From the first enquiry to the dispatched order

1.1My tasks

The page you land on after signing in. It lists every step waiting for you or your department, oldest first, with how many days it has waited. Red means it is past its due date.

1. Switch between My department and Assigned to me at the top.
2. Click a row to open exactly that step of that order.
3. Fill in the details and press Done. The next step goes to the next person by itself.

1.2Overview

The factory today on one screen: open orders, orders with a stuck step, orders on hold, deliveries due in 7 days and orders past their delivery date.

2.1Customer list

Every client company with customer number, GSTIN, sales manager, payment terms and phone. Search, filter and choose columns like any other sheet.

1. New customer to type a customer in yourself.
2. Send registration link to let the client fill their own details.
3. Import to load many customers at once from Excel (for example the Tally list).

2.2Customer page

Everything about one client: their orders by status (open, on hold, completed), the account statement with ageing (not due, 1–30, 31–60, 61–90, 90+ days), sample charges and details.

1. New order books an order for this customer.
2. Repeat last order copies their last order.
3. Edit details changes contacts, addresses and terms.

2.3Add a customer by hand

Name, legal / trade name, GST treatment, GSTIN, sales manager, payment terms, contacts, billing and shipping address.

1. Type the GSTIN. The state fills in by itself from the first two digits (27 = Maharashtra).
2. Add at least one contact person.
3. Untick “same as billing” if goods go to a different address.
4. Press Add customer. The customer number (CTR…) is given on saving.

2.4Customer registrations

Links you sent and forms clients sent back. Tabs: To check, Link sent, Approved, Rejected.

1. Send registration link: send it by email or WhatsApp, or copy it.
2. When the client sends the form, open it under To check.
3. Choose A new customer or Add to existing (so the same client is never created twice).
4. Approve and create customer, or write a note and Reject.

2.5What the client sees

The same fields as Dermat’s Word customer form: name, correspondence address, purchase and partner contacts, billing address, PAN / VAT, GST, bill to, ship to, transporter, insurance and dispatch instructions.

1. Only the customer name is required; the client fills whatever else they have.
2. They press Send my details and see a thank-you message.

3.1New order (4 steps)

Step 1 customer and header, step 2 products and quantities, step 3 production and packing specs (the client PO form), step 4 review and book.

1. Pick the customer; addresses fill in from the customer.
2. Set delivery date, order type and the client PO number.
3. If the advance is already in the bank, tick Advance already received and type the amount. The order then skips the advance wait.
4. Add products by internal ID or name, then quantity in pieces and rate. The batch number is given automatically.
5. Untick Sample needed for a product the client already approved.
6. Fill the specs you know now; the rest can be filled later at the right stage.
7. Check everything on step 4 and press Book order.

3.2Order book

The master sheet of all orders, like the Excel order book: one line of filters (search, status, stage, dates, packing material), then one row per order with where it is and who has it.

1. Table or Board (orders in columns by stage).
2. Edit table chooses the columns; Export to Excel downloads the same sheet.
3. Click an order number to open the order.

3.3The order page

The stage map shows every stage: green done, orange in progress, red on hold, grey coming. The packaging arm (artwork) and the formula arm (sampling, formula, planning) run side by side; both must finish before manufacturing.

1. Click a stage to open its work.
2. Tabs: Stage work, Products & specs, Materials, Order record, Documents, Money, History.
3. Needs attention on the right lists what can hold the order up: late delivery, a stage over its time limit, missing packing code, short materials.
4. Repeat order opens the full form with everything copied (prices can be changed). Quick repeat books the same order again in a minute: change quantity, rate and delivery date only.
5. Edit order changes the order; you write what changed and why, and it stays in the history.

3.4Sales work queue

What Sales must act on: late deliveries to tell the client about, samples waiting for client feedback, artwork waiting for client approval, payments to follow up.

4.1Advance payment queue

Every order waiting for its advance. Tabs: To do, Coming next, Done, and “Waiting at step” to see which step each order is on.

4.2Advance stage

Two steps, one after the other. On the right: order value, expected advance (40% unless agreed otherwise), payment terms and customer GSTIN.

1. Proforma invoice sent to client: enter the PI number and press Done.
2. Advance received in bank: type the Advance % and the amount fills in from the order value (change it if the bank amount differs). Add the UTR and, if you like, a photo of the payment.
3. Press Done, then Complete Advance payment. Artwork and Sampling / Formula open at the same time.

4.3Proforma invoices

All PIs with customer, order, total, advance and validity. Filter Drafts, Sent, Cancelled.

1. New proforma (no order yet) when the client wants a PI before ordering.
2. New proforma from an order… for a booked order.

