Introduction

Components is involved in the trade of electronic components. We have office in

Bangalore We mainly import electronic components and further distribute them in India.
We are an excise registered dealer and we pass on the MODVAT to our clients( Please
bear in mind that a dealer has to maintain the excise records in a different manner
compared to that of manufacturer )

We need the following details to be captured.

Item Make Date Code Description Qty Rate/Unit

alternatives

Item/part/devices: is the part # of the components we stock and sell

Make: refers to the manufacturer of the device (eg: Philips ,Motorola )
Datecode: is the year the device has been manufactured which is mentioned on the
device(eg:0603)
Alternatives: is the equivalent to the said part but is of a different make

We need the following Reports/Features:

GENERAL

1) The software should be web based

2) The software should be strong on security
3) The software should support concurrent Internet as well as LAN communication
between the client and server
4) Should be in a position to add any number of users, if it is restricted what is the
maximum number of users.
5) The software should support individual menu’s for each employee thereby
restricting the viewing of all menus to each and every employee
6) The software should have mass mailing facility
7) The software should have facility to create customs reports.
8) While accessing the software through static IP, all features (including customized
features) should be available

SALES

1) List of parts sold to a particular customer and the sale price.

2) List of Quotations issued to a particular customer.
3) The last sale price/or quoted price to a customer.
4) Sales made to a particular customer over a period time.
5) Sales made of a particular component over a period of time.
6) The last three sale price of a particular component to a particular customer
7) Facility to assign a chosen set of components under an offer , which is visible to
the sales user
8) List of offers in progress at any moment.
9) Report of sales made by an individual sales person.
10) Report of commission to be given to an individual sales person.
11) Report of the sales by a branch.
12) Facility to generate Quotations, fax them, e-mail them by converting to PDF and
word sheet. And also a methodology to get approval of a quotation from a
senior( before sending out the quotation to the client
13) Report of the last three quotations given to a particular client for a particular
part , which is displayed over the quotation form, along with different colors
indicating the out come of the previous quote , i.e. weather the previous quote was
successful or unsuccessful
14) Facility to raise Proforma Invoice and from Proforma Invoice raise a Sales
Invoice.
15) Report of the current valid enquiries.
16) Facility to enter the reason for losing an opportunity
17) RMA facility
18) Facility to enter unlimited text in Quote to fully explain nuances of the Quotation.
19) Report and prompt after a specified number of days of the pending Quotations.
20) Track Quotations by status (open, won, lost) for follow up and analysis.
21) The list of quotes given for a particular component is available when the part is
queried. Quotes offered to clients for which the sales person is authorized, are
only displayed
22) When quotes are given, if it is a new client, the Administrator can assign the
client as a general client or an assigned client. Assigned client term is used when
a sales person is assigned to the client
23) Facility to quote in more than one currency
24) Facility to enter in to the system, enquiries received from client in excel sheet,
directly into the software
25) The facility for prior approval from the accounts before entering the purchase
order from the client
26) report to know from which all clients we have received enquiry for a particular
part.
27) For the Sales manager to follow up on a Quotation with the sales executive, an
internal communication facility should be available and should be linked to the
quotation
28) A query should be available to query only the RFQ’s/ quotation
29) To create price table, we should have a facility to create and record various
formulas, so that we can apply the most suitable formula to an incoming part and
the prices are calculated based on the applied formula
30) A report of the pending orders along with purchase quotes recd for them should
be available , also in this report the vendor field must be available for query
31) Facility for multi part search
32) Report giving the equivalents and the nearest equivalent for the queried parts , and
also facility to add exception. ( adding exception is that in case , the software
while throwing up the nearest equivalent , we identify that this part is no where
related to the part enquired , we can add this nearest equivalent part in exception ,
so next time when we query for the same , it does not show up the exception )
INVENTORY

1) Reports of stock offers, OEM excess etc included in the database.

