SUMMER INTERNSHIP REPORT ON “VERKA MILK PLANT,

JALANDHAR”

Submitted in partial fulfilment of the requirements for the degree of

Masters in Vocation(E-Commerce Technologies) to Apeejay College of Fine
Arts,Jalandhar (Affiliated to Guru Nanak Dev University,Amritsar).

Submitted By:-
Mannat

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 INDEX

Sr No. TOPICS Page No.

1. Introduction(Overview,Company 3-11
Profile,Start of the Story)
2. Literature Review: Verka’s Supply Chain 12
Management
3. Details of the Study: Verka Milk Plant 13
Departments
4. Procurement Department 14-17
5. Production Department 18-28
6. Quality Assurance Department 29-31
7. Marketing Department 32-51
8. Purchase Department 52-69
9. Analysis: SAP Software 70-72
10. Contribution and Learning 73
11. Acknowledgment 74
12. References 75

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 OVERVIEW

Verka is a flagship brand of MILKFED and came into being in 1973 when
MILKFED was mandated for milk procurement, quality processing of milk
& its products and marketing of these products. “Verka” was christened
after the name of the place where the first plant was set up in Amritsar.

A trusted brand, Verka has become a household name and is loved by its
customers for nutrition, quality and sheer indulgence. It has consolidated
its brand strength by not only retaining the high quality of existing products
but also by innovating and bringing new products to the tables of its diverse
customers.

Verka has a wide range of products including different variants of

Pasteurized pouch Milk, Ghee, Table Butter, Skimmed Milk Powder, Whole
Milk Powder, Dairy Whitener, Cheese, Sweetened Flavoured Milk, Ice
Cream, Indigenous sweets, along with Fresh Products like Lassi, Paneer,
Dahi, Kheer and Tetra Pack Products such as fruit beverages & Milk. The
products are available in Punjab, Haryana, Himachal Pradesh, Jammu &
Kashmir and Northeast India. Verka also exports ghee to countries like the
Middle East, Australia, Japan, New Zealand and Malaysia.

Verka stands apart, with its promise of purity! In the milk testing done by
NABL (National Accreditation Board for Testing and Calibration
Laboratories) accredited laboratory, Verka Gold has topped the full cream
milk category with a score of 88 out of 100. The brand registered the
highest milk fat at 6.69%, a lower saturated fat of 3.52%, and lower
cholesterol content of 8.67mg/100g. Verka milk is also loaded with Calcium
and Vitamin A.

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 COMPANY PROFILE(VERKA JALANDHAR)

General Features of Milk Plant,Jalandhar

NAME Verka Dairy Jalandhar

ADDRESS GT-Road Bye Pass,Jalandhar

RAW MATERIAL Milk

PRODUCTS Pasteurized Milk, Kheer, Ghee,

Paneer, Curd, CDPO Panjiri

WORKING HOURS 24 Hours(3 Shifts)

TOTAL WORKERS 245(Approx)

CAPACITY 1.25 Lakh Litres per day/-

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 The Start of our Story

The Punjab State Cooperative Milk Producers’ Federation Limited,

popularly known as MILKFED, came into existence in 1973 to boost dairy
farming in the state. The primary objective of the Federation was to provide
a remunerative market to the milk producers in the state through value
addition and effective marketing of the produce. The other objective was to
provide technical inputs to the milk producers for enhancement of milk
production.

Although the federation was registered much earlier, it took its current
bigger role, in the year 1983 when all the milk plants of the erstwhile
Punjab Dairy Development Corporation Limited were handed over to the
Cooperative sector under Operation Flood. This move was directed at
giving the farmers a better deal and the customers better products. The
organisation setup follows a three tier system: Milk Producers Cooperative
Societies at the village level, Milk Unions at District level and Federation as
an Apex Body at State level. MILKFED Punjab has continuously advanced
towards its coveted objectives well defined in its bylaws.

Collecting the Drops of Goodness

Currently, Verka sources milk from over 3,50,000 members of around

6300 village milk producers’ cooperative societies. These village level
cooperatives work under 11 district milk producers’ unions with 9 milk
plants having a consolidated milk handling capacity of around 30,00,000
litres per day. Each Verka product is the manifestation of natural goodness
unlocked by adopting state of the art technology.Verka has paid
remunerative price of up to Rs 710/- per kg fat to the milk producers in FY
2021-22.

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VERKA IS THE EPITOME OF WHAT BRILLANCE IN
EXCELLENCY MEANS

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“Verka Delights:A Symphony of Quality Dairy Products Bringing
Joy To Every Home”

Verka, synonymous with excellence in the dairy industry, presents a diverse

range of high-quality products that redefine taste and nutrition. From
creamy milk and decadent desserts to wholesome yoghurt and artisanal
cheese, Verka’s portfolio is a delightful symphony of flavours crafted to
elevate every culinary experience. Embracing a commitment to purity and
freshness, verka products embody the essence of wholesome goodness,
making them a cherished addition to homes across the globe.

In Verka, a well-organised and efficient structure is maintained through

five key departments, each playing a pivotal role in ensuring the seamless
functioning and success of the organisation. These departments are:-

1.Procurement
2.Production
3.Quality Assurance
4.Marketing
5.Purchase

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LITERATURE REVIEW: VERKA’S SUPPLY CHAIN
MANAGEMENT

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 DETAILS OF THE STUDY

1. Procurement Department:-

The Procurement Department is the backbone of verka’s supply

chain.It is responsible for sourcing raw materials, equipment and
services essential for the production process.Meticulous planning and
strategic partnerships with suppliers are key components of the
department’s operations ensuring a steady and cost-effective flow of
resources.

