Beer - Liquor - Soft Drink Manufacturing Enterprise Management

1. Operating the software at Beer - Liquor - Soft Drink Manufacturing Enterprises

Scope and operating process of the software system

Activities carried out include:

• The Production department receives customer orders from the Sales department and coordinates with the Plant to produce in time to meet the executed delivery schedule.
• The Plant proposes material use and receives materials from the WAREHOUSE after production is complete, and compiles production indicators such as materials, semi-finished products, finished products, labor hours, effectiveness, and productivity.
• The Purchasing department carries out purchasing and receiving into the WAREHOUSE to ensure each department's needs, optimal inventory needs, and production needs.
• The Quality Management department, together with the Purchasing department, checks and monitors materials received and finished products to ensure product quality.
• Sales figures are recorded by the Sales department and production output is compiled by workers at the Plant, then forwarded to the Administration – HR department to calculate payroll.
• Data from departments is shared and carried forward to the Finance – Accounting department to carry out and manage work related to revenue, receivables/payables, cost, and other financial indicators.
• The Machinery and Equipment Management department tracks the operation of equipment serving production and business, planning periodic maintenance to maintain the assets' operating effectiveness. 

2. Some management operational processes specific to the Beer - Liquor - Soft Drink manufacturing industry

2.1. Customer Care and Sales department

• Tracks and stores customer information
• Tracks the selling price list by item, applying unit, and time
• Creates sales orders and sales orders to forward to the Warehouse department to issue goods
• Tracks detailed delivery status, including vehicle code, license plate, delivering driver, sales order, item, and quantity
• Manages sales policy for units and distributors
• Tracks sales execution and payment
• Carries out periodic customer-care campaigns, records and assesses customer transactions
• Sends marketing SMS or email informing customers about sales programs

2.2. Purchasing department

• Manages and stores supplier information
• Manages domestic purchasing and importing of materials, chemicals, oil, printing ink...
• Creates a detailed purchase plan by each material
• Searches for, assesses, and selects suppliers
• Tracks deposits to open an L/C for purchasing
• Allocates purchasing cost to purchased goods
• Tracks contracts and orders with suppliers
• Tracks delivery progress and payables
• Manages the goods' expiry date
• Balances material needs against available inventory based on material purchase orders en route to the plant, sales-volume needs, material norms, and actual inventory

2.3. Warehouse department

• Manages materials and finished products by code and warehouse
• Manages goods storage location by warehouse diagram in the software
• Creates barcodes for finished products in the software and connects to scanning devices for receipt/issue
• Manages batch and expiry-date details for each material and finished product
• Manages finished-product packaging by issuing or receiving warehouse, by order-number notice, vehicle code, and license plate
• Manages bottle-shell or customer consignment, handling damage cases. 

2.4. Production department

• Classifies data by stage of the filling workshop, mixing workshop, and carries it through the production process.
• Manages the raw-material BOM and production BOM. Creates a detailed production plan by week, production machine, and production shift.
• Creates the stage-issue.
• Handles priority-insertion cases and adjusts the production plan.
• Compiles statistics on product quantity in the period and tracks production materials

2.5. Quality Management department

• Builds a catalog for assessing material and product quality.
• Controls the quality of input materials, on-line production, and output products.
• Compiles statistics on defective products.

2.6. Dispatch department

• Receives sales-order information from the sales department.
• Builds a price list for company-owned trucks and outsourced trucks.
• Manages goods to be delivered per requirements.
• Checks and coordinates delivery trucks.
• Manages fuel consumption.

2.7. Machinery and Equipment Management department

• Tracks machinery and equipment records and inspection certificates.
• Creates periodic maintenance and upkeep plans for machinery and equipment.
• Compiles repair, maintenance, and upkeep history for machinery and equipment.
• Recovers assets.

2.8. Finance - Accounting department

• Creates and tracks the revenue and cost plan.
• Manages cash and bank deposits.
• Manages payables and receivables.
• Inventory accounting.
• Manages fixed assets and tools/instruments.
• Calculates product cost price.

2.9. Administration - HR department

• Manages HR records for the sales and marketing team.
• Builds the payroll formula by position level. 

1. Software system model

SIS ERP is set up based on a centralized-data-installation model (Online - online connectivity) and can run on the Windows operating system platform, Web browser, and mobile application (Mobile App) to manage administrative features. Based on practical experience, enterprises manufacturing products such as Beer, Liquor, and Soft Drinks usually operate across many offices and different packaging plants, and each location will have different operating functions. To ensure optimal data-flow allocation suited to the enterprise's organizational structure, S.I.S Vietnam has set up a data system that fully meets operational-management and work-control requirements for each location, from which it decided to deploy the centralized-data-installation model (Online). 

2. A cross-department solution

• Headquarters or the server location (which could be data centers) with SIS software installed on the server, including both the software program and the database.
• Data will be segmented into base units (BUs) such as headquarters, plant, and subsidiary.
• The software supports creating financial and tax reports for each base unit, as well as an internal-account-elimination adjustment feature and data consolidation, letting management view the whole company's consolidated financial report.
• Computers are allowed to access the software with a catalog shared across the whole system, with no limit on the number of client machines in the LAN network.
• Detailed permission-assignment function by each user's role in related departments, with a custom interface design suited to management operations.
• Lets you connect remote locations through an internet-connection system with a basic connectivity requirement.
• Data will be stored centrally on the Server and backed up periodically or continuously through the software's automatic backup mechanism.
• To ensure data stability and safety when operating the software, an enterprise should also equip 01 backup server (backup server) serving two main tasks: replacing the main Server operating the system and backing up the software's data.
• SIS ERP software is designed and used for every department in a Beer, Liquor, Soft Drink manufacturing enterprise. Each department or user position will have a specific interface, to ensure security between departments, with an interface layout, features, operations, data, and reports suited to the user position. All will share the same database to ensure data linking and carrying forward between departments. 