Stock offer refers to the special offers and stocks of other vendors
OEM excess refers to the list of excess inventory available with OEM
2) Report to get a part of the database, matching criteria. Facility to delete the same
or replacing them with another mini database.
(This required as we will have to constantly delete and add OEM excess stocks
and offer from other vendors in to the data base)
3) Report with sales and purchase details with Date Code, Sales Price and Purchase
Price.
4) Report of fast moving stocks and slow moving stocks.
5) Facility to signify hot devices and report of the same.(Hot devices are referred to
parts for which there is sudden shortage in the market )
6) Facility to hide the Qty and the price of some particular components, instead
display call the product manager
7) Report of users of a particular components and facility to e-mail offers to them.
( we can find the users of the component based on the enquiries entered , and also
the BOMs of various clients)
8) Facility to enter OEM XS which we will be receiving from various clients in
excel sheets , and these will have to be updated every 15 days , so we should have
the facility to call for list of each and every client separately and replace it with the
updated list.
9) Facility to enter price table for each and every part.
10) Facility to fix on pricing for individual customers and the same would apply
automatically at the time of Billing.
11) Ability to link up components as equivalents and they show up at the time of
excuting a search
12) Facility to have field names of our choice
13) facility to enter purchase orders with deliveries at multiple location
14) Facility to save reports in excel sheets.
15) We should be in a position to enter the location of the Inventory and also enter the
price which may be in different currency.
16) Rights based security for all reports
17) Various class of parts have different parameters compared to one another , so a
facility should be available so that when entering the parts through the part master
form we select the sub group of the part and then the various assigned parameters
for that subgroup are displayed for the user to be entered
18) Based on the have information if a lay person is asked to find the part ,though he
does not know the part # , he can still locate based on the parameters , in short the
software should support PARAMETRIC SEARCH
 19) Facility to enter the location of the inventory should be available , and also the
software should support multiple locations for the same part, and the time of
invoice or making the delivery challan the software should prompt to select the
location/s and the said stock is reduced from that location/s only
20) The software should support multiple entry for the same part , but the date code
for each lot would be different form the another , also in some cases the part # of
the component may be the same but the (make)manufacturer will not be the same .
At the time of raising the invoice/delivery challan , the software should prompt to
select the above parameters so as to select the correct stocks , and the same applies
when we enter the purchase order in to the software
21) The software should support consignment Inventory solutions.
22) The software should support multi search facility.
23) The software should offer multi search facility , the query should be ins a such a
manner that it should consider spaces(if any) in the queried part # as null and void
24) In case we import and enquiry which is in Excel Format into the software and if
some parts are new and haven’t been created, the software should show up the
nearest equivalent and the user then decide whether to select the nearest equivalent
or to go ahead and create a new part.
25) Facility to send only selected reports & forms by fax and e-mail
26)

CONTACTS :

1) Facility to enter unlimited Ph No, Fax No., E-mail address, Web Address., and
facility to search this
2) Facility to link two companies as sister concern.
3) Facility to password protect details of the company., so that nobody can copy or
e-mail the details
4) Assigning of Accounts to Sales people.
5) Visibility of contact details only to the assigned sales people and to the
Administrator.

PURCHASE

1) Facility to raise P.Order with all details such as Part number, Quantity, DC, make,
Price, and Remarks.
2) Facility to enter schedules
3) Facility to enter different pricing of the same item but of different dates codes.
4) Report of list of parts bought from a vendor.
5) Report of a part purchase details over a period of time.
6) Facility to enter multi currency
 7) Facility to group vendors based on the parts deal with . and most of them will be
found in more than 1 group, and these groups are available to select at the RFQ
form

The software automatically assigns an enquiry # for every enquiry entered by the sales
person. The software based on one of the fields (which will be chosen by the purchase
administrator/will break up the enquiry and assign to the individual purchase officer. The
purchase officer will then be sending out the RFQ to the vendors listed in the contacts
and enters their response manually or is posted directly by the supplier by entering the
Quote in the form of the enquiry(the software should be such that the enquiry sent acts
like a form to the receiver and he can directly enter the price and post it on to the server
or rather the posting is listed under the particular enquiry and further under that particular
part) and we should have also facility to allow the vendor enter his terms which we would
have specified in the form.

A report giving the comparative statement should be available

we should have the option of entering comments against each line item in the purchase
quotation?