At Verka, the journey of milk procurement is a finely tuned process,

designed for precision and efficiency.From the arrival of slips on
different trucks to the creation of comprehensive reports, each stage
is a testament to our commitment to quality and transparency.

With procurement, it is the procuring/fulfilling the requirement for

milk so as to be processed for different uses. At Verka, procurement is
not a static process but an ongoing journey of improvement. It
engages in continuous improvement initiatives, regularly assessing
and refining our practices. This commitment to excellence ensures
that Verka stays ahead of industry standards,optimises costs and
uphold sustainability in our sourcing practices.

In conclusion, Verka’s procurement department is the linchpin of

success, embodying core values of quality, efficiency and
sustainability. Through strategic partnerships, meticulous planning
and a relentless pursuit of improvement, verka continues to set
benchmarks in the dairy industry. Customers can trust that each
verka product is crafted with care, starting from the finest raw
materials sourced through a procurement process that stands as
paragon of excellence.

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STAGE 1:COLLECTING TRUCK SHEETS & TRUCK
ROUTING

Every day, various trucks manned by dedicated individuals, each with

their unique BMC and associated societies, deliver slips to our
facility.These slips carry crucial information about the milk, including
its fat content,quantity and SNF(Solid not fat)details.Each truck
follows a specific route, ensuring a systematic and organised
approach to slip delivery.The shifts comprises of morning and
evening.Each day sheets are collected and sent to higher authorities
for checking.There are some centre BMC’s also which come after a
span of 10 Days.

STAGE 2:SERIAL NUMBER ASSIGNMENT FROM

BMC

Upon receipt of slips, we employ a meticulous system facilitated by

the BMC. Each slip is assigned a serial number, allowing us to
accurately track and manage the information related to milk fat,
quantity and SNF.This step serves as the foundation for the
subsequent stages of our procurement process.

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STAGE:3 MORNING AND EVENING SHIFT
OPERATIONS

Verka’s commitment to meeting the demands of our customers is

evident in our dual shift operations.Milk is procured both in the
morning and evening,ensuring a consistent and timely supply to meet
market needs.

STAGE:4 DISPATCH DETAILS AND EXCEL SHEET

CREATION

To maintain transparency and streamline operations, dispatch details

are meticulously recorded.A proper record of the dispatch details that
is snf,milk fat, quantity is written manually prior checked and
calculated also.An Excel sheet is then crafted to organise this
information ,serving as a central repository for data related to the
procurement process. This step lays the groundwork for
comprehensive analysis and reporting.

STAGE:5 PROFIT AND LOSS STATEMENT AND SNF

CALCULATION

Verka places a strong emphasis on financial prudence. The

procurement data is used to create a detailed profit and loss
statement, offering insights into the economic aspects of our
operations.Simultaneously, SNF calculations are conducted to ensure
the quality and nutritional value of the procured milk.

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STAGE:6WEEKLY/MONTHLY REPORTS AND EXCEL
SHEET COMPILATION

Our commitment to transparency extends to regular

reporting.Weekly and monthly reports are generated,summarising
the key metrics and trends in the procurement process.These reports
are compiled into an Excel sheet, offering a comprehensive overview
of our performance.

Stage:7PRESENTATION TO HIGHER AUTHORITIES

Finally, the meticulously compiled data and reports are presented to

higher authorities,contributing to informed decision-making. This
step ensures that verka operates with a strategic and forward thinking
approach in the dynamic dairy industry.

In conclusion, Verka’s milk procurement process is a

well-orchestrated symphony of precision,transparency and dedication
,ensuring that every stage contributes to the delivery of high-quality
dairy products to our valued customers.

Note to Remember:- There are basically 2 Procurement Offices in

the Verka firm i.e Procurement 1 and Procurement 2.They have their
own duties which are in need to be fulfilled everyday.

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2. Production Department:-

After the procurement section ,the main hub of Verka is

production.As is known from the context without production no work
can be moved forward.Once the milk from different BMC’s, Villages
and Dairies arrive the dispatch details which contain information
regarding the Front and Rear (GROSS+NET WEIGHT) of the milk
amount.It also includes the container fulfilment which takes place at
two shifts that is morning and evening. The time slot for the fetching
of milk is from 8pm-8am.

The production department of Verka comprises different types of

products having different variants and different types of packing
labels.

1. Dahi(Curd)
2. Milk(Cow Milk,Yellow Milk,Green Milk and Low Fat Milk)
3. Kheer
4. Skimmed Milk Powder
5. Paneer
6. Verka Pinni(Kaju Pinni,Simple Pinni)
7. Panjiri
8. Lassi(Spiced,Normal,Sweet)
9. Ice Cream
10. Ghee(Cow Ghee,Mix Ghee)
11. Butter
12.Tetra Pack(Cream 95 Days Shelf Life)

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(A)DAHI(CURD):-

The packaging of curd comes in different labels of context:-

● Curd 200 gm. Cup

● Curd 350 gm. Cup
● Curd 150 gm. Cup
● Curd 200 gm. Cup
● Curd 5 Kg Matka
● Curd 15 Kg Matka
● Curd 1 Kg Packet
● Curd 500 gm. Garvi

There are different standards according to which the standardisation and

adulteration of the curd is checked according to its shelf life. It has different
ranges.

