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Overview |
Of the various organizational functions, that Sales & Distribution is the core function where efficiencies and productivity is to be achieved need not be underlined. The key to competitiveness lies in being able to efficiently manage the Supply Chain, Order Processing, Distribution & Logistics, Finished Goods Inventory, Sales & Receivables functions, which are the most critical areas of any business where vast scope for improvement in business efficiency and productivity lies. |
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Open Sesame™ operates in this space where it integrates the various arms of the Company viz. Manufacturing Plants, Repackers, Transshipment Warehouses (C & Fs), Sales Offices, Sales Force, business associates like Shipping & Commission Agents and most crucially the Customer Chain viz. Distributors, Wholesalers, OEM Buyers, etc. that are geographically spread all over the Country or World. |
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Thus it addresses the business process involved in Warehouse & Inventory Management at the Mfg Plants, FG Inventory Replenishments for Warehouses, Order Fulfillment for the Distribution Net Work. |
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Tracking of Secondary Sales & Distributor’s Inventory data is very critical to fast decision making. This data can be obtained from distributors’ desktop computers, running any Accounting /Billing Systems, using SURELINK, which data is exported to Open Sesame™. |
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» Key Functions
» Key Features
» Technical Features
» Mobile Phone Alerts
» User Groups on Open Sesame™
» Why the Distribution Chain should work on Open Sesame™?
» Industry Verticals where Open Sesame™ can be implemented
» Capitalize on Global Opportunities
» Various scenarios in which Open Sesame™ can be implemented
» Business Models for which Open Sesame™ is suitable
» Technical Capability Collaterals
» Technology Platform
» Hardware Requirements
» Open Sesame™ vs. ERPs
» Application Maintenance Model
» Help Desk
» Benefits
» Open Sesame Application Integration Architecture
Key Functions
Supply Chain (SC)
Replenishment Request Processing & Fulfillment
Warehouse Management
Inventory Management
Transportation Management
Indent Tracking
Stock Transfer Invoicing
Distribution Chain (DC)
Order Processing & Fulfillment
Inventory Management
Order Tracking
Accounts Receivable (Invoicing, Bill Collection, Debit & Credit Notes)
Secondary Sales (SS)
Distributor’s sales
Inventory
Sales Force Automation (SFA)
Sales Call Plan
Tour Expense Reporting
Customer Visit Reporting
Product Availability Check
Customer’s Dues
Add-ons (AO)
Corporate Messaging & Mailing
Work Group Forums
SMS Alerts (Push & Pull)
Business Analysis Reports (BAR)
Business Analysis using built-in Cube Manager
Document Designer (DD)
Transaction document designer
Key Features
General
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Enables Head/Corporate Offices, Mfg Plants, Repackers, Warehouses, Sales Offices, Stockists, Distributors, Institutional/OEM Buyers and field sales force work on a single Platform whether in Domestic or International markets. |
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Enables visibility into Export Orders, Sales & inventory on real-time basis. |
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Highly flexible & configurable to suit any business model, workflow and industry verticals |
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Product Attributes can be configured as per Customer’s requirements with zero coding |
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Works in Multiple languages, currencies, time zones |
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Business document keyed in one language can be viewed in another. |
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Build any kind of a tax structure in accordance with the local taxation laws with zero coding. |
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Implements WORK FLOW while processing transactions |
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Eliminates manual re-entry of data. Data once captured is retrieved wherever required |
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Auto faxing of transaction documents |
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Product Catalogue with drill down feature with search feature for latest releases |
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Customer pricing can be centralized or decentralized |
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Extremely simple and easy-to-operate. Any one who can e-mail or surf on the Internet can work on Open Sesame™ with less than a day’s training. |
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Can be implemented at a Corporate Group level, thereby enabling viewing reports across the Group |
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Replenishment Request Processing & Fulfillment |
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Automatic Indenting upon Inventory reaching threshold limits ensures ‘NO STOCK-OUT’ situations |
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Enables Warehouses place Indents based on valid Bench Marks viz. Past Sales Performance, Inventory on hand, Inventory in pipe line, Sales-to-date, Sales target, Sales in the corresponding period in the previous year, Orders on hand, etc. |
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Warehouse Management |
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Cross-Warehouse transfer of Inventories |
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Identification of all fast moving inventories and subsequent storage in nearby locations in a Warehouse, thus cutting down the Picking time |
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Assign storage locations to products |
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Provides for Storage Location Address of Inventory |
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Identifies vacant Storage locations and permits blocking of space upon Inventory arrival |
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Customers can be notified about stock arrival at Warehouse through Mobile Alert, in order to enable them place orders |
