Sales

1. The cost estimation feature has been enhanced

• Scenario: For a given product, the input material costs keep varying with time. One had to create a new costing sheet earlier in order to get the latest estimation.
• Solution: We now have the feature to fetch the latest input material rates in the same costing sheet by just clicking the Refresh button

2. Sales Order Item wise Fulfillment Report enhanced

• Scenario: In case of long distance deliveries, the shipping dates are earlier than the expected delivery dates. But these Expected Shipping Dates were not visible in the Sales Order Item wise Fulfillment report.
• Solution: We have now added the Expected Shipping Date to the Order wise Fulfillment report

3. Companies need to check the most economical option between making a product inhouse and directly purchasing it.

• Scenario: Companies need to check the most economical option between making a product inhouse and directly purchasing it.
• Solution: We have now provided an option to see Supplier's quotation directly from Cost Estimation Sheet so that the user can compare between producing inhouse and purchasing.

Purchase

1. Documents can be uploaded in Advance Supplier Notice

• Scenario: It is a good practice to upload supplier invoice in Supplier Invoice Registration menu and Supplier's Inspection Report in the Incoming Inspection Report. And from the supplier's point of view it is essential that their invoice gets booked in the system. Hence by providing the provision to upload documents in ASN, both these can be achieved.
• Solution: You can now ask your suppliers to upload important documents in the ASN screen. Documents like Invoice, Test Certificates & Inspections Reports can be uploaded.

2. Bulk import function for Purchase Requisition enhanced by adding specification column

• Scenario : If "Specification Required in PR" is set as compulsory for purchase requisition, then the bulk import facility using excel failed as there was no column for "Specifications" in the Excel format. We now have provided the same.

3. Amendment dates are now shown in Purchase Order and Order acknowledgement print outs

• Scenario : Earlier the amendment dates of PO & SO were not printed.
• Solution : We are now showing the last amendment date in Purchase Order and Order Acknowledgement print outs.

4. Supplier RFQ feature enhanced by including provision to enter lead time of items

• Scenario : Company needs to compare Supplier RFQ on basis of either Value or Lead Time. Earlier the comparison was only on the basis of value.
• Solution : We have now provided option to enter lead time of particular item, so user can now compare the quotations of supplier on the basis of both Value and Lead Time

5. Currency conversion factor auto capturing added for Import Purchase Orders

• Scenario : Earlier the conversion factor was manually feed in case of Import Purchase Order, Many times this factor was kept as 1 which results in wrong MIS report for consolidated Purchase Order value in home currency.
• Solution : In Purchase Order we have now added auto capturing of conversion factor defined in Currency Conversion master. This allows us to find out the total value of purchase orders in terms of home currency.

6. Purchase Requisition of ROL items enhanced

• Scenario : Earlier users had to manually calculate the purchase requisition quantity for items below Re-Order Level after considering the available stock and in process stock.
• Solution : The calculation of PR quantity has been automated for items below the reorder level.

7. Supplier Contact Person master now used in Purchase order

• Scenario : Earlier, for a given PO, there was no provision to add or change supplier's contact person name
• Solution : We have given the provision to register multiple contact persons for a particular supplier and they can be selected for a particular PO. We now show that name along with the contact details on the purchase order print out.

8. In Purchase Requisition Detailed Report, Supplier Name & PO No. columns added.

Quality

1. A new filter of Item Category added to Final Inspection report

• Scenario: There was no way to filter Final Inspection Report by Item Category
• Solution: You can now filter Final Inspection by Item Category. Example: You can list out all final inspections of say "Ball Valves"

2. Physical Lot Registration enhanced by adding a field for "Remarks", where any additional data can be fed.

• Solution: Any additional data required to be printed in TC regarding the material can be entered in this remarks field

3. Physical Lot Registration can be now copied from existing Physical Lot

• Scenario: In case the same physical lot is to be used for a variant of the existing grade, one had to re-enter all the lot details all over again. This was time consuming and prone to data entry errors.
• Solution: We now have provision to copy an existing Physical Lot saving time and avoiding errors.

4. Machine filter added in FAIR report

• Scenario: If one wished to find the FAIR results for a particular machine for analysis, there was no way to filter the report for a particular machine in OurSys. One had to export to excel and filter from there.
• Solution: The filter has been provided and it now saves a lot of time.

5. Outsourced Inspection search enhanced

• Solution: While creating outsourced inspection, users can now search it by job order

Stores

1. A new filter of Item Category added to Consumption of Issued Material report

• In case consumption of a specific category of items was required, there was no way to filter by Item Category
• Solution: For example you wish to find out total issue of say "Drills" you can now filter by "Drills" category and get the quantity issued in the selected period

2. Material Request Note print enhanced

• Scenario: We have provision to raise Material Request Note (single item) and issue it against Job Order or Machine or Employee. The print did not mention the name of the machine or person to whom it is to be issued.
• Solution: We have enhanced the Material Request Note print by showing "Issued To" column where details of Job Order or Machine or Employee is shown

3. Return of Issued Material is now enhanced

• Scenario: There can be multiple items to be returned against the multiple "Single Item" MRN's. Earlier it was possible to return only one item at a time.
• Solution: We have now given the provision to return multiple items to stores.Note: This provision is only for those MRN's which are made for "Single Item".

