DMS Functionality

Distribution Management System Features

Downstream DMS System will have the below mentioned features Login: Vrm Infotech will create a enterprise portal look and feel solution Password: Password will be provided to all the users of the system to enter into the application, the system will study the password and open the screen based on the role of the person. The link is encrypted to handle the security issue of the system. Workflow based approach: Care has been taken to give an excellent workflow based business process to give the user an extremely user-friendly screen. This is a unique approach that will not be available in any system. The system will have the following icons. Tasks: The system has a unique feature in task /Role based menu management. Every task the system has to perform is mapped to a user based on the roles thereby making sure no task goes unattended. Alerts: The alert will intimate the user if something new happens in the chain. Policies: The policies to be adopted in operation of this system is documented, with screen specific help. Reports: The reports that can be accessed by the role will be displayed. HR: The HR module is related with managing personal details and information of employees viz. C&Fs, BPs, DSRs and Customers. CRM: The CRM Module manages activation and deactivation of customers. When BP or DSR is inactivated, their customers are relocated to other DSR. This module manages their stock as well when they are deactivated. User Modules Super Administrator - HO Clearing and forwarding agents C&F Business Partners BP Direct Sales Representatives DSR Customers Administration: Creation of all Masters, stock receipt, stock transfer etc all rights will be given to the Super Administrator HO. Technology: Our Patented pending framework is used to develop the application with back end as SQL Server. Reports: Html report can be generated as per the requirements. Overview Distribution Management System (DMS) an end-to-end business solution is Vrm Infotech s main application product. It is designed and developed using Microsoft N-Tier COM/DCOM architecture and is a complete Microsoft technology based product. Its key features include: 1. Manage Supply Chain 2. Stocks 3. Stock Requisition 4. Sales 5. Expiry 6. Administration 7. CRM

8. HR 9. Reports 10. Security The Engine provides all functions required for Distribution Management Chain. Vrm Infotech is investing in continual functional enhancements to the software along with developing the underlying technologies, particularly in such areas as N-tier architecture and object-oriented programming and e-business. Vrm Infotech adopts technology where it adds value to the business process. Module I- Stock

DMS Stock module covers the core functions required to upload the stock and stock allocation. Stock is uploaded by HO through an excel sheet. It is transferred to different level, subject to the C&Fs and BPs are required their cheque detail status. Picking delivery notes and DC number packing is confirmed and stock is transferred to selected person. The features of the stock module are as under. Stock Receipt Entry & View: Use this Screen to enter the Stock by uploading the Excel sheet or manually. This screen can also be used to view the Stock available to Super Administrator. Stock Transfer Transfer: Use this screen to transfer the stock to any business level. Also facility is provided to upload the excel sheet having bar-coded format of stock which would be match to database and display all matched stock. Print: Use this screen to print the delivery notes that you want to be printed. C&F to C&F stock Transfer C&F agent can only transfer stock to his below chain. But HO can transfer stock of one C&F to any other C&F by this functionality. Move Library stock HO can move library stock back one level to its upper level. DSR can move library stock of his customer back him. Same as BP can move DSRs library stock back him. View stock View: User can view stock lying with him as well as his below chain. So its a visibility of stock in the entire chain. But one level user cannot view the same level users stock as a security point of view. Administrator has right to view all stock at any level. View Delivery Notes View: User can view the received delivery notes, which are enclosed with the received stock. After any transaction stock status is automatically gets updated.

Module II- Requisitions

DMS Requisition module covers the core functions required to make a request, view status of the request. DSR can make a request on behalf of his customer. He can make his own requisition and send to his BP. Same as BP can create his own request to C&F and C&F to HO. The features of the Requisition module are as under. Create New Request Entry & View: Use this Screen to place new request to the upper level. This screen can also be used to view the request what user has made. View Request From Lower Level Pending: Use this screen to view the pending requisitions from the lower level. E.g. BP can view his DSRs pending requisitions.The same screen can be used to transfer the stock when the user gets sufficient stock. He is closing the requisition by doing that. Also with the same screen user is able to view the cheque details by the requested person. Completed: Use this screen to view the completed requisitions from the lower level in between selected date. E.g. BP can view his DSRs requisitions which are completed by him. View Request to Upper Level Pending: Use this screen to view the pending requisitions user made to his upper level. E.g. BP can view pending requisitions, which he placed to his C&F. Completed: Use this screen to view his the completed requisitions in between selected date. E.g. BP can view his requisitions, which are completed by his C&F. List Cheque Details View: Use this screen to view the cheque details that lower level user have sent while putting the request. Module III- Sales The sales process

DMS Sales module covers the core functions required to sell Products & Services. BP allocated stock to his DSR and DSR to his customers as library stock. When order is confirmed then DSR updates the library stock status as sold out. Transfer stock to customer Transfer: Use this screen to transfer the stock to customer. The transferred stock is considered as library stock.

