Tip
As a part of compliance and a good practice, one has to send Account Ledger to all customers and suppliers for reconciliation.
There is a provision in OurSys to automatically generate such a statement which can be sent via email from OurSys itself.
Did you know?
OurSys has the provision to automatically backup your database in the AWS S3 in case you have hosted on the AWS server. We still recommend that you take backup on a local drive as well as a safety precaution.
Best Practice
There is a setting in OurSys to make requisition mandatory. It is a good practice to have the flag set to requisition as mandatory. Also the person approving the PR should be distinct from the person approving the PO.
Understanding Reports
| Report Name |
Sundry Debtor Outstanding Ageing Report |
| Where to find it |
Sales >> Action Reports >> Ageing Analysis - Debtors |
| Who should use this |
Sales, Finance & Management |
| What frequency to check: |
Weekly |
| Filters for the report |
Customer, Sales Representative, Sales Region and more |
Screenshot of the Report
Matrix of Outstanding payments with their ageing in days
Filter options for the report
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Information in the report & how to use it:
- This report shows the time in days since when the payments are pending.
- You can filter the report to show only debit balances. You can also filter the report for overdue payments.
- This report must be checked weekly by finance and sales teams to chase the payments and control the overdue amounts.
Notification
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We are starting a service to carry out basic audits of your OurSys to help you to maximise the usage of OurSys. Interested companies can mail us at ashwinkumar@momentainfo.com. The date of the audit will be given based on availability of the slots.
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Please ensure that your users are not sharing their passwords and your server is accessible only from desired locations. Read this article for more inputs on security: On Keeping your Data Safe
What's new
- When a report is exported to Excel, earlier the criteria for filtering the report was not getting exported. We have now enhanced the feature to export the criteria as well. The criteria is important as it gives the context to the data in the report.
- We have added a feature to add remarks against Items in the Inspection Call Letter. This helps users to add additional information about the items offered for inspections.
- We have added the feature to add optional fields called Attributes in the Gauge and Instrument masters.
- You can now add process wise drawings in the Process Layout. These drawings are accessible from the Job Order History cards
Article
Things to do at the start of the Financial Year in OurSys
This article is about which activities you need to do in OurSys at the start of the financial year. The actual activities may vary based on the industry and you may choose what applies to you. Here is the Yearly ToDo list.
Read the full article
Case Study
Multiple Job Production
Customer Introduction:
This customer is into sheet metal fabrication and does processes like Laser Cutting where components of multiple Job Orders get cut from one sheet at a time.
Problem / Goal:
Generally production data is captured for a particular job order. Data such as machine number, operator, start and end times are captured. But in Laser Cutting operation, one single operator cuts multiple items from a single sheet during one production process. Thus one production entry involves multiple job orders for the same time. The challenge was that production of multiple job orders had to be captured in a single entry without increasing the utilisation of the machine.
The Solution:
We developed a separate process of capturing multiple job production such as laser cutting. Here operators tag multiple job orders and their respective quantities in a single production entry. Thus the problem got solved.
The Result / Benefits:
It became viable to capture multiple job production in a single entry without affecting machine utilisation. Also the time to enter data also got reduced drastically.
This feature is also useful for processes such as Platting, Heat Treatments, Baking etc. where multiple jobs are processed in one go.
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.
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