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Inventory Management |
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Works towards JUST-IN-TIME INVENTORY |
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Provides visibility in Inventory carried across the Distribution Chain |
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Enables dispatches of Inventory on First-in-First Out basis |
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Cut down on unnecessary inventory carrying costs while still meeting your customers’ delivery demands |
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Enables dispatch of Inventories on First-in-First Out basis |
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Enables Shelf-Life Expiry Management |
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Enables Batch Management of Inventories |
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| Distribution & Logistics Management |
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Prioritisation of orders shipment based on the lead period for supplies, helping in timely deliveries to customers |
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| Transportation Manager |
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Vehicle tracking deploying GPRS technology |
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Handles Cross-Border Transportation |
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Advance notification of truck arrivals to reduce turn-around time |
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Trucks can be assigned to multiple routes |
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Enables Shipments through multi-mode transport |
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Effective Truck Management System ensures Prompt deliveries, optimisation of truck carrying capacity on a shortest route |
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Options to build fixed & flexible routes. Fixed routes are pre-defined based on the past experience in which the trucks trek. Shortest Routes that are worked out by Open Sesame based on the geographic location of customer deliveries are called Flexible routes. This reduces transportation costs substantially. |
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Delivery of customer orders can be prioritized and queued based on the supply-by-dates, routes, availability of trucks, while making optimum utilization of the truck carrying capacity and cutting down the distances. This ensures that Delivery service levels are met, reduction in transportation costs. |
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| Indent Tracking |
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Enables Indent Tracking by warehouses while the shipment is on the move
Stock Transfer Invoicing |
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| Distribution Chain |
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Customer’s Purchase Order can be captured through multiple sources. For ex. Distributor’s Desktop Accounting System, Mobile Phone, PDA |
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Effective Credit Management |
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Handles the workflow involved in a Customer Chain under the same management |
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Automatic Ordering upon Inventory reaching threshold limits ensures ‘NO STOCK-OUT’ situations |
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Enables Distributors place Purchase Orders based on valid Bench Marks viz. Past Sales Performance, Inventory on hand, Inventory in pipe line, Sales-to-date, Sales target, Sales in the corresponding period in the previous year, etc. |
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Tracks Order Cancellations / Sales Return Patterns |
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Carry out Product Availability check before placing Purchase Orders |
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Handles Export transactions |
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Enables Order Tracking by Customers |
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Provides visibility in Inventory carried across the Distribution Chain |
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Distribution & Logistics including Truck Fleet Managemen |
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| Receivable Management |
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Accounts Receivable (Invoicing, Bill Collection, Debit & Credit Notes) |
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| Secondary Sales (SS) |
| Sales Force Automation |
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Sales force can plan their programs while stationed in Head Quarters or while on tours. |
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Previous sales call details can be searched for planning the current sales call plan. |
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Workflow process for approving tours by superiors. |
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Tour Itinerary can be printed as a report. |
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On-line tour expense reporting |
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On-line day-to-day reporting of Customer Call Report |
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Carry out Product Availability check before accepting Purchase Orders |
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| Add-ons (AO) |
| Corporate Messaging & Mailing |
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All circulars can be displayed on the Electronic message board to targeted viewers viz. employees, Customers, etc. These messages can be flashed on the mobile phones as well. |
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Provides for an internal mail facility where all the organization employees, customers etc. can mail each other. |
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Provides for a Work Group forum, where a group of employees can share their thoughts. |
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| Business Analysis Reports (BAR) |
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Enables analyzing the impact of Secondary Sales on Primary Sales |
