Belayabecables Erp Proposal

Contents
ERP Proposal for Belayab Cable Manufacturing PLC
RESPONSE TO THE TOR
1.1. EXECUTIVE SUMMARY
Date: - August 12,2014

BELAYAB CBLE MANUFACTURING PLC is about to set up an Integrated Enterprise Resource
Planning (ERP) System for its operations. This project has four different phases. While the
ultimate goal is to have this integrated software environment built, it is without the
hardware and the network infrastructure that it can be realized. The project has therefore
been classified into: -
 System analysis
 System design
 System customization, and Implementation
 Testing, Training, and Documentation
This document will focuses on the solutions proposed for the development of
automated ERP System for BELAYAB CBLE MANUFACTURING PLC. The
proposed solution takes in to consideration the future expansion, current IT
solutions, and existing IT infrastructure. Under this proposal; we have
summarized the systems required to be developed an integrated.
The system will be developed in web based application form.
Our team has examined the need and requirement of the company and has
come up with a solution as follows. We recommend 3-tier system architecture
consisting of the Presentation Layer, the Business Logic Layer, and the Data
Layer. The presentation layer will consist of the User Interfaces, meaning user
access points, the Business Logic Layer will contain the core of the business
logic and operation code, and the third Data Layer will be where all the data
will be stored and retrieved. Each is explained in detail in following sections.
Phoniex Technology PLC Page2

We understood from your TOR that the required services are the followings but not limited
to this:
 Financial Resource Management
 Material Resource Management
 Customer Relation Management
 Sales Management
 Purchasing Management
 Human Resource Management
 Fixed Asset Management
 Production Management and Quality Control
Responsibility for successful implementation of this project rests with our professionals who
are in particular implemented related database system for different organization and for
the project managers of our proposed program. We have reviewed our proposal and
confident in the depth of our accomplishments date in both the preliminary design and the
plans proposed to deliver against your requirements.
The success of this project will be measured on how easy it is to operate, how well it
functions, how accurately it delivers the desired outcome, and how well it makes life easier
for the users, administrators and managers of the system.
Before we discuss this solution in detail, however, we would like to dedicate a topic to
describing our understanding of the project and what is expected of it. Please note that this
description is limited to the information we gathered and analyzed from the Expression of
the Interest. We welcome corrections any or additions to this description.
1.2. UNDERSTANDING OF THE ASSIGNMENT
As it is mentioned on the expression of the interest we understood that BELAYAB CBLE

MANUFACTURING PLCwants to change the existing manual paper based system by accurate
and efficient information a user-friendly and web based ERP system. Hence, the main

objective of the assignment is to review, design, and implements web based ERP systems
for the company.
1.3. SCOPE OF THE WORK
We understood that scope of BELAYAB CBLE MANUFACTURING PLC work is to Supply,

Installation, Configuration, Testing and Commissioning of Web based ERP
System including:
· Assess the status of the current ICT utilization
· Define and document requirements of the each section in the enterprise including
Interaction between sections/business processes …..
· Develop the system per the agreed requirement
· Implement the system and test with actual data at the working environment of
theBELAYAB CBLE MANUFACTURING PLC.
· The ERP system will have at least the following six sub-systems.
 Financial Management
 Supply Chain Management
 Customer Relation Management
 Human Resource Management
 Production and Technique Management
 Quality Control Management
1.4. ACTIVITIES
 To assess the existing working manual system.

 To design a flexible, permitting upgrades and adaptations in the future relational

database
 To ensure that the database can be easily and effectively used to generate and
disseminate regular and special reports, for comparative analysis of results across
geographic regions/time periods and relative to targets, and to demonstrate results
trends in clear displays.
 Develop the system
 Implementation of the system
 Pre-test/refine database:
Training and documentation
 Testing
 Maintenance and support
ANSWERS GIVEN TO THE TOR ABOUT OUR APPLICATION SOFTWARE(ERP)
Q1. When is the first release date of the proposed application software?
A1. In 2007 G.C.
Q2. How many major revisions has the proposed application software undergone ince its
initial release?
A2. Two(2)
Q3. Indicate the hard ware platform this application software requires?
A3. For the server it needs at least 40 Gb hard disk, 2 Gb RAM , 2.2 Ghz speed and Linux
operating system
For client computer, it is platform independent and system with at least 30 Gb hard dis, 1
GB RAM …
Q4. Does the system have any limitation in terms of maximum number of accounts, number
of simultaneous users, data field sizes, etc ?

A4. No limitation to number of accounts, number of simultaneous users and data field sizes
Q5. Mechanism for automated data backup and simple procedures for restoration of data?
A5. Automated data back up and restoration is available for specific users or based on
privilege we will give it.
Q6. other features
A6. Available like message sending system between users, to do list registration form,
calendar, note book, activity registration form …
PROPOSED SYSTEM FUNCTIONAL REQUIREMENTS
The system we propose will operate efficiently and effectively, secure, flexible,
Interoperable, portable, easy to use, upgradable and operates in different platforms. The
systems in this section, it will describe some of the features and functionality but the detail
will be identified and documented during the system analysis and design phase. Generally
the proposed system enables the revising of data collection, management, analysis, and
reporting operations of the BELAYAB CBLE MANUFACTURING PLC.
In this section, it will describe some of the features and functionality of the BELAYAB CBLE
MANUFACTURING PLC, web based Information Management System application in
detail. The description categorized mainly into sub-sub system based on common
functionality and features and presented as follows.
This system contain the following sub-system
 Human Resource Management System
 Personnel record database
 Leave management
 Payroll processing
 Training management
 Recruitment Management
 Employee appraisal Management

 Attendance Management
 Supply Chain Management.
 Local Purchase
 Foreign Purchase
 Purchase requisition management
 Purchase order management
 Supplier database
 Store management
 Material Receiving Management
 Material Issue Management
 Financial Resource management
 Asset Management
 Chart of Account management
 General ledger
 Balance Sheet accounts
 Profit and loss
 Groups and ledgers
 Budget Management
 Payroll Management
 Fixed asset management
 Account receivable and payable management
 Sales and Purchase invoice management

 Voucher Entry
 Financial Year closing
 Customer Relationship Management
 Customer Management
 Sales invoice management
 Sales point management
 Commissioning and Discount management
 Finished Good Receiving
 Sales performance Management
 Production Management
 Production Plan
 BOM
 Byproduct management
 Production area(shop floor) area management
 Spare part Management
1.5. DETAIL PROJECT DESCRIPTION
In this section we describe the features and functionalities of the proposed enterprise web
based management information system application to be implemented in detail as follows:-

1.5.1. MANUFACTURING RESOURCE PLANNING(MRP)
2. Manufacturing
The Manufacturing module in ERP helps you maintain multi-level Bill of Materials(BOMs) for
your Items, help you in Product Costing, plan your production viaProduction Plan, create
Production Orders for your manufacturing shop floor andplan your inventory by getting
your material requirement via your BOMs (also calledMaterial Requirements Planning RP).
Types of Production Planning

Broadly there are three types of Production Planning Systems
1. Make-to-Stock: In these systems, production is planned based on a forecast and then
the Items are sold to distributors or customers. All fast moving consumer goods that
are sold in retail shops like soaps, packaged water etc and electronics like phones etc
are Made to Stock.
2. Make-to-Order: In these systems, manufacturing takes place after an firm order is
placed by a Customer.
3. Engineer-to-Order: In this case each sale is a separate Project and has to bedesigned and
engineered to the requirements of the Customer. Common examples ofthis are any custom
business like furniture, machine tools, speciality devices, metalfabrication etc.
Most small and medium sized manufacturing businesses are based on a make-to-order or
engineer-to-order system and so is ERP.
For engineer-to-order systems, the Manufacturing module should be used along with the
Projects module.
Manufacturing and Inventory

You can track you work-in-progress by creatingwork-in-progress

Warehouses.
ERP will help youtrack materialmovement byautomatically creatingStock Entries fromyour

ProductionOrders by buildingform Bill ofMaterials.
Best Practice: Lean Manufacturing
The state of art manufacturing philosophy (the rationale behind the planning
processes) comes from Japanese auto major Toyota. At the time when American
manufacturers depended on MRP systems to plan their manufacturing based on their
sales forecasts, they turned the problem on its head and discovered a leaner way of
planning their production. They realized that:
The biggest cause of wastage in manufacturing is variation (in product and quantity).
So they standardized their products and sub-assemblies and sold fixed quantities
based on what they produced not produce based on what they sold. This way, they had
an extremely predictable and stable product mix. If they sold less than planned, they
would simple stop production.
Their card signaling system kanban, would notify all their suppliers to stop production
too. Hence they never used any of the complex material planning tools like MRP to
play day-to-day material requirements, but a simple signaling system that said either
STOP or GO.
They combined this system with neatly managed factories with well labeled
racks.Neatlyorganized racks for lean(Image Courtesy of ScagliaIndeva, indevagroup.com)
Like we discussed before, small manufacturing companies are usually make-to-orderor

engineer-to-order and can hardly afford to have a high level of standardization. Butthat
should be the aim. Small manufacturing businesses should aim for repeatability
byinnovating processes so that there is a common platform for products.