(B) MILK:-

The packaging of milk comes in different categories discussed below:-

● 1. Cow Milk:- 1.5 Litre Packet, 500 ml Pouch

● 2. Yellow milk
● 3.Green Milk
● 4.Low Fat Milk:- ½ litre packet

(C) KHEER:-

The packaging of kheer comes in different labels of context:-

Kheer 200 gm. Cup

Kheer 100 gm. Cup
Kheer 1 Kg. Tub

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(D) SKIMMED MILK POWDER:-

The packaging of skimmed milk powder comes in different labels of

context:-

● SMP 1 Kg. Packet

(E) PANEER:-

The packaging of paneer comes in different labels of context:-

● Paneer 200 gm. Packet

(F) VERKA PINNI:-

The pinni is categorically divided into:- Normal pinni and Kaju Pinni

(G) PANJIRI:-

The panjiri comes in a standardised box with no categorical labels.

(H) LASSI:-

The packaging of lassi comes in different categories discussed below:-

● Spicy Lassi:- 250 ml Packet, 400 ml Packet

● Plain Lassi:- 1 Litre Packet, ½ Litre Packet
● Sweet Lassi:- 250 ml packet, 500 ml packet, 400 ml packet

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(I) Ice-Creams:-

Different types of flavours come under the ice cream section:-

Ice Cream Boxes(125 ml):-Litchi, Cookie and Crumb,Mango, Muddy

Chocolate, Almond Carnival, Pink Guava, Afghan Dry Fruit, American Nut,
Kaju Anjir and Strawberry

Ice Cream Cups(35 ml, 65ml):- Strawberry, Mango, Vanilla, Tutty Fruity,
Paan, Butterscotch and Kaju Kishmish

Ice Cream Bars(40 ml, 60 ml):- Vanilla Bar, Mango Duet, Chocobar,
Punjabi Kulfi, Malai Kulfi, Choco-Choco bar, Rose Kulfi, Kewar Kulfi and
Choco Delight

Ice Cream Bricks(150 ml):- CASSATTA

Ice Cream Cones(40 ml, 125ml):- Chocolate, Butterscotch, Cookie Delight

Sundae:- Strawberry Ripple, Chocolate Ripple

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Overview of Roles and Responsibilities at Verka Production
Department

Introduction:-
In my role at Verka’s production department, I was entrusted with various
responsibilities aimed at ensuring quality control, efficient operations and
strategic analysis.

➔ Quality Control and Analysis:-

1. Calculating FAT and SNF of Milk:

● Precision in assessing the fat and SNF content of milk was crucial to
maintain product quality and regulatory compliance.
● Converted measurements to kilograms to streamline production
processes and inventory management.

2. Filling Performas for Products and Variants:

● Meticulously completed performas for different products and

variants, ensuring accurate documentation and compliance with
standards.

➔ Reporting and Analysis:

1. Weekly Profit and Loss Reports:

● Generated comprehensive reports to track profit and loss, providing

insights into financial performance and areas for optimization.
Analysed data to identify trends, enabling informed decision-making
and strategic planning.

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2. Product Performance Assessment:

● Evaluated the performance of various products and variants to

discern market preferences and areas for enhancement.
● Utilised analytical skills to determine strengths and weaknesses,
contributing to strategic initiatives for product improvement.

➔ Administration and Compliance:

1. Tender Arrangement for Verka Parties:

● Orchestrated tender processes for Verka Parties, demonstrating
organisational and negotiation skills to ensure successful outcomes.

2. BMC and Union Register Management:

● Maintained meticulous records in BMC and Union registers during
morning and evening shifts, prioritising accuracy and regulatory
compliance.

3. Leave Application Processing:

● Efficiently processed leave applications, including casual leave, sick
leave and overtime, ensuring smooth operations while
accommodating staff needs.

➔ Skill Development:

1. SAP Software Proficiency:

● Proactively acquired proficiency in SAP Software,leveraging its
capabilities for data analysis, reporting and process optimization.
● Enhanced productivity and accuracy through the application of SAP
tools in daily tasks.

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3. Quality Assurance Department:-

In the Quality Assurance Department at Verka, meticulous attention to

detail and adherence to stringent quality control measures are
paramount.With a commitment to ensuring the highest standards of
product integrity and safety, the department employs a multifaceted
approach to quality assurance.

1. Quality Assurance Training At Verka:

● Undertaking an intensive internship program in Verka’s esteemed

Quality Assurance Department, aimed at developing a comprehensive
understanding of quality control measures in the dairy industry.
● Embracing hands-on learning experiences and theoretical knowledge
to ensure the production of high-quality dairy products that meet
regulatory standards and customer expectations.

2. Acidity Checking And SNF Calculation:

● Acquiring knowledge on acidity checking and

SNF(SOLID-NOT-FAT)calculation.
● Understanding the manual calculation of fat content,aiming for a
range of 35-40 ml,using a lactometer and the Garber method with
Amalyl Alcohol.
● Utilising an adulteration kit and sodium analyzer for comprehensive
testing.

3. Quality Assurance Laboratory Activities:

● Engaging in diverse activities within the Quality Assurance

Laboratory.
● MBRT Water Bath:used for cleaning test tubes used in BMC (Bulk
Milk Cooler)sample testing.
● Garber Method:Employed for manual Fat Calculation testing.

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● Acidity Checking Area:Utilised for SNF Calculation when milk turns
pink,possibly indicating its acidity.
● Centrifugation:Heating BMC Milk samples to room temperature.
● Serological Water Bath:Used for refining/cleaning/washing the test
tubes.
● Butyro Refractometer:Employed for fat content analysis.
● Sodium Analyzer:Utilised for analysing various chemicals and their
concentrations.
● Phenolphthalein:Added to milk for SNF calculation,typically in 5 ml
increments.

