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Godown Visit Report

The document outlines a visit to the Astragen Warehouse on January 7, 2025, focusing on improving D.C., returns, and inventory management processes. It details the steps involved in dispatching books to schools, managing returns, and updating inventory, emphasizing the need for automation and efficiency. Key requirements for a proposed application include user-friendly interfaces, validation checks, and effective inventory management functionalities.

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aakarshujjwal9
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74 views8 pages

Godown Visit Report

The document outlines a visit to the Astragen Warehouse on January 7, 2025, focusing on improving D.C., returns, and inventory management processes. It details the steps involved in dispatching books to schools, managing returns, and updating inventory, emphasizing the need for automation and efficiency. Key requirements for a proposed application include user-friendly interfaces, validation checks, and effective inventory management functionalities.

Uploaded by

aakarshujjwal9
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Godown Visit

●​ Date: [07-01-2025]
●​ Time: [2:00 PM TO 5:00 PM]
●​ Location: [Astragen Warehouse]
●​ Attendees: [Hanitha Mam, Leela prasad & Tarun]
●​ Facilitator: [ ]
●​ Recorded By: [Aakarsh Ujjwal]

Purpose
The visit encompassed the following key areas of focus to streamline processes
related to D.C., returns, and inventory management to enhance operational
efficiency and accuracy.

Scope
I. D.C Flow

II. Return Flow

III. Inventory Flow

I. D.C Flow
Overview
The D.C. Flow describes the process of dispatching books to schools, starting from
importing sales data to granting students access to educational resources. It
includes steps for data validation, book verification, delivery, and confirmation.

Steps
1.​ Begin the process.
2.​ Import sales data with mandatory information about the 4 types of sale
copies.
3.​ Ensure the imported Excel (or) .csv file file is correct.
4.​ Create master tickets (D.C. tickets) for tracking.
5.​ Share with the Warehouse Incharge.
6.​ Shuffle tickets among Teams 1 & 2.
7.​ TEAM 1 & TEAM 2 handle their assigned tickets.
8.​ Get those books and scan them based on DC contents
○​ Ensure there are no duplicates or wrong books.
○​ Confirm the correct version of the books.
9.​ Check the quantity of books.
10.​ Pack the books for delivery.
11.​ Handover transport for delivery.
12.​ Get the L.R.
13.​ The material department updates the L.R. number.
14.​ Inform the school and office about the dispatch.
15.​ The sales team confirms the delivery with the school.
16.​ Ensure the books are delivered in good condition.
○​ If Yes: Update office and warehouse that Books are delivered to
schools
○​ If No:
17.​ Generate IT tickets automatically for issues.
18.​ Creation of Student Login IDs.
19.​ Provide students access to online materials.
20.​ Sign-off Confirmation
21.​ Finish the process.
https://drive.google.com/file/d/1hpjxZig5p-SoNBLj86NUcSwpSRnkcRxE/view?us
p=sharing

2. Return Flow
Overview
The return flow will make it easier to manage the return of books. It will help
check the condition of the books, track them, and keep inventory updated while
communicating with schools.

Steps
1.​ Begin the process.
2.​ Consignment is Returned
3.​ Scan the consignment to get school and ticket details.
4.​ Check the conditions of books as "Good" or "Damaged."
5.​ Remove serial numbers and update stock based on condition.
6.​ Upload photos of damaged books for records.
7.​ Store school confirmations for return books.
8.​ Update L.R. numbers for tracking returns.
9.​ Options for disposing of damaged books were not wanted back by schools.
10.​ Finish the process.
https://drive.google.com/file/d/1VX4GbyInzaNp5MQYw5LVqfW9Vm6yQ7r5/vie
w?usp=sharing

3. Inventory Flow
Overview
The inventory flow provides an easier way to create and manage tickets every year
on November 15th. Right now, doing it by hand leads to mistakes with master
tickets and serial numbers. An automated system is needed to help with repacking
items, uploading new serial numbers to Excel, and updating inventory.

Steps
1.​ Begin the process.
2.​ Automatically generate tickets on November 15th.
3.​ Generate 16 Master tickets.
4.​ Repack items with new serial numbers.
5.​ Upload new serial numbers to Excel.
6.​ Add new serial numbers to the inventory list.
7.​ Finish the process.
https://drive.google.com/file/d/1Mmh3z6CsSi9cLfTxfFThvUdr1a9pclkq/view?usp
=sharing

DC Flow - Return Flow - Inventory flow

https://drive.google.com/file/d/1f06KKz0JbclxjSZIXQnIIs5J0Uul7avi/view?usp=s
haring

Needs Assessment
●​ Efficient data import process for Excel or CSV files.
●​ Validation checks for imported files.
●​ Creation and management of Master Tickets.
●​ Effective ticket shuffling among teams.
●​ Streamlined packing and transport processes.
●​ Delivery confirmation and condition checks for received materials.
●​ Inventory updates for returned and damaged items.

Key Requirements for Proposed Application


●​ User-friendly interface for importing files.
●​ Validation algorithms for data accuracy.
●​ Master Ticket management system.
●​ Team-based ticket allocation feature.
●​ Packing automation tools.
●​ Delivery and condition verification system.
●​ Inventory management functionality for tracking returns and damages.

Stakeholders:
●​ Sales and Marketing Teams
●​ Inventory Management Team
●​ Logistics and Delivery Partners
●​ School Administrators
●​ Students
●​ Quality Control Team
●​ IT Team
●​ Warehouse and Logistics Staff
●​ Financial and Compliance Teams

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