Tally.ERP 9 for Dairy

© Tally Solutions Pvt. Ltd. All Rights Reserved

Tally.ERP 9 for Dairy

© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2

Agenda

• Dairy Business – An Overview

• Structure of Dairy Operations

• Tally.ERP 9 for Dairy

• Business Process Flow

• Primary Requirement

• Tally.ERP 9 – Fitment


Structure of Dairy Operations

DairyManagement

ProcurementManagement

MIS Reports

Milk Quality Management

Accounts Receivables &

Payables

IncentiveManagement

Sales &Distribution


Dairy – An Overview

SALES & DISTRIBUTION

DAIRY SOLUTION ON TALLY.ERP 9

MIS REPORTSACCOUNTS

RECEIVABLES & PAYABLESINCENTIVE

MANAGEMENT

PROCUREMENT INCENTIVES SALES INCENTIVES

· Quantity based

· Quality based

· Route based

· Monthly Incentives

· Special Incentives

· Automatic Incentive entries

· Procurement Incentive Chart

· Product wise Incentive

· Quantity based

· Overall Scheme

· Automatic Incentive Entries

· Route based Incentives

· Sales Incentive Chart

· Pre Regular Automatic Payment Entry

· Receipt Entry based on Bill Pending

· Credit Management

· Income Management

· Employee Payroll & Cost Tracking

· Branch Management and Branch wise Reports

· Budgeting & Variance

· Accounts Payable

· Statement of Accounts

· Expenditure Reports

· Outstanding Reports

· Cash Flow and Fund Flows

· Security and User Access

· Remote Connectivity

· Bank Challans

· Payables – Route wise/ Village/ Overall

· Receivable – Route wise/ Village/ Overall

· Route wise Procurement

· Village wise Procurement

· Total Procurement with%

· Price Chart

· Procurement Incentive Report

· Sales Incentive Report

· Daily Sales

· Daily Collection

· Empty Crates Report

· Collection Center wise Report

· Truck Sheet Summary

· Distribution Report

· Customer wise Calculations

· Crate wise Calculations

· Agent wise Report

· Sales Return Report

· Farmer wise Report

· Route wise Cash Report

· Sales Summary Report

· Route wise Order Sheet

· Bank wise Payments

PROCUREMENT MANAGEMENT

MILK QUALITY MANAGEMENT

· SNF factor (SNF Table)

· Fat %

· Temperature

· Milk Solids

· CLR Factor

· LR Factor

· Pasteurization

· Categorization

- Cow Milk/ Buffalo Milk

- Fresh Milk/Sour Milk

· Byproducts

· Delivery Time Tracking

· Milk Rejection Parameter

· Auto SNF Calculation

CRATES MANAGEMENT

SALES

· Crate Issuing

· Empty Crates Deposit

· Empty Crate Return

· Crates Summary

· Milk Direct Sales

· Milk Product Sales

· Refund Management

· Scrap/Leak

· Refund Management

· Discount Management

· Commissions

· Retail Distribution

· Dispatch Management

· Packing Management

· Outstanding Reports

· Order Management

· Order Short Closure

· Sales Invoices

· Order Cycle Management

· Sales Price List

TRUCK & ROUTE MANAGEMENT

MILK COLLECTION & PURCHASE

· Truck Route

· Truck-Sheet Shift

· Truck-Sheet Farmerwise

· Truck-Sheet Agent wise

· Truck-Sheet Samiti wise (Collection Center wise)

· Driver Information

· Milk Truck Information

· Village Information

· Collection Centers

· Godown Management

· Actual/Billed quantity

· Farmer Account Details

· Farmer-wise milk info

- Base CLR

- Base FAT %

- Base Quantity

- Quantity per Fat

- Milk Weight

- No of Cans(Sizes)

- Cans/J ars/Tins/Litre

· Bifurcating Collection (Morning / Evening)

· Procurement Purchase Invoices

· Agent Details

· Supervisor Details

· Automatic Purchase

· Milk Grade Conversion Cow- Buffalo-Milk

· Total Collection of Milk

- Shift-wise

- Route-wise

- Area wise


Dairy – Procurement Management

DairyManagement


MIS Reports



Payables

IncentiveManagement

Sales &Distribution


Process Flow – Procurement Management

Large herd owners/ farmers come to the dairy

Milk quality is measured along with FAT, Temperature

and SNF

Payment is made to the farmers based in the price list

MILK PROCUREMENT

Milk is collected by collection centers

DIRECT COLLECTIONCOLLECTION

THROUGH AGENTSCOLLECTION CENTERS

Challans are given to the farmers based on milk quality measurements and quantity

