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Supply Chain Visibility

The Need

Whatever business you may be in, it is always required that you get to know what the state of affairs is.

Well, this becomes all the more important when we are involved with Manufacturing and/or Distribution of the manufactured / produced goods business.Because every produced / manufactured goods item is perishable, it must be moved through the supply chain, from the first point to last, the customer.

Typically in the modern age we find this journey of goods in the following way.

Most Important Level

Of the three levels of sales, it’s the secondary level which bears great importance from a principal’s perspective. This is because despite the demand in the market, the distributor can influence the supply of the goods in the market. It can go to the extent wherein the end user may change to a different product for non timely availability of the original goods item / brand.

From a different perspective, the principal company can easily know the trend of goods movement and therefore demand of a certain item just by looking at the sales figures of the distributor. It can indicate the high performing retailers’ names, their locations and seasonal impact also. Armed with this information the principal can plan its next consignments and also the marketing initiatives.

The Catch

But here’s the catch. How can you get the secondary sales data on a regular basis and that too filtered in such a fashion so as to create meaningful MIS?

Present Options

Many large organisations create their own online ordering systems that are linked with their ERP. It is expected that the Distributors should use these regularly to create a seamless data analysis environment.

In absence of such sophisticated systems, a dedicated team of executives will be used to collect the data about ordering, cancellations, goods returns and also invoicing with collection. They will use multiple systems to arrive at a uniform solution and will find it to be a daunting task.

What’s tough?

Even in case of the online systems it is found that entering the data in both the online system as well as the basic business management software is found to be a very difficult task especially from the point of view of the reconciliation. Given the first chance the distributors would like to throw away any such system that may deviate their attention from their existing work.

So what to do?

Ideally a system should be such that will work as interface between the online reporting systems and the distributor’s business management software.

Where is the solution? It’s Tally.ERP9

It is now a proven fact that 95% businesses in India use Tally as their preferred business management software.

Interestingly with its capacity to manage both Accounting and Inventory functions easily together and also to integrate data with external databases, Tally.ERP9 proves to be the best answer for the dilemma that we discussed above.

How to go about it?

At the basic level, the user at distributor’s end can continue his business as usual. What he can generate as a P.O. from his Tally.ERP9 can go back to principal in a business accepted format like XML or Excel. Similarly the sales transactions can be filtered from the perspective of the relevant principal and sent back to the principal. It goes without saying that Invoicing and Payment can easily be integrated in this scheme.

The advantages

This simple looking step improves the system in so many ways.
  • Gives a seamless view of the business
  • Eliminates the unnecessary manual work so as to improve speed and accuracy
  • Avoids duplication of work at Distributor’s level and improves his efficiency
  • Allows to gather real time data with minimal data traffic without depending on costly resources.
  • Allows the principal’s management to analyse the data in a faster manner with multi dimension in order to arrive at more informed decision.
  • Helps management make quicker policy changes in order to respond to the market dynamics.
  • Reduces dependency on lengthy and not so reliable Field Survey

Further Possibilities

When we are reaching the distributor level, it’s always possible to even reach the retailer’s shop who may be using business management software. This will have ultimate real time analysis in the hands of the management where even the performance of country as a whole can be seen at the end of the day everyday.

Along with the down-line of the business, also the up-line or the supply side can be captured using Tally.ERP9 framework for data gathering.
With the advent f Series-B, the next big thing from Tally, the end to end solutions can be provided to the principal companies where they can have a single, unified system across all the touch points of the business eco system and the whole work can be executed much faster than expected.

Any more information ?

Please click on the following links in order that you can have much more information on the concept of Supply Chain Visibility and how it’s easily manageable with Tally.ERP9.

If you need any further information, we can be contacted on +91-22-25818181 (100 Hunting Lines). Please call and ask for Ms. Vishakha

We will be pleased to help you.
Case Study - Eureka Forbes Limited

How do you collect information across more than 75 business associates (Distributors)
all over India for SAP and also port it to Tally (or vice-versa)?

Eureka Forbes Limited (EFL)

A leader in domestic and industrial water purification, is a multi-product, multi-channel corporation - part of the M/s. Shapoorji Pallonji Group. EFL today is a leader in domestic and industrial Water Purification Systems, Vacuum Cleaners, and Air Purifiers & Security Solutions.


EFL operates in 125 cities and 400 towns across India through 5,000 + strong Dealer Sales Network and 75 Distributors which is expanding day by day. To manage its Distribution Network Business, Eureka Forbes has implemented an in-house software solution - BAMS. This software captures information related to the day-to-day functioning of the business. The BAMS primarily handles the following areas –

Sales Transactions and related Returns made to the Distributor
Material Purchase & Material receipt by the Distributor
Material Return (Purchase Return) and Credit Notes
Other Claims and Credit Notes etc.

