Enterprize Resource Planning [E.R.P.].

XIPHIAS ERP attempts to integrate all departments and functions across a company onto a single computer system that can serve all those different departments' particular needs. XIPHIAS ERP integrates all the aspects of the manufacturing industries with state of art technology viz.; Graphical User Interface, Client-server technology, n-tire architecture, Object Oriented technology, user defined Reporting Querying technology, EDI, Web Based Connectivity with all external stake holders with organization which includes Vendors, Customers, dealer/Agents etc.

XIPHIAS ERP handles all aspects of organization viz. Finance, Inventory, Production, Quality Control, MRP II &Sales, purchase, distribution, I Machine/Operator monitoring & utilization, Excise, Personal & Payroll. Sometimes it may not be possible to implement such extensive software in one stroke, but one can start with the basic essential modules and at the later date, when required can upgrade the system by building the upper layers or implement independent modules of their choice. This ensures the continuous growth of the system in place along with your business. XIPHIAS ERP is highly parameterized hence most of the requirements of your organization are satisfied however it can be customized to any extent considering all the peculiarities of your business, it means system adapts to your practices and not you.

Enterprise Resource planning integrates all of your major business processes, which helps ensure consistent data across all your functional departments. XIPHIAS ERP applications typically consist of,

MODULES

1. Marketing and Sales.
2. Field Service, Production.
3. Inventory Control.
4. Procurement.
5. Distribution.
6. Human Resources.
7. Finance and Accounting.
8. Warehouse Management.
9. Item Analysis.
10. Purchase Management.
11. Vendor Management.
12. Quality Control.
13. Vistor management.

ARCHITECTURE

XIPHIAS ERP application and continue to adapt, update, add new features, and extend to suit the needs of your company - always. Customizable web- and window-based user interfaces enable you to create a consistent, personalized appearance for the application no matter where it is being used - office, home, hotel - wherever. The web-based interface also provides flexible, remote deployment options and complete access for customers, partners and executives from anywhere at anytime.

MARKETING STRATEGY

Product Details

1. Product Catalog with price list.
2. Distribution Network.
3. Available stock at different location (zone wise).

Order Management

1. Inquiry Processing.
2. Quotation (Pricing and Discount).
3. Online Order Form.
4. Customer Contract.
5. Order Amendment.
6. Order Processing.
7. Order Tracking.
8. Payment Mode.
9. Inventory Update.

SALES AND DISTRIBUTION

1. Customer Management.
2. Distribution Management.
3. Pricing.
4. Sales Management.
• Advanced pricing management.
• Quotes and Proposals.
• Electronic catalogue.
5. Order Management
• Order Processing e.g. Automatic credit checking.

INVENTORY, SALES & PURCHASE

Material Requirement Planning Based Inventory management, Total inventory management for sales, purchase and stock management. Total Logistic Management with Lot tracking; pack control, bin-management, controlled stock movement for storage specification requirement. Inventory with warehouse management.

Features Overview

1. Purchase Order Processing.
2. Bill Passing.
3. Stock Management.
4. Sales Order Processing.
5. Export / Import.
6. Sales & Distribution Management.
7. Sales Order Inquiry - Order.
8. Distribution Management.
9. Pre Sales Follow-up.
10. Post-Sales Support.
11. Multiple site support for centralized sales orders.
12. Customer item numbers for sales orders and invoice.
13. Commission splits by line item, margin-based commissions option.
14. Supports non-stock items & drops shipment.
15. Sales tracking by customer type & channel.
16. Discounting by quantity, product lines and across combined orders.
17. Automatic best-price calculation.
18. Re-pricing option.
19. Product Groupings.
20. Stock Accounting.
21. Expiry Breakage Accounting.
22. Stock Transfer.
23. Commission & Incentive Accounting for Middlemen as well as for Employee.
24. Debit Note / Credit Note for Incentive & Loss due to Mis-handling.
25. Credit Control Management.
26. Proportion so for Short-Supply Stock.
27. Payment Terms.
28. Bad Party Control.
29. Near Expiry/Expired Stock Analysis.
30. Sales Return Management.
31. Barcode Interface.

