MATERIAL MANAGEMENT

(PURCHASE & STORES)

MODULE
 INTRODUCTION
Being built on the three tier architecture, enables unlimited user without
any hassle and without compromising the security & integrity of the
vital information.
Provide secured access to the requisite information while on move which
keep you in touch with the organizations daily activities.
Can be implemented on different OS platforms( Platform Independent).
The system base consist of stable, object oriented database. The EBS Log
Database increases speed and efficiency, and virtually maintenance free.
The Knowledge spread across the organizations different units can be
summarized , eliminating the problem of synchronization and
coordination.
ACCESS-EBS enables effective and efficient Stock Management,
demand and process planning, supply & delivery scheduling, and
management reporting.
Purchase:
Requisitions, Dealing with purchase Order is a central
Indents, component of purchasing

Auto Indents The Material indents are generated when new

Quotations,
Comparatives,
Supplier Rating,
Business share,
Rate History,
Purchase orders,
MRN,
Inspections & QC,
Purchase Vouchers and
debit/credit notes etc.
sales order is considered by PPC for Production
Planning or when the stock level fall below the
reorder stock level.
Subsequently Purchase orders are generated
on the bases of Quotation comparatives or the
Purchase agreements.
This process is accomplish with reliable
interface with Accounts and Stores.
Functional responsibility can be defined by
Name or role to the individual user and ensure
process adherence.
Stores/Warehouse:
Material Management, We back our commitment with
Gate entry, prompt action rather than said.
Gate passes (RG/NRG), The major challenge that materials managers face is
MRN, maintaining a consistent flow of materials for
production And incorrect bills of materials, inaccurate
Material Issues/planning, cycle counts, un-reported scrap, shipping errors,
Material/RM Inward QC, receiving errors, and production reporting errors. An
effective materials management System like ACCESS-
Ageing, EBS can resolve island approaches to shipping,
Stock reconciliation, receiving, and material movement. It focuses on the
key areas of stocks, Inventories, issues, material
Inventory evaluation, receipts, ageing and stock levels etc.
Material scheduling, This Process module covers all aspects of material
Work orders and management like Requisition for material for general
use or production, Gate entries and gate passes,
interface to PPC/Production, material issues, Auto indentation, Return and
Purchase and Finance replacements, and stock evaluation analysis for
system. optimizing the stock levels.
MASTER SETUP SCREENS
Store Detail
Used To define the Stores
Items Category Maintenance
Store items categorized under various store item categories.
No limit to number of sub-categories under a main category.
Item Master Maintenance
Complete Information like
Item specifications, location and stock details
Associated account (G/L) code
Insurance Policy
AMC Policy
Taxes Information (Excise &Other taxes), Further Link to MRN
Unique Asset Code generation & Part No. Generation.
MASTER SETUP SCREENS
UOM Master Maintenance
Used to enter Unit of Measurement of an item
UOM Conversion Maintenance
Used to enter Conversion Value of UOM
Party Master
Used to enter Information about Suppliers
Item Account Mapping
Used to establish the relation between Item and Account
Head.
Item Opening
Used to enter Opening/Closing stock of an item and its
value (for first time only )
MASTER SETUP SCREENS
Inspection Specifications
This is used to enter the specification Parameters

Alternative Items Master

Used to specify the alternates for any item.
Tax forms Inventory entry Master
Used to Maintain the forms inventory
Term Of Payments
Used to specify the Terms and conditions