Bill of Materials (BOM)

At the heart of the Manufacturingsystem is the Bill of Materials(BOM). The BOM is a list of
allmaterial (either bought or made)and operations that go into afinished product or sub-
Item. In ERP, the component couldhave its own BOM hence forminga tree of Items with
multiplelevels.
To make accurate PurchaseRequests, you must alwaysmaintain your correct BOMs. In the
BOM form:
1. Select the Item for which you want to make the BOM.
2. Add the operations that you have to go through to make that particular Item in
the“Operations” table. For each operation, you will be asked to enter a Workstation.
Youmust create new Workstations as and when necessary.
3. Add the list of Items you require for each operation, with its quantity. This Item couldbe a
purchased Item or a sub-assembly with its own BOM. If the row Item is amanufactured Item
and has multiple BOMs, select the appropriate BOM.
You can also define if a part of the Item goes into scrap.
Note: Workstations are defined only for product costing purposes not inventory.
Inventory is tracked in Warehouses not Workstations.
Note: The “Full BOM” section will list all the Items of that BOM right up to thelower most
child node. This table willbe automatically updated if any of the BOMs of thesub-Items are
updated.
Production Planning Tool

Production Planning Toolhelps you plan production andpurchase of Items for a
period(usually a week or a month).
This list of Items can begenerated from the open SalesOrders in the system and
willgenerate:
1. Production Orders foreach Item.
2. Purchase Requests forItems whose ProjectedQuantity is likely to fallbelow zero.

The Production Planning Tool is used in two stages:
1. Selection of Open Sales Orders for the period based on “Expected Delivery Date”.
2. Selection of Items from those Sales Orders.
3. Click on “Raise Production Orders” to
The tool will update if you have already created Production Orders for this Itemagainst this
Sales Order (“Planned Quantity”).
You can always edit the Item list and increase / reduce quantities to plan your production.
Note: How do you change a Production Plan? The output of the ProductionPlanning Tool is
the Production Order. Once your orders are created, you canchange them by amending the
Production Orders.
Production Order
Production Order (also called as Work Order) is a document that is given to
themanufacturing shop floor by the Production Planner as a signal to product a
certainquantity of a certain Item. Production Order also helps to generate the
materialrequirements (Stock Entry) for the Item to be produced from its Bill of Materials.
The Production Order is generated directly from the Production Planning Tool
based on Sales Orders. You can also create a direct Production Order by:
Manufacturing > Production Order > New Production Order
1. Select the Item to be produced (must have a Billof Materials).
2. Select the BOM
3. Select Quantities
4. Select Warehouses. WIP (Work-in-Progress) is
where your Items will be transferred when youbegin production and FG (Finished Goods)
whereyou store finished Items before they are shipped.
5. Select if you want to consider sub-assemblies(sub-Items that have their own BOM) as
stockitems or you want to explode the entire BOMwhen you make Stock Entries for this

Item.
What is means is that if you also maintain stock ofyour sub-assemblies then you should set
this as“No” and in your Stock Entries, it will also listthe sub-assembly Item (not is sub-
components).and “Submit” the Production Order.
Once you “Submit”, you will see two more buttons:
1. Make Transfer: This will create a Stock Entry with all the Items required to completethis
Production Order to be added to the WIP Warehouse. (this will add sub-Itemswith BOM as
one Item or explode their children based on your setting above).
2. Back Flush: This will create a Stock Entry that will deduct all the sub-Items from theWIP
Warehouse and add them to the Finished Goods Warehouse.
When you Back Flush your Items back to the Finished Goods Warehouse, the“Produced
Quantity” will be updated in the Production Order.


2.1.1. CUSTOMER RELATION MANAGEMENT(CRM)
Selling is that the communication that happens with the customer the prior to and during
the sale. You might be managing all the communication yourself or you may have a small
team of sales people to handle this. ERP helps you track the communication leading
up to the sale, by keeping all your documents in an organized and searchable manner.
ERP helps you track business Opportunities from Leads and Customers,
sendthemQuotations and make confirmed Sales Orders.
 The system records customer name, address, tin no, group e.t.c. …
 The system allows to maintain new customer
 The system allows to edit, delete, update customer information
 The system allows to search customers by different criteria’s
 Tax structure type management
 Editing, viewing, deleting and updating types of tax structures.
 new types of tax structures
 automatically add those taxes on items when a sales is done
 The system records all available sales type (cash sales, credit sales, consignment
sales….).
 The system records information about items/products (name, product group, price,
expired date, tax applicable …..)
 The system allows to record new items and products
 The system allows to edit, view, update and delete information’s about items or
products
 The system allows to insert price for each item or product
 The system allows to edit, view, delete and update price of products for an authorized
person only
 provides an option to register our sales plan
 Quotation management
 Sales order management
 Sales invoice management
 Discount management
 Sales team management
 Price list management

 Tax management
The system has at least the following report capability

 Sales plan reportgenerates
 Sales plan versus actual sales
 Show Comparison on graphs and charts
 Sales order report shows
 Product name
 Quantity
 Unit of measurement
 Currency
 Exchange rate
 Unit cost
 Discount
 Tax applicable
 total
o Performa invoice shows
 Customer name
 Delivery date
 Price
 item
o Cash sales invoice
 Item name
 Item quantity
 Item price
 VAT(if applicable)
 Discount percent(if available)
 Total item price
 Customer name
 Customer tin no
 Customer address
 Sales person
 From which warehouse issues
 Invoice prepared by
o Credit sales invoice
 Item name

 Item quantity
 Item price
 Total item price
 VAT(if applicable)
 Discount percent(if available)
 From which ware house issued
 Customer name
 Customer tin no
 Customer address
 Sales person
 From which warehouse issued
 Invoice prepared by
o Periodic sales history
o Delayed delivery report shows
 Customer name
 Purchase order number
 Item name
 Delayed date
 Delivered date
o Pending order report
o Graphical presentation of monthly sales report
o Monthly wise sales report shows
 Month
 Sales amount
 Products sold
o Sales man wise history

o Graphical presentation of products in range
o Products in range, system shows
 Best products name
 Sales amount
 Worst products name
 Sales amount
o Territory wise history
o Customer wise history, system shall generate
 Top customers

 Sales amount
 Products sold
 Least customers
 Sales amount
 Products sold
o Marketing performance report

o Price list change report shows
 Item name
 Price change date
 Reason
o Cash sales report
o Credit sales report
o Sales return reports
2.1.2. BUYING
If your businessinvolves physical goods,buying is one of yourcore business activities.
Your suppliers are asimportant as yourcustomers and theymust be provided withas much
accurateinformation as possible.
Buying in right amountsat right quantities canaffect your cash flowand profitability.
Our ERP contains a setof transactions that willmake your buying asefficient and seamless
as possible.
Purchase Request
A Purchase Request is a simple document identifying a requirement of a set of Items
(products or services) for a particular reason.
A Purchase Request can be generated:
1. By a User.
2. Automatically from a Sales Order.

3. Automatically when the ProjectedQuantity (more on this later) of anItem in stores

reaches a particularlevel.
4. Automatically from your Bill ofMaterials if you use ProductionPlan to plan your
manufacturing.
To generate a Purchase Request
manually go to:
Buying > Purchase Request > New Purchase Request
In the Purchase Request form,
1. Fill in the Items you want and their quantities.
2. If your Items are inventory items, you must also mention the Warehouse where you
expect these Items to be delivered to. This helps you keep track of ProjectedQuantity for
this Item.
3. You can also automatically get the Items from a Sales Order.
4. You can optionally add the Terms, using the Terms and Conditions master and alsothe
reason.
Info: Purchase Request is not mandatory. It is ideal if you have centralized buyingso that you
can collect this information from various departments.
Tip: If you want your Purchase Request to be authorized by a senior person like aPurchase
Manger then you can give “Submit” rights to only that person. So everyonecan create
requests, but only the authorized person can “Submit”.66
Supplier Quotation
If you have multiple Suppliers whosupply you with the same Item, youusually send out a
message (Requestfor Quote) to various Suppliers. Inmany cases, again specially if youhave
centralized buying, you maywant to record all the quotes so that
1. You can easily compare prices inthe future
2. Audit whether all Supplierswere given the opportunity toquote.

Tip: Supplier Quotations are not necessary for most small businesses. Alwaysevaluate the
cost of collecting information to the value it provides! You could only dothis for high value
items.
You can make a Supplier Quotation directly from:
Buying > Supplier Quotation > New Supplier Quotationor directly from the Purchase
Request.
Purchase Order
A Purchase Order is analogous to a Sales Order. It is usually a binding contract withyour
Supplier that you promise to buy this set of Items under the given conditions.
In our ERP, you can make a Purchase Order by going to:
Buying > Purchase Order > New Purchase Order
A Purchase Order can also beautomatically created from a PurchaseRequest or Supplier

Quotation.
Entering a Purchase Order is verysimilar to a Purchase Request,additionally you will have to

set:
1. Supplier.
2. A “Required By” date on each Item:
If you are expecting part delivery,your Supplier will know how muchquantity to deliver at
what date. This will help you from preventing over-supply. It willalso help you track how
well your Supplier is doing on timeliness.
3. Taxes: If your Supplier is going to charge you additional taxes or charge like shippingor
insurance charge, you can add it here. It will help you to accurately track your costs.
Also if some of these charges add to the value of the product you will have to mention inthe
Taxes table.you must create two Accounts for each type of VAT you pay and collect,
“PurchaseVAT-X” (asset) and “Sales VAT-X” (liability), or something to that effect. Please
contactyour accountant if you need more help or post a query on our forums!