We should have the facility to send out email to vendors in BCC mode, and those e-mail
should be personalized to each receiver

Report of pending enquiries should be available

The quotes recd is stored in database is available to query

Work Scenario

When a sales person gets an enquiry, he does a stock check. The software throws up
where the stocks are available (In stock at Bangalore, Singapore, overseas or OEM
Excess Stock). Based on this info he accordingly replies to the client. In case of later
two options the sales chap will send a quote request to the purchase dept. The purchase
dept receives the RFQ details but not the client info and will have access to the info
exactly where this stocks are i.e., which overseas vendor has it, what quantity he has,
what make he has and so on. Similarly in case of OEM Excess option, the purchase
Agent is provided with the info as to which OEM (client) has stock, and he after getting
the relevant info (price, make, qty, condition) passes the info to the sales manager, who in
turn replies to Sales agent as to the price to be quoted.

all the above activity should be linked to each other. All the relevant info or the info for
which he has rights is displayed in a single screen (one should not be left to jump from
one window to other window)
The enquiries recd is stored in a database, and a multi part search facility should be
available to query this with options such as query by date, query by due date and so on .
we would like to match this database with offers and stocks we have and the software
should offer the facility to directly raise and rfq or quote from here

LARGE BILL OF MATERIAL

When we feed a BOM or the sales order into thee ERP, the software should provide a report
suggesting equivalents and the stock position, and also provide details as to when the parts are
arriving based on the purchase order raised on our supplier .this info should be available in a
single page, with all the parts listed one below the other

RFQ HISTORY REPORT

Well as we will be raising a lot of RFQ’s the replies recd will be entered into the software , and
this information being generated should be available for querying . incase we enter a new
enquiry into the system we should be in a position to raise a report wherein incase if some of the
parts of the new enquiry has been enquired in the last three months (user defined period) , the
same is brought forward

We would like to have a report for an enquiry entered into the system, giving the prices collected
by the purchase dept, previous quotes to the client, previous orders received from the client. In
case previously we lost out, giving the reason recorded

Special report

Company A & company B are sister concerns, Company A bills some parts to Company B, now
can we have a report such that , when we call for the costing of the stocks of company B , the
software checks the vendor and identifies if it is Company A , if so it drills down to the costing of
company A and then add the expenses incurred by Company B and then present the report , so
there by the markup done by company A at the time of billing to company B is disregarded

RG-23D

Reports for RG-23d addon

copy of Rg23d Ledger printout with options of printing & viewing

a. Itemwise - i.e details of each item with Date, supplier, supplier Inv # , qty and duty paid details
and supply details like customer date of inv, Inv #, qty sold and duty passed on details and finally
totally bal qty & duty available after each transaction/item

b. Period wise – All the items in which the transactions are made over the period with same
details as above in one single RG23D/BOE

c. Ledger sl. No wise. – Once whole material in the b.o.e becomes nil . the print out of whole
ledger with the same details as mentioned above

Report of Excise Returns

Exicise returns where in the details of duty passed invoices i.e Inv # , Date , Item description,
Tariff heading , Qty sold and amount of duty passed like cvd, edu. cess@ 2% , Higher edu cess
@1% & additional duty separately and the corresponding purchase details like – rg23d #, Boe #
& date , item description, tariff heading # , and amount of duty paid like cvd, edu. cess@ 2% ,
Higher edu cess @1% & additional duty separately based on which the duty has been passed to
the customer.

In the sales invoice where there are more than one item, the item for which the maximum amt of
duty is passed has to selected and details pertaining to that item has to be given as mentioned
above.

Queiries

While entering of B.O.E

1. Can an item be repeated

2. possibility for classification as to whether it is imported / firststage dealer / seconstage
dealer purchase
3. In case of secondstage dealer purchase provision to enter the original b.oe /
manufacturer invoice details like qty & duty details.

Preparing Modvat invoices:

1. While preparing Modvat invoice will it be liked to Commercial Inv wherein the items , Qty
& value is recalled.
2. Provision for selection of two or more b.o.e for a single item
3. provision for viewing the qty of a particular item available in each b.o.e
4. The rate of duty has to be recalled once the particular b.o.e is selected
5. At the time of selecting an item will the per unit duty and the date of BOE , will they be
displayed

Checking of Modvat invoices:

1. when we want to check a modvat invoice whether it is done correctly can we recall all the
purchase details of items mentioned in the invoice at a time such as the rg23d #, B.O.E.
No. , Qty purchased and the duty paid details

apart from this will you be providing any other reports

also I would like to understand since the commercial invoice and RG-23D invoice are separate,
and both draw info from each other , so can you explain how it would function