4.4Proforma before the order

Customer, products, rates, advance % and validity, without booking an order. When the advance arrives, Sales books the order from this PI and nothing is typed twice.

4.5A proforma invoice

PI number, status, total and advance amount (e.g. 40% = ₹1,48,680).

1. WhatsApp or Send link to share it with the client.
2. Print / PDF for a printed copy with the company letterhead.

5.1R&D requests

Every sample request with tabs Open, Samples with clients, Approved, Dropped. Trial index (Excel) and Monthly report for R&D reviews.

1. New R&D request: product name, client, brand, pack size, sample quantity, date needed, ingredients, fragrance, texture, colour, claims and client instructions.

5.2One R&D request

The request, trials with lab results, stability and the client’s feedback, with the R&D number (RD0001).

1. R&D adds trials and results.
2. When the sample goes to the client, print its sheet (request + lab results, without internal dates).
3. Sales records the client’s feedback; a new round can use the existing batch or a new one.
4. Accounts records the sample charge (the token advance, e.g. ₹10,000) here. It stays on the customer even if no order follows.

5.3Sampling stage on the order

Tracked by R&D number. Skipped by itself for a repeat order or a product already approved.

1. Upload the sample photo or the client’s approval email; one of them is needed to finish the stage.

5.4Formula & BOM stage

Every product in the order needs an approved BOM. Runs side by side with artwork.

5.5BOM list

Two tabs: Formulas (bulk and R&D, in RM %) and Pack BOMs (finished goods, quantity per piece).

5.6A BOM

Formula lines in RM % (must total 100) for the batch size shown. Draft until approved; once approved (“Issued”) it is locked and planning uses it.

1. Copy BOM to start a new version.
2. Export to Excel or Print / PDF.

5.7Packaging codes

A code like CT 11 (tube) or BT 100 (bottle) is a set: the standard parts with quantity per piece (bottle, cap, pump…) plus the printed items made for each product (tube → tube + carton, jar/bottle → label + carton).

1. New packaging code to add one.
2. On a finished good, pick the packing code; its parts and printed items are added to the product’s pack BOM by themselves.

6.1Artwork queue

Orders waiting for design, client approval, QA finalisation and packing material.

6.2Artwork & PM board

Every artwork job as a row: Design → client → QA → PM ordered → PM OK, with designer status, items ready and days taken. A second tab lists every packing item.

6.3Artwork stage

Steps: design, client approval, QA finalise, packing material ordered and received. Each step has its own person and its own files.

7.1Material planning stage

Raw and packing material for the order checked against stock; purchase raised for what is short; the stage finishes when received material is QC-approved.

7.2Planning board

Pick several orders; their BOMs add up to one total per material, compared with free stock.

1. Reserve stock for an order so nobody else uses it.
2. Raise a purchase indent or PO for the shortage straight from here.
3. Save as plan to come back to it.

7.3Reserved stock

Materials held for orders, how long they have been held and by which order. Reservations never expire on their own; clear or move them here.

7.4Purchase indents

A department asks Purchase to buy something. Tabs: To approve, To order, PO raised, Rejected.

7.5Purchase orders

All POs with vendor, date and items.

1. New purchase order, or raise it from the planning board or an indent.
2. A PO needs approval before it is sent.

7.6A purchase order

1. Send it by WhatsApp, Email vendor or Send link; Print PO for paper.
2. Receive goods when the material arrives.

7.7Goods receiving (GRN)

Received material goes into “Under QC test” and cannot be issued until QC approves the batch.

1. Receive without PO for material that came without one.

7.8A GRN

Batches received against the PO, each with its QC status: under test, approved stock or rejected (return to vendor).

7.9Vendors

Vendor master with code, GST number, category, contact and payment terms. Can be imported from Tally in one go.

8.1Stock

Materials in stock, batches under QC test, batches expiring in 90 days. Switch store at the top.

1. Add stock for an opening stock or a correction.
2. Export to Excel.

8.2RM store stock

Raw materials only, by batch, with what is free, reserved and under test.

8.3PM store stock

Packing materials only: tubes, bottles, caps, cartons, labels.

8.4Store requests

Production asks the store for material. Tabs show what is waiting to be issued, what is sent but not received, and what is done.

8.5A store request

1. Store presses Issue material and picks the batches.
2. Production presses Confirm received and counts what arrived.
3. Unused material is returned the same way.

8.6Stock ledger

Every movement with time, person, material, batch, quantity and from → to store.

9.1Production board

Every batch as a card in its current step (material from RM store, manufacturing, filling, packing), with urgency, product, customer and quantity. A Schedule tab shows the plan by day.

