Implementing and Deploying a Business Application - Simple Invoices

Business problem domain : Financial accounting

Business problem : To handle the invoice creation & sales data management for MRF's tyre distribution centers in Northern India.

Software evaluated :
1.) Front accounting
2.) Simple invoices
3.) Dolibarr
4.) HESK
5.) Sugar CRM

Selected software : Simple invoices

Reason for choosing 'Simple invoices' : Few CRM software evaluated did not have the customer & invoice data management modules. Since the business problem required a simple application  to be used by small-medium retail or wholesale shops, it had to be easy to use. But still, the should be able to handle complexities like Tax rate adjustments, sales data management, payment processing, credit record maintenance etc., Hence, I chose 'Simple Invoices' as it focuses on the basic needs of invoicing yet gives users advanced flexibility without compromising simplicity.

Customization :

A.) Additional fields configured in the system

Invoice fields:
1.) Payment term : This defines who will be paying for the freight. For eg if "FOB Shipping", the buyer pays.
2.) Request additional payment : This is an additional field used to capture if biller wants to indicate any payments not accounted for in the invoice.

Customer fields:
1.) Customer counter potential : This field stores the 'Total no. of tyres' that a customer sells from his shop so that while analyzing sales we can determine how many MRF tyres does he sells out of his total capacity. That is we can determine our share of wallet from his sales. This can help us to focus on a few dealers who give us a higher share of wallet.

Product:
1.) Vehicle type : Whether the tyre belongs to LMV (light motor vehicle), Car, Truck, EMV (Earth moving vehicle) etc.,


B.) Configured customers, billers, users & products database

• Customers : Various customers i.e. automotive tyre re sellers were added to the database
• Billers : The two distribution centers of MRF situated at Delhi & Chandigarh figure in the billers list.
• User : Two accounts, one each for the invoice handler at both distribution centers were created.
• Products : Various tyres varying across vehicle types like MRF Z.L.O, ZVTV etc., were added.

C.) Other changes

• Tax rate configuration : Modified the tax rates such as VAT @ 12.50%, Sales tax 9%, postage 2$ etc
• Payment types : The application handles cash & credit payment modes.
• Invoice preference :  Invoice, Quote & Receipt types can be created from the application.
• Process payments : Credit sales can be handled by the application. We can process payments for a invoice issued on a earlier date when we receive payments via cash or credit.

Backup of the database : Database backup performed after entering all the data into the system.

Link to the application : http://divijsharma.x10.mx/invoices

Accounts for logging into the application:
Username : prithwis@vgsom.iitkgp.ernet.in, 
Password : Password
Or
chandigarh@mrf.com, 1234
delhi@mrf.com, 1234


SUBMITTED BY :
DIVIJ SHARMA
12BM60046