2.1.3. INVENTORY MANAGEMENT
MATERIAL FLOW
There are three main types of entries:
1. Purchase Receipt: Items received from Suppliers against Purchase Orders.
2. Stock Entry: Items transferred from one Warehouse to another.
3. Delivery Note: Items shipped to Customers.
ERP Internals: How does ERP track stock movement / levels?
Tracking stock is not just about adding and subtracting quantities. Some complicationsarise
when:
1. Back-dated (past) entries are made / edited: This affects future stock levels and maylead
to negative stock.
2. Stock has to be valued based on First-in-First-out: ERP needs to maintain asequence of all
transactions to know the exact value of your Items.
3. Stock reports are required at any point in time in the past: You have to lookup whatwas
the quantity / value your stock of Item X on date Y.
To manage this, ERPN collects all inventory transactions in a table called the StockLedger
Entry. All Purchase Receipts, Stock Entries and Delivery Notesupdate this table.
PURCHASE RECEIPT
Purchase Receipts aremade when you acceptmaterial from your Supplierusually against a
PurchaseOrder.

You can also acceptPurchase Receipts directly(you must set PurchaseOrder Required as
“No” inGlobal Defaults).
You can make a PurchaseReceipt directly from:
Stock > Purchase Receipt > New Purchase Receiptor
from a “Submitted” Purchase Order, by clicking on “Make Purchase Receipt”.
REJECTIONS
In the Purchase Receipt, you will need to enter if all the materials you receive are of
accepted quality (if you check). If you have any rejections, update the “Rejected Quantity”
column in the Items table.
If you reject, you will need to enter a “Rejected Warehouse” to indicate where you are
storing the rejected Items.
QUALITY INSPECTIONS
If for certain Items it is mandatory for your to record Quality Inspections (you have setit in
your Item master), you will need to update the “Quality Inspection No” (QA No)column. The
system will only allow you to “Submit” the Purchase Receipt if you updatethe “Quality
Inspection No”.
UOM Conversions
If your Purchase Order for an Item is in a different Unit of Measure (UOM) than whatyou
stock (Stock UOM), then you will need to update the “UOM Conversion Factor”.
Currency Conversions
Since the incoming Item affects the value of your inventory, it is important to convert itinto
your base Currency if you have ordered in another Currency. You will need toupdate the
Currency Conversion Rate if applicable.
Taxes and Valuation

Some of your taxes and charges may affect your Items value. For example a Tax may notbe
added to your Item’s valuation, because if you sell the Item, you will have to add thetax at
that time. So make sure to mark all your taxes in the Taxes and Charges tablecorrectly for
accurate valuation.
SERIAL NUMBERS AND BATCHES
If your Item is serialized or batched, you will have to enter Serial Number and Batch inthe
Items table. You are allowed to enter multiple Serial Numbers in one row (each ona
separate line) and you must enter the same number of Serial Numbers as the quantity.
You must enter each Batch number on a separate line.
Info: What happens when the Purchase Receipt is “Submitted”?
1. A Stock Ledger Entry is created for each Item adding the Item in theWarehouse by the
“Accepted Quantity”
2. If you have rejections, a Stock Ledger Entry is made for each Rejection.
3. The “Pending Quantity” is updated in the Purchase Order.
DELIVERY NOTE
A Delivery Note is made when ashipment is shipped from thecompany’s Warehouse.
A copy of the Delivery Note is usuallysent with the transporter. TheDelivery Note contains
the list ofItems that are sent in the shipmentand updates the inventory.
The entry of the Delivery Note is verysimilar to a Purchase Receipt. Youcan create a new
Delivery Note from:
Stock > Delivery Note > New Delivery Note
or from a “Submitted” Sales Order (that is not already shipped) by clicking on

“MakeDelivery Note”.
You can also “fetch” the details from an unshipped Sales Order.

You will notice that all the information about unshipped Items and other details arecarried
over from your Sales Order.
Tip: If you want to print your Delivery Notes without the amount (this might beuseful if you
are shipping high value items), just check the “Print without Amount” boxin the “More Info”
section.
Info: What happens when the Delivery Note is “Submitted”?
1. A Stock Ledger Entry is made for each Item and stock is updated.
2. Pending Quantity in the Sales Order is updated (if applicable).
Shipping Packets or Items with Sales BOM
If you are shipping Items that have a Sales BOM, ERP will automatically create a“Packing
List” table for you based on the sub-Items in that Item. (See the Itemexplanation for more
information).
If your Items are serialized, then you for Sales BOM type of Items, you will have toupdate
the Serial Number in the “Packing List” table.
Packing Items in to Cases for Container Shipment
If you are doing container shipment or by weight, then you can use the Packing Slip
tobreakup your Delivery Note into smaller units. To make a Packing Slip go to:
Stock > Packing Slip > New Packing Slip
You can create multiple Packing Slips for your Delivery Note and ERP will ensurethat the
quantities in the Packing Slip do not exceed the quantities in the Delivery Note.
STOCK ENTRY
A Stock Entry is a simpledocument that lets you recordItem movement from aWarehouse,
to a Warehouseand between Warehouses.
This can be useful in also tracking:
1. Material Issues from Stores
2. Sales and Purchase Returns

3. Production (manufacturing).
We will look into the specialfeatures of the Stock Entry laterwhen we discuss Accounting
andManufacturing processes.
To make a Stock Entry you have to go to:
Stock > Stock Entry
In the Stock Entry you have to update the Items table with all your transactions. Foreach
row, you must enter a “Source Warehouse” or a “Target Warehouse” or both (ifyou are
recording a movement).
Tip: To update Stock from a spreadsheet, see Stock Reconciliation.
SUB-CONTRACTING
If you business involves outsourcing certain processes to a third party Supplier, whereyou
buy the raw material, you can track this by using the sub-contracting feature ofERP.
To setup sub-contracting:
1. Create separate Items for theunprocessed and the processedproduct. For example if you
supply unpainted X to yourSupplier and the Supplierreturns you X, you can createtwo Items:
“X-unpainted” and“X”.
2. Create a Warehouse for yourSupplier so that you can keeptrack of Items supplied. (you
may supply a month’s worth ofItems in one go).
3. For the processed Item, in theItem master set “Is Sub Contracted Item” to “Yes”.
4. Make a Bill of Materials for the processed Item, with the unprocessed Items as sub-items.
5. Make a Purchase Order for the processed Item. When you “Save”, in the “RawMaterials
Detail”, all your un-processed Items will be updated based on your Bill ofMaterials.
6. Make a Stock Entry to deliver the raw material Items to your Supplier.

7. Receive the Items from your Supplier via Purchase Receipt. Make sure to checkthe
“Consumed Quantity” in the “Raw Materials” table so that the correct stock ismaintained at
the Supplier’s end.
SERIAL NUMBERS
A Serial Number (Serial No)record is maintained for each quantity of that Item. This
information is helpful in trackingthe location of the Serial No, it’s warranty and end-of-life
(expiry) information.
Serial No’s are also useful to maintain fixed assets. Maintenance Schedules can alsobe
created against serial numbers for planning and scheduling maintenance activity forthese
assets (if they require maintenance).
You can also track from which Supplier you purchased the Serial No and to whichCustomer
you have sold it. The Serial No status will tell you its current inventory status.
If your Item is serialized you will have to enter the Serial No’s in the related column
witheach Serial No in a new line.
Importing and Updating Serial No’s
Serial Nos cannot be imported from Stock Reconciliation. To import Serial No’s, youwill have
to use the Data Import Tool. When you import the Serial No’s, the stock levelof its
corresponding Item will be automatically updated.
2.1.4. HUMAN RESOURCE MANAGEMENT
The Human Resources Management (HRM) function includes a variety

of activities, and key among them is deciding what staffing needs you
have and whether to use independent contractors or hire employees to
fill these needs, recruiting and training the best employees, ensuring
they are high performers, dealing with performance issues, and

ensuring your personnel and management practices conform to

various regulations. Activities also include managing your approach to
employee benefits and compensation, employee records and personnel
policies. However, they should always ensure that employees have --
and are aware of -- personnel policies which conform to current
regulations. These policies are often in the form of employee manuals,
which all employees have.
This system handles, manages, and control human resources at Client.
There are different activities in this system, which will provide
necessary information to concerned bodies. Those listed below are
some of the activities included:-
o Personal information registration
o Manage and control vacant position and posting.
o Recruitment and registration of new employees(permanent
and contract)
o Keeps all necessary information about employees
o Manage all sorts employee leaves(such as annual leave,
sick leave, special leave ,and others)
o Manage employees’ performance evaluation and
disciplines.
o Manage and controls employees training and educations.
o It manages and controls employees’ different benefits.
o It manages and controls Job Grade and position and
payment scales.
o It manages and controls different Departments.
o It manages and controls employee’s retirements (Pension).
o It manages and keeps track of employees who terminate.
o It manages and controls employees’ medical histories.

o It keeps track employee attendance.

o It controls and manages employees’ grievance.
o It controls and manages employees working hours and
shifts.
o It keeps track employee award and compensation
information.
o Produce an active report of employees based on different
criteria.
o Manages controls and tracks any physical and
electronically documents (these can be Letters, files, etc).
o Allow the recording of detail information for every
employee. The information includes: Id number, name,
full address, birth date, gender, marital status, ethnic
group, religion, position, educational level, previous
employment history, retirement date, pension no, salary….
Etc
o Record employee events like promotion, transfer, salary
increment, training award, performance appraisal,
disciplinary measure etc…., as soon as they occur.
o Track employee attendance (Time record), absenteeism,
overtime, employee on duty, employee on leave, ---etc
o Handle employee leave transaction based on the collective
agreement and then automatically update the information
every year or as the user requires.
o Associate every employee to the branch, department,
division, section and sub-section he/she belongs to.
o Mark public holidays of every year to allow automatic
calculation of annual leaves.