ITEM ANALYSIS & STORES

1. Stock Maintenance.
2. Godown wise Price List.
3. Current stock at Main Godown ? Total Stock Status (Consolidated ? Inter Branch/Godown Transfer ? Limited Life Material Control.
4. Physical Condition Verification Control.
5. Physical Stock Verification.
6. Dead Stock Control.
7. Rejected Item Tracking.
8. Online inventory Update.
9. Reports.
• Inward Register.
• Outward Register.
• Material Verification/Inspection Report.
• Stock Register (Consolidated/Godown wise).
• Stock Verification Report.
• Stock Out Report.
• Re-order level report.
• Critical Stock Report.
• Stock Vs. Requirement Analysis.
• Access/Shortage Analysis.
• Material Rejection Report.

PROCUREMENT

1. Procurement Strategy.
2. Order Management.
3. Purchase Analysis.
4. Vendor Evaluation.
5. Approved Vendor Record.
6. Vendor Performance Monitoring.
7. Verification of Purchased Product.
8. Collateral Ordering.
9. Reports.
10. Purchase Planning Register.
11. Purchase Register.
12. Product/Segment wise Vendor list.
13. Order Vs Procurement Analysis.
14. Delayed Delivery Analysis.
15. Vendor wise rejection analysis.
16. Other MIS Reports.

DISPATCH

1. Receipt of Finished Good (FG).
2. FG Stock Maintenance.
3. Packing of FG.
4. Billing<./li>
5. Dispatch of FG.
6. Physical Condition Verification Control.
7. Physical Stock Verification.
8. Dead Stock Control.
9. Supply Scheduling.
10. Reports.
• FG Stock Status.
• Supply Schedule.
• Dispatch Verification Report<./li>
• Damaged/Rejected/Dead Stock Report of FG.
• Delayed Dispatch Analysis.
• Order Vs. Supply Analysis.

IMPORT / EXPORT

1. Packaging List (with Final Invoice).
2. Packaging List (with Pre-shipment Invoice).
3. Pre-shipment Invoice.
4. G.S.P. Certificate of Origin.
5. Special Custom Invoice.
6. Bank Certification - Form I Voucher.
7. Export Documents Covering Letter.
8. Insurance Covering Letter.
9. Declaration Letter.
10. Detail of Export Sales.
11. Draw Back Report.
12. DEPB Detail Report.
13. Export Register.
14. Final Export Sales Invoice.
15. Performa Invoice.
16. Letters to Bank.
17. Transportation Copies.
18. Bank Certificate (Form No.1) Invoice.
19. Calculation of Import Purchase Values.
20. Facility for accepting C & F agents Invoice.

HR & PAYROLL

Payroll software helps manage the financial record of employees' salaries, wages, bonuses, and deductions. Payroll software is often included in accounting software bundles.

Overview

1. Employee details.
2. Advance details.
3. Deductions.
4. Benefits.
5. Leave details.
6. PF details.
7. Attendance register.
8. Salary payment.
9. Duty Roaster.
10. Reports.

FINANCE & ACCOUNTING

Complete accounting of all finance and related transaction and generation online balance sheet, Division-wise, cost-center-wise as well as consolidated for group companies. Budget control with multiple options for controls. Cash/Fund projections and planning. Costing and profitability accounting with respect to product, product- group, so as well as for division.

1. Multi-Company and multi-Division capable system.
2. Company Financial Year Mapping.
3. Grouping of ledgers.
4. Ledger.
5. Cost center.
6. Voucher.
7. Reconciliation.
8. Reports.

Overview

1. Ledger Creation.
2. Group Creation.
3. Voucher Entry -- Authorization - Payment.
4. Balance Sheet.
5. Profit & Loss Accounts.
6. Trial Balance.
7. Pending Voucher Entry.
8. Multi Voucher Printing.
9. Day Book.
10. Group Summary.
11. Ledger Summary.
12. Ledger Daily Balance.
13. Consolidated Group.
14. Negative Ledgers.
15. Memorandum Vouchers.

WAREHOUSE MANAGEMENT

1. Receiving & Put Away.
2. Picking and Packing<./li>
3. Shipping.
4. Inventory Control.

QUALITY MANAGEMENT

1. Manufacturing and Purchasing quality tracking.
2. Automatically prompts for test results in Shop Floor Control and Repetitive.
3. Multiple steps in procedures, each with characteristics and tolerances.
4. Tolerances by range, less than, greater than or specific values.
5. Pass / Fail grade assigned to each test.
6. Test Result entry in Shop Floor Control, Repetitive, or Quality Management.
7. Real-time notification of out-of-tolerance conditions.
8. Unlimited quality comments on each test.
9. Complete History of each test.
10. Sampling patterns for quality orders (random, interval, expiry date related).
11. Certificate of Analysis for lots passing all tests.
12. Manufacturing and Purchasing quality tracking.
13. Master Specifications define standard testing procedures.
14. Quality order tracking (for inventory sampling).
15. Quality analysis with parotid charts.

