GINESYS 10.18.0 – Enhancements

What new in GINESYS 10.18.0?

This GINESYS release comes with a complete revamp of S&D module with introduction of critical features and new screen looks. This release gives a full-fledged management and tracking of Secondary Sales, and Stock tracking at GINESYS end.Beside these, there are introduction to few new concepts like operating unit, site, trade group, Customer Site to support this complex Wholesale Business Architecture to make it a complete end to end solution for various business module of Secondary Sales like Franchisee business, SIS (SHOP In SHOP) business and Consignment business which exist parallel to the normal Wholesale (Out Right Sales) model.Preciously the main highlights of new S&D release along with basic functional definition can be covered as follows:  

Operating Unit:         

An operating unit is a Branch or physical location from where a Company operates its day to day operations.  This operating unit can be limited to Inventory movement or it can be a full-fledged branch working independently.  

For example a Company registered in New Delhi can have 3 branches/regional offices in Mumbai, Kolkata and Chennai, respectively to manage their business operations and stock distribution. Thus with the help of GINESYS these branches can be treated either as separate organization or operating units functioning under the same Organization. If a branch is treated as organization unit, then separate installation is required and separate books of accounts is maintained. But If a branch is treated as operating unit, then all inventory and sales information can be obtained but accounts related information will only be available and governed by the Head Office under which these Operating units function.  With the Help of GINESYS multiple operating units can be created within an organization.With this operating unit concept a user will be able to generate separate document series and group the reporting at operating level to fulfill their reporting needs at both MIS and Statutory requirement.

Note: At present Operating Unit concept is being introduced in S&D however in upcoming releases of GINESYS it will be introduced in other modules too. Thus to set that platform OU tagging at Stock Point Master is also introduced thus giving OU Wise Stock. Also note that since OU is not available in other module at present, the user should specify the name of stock point in such a way that the name itself identified the OU it belongs to thus making less mistakes operationally and maintaining wrong stock information.   

Site:      

A Site is a location or place where goods are sent physically.  There are instances when goods are sent on a physical site/consignee and invoices are sent to a billing address.   A Customer can have multiple shipping sites. In case of Consignment sales, a Customer can maintain stock at different sites for different stores.  All billing terms, taxes, transporter could be different for different sites.  Even Sales Order, Delivery etc tracking can now be done at site level.  

With the new revamp GINESYS now allows maintaining Stock at Site level.  In case of consignment sales, Stock shall always be maintained at Site Level. In case of outright sales, if Track Secondary Stock is set to Yes at Site level, then stock can be maintained at site level, without any accounting effect.

Trade Group:       

In India, the following Trade Groups are broadly applicable.  

• Local Sales,
• Inter State Sales,
• Export Sales.
• Consignment Sales

Any transfer or invoicing of goods to customer could fall in either of the above given trade groups. All reporting and tax registers are available on the basis of these trade groups.  There can be different billing terms under a single trade group.  

    Charge :  

Line Level – Header Level  

Earlier in GIENSYS sales charge definition was available at invoice level only where users had no option to define different percentage or amount based charge at Item level; For example, item wise discount, item wise VAT.  Thus it was difficult to derive the taxable value and tax amount automatically.Now in 10.18.0 release of GINESYS, you will find charges which can be applied both, at item (line) level and header level. This gives immense flexibility to compute exact item wise gross taxable amount, to allocate any other charge component at item level and derive its corresponding Tax value accordingly. Is Tax This parameter is to define whether the charge is TAX component or not. Pick Rate FromThis parameter is to define whether to take charge calculation factor from Charge Master or VAT Master.  The Tax component rate varies as per Item; and operating Unit (Company Tax Group) will be configured as “Pick from VAT Master”.  Rest, all charges will be defined at “Pick from Charge Master”.  For example: Discount, Freight, Carriage Outward, Insurance; CST will be defined as “Pick from Charge Master” whereas VAT will be defined as “Pick from VAT Master”.

Term:       

Term is the combination of various charges which helps to define the business terms under which a product is sold to a customer. These terms differs as per the different Sales Mode or Trade Group.   

For example: A selling terms to a Local customer is MRP less 20%, additional 1 % insurance on the total gross value of goods sold and taxes as applicable.Thus in above scenario the below Term will be defined in GINESYS:TRADE GROUP: Local Sales

OU – Customer – Site – Term Relation:        

A Customer Site may receive goods from different Operating Unit under specific billing Terms within same or different Trade Group. Therefore functionally all these terms have a very close relation without which a Sales Transaction cannot be completed.  