o Record salary scale and store the information for as long

as the user needs.
o Associate employee salary with the current salary scale to
automatically Performa salary increments for all employees
based on the collective agreement.
o Control employee attendance automatically by using
biometrics finger print attendance machine.
o Integrate with payroll module and send overtime and
absentee transactions to payroll automatically.
o Generate a provident fund, salary wage and pay structure
report for each employee.
o Automatically generate a discipline notice letter for the
employees.
o Mange utility usage consumption like internet service,
water service, electric power service and any other utilities
of the company.
o Give a periodic report for each utility’s.
RECRUITMENT AND REGISTRATION OF NEW

EMPLOYEES
The employee recruitment and registration is one of the major

activities of human resource management system. So that automating
this activity is play pivotal role for managing and recording employee
information efficiently.
Every time when new employee recruits it keeps track personal

information, employee dependents, recruitment condition, educational

back ground, experience employee and employee salary. And after

record all those employee information, a system integrating with one
card system and it print the employee ID-Card. The employee
recruitment and registration system also integrate with payroll system
and provide all necessary information. As a whole the employee
records remain active until the employee terminate or retire.
Record detail personal information like full name and picture, Family
name (Father, mother, sisters and brothers), Gender, Address, Date of
Birth, Place of Birth, Ethical nationality, Marital Status (Name of
spouse and children if any), Language proficiency, Health certificate,
Certificate of good conduct, etc.
In general the important advantages of employee record are:

o Easy retrieval or access on each employee record.
o Provide necessary validation for each employee record.
o Alerts messages when temporary employee reaches at the
end of their contract.
o For easily updating employee records.
o For managing employee renewals.
In general the flow of employee recruitment
Requisition from department
Approve by HR manager
Fill the necessary criteria for that position
Fill the competitor’s data on the system
System will compare automatically
Select the competitors
It will generate a letter for the selected competitors

Generate interview time

System will automatically generate an interview letter
Fill the interview grade for each competitor
Based on that grade it will generate a form
Generate an employment letter for the selected employee
EMPLOYEE PERFORMANCE
The most valuable asset of any organization is its workforce. In some

businesses, labor expenses can comprise as much as 80% of product
cost. The Human Resources Management improves profitability by
providing manufacturing managers with labor management
information so that labor resources can be deployed and optimized to
meet production and budget objectives.
Important advantages of Labor Performance are:

 Separates labor into direct and indirect status
 Monitors employee attendance through payroll records
 Analyze employee/supervisor performance and
productivity
 Salaried/hourly employees and incentive earnings
reports
 Provides for entry of regular, overtime, and special
wages
Labor Performance helps reduce labor costs by providing information

on how employees are spending their time on any given day. The labor

performance module tracks the activities performed by employees and

measures the productivity associated with that activity.
The Human Resources Management maintains each employee’s

standard hours earned and direct hours actually worked to measure
productivity. L/P also maintains indirect hours worked by an employee
to determine the percentage of direct hours to indirect hours
measuring what percentage of the employee’s time is utilized
performing value added work. Total hours are tracked and compared
to standard hours earned to measure how effectively labor resources
are being managed.
EDUCATION AND TRAINING
Now days training is one of key factor for increasing the capacity of
employee thus company smoothly maintain its activity. Therefore
recording employee training, enable to make right decision for
promoting the employee.
This record integrates with educational history of the employee record

so that management or personnel can easily trace the overall status of
the employees status and check if additional training require.
Education (Elementary school, High school and Higher institution) and

Trainings (On job training and off job training)

WORK EXPERIENCE
Record Work experience (In government organization, In NGO's, and

In private Organization) and also Information in DASHEN BEER S.C.
and (Position, Employment date, Salary, Promotion, Transfer,
Disciplinary action, Training, Performance evaluation result, Award,
Annual leave, Education level, Pension number and Pension date, etc.
LEAVE
This system calculates the net leave of the employee has and
administer accordingly. The system also announces the expired leave
of the employee and deduct from the net leave of the employee. This
enables the company to have up to date leave information for each
employee.
Important feature of recording and managing leave:

 To calculate dynamically the net leave of the employee.
 To know the expired leave of the employee.
 To keep track maternity leave, mourning leave, annual leave
and sick leave records.
 By integrated its system with attendance sheet it deducts
from the leave employee already has.
In general the system flow will be like this
We will insert each employee’s balance once then
 Each employee will fill leave application when he/she want

 It works with all type of leaves like annual leave, maternity
leave, sick leave, leave without salary, exam leave ….

 The system allows to assign approval right for each user

 The system takes to the HR manager for approval
 If it is approved it will deduct automatically
 It allows maternity leave only for females
 Each year it adds 1 day from their balance automatically
 It generates a leave report for each employee
DEPARTMENT, JOB AND SALARY

MANAGEMENT
This system creates, manage, manipulate, initialize, and update the

DASHEN BEER S.C. job position and grade, department and salary
scales. Some of functionality and features of this system are.
 Create, update, edit companies profile
 Create, update Dashen Beer S.C. Departments
 Create, update Dashen Beer S.C. Job position
 Create, update Dashen Beer S.C. Job grade
 Create, update Dashen Beer S.C. salary payment scale and etc..
TIME AND ATTENDANCE
Keeping track of employee attendance can be a challenge for

companies with even a moderately sized workforce. The human
resource management system labor Performance module can integrate
to a time and attendance system to improve data accuracy and
accountability.
The attendance machine will automatically control each employees
entering time and moving out time.

AWARD AND COMPENSATION
Keeping track of employee award and compensation enables the

company to make right decision to promote an employee. These
records integrate with educational history of an employee and can
easily trace the level of each employee.
UTILITY MANAGEMENT
this will help us to manage and fetch timely report on our expense to
each of our utility consumptions.
in general
we will create our utilities on the system
we will register each processes and payments for utility.
the system will generate a periodic report for each utility
PAYROLL MANAGEMENT
our payroll management system is an integrated system with the

attendance machine.
the general flow will be
 Every employee’s finger print will be registered on the
attendance machine.
 The attendance data will be saved on the attendance machine
memory.
 the data will be transferred from attendance machine memory to
the HR system
 it will transfer the time from machine to payroll system
 the payroll will calculate their payment by reading their data
from the system.

 the payroll will generate a pay structure for each employee.

 there is a slab master for the payroll system.
the payroll system has the following reports
 income tax report for each employee
 generate pay slip for each employee
 provident fund report for each employee
 bank statement report for the company
 payment report for each employee
 salary and wages report for each employee
 the payroll system will calculate overtime if it is there
 the system will not allow calculating the overtime without
approval of the authorized body.
also it is flexible system so we can add any features you want on the
payroll system
EMPLOYEE RESIGNATION
this system will work the following

 the employee will fill the resignation form
 the system will generate the resignation letter
 the system will generate a work experience letter.
REPORTS/OUTPUT
The main reports that will be generated by the system are listed as follow
 Recruitment report(joined employee’s list) based on selected range
of date
 Vacant position reports based on selected range of date
 Employee details
 Based on experience

 Based on salary range

 Based on gender
 Based on employment type(permanent or temporary)
 Family details
 Educational backgrounds
 Language capability…
 Resigned employee’s list
 Salary increment, promotion, transfer, training, etc….reports for a

range of dates.
 Employee ID card
 Employee training report
 Employee retirement report
 Daily attendance report
 Periodic attendance report (weekly, monthly…)
 Overtime report
 Day time
 Holiday time
 Weekly off(weekend)
 Night time
 Payroll reports
 Pay slip
 Pension scheme report
 Provident fund report
 Income tax report
 Salary and wage register
 Performance analysis report

 Leave report

 Annual leave
 Sick leave
 Maternity leave
 Other leave
 Utility usage report
 Electric cost report
 Internet cost report
 Furnace usage report
 Disciplinary measure report
2.1.5. FRM (FINANCIAL RESOURCE MANAGEMENT)
ACCOUNTING
At end of the sales and purchase cycle isbilling and payments. You may have anaccountant
in your team, or you may bedoing accounting yourself or you may haveoutsourced your
accounting. Financialaccounting forms the core of any businessmanagement system like an
ERP.
In our ERP, your accounting operations consist of 3 main transactions:
1. Sales Invoice: The bills that you raiseto your Customers for the products orservices you
provide.
2. Purchase Invoice: Bills that yourSuppliers give you for their productsor services.
3. Journal Vouchers: For accountingentries, like payments, credit and othertypes.
Reference: Debit and Credit:
People new to accounting are often confused with the terms Debit and Credit. Contraryto
their meaning, these terms have nothing to do with who owes what.Debit and Credit are

conventions. All accounting follows these so that it is easy tounderstand the state of
finances in a universal manner. These conventions are:
1. All Accounts are of type Debit or Credit.
2. Assets and Expenses (and their sub-groups) are always Debit.
3. Liabilities and Income (and their sub-groups) are always Credit.
4. In all accounting entries, you “debit” an Account or “credit” one.
5. When you “debit” an Debit Account (an asset or expense), it’s value increases(“add”
operation). When you “credit” a Debit Account, its value decreases(“subtract” operation).
The same rule applies for Credit Accounts. “Crediting” aCredit Account, increases its value,
“debiting” it decreases its value.
6. All accounting transactions (like a sales or a payment) must affect at least twodifferent
Accounts and sum of debits must be equal to sum of credits for thetransaction. This is called
the “double-entry bookkeeping system”.
Our ERP works on an accrual system. The transactions that accrue income andexpense are
Sales Invoice and Purchase Invoice.
Sales Invoice
A Sales Invoice is a bill yousend to your Customersagainst which they will processyour
payment.
If you have managed to createSales Orders or DeliveryNotes, creating a SalesInvoice should

be more of thesame.
You can create a SalesInvoice directly from
Accounting > Sales Invoice > New Sales Invoice
or from the “Make Sales Invoice” button in the Sales Order or Delivery Note.
Accounting Impact
All Sales must be booked against an “Income Account”. This refers to an Account in
the“Income” section of your Chart of Accounts. It is a good practice to classify your
incomeby type (like product income, service income etc). The Income Account must be set
foreach row of the Items table.