Challans are submitted by the farmer (weekly/monthly)

Own/hired vehicles go to the villages and collect the milk

from farmers


and SNF


and SNF

Challans are given to the farmers based on milk quality measurements and quantity

Challans are submitted by the farmers (weekly/monthly)

Payment is made based on the price list

Payment is made based on the price list

Agents collect milk from farmers daily

Agents are paid commissions based on milk quality and

quantity

Milk is submitted to the dairy collection point

Supervisors are paid commission based on the

amount of milk they helped collection


Primary Requirement – Procurement Management

Category / Module Major Requirement Explanation

Procurement Management

Single procurement Individual farmer wise milk will be procured in morning or evening sessions and categorized as buffalo or cow milk.

Multi procurement/ Route wise collection

Information of route wise collection of milk can be collected. The procured milk details can be altered whenever the corrections are needed.

Procurement return Milk is returned if it becomes sour or gets spoiled in some of the cases.

Purchase route creation Purchase routes and the supervisor for each route are to be created along with number of trips made in a day, time taken and distance

Price tables (SNF , FAT % based)

Price table is created as per the SNF and FAT content in the milk. These price tables keep changing and these tables can be automatically created.

Farmer payment Farmer details are collected and payment can be made for a week/month/specific period. There should be an option to pay advance to the farmer.


Tally.ERP 9 Fitment – Procurement Management

Contd..

SL No. Requirement Part of Tally.ERP 9 Part of Solution

1 Collection center management Yes

2 Supervisor details Yes

3 Purchase route Yes

4 Village details Yes

5 Farmer details Yes

6 Pricelist based on SNF and FAT % Yes

7 Collection center with address, contact details Yes

8 Collection center alteration Yes

9 Liter to KG conversion Yes

10 Purchase route management Yes

11 Supervisor creation for purchase routes Yes

12 Village creation along with route Yes




13 Farmer details, contact details Yes

14 Agent details, code Yes

15 Farmer bank details Yes

16 Automatic creation of price list Yes

17 Truck sheet shift Yes

18 Truck route Yes

19 Truck sheet farmer wise Yes

20 Truck sheet agent wise Yes

21 Truck sheet samiti wise (collection wise) Yes

22 Driver information Yes

23 Milk truck information Yes

24 Procurement invoices Yes

Contd..




25 Godown management Yes

26 Actual and billed quantity Yes

27 Farmer wise milk info Yes

28 Batch bifurcation (morning/evening) Yes

29 Automatic purchase invoice Yes

30 Milk grade (Buffalo and cow) Yes

31 Procurement returns Yes

32 Advance payments to farmers Yes


Dairy – Milk Quality Management

DairyManagement


MIS Reports



Payables

IncentiveManagement

Sales &Distribution


Primary Requirement – Milk Quality Management



Milk quality and statistics in the order

Details like temperature, quantity in litres, quantity in kilograms, LR, CLR, Fat, SNF and prices need to be recorded while procurement.

Price lists based on quality parameters

Procurement price is decided based on the quality parameters of the milk. The payments are made based on this standard price table.