Let’s take a example to understand this relation:Consignor Ginni System Limited having its Operating Unit at New Delhi will raise invoice to Consignee Pantaloon Retail Ltd (Mumbai) against goods sent to Consignee Site Pantaloon Retail Ltd – Gurgoan Ambience Mall with a billing Term either at VAT-4% (Trade Group – Local Sales) if goods are delivered from GSL Delhi Operating Unit or CST-2% against C Form (Trade Group – Inter State Sales) if goods are delivered from GSL Kolkata Operating Unit, as per the applicable VAT/CST rule and prevailing taxes.

Outright Invoice (Without Secondary Stock):          

 Outright Invoice (without Secondary Stock) is nothing but a normal Whole Sale business where TAX Invoice is raised and payment is collected from Customer (Consignee).  

In this type of Sales the ownership of Stock is transferred to end customer (Consignee) immediately after the sales takes place.

Outright Invoice (With Secondary Stock):           

Outright Invoice (with Secondary Stock) is a Whole Sale business transaction where TAX Invoice is raised at the time of Sales. However payment is realized as per the actual Secondary Sales (second point sale) at Customer end (Consignee).  In this type of sales the ownership of Stock is transferred to end customer (Consignee) immediately after Sales.  

In order to track the payment realization and pending stock at Consignee end the Consignor keeps a separate track of the Sales and Stock at the Consignee Site. 

Secondary Sales

Secondary Sales is mainly a memorandum entry at Consignor end which help him to reconcile Current Stock position at Customer Site (Consignee).  This entry is done manually based upon the physical document sent by Consignee in excel or text format.This type of sales process is mainly suited to Sales via Franchisee business, Sales to MBO’s as a permanent deal or during EOSS.

Consignment Transfer , Return and Sales:  

Consignment business is where the Consignor and Consignee agree to share margin on final Sales at POS counters to end-consumer. In this business process goods are first transferred to the Consignee as Consignment Transfer and the actual Sales is booked after the POS Sales and payment is realized. The ownership of Stock remains with the Consignor until the actual Sales is booked.  

Any unsold Stock goods with the Consignee are returned to Consignor as Consignment Return which has no financial effect.

Multiple Order single Delivery: 

Now in GINESYS user can create single delivery challan against multiple Orders. Thus giving them advantage operationally, saving effective time and cost on account of challan creation and printing multiple documents.

Alternate Item dispatch: 

In some specific business model, dispatches are done as per current available stocks where as Order is raised as per the available sample or similar item at the time booking. However the basic nature and production category remain the same. For example: 

• In electronics goods like Laptop, Mobile, an order is raised based upon the existing production definition and goods are dispatched as per different serial no number or IMIAI number.
• In Branded garments, Sales Order was given on sample item with an instruction that actual item will be delivered in 3 different colors that was not known at the time of Order. Thus after production, dispatches are done as per the actual color wise stock.
•  In Fabric item, Order is received in meters against a particular Fabric type whereas during actual dispatch it is done as per the available THAN and ROLL in the stock.

Thus GINESYS has introduced an option in delivery challan against order where user can book Order in one item and dispatch another similar Item against that Order Item. In this case the set off can be one-to-one or one-to-many.However there are basic assumption in this concept:

• Order and Dispatch will be done under same article
• One dispatch item cannot be set off against two different items in same Order.
• Delivery rate will remain same as for item specified in Sales Order.

Any unsold Stock goods with the Consignee are returned to Consignor as Consignment Return which has no financial effect. 

Sales Return Wizard:

New concept for Sales Return via Wizard module has been introduced. This module is helpful in case you do not have details of Sales Invoice made for the goods which are returned by the customer. This module will automatically trace the Sales Invoice made for the items scanned to customer selected and will generate Return invoice against that Sales Invoice. In case Sales Invoice does not exists for the item or a return entry is already made for the sales invoice, then system will ask the user to make an adhoc entry directly from this module. 

Sales Return Wizard generate return invoice for both ADHOC and Against Sales Invoice. Multiple Sale Return Invoices can be generated at a time, for both Adhoc and Against Invoice at a time. Even multiple returns can be made against multiple Sales Invoices for items, selected on the basis of FIFO or LIFO method.  Few steps to be performed to use this module is as below:

• Select Document Numbering Scheme (for return against Sales Invoice) 
• Select Customer name 
• Select Items for which the return is to be made 
• If Sales Invoices are traced then respective Sales Invoice for the items will get displayed.
• If Sales Invoice is not found for the customer, items are displayed in Non-Invoice Item Detail block
• For Adhoc generation, document numbering scheme is to be selected 
• Press Next for generation Sales Return against Sales Invoice and press Close
• On pressing the Close button, system will ask acknowledgement for Adhoc return generation if required. 
• If proceeded, system will move to Sales Return Invoice adhoc module with the given item details and auto calculated terms. 
• Check the item details and save the entry.