2. Significance for Project Report:

● The acquired knowledge and practical experience in quality assurance

techniques are integral for ensuring the quality and safety of dairy
products at Verka.
● These skills contribute to maintaining regulatory compliance and
customer satisfaction.

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4. Marketing Department:-

The marketing department within an organisation is responsible for

planning, executing and managing strategies to promote the company’s
products or services,building brand awareness and attracting/retaining the
customers.It is a key functional area that focuses on understanding
consumer needs and preferences,identifying target markets and developing
effective tactics to reach and engage with customers.

The primary functions and roles typically carried out by a marketing

department here at Verka are as followed:-

1. Market Analysis and Forecasting:

● Conducting comprehensive market research to understand consumer

preferences, trends and demands.
● Analysing competitor activities and market dynamics to anticipate
changes and opportunities.
● Forecasting demand and supply requirements on a daily basis to
ensure efficient production and distribution.

2. Promotional Activities:

● Organising promotional events and campaigns to increase brand

visibility and customer engagement.
● Setting up Verka booths at strategic locations to attract potential
customers and promote products.
● Developing and implementing marketing strategies to effectively
reach target audiences.

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3. Distribution Management:

● Coordinating with distributors, including Reliance, More store and

other partners to ensure timely delivery of products.
● Arranging billing procedures and maintaining documentation related
to distributor transactions.
● Monitoring distribution channels to optimise efficiency and minimise
stock outs or overstock situations.

4.Advertising and Branding:

● Creating advertisements, brochures and other marketing materials to

promote Verka Products.
● Collaborating with advertising agencies to develop impactful
campaigns across various media channels.
● Managing social media platforms and online presence to engage with
customers and build brand loyalty.

5.Price Management:

● Setting up the Maximum Retail Price(MRP) and retail prices for

Verka products based on market analysis and cost considerations.
● Conducting pricing strategies such as discounts, promotions and
bundling to maximise sales and profitability.
● Regularly reviewing pricing structures to ensure competitiveness and
alignment with business objectives.

6.Online Presence and E-Commerce:

● Managing the official Verka Website(verka.coop)to provide product

information,promotions and online ordering facilities.
● Collaborating with e-commerce platforms for online sales and
delivery services.

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7. Collaboration and Partnerships:

● Building and maintaining relationships with retailers,wholesalers and

other business partners to expand market reach.
● Negotiating and executing agreements with retail chains and
supermarkets for product placement and visibility.
● Exploring strategic partnerships with complementary brands or
organisations to enhance brand image and market presence.

Other major tasks to be performed by the Marketing Department

are as follow:-

1. Town-wise Report:-

● This report provides a detailed analysis of marketing activities and

performance across different towns within Punjab, including
Jalandhar city.
● It helps in understanding the market dynamics, customer
preferences, and competition in each town.
● By segmenting data by town, it enables the marketing department to
tailor strategies and campaigns according to local needs and trends.

2. Stock Report:-

● The stock report tracks the inventory levels of products available for
sale.
● It indicates how much stock is currently on hand and whether it
meets the demand.
● By analysing this report, the marketing department can identify
potential shortages or excess inventory and adjust procurement or
production accordingly.
● It typically generated on the 1st, 11th, or 21st of every month to ensure
regular monitoring and timely decision-making.

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3.Sales Report:-

● This report documents the sales performance of fresh products over a

specific period, often compared to previous periods or years.
● It provides insights into sales trends, seasonality, and the
effectiveness of marketing initiatives.
● By comparing current sales to historical data, the marketing
department can assess growth, identify opportunities, and refine
strategies to optimise revenue.
● It serves as a tentative cumulative report, giving a comprehensive
view of sales achievements annually.

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Difference Between COCO AND COFO:-

Certainly, I can explain the difference between COCO (Company Owned

Company Operated) and COFO (Company Owned Franchise Operated)
models:

1.COCO (Company Owned Company Operated)

➔ In a COCO model, the company retains full control over operations,

including product selection, pricing, and distribution.
➔ The company operates its own outlets or distribution channels and
maintains direct ownership and responsibility for all aspects of the
business.
➔ Customers have limited options as they can only purchase products
offered by the company through its outlets.
➔ Individuals interested in selling the company's products must become
distributors, adhering to strict guidelines and limitations set by the
company.
➔ While this model provides complete control over branding and
customer experience, it may limit market reach and potential for
growth due to the exclusive focus on company-owned outlets.

2.COFO (Company Owned Franchise Operated)

➔ In a COFO model, the company grants franchises to independent

operators to sell its products under its brand name.
➔ Franchisees have the freedom to operate their outlets independently,
including the ability to sell products from competitors alongside the
company's offerings.
➔ Franchisees have more flexibility in setting prices, which may lead to
higher margins for them but can also result in higher prices for
consumers.
➔ While this model allows for faster expansion and increased market
penetration through leveraging the resources and entrepreneurial

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 spirit of franchisees, it comes with the risk of inconsistent brand
representation and customer experience across different outlets.

In summary, the COCO model emphasises centralised control and

consistency but may limit market reach, while the COFO model offers
greater flexibility and potential for rapid expansion but may result in brand
dilution and pricing inconsistencies. Each model has its advantages and
disadvantages, and the choice between them depends on the company's
strategic objectives and market conditions.

