Tally ERP 9 For Rice Mills Tally Solutions

Tally. ERP 9 For Rice Mills © Tally Solutions Pvt. Ltd. All Rights Reserved

Agenda • Rice Mill Business – An Overview • How Rice Mill Operations are Structured • Tally. ERP 9 for Rice Mills • Business Process Flow • Primary Requirement • Tally. ERP 9 – Fitment © Tally Solutions Pvt. Ltd. All Rights Reserved 2

How Rice Mill Operations are Structured PA LE DD SA Y CE PU RI RC HA SE SHELLING & PROCESSING M I M LL IS A R CCO EP O UN R T TS S © Tally Solutions Pvt. Ltd. All Rights Reserved S Rice Mill Business Overview ON LL TI MI TRA S NI I M AD 3

Rice Mill Business – An Overview © Tally Solutions Pvt. Ltd. All Rights Reserved 4

Rice Mill Business – Paddy Purchase PA LE DD SA Y CE PU RI RC HA SE SHELLING & PROCESSING M I M LL IS A R CCO EP O UN R T TS S © Tally Solutions Pvt. Ltd. All Rights Reserved S Rice Mill Business Overview ON LL TI MI TRA S NI I M AD 5

Process Flow - Paddy Purchase © Tally Solutions Pvt. Ltd. All Rights Reserved 6

Primary Requirement – Paddy Purchase Category/Module Paddy Purchase Major Requirement Explanation Paddy purchase from various farmers (Levy paddy) Mill manager places purchase orders with paddy suppliers/farmer. He identifies MSP for standard quality paddy. He provides different addresses of warehouses and mill for paddy delivery. Paddy quality recording Purchase manager identifies the quality of paddy and decides the price based on moisture, grain type, foreign matter etc. He records the paddy quality with the paddy batch information. Levy paddy purchase State specific levy for paddy purchase and categorizing levy paddy and levy-free paddy needs to be done by mill manager to separately track the profits. Purchase from mandi Purchase manager buys paddy from mandi market. Generally a commission agent(broker) purchases the paddy through auctioning. Ability to record the base price, bonus price to reach final paddy price is important. Warehouse address in purchase orders While delivering paddy to multiple warehouses and storage units, if the warehouse address is printed on PO, it will help the delivery of paddy. Landing cost The landing cost needs to be calculated for arriving exact cost of paddy and thus to calculate profit. There should be a provision to capture landing cost for paddy purchase and accounting the handling and transport charges. © Tally Solutions Pvt. Ltd. All Rights Reserved 7

Tally. ERP 9 Fitment – Paddy Purchase No. Requirement Tally. ERP 9 Customizable 1 Purchase order generation Yes 2 Paddy receipt note Yes 3 Purchase returns handling Yes 4 Purchase invoice Yes 5 Levy management : state-specific levy on paddy purchases Yes 6 Godown address in purchase order (different billing address and delivery address) Yes 7 One bill and multiple warehouse delivery Yes 8 Mandi market purchases Yes 9 Purchases with bonus and final price adjustment Yes 10 Commission to mandi agent for purchases Yes 11 Recording paddy quality with batch Yes 12 Multiple mill braches and branch synchronizations with main mill (head office) © Tally Solutions Pvt. Ltd. All Rights Reserved Yes Contd. . 8

Tally. ERP 9 Fitment – Paddy Purchase No. Requirement Tally. ERP 9 Customizable 13 Tracking paddy in transit and reconciliation Yes 14 Handling CMR paddy and non-levy rice with details in purchase invoice Yes 15 Purchase orders summary (paddy type-wise) Yes 16 Re-order level report Yes 17 Purchase register, purchase order book Yes 18 Purchase bill pending report Yes 19 Stock transfer analysis Yes 20 Different modes of payment (cheque and cash) Yes 21 Outstanding payable report Yes 22 Bank guarantee details in agreements Yes 23 Paddy packing bag details Yes 24 Physical stock adjustment (handling damage, pilferage) 25 Purchase contract drafting and printing © Tally Solutions Pvt. Ltd. All Rights Reserved Yes 9