Service Category Master

Used to specify the different services categories
MATERIAL TRANSACTION
Indent Generation
Generated in two ways
Manual (Open Indent)
Authorized by the purchase manager
Indent could be made for a particular sales order
Order no, date & party must be mentioned in the indent.
Auto Indent
Lead-times of the approved vendors, goods in transit factors will
be considered
Min stock level and re-order stock level will be checked for
triggering auto generation
Indent Approval
All Indents generated must be Approved by the Managers.
MATERIAL TRANSACTION
Request For Quotation
Enquiry for the item from the recommended supplier.
Enquiries sent to vendors listed in the enquiry form
Quotations
Would refer to the indent no.
Delivery details & terms and conditions would be captured
during data entry
Item details with the tax information would be captured.
Comparative statement will be generated on the basis of
quotation sent by suppliers.
Generation of quotation analysis report for all the quotations
received.
Comparative Statements
Generated on the basis of QUOTATIONS received from the
Suppliers
 MATERIAL TRANSACTIONS
Purchase Order
The Items indented can be procured by issuing the
Purchase Order
Purchase Service Agreement
This type of Agreement represents Services that one
company purchases from another.
Purchase Order Approval
All Pos generated must be Approved by Material
Manager.
Work Order Services
This type of order represents Services that one
company hires from another (without actually
purchasing it ) .
MATERIAL TRANSACTION
Gate Entry
Gate Entry Required for
Materials received against PO
Sale return items
Returnable items sent through returnable gate pass
Captured Information
Order no
Order date referred from the purchase order.
Bill No. & Bill Date
Petty items would not have an associated PO
If returned items then returnable gate pass no will be entered.
Supplier information
Detail information about the items received.
General condition of the items in the remarks
MATERIAL TRANSACTION
Material Receipt Note
Information will be stored about the bill no, bill date, bill value,
date of receipt, and Item rate.

P.O. Detail information recorded

The TAX information about the MRN will be stored Item wise.

MRN entries would be required for petty items.

One MRN could cater to multiple P.O.s for the same supplier.

Items received once against a PO shall not be received again

 MATERIAL TRANSACTION

Material Inspection
Two Inspection Categories
Purchase & Return

Type of Testing
Dimension, Visual, Mechanical, Chemical and

Destructive testing
Integration with QC module for specifying results as per
purchase specifications
MATERIAL TRANSACTION
Material Requisition
Issued on Bases
Daily Production Plan.
General Item Required from Store.
Generated
Automatically
On the Bases of items Required for daily production.
Generated Department Wise
Item Code & Qty Fetched automatically from product Design.
Bulk Issue, status of previous consumption verified
Either manual
Or through Production Consumption
Items in stock are short in quantity
Alternate choice of the item would be made available.
MATERIAL TRANSACTION
Issue Slip
Goods will be checked at store.
Goods are in stock then items will be issued with issue slip.
Goods can be issued in two ways
Bulk issue
General items issue
Strictly as per BOM associated with a production plan id
Procurement UOM & issue UOM can vary.
Issue screen would refer to the UOM conversion table for
deducting stocks as per procured BOM
Only locked item for the sale order will be issued
Issued & priority can be changed for the locked items
Issue will be done on FIFO basis.
MATERIAL TRANSACTION
Return and Replacement
Item Return
Goods that were issued could be Returned.
Nature of Goods returned i.e. (Capex /Non -Capex).
Store & FIFO will be updated .
Replacement Outwards
Goods that were rejected during Inspection are sent
for Replacement.
Replacement Inwards
Goods that return after being Replaced are updated in
the Store.
 MATERIAL TRANSACTION
Rejection Handling/Purchase Return
After inspection any discrepancy or rejection of items then
Rejection Challan /Purchase Return will be created.
Outcome of inspection would be the Inspection report
On rejection of the goods received, automatically debit note
generation against the supplier, linking with finance.
Stock will be updated after inspection.

Gate Pass
If Rejection Challan then to send goods outside the gate
Sale invoice.
Equipment sends for Repair work.
 MATERIAL TRANSACTION
Other Activities
Item Opening
This form is used to enter the Initial/Opening values for the Stock
Items.
Physical Inventory Form
Used to enter the Physical stock if opening is missing or for rectifying
the stock value
Dead Stock
Used to declare the Dead stock for non/slow moving items
Scrap Stock
This is used to manage the scrap
Trading & Scrap Invoice
This is used to sale the Scrap or trading purpose
 LIST OF OUTPUTS TO BE
GENERATED
Dynamic Reporting tools and MIS Reports loaded with graphical
and statistical analysis. With EBC you receive a pool of pre
configured reports for various evaluations.