➔ Pros of Working in this Department:-The marketing

department offers a fantastic work environment characterised by
supportive colleagues, a positive atmosphere, and a culture of
collaboration. Everyone is eager to help and share knowledge, making
it easy to learn and grow professionally while enjoying the
camaraderie of a happy team.

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Streamlining Operations: Modern Format Stores and Route-Based Billing

Introduction

Modern Format Stores (MFS) have revolutionised retail with their efficient
operations and customer-centric approach. Among the key players in this
sector are More Retail store, Avenue Supermarts (D-MART),
Reliance and Haveli. A notable aspect of their operations is the
generation of bills according to route numbers, along with the issuance of
invoices and Goods Receiving Note (GRN) by the marketing department.
This practice plays a significant role in optimising inventory management
and ensuring smooth logistics.

Route-Based Billing:
Route-based billing is a strategic approach adopted by MFS to streamline
the billing process. Each store is assigned specific route numbers
corresponding to their geographical location or delivery routes. When
customers make purchases, their bills are generated based on these route
numbers. This not only facilitates efficient tracking of sales but also aids in
inventory management and route optimization.

Benefits of Route-Based Billing

1.Efficient Inventory Management:- By associating bills with route

numbers, MFS can accurately track sales patterns and demand trends for
each route. This data informs inventory replenishment strategies, ensuring
that stores maintain optimal stock levels to meet customer demand.

2. Logistics Optimization:- Route-based billing enables MFS to optimise

delivery routes and schedules. By analysing sales data associated with route
numbers, the logistics team can plan efficient delivery routes,minimise
transportation costs and enhance overall supply chain efficiency.

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3. Customer Insights:-The correlation between route numbers and sales
data provides valuable insights into customer behaviour and preferences
across different geographical areas.MFS can use this information to tailor
marketing strategies,product assortments and promotional campaigns to
specific customer segments, thereby enhancing customer satisfaction and
loyalty.

4. Streamlined Operations:- Standardising billing processes across MFS

simplifies operations and ensures consistency in accounting practices.It
also facilitates seamless communication between various departments such
as marketing, finance and logistics leading to improved overall
coordination and efficiency.

Issuance of Invoices and GRN by Marketing Department

In addition to route-based billing, MFS often entrusts the marketing

department with the issuance of invoices and Goods Receiving
Note (GRN). This centralised approach ensures alignment between sales
data and marketing strategies, enabling data-driven decision-making and
fostering synergy between marketing and operations.

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 ❖ VERKA.COOP(THE OFFICIAL WEBSITE OF VERKA)

Verka.coop is the official website of Verka Cooperative Milk Producers'

Federation Ltd., a leading dairy cooperative in Punjab, India. It likely
provides information about their dairy products, services, and social
initiatives, serving as a platform for consumers to learn more about the
company and its offerings.

The official website of VERKA deals with all the proximities of being the
ultimate milk king of Punjab .It is able to drive its components from various
other places such as different dairies as prescribed above.

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Comprehensive Functions and Responsibilities of the Marketing
Department:-

➔ Daily Survey Reports:

1. Data Collection: The marketing department is responsible for
collecting data from daily surveys conducted across various
channels.This data includes consumer feedback, market trends and
competitive analysis.

2. Analysis and Reporting: The team analyses the collected data to

generate daily reports.These reports provide insights into customer
preferences,market demands and performance metrics.

3. Decision Support: These reports support strategic decision-making by

providing real-time information about market conditions and
consumer behaviour.

➔ Handling Complaints:
1. Complaint Reception: The marketing team serves as a point of
contact for receiving complaints from various parties including
customers, distributors and agencies.Complaints can range from
product issues such as refrigerator malfunctions to specific concerns
about dairy products like dahi and paneer.

2. Resolution Management: Once a complaint is received, the marketing

department coordinates with relevant teams to address and resolve
the issue promptly, ensuring customer satisfaction and maintaining
product quality standards.

3. Feedback Loop: The department documents and analyses complaints

to identify common issues, improving future products and services
and reducing the recurrence of similar problems.

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 ➔ Segment-Based Reporting:
1. Store Placement Reports: The marketing team generates reports
based on store placement, focusing on distributor and chest cooler
locations. These reports assess the effectiveness of product placement
and distribution strategies.

2. Product-Specific Reports: Reports are also segmented by product

type such as dahi and paneer.These detailed reports track sales
performance, market penetration and customer feedback for each
product category.

3. Strategic Insights: By segmenting reports in this manner, the

marketing department provides actionable insights that help in
tailoring marketing strategies,optimising distribution and improving
product placement.

➔ Canopy and Sampling Campaigns:

1. Product Awareness: The marketing department organises canopy
setups in high-traffic areas to showcase products and engage directly
with potential customers.

2. Sampling Events: During these events, samples of milk and other

dairy products are distributed,allowing customers to taste and
experience the quality first hand, boosting product visibility and
customer engagement.

Campaigning and Promotions:

1. Strategic Campaigns:The team designs and executes marketing
campaigns to promote products, targeting specific demographics and
regions to maximise reach ad impact.

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2. Promotional Activities:-This includes both digital and physical
marketing efforts such as social media promotions,in-store
advertising and special offers.

➔ Logo Designing and Packaging Changes:

1. Brand Identity: The marketing team is responsible for creating and
updating the company’s logo or whatever changes to be done on
packaging of the product to maintain a fresh and recognisable brand
image.

2. Packaging Design:They also oversee changes in product packaging

ensuring it is attractive,functional and compliant with regulatory
standards like FSSAI.