Rice Mill Business – Shelling and Processing PA LE DD SA Y CE PU RI RC HA SE SHELLING & PROCESSING M I M LL IS A R CCO EP O UN R T TS S © Tally Solutions Pvt. Ltd. All Rights Reserved S Rice Mill Business Overview ON LL TI MI TRA S NI I M AD 10

Process Flow – Shelling and Processing © Tally Solutions Pvt. Ltd. All Rights Reserved 11

Primary Requirement – Shelling and Processing Category/Module Shelling and Processing Major Requirement Explanation Shelling contracts Drafting of service contract, with payment and delivery terms is necessary. This avoids confusions during payment. Service details on invoice Detailed bill showing the usage of services. Cleaner, steamer, sheller, whitener, silky, grader, bunker, electricity, labour, water usage based billing will help the customer to understand the bill better. Conversion reports Paddy to rice conversion : to identify what percentage of paddy is converted to rice. (eg: 68% paddy conversion to rice, 10% bran etc. ) This will be very useful along with contractwise reports. Contract summary report showing rice quantity and payment details of the month based on channels will help the mill manager to see the profitable contracts. Mill and quality standards to be printed on invoices Milling process standardizations like, ISO-9001 -2000, HACCP, ISO-14000 printed along with invoice is very important to reaffirm the mill quality. Packing reports Reports on rice packing for direct sales/super-market sales which would also help in tracking packing material. eg: Basmati rice sold in packets by the mill. © Tally Solutions Pvt. Ltd. All Rights Reserved 12

Tally. ERP 9 Fitment – Shelling and Processing No. Requirements Tally. ERP 9 Customizable 1 Shelling contracts’ drafting and printing Yes 2 Conversion reports of paddy to rice (eg: 68% rice, 10% bran etc. ) Yes 3 Printing mill standards and quality certification details (eg: ISO-9001 -2000) Yes 4 Daily production report – details with rice category Yes 5 Warehouse reports (to track mill-owned rice and customer shelling rice) Yes 6 Daily expense report Yes 7 Weight tracking of rice (loss of weight) Yes 8 Detailed bill showing the usage of services Yes 9 Packing material consumption tracking Yes 10 Shelling contract summary report Yes 11 Customer paddy and rice tracking Yes 12 Mill-owned rice tracking Yes © Tally Solutions Pvt. Ltd. All Rights Reserved 13

Rice Mill Business – Mill Sales PA LE DD SA Y CE PU RI RC HA SE SHELLING & PROCESSING M I M LL IS A R CCO EP O UN R T TS S © Tally Solutions Pvt. Ltd. All Rights Reserved S Rice Mill Business Overview ON LL TI MI TRA S NI I M AD 14

Process Flow – Mill Sales © Tally Solutions Pvt. Ltd. All Rights Reserved 15

Primary Requirement – Mill Sales Category/ Module Mill Sales Exports Major Requirement Explanation Open market sale (OMSS) Managing rice sale at predetermined FCI prices in open market is necessary. The sale price has to be above MSP as per FCI guidelines. Sale of rice and bi-products with rice details in invoice is important. Disposal of damaged food grains Damaged rice or paddy is sold through tenders. Sale should be for non -human consumption where minimum reserve price is fixed by stateowned departments and agencies. Sale to supermarket and other direct channels Sale of different rice types based on the polish levels, quality and rice grades to super markets and retailers. Sale through mandi markets It is necessary to account the sale of rice in mandi market, where same rice can be sold at various rates based on demand buyer. Mandi commission agent(broker) reports It is important to track the expenses/commissions given to broker to see which broker has given maximum sale. Levy rice sale It is necessary to account levy paid during sales (state specific sale forms like, ST-38 Haryana) for sale of levy rice in open market. Sale of bags Issuing of packing bags during sale and sale of bags are to be accounted in the system. Export sale forms Mill needs to fill exports forms (eg: ARE. 1) and submit before the sale of excisable food items Export sale reports Export sales , export delivery note and export sale reports will help mill owner understand the exact costs and profits from exports © Tally Solutions Pvt. Ltd. All Rights Reserved 16