Tip: To set default Income Accounts for Items, you can set it in the Item or ItemGroup.
The other account that is affected is the Account of the Customer. That is automaticallyset
from “Debit To” in the heading section.
You must also mention the Cost Centers in which your Income must be booked.Remember
that your Cost Centers tell you the profitability of the different lines ofbusiness or product.
Again, you can set a default Cost Center in your Item master.
Reference: Accounting entries (GL Entry) for a typical double entry “Sale”:
To see entries in your Sales Invoice after you “Submit”, click on “View Ledger”.
Dates
1. Posting Date: The date on which the Sales Invoice will affect your books of accounts
i.e. your General Ledger. This will affect all your balances in that accounting period.
2. Due Date: The date on which the payment is due (if you have sold on credit). This canbe
automatically be set from the Customer master.
Recurring Invoices
If you have a contract with a Customer where you bill the Customer on a monthly,quarterly,
half-yearly or annual basis, you can check the “Recurring Invoice” box. Hereyou can fill in
the details of how frequently you want to bill this Invoice and the period forwhich the
contract is valid.
Point of Sale (POS) Invoice
For retail operations, the delivery of goods,accrual of sale and payment all happens inone
event, that is usually called the “Pointof Sale”.
You can make a Sales Invoice of typePOS by checking on “Is POS”. When youcheck this, you
will notice that some fieldsget hidden and some new ones emerge.
Different sections of the POS
1. Update Stock: If this is checked, Stock Ledger Entries will be made when you“Submit” this
Sales Invoice and there is no need for a separate Delivery Note.

2. In your Items table, you will also have to update inventory information like“Warehouse”
(can come as default), “Serial Number” or “Batch Number” if applicable.
3. Update “Payment Details” like your Bank / Cash Account, paid amount etc.
4. If you are writing off certain amount, for example change or you get extra change,check
on “Write off Outstanding Amount” and set the Account.
To see entries after “Submit”, click on “View Ledger”.
PURCHASE INVOICE
Purchase Invoice is theexact opposite of yourSales Invoice. It is thebill that your

Suppliersends your for products orservices delivered. Hereyou accrue expenses toyour
Supplier. Making aPurchase Invoice is verysimilar to making aPurchase Order.
To make a new PurchaseInvoice, go to:
Accounts > Purchase Invoice > New Purchase Invoice
or click on “Make Purchase Invoice” in Purchase Order or Purchase Receipt.
The concept of “Posting Date” is again same as Sales Invoice. “Bill No” and “Bill Date”help
you track the bill number as set by your Supplier for reference.
Accounting Impact
Like in Sales Invoice, you have to enter an Expense or Asset account for each row in
yourItems table to indicate if the Item is an Asset or an Expense. You must also enter a
CostCenter. These can also be set in the Item master.
OUTSTANDING AMOUNTS
In most cases, apart from retail sales, billing and payment are separate activities. There
areseveral combinations in which these payments are done. These cases apply to both
salesand purchases.
1. They can be upfront (100% in advance).
2. Post shipment. Either on delivery or within a few days of delivery.

3. Part in advance and part on or post delivery.
4. Payments can be made together for a bunch of invoices.
5. Advances can be given together for a bunch of invoices (and can be split acrossinvoices).
Our ERP allows you to manage all these scenarios. All accounting entries (GL Entry) canbe
made against a Sales Invoice, Purchase Invoice or Journal Vouchers (in specialcases, an
invoice can be made via a Sales Invoice too).
The total outstanding amount against an invoice is the sum of all the accounting entriesthat
are made “against” (or are linked to) that invoice. This way you can combine or
splitpayments in Journal Vouchers to manage the scenarios.
Matching Payments to InvoicesIn complex scenarios, especially inthe capital goods

industry,sometimes there is no direct linkbetween payments and invoices.
You send invoices to yourCustomers and your Customersend you block payments
orpayments based on some schedulethat is not linked to your invoices.
In such cases, you can use thePayment to Invoice MatchingTool.
Accounts > Payment Reconciliation (sidebar)
In this tool, you can select an account (your Customer’s account) and click on “PullPayment
Entries” and it will select all un-linked Journal Vouchers and Sales Invoices fromthat
Customer.
To cancel off some payments and invoices, select the Invoices and Journal Vouchers
andclick on “Reconcile”.
JOURNAL VOUCHERS
All types of accounting entriesother than Sales Invoice andPurchase Invoice are madeusing
the Journal Voucher. AJournal Voucher (also calledJournal Entry) is a standardaccounting
transaction that affectsmultiple Accounts and the sum ofdebits is equal to the sum
ofcredits.
To create a Journal Voucher go
to:

Accounts > Journal Voucher > New Journal Voucher
In a Journal Voucher, you must select.
1. Type of Voucher from the drop down.
2. Add rows for the individual accounting entries. In each row, you must specify:
a. The Account that will be affected
b. The amount to Debit or Credit
c. The Cost Center (if it is an Income or Expense)
d. Against Voucher: Link it to a voucher or invoice if it affects the “outstanding”amount of

that invoice.
e. Is Advance: Select “Yes” if you want to make it selectable in an Invoice.
3. Other information in case it is a Bank Payment or a bill.
Payments
Payments made against SalesInvoices or Purchase Invoices canbe made by clicking on

“Make PaymentEntry” button on “Submitted” invoices.
1. Update the “Bank Account” (youcan also set the default account inthe Company master).
2. Update posting date.
3. Enter the check number, checkdate.
4. Save and Submit.
Payments can also be madeindependent of invoices by creating anew Journal Voucher and
selecting the type of payment.
Incoming Payment
For payments from Customers,
Debit Credit
Bank or Cash Customer

Note: Remember to the “Against Sales Invoice” or “Is Advance” as applicable.
Outgoing Payment
For payments to Suppliers,
Debit Credit
Supplier Bank or Cash
Note: Remember to the “Against Purchase Invoice” or “Is Advance” as applicable.
Reconciling Cheque (Check) Payments
If you are receiving payments or making payments via cheques, the bank statements willnot
accurately match the dates of your entry, this is because the bank usually takes time
to“clear” these payments. Also you may have mailed a cheque to your Supplier and it
maybe a few days before it is received and deposited by the Supplier. In ERP you
cansynchronize your bank statements and your Journal Vouchers using the
“BankReconciliation” tool.
To use this, go to:
Accounts > Bank Reconciliation
Select your “Bank” Account and enter the dates of your statement. Here you will get allthe
“Bank Voucher” type entries. In each of the entry on the right most column, update
the“Clearance Date” and click on “Update”.
This way you will be able sync your bank statements and entries in the system.
Accounting Entries
A look at some of the common accounting entries that can be done via Journal Voucher.
Expenses (non accruing)
Many times it may not be necessary to accrue an expense, but it can be directly be
bookedagainst an expense Account on payment. For example, travel allowance or a

telephonebill. You can directly debit Telephone Expense (instead of your telephone
company) andcredit your Bank on payment.
Bad Debts or Write Offs
If you are writing off an Invoice as a bad debt, you can create a Journal Voucher similar toa
Payment, except instead of debiting your Bank, you can debit an Expense Account calledBad
Debts.
Debit Credit
Bad Debts written off Customer
Depreciation
Depreciation is when you write off certain value of your assets as an expense. For exampleif
you have a computer that you will use for say 5 years, you can distribute its expense
overthe period and pass a Journal Voucher at the end of each year reducing its value by
acertain percentage.
Handling Returns
Returns are a part of doing business. YourCustomers may return Items in exchange ofother
Items or money back or you may returnItems to your Supplier. In each case there couldbe a
variety of scenarios.
Credit and Debit Notes
Credit Notes are given to your Customers againsta return that can be redeemed as cash or
adjustedin another purchase.
Sales and Purchase Return Wizard
This is a tool that can help you automate the entry for this process. Go to:
Accounts > Tools > Sales and Purchase Return
Closing a Financial Period

At the end of every year (or quarter or maybe even monthly) after you complete
yourauditing, you close your books of accounts. This means that you make all your
specialentries like:
1. Depreciation
2. Change in value of Assets
3. Defer taxes and liabilities
4. Update bad debtsetc.
and book your Profit or Loss.By doing this, your Income andExpense Accounts become zero
and you start a new Fiscal Year(or period) with a balancedBalance Sheet and fresh Profitand
Loss.
In ERP after making all thespecial entries via JournalVoucher, you can make all your Income
and Expense accounts to zero via:
Accounts > Tools > Period Closing Voucher
The Period Closing Voucher will make accounting entries (GL Entry) making all yourIncome
and Expense Accounts zero and transferring the balance to the Account youdefine.
Reports
Some of the major accounting reports are:
General Ledger
General Ledger is based on the table GL Entry and can be filtered by Account andbetween a
period. This will help you get a full update for all entries done in that period forthat
Account.
Trial Balance
Trial Balance is the list of Accountbalances for all your Accounts(“Ledger” and “Group”) on a
particulardate. For each Account it will give youthe:
1. Opening
2. Debits