➔ Handling Extensions and Retirements:

1. Workforce Management: The department manages extensions for
contracts and handles Certainly! Here’s a detailed explanation
covering all the mentioned responsibilities of the marketing
department:

2. Attendance Tracking: Keeping track of employee attendance and

ensuring that staffing levels are adequate to meet marketing goals.

❖ Industrial Visits and Vehicle Reporting:

1. Educational Visits: The marketing department coordinates industrial

visits for stakeholders, such as distributors or educational groups,
providing insights into the production and marketing processes.

2. Fleet Management:They also handle vehicle reporting, ensuring that

delivery and promotional vehicles are properly managed, maintained,
and utilised efficiently.

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➔ June Competitive Edge Report:

1. Market Analysis: In June, the department produces a detailed report

analysing the competitive edge in sales, comparing the company’s
product performance with that of competitors.

2. Strategic Insights:This report helps identify strengths and

weaknesses, guiding strategic adjustments to improve market
position.

➔ Regulatory Compliance and FSSAI Trademark:

1. Regulatory Adherence:** The marketing department ensures all
activities comply with FSSAI regulations, which govern food safety
and standards. This trademark is crucial for maintaining product
integrity and consumer trust.

2. Process Integrity:** All marketing, packaging, and product

modifications are done following these regulations, ensuring legal
compliance and quality assurance.

➔ Performa Filling:
1. Documentation:** The team is responsible for filling out various
performas (standardised forms) required for different marketing
activities, ensuring proper documentation and record-keeping.

2. Process Management:** This includes everything from campaign

approvals to budget allocations, maintaining a structured and
efficient workflow.

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5. Purchase Department:-

Purchasing is the process of acquiring goods and services to meet the needs
of an organisation. It involves identifying requirements,selecting
suppliers,negotiating terms and ensuring timely delivery of quality
products and services.The goal is to procure the right quality and quantity
of items at the best possible price to ensure the smooth operation of the
organisation.
The purchase department plays a vital role in ensuring the smooth
operation of the company by managing the procurement of goods and
services necessary for daily activities.

Key Functions that purchase department performs are as followed:-

● Bill Entry and Documentation:

1. Data Entry: As part of the purchase department, you are responsible

for entering bills into the system.This includes logging critical
information such as Purchase order(PO) numbers, bill
numbers,quantities and delivery schedules Received
(DSR).

2. Record Keeping: Ensuring that all entries are accurate and up-to-date
is essential for maintaining clear and auditable records.

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● Approval of Orders:

1. Uniforms,Hand Gloves and Aprons: Specific orders such as those for

uniforms, hand gloves and aprons require approval from the relevant
authorities. This process ensures that all purchases meet the
necessary standards and budget constraints.

2. Vendor Management: Working with various vendors to secure the

best terms and prices for required items.

● Distributor Coordination:

1. Multiple Suppliers: The purchase department coordinates with

fourteen different distributors who supply a wide range of items to
meet the company’s needs.

2. Order Fulfilment: Each distributor is responsible for fulfilling orders

promptly and accurately, ensuring the company has the materials it
needs when it needs them.

● Order Management:

1. Requirement Generation: Different departments, including

procurement,production,quality and marketing generate
requirements for various items such as stationery
,printer,supplies,chemicals and raw materials like sugar and
cardamom.

2. Order Processing: Once a requirement is generated, the purchase

department processes the order, ensuring it meets all specifications
and budgetary guidelines.

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● Handling Delays and Penalties:

1. Extension and Cancellation : If a distributor fails to deliver an order

on time, an extension date is negotiated.If the distributor still fails to
meet the deadlines the order may be cancelled, and penalties may be
imposed to ensure compliance and accountability.

● Invoice and Payment Processing:

1. Receiving Products: Upon receiving the ordered products,the

department checks the quality and quantity against the PO.

2. Documentation: Proper invoices, bills, credit notes and quotations are

generated and logged into the register.

3. Payment Processing: After verifying the received goods and

corresponding documents, payments are processed according to the
agreed terms.

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Learning Experience in the Purchase Department:-

Through my work in the purchase department, i gained valuable insights

into several critical areas:

Attention to Detail: Learning to meticulously enter and verify bill details

ensures accuracy and reliability in financial records.

Process Management: Understanding the end-to-end procurement process,

from requirement generation to payment provides a comprehensive view of
supply chain management.

Vendor Relations: Interacting with various distributors and handling order

approvals helps develop negotiation and communication skills.

Compliance and Accountability: Managing extensions,cancellations and

penalties teaches the importance of enforcing terms and maintaining
supplier accountability.

Cross-Department Collaboration: Working with different departments to

fulfil their specific needs enhances your ability to coordinate and mange
diverse requirements efficiently.

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Secondary Functions of the Purchase Department at Verka:-

The purchase department at Verka undertakes several critical functions

beyond its primary role of procurement. These secondary functions ensure
efficient operations, compliance, and support for various departmental
needs.

Below is an extensive overview of these responsibilities:

1. Requirement Entry and Price Comparison:-

One of the fundamental tasks of the purchase department is to manage the

requirements of various departments within Verka. This process involves
several steps:

● Entering Requirements:Each department submits its requirements

based on specific needs and budget constraints. The purchase
department meticulously enters these requirements into their system,
ensuring accuracy and completeness.
● Comparative Statement Preparation:For each item to be ordered, the
department prepares a comparative statement. This involves
gathering quotations from multiple suppliers (usually three) and
comparing their prices. The goal is to ensure that Verka gets the best
possible deal without compromising on quality.
● Supplier Selection:After comparing prices, the department selects the
supplier that offers the lowest price while meeting all quality and
delivery requirements. This competitive approach helps in
cost-saving and efficient procurement.