With vigorous growth plans, the company plans to closely integrate its operations with that of the distributors and simplify operations of its distributors. Many EFL distributors do business with multiple products and a large section of these distributors use Tally to manage their business operations. EFL wishes to integrate its BAMS application with Tally.ERP 9 to enable flow (one way) of information which includes masters and transactions to Tally.ERP 9 thereby avoiding duplications of transactions.

EFL's Challenges

Collecting the data spread over more than 75 locations.
Simultaneous Porting of data to SAP as well as Tally – while taking care of synchronization of Party Masters.
Deploying and supporting the solutions across diverse geography

Apex Solution

Because Tally.ERP9 enables the developers (who use TDL – Tally Definition Language, tool for programming Tally software) to import information in Excel and XML format, Apex had a good option of using either format for data import. The client chose XML as the universal Data Exchange Medium and asked Apex to move further.

In a record time of One Month since the availability of sample data, that included no-work period such as Diwali, Apex was ready with its solution.

It provides a simple interface that allows the user to choose the file extracted from BAMS in XML format. This file while getting imported shows a log of the import process. If the data has any impurities, these will be updated and shown as an Error Log. The correct data will update the master and transaction information in Tally format at a very high speed. (Actually importing 1000 line information won't take more that 15-20 seconds' time.). It's needless to say that the correctness of data is 100%.

The Advantages

Even the entry level user can operate the data management with least of efforts and training. This helps a lot for less educated,     remote location users who don't have access to continuously updating education and training or resources.

The speed of operation overcomes the hurdles of distance and time.

The accuracy of data is not lost in the process.

Even the non-standard requirements of matching the TALLY MASTER INFORMATION (Apex has provided a tool that exports the List of Masters in Excel format. The user can update the column next to the client's name to provide CLIENT CODE as per BAMS and get the same sheet imported back in Tally. Tally is a codeless accounting system and it accepts this PARTY CODE in its ALIAS field. This helps in importing further transaction related information easily using the CODE now available.).

As Tally.ERP9 manages the statutory compliances like VAT, TDS and Service Tax it helps EFL, BAMS and the user to achieve expected results.

Centralised support system assistance by Apex adds value to the inherent advantages of the solution. •   Most importantly, user confidence of taking up further challenges has gone up substantially.

Further Possibilities

The distributors work with not EFL alone but many others. A simple business fact arises out of this situation that the users create common invoices that contain multiple brands and products. Since BAMS is restricted to EFL, the users face a need of creating two transactions, one for EFL and one for others. This can become cumbersome when the number of transactions increases. So the next logical demand from the users is to create a tool that can throw information from Tally to BAMS. Apex will soon take up this challenge of creating an extract from Tally for BAMS import.

What Apex Can Do Now - Closing Statement

With its natural advantage of technical and domain strength and advances in technology like internet, Apex has already entered into the era of TOTAL ONLINE SOLUTIONS. Apex can now exchange data simultaneously between external database and Tally.ERP9 over the web interface, doing away with the need of DOWNLOAD and IMPORT of data (beyond the solution achieved in EFL's case).

Case Study - Cementone India Pvt Ltd.

Get reports for the entire Sales Network across multiple branches

Cementone India Pvt Ltd.

Cementone India is into manufacturing of building materials and other cement based supplements. It is spread across 19 locations all over India. The sales network is maintained by C&F agents as well as distributors supporting them.

Cementone's Challenges

The main task for Cementone was to create a synergy amongst all its 19 branches in terms of smooth Accounting
Integrating & merging data from 19 locations.
Party wise / Salesperson wise / Area wise / C&F wise formats in all kinds of reports.
Reporting in three segments namely:-
    Sales / Out Standing / Product
Outstanding reports to be further filtered in Drill Down Fashion, like
    State - Region - Party
Monthly /annual sales review & Comparative analysis

Apex Solution

True to its design, Twings has started gathering information from multiple branches. It happens without the need of physically merging the data in one common company. The process has unmatched speed and accuracy.
The moment it is available, the data can then be used for analysis of the two important aspects of book keeping, Financial Information and Stock Management.
Importantly enough, the data need not be searched for. It is available in multidimensional formats to the user as per his needs.

The Advantages

Saving of time and other resources
Possibility to View, Filter and Integrate data for one or more companies with just a few clicks without getting into the hassles of waiting for actual data merging.
All the parameters of Sales Network such as C & F Agent, Agent/Stockist, Salesperson, Location, Branch, Region, Product, Price can easily be used for individual as well as interactive analysis.
The time lapse from Concept to Reality was lesser than any other concept or solution and surprisingly beyond the imagination of the client.