3. Credits
4. Closing
The sum of all closing balances in aTrial Balance must be zero.
Accounts Payable and Accounts Receivable (AP / AR)
These reports help you track the outstanding invoices to Customer and Suppliers. Inthis
report, you will get your outstanding amounts period wise. i.e. between 0-30 days,30-60
days and so on.
You can also get your payables and receivables from direct reports on Sales Invoice
andPurchase Invoice.
Sales and Purchase Register
This is useful for making your tax statements invoice and Item wise. In this report, eachtax
Account is transposed in columns and for each Invoice and invoice Item, you will gethow
much individual tax has been paid based on the Taxes and Charges table.
Integration Picture



2.2. CORPORATE PORTAL WEBSITE
The overall scope of this proposal is to design and implement dynamic

website having high, operational standards that can serve as reliable and
fast communication media for Dashen Beer Football Club.
 The website may contain but not limited the following:
o Home page(how, when, why we start the job)
o News and features page
o fixtures and results page
o Players and staffs page
o Official member ship page
o Rumors page
o FAQ about the children’s and the organization
o Events management
o Mission, vision, objective
o Service display page
o About us Page
o Contact us page
o Face book, twitter, LinkedIn links
o Multimedia Gallery
o Dynamic Menu (side and top, accessible drop down menu)
o Styles and lay outs
o Search (web site contents of website ,department ,process, services, office )
o Login for staffs
o Online mailing system(mail chimp system)
o One year support period
o Full documents(administrative and user)
o Administrative Full training
o Submit all source codes, content and images to bureau.
o The bidder /Developer will register the site with dominant search engines: Google,
Yahoo, MSN/Live, and Ask.
o Copyright to your charity organization, at bottom bar
o Attractive site
 Training for web administrator
o Practical based training
o The trainees will be provided well published training manual.

1. Web Design
Being professional with extensive experience in the field of website design
and development, our record of satisfactory delivery of turnkey
operational websites deployed for such large governmental,
nongovernmental and international organizations, currently on the Web,
are glaring examples of our developer past achievements. Among these
websites are listed below.
In most of the webs we developed, our task was especially in the dynamic
database integrated ones, were ranging from designing of website &
database and development to testing the systems online.
Also, our experience on several hosting servers as web administrator,
helps us to suitably set up databases on the hosting server, proper
propagation of the domain names, and file transfer(uploading the final
websites to the hosting server ), …etc ; meeting the goal – releasing the
website live for the target audience ultimately.
Note: Our developers develop these websites when they were Employee in
different IT companies
2. Technical Support
Relations with our clients do not end after the completion of design and
development. Several months and years after the web sites were launched;
we continue to provide our clients with technical support in updating and
modernizing their sites.
Keeping a computer system up and running is not always a simple task.
There are times when professional help is needed, even for small systems.
We are at your service again by providing technical supports so that you can
solve your problems without delay and disruptions to your business.
3. Comments and Suggestions
3.1. Site flow

In general the website will be designed in such a way that visitors are able
to surf the site easily. So, well designed navigational links will be
incorporated so that the visitors smoothly and easily navigate throughout
the entire website keeping consistency as well.
The website will be designed to support text, images (photo), different files
(in PDF, Word document, etc…) and placing such contents in order that
easy access in terms of downloading time and well look & feel display. It
provides visitor to put their suggestion in directly. Based, on the target
audience’s usage, interest and suggestion, it will be operational with
different approaches.

The website being equipped with sound graphical user interfaces (GUI –user
friendly) includes from pages that are dynamic (database integrated) and
needs especial dynamic content management system to regularly update
dynamic pages such as products, newly imported products, special
products, News, Vacancy, Events, Media, Contact Us, and …etc .
Accomplishing these, the website will transfer a message that keeps its own
quality & standard centralizing its audience and transfer ideas goes along
with the expected outcome getting excellent results, ultimately.
3.2. Proposed site

Pages that are access by visitor shall be designed for a standard browser
window (VGA resolution 640*480) in order to be cross platform compatible
with all reasonably capable web browsers and computers. ActiveX, fancier
JAVA and other components or contents may require newer computers,
newer browsers or plug-ins. These are avoided, when possible, to maintain
cross platform compatibility. We will do as the client wishes in these
regards.
The pages will be designed with standard screen resolution (VGA 600*800),
cascading style sheets (CSS) touch for layout consistency and JavaScript for
client side programming. Web/Database integration will be handled using
PHP and MySQL. All pages will be tested for compatibility with current
popular browsers like Internet Explorer (IE), Netscape navigator, Opera,
Google chrome, mozila and others browsers with the same class.
The site being a true client/server application will generate reports
whenever there is a need… etc and will have online help manual.

A Dynamic Content Management System (CMS) is essential to website
development especially with the volume of content on the typical Website
growing each year. It has a profound use for the website modulator (web
master). We will define your Content Management needs and identify
technologies to improve your Web content production and publishing
systems. Make no mistake - if you are running a substantive website
without a CMS, you will hit a wall where your website is no longer
sustainable because you can't update your site reliably or quickly enough.
From that point, we will design almost your entire web infrastructure to put
a CMS in its place.
3.3. Description of the work to be done

In general, the proposed website will accommodate the following features:

1. An index (Home) page, as gate way, should have a clear description of

the organization and its objectives and allow the audience to quickly
surf the relevant information
2. A child’s who gets help by the organization Page which will display
children’s picture, name and description.
3. Donation page which will have a form to register for persons who
wants to donate for the organization
4. What we did page which will help us to show for whom we give the
donation and how it changes them
5. Frequently asked questions for the web visitors and donators if they
have same questions this page will give answers to have transparency
6. Contact us page this will show the address of the organization in USA
and its representative in Ethiopia
7. About us page which will show who we are?, why we did this?, our
mission, vision and so on
8. Services page which will display all available services which we give
9. The style of web pages visual effect, construction of the website and
the database design of the website should be uniform.
10. The website should have a modern professional style and be easy to
navigate with multi-level indexes. Care should be given to the page
weights to ensure the download time is sufficiently quick for typical
download speeds in Ethiopia and other countries.
11. A powerful site search function, accessible throughout the site, which
allows users to locate specific information quickly. The search should
be based one of the several of these factors:
12. A form-to-email system which allows surfers to submit suggestion or
question via Internet.
13. will have Clarity of subject and information management
14. Capability for fill event forms on line.
15. The user interface must run on any well-known browser including IE
16. The website should be designed taking the slow connection in the
country into consideration
17. A means to highlight new/key content on the site e.g. on the landing
page having a reserved space for highlighting key events and new
additions to the site.
18. Regarding to having higher ranking in search machines (Engines)
such as Google, Yahoo, AOL, etc, the following work will be done:
 High attention will be given to Metadata and keyword
descriptions so that the search and engines easily identify the
website and list it on the top of their search results.
 Every page of the website will be updated with best keywords
and description

 Every images and links in web pages will be equipped with

proper ALT tag and Titles
 A Google account will be created for NCCF and its domain
name will be submitted to Google/webmaster Tools with its Site
map so that Google search engine crawls it and indexed its
pages to make it in the top list of search results
 Add Google Analytics to every page and test to see that data is
being received into Google Analytics account
 Submit the final site to most popular search engines in US and
Europe such as Google search, Yahoo search, AOL search,
AltaVista … etc.
 Create Google Analytics that generate detailed Statistics about
the visitors – a facility to obtain traffic analysis of final website.
19. Customize 404 page - A 404 page is what a user sees when they try
to reach a non-existent page on your site. So we will create
customized 404 page that is not dependent on the hosting server.
404 page:
 Tell visitors clearly that the page they're looking for can't be
found. Use language that is friendly and inviting.
 Make sure your 404 page uses the same look and feel (including
navigation) as the rest of your site.
 Consider adding links to your most popular articles or posts, as
well as a link to your site's home page.
 Think about providing a way for users to report a broken link.
 No matter how beautiful and useful your custom 404 page, you
probably don't want it to appear in Google search results. In
order to prevent 404 pages from being indexed by Google and
other search engines, we will make sure that your web server
returns an actual 404 HTTP status code when a missing page is
requested.
 Embed a search box on your custom 404 page and provide
users with useful information to help them find the information
they need.
20. Components of the website should be a web based dynamic content
management system to publish, edit and update dynamic pages. This
system should incorporate the following features:
 Add, update, preview and delete dynamic contents on the home

page (About the charity organization).
 Add, update, preview and delete children’s
 Add, update, preview and delete FAQ
 Add, update, preview and delete Events & News

And handle other dynamic pages that are going to be identified

during requirement analysis phase.
 Add, edit and delete user accounts for valid access of the
content management tool and give different access level of
control on the content management system.
 Others that are going to be identified requirement analysis
phase …
To give emphasis, the content management will have an easy user
graphical interface(GUI) that enables staffs of the charity organization
easily update the dynamic contents of each page without calling the
developers in person – you will handle it by yourself without the need of
writing codes.
2.3. METHODOLOGY
Project engineering development phases (processes) would use the following combination
of the state-of-the-art methodologies and approaches.
2.3.1. PROPOSED ARCHITECTURE OF THESOFTWARE
Project engineering development phases (processes) would use the following combination
of the state-of-the-art methodologies and approaches.
Overview of our solution
There are various possible physical architectures possible for this kind of application. Here
are the lists of possible architectures:
• Two-tier Application architecture
• Three-tier Application using XML web service
• Three-tier Application using .Net Removing or Java Remote Methods
• Logical N-tier Applications and

