) Yes 2 Capture fat percentage 3 Capture temperature of milk 4 Milk solid information 5 CLR factor, LR factor 6 Price lists based on quality 7 Pasteurization 8 Milk byproducts 9 Milk delivery time tracking 10 Milk rejection parameter 11 Auto SNF calculation 12 Milk units (Cans/jars/tins/litres)

Receivables & Payables Milk Quality Management Dairy – Sales & Distribution Procurement Management MIS Reports Dairy Management Accounts Receivables & Payables Milk Quality Management Sales & Distribution Incentive Management

Process Flow – Sales & Distribution

Primary Requirement – Sales & Distribution Category / Module Major Requirement Explanation Sales & Distribution Crates management Crates issue and tracking of empty crates is a major requirement. Milk crates management becomes key when the distribution is large and to several retailers. Sale route management Purchase routes and the supervisor for each route are to be created along with number of trips made in a day, time taken and distance. Sales order management Sales orders need to be created as per the routes and the as per the customer preferences. The customer specific items could be preselected while creating the sales order. Sales returns Several times the milk products get spoiled, the packaging gets damaged or some of the unsold items are returned to the godown. The sales return is done against a sales order with proper order tracking.

Tally.ERP 9 Fitment – Sales & Distribution SL No. Requirement Part of Tally.ERP 9 Part of Solution 1 Milk products management Yes 2 Product categorization 3 Milk selling units 4 Milk sales account creation 5 Marketing executive details, contact details 6 Sales route creation 7 Number of kilometers per trip 8 Time taken per trip 9 Number of trips in a day 10 Customer creation 11 Customer wise product list 12 Customer wise transport incentive Contd..

Tally.ERP 9 Fitment – Sales & Distribution SL No. Requirement Part of Tally.ERP 9 Part of Solution 13 Dairy sales order Yes 14 Dairy sales return 15 Route wise sales order 16 Automatic incentive calculation 17 Sales voucher 18 Product sales return 19 Bill wise tracking of sales order – Reference number 20 Automatic posting of sales orders 21 Automatic posting of sales returns 22 Crates management 23 Empty crates issue and return 24 Scrap/leak management Contd..

Tally.ERP 9 Fitment – Sales & Distribution SL No. Requirement Part of Tally.ERP 9 Part of Solution 25 Packaging management Yes 26 Discounts 27 Marketing executive commissions 28 Order short closure 29 Refunds management 30 Dispatch management

Receivables & Payables Milk Quality Management Dairy – Incentive Management Procurement Management MIS Reports Dairy Management Accounts Receivables & Payables Milk Quality Management Sales & Distribution Incentive Management

Primary Requirement – Incentive Management Category / Module Major Requirement Explanation Incentive Management Periodic incentive Incentives are given daily, weekly, fortnightly, monthly, 4 week month, quarterly, half yearly and yearly. The Farmer, village, route and the amount of milk on which the incentive should be given, what is the incentive per litre also needs to be tracked. Quantity based incentive Quantity based incentive for farmer tracks the milk quantity given in some specific number of days and incentives are calculated based on that. Quality based incentive Incentives are calculated based on SNF and Fat calculations. This can be calculated for a specified amount of milk or for specified number of days. Incentive payments Annual/Periodic incentives can be paid to all farmers in one shot. The incentive calculations are automatically done for each party.

Tally.ERP 9 Fitment – Incentive Management SL No. Requirement Part of Tally.ERP 9 Part of Solution 1 Incentives with route based Yes 2 Incentives with village information 3 Incentives with farmer details 4 Incentive per litre calculations 5 Periodic incentives – monthly, weekly, annual etc. 6 Quantity based incentives 7 SNF/FAT based incentives 8 Incentive payment for specific dates 9 Automated payment vouchers 10 Farmer payment vouchers 11 Total incentive calculations 12 Incentive reports Contd..

Tally.ERP 9 Fitment – Incentive Management SL No. Requirement Part of Tally.ERP 9 Part of Solution 13 Procurement incentive chart Yes 14 Sales incentive chart 15 Overall incentive schemes management 16 Route based incentives 17 Special incentives 18 Product wise incentives

Receivables & Payables Milk Quality Management Dairy – Accounts : Receivables & Payables Procurement Management MIS Reports Dairy Management Accounts Receivables & Payables Milk Quality Management Sales & Distribution Incentive Management

Primary Requirement – Accounts : Receivables & Payables Category / Module Major Requirement Explanation Accounts : Receivables & Payables Statement of accounts Balance sheet, profit and loss statements in schedule VI format, trial balance are needed for the management to track the profitability and expenses. VAT on processed milk products Milk, curd, butter milk sales are exempt under income tax act. At present the sales tax/VAT on milk products such as flavoured milk, UHT milk, yoghurt, etc. is applicable and varies a lot from state to state. The statutory reports are important. Auditing – direct and remote Auditing is an important factor. Dairies can get their accounts audited remotely. Branch management More than one branches are found in different cities, states. It is important to track the profitability individually and as a group of dairy units/collection centers. Remote access and SMS All the dairy details can be accessed from anywhere, at anytime. Details are retrievable from mobile phones.