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Provides information on Order Book, Shipments, Inventory and Sales & Receivables at the touch of a button up to the minute across the length and breadth of the business. |
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Auto-Push Reports alleviates the plight of the not-so-tech-savvy Top Management cadres |
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P rovides reports on Product Sales pattern geographically |
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Consolidating Sales & Inventory data from disparate sources to create a single global view across the Enterprise & extended enterprise |
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| Document Designer (DD) |
| OPEN SESAME™ Document Designerr |
| This is tool which helps users design their own transaction document template viz. purchase order, delivery order, shipment advice, invoice, bill of lading, bill of entry, etc. All this is done with zero coding through user interfaces. These documents can be configured to work in multiple languages. The greatest advantage of this tool is when these document templates, which are governed by the local laws, under go a change without recourse to Acumen, the customer would be able to redefine the document templates. Also these document templates are user-specific thereby meaning if the template format is varies from province-to-province in a country / varies from country-to-country, each of the user would view the document in their own templates. |
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| Technical Features |
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Runs on Internet Explorer Browser. No client side programs which makes it a truly any-time-any-where solution integrating the supply & customer chain with the Manufacturer’s ERP systems leveraging on the information & market happenings |
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Multiple User Interfaces for each of the transaction codes to suit various business contexts & Industry verticals requirements |
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You can define links to “favorite” forms and applications for each user, and provide easy access to them from individual screens |
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Has open-ended EAI Connectors, capable to seamlessly integrate with any ERP viz. SAP R/3, Axapta, Oracle Business Suite, BaaN, J D Edwards & proprietary systems. |
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Enables mobile commerce by interfacing data with Mobile Phones, PDA, Pocket PCs with remote Server |
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Pulls data from any Desktop application |
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Provides data migration tools that migrate data from databases of existing applications to OPEN SESAME™ database. Data can be migrated from any legacy database and RDBMS using these tools. |
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Extremely simple and easy-to-operate |
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GUIs are so designed that any user can get started in a day. |
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Provides for APIs that retrieve data out of the various Functions Modules in universally acceptable formats like XML, XLS, Notepad, HTML, etc which are converted by the EAI tools in the format required by the Application to which the data need to be pumped. |
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Bar Code & RFID enabled |
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Enables mobile commerce by providing seamless integration with Mobile Phones, PDAs & Pocket PCs |
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Works in Multiple Currencies & languages simultaneously |
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User Group to customize data dictionary through User Interface |
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User Interface customization driven through user interface |
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Document Designer, MIS Reports customizable through User Interface |
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100% Off-shore Application Maintenance, as defects are reported via e-mail to the Global Maintenance Center in India |
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Faster Implementation speeds. Can be implemented in less than 2 weeks. |
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| Mobile Phone Alerts |
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Two-way Mobile Phone Messaging for Business Events (Pull, Push & Pull-n-Push) |
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This Feature can be provided for both Domestic & International customers |
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| Pull-n-Push instances: |
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Customers / Field Sales force can inquire stock availability |
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Customers can inquire about product pricing. |
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Customers inquire about their bills payable |
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Order Tracking by customers |
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Vehicle tracking deploying GPRS technology |
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| Pull instances: |
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Customers can place Purchase Orders. |
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| Push instances: |
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SMS pushed for various business events viz. When customer places a PO, Order Shipment, POD, Overdue Bills, etc. |
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Customers can be notified about new products / price changes |
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Dealers can be notified about stock arrival at Warehouse, in order to enable them place orders |
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Upon Warehouse/Distributor/Dealer inventory going below the critical threshold limits |
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Distributors/Dealers can be notified if they have not updated their daily sales & inventory positions |
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For payments received from Customers |