Tally. ERP 9 Fitment – Mill Sales No. Requirements Tally. ERP 9 Customizable 1 Sale of rice based on quality and quality info: Open market sales Yes 2 Handling multiple brands Yes 3 Printing rice quality and additional product details (Basmati etc. ) On sales invoice 4 Price level creation – quantity based discounts Yes 5 Sales bill with mill details and contact person details Yes 6 Handling cash sales, credit sales, card sales Yes 7 Levy rice management : state specific levy on sale Yes 8 Mandi sales and discounts/bonus adjustments Yes 9 Oil content recording (lab test) from rice bran Yes 10 Sales return handling from super markets/retailers Yes 11 Billing inclusive and exclusive of VAT/CST Yes 12 Commission to mandi agent in market sale Yes 13 Agent-wise sale report Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Contd. . 17

Tally. ERP 9 Fitment – Mill Sales No. Requirements Tally. ERP 9 14 Stock query - alternative product availability while making invoice/delivery (eg: same quality rice, brokens) Yes 15 Price list of rice: display and print Yes 16 Discount sale of rice: Identifying total discounts given/received Yes 17 Carrying and forwarding sales (C & F sales) Yes 18 Tracking partial payments, bill references for orders, multiple payments against same bill Yes 19 Sales register Yes 20 Sales orders book Yes 21 Paddy and rice movement analysis Yes 22 Columnar report - godown wise, branch-wise Yes 23 Delivery report to different locations: warehouse and mill Yes 24 Ageing analysis of receivables and payables Yes 25 Ageing analysis of rice (Inventory tracking) Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Contd. . 18

Tally. ERP 9 Fitment – Mill Sales No. Requirements Tally. ERP 9 Customizable 26 Physical stock verification: Rice weight tracking (loss of moisture) 27 Pending sales bills Yes 28 Daily sales report Yes 29 Daily sales return report Yes 30 Stock summary report Yes 31 Daily stock transfer report between mill and warehouse Yes 32 Broken, husk, blower reports Yes 33 Empty bag report Yes 34 Transport register Yes 35 Dharamkanta details (weighment details) Yes 36 Export goods pending at port and reconciliation Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Yes 19

Rice Mill Business – Mill Administration PA LE DD SA Y CE PU RI RC HA SE SHELLING & PROCESSING M I M LL IS A R CCO EP O UN R T TS S © Tally Solutions Pvt. Ltd. All Rights Reserved S Rice Mill Business Overview ON LL TI MI TRA S NI I M AD 20

Process Flow - Mill Administration © Tally Solutions Pvt. Ltd. All Rights Reserved 21

Primary Requirement - Mill Administration Category/Module Operations Administration Major Requirement Explanation Resource allocation As electricity, labour cost are very high for mill, proper tracking of the costs become important. Also water costs, mill maintenance costs, internal husk consumption are to be accounted for finding exact profit in mill business. Gate pass system To track the load and vehicles moving in and out of mill, warehouse, gate-pass system keeps check on movement of goods. This is very useful in case of multiple gates, warehouses and mill branches. Vehicle management Mill owned vehicles or hired transport vehicle details recording and tracking is necessary. Driver details and ability to send automated messages can be very useful. Rice, paddy varieties Warehouse Reports Tracking several rice type like, Basmati, non-Basmati, Grade – A etc. also based on the polishing level, is important. Daily production reports Analysis of daily operations, costs and profits in a single operations report for the day is useful for mill manager. Paddy weight tracking along with ageing analysis is very useful as the paddy loses moisture, weight reduction occurs Insurance policies Tracking of insurances policies for specific order is very useful specifically in case of multiple insurance policies. Per kg cost tracking Effective cost of milling a kg/ton of rice based on mill usage, whitener usage, silky usage etc. can be identified. © Tally Solutions Pvt. Ltd. All Rights Reserved 22

