Technical Features

EasyDairyERP is one ERP built only for Indian dairies. It covers a dairy from the village collection centre to the customer’s invoice: procurement, chilling centres, production and quality, stores and purchase, sales and marketing, HRMS and payroll, assets, vehicles, CRM, requests, canteen and financial reporting. Every module works on the same data, so a litre that is tested at the village shows up in the farmer’s bill, the plant’s solids matching, the stores and the daily P&L without anyone re-typing it.

People reach the system in four ways. Office teams use the web application in a browser. Managers, procurement and sales teams and every employee use the EasyDairyERP app on Android or iOS. Field points use dedicated apps: the AMCC app at village centres, the Chilling Center app and the free Farmer Connect app. At the plant dock and the weighbridge, Windows desk software (Milk Reception Desk and Weigh Bridge Desk) reads the scales and analysers directly.

Machines feed the same system. Milk analysers and weighing scales connect over USB or Bluetooth, the pasteuriser’s CCP data and pouch weights come in through IoT hardware, and phones send GPS beats from the field. What comes out is just as connected: morning report mails, Excel and PDF downloads, Tally XML, bank payment files and the e-invoice API integration.

For the dairy this means one version of the truth. The MD, the procurement head, the sales head, the CFO, stores, maintenance and production all look at the same figures, and the old habit of reconciling one department’s spreadsheet against another’s falls away.

EasyDairyERP is built on PostgreSQL, PHP, FastAPI, Python and Flutter: cutting-edge technology also used by Fortune 500 companies. PostgreSQL holds the data for every module in one database. PHP, Python and FastAPI run the application and its services. The mobile apps are built with Flutter, which is how the EasyDairyERP app runs on both Android and iOS, and how it can keep location logging running as a foreground task for field staff.

PostgreSQL’s transactions keep data consistent even when many people are entering it at once: village centres uploading shifts, the dock saving tanker receipts and the sales team billing, all at the same moment. That matters in a dairy, where the same litre of milk is touched by procurement, production, stores, sales and finance.

The stack is also free of third-party licences: there are no additional licensing costs from overseas software companies on top of your plan. The team behind it has worked with PHP, Python, mobile applications, SQLite, .NET and database administration, with an in-house systems administration team covering Linux and Windows.

EasyBIS (Easy Business Information Solutions) has built EasyDairyERP for Indian dairies since 2015. The technical people behind it worked on Fortune 500 companies’ order management systems, and the team’s background includes banking-domain systems, order processing and optimisation, and SAP ERP implementation. That is combined with more than 40 years of dairy domain expertise in the team.

The team includes an in-house systems administration team with full Linux and Windows expertise and strong database skills, so firewalls, databases and system security are handled by the same people who write the software. All code is kept in a central version control system, and the team’s logging system and custom tools make problems easier to solve during deployment.

Because the managers, including the founders, are ex-developers with business skills, they ask the right questions early. The result is software that uses the terms Indian dairies already use, puts all the data on one screen, and delivers the top business intelligence to the right people at the click of a button.

Every client runs EasyDairyERP on their own dedicated cloud server. Your data is not mixed with another dairy’s data on a shared machine, and the capacity of the server is there for your users, your village centres and your reports alone.

The servers are India cloud servers. The cloud plan includes yearly hardware updates, monthly statutory, GST and software version updates, core software and technology updates, encrypted data stored on secured servers, and 100% of the mobile functionality.

For the dairy, the server, its yearly hardware updates and its monthly software updates all come with the cloud plan, and the data sits on a server that belongs to its own installation.

Backups of your EasyDairyERP database are kept in S3 buckets leased to the client. The backups sit in storage that is leased for your dairy, rather than in a common pool shared with other customers.

Together with the dedicated server, this gives each dairy a clear answer to the auditor’s question of where its data and its copies are kept. The copies of many years of procurement, sales, stores and finance data are kept in the dairy’s own backup storage.

EasyDairyERP keeps several years of data instantly accessible, with an audit log that meets statutory audit requirements. Old invoices, quotes, stock transfers and bills stay in the system for years, so a question about last year’s purchase or a farmer’s earlier bill can be answered from the screen rather than from a box file.

Documents are stored with the transactions: incoming delivery challans and invoices, bills, service records and contracts, and weighbridge images as proof for every material. Stores works almost like a mini accounts system, with document storage and retrieval.

Multi-year data also feeds analysis. Detailed customer and vendor analysis across years, year-on-year dashboards on the mobile app, and instant batch traceability for FSSAI audits all draw on the same history. The CFO and the auditor get the drill-down they need without a separate archive system.

Each employee logs in with their own mail ID and password. On signing in, the user picks the organisation they are working in, and HRMS records each person’s department and employee type. The modules a person uses follow from that set-up: a stores user raises requests, a manager approves them, and accounts releases payments.

Approvals run on web and on mobile. From the EasyDairyERP app, managers approve leave, OD and permission requests, store requests, quotes, purchase orders and invoices, and see payment updates and status. Purchase order, sales order and quote types each carry their own approval statuses, which are set up in the system’s settings.

Credit limits are controlled with dynamic approvals in sales, supplier credit notes go through an approval workflow, and advance and invoice payments are generated only after approval, with automatic mail notifications after the final payment approval. The result is a clear trail of who asked, who approved and when.