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Event escalation for delays in transaction processing |
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One line summary about day’s business info to Managerial cadres. |
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And many more events |
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| User Groups on Open Sesame™ |
| Open Sesame™ maps functionality for the following user groups: |
| Sales Administration |
Sales |
Distribution |
Business Associates |
| Group Sales Dept |
Regional Sales Office |
Mfg Plants |
Shipping Agents |
| Head Office |
Sales Office |
Repackers |
Commission Agents |
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Sales Force |
Warehouses |
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Stockists |
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Institutional Buyers |
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Distributors |
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Retailers |
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| Why the Distribution Chain should work on Open Sesame™? |
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Order processing time is cut down at orders are placed on the net and the information is available to Sales Office in the next minute. This helps in cutting down lead periods & inventory levels. |
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They can track the status of their Orders without having to interact with the Warehouses/sales office, and save communication costs. |
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They experience stock outs of other products, which results in back orders, lost sales and overall decrease in customer service. |
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The Distributors have too much of some products, viz. excess inventory and dead stocks that lead to decrease turnover and profitability. |
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They don’t know what is in stock. Their on-hand quantity in their computer system does not agree with what is actually on the shelf in their warehouse. |
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They can’t find material in their warehouse. They know the material is “out there somewhere” but they don’t know exactly where it is located. |
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Transaction documents can be downloaded from the net, which is the most convenient method. |
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| Industry Verticals where Open Sesame™ can be implemented |
| Open Sesame™ can be configured to address the supply & distribution chain requirements of the following industry verticals: |
- Automotive
- FMCG
- Cosmetics & Health Care
- Pharmaceutical
- Breweries
- Chemicals, Agro-Chemicals & Pesticides
- Paints
- Garments
- Furniture
- Distribution Houses
- Electronic & Electrical Goods
- Consumer Durables
- Cement
- Fertilizers
- Petroleum products
- 3PL & 4PL
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| Capitalize on Global Opportunities |
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| Open Sesame™ works in more than 25 languages including pictographic languages like Korean, Japanese, Cantonese, etc. In fact the technology is built that you can define Open Sesame™ in any language you want and work in that language. It works in multiple currencies, more than around 45 currencies; reports on business operations in various countries are aggregated and consolidated in base currency. ‘Tax Master’ modules supports literally any kind of a tax structure, which can be built in accordance with the local taxation laws of a particular country. The ‘Document Designer’ helps Open Sesame™ Users to define their own document templates and get the desired data. Being a web-based system, Open Sesame™ affords 100% visibility across the Branch Operations all over the world, without the respective branches having to push the data. These features help in encashing on the global opportunities. |
| Various scenarios in which Open Sesame™ can be implemented |
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Various scenarios in which Open Sesame™ can be implemented
Businesses having sales operations in a single or multiple countries.
All constituents in the Sales & Distribution process could work totally |
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| Business Models for which Open Sesame™ is suitable |
Business Models for which Open Sesame™ can be implemented
Manufacturing & Distribution Companies
In the case of Mfg & Distribution companies, Open Sesame™ permits for material movement in multiple Channels, which are as follows: |
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Re-Distributor Network |
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Company Owned Show Rooms / Franchisees |
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Combination of both |
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Material Movement from Mfg Plant-Warehouse-Distributor Network, Mfg Plant-Distributor Network, Mfg Plant – Institutional/Bulk Buyers |
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Material Movement from Mfg Plant-Franchisees |
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Material Movement from Mfg Plant-Repacker-Warehouse-Distributor Network, Mfg Plant-Repacker-Distributor Network, Mfg Plant–Repacker-Institutional/Bulk Buyers |
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Material Movement from Mfg Plant-Repacker-Franchisees |
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| Technical Capability Collaterals |
| HP in its Solution Center at Bangalore tested Open Sesame(TM) and the Test Report attached is a testinony of Open Sesame(TM) technical capabilities |
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| Technology Platform |
Is developed on cutting edge J2EE Architecture. |
Easy to implement, customize, and modify
Open Sesame™ is built on layered technology where the entire program code is divided into the Presentation Layer, Business Logic layer and Database Layer. With this kind of a technology, customizations can be easier to build and maintain. One layer can be customized without affecting the functionality of other layers. Upgradations in this kind of a scenario would be inexpensive, afford ease, convenience and less disruption to business.