Print: Use this screen to print the delivery notes that you want to be printed. Update Library Stock Status View & Update: Use this screen to view the details about the library stock what customer is having. The same screen can be used to update the status as well. Module IV - HR The HR module is related with managing personal details and information of employees viz. C&Fs, BPs, DSRs and Customers. Register C&F: Use this screen to create new C&F agent of your company to the existing list of C&Fs. As well you can update C&Fs profile. List C&Fs: Use this screen to view a quick list of all active and inactive C&Fs details. View Profile of C&F: Use this screen to view profile of C&F. Register BP: Use this screen to create new Business Partner of your company to the existing list of BPs. As well you can update BPs profile. List BP: Use this screen to view a quick list of all active and inactive BPs details. View Profile of C&F: Use this screen to view profile of BP. List DSRs: Use this screen to view a quick list of all active and inactive DSRs details. Edit Profile of DSR: Administrator gives DSRs User name and password. He can also edit profile of DSR. Register Customer: Use this screen to create new Customer of your company to the existing list of Customer. As well you can update Customers profile. This right is given to DSR. List Customers: Use this screen to view a quick list of all active and inactive Customers details. Module V - CRM The CRM Module manages activation and deactivation of customers. When BP or DSR is inactivated, their customers are relocated to other DSR. This module manages their stock as well when they are deactivated Customer Visit Information: Use this screen to create new DSRs Visit Information to his customer and update the same as well. This information is called as Daily call reports. Relocate Customers: Use this screen to relocate customers from one DSR to another. When some DSR or BP is inactivated then administrator will relocate their customers to other DSR. This module automatically updates the stock of customer when a BP or DSR or customer is inactivated. Module VI Administration Most of the system fails because the administration of the system is either cumbersome or the option is not available. The admin module allows the organization create various masters. Apart from this it also allows to set task for various roles, it will remind the role of the pending works. That is why we call this as an expert system. DMS will always make sure that every asset is accounted for and there is no lose ends. Business Level Master Register C&F: Use this screen to create new C&F agent of your company to the existing list of C&Fs. As well you can update C&Fs profile. List C&Fs: Use this screen to view a quick list of all active and inactive C&Fs details. Register BP: Use this screen to create new Business Partner of your company to the existing list of BPs. As well you can update BPs profile.

List BP: Use this screen to view a quick list of all active and inactive BPs details. List DSRs: Use this screen to view a quick list of all active and inactive DSRs details. Edit Profile of DSR: Administrator gives DSRs User name and password. He can also edit profile of DSR. Register Customer: Use this screen to create new Customer of your company to the existing list of Customer. As well you can update Customers profile. This right is given to DSR. List Customers: Use this screen to view a quick list of all active and inactive Customers details. Customer Visit Information: Use this screen to create new DSRs Visit Information to his customer and update the same as well. This information is called as Daily call reports. Relocate Customers: Use this screen to relocate customers from one DSR to another. When some DSR or BP is inactivated then administrator will relocate their customers to other DSR. Item Master Group Master: Use this screen to add new Group of Item to the existing Super Sub Group: Use this screen to add new Super sub group of an Item. Location Master Country: Use this screen to maintain the existing countries and to add new countries. Zone: Use this screen to Maintain and add new zone to the list. State: Use this screen to Maintain and add new State to the list under a zone. City: Use this screen to Maintain and add new City to the list under a State. Area: Use this screen to Maintain and add new Area to the list under a city. Quick Look Search by: All registration forms are provided this functionality to search a person by his name or company name. Sort: All quick view has been provided with sorting option so that user can sort a list in alphabetical ascending or descending order by name, address, phone, state, city, email etc. Module VII - Report The report module is the data mining option of the iPont. It puts the voluminous data in a meaning full manner. The various reports of the system cover the entire operational process. The management to monitor the business and take instant decision based on the business need can use this module. The reports are displayed in Html format and even it can be export to an Excel Sheet. All reports can be generated date wise, moth wise as well as year wise. All are provided with print option so the user can take a print as well. Sales Sales at Business Level: This screen provides you with tabulations look by better view about the sales of your company at various business levels. Sales by location: This screen provides you with tabulations look by better view about the sales of your company at various location by selecting countries, state, zone, city or area. Library Stock Report Library Stock at any Level: This screen provides you with tabulations look by better view about the library stock at various business levels. Expired Stock Report Expired Stock at any Level: This screen provides you with tabulations look by better view about the expired stock at various business levels. Daily Call Reports

Customer Wise: This screen provides you the DSRs visit information to the customer. Here user can view the report as customer wise. DSR Wise. This screen provides you the DSRs visit information to the customer. Here user can view the report as DSR wise. Module VIII - Security If eBusiness has to become successful in an organization the solution has to address the customers security concern and the solution has to be truly secure, the following security methodology adopted in DMS will convince the customer about our approach to a secure solution Proper permissions will be set on the server directory to allow execute only access to files for authorized users. No page (except the login page) will be served if the session is not logged on. When a user logs in, the user code and passwords will be encrypted using a proprietary encryption algorithm developed by Vrm Infotech. Access to the Data will be restricted to a set of user codes that are built into DMS and direct access to the data through the web will be forbidden. Utilize the Security features offered by RDBMS that would allow privileged access only to administrators and disallow them for users connecting through DMS. FTP users can access the system only using the built in user code/passwords that are part of the DMS application system. FTP connectivity will be restricted to uploading and downloading of files in specified bins and also the names of the files have to confirm to one in the expected list of filenames. Uploaded files that do not confirm to naming conventions will be ignored and destroyed. Uploaded/Downloaded files through FTP connectivity are expected in an encrypted form where the encryption algorithm is a part of DMS application. The encryption keys can be and need to be changed in selected intervals and these keys will be unique for every FTP user. Every FTP user will have a unique Node ID to be specified as a part of the content uploaded. All sessions of any FTP user will have an expected valid session ID to be specified as a part of the content uploaded. Every session will generate a unique such ID to be verified by DMS. The list of such Ids will be unique to every FTP user. Uploaded/Downloaded files will be data files and these access data files will be locked with a key that is unique to every user. Any open data that are uploaded without a lock will be rejected by DMS. DMS application has its data locked so that even users with access development time software will not be able to open it. User codes and passwords of DMS users are also stored with encryption. Access and Usage permissions for the users of DMS can be set at screen/functionality level depending on the roles they are expected to perform. Any attempt to violate security will be logged and reported. User Log is provided so that Administrator can view from where and what time user had been logged in for what duration. The management can set the screens to be viewed by each user. The following options are used to set the various rights and permission needed by the users.