MAINTENANCE MANAGEMENT

Overview

1. Preventive Maintenance Schedule.
2. Break-Down Management.
3. Maintenance Materials / Tools Management.
4. Maintenance Contract Monitoring.

Designing for the Global Economy

Traditional ERP applications weren't developed for the complexities of the global market. Gaps in functionality arise when these features are simply layered on top of existing code. It was designed with global markets in mind, featuring

1. MULTI-CURRENCY.
2. MULTI-TAX.
3. MULTI-COSTING.
4. MULTI-ACCOUNTING.
5. MULTI-ORGANIZATIONAL.
6. LANGUAGE PACKS.

Multi-Currency: Multi-Currency transactions

1. Ability to transact in other than your accounting currency.
2. Ability to revalue transactions.
3. (Bank) Accounts in other than accounting currency.

Multi-Currency reporting

1. Ability to translate transactions or balances for reporting purposes.

Multi-Currency accounting

1. Ability to account transactions parallel in different currencies.

Multi-Tax: Sales tax with the VAT included it should also include the taxes like.

It supports Sales Tax and Value Added Tax, including multiple taxes (e.g. for Canada). The tax engine determines the correct tax, its amount and date based on,

1. Transaction time.
2. Product category.
3. Ship from/to location.
4. Invoice from/to location.

As this requires maintaining the tax rules, for complex and changing tax situations, XIPHIAS ERP also provides interfaces to Tax Vendors.

It supports compound taxes (GST/PST) and local taxes.

Multi-Costing: To account in multiple, parallel accounting standards may be required, if you want to maintain parallel accounting for any combination of the following:

1. Accrual and Cash-based Accounting.
2. Different accounting standards (e.g., US GAAP, UK SAP, German HGB).
3. Different inventory costing methods (e.g., Standard, Average, FIFO).
4. Different currencies.
5. Unacceptable rounding and conversion differences.
6. High manual effort to convert.
7. Missing audit trail.
8. Unacceptable time delay of availability of results.
9. Inability to convert as detail information is missing.
10. Chart of Accounts.
11. Accrual or Cash-based accounting.
12. Accounting standard.
13. Costing method.
14. Accounting currency.
15. Transaction data is not replicated.
16. You can add or discontinue an accounting scheme anytime.
17. You can generate accounting information for historical transactions.
18. You can modify or replace any attribute (and optionally regenerate the accounting).
19. Easy to extend and to maintain.
20. Error tolerant (you correct it and regenerate).

Multi-Accounting: XIPHIAS ERP maintains the information for the following costing methods.

1. Standard Costing.
2. Actual Costing (Last PO, Last Invoice, LIFO, FIFO).
3. Average (PO or Invoice).

Costs can be recorded at three levels, Client, Organization or Batch/Lot. A costing method is defined for each Accounting Schema. You can also specify a different costing method or costing level for a Product Category. This allows the maximum flexibility for financial analysis. You may switch the used costing method any time. The information is very valuable to compare trends. Costs are maintained in your accounting currency. Check costing details.

Using different costing methods (Standard, Actual or Average) can result in different financial results. You can set up parallel Accounting Schemas to reflect different costing methods. It supports using more than one costing method, e.g. for legal accounting and business decision-making.

Multi-Organizational:

Multi-Organization features ensure that different organizational entities can share data or make sure that private data is not accessible by other entities. Sharing data is the prerequisite for centralized functionality, outsourcing or service centers.

XIPHIAS ERP was designed to maintain different organizations and supports three entity levels.

1. System.
2. Client.
3. Organization-Hierarchy.

System level data is mostly infrastructure information, but can also include system-wide business partners, products, accounting schema, etc. The system level is equivalent to the database installation. XIPHIAS ERP provides tools to synchronize different systems.

The Organization level is the transaction level (i.e. System and Client cannot perform transactions you need at least one Organization). Organizations can also have their own data and information structure, not shared by other Organizations. Organizations can be structured in hierarchies with the children able to access their parent's data.

