I am looking for a Zoho developer to create or modify a system to suitthe following. 'Order Management' does everything except the simple production aspect - we only produce one type of product and take weeks if not months to fulfill a single order of that one product - Btch Control is our key control element.
Our business is very simple. Our Invoicing procedure is not complex, just different.
We have two raw materials. One raw material (Product A(n)) is trucked in in bulk between eight and twenty times per day. An INVENTORY ITEM is produced for each Product A which, while there will be very few ‘Product A’s’ they are identified SEPARATELY by their basic composition and source. To put it into perspective, we only envisage two Product As at this point in time. A PURCHASE ORDER is required for the complete order of Product A, which may be fulfilled over anything from 15 days to several years, and may be for anything from 15,000 to several hundred thousand tonnes.
The INVENTORY system will show a PENDING PURCHASE ORDER for the full amount. A CHANGE ORDER is required to either increase or decrease the RATE at which Product A is delivered (in tonnes per day). Product A is measured in metric tonnes to two decimal place and weighed on entry. A WEIGHBRIDGE CERTIFICATE is produced and needs to be entered into the system.
EVENTUALLY this should be automated but it is NOT desired in the first iteration. When the weighbridge certificate is entered into the system, the INVENTORY for Product A should automatically INCREASE by the measured amount and the pending purchase order shall decrease accordingly. Product B is brought in two or four times a month, in liquid form, and is measured in litres. A PURCHASE ORDER is required for each delivery. The INVENTORY system will show a PENDING PURCHASE ORDER for the full amount. When Product B is delivered it is accompanied by a DELIVERY DOCKET. When the Delivery Docket is entered into the system, the INVENTORY for Product B should automatically INCREASE by the delivered amount and the pending purchase order shall decrease accordingly.
The CREDITORS must INCREASE by the value of the purchase. Throughout the day, Product A is blended with Product B to create Product C(n).
Product C will weigh approximately 2% more than Product A. A WORKS ORDER is produced EACH DAY by the Site Supervisor describing the Product ID (C) and/or the BATCH ID (see below). The Inventory will show a PENDING WORKS ORDER for the anticipated daily production. Every two hours a PRODUCTION REPORT is filled out (by hand in this first iteration) and handed to the Site Clerk. When the Production Report is entered against the Works Order, the INVENTORY for Product C(n) increases accordingly. EVERY DAY multiple shipments of Product C are made to the client. At the end of each day, if all goes according to plan, we will have delivered the same amount of material as we have received, but we have a stockpile of 8,000 tonnes, so we need to INVENTORY EXCEPTION REPORT on Inventory of Product A on hand and create rules to either speed up or slow down deliveries of Product A. There will also be a stockpile of Product C that has been processed that day but not yet collected. We need a DASHBOARD chart that shows Inventory Levels of Product A (Generic), Product B and Product C (Generic). I use the term generic because we MAY have two sources of Product A on site at the same time, and there MAY be two batches of Product C overlapping but, for control purposes, they can all be grouped together on the DASHBOARD. It is RARE that we will be processing two different products on the same day (almost impossible), but two clients COULD be drawing from the same Batch on any one day. In other words, we may be processing Product C for two or even three clients, who will either collect it or have it delivered several times a day, but we would not PROCESS Product C1 and Product C2 on the same day. We would use the change in product specification to do a service of the Plant, so we would not process Product A1 and Product A2 on the same day. With every delivery to the client a DELIVERY DOCKET is created. Now, the complicating issue in this rather simple process is that Product A can vary in its specification. For this reason, every few days a sample of Product C (NOT Product A) is taken and sent to a laboratory for testing. Thirty-six hours later the results come back and that specification is assigned to that BATCH of Product C. If any parameter in the analysis (there can be five to ten parameters, depending on the client’s requirements) is outside its tolerances, then an ADJUSTMENT has to be made to the SELLING PRICE of that particular Product C (OR ITS BATCH). At a certain cut-off point, that may be a date, an agreed quantity (maybe 10,000 tonnes, which may take 15 days to fulfill) we INVOICE the goods delivered against a Sales Contract (Sales Order) – represented by the Delivery Dockets - which may be, forexample, 270,000 tonnes over 18 months. A PENDING SALES ORDER needs to be created and this needs to be adjusted each time product is delivered.
The Invoice has a long schedule of deliveries made up of:
• Consignment Date: CD
• Delivery Docket ID: DD
• Product ID: PID
• Batch ID: BID
• Vehicle ID: VID
• Weighbridge Docket ID: WID
• Consignment Weight: WGT
• Batch within Parameters Y/N: OK?
• Batch Price (per tonne): BPR
• Consignment Price: CPR
This can probably be summarised in a single page as follows CD DD PID BID WID WGT OK? BPR CPR (USD) 14.01.17 000107 ACF01 140115 1345 39.27 Y 21.92 860.80 14.01.17 000108 ACF01 140115 1346 40.10 Y 21.92 850.12 14.01.17 000109 ACF01 140115 1347 39.76 Y 21.92 871.54 14.01.18 000110 ACF01 140117 1351 40.12 N 21.12 847.33 14.01.18 000111 ACF01 140117 1353 39.27 N 21.12 829.38 14.01.21 000123 ACF01 140121 1365 41.02 Y 21.92 899.16 INVOICE TOTAL USD 5,158.33
Each Delivery Docket needs to create a PENDING DEBTOR so that, at any point in time, we can have a Report showing what our Debtors and pending Debtors are. This, along with Trade Creditor and general administration transactions, will automatically link to an accounting module, to be handled in the normal way.
Budget :
Depends on whether one can modify Order Management
|
Duration :
First Stage Urgent - Full system Two weeks
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