Tally.ERP 9 Fitment – Accounts : Receivables & Payables SL No. Requirement Part of Tally.ERP 9 Part of Solution 1 Balance sheet – Schedule VI Yes 2 Profit and loss statement – Schedule VI 3 Daily receipts and payments 4 Multiple payment mode handling 5 Stock summery report 6 Branch wise reports 7 Staff database handling 8 Outstanding receivable and payable 9 Trial balance 10 Multiple cheque payment option 11 Reminder letter, e-mails 12 Company grouping (branch companies) Contd..

Tally.ERP 9 Fitment – Accounts : Receivables & Payables SL No. Requirement Part of Tally.ERP 9 Part of Solution 13 Payroll management for company drivers and staff Yes 14 Employee attendance and leaves 15 Supervisor wise tracking 16 VAT on processed dairy products 17 Branch transfer management 18 Branch synchronization 19 Branch-wise revenue management 20 Branch-wise cost tracking 21 Cash flow, fund flow statements 22 Ageing analysis of receivables, debtor wise 23 Scenario management 24 Ratio analysis Contd..

Tally.ERP 9 Fitment – Accounts : Receivables & Payables SL No. Requirement Part of Tally.ERP 9 Part of Solution 25 Interest calculation Yes 26 Remote auditing 27 Foreign currency handling 28 Budget and variance 29 Bank reconciliation 30 Remote access 31 Security 32 User access level , Authentication creation 33 Automated SMS to the debtors 34 Receivables summary (Route wise, distributor wise) 35 Payables summary (Route wise, farmer wise)

Receivables & Payables Milk Quality Management Dairy – MIS Reports Procurement Management MIS Reports Dairy Management Accounts Receivables & Payables Milk Quality Management Sales & Distribution Incentive Management

Primary Requirement – MIS Reports Category / Module Major Requirement Explanation MIS Reports Procurement report Management needs to know daily, weekly, monthly collection of milk. The days when the milk collection has been less and the days when the milk collection is best so that they can work on improving supply. Route wise milk collection also gives a good insight into the highest collection routes and lowest collection routes. Milk quality report Milk quality reports can be used to understand the quality of collected milk. SNF and FAT % averages along with temperature details can be a useful information. Farmer reports Farmer and village wise collection report helps in providing inputs into planning routes and the management can focus on getting more farmers in the low performing villages Incentive report This report is helpful to understand how much of procurement incentives were given to farmer/agent and how much incentives were given to the retailers. Multi-dimensional sales report This report is very important to understand the demand of the milk and milk products in market. The route wise distribution. Marketing executive effectiveness and the route wise delivery reports will help the management.

Tally.ERP 9 Fitment – MIS Reports SL No. Requirement Part of Tally.ERP 9 Part of Solution 1 Purchase route report – procurement summary Yes 2 All routes purchase report 3 Farmer wise milk collection report 4 Farmer wise payables report 5 Route wise average collection report 6 Debtors receivable report 7 Sales incentive route wise report 8 Sales incentive farmer wise report 9 Farmer payments bank wise report 10 Route wise cash report 11 Bank wise payment summary report 12 Multi dimensional sales report Contd..

Tally.ERP 9 Fitment – MIS Reports SL No. Requirement Part of Tally.ERP 9 Part of Solution 13 Order sheet with item details Yes 14 Sales returns report 15 Farmer wise milk quality report 16 Route wise milk quality report 17 Morning/evening batch wise collection report 18 Farmer wise incentive report 19 Route wise order sheet with item details 20 Daily procurement report 21 Daily sales summary 22 Truck sheet summary 23 Distributor wise sales calculations 24 Collection center wise reports Contd..

Tally.ERP 9 Fitment – MIS Reports SL No. Requirement Part of Tally.ERP 9 Part of Solution 25 Price chart for sales Yes 26 Crates report – Empty crates management 27 Sales and collection incentives tables 28 Total procurement with milk quality parameters

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