XIPHIAS ERP also allows you to reorganize your Organization structure or merge entities.

LANGUAGE PACKS:

The first requirement is to translate the system elements:

1. Screens.
2. Reports.
3. Messages.
4. Seed Data (e.g. status information like Open/Close, etc).
5. Transactions.

Many applications allow you to translate Screens, Reports and Messages, fewer Seed Data and even fewer Transactions.

Next is the ability to switch your language as a user of the system:

1. System translatable in one (base) language.
2. User can decide, which language to use.

PRODUCTION PLANNING & CONTROL

Flexible configurable bill of process, Scrap, recovery & rework accounting Suitable discrete as well as process manufacturing with make to stock as well as make order based planning provision.

Provision for open integration with AutoCAD as well as other automation.

Implementation wise Workflow

1. MRP - I.
2. Production Monitoring and Control.
3. Production Data.
4. Product Configuration.
5. Product Costing.
6. Technical Documents.
7. Project Monitoring.
8. Rough Cut Capacity Planning.
9. Capacity Requirement Planning.
10. Manufacturing Order Processing.
11. Production Statistics & Costing.
12. Supports discrete, repetitive process and mixed-mode environment & continuous as well as batch process manufacturing.
13. Supports co-product and by-product manufacturing.
14. Component availability checking and ability to substitute items.
15. Detailed labor, WIP and Sub Contract tracking with variance calculations.
16. Daily productions scheduling by item, site and production line.
17. Finite loading and forward scheduling for production line schedules.
18. Optional pick list for stocking point-of-use in discrete or repetitive environments.
19. Quality test results prompted at selected production operations.
20. Cumulative Item Cost and Work Center Productivity reporting.
21. Product Structures and routing effective dates.
22. Scrap factors for use by Materials Requirements Planning (MRP).
23. Product structure routing copy.
24. Option to include yield in cost.
25. Cumulative lead time calculations.
26. Where-used Inquiry.
27. Product Change Control System.

C.R.M (Customer Relationship Management)

Customer Relationship Management goes beyond sales, marketing and customer-service applications into business intelligence, analytics, hosted applications, mobile capabilities and much more! By thinking more insightfully about what your customers are worth, you can focus your resources on attracting and keeping the right type of customers. This focus, in turn, will make your CRM efforts more productive and position you better for innovation and growth.

CRM Software stores all the critical business information an organization needs to develop effective sales, marketing and customer-service strategies. The Customer Relationship Management Software solution empowers an organization to build stronger, more profitable relationships with customers and prospects. The CRM Software system can be run in a Windows and/or Web environment, which means that employees - whether in the office or on the road - are always in touch with the most up-to- date data and the most effective communication tools.

CRM- Advantages

1. Customer-centric.
2. Management of customer database made easy.
3. Improved interactions and lasting relationship with each and every customer.
4. Effective communication based on purchasing patterns and demographics.
5. Information empowerment at all customer touch points.
6. Improved customer satisfaction.
7. Transforms customer into your friend.
8. Increased returns.
9. Low acquisition cost.
10. Low total cost of ownership (TCO).
11. Fast and easy user adoption.
12. Flexible solution to blend with current business processes.
13. Open standards for low cost integration with legacy systems.

Top 10 Features to look for in a CRM System:

1. Integration to your back-office accounting system.
2. Open, industry-standard technology.
3. Seamless flow of information between corporate systems and remote employees.
4. Real-time reporting and analysis.
5. Automated workflow.
6. Contact and campaign management.
7. Multiple language and multicurrency capabilities to support global business.
8. Ability to easily customize your solution to fit your business needs.
9. Scalability to accommodate future business growth.
10. Sales-cycle analysis.

Business Objectives from CRM

CRM applications, often used in combination with data warehousing, E-commerce applications, and call centers, allow companies to gather and access information about customers' buying histories, preferences, complaints, and other data so they can better anticipate what customers are looking for. The other business objectives include:

1. Increased efficiency through automation.
2. The ability to provide faster response to customer inquiries.
3. Having a deeper knowledge of customer needs.
4. Generating more marketing or cross-selling opportunities.
5. Better information for better management.
6. Reduced cost of sales and increased productivity of Sales Representatives.
7. Receiving customer feedback that leads to new and improved products or services.
8. Conducting more one-to-one marketing.

CRM APPLICATIONS

The genesis of CRM is Sales Force Automation (SFA). Current CRM applications are a convergence of functional components such as sales, marketing, and customer service, advanced technologies & communication channels.

