Competitors are using one fully courier integrated system they are the mixture of basic Accounting features and Courier Management options, not complete ERP System. Now, challenge is if we go towards this approach and make our system fully courier integrated then there will be no tracking for customers and they will be facing same challenges as they are in current systems. So based on this we can:
- Create two separate systems one is fully integrated and other is manual
- One fully courier and shopify integrated
- Mix system that can incorporate both (I have made points based on this)
- Give a separate module for Courier in the same system and give necessary reports
options all will be courier wise.
1. Easy API Integration
Ensure that the ERP system has well-documented and easy-to-use APIs that allow integration with Shopify, Woo Commerce & Daraaz.
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2. Multi Store:
The lead’s requirement for a multi-store functionality with the ability to switch stores within a single URL is quite reasonable and aligns with providing a seamless user experience. Here’s a breakdown of the key points and suggestions
2.1. Single URL for Multi-Store:
Allow users to integrate with a specific store through a single URL.
Provide an option for users to switch between stores within the same URL.
2.2. Stock Transfer:
Enable users to transfer stock efficiently from one store to another.
2.3. Consolidated Record for Similar Products in Different Stores:
Handle cases where the same product exists in multiple stores with different SKUs.
Provide a consolidated record for such products to ensure effective management.
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Remarks by Khalid: Multi store in One URL is not necessary from my point of view it’s the same as they use different URL for different stores. There are two reasons i have written this:
Competitors are giving this functionality and it will be easier for Users to access stores.
If we dont give this options, how the stock transfer between stores will happen?
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3. Order Management:
3.1. Order Update:
Two-way Synchronization: To ensure seamless synchronization between ERP and Shopify, the system will be designed to update both platforms simultaneously. This includes real-time updates for actions such as adding/changing products, increasing quantities, and customer address changes. A specific challenge that will be addressed is the accurate reflection of deals, such as 5 + 1, ensuring both platforms maintain consistency.
3.2. Order Cancellation & Hold:
Two-way Synchronization: The system will facilitate two-way synchronization for order cancellations and holds between ERP and Shopify. This ensures that order statuses are updated in a timely manner on both platforms, preventing any discrepancies in the order management process.
3.3. Assigning Couriers:
Integration with Couriers: The ERP system will integrate seamlessly with courier services, allowing users to assign couriers directly through the ERP interface. This assignment will be synchronized with the courier portal. Additionally, if Shopify has courier integration, the assignment made in Shopify will also be synchronized with the ERP system. A dedicated C/N# column will be provided to reference and update courier numbers in both systems.
3.4. Order Cancellation & Hold:
Integration with Couriers: For enhanced logistics management, the system will provide courier-wise status updates for order cancellations and holds. This information will be reflected in both the ERP and Shopify systems, ensuring transparency and accuracy. A dedicated column will be implemented to clearly indicate if a courier has canceled or placed an order on hold.
3.5. Paid Order:
Two-way Synchronization: To streamline the payment process, two-way synchronization will be implemented for order payment status between ERP and Shopify. The status will be updated to ‘Paid’ when a voucher is created in ERP or marked as paid in Shopify. A designated column will indicate the payment status by the courier. This ensures that financial data is consistent across both platforms.
3.6. Order Processing:
Dispatch Screen Updates: Real-time status updates will be provided during the order processing stage on the dispatch screen. The system will capture the status during scanning, and a step-wise procedure will be implemented for efficient handover of orders to the courier. This enhances visibility and control over the logistics process.
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Remarks by Khalid: I have a lot more confusion regarding this, we will need to understand whole order management process from the beginning to the end. Thorough discussion will be helpful
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4. Bulk transaction update:
Users can generate reports for bulk transaction updates, this was the user’s requirement.
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5. Reporting:
5.1. Sales Report:
Firstly, generate a store-wise report, and there should be two types of reports. One should show how many sales the courier is making against specific parcel numbers (C/N# wise), and the other should display the sales recorded by our system. There should be a check or drop-down menu with dual filters.
Specify which courier’s sales report needs to be generated; this should also include filters.
OR
A single report should include reconciliation, meaning it should have columns for courier sales and C/N#, alongside our system’s sales.
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5.2. Sales Return:
Firstly, generate a store-wise report, and there should be two types of reports. One should show how many sales returns the courier is processing against specific parcel numbers (C/N# wise), and the other should display the sales returns recorded by our system. There should be a check or drop-down menu with dual filters.
Specify which courier’s sales return report needs to be generated; this should also include filters.
Return on scan functionality should be given.
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5.3. Due Invoice List:
Similar to the applied concepts in the Sales Report and Sales Return, show due invoices based on both courier and our system.
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5.4. Dispatch Report:
Generate a report for parcels that have been handed over to the courier with multiple filters.
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6. Accounts:
6.1. Chart of Account:
Firstly, define some accounts that are linked to the courier and also to the ERP, but the data for both should not be mixed.
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6.2. Courier-wise Ledgers/Receivable/Aging:
Generate reports in two ways to understand how much the system is showing and what the courier is indicating.
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6.3. Cash on Delivery Reconciliation Report:
Firstly, input the weight of the product into the system. Calculate the courier’s delivery charges based on weight as per their policy. The reconciliation report should show how much our system is displaying against that weight. When the courier collects the payment, there should be a track record of which courier submitted how much, which courier has pending dues, etc. There are additional aspects to consider in this.
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Remarks by Khalid: Existing User Requirement
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6.4. Profit & Loss Statement:
Generate separate profit and loss reports for each store, including breakdowns for courier-wise and system-wise sales, sales returns, and COGS.
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6.5. Balance Sheet:
Generate separate balance sheet reports for each store, including breakdowns for courier-wise and system-wise.
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7. Product Synchronization:
When an order is fetched, the product should automatically be created. If there is no SKU, it should still be created, but issues arise during scanning. Initially, ensure that no product is synchronized without an SKU. Enable both auto and manual synchronization of product details, including SKU, godown, product title, prices, category, cost, weight, inventory, etc.
The reason for mentioning both auto and manual is because the system may slow down in auto mode. If you believe auto is sufficient, you can ignore this point.
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Remarks by Khalid: The reason for mentioning both auto and manual is because the system may slow down in auto mode. If you believe auto is sufficient, you can ignore this point.
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8. Courier Performance Reports as to which courier is performing better along with separate dashboard with representation through charts
9. Other charts on main dashboard such as sales, sales return, stock, receivables, due invoices etc.