Open Sesame™ can be scaled as your company grows. You can use the functions you need now and unlock additional capabilities as your needs change and multiply. With the codeZERO development environment, developers can design, edit, and compile within a single screen—and have changes appear within minutes. |
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| Hardware Requirements |
| ProLiant Blade Server BL460c, 2*2.6 GHz Quad Core Intel Xeon CPU 2 GB RAM / 2*73 GB SAS HDD, running Windows Server 2003 with service pack 2 with Oracle 10g & Weblogic 8.1 |
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| Open Sesame™ vs. ERPs |
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Open Sesame™ provides a much superior & flexible Transaction Engine compared to most of the ERPs. |
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Workflows which is an integral part of any business process cannot be implemented in an ERP like SAP R/3, etc. which is possible in Open Sesame™ |
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Only with Open Sesame™ you can gain real-time Visibility into Distribution Chain operations that is not possible in a ERP |
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Works on Internet Explorer browser and does not require huge budgets on VPNs/VSATs/Citrix Thin Client licenses on the client side |
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The above feature, while it makes Open Sesame™ truly any-time-any-where solution, the same is not the case with ERPs like SAP R/3, Oracle Business Suite, etc. Imagine the power you unleash to your employees to enable them work while they are at their homes, while on travel, or otherwise. Not only does the productivity increases, the customer service levels can be improved substantially. |
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The Total Cost of Ownership (TCO) in the case of ERP is very high. Customers should have deep pockets as not only the per user license cost is very high; the Implementation Costs payable to the Implementer is also huge. |
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In the case of ERPs, Sales & Distribution (SD) is one of the modules with no special focus it, whereas Open Sesame™ is focused exclusively on the SD, so naturally is has features supreme compared to an ERP in every aspect. |
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Typically the sales process of business is handled at various organization hierarchical levels like sales/Branch Offices, Regional Offices, Head Office. Handling of this sales process at each of the organizational levels is possible only Open Sesame™ and not in ERPs. |
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In an ERP there is no distinction between the sales office & warehouse functions. All these functions are carried out through a single user login. Therefore it not only compromises on the workflows, it pre-supposes a one-to-one warehouse-sale office relation. If therefore a sales office has customers who are to be serviced by multiple warehouses or vice-versa, such situations would be difficult to handle in an ERP. All these situations are effectively and efficiently handled in Open Sesame™. |
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Customization is required in ERP as when there are changes either taxation structures or transaction document layout, as these are all rigidly built, which is not the case with Open Sesame™. |
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ERPs cannot provide for Business Event Data being pulled from / pushed on to the Mobile Phones. |
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| Application Maintenance Model |
This is the most crucial and vital function to ensure that our product installations at various customer locations are free from all technical defects thus optimizing the overall performance of the system. This is accomplished by our systematic bug tracking mechanism, wherein bugs encountered at any customer installation are immediately tracked and sent via email to our respective offshore (in-house) maintenance personnel, comprising of a team of technical experts. This is followed by bug reviews and fixations including uploading the respective files onto the server, without hindering the overall Open Sesame operations.
Apart from that, our local partners also ensure continuous support by providing online maintenance of OPEN SESAME™ installations, thus enhancing optimum system usage with increased productivity. Thus, we are miles ahead in ensuring that our product meets global quality standards with a firm objective to ensure total customer satisfaction. |
| Help Desk |
In order to provide continuous assistance for all our licensed users, Acumen has established call centers at various locations in India and is in the process of establishing more in the coming months. All our call centers in India cater to the English speaking population, wherein our customer service representatives are trained to answer all queries pertaining to our product functionality, features, etc. However, for catering to the requirements of non-english speaking population, we entered into agreements with various call centers in the respective countries (Japan, Korea, Italy, etc) to provide voice-based support for such customers in their respective languages.
Apart from that, customers can also directly mail their queries to support@acumensoftwarelimited.com , for getting their queries answered promptly by mail. |
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| Benefits |
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Improvement in top lines as it helps in |
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Avoiding Stock-Out situations |
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Tracking LOST SALES patterns that enable to remedy the situation. |
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Improvement in Bottom lines as it helps in |
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Avoiding locking up of working capital in Slow Moving & Dead Inventories. |
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Reduction of the loss of obsolescence to zero as goods can be shipped on First-in-First-Out basis. |
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JUST IN TIME inventories across the Distribution Chain viz. Depots, Distributors, etc. |
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Sustenance of delivery service levels, thus ensuring prompt and timely delivery through Distribution chain and maintaining 100% product availability across the chain while reducing Inventory. |
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Promptness in customer service by the sales force, as they can access complete information regarding stock positions at Warehouses on their PDAs/from the Customer’s desktop. |
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Reduction in transportation costs through effective Truck Management. |
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Provision of stabilized plans to Mfg plants, suppliers & customers. |
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Production need not be on estimates anymore, as the supplies required are known well in advance thereby enabling need-based production planning. This helps in avoiding Inventory pile-up. |