Reports Emailing facility while roaming.

Genuine and Tempering proof reports in
PDF formats.
 MASTERS CHECKLIST REPORTS

Store Master
Item Category
Item Master
UOM Master
UOM Conversion
Terms of Payment
Tax Form Inventory
Service Category Master
 TRANSACTIONAL REPORTS ( PURCHASE)
Indent Slip
Indent Status
Indent Register
Pending Indents
Purchase Order Slip
Purchase Register (PO Wise)
Purchase Schedule
Pending Purchase Orders
Request For Quotation (RFQ)
RFQ register
Quotation Register
Quotation slip
PO Rate History
Supplier Evaluation
Comparative Statement
PO Amendments
Actual vs Plan
PO vs MRN
 TRANSACTIONAL REPORTS ( STORES)

Item Wise Opening Detail

Stock Report (Avg.) Item Wise
Stock Report (FIFO) Item Wise
Stock Evaluation (Avg.)
Bank Statement (FIFO)
Item Min/Max Report
Item Exceeding Max stock level
Gate Entry Slip
Gate entry Register
Gate Pass Slip
Gate Pass Register
 TRANSACTIONAL REPORTS ( STORES)
MRN Slip
Gate Entry Pending for MRN
MRN Pending for Inspection
MRN Pending for PV
MRN Without Bill
MRN Register (Date Wise)
MRN Register (Supplier Wise)
Material Requisition Slip
Requisition s Pending for Approval
Material Issue Slip
Material Issue Register (Item Wise)
 TRANSACTIONAL REPORTS ( STORES)
Work Order Slip
Work Order Issue Detail
Work Order Return Detail
Replacement Inwards Slip
Replacement Outwards Slip
Challan 57F
Approved Supplier List
Incoming Quality Report
Dead Stock
Scrap Stock
Trading/Scrap Invoice Slip
MIS and Analysis
The MIS :Cashing in on business knowledge.
Powerful tools rendering business intelligence.
Extracting internal and external data for analytical querying.
The data stored in database tables, and perhaps additional data
from external data pools, must be transformed into a logical and
meaningful form, in order for use in analysis and in making
decisions.
The Access EBS is fully integrated, companywide internal data is
stored in a single database and reports can be generated from this
comprehensive data pool.
ACCESS-EBS MIS module not only provides the possibility of
choosing data from its own data warehouse, but it can also take
advantage of data in other data warehouses located in other
databases. In this manner information can be compiled centrally
and independently of its source, and decisions affecting enterprises
can be made in an intelligent and effective manner.
Graphs and comparisons are available for analysis and decision
making.
 Advantages of Access EBS

Oracle UI: ORACLE interface has the web features and it is called Oracle Self Service
Application and the Oracle Forms are most popular for core financial transactions.
Integration of web enabled features in ERP application: Oracle Self Service
Application can be designed for internet purposes and it is used by many organizations.
Security of database: Oracle database comes with a high security feature and the
security is based on the role based models. Oracle's security cannot be broken easily.
It can adopt changes in legal standards fast:
Customization is easy: Oracle has a good record of providing fast customization and
installation as compared to other enterprise software available in the market.
Report are exceptional: Oracle reports gives you a wide range of choices on many
parameters and you can generate any kind of report for any situation in minutes.
Gives a high ROI: It has high efficiency as compared to any other database and return
on investment is also high.
Oracle database is known for its high efficiency and speedy installation
 THANK YOU

Access Infotech Pvt. Ltd.

SCO 64-65, 4th Floor, Sector 34-A, Chandigarh
Phone: 0172-5002677, 5025577 TeleFax: 0172-2622571
E-mail - jbs@accessinfotechindia.com
www.accessinfotechindia.com