OurSys ERP Newsletter August 23

August 2023

Tip

This is related to Accounts. There is an easy way to check whether the vouchers have been entered correctly. Go to Accounts menu and under Ledgers & Reports section, click on Period wise Ledger Report.

In the pop-up select, say Expenses and click on Ok button. You will see each expense monthwise. Now it is easy to spot missing entries and abnormal entries.

You can also see the trend of a particular expense here month on month. Similarly you can see this for other accounting natures as well.

Did you know?

You can get all the details of a given customer in one place.

Go to MasterBot by clicking on the microphone icon, which is at the bottom right side of the screen. Then type 'Customer Analysis @' or select 'Customer Analysis' from the shortcut buttons.

Next start typing the name of the customer. As you type, names would start showing. Select the customer to see all possible details about the customer in one place.

Similary you can do the same thing for suppliers as well using 'Supplier Analysis'

Understanding Reports

Report Name	Component wise Actual vs Expected Consumption
Where to find it	Click on "MIS" and you will find this report under the Production section.
Who should use this	PPC, Production, Finance and Management
What frequency to check:	Monthly / After every order in case of big value orders
Filters for the report	You may see this report for a particular date range, Item No, Sales Order, Customer, Shop & Item Category. You can also set a condition to show items where consumption is more than expected.

Screenshot of the Report

Information in the report & how to use it:

This report shows item wise expected consumption vs actual consumption. From this report you can quickly spot items where consumption is more than expected.
You can also spot items where consumption has been less than expected. This is also not desired as the final product could get rejected.

Production should see this report weekly, finance must see this monthly and management can see this report quarterly.

Notification

Recently Indian government has made it madatory to generate e-invoice for companies with basic turnover above 5 Cr.

You can generate e-invoice and e-way bill through OurSys smoothly.

Most of OurSys customers have bought this feature but if there is anybody who has not gone for it, can contact us.
OurSys support will now be available on all Saturdays. Earlier support was not available on the first and third Saturday.

What's new

Buy or Make Decision Support
For Items which can be both manufactured as well as purchased, it is necessay to find which way is more economical. So we have added Supplier Quoted rated to Estimation Sheet of Manufactured items. Now users can see both estimated manufacturing cost and purchase cost in the same page.
Tagging operators to multiple shops
Earlier OurSys restricted operators to a single shop. But since there are scenarios where same operator works in multiple shops, we have now allowed tagging same operator to multiple shops
Currency selection for Cash Ledgers
Now you can assign currencies to individual cash ledgers.
API for employee attendance import
Now you can easily integrate OurSys with any attendance capturing machine using our API for attendance import.

Article

Keeping your data safe

Today data is money and we have seen instances where critical data was stolen.

OurSys has many measures to protect your data. This artcle shares dos and donts for security.

Read the full article

Case Study

Using Attributes in Inventory

Customer Introduction:

This company manufactures heat exchangers. It requires plates and pipes as an important raw material.

Problem / Goal:

The unit of measurement of pipe is kg for purchase and meters for inventory. When there was a requirement of say 10m pipe, inventory showed that there was say 500 m in stock. So it seemed more than sufficient. But in reality none of the individual pieces of pipe were large enough. Thus one had to physically go and check the stock.

The Solution:

We then added our Lot Attribute feature. With this feature, the user can add additional information about the lot such as the length.

For plates it will be the Length and Width. This feature is not limited to just dimensions. It could be any other attribute such as Colour or Make.

The Result / Benefits:

Now the users could add individual pipe lengths to the lot and whenever a specific length of pipe was required, it was possible to fetch it.

This feature is also handy for designers who can design based on what is available in stock. It is also useful for planners to allocate the right lots for right jobs.

Feedback

The intention of this newsletter is to make our customers aware of the features of OurSys and help them to utilise OurSys to the fullest. We would like to have your feedback on how we can further improve this effort.

Please click here to give us your feedback.