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Introduction : We have implemented the HHT project in the company. The HHC and printer devices are installed in the vans/trucks (wiring done in the early stage of implementation) for utilization in the sales and distribution activities of the route. To support the van sales automation, the IT infrastructure such as the central server, PC units, networks, communications and other required facilities must be installed and configured to accomplish the objective of the project. Manpower training and deployment have to be conducted to run the project in an organized manner. Software or applications have to be put in place to cater for the processing requirements of the company. We have to consider the following application systems: 1. HHC – the program installed in handheld device to run the sales force application. Masters data, loading quantity, prices, control parameters and other information are downloaded in the handheld device. The salesman of the route utilizes the program to capture of inventory information, do the sales, distribution, issue invoice and other activities in the market, unload inventory quantities in the depot or warehouse and do settlement. The sales, collection, settlement and other data collected in the handheld are uploaded in the BackEnd PC/server. Some function such as merchandising, GPS monitoring and other special functionalities are exercised in the market. 2. Communications – There are 2 activities done by the communications server: 1) downloading data from BackEnd to HHC and 2) uploading end-of-day sales and other information from HHC to BackEnd. A separate program (Communications 6920 or Hermes) is used to handle the physical transfer of data from and to backend to handheld device, and vice-versa. Though decentralization of server can be offered, Mirnah strongly recommend the centralization setup for any HHT project to gain more benefits. 3. BackOffice – This application takes care of the maintenance of master data (items and item groupings, customers and customer categories, organization hierarchy, references and etc), setting up of parameters, entry of quantity received, entry of van load (or if opted, forecast the loads for the route and allocate inventory received to route from forecast), prepare files for download, posting of inventory, sales and other end-of-day data to database, maintenance of TC accounts receivables, integration of data to ERP, reporting and other back office activities. 4. ERP, data mining and business intelligence – These applications are selected and implemented by the client in running their business trade. As a standard, the integration of sales force data to ERP on regular basis (daily) is part of the project.
The Routepro BO application is used in the overall sales force automation management system with functions as follows: 1. Data capture of sales information. 2. Inventory management. 3. Customer sales and promotions. 4. Van sales accounting. 5. Accounts receivables 6. Distribution management. 7. Order management. 8. Merchandising. 9. Route management
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Quick Guide for End Users
Sales Supervisor
*
Sales man will enter load request for the following day through HHD. Supervisor will be reviewing and
amending the request in BO. This can be selected from the BO through the following menu path HHC Transactions Load Request (All the load requests entered in HDD will be displayed here) Select the route and Date for the load request, Press OK; all the load requests for that particular route will be displayed as shown below
Select each route and click the Edit button
Sales supervisor can amend the data, by selecting each route. All the materials with corresponding load request will be displayed as shown below
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Convert Load Request to Load
Click this button to edit each record
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Please press Add after editing each records. The whole document will be saved by clicking the
button.
*Currently this procedure is not practiced, and the load is directly entered in BO by the store keeper according to the distribution provided by the Sales Supervisor. Store Keeper – Inventory Transactions The inventory Transactions sub-menu grouped the modules referring to the information required in inventory. This is a depot wise control of inventory information. OPE
OPEN THE DAY Open the Day In order to perform transactions pertaining to a Route, the day has to be started in the system. The Depot start of day indicates that backend transactions (in the system) pertaining to the Route can be carried out. Menu Path : Inventory Management TransactionsOpen the day
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Select the loading date and Press OK; a message will be displayed “The day is opened successfully “
Daily Salesman Load
The Daily Salesman Load is used to define the inventory load for Salesmen, on specific dates. The Daily Salesman Load screen can be used to manage the daily sales loads for all the Salesmen within the system. Authorized users can view and search through a listing of all Salesman Loads available and can also edit or delete their details. The screen also includes options to define a new Daily Salesman Load in the system. By default, the records of the current date are displayed. You can change the date using the popup calendar provided. Clicking on the OK button will display all Daily Salesman Load records available for the selected date. You can select a record and perform various tasks, such as view and edit or delete the details. For each Daily Salesman Load record the list of associated Items will be displayed. To view the list click the (+) symbol (available against each Daily Salesman Load record that has associated Items). A maximum of 10 records will be displayed on the screen. In case more than 10 records are available the listing will be divided into multiple pages, each page having a maximum of 10 records. You can use the page slider (provided at the bottom of the listing grid) to navigate between the various pages.
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[NOTE: You can proceed to define the Daily Salesman Load only if the route day (i.e. Route Start Day) for the selected date has been started.]
Overview of each load
While editing the load, the screen will be as follows
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Select the products to be added to this load
The amended load will be saved by SAVE Button.
Products can be deleted from this load by clicking Delete button
It is the responsibility of the Store keeper to match the load with system stock before finalizing, and draft load sheet will be printed for picking the products.
THE DAY
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Prepare Files (Van Load Extraction from BO to HHD) Van load extraction will be carried out through Menu Path : Communication Prepare Files
Select Date/Select All the Route and Press the Button “Prepare Files”
Prepared Files Successfully for the Route 1 2 3 4 5 6 7 8
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One more step to be followed for the extraction to complete
Before any downloading all the transactions in HHC, the files must be prepared in the BO. The store keeper has to dock the HHD on the “Multi Dock”, and Press the button “Transmit Data”.
Note: Now the load is ready, sales man can leave for sales. The store keeper’s role comes again once salesman returns from market.
RN STO
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Unload Return Stock It is the responsibility of store keeper to verify, unload the unsold return stock, as soon as the sales man returns from the market. “STOCK MOVED FROM VAN TO WARE HOUSE” report has to be acknowledged by both sales man and store keeper. One copy should be sent to accounts along with invoices.
Any variance in quantities will be the responsibility of the sales man and an invoice against the difference has to be prepared before settlement.
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Cashier / Branch Accountant After getting the hand held from the stores the sales man has to visit the cashier with the unload report.
Once the above process is completed the cashier has to print end of the day reports so that, all the processes for that particular day will be completed. Upload Files ( File Extraction from HHD to BO)
The cashier / Depot accountant has to click on upload files once settlement for all the routes has been completed. To upload and post files to BO, click the Upload Files button to execute it (As Shown Below)
On successfully setting the upload files, a confirmation message will be displayed.
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SAP Integration Process Once above processes are completed, a scheduled job is run at certain intervals for the synchorinization between SAP and BO, so that, data will be updated in SAP and vice versa.
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