• Logical N-tier Applications using XML web service
We proposed the best architecture Logical N-tier Application using XML web service. This is
a 3-tier architecture that separates the presentation layer (the client or user interface), the
business logic layer, and the data layer. We intend to build this application using the
intranet, extranet network (so that only people within the physical premises of Client or
those that are connected via network can access the system), and internet (for those
application which intended to public and for those with special privileged system users). We
will discuss only this proposed architecture briefly below
Logical N-Tier Architecture using XML web service
This architecture consists of the front end, a business rule component, and a data layer
component. This is the best approach, which works equally well for all types of
programming languages.
Figure I N-Tier Architecture using XML web service
2.3.2. FEATURES
• Centralizes business rules into a separate layer

• Any of the components/layers can moved to any machine thus

improving scalability and centralization
• Development takes a little longer which is not an issue exactly because it

going to be fruitful finally.
• Security Technologies our ERP has unique Document Signing feature which can
provide security on each document
• Platform Independent =our ERP system will work on Any Device on web
2.3.3. DETAILS OF PROPOSED SYSTEM ARCHITECTURE
Under this section, we will demonstrate in diagrams how each of the systems will be
designed using the n-tier architecture.
Presentation Tire
Graphical User Interface
"Thin" Client
Middle Tire
Business logic
Business Logic
Data Tire
Database Access Components

There are two levels of security in this system. First, for systems which intended for internal
use, will be designed to run only from the intranet or extranet of the court. So, user should
have privilege of accessing the intranet or extranet. This avoids intruders from hacking or
accessing the system from the internet. This is network security. Second, the applications
will be designed by us to have another level of security access based on the type of user
access that each person is given. This is application security.
We have enforced four types of user interfaces based on the privileges of each user. Each
system has different categories of users and security levels. A user can log into the system
as one of the following users, where privileges are pre-defined by the system.
System Administrator: is the technical IT person in charge of maintaining the system. The
interface designed for a system Admin include functionalities such as creating user accounts
and assigning them as regular or public users, assigning temporary passwords for each user,
resetting forgotten passwords, backing up the system database, etc.
These features are only visible to someone logged in with an administrator’s login name and
password. All other features of the system will not be visible or accessible to this user.
The system administrator cannot view the current password of each user. He can only issue
temporary passwords to users that they can change later. Once the user has changed his or
her own password, the administrator can only reset that password if the user forgets it. He
cannot view it. This is best design that prevents the technical system administrator from
viewing the passwords of other users.
Regular Users: are users of each system who perform the activities of adding,
updating/modifying, and deleting of data. All features of the system are visible to these
users except those features of a system administrator &Special User. Each system user must
change his temporary password to something that only he knows.

Special User: are system users with a special privilege of viewing different pre-defined or ad-
hoc reports.
Public Users: are external users of the system that need information from the system. These
are people or entity other than the regular user, System Administrator, and Special User. If
a user does not logged in as one of the above user types, the system logged in the user as a
public user. Once a user is logged in as a public user, the system will be designed to display
only the features that these external users are allowed to see.
The user interface will be designed to display only the features that have been defined as
being needed by an external user. These features will be refined during the requirements
gathering phase of this project. Generally, these are features with read only access.
2.3.4. KEY FEATURES OF THE SYSTEMS
Client program: Applications will be designed using the latest interface design principles,
state-of -the-art technology development tools
Security and Access Control: The system provides policy-based, easily configurable, fine-
grained access control in hierarchical security feature by the use of windows and
applications password preventing unauthorized access to the system.
The system also implements cryptography to ascertain data confidentiality from internet
hackers
Compatibility: The system shall enable creation of files that are portable to other document
formats like exporting data to Excel program, Document Portable Format (PDF), etc. It will
also be designed to be compatible enough to future integration with other systems.
Multi-User System: The system is designed to process a large number of system users, and
enables concurrent access by local and remote users. The users can be public, special user,
regular, or system administrators. All will have their own access privilege in the system and
their actions can be tracked accordingly.

Interoperability: The system will have the ability to exchange and transfer information
between two or more sub systems or components internally. This avoids redundancy of
data entry and record keeping.
Online Help: The system will be fully equipped with online help manuals for the system
itself, on how to operate it. This helpful technical information can be accessed from any
spot of the application program with detail operating illustrations.
Other Utilities: The system incorporates special features to backup/restore the database,
import/export data files, and to upload files or data to the system
Back up: In particular, procedures will be established to recover files damaged from power
disruptions and other incidents. The system administrator will be trained to backup the
entire system every now and then to an external backup disk drive. Each application server
will have a back up disk drive that will contain up-to-date mirrored information in case of
application failure.
Menu Driven System: In order to simplify the user’s activities, the system will be designed
using simple and intuitive menus familiar to windows application users. The menu system
provides a set of command to the users. The menu offer convenient and consistent ways in
which command are grouped, thus making it easy for users to access them and perform the
various tasks in the system.
Easy to use: The system is design in regular windows environment and facilities like the
mouse expedite the various operations that would otherwise have been performed at a
slower speed using the keyboard.
Output Design: The system will generate different reports comprising of detail and summary
reports, sorted and grouped based on given fields. The output will include graphical and

tabular out puts. Data could also be exported printed to external programs for further
analysis.
Project engineering development process would use the following combination of the state-
of-the-art methodologies and approaches
2.3.5. TOOLS AND LANGUAGES
2.3.6. HARD WARE AND NETWORK MINIMUM INFRASTRUCTURE
o Server Hardware Specifications:

One Intel P 4 CPU or AMD K6
One Motherboard
One 512KB Cache
One 2GB RAM Unit
40 GB HDD - One Main & other Backup RAID.
One 1.44 MB FDD
One 50X CD-ROM Drive
One 101 Keyboard
One Logitech Mouse
One 14" Color Monitor
One 100Mbps 1:8 Switched Hub (atleast)
One 100Mbps Ethernet Card
One 300W SMPS Unit
One Cabinets with cooling fans.
One Modem Unit(optional)
One 24 Hour Backup Invertors with 2 Battery Units.(optional)
Server Software Specifications:

One ERP Server Software requires Linux operating system
Client Hardware Specifications:

Client PC Units each with...
One Pentium III CPU

One Original Intel Motherboard

One 9 GB HDD
One 100Mbps Ethernet Card
One 14" Color Monitor
One 101 Keyboard
One Logitech Mouse
One Attractive CPU Unit
One 150W SMPS Unit
Client Software Specifications:

Windows XP or any other Client Operating System
Client Software Installation Specifications:

IE6 or above Internet Explorer
Outlook Email/News/PM Client (optional)
StarOffice, MS Office, Seagate Crystal Reports web components
(optional)
Network Accessories
UTP wires in 500 meters with Sockets
Internet Facility
One www.xyz.com Domain Name.(optional)
At least 64kbps Internet Lease Line.(optional)
2.3.7. SOFTWARE ENGINEERING METHODOLOGY
In early years of computer programming, one person could analyze a problem, come up
with a solution, and write a program. Today it's a different story. In order to develop the
kind of complex system today's business demands, a team approach is necessary. The team

has to contain analysts to communicate with the client and understand problems, gather
specifications, designers who construct a solution, programmers who code the solution and
system engineers who deploy the solution. A development process has to take all these
roles in to account, utilize them properly. To meet the development process GRAPPLE
methodology is employed. Grapple is intended for object -oriented system. The actions with
in each segmented are geared toward producing work product of an object-oriented
nature.
The segments of development process are: -
o Requirement elicitation or gathering and Requirement Analysis phase
o Design
o Development & Implementation
o Deployment (Testing, Training, and Documentation)
Requirementgatherin
Design Development &
g & Analysis
Implementation
Deployment
Fig I, the development process model
2.3.8. SOFTWARE DEVELOPMENT PROCESS
1) Requirement gathering and Analysis (System Study) phase: this is the first phase of
software development process. This phase consist two main sub processes, which
are Requirement elicitation or gathering and Requirement analysis.

a. Requirement Elicitation/Gathering process: is use to help to determine and

understand what users and their potential usage of the system. In this step,
we will use fundamental requirement gathering techniques to identify the
system problems and requirements. This technique include interviewing,
observation, brainstorming (JAD)
i. Interviewing: this includes activities of interviewing experts, either
potential users of the application or people with expertise in either
the problem domain or technical domain.
ii. Observation: - taking a deep insight to the system workflow input/
out put and so on.
iii. Brain Storming /JAD (Joint Application Development): - this
technique conducts by gathering potential users, owner, stack holders
and other group of people who have a direct impact and make a
group of discussion on a topic. This enables us to identify the main
business objectives of the system that will be developed.
B, Requirement Analysis sub phase: - this sub phase will enable to identify what system will
be built, propose alternative solutions and chose the best one from alternative solutions.
Finally, the combination of requirement gathering and analysis phase will help to identify
and determine the following system requirements:
o Functional requirements
o Non functional requirements
o User interface requirements
o Business rules
o System constraints
o System supplementary specification
o And finally requirement elicitation documents such us Essential use case model, user
interface flow diagram and CRC model,

o Analysis Document, static and dynamic modeling such us System use case model,
sequence diagram, class model (conceptual class model), activity diagram and user
interface prototype and so on.
2) Design phase: - based on the results found from phase one, this phase conducts the
design of the new system to be. It has two major parts
a. System design: - this part determine the system software and hardware
requirements, different system components, system architecture and
network design(if any) so on
b. Object design: - this part also determine system
i. Object Design
ii. User Interface Design
iii. Data base Design and so on.
In general from this phase documents such as Class, collaboration, state, component,
deployment, relational persistence modeling and logical and physical database modeling
will be delivered.
3) Customization & Implementation phase: - Based on the development tools

technique described in phase 2 start coding different class, user interfaces, and
implements the physical database design into the selected database management
system and tests the connectivity and security issue.
4) Testing, Training, and Documentation phase: - This phase include testing for each
implemented sub system to check whether it satisfy the system requirements, then
prepare training documents for each and the whole system and give training to the
potential users of the system. Finally, prepare total documentation, which comprise
of all of the activities from the beginning of the requirement gathering to final steps.
2.3.9. KNOWLEDGE TRANSFER METHODOLOGY(TRAINING)
 No of planned trainees: we will give training on each module for all

concerned bodies there is no limitation for number of trainees.

