Kedai Ransum
Definition
Literal meaning of a “Ration Shop”, run within each estate to sell few essential items to the estate employees based in the plantation at a price less than the market price.
Current Process
Currently, the complete process from procurement of these identified items to stock maintenance to issuance of items to the employees is done manually including each recapitulation of the data based on the employee and the date for the employee wise deduction uploaded to GP.
The items are bought from external suppliers and sold to the employees with a sale price with a minimal increase % to the unit cost of item to accommodate the basic administration expenses. The increase % is generally in the range of 3% to 5% of the cost of the item.
The process started off with only about 5 items and currently has about 45 items in its inventory.
Currently the stock is purchase from a single estate and distributed to the others.
The management of the Kedai Ransum is currently run by individual estates run after office hours for 2 hours, generally between 4 PM – 6 PM. The inventory management and running of the store is managed by the estate Kasie and one of his office non-staff.
When the employee comes to the Kedai Ransum for an item purchase, an item slip with related price is provided to them to mark items of purchase with quantity Based on which the issue of items is done. Next day, this information is fed into an excel against each employee per item.
Expected Solution
The expected solution comprises of a building a system to accommodate the
· Capturing of stock in and stock out
· Capturing the employee ID on stock out
· Capturing vendor and PO information on stock in (optional)
· Extracting the employee wise information for deduction in GP at the end of the month
· Maintain stock balance
· Compute average stock price of the item
· Provision to arrive at the sale price by adding the increase % percent per item
Limitation for a system – No network currently available in these locations
Information Requirement
1. Stock information for a period or as at date
2. Stock transactions information for a period
3. Employee wise item wise information for a period/ month
4. Employee wise expense summary for the period / month
5. Item Purchase, average and selling price history
Proposed Solution – Concept
With an intention to have a non-complicated system, features/ limitations will be as listed below…
1. The system will be independent of GP system. Any interaction will be offline mode. i.e. an excel file to upload the necessary data
2. The purchase process will continue to be as per the current process
3. Distribution from purchase estate to individual estate Kedai Ransum will continue to be as per the current process
4. On receipt of the item, the information will be entered into the system as stock in and will have the following minimal information
5. Once the above information is entered into the system, it will calculate the average price of the item based on the conditions below
a. Total item cost / Total item quantity
b. This will include the item quantity received in the current Stock in transactions
c. The average cost calculation will happen only during stock in
d. We could also have the option of applying this revised selling price at a future date and until this date, the old selling price will be used
6. The system will also calculate the revised selling price of the item received based on the % increase defined in the item master file
7. There will be option to edit the item price with necessary controls in place. Possibly only at the Kasie level.
8. When the item is issued to the employee, the information will be entered into the system using a stock out window
9. The issue price will be based on the average cost for the period defined based on point 5 (d) above
10. The system will deduct the stock and at the same time add on the information for employee wise data
11. System would be able to generate an inventory stock report and also the inventory transaction report
12. System will be able to generate the employee wise deduction report based on the template as required for GP for workers based on a period definition or for a month.
13. The same report could be used for the information on staff deduction to be sent to HO
Solution Options
1. Windows based
a. The system can be cloud based or an independent system
b. The system will be installed at/ connected from the respective estate office PC
c. The item issue transactions will be entered into the system on the same or next date after the actual physical transaction is completed
d. Basic requirement
i. Computer – Available at the estate office
** No additional hardware investment
2. Android based
a. The system can be cloud based (preferably) or an independent system
b. The system will be installed on an android tablet
c. The tablet will be used to input the stock out information directly at Kedai Ransum
d. A stock out printout can be provided to the worker using a Bluetooth printer
e. On return to the estate office, either same or next day, the data can be uploaded to the cloud system
f. Basic Requirement
i. Android tablet – Not Available
ii. Bluetooth printer – Not Available
** Additional hardware investment
3.
** Not recommended
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