Easy Procurement | Milk Purchase System

Milk data reaches EasyDairyERP automatically from the farmers and vendors you buy from. At the village collection centre the AMCC app reads the milk analyser and the weighing scale directly; at the chilling centre and the plant dock the Chilling Center application and the Milk Reception Desk do the same. FAT, SNF, added water, CLR and weight are captured by the EasyDairyERP applications themselves, so nobody types a reading in by hand.

Because the reading comes from the instrument, the figure on the farmer’s acknowledgement, the figure in the bill and the figure in the solids matching are the same figure. Village-level quality and quantity are known at the village, shift by shift, rather than reconstructed later from paper registers.

Where a centre already has its own collection equipment, its data can still reach the ERP without manual work: automatic data collection from village-level centres (the IoT route), and automatic upload of the centre’s files to your main server over FTP or API behind a firewall.

1. The centre in-charge selects the farmer in the app.
2. The milk is tested on the analyser and weighed on the scale; the app reads both.
3. The record is saved and billed on the phone, and the acknowledgement goes to the farmer.
4. The shift uploads to EasyDairyERP, online or as soon as the network returns.

No typed readings means no typing errors and no room to adjust a figure between the analyser and the bill. Quality and quantity are visible the same shift, centre by centre.

• Automatic FAT / SNF / added water / CLR / weight capture: Captured automatically using EasyDairyERP applications
• Village-level quality and quantity capture: Milk data quality and quantity capture from village level
• Automatic data collection from village centres (IoT): Automatic data collection from village-level milk collection centres; automatic data capture from CC / village level centre
• Automatic upload to your main server from collection-centre equipment via FTP or API, behind a firewall
• Bills and acknowledgements on mobile: Mobile App to Display Bills and Acknowledgements

Procurement is set up once in masters. A plant is added with its details and, where needed, its contract details. Chilling centres and village-level centres are added under the plant: a village-level centre is a group of farmers whose in-charge collects the milk, tests it on dairy-provided equipment, consolidates it and sends it to the plant or chilling centre.

Vendors are added as farmers, producers or other vendor types, each linked to the route and centre they pour at. Procurement factors (litre and KG factors), the default vendor, centre, invoice, rate and milk types, and TDS are set in the same place. From then on, every receipt, bill and report uses these masters, so a vendor or a centre only ever has one record.

1. Sign in and open Procurement for the plant or chilling centre.
2. Settings → Plant → Plant Details: add the plant; add contract types and plant contract details if required.
3. Settings → Center → Add New: add the chilling centre or village-level centre.
4. Settings → Vendor → Vendor Details: add each farmer, producer or vendor with route and centre.

One clean master for every plant, centre and vendor, so the bill, the bank file, the reports and the farmer’s app all point at the same person and place.

• Vendor / farmer / producer master: Step-by-step guide: add vendor | farmer | producer
• Procurement factors, default types and TDS set-up: Litre/KG factors; vendor, centre, invoice, rate, milk types; TDS
• Add Plant / CC and plant contract: Step-by-step guide: add a plant / CC; add plant contract details
• Add Village Collection Center (VLCC / AMC): Step-by-step guide: society / village-level centre set-up; group of farmers; in-charge collects, tests on dairy-provided equipment, consolidates and sends to plant / CC
• Village collection centre management: Village level collection centre management (dairy), centre in-charge

Beyond the base rate, a farmer’s bill carries incentives, penalties, additions, deductions, loans, advances and bonus. Incentive or penalty charts are created once and assigned either commonly or to a particular vendor, with the milk type, shift, chart priority and the start and end dates. Addition and deduction charts are created and assigned to vendors in the same way; advances are assigned to a vendor with the route, advance type, amount and an attachment if required.

Additions and deductions can be uploaded in bulk, which matters when a whole route receives a feed deduction or a bonus. Advanced and slab incentive plans, loans and feed distribution are supported, and each farmer can have a credit limit for feed billing, loans and cash-based sales.

All of it is reflected in the individual farmer’s bill, line by line, so the farmer sees exactly why the amount is what it is.

1. Settings → Charts → Incentive / Penalty Chart, or Settings → Addition Deduction Chart: create the chart.
2. Assign it to a vendor, or commonly, with milk type, shift, priority and dates.
3. Assign advances under Assigning Advance, with the advance type and amount.
4. Upload bulk additions and deductions where a whole group is affected.
5. Run the bill: every item appears on the farmer’s bill.

