Inward:

Proposed process (Flow Chart) at Security level check:

Bill entry in the interface(To keep a check at security that

he doesnt miss any bill. We could design an interface as
well for this)

Material & Bill

checking

1) Checks material against the bill

and P.O
2) Approval for Outward Gate pass

No

Yes

Reports to Purchase /
Updates in the MIS of Bills
pending at Gate

NO

YES

Prepares outward gate pass &

does the necessary action to
send the material to the party

Updates the MIS of

Material with bill
sent to stores

Proposed Process at outward store

Material with bill is
sent to stores (With
the MIS report
updated)

Daily material receipt as per the

details mentioned in the interface
of Material with bill sent to stores.
To be automatically generated by

Material verification report (MVR) per the

details mentioned in the interface of Material
with bill sent to stores. To be automatically
generated by SAP with unique identification
no
An interface to be designed to carry the
information regarding pending MVRs at
user dept. this information should be
available at user dept
1) Pending for verification
report
NO

Interface required to send the report of

pending rejected material at stores to
purchase department and approval for
sending the material on outward gate
pass

Two forms to be designed one for

Rejected material till date and outward
gate pass update

YES

Process of material being

shifted to Inward stores
starts

Proposed Process at Inward store

Process of material being shifted to Inward stores

starts

MRN to be produced as per the required bifurcations

mentioned below (interface required)

A interface to be designed for MRN MIS report with

something similar to our MRN MIS with little bit of
modifications(an interface required)

1. Separate stock storage for different plants is something which is in our scope
but at least in SAP should be implemented something similar as fig.1
FIG-1

Bearings 6309-----4
Central Store

Power Plant
Bearings 6309----2
Bearings 6309----0

Pellet Plant
Bearings 6309----2

IOBP

SID

Bearings 6309----0

2. If the material is required by the other dept then we could have a inter plant
transaction with a foolproof technique(Approval and remaining necessary
action) Which could help in having a check against the Inventory level(A dept
raising a Purchase indent even if there is stock in the other dept stock)
3. We shall have a technique that the material Stock shall be reflected at user
Material type,bin,dept level ,Central Store Level and also cost center
basis(like differentiation between a capital good and revenue).

Outward:
Proposed Outward Flow Chart:

Indenter

Shall Check against the Dept owned Stock and raise an indent against them.
We shall also impart the method of maintaining ROL (could be alert type) on each
and every material; this could be a healthy restricting for cash Purchase or
emergency purchase.
Stores

Department
Issues

Contractor
Issue

Department
Issues

1.0Stores Shall check whether

the
Indented material is of
dept owned material or
not

1.0

YES

NO

Shall proceed further checks

Returnable Basis

If the dept is not given the authorization to

raise an issue indent against other dept
owned material this could be pushed off. And
in case not we have no other option but to
turn down the indent

Consumables/C
apital goods

2.0Checks the limit for the

employee/HOD
(Could be in terms of
number or
Value)

2.0

YES
Issue on EMP

NO
Emp Shall return
tools issued before or
simply turn down the
Consumables/Ca
indent
pital goods

1. We can have ROL Check

for regular Consumable
here
Issue the
material with
the necessary
action

Contractor Issues:

Issue Indent

Free Issues

Debit able
Issues

Returnable
basis

1. A system to be
devised
Which shall
automatically list, the
items that are to be
given on debit able or
free and there limits
with the help of work
order. Until satisfied,
the issue indent shall
not be produced
(Present Stock shall
also be considered)

2. Same working
principle shall be
imposed as
employees
returnable standard
and shall raise no
problems.
3. For issue of oxygen
cylinders it shall be
issued on the number
specified on the

cylinders .We have no

other options
Returnable Gate Pass status:
1. An interface shall be devised which shall give the status of the material
pending with the parties.
2. A Strict check on the probable return date, which shall raise an alert if the
material doesnt come on or before date.
Diesel Consumption:
1. We shall have an interface for diesel issue statement (monthly diesel
consumption) on the basics of vehicle numbers or vehicle names
something similar to the report that we generate now in excel.
Monthly Consumption:
1. Prices reflected in the report shall have the flexibility of FIFO and AVG price.
2. Monthly report shall be automatically generated, once we freeze the
requirement of the report with all the necessary bifurcations.