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Value Creation by enabling businesses to reduce costs, increase revenue; service customers better and reduce chances of sale revenue losses. |
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Reduction in sales/marketing overheads by cutting all costly methods of communication like couriers and long distance telephony. |
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Increase in productive hours of sales personnel due to reduction in time spent on Administrative work. |
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Reduction in the error factors in managing business and situations going out of control on the mere excuse of lack of information. |
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Reduce the sales cycle period considerably. |
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Reduction in transportation costs through effective Truck Management. |
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Provision of stabilized plans to Mfg plants, suppliers & customers. |
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Production need not be on estimates anymore, as the supplies required are known well in advance thereby enabling need-based production planning. This helps in avoiding Inventory pile-up. |
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Value Creation by enabling businesses to reduce costs, increase revenue; service customers better and reduce chances of sale revenue losses. |
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Reduction in sales/marketing overheads by cutting all costly methods of communication like couriers and long distance telephony. |
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Increase in productive hours of sales personnel due to reduction in time spent on Administrative work. |
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Reduction in the error factors in managing business and situations going out of control on the mere excuse of lack of information. |
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Reduce the sales cycle period considerably. |
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| Open Sesame Application Integration Architecture |
| Implements WORK FLOW while processing transactions |
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Transaction processing & approvals viz. Sales Orders, Invoices, Payments Advices, Debit & Credit Memos based on monetary ceiling limits fixed for each of the hierarchy levels. |
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Event Escalation by way of screen alerts to superiors, improves efficiency & accountability in the employees, thereby improving customer delivery service levels. |
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Credit limit checking before processing a customer’s Purchase Order. |
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Enables employees to make their observations on each and every transaction. |
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Document Approval mechanism enables audit related checks |
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Open Sesame™ offers 17 workflow sequences as against 1 by ERPs like SAP R/3. The Only workflow sequence offered is Sales Order – Outbound delivery – Invoicing – Payments.
If a company’s business process is that a customer has to make the payment along with the Sales Order, achieving this is a difficult process in the ERP.
Similarly if a Warehouse that regularly supplies material to a Customer is in running out of stocks, then for another warehouse to supply this material needs a modification in the master data for that transaction. Once this transaction is through again the master data modifications needs to be rolled back. This process is handled in Open Sesame™ by simply transferring that Purchase Order to another warehouse, which has surplus stocks. |
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There is no Customer Order Approval process in SAP R/3. A Warehouse SAP User posts the Sales Order and the Outbound Delivery is affected. Open Sesame™ permits the Purchase Order to be posted by the Customer, which is then approved (partly or fully) / rejected by the Sales Office. |
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ERPs cannot handle workflow of customers under same management. |
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Visibility into Distribution Chain operations cannot be achieved by ERP |
Secondary Sales & Inventory of Distributors cannot be
No supporting database tables.
Distributors use different accounting packages, billing solutions. Data transfer from multiple desktop accounting solutions is not possible in ERP.
Distributors cannot be forced to change their accounting packages for gaining visibility in to their operations. As they would represent multiple principals.. In a single invoice their sell goods of multiple principles. They need not maintain consolidated books for all the sales. |
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Business document keyed in one language can be viewed in another |
Your customer is in Malaysia, who logs onto Open Sesame™ in Malay language and posts his purchase order for his requirement. Your employee working in Hong Kong Sales Office to which this customer is attached understands only Cantonese or English. He can view this business document generated out in Malay Language in Cantonese / English. |
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| Auto faxing of transaction documents |
Soon upon a transaction is processed, a transaction document can be faxed to the customer. For instance, if a Sales Office has approved its Customer’s Purchase Order and has issued delivery instructions to the Warehouse, then a Delivery Order can be faxed automatically to the customer. |
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Handles the workflow involved in a Customer Chain under the same management |
If you have a string of customers i.e. Customer Chain (Branches) under the same management with a Head Office, the Customer’s Branch can place a purchase Order for their requirements. The HO of the Branch can then approve the Purchase Order based on certain bench marks, after which the PO is available for Order Processing by the Manufacturer. |
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Cross-Warehouse transfer of Inventories |
Cross-warehouse transfer of inventories permits rationalisation inventories across the warehouse chain. Sales pattern for any material is not uniform across all the markets. Therefore there are bound be situations where inventories are piled in some warehouses and shortage is faced for the same material in certain other warehouses. As Open Sesame™ provides for real-time visibility into the warehouse & distribution chain, inventories can be transferred across the warehouses. |
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Identification of all fast moving inventories and subsequent storage in nearby locations in a Warehouse, thus cutting down the Picking time |
‘Product Hit List’ feature helps in identifying the fast moving inventories in each of the storage locations. This helps in storing all the fast moving inventories in nearby locations, which helps reduce the time while putting away or picking (incomplete) |
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