4. Document upload facility in Receiving for Sales Returns

5. Validation to ensure material accountability while inwarding produced items strengthened

• Scenario: In the scenario where final inspection was waived off, certain material check locks were not working correctly.
• Solution: This bug has been resolved in this version.

Production

1. Job Order open & close feature enhanced

• Scenario: In order to open or close a particular Job Order, it is first required to list out the Job Order. In case only the Item Category is known, there was no way to filter it out.
• Solution: Now users can filter the Job Order list for opening or closing job order by item category. Example: Users can list out all Job Orders for say "Couplings" between a given period

2. Material Request Note now requires approval for Single Item requests

• Scenario: Materials requested through Single Item MRN in OurSys were issued without any approval.
• Solution: We now have the provision to approve the Material Request Note which are raised under the option of "Single Item"

3. Multiple shop selection for particular Employee

• Scenario: In production shop floor, one single operator can work in multiple shops, currently we had the option to tag only one shop to a particular employee.
• Solution: Now we can tag a particular employee to multiple shops in employee master so that you get option to select same operator in different production shops daily production entries

4. Production Schedule Feature enhanced

• Scenario: Earlier a complete list of all pending Job orders would open while scheduling. This slowed down the process if there were many open job orders
• Solution: We corrected this scenario by allowing the user to select the Job orders from a drop down instead of opening the complete list.

5. Release for Production flag validation improved

• Solution: In case a production process has started then users will not be able to mark the Release for Production flag as "NO"

Invoice

1. Pending Delivery Note Report enhanced

• Scenario: Companies need to see Pending items sent through Delivery Note Feature.
• Solution: Pending Delivery Note Report now shows only the pending items by default. Earlier it showed both pending as well as completed records. Users can change the default setting to show "All" as well.

2. List of "Ready to Invoice Items" enhanced

• Scenario: Earlier the Sales Order number column was not available. The user had to go to the sales module in order to find the SO No.
• Solution: We have now introduced the SO No column in the List of Ready to Invoice Items

3. Ready to Invoice screen has been enhanced

• Solution:We have highlighted those items whose available stock is less than the balance invoice quantity.

Accounts

1. Better control on Credit for both Suppliers and Customers

• Scenario: Earlier the Credit Periods were not visible in the Outstanding reports.
• Solution: We have now added two credit period columns in both customer & supplier outstanding reports. Credit period as mentioned in master and credit period as per the voucher.

2. Displaying net available credit amount for a given customer

• Scenario: The net available credit, which is the total credit amount set for the customer minus the current outstanding was not visible earlier in the Sundry Debtor Report
• Example: The total credit amount is say Rs.1,00,00,000/- and the current outstanding is Rs. 40,00,000/- the net available credit will be Rs.60,00,000/-. This amount will now be visible in the Sundry Debtor Report.

3. Currency added in "Cash In Hand" ledger to manage multi currency cash ledgers

• Scenario: Companies may have multiple currencies under the ledger group "Cash in Hand". This scenario was not tackled earlier.
• Solution: Now we have provided the option to select default currency for particular ledger under "Cash in Hand" ledger group.

4. Inventory value based on FIFO method

• Scenario: From accounts point of view some might require the value of inventory based on FIFO basis rather than the actual lots value available.
• Solution : We have provided new report where user can find the FIFO based valuation of Inventory

5. P&L Report enhanced

• Scenario: Earlier figures of only the current selected period were visible. It was not possible to see the trend over the last two years .
• Solution : Provision to compare previous 2 years data in P&L report is now available. Percentage option added to compare with Gross Profit

6. Balance Sheet Report enhanced

• Scenario: Earlier figures of only the current selected period were visible. It was not possible to see the trend over the last two years .
• Solution : Provision to compare previous 2 years data in Balance Sheet is now available.Percentage option added to see the trends of each account group

7. The mistake of entering voucher in the wrong accounting period has been full proofed

• Scenario: Earlier there was a possibility for the user to make a mistake of putting the wrong date which did not fall in the current selected accounting period. We have now given provision to select this period and the system does not allow all vouchers to be entered beyond this period.
• Solution : Example: If current accounting period is set to 01/04/2023 to 31/05/2023, users will not be able enter say on 30/03/2023

8. Cost Center effect from Supplier Invoice Registration

• Scenario: Earlier when a supplier's invoice was booked, a purchase voucher would get created automatically in the background. So if a user wanted to tag the cost centres to the ledgers, the user had to go to the voucher and then enter it. This was usually missed and thus cost centres were not accounted
• Solution : We have now given the option to tag the cost center while registering the supplier invoice itself. There is no need to go to the voucher thus saving time ensuring cost centre tagging.