The main EasyDairyERP app runs on Android phones and on iPhone and iPad. It is the app for management, the procurement and sales teams, and every employee who needs stores or HRMS on their phone.

For procurement it shows centre-wise trends, day against range comparisons, centre data arrival, the GPS volume trend by centre, farmer supply history, vendor segmentation, TS matching, milk pouring time, plant comparison, the quality-volume matrix and the high-quality milk finder. For sales it shows route outstanding, product volume, team performance, customer outstanding, review meetings, GPS tracking, TA/DA claims, ordering and approvals.

Every employee can use it for attendance (punch-in with a selfie and odometer reading), tasks, leave, OD, permission and comp-off requests, store requests and stock and price checks. Distributors and dealers use it to place orders, see live order status, track the delivery vehicle and, with My Earnings, see what they earned from the dairy. The CCP viewer puts live pasteuriser data on the plant head’s phone.

Village centres often have weak or no network, so the AMCC app captures both online and offline. Each farmer’s record is saved on the phone as it is captured, and the whole shift stays on the phone until the network returns.

As soon as the network is available, the shift uploads automatically to the ERP server. In remote villages, the society in-charge can carry the phone to a better coverage area and open the app to sync. In the other direction, the last shift’s data and the milk rate charts come down from the ERP to the app, so rates are managed centrally and every centre pays on the same chart.

The Milk Reception Desk follows the same idea at the dock: login and configuration re-sync run in batches with a live progress window, values are checked before saving, and the confirmation sound plays only after the record is stored, so nothing is lost silently. Duplicate uploads are blocked: the same test uploaded twice is stored once.

At the chilling centre and the plant dock, capture screens are laid out for the equipment in use. EasyDairyERP supports two analysers and one weighing scale; cow and buffalo milk testing on one screen with dual analysers and a scale; three analysers; two analysers with a serial weighing scale; a weighing scale alone; and a mobile app for the weighing scale.

When two analysers run in parallel, sample numbers stay in step, and a conflict stops the analyser so that one farmer’s result cannot be saved against another. A negative scale reading stays negative and Save is disabled. Zero, tolerance and can-number entry come from the plant profile.

The dock operator weighs, tests and saves in one flow, and the record lands in procurement at once. The procurement head then sees CC receipts, AMCC against CC differences and chilling charges without waiting for a file to be sent.

Milk data quality and quantity are captured at the village level and reach the ERP without re-typing. Besides the AMCC app, village-centre data can be uploaded automatically to the main server via FTP or API, behind a firewall.

The DPS pen drive is read in one tap from a phone: every centre folder and every daily file is uploaded with the exact date, time and shift of each test, so one person can upload many centres in a few minutes. The raw files are kept on the server as received, for later audit, and tests that were never saved or were deleted are kept too.

That data powers checks no paper slip can: the Plausible Malpractice Report flags tests that were not kept and were followed within minutes by a better result for the same farmer, and the re-pour impact shows the money effect centre by centre. The report tells you which centres to check; it does not accuse anyone.

EasyDairyERP connects to the systems around it. Procurement generates XML files that can be uploaded into Tally for audit, and sales and other transactions export to accounting systems and other ERPs. The bank payment file for farmers and employees is generated directly, customised for all major banks, and a bank statement can be uploaded for amount receipts.

GST work is automated: the e-invoice API integration is automatic, GSTR-1 report generation is automated, and GST and HSN summaries are available in sales. Reports download to Excel and PDF, and the BI report pages carry an Excel download inside the attached page.

Reports arrive by mail before anyone asks. The Daily Procurement & Activity Report is in the inbox before 6 am, with the Daily Sales & Activity Report, day-close mails, TS mails, sales and procurement trend mails, shift-wise trend mails per plant, a weekly procurement update, a monthly review and the IMS weekly MRM report. Mail size and images are tuned so reports open fully in Gmail and on phones.

Several plants, branches, companies and organisation units are managed from one place. At the top of the screen the user picks one or more plants or org units, and sales and finance can be seen consolidated across them, then drilled down by org unit or month.

Organisation units are set up under Core, Organization Info: company name, branch, organisation unit name and code. Inter- and intra-company transfers are handled, plant-level total solids are matched across plants, and the MD sees all units without switching between systems.

For a group with more than one plant or company, this gives one login, one set of masters and consolidated reporting, while each unit keeps its own books and figures.

The ERP keeps growing. New features, reports and app updates are released every month, at no extra cost. Statutory, GST and software version updates and core software and technology updates are part of the cloud plan, and new reports are added on request where your dairy needs them.

Implementation follows the same rhythm: go live on the ERP, improve month by month, extend to more units and teams, and add new capabilities as the business changes. Most users learn the system in eight hours or less.

Recent updates show what that means in practice: field-force GPS tracking, mobile approvals, the AMCC and Chilling Center apps, rate charts pushed from the ERP to the mobile apps, e-invoice integration, daily procurement and sales activity reports, the IMS weekly MRM report and the market cost report.

EasyBIS works on a continuous support model, with continual development and business support so that a dairy can adopt new standards and new analytics as new insights come in. The team is sized to work closely with each client.

Including the founders, EasyBIS has the right number of people to work closely with each client and to provide a continuous support platform for continual development and business support. Every page of the site carries the team’s phone number, mail address and a WhatsApp button.