9.2Manufacturing stage

Bulk made in the vessel. Starts only when both arms are ready.

1. Ask the RM store for the material and confirm you received it.
2. Fill shift, start and end time, vessel, bulk made and wastage.
3. QC tests the bulk; manufacturing finishes only after QC passes.

9.3Filling stage

Bulk filled into bottles, tubes or jars.

1. QA Filling asks the PM store for bottles, tubes and caps and confirms receipt.
2. Record filling checks every 15 minutes (weight, seal, label) on the phone; time is stamped by itself.
3. Count filled pieces and rejects.

9.4Packing stage

Finished goods packed.

1. QA Packing asks the PM store for cartons, labels and the sample kit.
2. Count packed pieces; print shipper labels.
3. Finished goods go into the FG store with expiry.

9.5Batch register

Every batch with its stage: in manufacturing, filling, packing, waiting for QA, released, dispatched.

9.6One batch (BPR)

The batch file: bulk made, filled, packed, materials used and every check. The Batch Packing Record follows Dermat’s BPR format.

1. Print batch / Print BPR for the paper record.

9.7Material from the store

Production’s side of store requests: what to confirm as received and what the store still has to issue.

10.1QC checks

Every test to do or done: inward material, bulk, filling, packing. Tabs: Chemical to test, Micro to test, Failed, Passed.

10.2A QC check

AR number, product, batch and every parameter with its limit and result. Chemical and micro approvals are separate. A failed check blocks the stage.

10.3QC rules

Which parameters to test for each operation (inward, bulk, filling, packing), as a default or for one product.

10.4QA documents

SOPs and formats (IPQC, packing) with version, review date and old versions.

10.5QA release stage

QA reviews the batch record, materials and every QC result, checks retention samples, then releases, reworks or rejects the batch.

11.1Billing & payment stage

Invoice raised and the balance payment received, with the order value, what was received and what is due.

11.2Tax invoices

Invoices and credit notes with customer, order, total and GST.

1. New invoice from an order… picks the order and fills products, rates and GST.

11.3A tax invoice

1. WhatsApp, Send link or Print / PDF.
2. Credit note against this invoice when goods come back or a rate is corrected.

11.4Payments & dues

What each customer still owes, order by order, with received % and status. Click a customer name for their statement.

1. The ₹ button records a payment; the WhatsApp button sends a reminder.

11.5Payments received

Every payment by date and mode. Record payment for one that came in without an order screen open.

11.6Vendor bills & payments

Bills from vendors: what is to pay, overdue and paid.

11.7Tally export

Sales invoices, credit notes and receipts for a date range, previewed, then downloaded as a day book (CSV) or Tally XML.

11.8Dispatch queue

Orders ready to go. Dispatch checks money due before sending.

11.9Dispatch register

Coming (packing, QA, billing), ready to dispatch, dispatched, and delivery not yet confirmed, with transporter, LR and e-way bill.

11.10A finished order

All 12 stages green. The full record stays on the order: who did each step and when, every file and every amount.

12.1Products: raw materials

Five tabs: Raw Materials, Packing Materials, Bulk, Finished Goods, R&D Samples. Each type shows only its own fields (RM: code, INCI name, category, supplier, physical state…).

1. Add Raw Material for one item, Import for many from Excel.
2. Edit table chooses columns; Customize columns adds or hides fields.

12.2Products: finished goods

Each finished good with internal reference ID (e.g. ASVL-CER-50), brand, pack size, MRP and packaging code.

12.3A raw material

On hand, reserved for orders, free to use and minimum stock; stock by store and batch, movements, the BOMs it is used in, orders and customers.

12.4A finished good

Stock, BOM, packing items made for this product (carton, label, tube…) and order history.

1. New order for this product; Open BOM for its pack BOM.

12.5Dropdown lists

Every dropdown in the ERP (payment remarks, tube shape, transporters, payment terms, GST treatment…) is edited here.

12.6Workflow stages

The 12 stages with department, time limit, steps, who works each step and which fields must be filled before Done.

12.7Allowance sheet

Yes / no per person for each area (order, advance & billing, sampling & formula, artwork, planning, manufacturing…). Import from Excel, save, done.

12.8Departments

Departments with contact email and phone, used for tasks and alerts.

12.9Number series

Prefix, digits and next number for orders (DER/SO/2627/…), PIs, invoices, credit notes, POs, GRNs and more.

12.10Company details

Printed at the top of every PI, invoice, challan, COA and PO: name, GSTIN, PAN, address, bank details and logo.

12.11Turnaround

How long each stage takes on average over 30, 90 or 180 days, and which stage is slowest.