Easy Dairy Sales and Marketing

Sales masters are set up once. The organisation unit comes first; then brands, products, varieties and variants with bar codes; docks and sales points (branch, depot, warehouse, factory outlet); routes and route types; HSN codes and marketing names; products mapped to crates; MRP and tax on the MRP; billing prices; company representatives and other service personnel; and customers with their addresses, sales points and representatives.

Users and products are unlimited, with all your products, routes and customers in one place. Data is stored for analytics too, including branding costs and distribution, so the reports later can break sales down by any of these masters.

1. Core → Organization Info → Organizational Unit: add the unit.
2. Product Details: add brand, product, variety and variant; HSN code and marketing name.
3. Sales Points → Dock Name: add the dock; add branch, depot and warehouse.
4. Route → Route Type, then the route.
5. Customer → Customer Type, customer, address and customer to sales point.

One record per product, route and customer feeds orders, invoices, GST and every report.

• Sales masters (docs): Organisation unit; brand / product / variety / variant; dock; sales points; routes; HSN code and marketing name; product to crate; MRP; tax; billing price; company representative; other service personnel; customer, address, customer to sales point, address to representative; addition / discount and assignment; invoice configuration
• Unlimited users, with all your products, routes and customers in one place
• Data storage for analytics incl. branding costs and distribution

Orders come in through order books: the customer order book, the route-wise order book and the free-supply order book. A customer order can be daily (processed every day until changed), ad hoc or special (processed only for the date given), or an order plan for multiple dates, so special orders for future dates are booked ahead.

There are four order screen types, crates, SKUs, litres with crates and litres, so each customer is ordered in the unit they buy in. The customer sales average gives quick quantity billing for regular customers. Distributors and dealers can also order on mobile; see Sales and Marketing Mobile Application.

1. Order Process → 1A. Order Book – Customer: select the route and customer.
2. Choose daily, ad hoc / special, or order plan.
3. Enter the quantities on the order screen type the customer uses.
4. For free supply, use 1C. Order Book – Free Supply.

• Four order screen types: Crates, SKUs, litres with crates, litres
• Order books: Customer, route-wise and free-supply order books; place order book – customer / free supply
• Special orders for future dates
• Customer sales average for quick quantity billing

When orders are ready, Prepare to Despatch generates the dispatch with the vehicle number, salesman, driver and route, and extra crates given are noted. At the gate, Gate Out records the DC, vehicle, dock, route trip and start KM; gate in and gate out vehicle details are checked with the crates.

The DC details screen prints the DC, the DC invoice, the invoice acknowledgement and the DC route acknowledgement. DC vehicle traceability shows which vehicle carried which DC, and route trips and delivery routes record the customer sequence and kilometres.

1. Order Process → 2. Prepare to Despatch: select the orders and generate the dispatch.
2. 5A. Gate Out: record the DC, vehicle, route trip and start KM.
3. 3. DC Details: print the DC, DC invoice and acknowledgements.

Every crate and every DC leaving the plant is tied to a vehicle and a route trip.

• Dispatch generation, DC and acknowledgements
• DC vehicle traceability
• Gate in / gate out vehicle details with crate check
• Company expenses, material transactions, route trips and delivery routes

Receipts are taken in cash, online, by DD and by cheque, with deposit handling and cheque handling, and deposit, amount and crate receipts are recorded. A bank statement can be uploaded to record amount receipts in bulk.

Credit control sets credit limits and automatically stops billing when a customer crosses the limit; credit limit control works with dynamic approvals, so an exception is approved rather than ignored. The discount ledger and party ledger show each customer’s position.

Outstanding cannot quietly grow beyond the agreed limit.

• Receipts and deposits: Cash, online, DD, cheque; deposit handling; cheque handling; deposit / amount / crate receipts
• Bank statement upload for amount receipt
• Credit control: Credit limits, automatic stop billing; credit limit control and dynamic approvals
• Discount ledger; party ledger

Leakage costing and monthly or pouch costing show what each pouch really costs. Secondary transport charges, outward transport costing and billing, vehicle boy payments and vehicle control cover the cost of getting milk to the customer.

Company expenses and material transactions are recorded in receipts. Sales pouch weight is matched with the weighbridge pouch weight (sales bill weight matching).

• Leakage costing
• Monthly costing / pouch costing
• Secondary transport charges; outward transport costing and billing
• Vehicle boy payments; vehicle control
• Sales pouch vs weighbridge pouch weight matching (sales bill weight matching)

Ledger and transaction summary reports, realisation reports date-wise and route-wise, and trend reports sales-wise and route or ASO-wise cover the analysis. Overall trend alerts on sales, payments and crates are prioritised with drill-downs.

The day-closure report email, basic and advanced, reaches management at day close. The BI reports, Sales Trend Change, Daily Sales and Activity and Market Cost, are on BI Report on Sales.

• Ledger and transaction summary reports; several sales reports; advanced sales analysis
• Realisation reports date-wise; advanced route-wise realisation
• Trend reports sales-wise and route / ASO-wise
• Day closure report email basic and advanced (customer monitor); Day Closing Report; Day Close Mail Automation
• Overall trend alerts (sales / payments / crates) with prioritising and drill-downs