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2.Order Placement and Follow-up:-

Once a supplier is selected and an order is placed, the purchase department

monitors the order to ensure timely delivery:

● Order Fulfilment Time Frame:Suppliers are given a specific

timeframe to fulfil the order. This is communicated clearly at the time
of order placement to avoid any misunderstandings.
● Last Date of Submission:In case a supplier fails to deliver within the
initial time frame, a final submission date is provided. This serves as a
deadline for the supplier to complete the order.
● Enforcement Actions:If the supplier still does not meet the final
submission date, the purchase department may take several actions:
● Follow-up Calls:Contacting the supplier to expedite the process.
● Legal Notice:Issuing a legal notice to the supplier for breach of
contract.
● Order Cancellation:Cancelling the order and potentially blacklisting
the supplier from future transactions.

3.Purchase Order (PO) and SAP Management

With the introduction of SAP software, the purchase department’s

operations have become more streamlined and efficient:

● SAP Implementation:SAP, introduced in January, is a comprehensive

software solution that facilitates various tasks within the department,
including procurement, inventory management, and data
processing.

● PO Verification:The department is responsible for verifying Purchase

Order (PO) numbers along with SAP numbers to ensure consistency
and accuracy in the procurement process.

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 ● Indent Management:Managing indents, or internal requests for goods
and services, is another critical function. These indents are reviewed,
approved, and processed through SAP to ensure timely procurement.

4.Order Processing Types:-

The purchase department handles different types of orders based on

urgency and standard procurement processes:

● Domestic Orders:This is the standard procurement process where

orders are placed, and products are delivered as per the scheduled
time.

● Formal Orders:Used for urgent requirements, formal orders allow for

the procurement of products without placing a formal order
beforehand. This process ensures that urgent needs are met promptly
without bureaucratic delays.

5. Service Purchase Orders (Service PO):-

Service POs are crucial for managing fees associated with various services
required by Verka:

Types of Services:
● Transportation Charges:Costs related to the transportation of goods
and materials.
● AC Servicing:Maintenance and servicing of air conditioning systems.
● Machine Cleaning:Cleaning and maintenance of machinery to ensure
smooth operations.

Processing Service POs:

The purchase department ensures that these service-related
expenses are documented, approved, and processed efficiently
through SAP.

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6. Filing and Documentation:-

Maintaining organised records is vital for the efficient operation of the

purchase department:

❖ Item-Specific Filing Systems:Different filing systems are maintained

for various items to ensure easy retrieval and management. These
include:
● Uniforms and Shoes
● Paneer Bags and Wooden Spoons
● Engineering Section Items
● Administrative Documents
● Dahi and Kheer Cups
● Committee Files
● Miscellaneous Items
● Head Office Files

❖ Quotation Management:All incoming quotations from suppliers are

scanned and archived for future reference. This practice helps in
maintaining a comprehensive record for comparison, audits, and
compliance purposes.

7.Daily Sales Report (DSR):-

While the exact context of DSR in the purchase department is unclear,

generally, a Daily Sales Report (DSR) involves tracking daily sales activities.
In the context of procurement, it might involve:

● Daily Activity Tracking:Keeping a daily log of procurement activities,

including orders placed, deliveries received, and issues encountered.

● Performance Monitoring:Monitoring the performance of suppliers

and internal processes to identify areas for improvement.

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Expanded Functions of the Purchase Department at Verka:-

The purchase department at Verka undertakes various essential tasks to

ensure the smooth functioning of procurement and supply chain
management. These tasks are supported by SAP software, which was
introduced in January.

Below is an in-depth explanation of their responsibilities:

1.SAP Software Utilisation:The SAP software, implemented in January,

plays a crucial role in automating and streamlining the procurement
processes.

The department uses SAP for multiple tasks including:

● Order Making Process:Creating and processing purchase orders for
various items.
● Entering Requirements:Recording and tracking departmental
requirements.
● Indent Filling:Managing requests for the procurement of goods,
either through accepting items from stores or ordering new ones.

2.Types of Orders:Domestic Orders:A standard procurement process where

orders are placed, and products are delivered as per the scheduled time.

● Formal Orders:This process is used for urgent requirements where

products are brought in without placing a formal order beforehand. It
ensures that urgent needs are met promptly.

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3. Service Purchase Orders (Service PO):Service POs are created to manage
and process fees for various services required by the company.
● These services include:
● Transportation charges
● Air conditioning servicing
● Machine cleaning and maintenance

4.SAP in Purchase Order Creation:SAP assists in the creation and

management of purchase orders for a wide range of items such as:
● Chemicals:Essential for various production processes.
● Printers and Stationery:Necessary for daily office operations.
● Chairs and Machinery:Required for workplace infrastructure and
production needs.

5.Order Processing:The purchase department ensures that all orders,

whether for goods or services, are processed efficiently through SAP.
This includes verifying order details, ensuring compliance with
procurement policies, and tracking order fulfilment.

6.Indent Management:Indents, or requests for goods and services, are filled

out by various departments.The purchase department reviews and
processes these indents to ensure timely procurement and delivery of
required items.

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 Analysis: SAP Software

What is SAP?
SAP (Systems, Applications, and Products in Data Processing) is a leading
Enterprise Resource Planning (ERP) software that integrates various
business processes into a unified system.