Tally.ERP 9 Fitment – Milk Quality Management


1 SNF factor (SNF Table) Yes

2 Capture fat percentage Yes

3 Capture temperature of milk Yes

4 Milk solid information Yes

5 CLR factor, LR factor Yes

6 Price lists based on quality Yes

7 Pasteurization Yes

8 Milk byproducts Yes

9 Milk delivery time tracking Yes

10 Milk rejection parameter Yes

11 Auto SNF calculation Yes

12 Milk units (Cans/jars/tins/litres) Yes


Dairy – Sales & Distribution

DairyManagement


MIS Reports



Payables

IncentiveManagement

Sales &Distribution


Process Flow – Sales & Distribution

DAIRY SALES

Sales order is received from the retailers/distributors/

agents

MILK SALES MILK PRODUCT SALES

Sales invoice is created for the retailers

Sales order is received from the retailers/distributors/

agents

Milk distribution vehicle(van) is loaded with the milk

products as per the orders or the distributors collect as

per their demand

Milk sale routes are identified

Milk distribution vehicle(van) is loaded with the milk crates

as per the routes

Milk crates are distributed Sales invoice is given to the

retailers based on the orders

Crates are collected from the retailers from the previous

tripsPayment is received as

advance/monthly/weekly Receipt is given on payment

Payment is received as advance/monthly/weekly

Receipt is given on payment

Receivables are tracked

Receivables are tracked


Primary Requirement – Sales & Distribution


Sales & Distribution Crates management Crates issue and tracking of empty crates is a major requirement. Milk crates management becomes key when the distribution is large and to several retailers.

Sale route management Purchase routes and the supervisor for each route are to be created along with number of trips made in a day, time taken and distance.

Sales order management Sales orders need to be created as per the routes and the as per the customer preferences. The customer specific items could be preselected while creating the sales order.

Sales returns Several times the milk products get spoiled, the packaging gets damaged or some of the unsold items are returned to the godown. The sales return is done against a sales order with proper order tracking.


Tally.ERP 9 Fitment – Sales & Distribution


1 Milk products management Yes

2 Product categorization Yes

3 Milk selling units Yes

4 Milk sales account creation Yes

5 Marketing executive details, contact details Yes

6 Sales route creation Yes

7 Number of kilometers per trip Yes

8 Time taken per trip Yes

9 Number of trips in a day Yes

10 Customer creation Yes

11 Customer wise product list Yes

12 Customer wise transport incentive Yes

Contd..




13 Dairy sales order Yes

14 Dairy sales return Yes

15 Route wise sales order Yes

16 Automatic incentive calculation Yes

17 Sales voucher Yes

18 Product sales return Yes

19 Bill wise tracking of sales order – Reference number Yes

20 Automatic posting of sales orders Yes

21 Automatic posting of sales returns Yes

22 Crates management Yes

23 Empty crates issue and return Yes

24 Scrap/leak management Yes

Contd..




25 Packaging management Yes

26 Discounts Yes

27 Marketing executive commissions Yes

28 Order short closure Yes

29 Refunds management Yes

30 Dispatch management Yes


Dairy – Incentive Management

DairyManagement


MIS Reports



Payables

IncentiveManagement

Sales &Distribution


Primary Requirement – Incentive Management


Incentive Management

Periodic incentive Incentives are given daily, weekly, fortnightly, monthly, 4 week month, quarterly, half yearly and yearly. The Farmer, village, route and the amount of milk on which the incentive should be given, what is the incentive per litre also needs to be tracked.

Quantity based incentive Quantity based incentive for farmer tracks the milk quantity given in some specific number of days and incentives are calculated based on that.

Quality based incentive Incentives are calculated based on SNF and Fat calculations. This can be calculated for a specified amount of milk or for specified number of days.

Incentive payments Annual/Periodic incentives can be paid to all farmers in one shot. The incentive calculations are automatically done for each party.


Tally.ERP 9 Fitment – Incentive Management


1 Incentives with route based Yes

2 Incentives with village information Yes

3 Incentives with farmer details Yes

4 Incentive per litre calculations Yes

5 Periodic incentives – monthly, weekly, annual etc. Yes

6 Quantity based incentives Yes

7 SNF/FAT based incentives Yes

8 Incentive payment for specific dates Yes

9 Automated payment vouchers Yes

10 Farmer payment vouchers Yes

11 Total incentive calculations Yes

12 Incentive reports Yes

Contd..


Tally.ERP 9 Fitment – Incentive Management


13 Procurement incentive chart Yes

14 Sales incentive chart Yes

15 Overall incentive schemes management Yes

16 Route based incentives Yes

17 Special incentives Yes

18 Product wise incentives Yes


Dairy – Accounts : Receivables & Payables

DairyManagement


MIS Reports



Payables

IncentiveManagement

Sales &Distribution


Primary Requirement – Accounts : Receivables & Payables


Accounts : Receivables & Payables

Statement of accounts Balance sheet, profit and loss statements in schedule VI format, trial balance are needed for the management to track the profitability and expenses.