9. Facility to see only Debit or only Credit balances in Sundry Debtors report & Sundry Creditors report added

• Scenario: Earlier this facility to filter only Debit entries or Credit entries was not available.
• Solution : This filter has been added which helps to reduce clutter while checking entries

HR

1. Column Headers frozen for Manage Attendance Report

• Scenario: The headers of the columns were not frozen earlier. Because of this when the page was scrolled, the headings were not visible thus making it difficult to understand the data in each column.
• Solution: The headers have now been frozen and they do not disappear on scrolling

2. In Leave Management feature, the header row has now been frozen

• Scenario: Earlier the header row was not frozen making it difficult to understand the content of the table.

3. Employees Provident Fund details is shown against employee in Salary Summary Report

• Solution: EPF and ESIC values are now displayed in the Salary Summary Report

4. API for attendance data for attendance machines released

• Scenario: Earlier users had to download attendance data in Excel and then import into OurSys for salary computation. There was no direct way to send data to OurSys from the attendance machine.
• Solution: We have now released an API using which various attendance capturing machines can send attendance data directly to OurSys

Masters

1. Enhancement in access control of Sales Regions

• Scenario: Whenever a new Sales Region was created, access permission to people with access to all regions would not get access automatically. The admin had to go to individual employees to provide access to the new region.
• Solution: Now we add the access permission to the new Sales Region to employee master automatically for employees with access to all regions. Example: Say employees of the accounts department have access to all customer regions. Now when a new sales region is added, it gets automatically added to these accounts employees.

2. Constituency Master for GST enhanced

• Solution: New Constituencies added for Customer Master Registration 1. Hindu Undivided Family 2. Unlimited Company 3. Local Authority 4. Statutory Body 5. Foreign Company

3. Document upload facility in Competitor's rate registration under Enquiry and Quotation

• Solution: You can now upload any document related to competitor in the Enquiry under the competitor rate section

4. Enhancement of search function for item master

• Scenario: In item master there are fields like the description where special characters are used. Earlier it was not possible to search items based on these special characters.
• Solution: We have now provided searching based on the special characters as well. Example you can now use characters like "#" in Item codes and descriptions and it can be searched.

5. Item Price list and Customer Price list now have the Copy from existing price list option

• Scenario: Earlier there was no copy option. The price list had to be entered all over again.
• Solution: The copy option is now available for regular price list as well as Customer wise Price List

6. Machine type master enhanced

• Scenario: If machine per hour rate was changed, there was no way to know the old rate and also who changed the rate and when.
• Solution: We now store the previous rate in the comments along with user name and date-timestamp

7. Summations added in Job Order level BOM and Master BOM

• Scenario: Earlier we were not summing up the quantities of BOM as the unit of measures could be different. But companies with generally only one UOM such as kg also did get the totals
• Solution: We now display the sum of the quantities in Job Order level BOM and Master BOM if the unit of measurements are the same for all items.

Taxation

1. Uploads made at the time of receiving goods get auto uploaded in the Supplier Invoice Registration

• Scenario: Earlier accounts had to upload supplier invoice again in the supplier invoice registration even though it was uploaded in the GRN document.
• Solution: We now have the provision to auto upload the documents uploaded during Receiving in the Supplier Invoice Registration screen.

Outsourcing

1. Outsource Despatch Challan enhanced

• Scenario: Many items are sent on single outsource challan for processing, one has to count the number of lines to find how many parts were sent.
• Solution: Now we have displayed on Outsource Despatch Challan the number of job orders sent so that it becomes easy to find out the number of items sent for processing.

MIS

1. MIS reports enhanced by providing option to consider GST Debit and GST Credit notes

• Solution: Following reports now consider the GST Dr & Cr Notes: Region wise Summary of Sales Industry Type wise Summary of Sales Sales Category wise Summary of Sales Local / Export wise Summary of Sales Period wise Summary of Sales

General

1. Short closing of old Sales Order, Purchase Requisition and Purchase Order as a part of cleanup

• Scenario : Sometimes over a period of time, documents which are old and invalid still remain open in the system. We had earlier given a dashboard to identify such documents for clean up but the facility to short close them from there itself was not there.
• Solution: We now have the provision to quickly short close such old and redundant documents. This is an important feature as the clean up will result in accurate MRP results and also speedup the MRP program.

2. Digital signature provision for PO, SO, Quotation and Proforma

• Scenario :Digital signatures are now becoming popular as well as in some cases mandatory. Since OurSys is a browser based software, it was unable to access the digital signature pen drive. Because of this users had to download the documents as pdfs and then sign them digitally. This was a time consuming
• Solution: We tied up with another software company specializing in digital signatures and got it integrated with OurSys. It is now possible to digitally sign Invoices, Sales Orders, Purchase Orders, Quotations & Proforma Invoices directly from OurSys. This has resulted in a huge saving of time.