❖ Key Features:-
● Integration: Connects different departments and functions.
● Scalability: Suitable for businesses of all sizes.
● Real-time data: Provides up-to-date information for decision-making.
● Modular Design: Offers specific modules for different business needs.
● Customization: Can be tailored to meet specific organisational
requirements.

❖ Common SAP Modules:-

● SAP FI: Financial Accounting
● SAP CO: Controlling
● SAP SD: Sales and Distribution
● SAP MM: Material Management
● SAP PP: Production Planning
● SAP QM: Quality Management
● SAP HCM: Human Capital Management

SAP helps businesses streamline operations, improve efficiency, and

enhance productivity.

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Introduction of SAP in Verka

Introduction Date: SAP was introduced at the Verka milk plant in January
2024.
Departments Involved: SAP is utilised across various departments, each
integrating it into their specific functions to enhance efficiency and
streamline processes.

Use of SAP in Different Departments:-

1. Procurement Section
MIS Work: All Management Information System (MIS) related tasks are
conducted through SAP.
Efficiency: This integration allows for better tracking and management of
procurement activities, ensuring accuracy and timely updates.

2. Production Department
Truck Sheet Allocation: The allocation of truck sheets for transportation
logistics is managed via SAP.
Performa Filling: Performa filling, including the documentation required
for production processes, is completed using SAP.
Requirements Management: SAP handles the requirements for various
items necessary for the production of Verka products, ensuring that
production lines are well-supplied.

3. Quality Assurance Department

Sampling Documentation: All sampling of milk, including parameters such
as fat content and acidity levels, is recorded in SAP.
Quality Tracking: This digital documentation helps in maintaining
stringent quality control by keeping accurate and accessible records.

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4. Marketing Department
Report Making: The creation of marketing reports is done using SAP,
allowing for comprehensive and consistent documentation.
Demand Functions: SAP is used to manage demand-related functions,
helping to forecast and plan marketing strategies effectively.

5. Purchase Department
Order Management: The purchase of various products, including order
creation, is managed through SAP.
Invoices and Purchase Orders: Invoices, purchase orders (POs), domestic
orders, and formal order-related work are all processed via SAP.
Process Optimization: This use of SAP ensures that all purchasing activities
are transparent, streamlined, and efficiently managed.

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 Contribution of Verka to My Learning

● Exposure to ERP Systems: Working with SAP at Verka has provided

valuable hands-on experience with a leading Enterprise Resource
Planning (ERP) system.
● Understanding Integrated Operations: I gained a deep understanding
of how different departments integrate their operations through SAP,
enhancing my knowledge of cross-functional workflows.
● Skill Development: My skills in data management, process
documentation, and operational efficiency have been significantly
improved through regular use of SAP.
● Quality Control Insights: Learning how quality assurance processes
are documented and managed in SAP has given me insights into
maintaining high product standards.
● Procurement and Purchase Knowledge: The detailed exposure to
procurement and purchase processes through SAP has broadened my
understanding of supply chain management.

By using SAP in these capacities, Verka has not only optimised its internal
processes but also contributed significantly to

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 Acknowledgment

I would like to express my sincerest gratitude to Verka for providing me

with the opportunity to complete my winter internship from January 1st to
June 30th. It has been an enriching experience, and I am immensely
thankful for the knowledge and skills gained during this period.

Furthermore, I extend my heartfelt appreciation to all the departments at

Verka, especially those in supply chain management, for their guidance,
support, and valuable insights throughout my internship journey. Your
mentorship has been invaluable in shaping my understanding of the
industry and enhancing my professional growth.

Thank you once again for the opportunity and for making my internship
experience truly fulfilling.

Warm regards,
Mannat

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 REFERENCES

● Punjab Milk Producers Federation & Cooperative Society, Dairy Farming, Products

Manufacturing of Verka Milkfed Brand - Verka. (2024, March 28). Punjab Milk Producers

Federation & Cooperative Society, Dairy Farming, Products Manufacturing of Verka

Milkfed Brand - Verka. https://verka.coop/

● Instagram. (n.d.). https://www.instagram.com/verka_coop/?hl=en

● About Us - Punjab Milk Producers Federation & Cooperative Society, Dairy Farming,

Products Manufacturing of Verka Milkfed Brand - Verka. (2023, July 28). Punjab Milk

Producers Federation & Cooperative Society, Dairy Farming, Products Manufacturing of

Verka Milkfed Brand - Verka. https://verka.coop/about-us/

● verka milk plant jalandhar photos - Google Search. (n.d.).

https://www.google.co.in/search?client=safari&sca_esv=d5d0c4751fe7bdbd&channel=m

ac_bm&sxsrf=ADLYWIIz4Hcdli49zyvtzLBR7mDkFmTTvw:1718907052819&q=verka

+milk+plant+jalandhar+photos&udm=2&fbs=AEQNm0AeMNWKf4PpcKMI-eSa16lJo

RPMIuyspCxWO6iZW9F1Nu5UXlEfGU2YX1CrW9Nmm9Q3JIJZUqyMsLxos5tPU_U

nS5fWfgmlfbqL1FQj4_GPoO7KQUqQB2Fz0jJFJ66ZO3nf6GcDhwcrWBOYuT0a3-lVh

IJTu3VDcpxhdtXS9ONqZNVOoJwT4APz0COC6acoAKcg2rVELXZ-hnxLrw15WlHN

xxACZw&sa=X&ved=2ahUKEwjb4aPi4-qGAxVpT2wGHbSiDBkQtKgLegQIDBAB&

biw=1440&bih=820&dpr=2

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CERTIFICATE

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