3. Specific applied processes

3.1. Sales Process

• Creating the selling price list: If pricing policy changes, a user can create a new price list. The program lets you carry forward information from the old price list for faster data entry. In addition, it supports calculating the price shown as a % versus the current price and assessing the profit margin.
• Creating sales orders and sales orders: Once the quantity and selling price with the customer are confirmed, the sales order and sales order are created and forwarded to the warehouse department to issue goods. This process is approved through statuses to confirm between management levels.
• Creating the sales invoice: Based on the sales order, the warehouse department will complete and create a delivery warehouse-issue voucher. The accounting department adds accounting information and issues the invoice to the customer. The program supports assigning permission for each piece of information on the voucher for each type of user.
• Tracking sales execution: The reporting system lets you track sales-order execution, available inventory, sales analysis, sales staff's sales figures over time, and receivables by order, customer, and payment deadline. 

3.2. Purchasing process

• Creating a periodic purchase plan: Management creates a purchase plan by month, quarter, or year and in detail by each goods type. This makes it easier to plan and take advantage of suppliers' promotion and preferential programs.
• Creating purchase requests and consolidating purchase-request slips: Each department with a purchasing need creates a purchase request, and the Purchasing department consolidates it into a master purchase-request slip. The system helps calculate the quantity needed to buy based on inventory-quantity data, quantity already requested but not yet completed, incomplete order quantity, and minimum inventory quantity. The slip creator records the exact purchase quantity, and the program's user-permission assignment lets an authorized user adjust the actual purchase quantity within a defined margin against the needed quantity.
• Creating supplier quotes: The program supports carrying forward goods data from the purchase request for fast data entry and fewer errors. The user stores supplier information such as quantity, unit price, discount, service, warranty period… to create a comparison table or a price-approval record/proposal.
• Creating the purchase contract/purchase order: After the Board of Directors approves the price list, the Purchasing department will create the purchase contract/purchase order per the quantity and price approved on the price-approval record/proposal.
• Creating the purchase-receipt voucher: The system supports carrying forward goods data from the purchase order for fast data entry and fewer errors. The purchase-receipt voucher from suppliers is created along with the goods warehouse-receipt voucher.
• Tracking purchasing execution through the reporting system: Management can track the purchasing process through reports such as a material-needs report, price comparison between suppliers, purchase-order-execution tracking, payables tracking by contract, supplier, payment deadline, and many other report types. 

3.3. Transport process

• Creates a transport price list including both company-owned trucks and outsourced trucks. When pricing policy changes, a user will create a new price list. The system supports carrying forward goods information from the old price list to save data-entry time.
• Checks the status of trucks and coordinates them to deliver on routes, districts, and counties (with company-owned trucks). Creates a delivery slip to monitor goods status. Some information tracked includes vehicle code, license plate, driving driver, route, sales order, item, and quantity.
• Checks GPS to manage trucks going to the correct location and uses empty return trips to recover warehouse stock.
• Tracks and manages repair service through the reporting system: a goods-transport-status report; a goods-recovery-status report.

The SIS ERP solution lets departments in the enterprise operate in a closed-loop process, linking and carrying forward data between departments. With a simple, easy-to-use interface, fast and accurate data entry/export, SIS ERP ensures the system has a clear process and work is reasonably allocated to each department. In particular, it also lets a department manage its own operating mechanism, helping the Management Board always stay proactive and avoid risk during operations. In addition, the SIS ERP software solution also has flexible permission assignment, an open, flexible design, easy to expand management scope and design new features.

1. Sales department

• Provides accurate, fast technical information to support the negotiation process with customers.
• Synchronizes product names and specifications across the whole system to ensure transaction accuracy.

2. Purchasing department

• Continuously updates and tracks purchasing and receiving progress.
• Reduces internal transactions and supports controlling supplier quality during purchasing and receiving.
• Tracks delivery progress, materials, and prepares for the production process.
• Stores supplier information and transaction history.

3. Warehouse department

• Manages and operates receiving/issuing materials, raw materials, and finished products in the warehouse.
• Reduces data-entry time and improves warehouse effectiveness.
• Creates a material-inventory report by goods type, contract, and PO.

4. Production department

• Provides accurate, fast production statistics to support the scheduling and monitoring process.
• Detailed statistics on materials used, semi-finished products, and finished products obtained to provide to related departments. 

5. Quality Management department

• Assesses supplier quality using periodic input-material inspection results.
• Production effectiveness is assessed based on standard-product inspection results to prepare for warehouse receipt.

6. Machinery and Equipment Management department

• Regularly tracks asset equipment's usage status.
• Handles equipment incidents promptly.
• Has a maintenance and repair-parts purchase plan based on the plan.

7. Finance - Accounting department

• Reduces re-entering data and raises accounting's control role.
• Tightly controls cost and revenue related to the systemwide real-time database, giving the enterprise an overview and accurate financial picture.
• Supports accurate tasks such as calculating cost of goods, product cost price, and posting employee payroll.
• Aggregates production-business results by contract and item code.

8. Administration - HR department

• Stores and quickly retrieves employee records.
• Tracks employee work history in detail.
• Calculates payroll accurately, quickly, and per each department's regulations.
• Supports required reporting and HR statistics, assessing HR effectiveness.

9. Board of Directors

• Provides full, accurate, and timely information to the Board of Directors on all matters related to the company's production and business.
• Aggregates, compares, and assesses reports based on indicators suited to the enterprise's specifics. 

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