Pharma Specific Changes

Pharma C and F have some requirements that are different from Regular C and F agencies. They are:

1) Outgoing flow2) Cheque management3) Sellable/ Non Sellable returns4) No labor charges5) Incoming goods – Loss/excess management6) Courier letter management

Outgoing material flow

Order received Entry done in the register with details• Sr. No.• Date• Name Of Stockist• Place• Order reference number• Order date• Time• Medium• Cheque number (If required)

Entry is made by the computer operator

Order entry The data entry person enters details on the Principals software. After that he generates a pick list. This pick list

is then handed out to the warehouse labourVehicle request sent to

transport teamThe warehouse personal with the previously provided

details sends a request for a vehicle. The details he adds to the existing are

• Invoice date• Invoice number• Destination• Number of cases• Mode of transport

Transport team Transport team gets requests from all the warehouses. They decide the best vehicle to be called for. System will

also reflect if there are any special conditions for transport depending on type of material and principal.

Accordingly an appropriate vehicle is allocated.Dispatching The warehouse employees load the material on the vehicle and fill the details on the system for1) Transporter name2) LR no.3) LR dateThe system generates Lr. No. for owned or attached vehicles. In case of transport booking the operator can leave the LR no. and Date field blank. This is filled when it is received from transporter.

Entire process

The details capture by system generate various reports and entries. For example1) Freight bills for transporter, owned and attached

vehicle is recorded as per Principal , warehouse and location

2) Cheque number is extracted from the party name as the associated cheques will be linked with the party.

3) Day end we can see how many orders came, how much time taken for dispatching, for how many dispatches were ready but no vehicle is allocated

Cheque management

Cheque register entry Some Principal companies have a policy for all outstation stockist to send cheques in advanceThe cheques when received from the stockist the entry is done on the system.

Order request When an order is received from a stockist and added to the system. The system will identify if the Cheque association is compulsory or not

LR. date Depending on the LR date the due date for the Cheque is ascertained

Due date alert User receives an alert from the system asking to deposit the cheque of the stockist on the due date

Auto Email alert An alert can be sent to the customer for suggesting him the due date of the cheque. Giving him time to check

the balance in his account.

Local clientsFor local customers cheques are collected after the goods are received by the customer. The received

cheque can then be entered on the system and due date is managed accordingly

Sellable/ non sellable good management

Goods sent from stockist The stockist sends back the goods to the C and F agency with a claim letter.

Retrieving goods The goods are retrieved from the transport by sending a vehicle. The cost of this trip is reimbursable and recorded in the system accordingly

Tally the goodsThe goods received from stockist are tallied and verified.

Accordingly a system generated letter is sent to the stockist.

Principal policyDepending on the principals policy the goods will be sent

back to HO or sent for disposal. A total bill is made for this and sent to the principal. Transport cost if additional

is added here.

Sent to principal In case goods are sent to the principal. The re verification is done at the principals end and then letter is sent from

principal to C and F and from C and F to the stockist

Generate CN A credit note is created on the Principals ERP in favor of the customer.

Data Entry

Simple entry for all transactions

and expenses

Smart Engine

Recognizes types of Expenses and allocates

as per agreement

Automatically recognizesPrinciple wise Reimbursable

and Claimable expenses

Vouchers that are C and F agency expenses

Are ready for taxation

Deliverables

How does CAFERAA Differentiate between reimbursable expenses and C and F agency expenses?

Freight Settlement and Transport management

Most of the C and F agents use a combination of their own vehicle, attached vehicle, hired vehicles and transport booking for the movement of the material. This makes it difficult for them to track

expenses and make payments. OfficeBOX CAFERAA helps C and F agents to :-

Reconcile bills of external transporter• Check each entry • Assure no extra charges are paid• Better negotiation on bills

PreConfigure – Transportation charges• Product Category wise• Kilometre wise• As per weight• As per cases• Town wise

Manage your own vehicle fleet• Fuel management vehicle wise• Average consumption of fuel• Repairs and maintenance• Maintain trip sheets• Record kilometre run

Record and generate bills• Transporter wise bills• Principal wise bills• Warehouse location wise

Module - HR and Payroll

– Employee management– Payroll processing – Leave management– PT, PF, ESIC and other

statutory compliances– On-contract/On-payroll

Labour records and its management Wages/ Payments

Contract payments etc

Module – Business Alerts• Notification templates– Incoming material alert– Dispatch alerts– Internal and external notifications

with personalized text• Business Alerts– Rent overdue– Agreement renewal– Birthdays/Festival wishes– Insurance renewals

Service Agreement

RENEWAL DUE