VAT on processed milk products

Milk, curd, butter milk sales are exempt under income tax act. At present the sales tax/VAT on milk products such as flavoured milk, UHT milk, yoghurt, etc. is applicable and varies a lot from state to state. The statutory reports are important.

Auditing – direct and remote Auditing is an important factor. Dairies can get their accounts audited remotely.

Branch management More than one branches are found in different cities, states. It is important to track the profitability individually and as a group of dairy units/collection centers.

Remote access and SMS All the dairy details can be accessed from anywhere, at anytime. Details are retrievable from mobile phones.


Tally.ERP 9 Fitment – Accounts : Receivables & Payables

Contd..


1 Balance sheet – Schedule VI Yes

2 Profit and loss statement – Schedule VI Yes

3 Daily receipts and payments Yes

4 Multiple payment mode handling Yes

5 Stock summery report Yes

6 Branch wise reports Yes

7 Staff database handling Yes

8 Outstanding receivable and payable Yes

9 Trial balance Yes

10 Multiple cheque payment option Yes

11 Reminder letter, e-mails Yes

12 Company grouping (branch companies) Yes



Contd..


13 Payroll management for company drivers and staff Yes

14 Employee attendance and leaves Yes

15 Supervisor wise tracking Yes

16 VAT on processed dairy products Yes

17 Branch transfer management Yes

18 Branch synchronization Yes

19 Branch-wise revenue management Yes

20 Branch-wise cost tracking Yes

21 Cash flow, fund flow statements Yes

22 Ageing analysis of receivables, debtor wise Yes

23 Scenario management Yes

24 Ratio analysis Yes




25 Interest calculation Yes

26 Remote auditing Yes

27 Foreign currency handling Yes

28 Budget and variance Yes

29 Bank reconciliation Yes

30 Remote access Yes

31 Security Yes

32 User access level , Authentication creation Yes

33 Automated SMS to the debtors Yes

34 Receivables summary (Route wise, distributor wise) Yes

35 Payables summary (Route wise, farmer wise) Yes


Dairy – MIS Reports

DairyManagement


MIS Reports



Payables

IncentiveManagement

Sales &Distribution


Primary Requirement – MIS Reports


MIS Reports Procurement report Management needs to know daily, weekly, monthly collection of milk. The days when the milk collection has been less and the days when the milk collection is best so that they can work on improving supply.Route wise milk collection also gives a good insight into the highest collection routes and lowest collection routes.

Milk quality report Milk quality reports can be used to understand the quality of collected milk. SNF and FAT % averages along with temperature details can be a useful information.

Farmer reports Farmer and village wise collection report helps in providing inputs into planning routes and the management can focus on getting more farmers in the low performing villages

Incentive report This report is helpful to understand how much of procurement incentives were given to farmer/agent and how much incentives were given to the retailers.

Multi-dimensional sales report

This report is very important to understand the demand of the milk and milk products in market. The route wise distribution. Marketing executive effectiveness and the route wise delivery reports will help the management.


Tally.ERP 9 Fitment – MIS Reports


1 Purchase route report – procurement summary Yes

2 All routes purchase report Yes

3 Farmer wise milk collection report Yes

4 Farmer wise payables report Yes

5 Route wise average collection report Yes

6 Debtors receivable report Yes

7 Sales incentive route wise report Yes

8 Sales incentive farmer wise report Yes

9 Farmer payments bank wise report Yes

10 Route wise cash report Yes

11 Bank wise payment summary report Yes

12 Multi dimensional sales report Yes

Contd..




13 Order sheet with item details Yes

14 Sales returns report Yes

15 Farmer wise milk quality report Yes

16 Route wise milk quality report Yes

17 Morning/evening batch wise collection report Yes

18 Farmer wise incentive report Yes

19 Route wise order sheet with item details Yes

20 Daily procurement report Yes

21 Daily sales summary Yes

22 Truck sheet summary Yes

23 Distributor wise sales calculations Yes

24 Collection center wise reports

Contd..




25 Price chart for sales Yes

26 Crates report – Empty crates management Yes

27 Sales and collection incentives tables Yes

28 Total procurement with milk quality parameters Yes

© Tally Solutions Pvt. Ltd. All Rights Reserved

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Tally.ERP 9 for Dairy

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