Sales Applications

1. Contact and account management.
2. Compensation.
3. Opportunity and pipeline management.
4. Sales forecasting.
5. Proposal generation and management.
6. Pricing.
7. Territory assignment and management.
8. Expense Reporting.
9. Calendar and scheduling.

Marketing Applications:

1. Web-based/traditional marketing campaign planning, execution and analysis.
2. Collateral generation and marketing materials management.
3. Prospect list generation and management.
4. Budgeting and forecasting.
5. A marketing encyclopedia (a repository of product, pricing and competitive information).
6. Lead tracking, distribution and management.
7. Marketing applications primarily aim to empower marketing professionals by providing a comprehensive framework for the design, execution and evaluation of marketing campaigns and other marketing related activities. For example, a successful marketing campaign typically generates qualified sales leads that need to be distributed to sales professionals who need to act upon them. Marketing and sales automations are therefore complementary.

Customer Service and Support (CSS) Applications

These applications have gained major importance since customer retention and profitability depend, in many cases, on delivering superior service. Typically deployed through a call centre environment or over the web for self-service and allow organizations to support the unique requirements of their customers with greater speed, accuracy and efficiency. Common applications include:

1. Customer care.
2. Incident, defect and order tracking.
3. Field service.
4. Problem and solution database.
5. Repair scheduling and dispatching.
6. Service agreements and contracts.
7. Service request management.
8. Judging customer satisfaction via surveys.

S.C.M (Supply Chain Management)

Supply Chain Management (SCM) is the process of planning, implementing, and controlling the operations of the supply chain with the purpose to satisfy customer requirements as efficiently as possible. Supply chain management spans all movement and storage of raw materials, work-in-process inventory, and finished goods from point-of-origin to point-of-consumption.

Supply Chain Management covers all material management activities including inventory receipts, shipments, moves and counts within a client and its organizations and to suppliers and customers.

Product Catalog

Define your Product and Services with optional Bill of Materials and Substitutes. Import and update purchase prices from your vendor.

Organize your products in product categories and hierarchies. You can also search by product attributes.

You may have multiple price lists for purchases and sales. Purchase price lists allow you to control discounts and outstanding credits from your suppliers. You may have general and customer specific sales price lists. Price lists are date controlled to allow special sales initiatives.

Distribution & Multi-Warehouse Control

Manage your inventory by organizing your warehouses into user defined locations. Move inventory between warehouse and take physical inventory.

Materials Management

Create Customer Shipments in batches or individually per order. Control Vendor Receipts by comparing it directly with the purchase order or the vendor invoice.

Know what is Available to Promise considering reservations for future customer shipments and expected vendor receipts - Optionally on a time scale.

Generate Material Replenishment lists based on past sales or targeted inventory levels; optionally create Requisitions or directly Purchase Orders.

Product/Service Costing

Maintain your product and service costs.

CORE MODULES

1. Sales Order Management.
2. Inventory Control.
3. Supply Chain Execution.
4. Purchasing Management.
5. Supplier Relationship Management.
6. Assembly.

Sales Order Management - Manage order fulfillment for your organization. Whether you have hundreds of customer service representatives entering orders in your system, receive all orders via EDI, or your customers enter orders via your online storefront, sales order management functionality will enable you to keep your customers satisfied.

Inventory Control - Keep track of your inventory is essential. With inventory management, you will know where your inventory is located and how much inventory is needed to meet specific service levels.

Supply Chain Execution - Whether you need to track a few transactions using barcodes or need to manage a set of warehouses around the globe, supply chain execution solutions can help you achieve your goals.

Purchasing Management - Manage the purchasing and receiving process for your locations. Proactively manage your purchasing needs, communicate with suppliers via EDI, ensure that your receipts are within the tolerances you set, and make sure that the materials you receive meet your quality standards.

Supplier Relationship Management - Strategically manage your supplier relationships with web- based sourcing and procurement solutions.

Assembly - Assembly functionality can help you manage your production process.

Providing the right products at the right time can mean the difference between lagging sales and market leadership. The Supply Chain Management Suite provides immediate access to the inventory, pricing and customer information you need to increase inventory turns, enhance customer service and improve profitability. This proven, reliable suite of applications also allows you to streamline your operations, improve your customer service levels, and increase top-line revenues through its comprehensive capabilities.