Tally. ERP 9 Fitment - Mill Administration No. Requirements Tally. ERP 9 Customizable 1 Shelling contracts and printing 2 Mill energy consumption : electricity, water and maintenance 3 Gate pass inwards Yes 4 Gate pass outwards Yes 5 Gate pass summary report Yes 6 Vehicle tracking : own and paddy grower’s Yes 7 Vehicle driver details and tracking the goods in transit Yes 8 Rice and paddy bags tracking of different sizes Yes 9 Internal consumption of husk and cost tracking Yes 10 Insurance policies: national and international insurance policies Yes 11 Daily dispatch reports Yes 12 B 1 register : paddy consumption summary Yes 13 Levy management and configuration state-wise Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Yes Contd. . 23

Tally. ERP 9 Fitment - Mill Administration No. Requirements Tally. ERP 9 Customizable 14 Export reports 15 Per kg cost of rice Yes 16 Per ton cost of rice Yes 17 Item-wise reports : rice, broken, bran, husk 18 Lab report : bran oil content 19 Foreign currency handling in export sales 20 Daily production report Yes 21 Production report item-wise Yes 22 Production report contract-wise Yes 23 Mill supervisory team’s movement register to see the mill activities Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Yes Yes 24

Rice Mill Business – Accounts and MIS Reports PA LE DD SA Y CE PU RI RC HA SE SHELLING & PROCESSING M I M LL IS A R CCO EP O UN R T TS S © Tally Solutions Pvt. Ltd. All Rights Reserved S Rice Mill Business Overview N A O LL ATI I M TR S NI I DM 25

Primary Requirement – Accounts and MIS Reports Category/Module Accounts MIS Reports Major Requirement Explanation VAT, CST, Service tax All the statutory requirements need to be met by the mill. Bills should account for all the taxes. Levy rice accounting State taxes on levy paddy purchase and rice sales should be tracked and state specific forms needs to be filled. Export forms Rice exports need special forms like ARE. 1 and needs to be filled by the mills for exports Payroll handling Mill employee database, salary, overtime, bonus calculation, PF, ESI etc. has to be maintained. Mill capacity utilization reports are very useful to understand how many shelling orders can be taken and to identify breakeven production limit of month etc. Paddy conversion reports Conversion reports help to understand which paddy batch has best conversion rates (eg: 68% rice, 10% bran) Item-wise profit Item-wise product reports help to identify what rice type has best ROI (Grade-A, Sona masuri, BT etc. ) Mandi market report Mandi reports help to understand mandi operations, agent commissions and total mandi interaction summary Contract summary report Summary reports help to understand which contracts were very beneficial for the mill in terms of profit. © Tally Solutions Pvt. Ltd. All Rights Reserved 26

Tally. ERP 9 Fitment – Accounts and MIS Reports No. Requirements Tally. ERP 9 1 Daily receipts and payments Yes 2 Bank reconciliation Yes 3 Branch transfer management Yes 4 Branch sales and purchase management Yes 5 Multiple payment handling Yes 6 Synchronization with ho-branch-outlets Yes 7 Staff attendance handling Yes 8 Salary payments and pay slips Yes 9 Agent commission handling on paddy purchase and rice sales in mandi market Yes 10 Staff database handling Yes 11 Bonus, incentives management Yes 12 PF forms Yes 13 VAT forms Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Contd. . 27

Tally. ERP 9 Fitment – Accounts and MIS Reports No. Requirements Tally. ERP 9 14 Post dated cheque realization report Yes 15 Branch wise payments and receipts Yes 16 Branch wise sales and purchase Yes 17 Agent-wise mandi sales report 18 Daily sales report – item wise Yes 19 Daily sales report - branch wise Yes 20 Stock summery report Yes 21 Branch wise stock summary Yes 22 Branch transfer report Yes 23 Outstanding receivable and payable Yes 24 Trial balance Yes 25 Remote access Yes 26 Profit and loss account Yes © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Yes Contd. . 28

Tally. ERP 9 Fitment – Accounts and MIS Reports No. Requirements Tally. ERP 9 27 Balance sheet (also schedule VI) Yes 28 Group company Yes 29 Budget setting for the mill Yes 30 Bill-wise profitability Yes 31 Reminder letters , e-mail Yes 32 Multiple payments reports Yes 33 Item wise profitability Yes 34 Ability to send SMS to farmers and agents as reminders for payment © Tally Solutions Pvt. Ltd. All Rights Reserved Customizable Yes 29

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