 Contents of training(relevance): the content of training will differ module to module

but we will give a training for each processes in the module
 Duration of training (length): we will give a training in two manners those are first
we will give a theoretical training and then a practical training .there is no limitation
of duration we will give the training for each concerned person till he understood
the system and start working properly
2.3.10. MAINTAINABILITY
Our system supports online maintenance so we can give maintenance whenever and
wherever without stopping the system
2.3.11. SECURITY
Our ERP has unique Document Signing feature which can provide security on each
document
2.3.12. INTEGRITY
Our ERP software can be integrated with mostly used software like MS word, MS Excel,
PDF….
2.3.13. PLATFORM INDEPENDENT
Our ERP system will work on any device on web
Also it works with all types of operating systems
2.3.14. DOCUMENTATION
We will provide documentation for database design, relationship diagrams and system
implementation

Also we will provide online manual and help for each user for each process
2.3.15. OBJECT-ORIENTED SOFTWARE ENGINEERING
There are many ways to look at a problems to be solved using a software -based
solutions .one widely used approach to a problem solving takes an object oriented
viewpoints.
2.3.16. CUSTOMER-INVOLVED APPROACHES
The intention of not just including, but involving the customer in the requirements
generation process is to receive early, valuable feedback from the customer. Two
approaches that emphasize customer involvement are Participatory Design (PD) and Joint
Application Design(JAD). In PD, the customer works closely with the requirements engineer
throughout the system development life cycle (SDLC) until final product deployment.
The goal of PD is to narrow the “knowledge gap” between the customer and requirements
engineer, and to allow the customer early familiarization with the new product, thereby
minimizing the learning curve once the product is delivered.
JAD is becoming much more popular within software development companies due to its
ability to gather a great deal of information from many people in a very short amount of
time. Contrasting to PD, JAD is based on an initial requirements-gathering session, involving
both the customer and developers, aimed at harvesting the greatest amount of information
from all concerned parties.
2.3.17. LICENSE SCHEME
Our ERP software is open source program software so
 Our ERP software license supports unlimited users

 Company will not pay to add users on the system.
 number of users is unlimited
 for future upgrade and integration it is free
2.3.18. MANUAL
we will provide a hard copy manual for the users
2.3.19. SUPPORT
Our ERP software works with a minimum connection of dial up connectivity.
So we can give onsite maintenance and support using internet connections
2.3.20. RISK MINIMIZATION
Our ERP software can be integrated with any kind of biometric Finger Print Attendance
machine
We will Integrate Attendance machine database and our ERP software database using
trigger concept so we can easily configure the machine with our system
Also we will integrate our ERP software CRM or sales system with our pos system without
any extra cost.

PHASES AND DURATION
Phases Duration (months) Report Date

Reviewing, Requirement
Gathering and Analysis One month Every two week
System analysis and design

Half month
Every two week
Customizing and Implementation
One month
Every two week
Installation and Configuration of
network and the software One Month Every two week
Documentation and Training

Half month
Every two week
Support and Maintenance
1 year after project completed _
Total Four Month

WORK SCHEDULE
Work Schedule
Month1 Month2 Month3 Month4
N
o. Major Activities
Reviewing and
understanding of
Existing system and
1 Design
Understanding the
existing system and
information
Arrangment of Resource
requirements of the
requested system
Data gathering
Identify user, task and
environmental
requirements
Data analysis
Determine user
requirements and
constraints on the
automated system
Logical (or conceptual)
model
Implementation
consideration
System Design
Identify interface objects
and actions
Architectural Design
Alternative physical
solutions
Data structure, Defining
database objects

Procedures preparation
Agreing with screen lay
outs
Installation and
2 Configuration
Preparation of Servers
and clients for installing
ERP
Installation and
Configuration of
Database server
Installation and
Configuration of web
server
System installation
System configuration
4 Customization
custemizing Report,
form and screen
Defining database r/s,
Coding Guidelines
Code
structuring ,Module
construction
Systems building
Testing and Debugging
5 Testing and Debugging
On site Testing
Test data
Unit testing
Module testing
Sanity testing
(Integration testing)
Validation ,Security
testing
Functional testing
(System testing)
6 Documentation and
Training
Trainee selection

End users Training

System users Training
Technical manual
System documentation
Administrators manual
End users manual
7 Transition
Hand-over
Testing,training and
manuals
PROJECT MANAGEMENT APPROACH
1. Project manager
Roles and Responsibility

 Supervise the activities of the team
 Ensure that the work is completed according to schedule
 Coordinate the activity of the project team with the needs and
demands of the user for whom that system is being developed
 Schedule and allocate human and equipment resources
 Control or monitor projector progress
 Initiating corrective activities when it required
2. System analyst and/software engineers
Roles and responsibilities

 Perform system investigation and analysis
 Determine user requirements
 Organize JAD workshops with the client
 Prepare conceptual model of the system using CASE tools, flowcharts
 Prepare documentation for the system analyzed and user
requirements
3. Software or system architect


 Design and maintain the system
 Detail design the system in to sub systems, components
 Design database structure
 Design user interface
 Prepare documentation on the system design and data model of the
database
4. Programmers

 Implement and test the system
 Develop the system in to components
 Customize, and integrate the system
 Refine, debugging, test the system
 Compile and prepare distribution disks
 Installation and maintaining the system
5. Documentation and training staffs
Roles and responsibility

 Prepare training manuals, system documentation and technical
documents
 Plan, schedule and conduct training sessions
6. Quality Assurance Director
Roles and Responsibilities

 Confirm the requirements of the user/system meet
 Check the set of defined development criteria and standards meet
 Test the system against standard testing rules
 Comment and prepare feedback to project manager
7. Domain Expert
Team composed of management personnel and technical experts in the area of project
management, monitoring and evaluation and other fields that includes the project

Roles and Responsibilities
 Support requirement gathering process

 Support system design phase in domain areas

COMPANY PROFILE
2.4. INTRODUCTION
2.5. COMPANY MISSION, VISION AND QUALITY POLICY
2.5.1. VISION
2.5.2. MISSION
2.5.3. QUALITY POLICY
2.6. COMPANY PROFILE
2.6.1. HUMAN RESOURCES

Page 76

Belayabecables Erp Proposal

Uploaded by

Copyright:

Available Formats

Belayabecables Erp Proposal

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Belayabecables Erp Proposal

Uploaded by

Copyright:

Available Formats

Contents

ERP Proposal for Belayab Cable Manufacturing PLC

RESPONSE TO THE TOR

1.1. EXECUTIVE SUMMARY

Date: - August 12,2014

The system will be developed in web based application form.

Phoniex Technology PLC Page2

 Financial Resource Management

 Material Resource Management

 Customer Relation Management

 Human Resource Management

 Fixed Asset Management

 Production Management and Quality Control

1.2. UNDERSTANDING OF THE ASSIGNMENT

As it is mentioned on the expression of the interest we understood that BELAYAB CBLE

Phoniex Technology PLC Page3

1.3. SCOPE OF THE WORK

We understood that scope of BELAYAB CBLE MANUFACTURING PLC work is to Supply,

· Assess the status of the current ICT utilization

Interaction between sections/business processes …..

· Develop the system per the agreed requirement

 Supply Chain Management

 Customer Relation Management

 Human Resource Management

 Production and Technique Management

 Quality Control Management

 To assess the existing working manual system.

Phoniex Technology PLC Page4

 To design a flexible, permitting upgrades and adaptations in the future relational

 Develop the system

 Implementation of the system

Training and documentation

 Maintenance and support

ANSWERS GIVEN TO THE TOR ABOUT OUR APPLICATION SOFTWARE(ERP)

A1. In 2007 G.C.

Phoniex Technology PLC Page5

Q6. other features

PROPOSED SYSTEM FUNCTIONAL REQUIREMENTS

This system contain the following sub-system

 Human Resource Management System

 Personnel record database

 Employee appraisal Management

Phoniex Technology PLC Page6

 Supply Chain Management.

 Purchase requisition management

 Purchase order management

 Material Receiving Management

 Material Issue Management

 Financial Resource management

 Chart of Account management

 Balance Sheet accounts

 Profit and loss

 Groups and ledgers

 Fixed asset management

 Account receivable and payable management

 Sales and Purchase invoice management

Phoniex Technology PLC Page7

 Financial Year closing

 Customer Relationship Management

 Sales invoice management