Every rupee added or deducted is traceable to a chart, a date and a vendor, and the farmer’s bill explains itself.

• Incentive / penalty charts: Add incentive or penalty chart; assign common or to a vendor
• Additions, deductions, loans, advances, bonus: Reflected in the individual farmer bill; add / assign addition-deduction chart; assign advance; advances screen
• Bulk upload of additions and deductions
• Advanced and slab incentive plans, loans, feed distribution
• Farmer credit limit: Credit limit for farmer for feed billing, loans, cash-based sale

Corrections are not quiet edits. A correction raised at the chilling centre moves to the main dairy for online review and approval, and management receives impact mails that show what the correction changes.

Corrections made after the bill has been processed are tracked too: the AMCC correction impact is recorded after the bill process, and a chilling centre correction mail is sent for every correction. The last-two-bill comparison helps the team see how a farmer’s bill moved from one cycle to the next.

1. The chilling centre raises the correction.
2. The main dairy reviews and approves it online.
3. Impact mails reach management.
4. Post-bill corrections are tracked and mailed one by one.

Every change to milk data has an owner, an approval and a mail trail, and management sees its impact before it reaches the bill.

• Correction and approval (CC to main dairy): Online review and approval, with impact mails to management
• Post-bill correction tracking and mails: AMCC correction impact tracking after bill process; CC correction mail for every correction

When the bill is final, payment is one step away. EasyDairyERP generates a bank file to upload on your bank’s site, customised for all major banks, with payment file formats for same-bank and other-bank transfers. Farmers can be paid directly, and farmer and customer payments are integrated.

For the books, the bill exports as XML files to upload in Tally for audit, and an accounting export or interface to other ERPs is available. Vendor ledgers, paid and unpaid reports and consolidated reports close the loop, so accounts can see who has been paid and who has not.

1. Finalise the bill.
2. Generate the bank file in your bank’s format and upload it on the bank site.
3. Export the Tally XML for the books.
4. Check the paid and unpaid report and the vendor ledgers.

No re-keying of thousands of farmer payments, and the books match the bill.

• Bank file generation: Bank file to upload on the bank site; customisation for all major banks; payment file format (same bank / other bank)
• Tally XML / accounting export / other ERP interface: XML files to upload in Tally for audit
• Farmer direct payment
• Vendor ledgers
• Paid / unpaid and consolidated reports
• Integrated payments: Automated farmer and customer payment integration

Milk moving on from a centre to the plant is recorded with a dispatch entry. The transport record and the RMRD (raw milk reception dock) record are compared, which is the safeguard against milk going missing between the centre and the dock.

Cans are managed too: route and can number settings, can management and the Milk Can Stock Report show which cans are where.

Every hand-over is recorded on both sides, so a shortfall shows up as a difference rather than as a suspicion.

• Dispatch entry
• Transport and RMRD safeguards comparison: Elimination of milk theft
• Can management: Can management; Milk Can Stock Report; route and can number settings

The dashboard compares Automated Milk Collection Centre (AMCC) data with chilling centre data, so differences are easy to analyse: date-wise, with the amount involved. AMCU versus CC total-solids matching shows whether the fat and SNF bought at the village arrived at the chilling centre.

Where total solids at the receiving end exceed what was bought, TS excess handling deals with the excess. The same TS logic continues to the plant and through production: see MIS and Pan Operation Total Solids Matching.

Solids are matched at every hand-over, so a loss is visible the same day and at the centre where it happened.

• AMCC vs CC dashboard; AMCU vs CC TS matching
• TS excess handling

Trend reports monitor the season and milk movement. The procurement dashboard shows the last 7 days, and the three-date comparison puts any three dates side by side. The BI reports go further: the Procurement Trend Change Report compares any two days by plant, route, shift, vendor type and centre, and the Daily Procurement and Activity Report arrives every morning.

The full set of procurement dashboards and reports is on Milk Procurement BI Report and Procurement Screens; the phone versions are on Procurement Mobile Application.

Falling routes and stopped vendors are found the next morning, not at the month end.

• Trend reports (season / milk movement)