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© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 For Rice Mills
© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2
Agenda
• Rice Mill Business – An Overview
• How Rice Mill Operations are Structured
• Tally.ERP 9 for Rice Mills
• Business Process Flow
• Primary Requirement
• Tally.ERP 9 – Fitment
© Tally Solutions Pvt. Ltd. All Rights Reserved 3 3
Rice Mill BusinessOverview
MILL ACCOUNTS
MIS REPORTS
RICE SALES
MILL ADMINISTRATION
PAD
DY
PURC
HAS
E
How Rice Mill Operations are Structured
SHELLING & PROCESSING
© Tally Solutions Pvt. Ltd. All Rights Reserved 4 4
Rice Mill Business – An OverviewSCHEMATIC REPRESENTATION OF RICE MILL SOLUTION ON TALLY.ERP9
PADDY PURCHASE
RICE MILL
RICE SALES ACCOUNTS & MIS REPORTS
MILL ADMINISTRATION
SHELLING & PROCESSING
· Purchase order and order sheets
· Quality and grades recording
· Mandi purchase and rate management
· Contracts, printing agreements
· Landing cost calculation
· Levy purchase : state specific levy
· Custom Milled Rice(CMR) paddy
· Own paddy consumption
· Market agent commissions
· Farmer details
· Shelling contracts
· Sales voucher with grade
· Production report of contracts
· Paddy conversion reports
· Mill’s ISO quality details on invoice
· Packing of rice
· Quality cuts
· Proforma M1-M7 for transport
· Mandi sales, APMC
· Quality and grades
· Export and certificate of origin
· Dharamkanta (weighment)
· Product-wise sales report
· Mandi price handling
· CMR sale with RMC
· Levy sale : state specific forms
· Tracking goods in transit
· Market agent commissions
· Gate pass system
· Insurance policy – local, international
· Vehicle management
· Weighbridge details
· Bran oil content - lab calculations
· Bag management
· Per kg /per ton cost
· Managing load on multiple trucks
· Manage internal husk consumption
· Warehouse stock management
· Mill branches
· Profits and loss reports
· VAT, CST
· Export statutory
· Mill capacity utilization report
· Mandi register
· Payroll
· Cost tracking
· Reminder letters
· Credit management
· Foreign currency
· Branch-wise reports
· Day-wise mandi reports
· Contract-wise profit-loss reports
© Tally Solutions Pvt. Ltd. All Rights Reserved 5 5
Rice Mill BusinessOverview
MILL ACCOUNTS
MIS REPORTS
RICE SALES
MILL ADMINISTRATION
PAD
DY
PURC
HAS
E
SHELLING & PROCESSING
Rice Mill Business – Paddy Purchase
© Tally Solutions Pvt. Ltd. All Rights Reserved 6 6
Process Flow - Paddy PurchasePADDY PURCHASE
MANDI PURCHASE
Mill manager calculates the paddy quantity to be purchased
through mandi (FCI PPCs)
Mill manager purchases the paddy from mandi – bonus
and final price are calculated
Paddy is loaded onto the vehicle and driver carries a copy of
invoice
Vehicle driver collects inwards gate pass at the mill gate and paddy is delivered to mill or
warehouse as per invoice
Mill managerdecides whether to use a
commission agent
DIRECT PADDY PURCHASE (LEVY)
Mill manager calculates the paddy quantity to be purchased
directly from farmer
Agent purchases(auctions) paddy from mandi – bonus
and final price are calculated
Paddy payment is made as per the agreed price
Paddy is loaded onto the vehicle and driver carries a copy of
invoice
Vehicle driver collects inwards gate pass at the mill gate and paddy is delivered to mill or
warehouse as per invoice
Paddy payment is made as per the agreed price using cheque/
cash
Paddy MSP (Minimum Selling Price) is used along with bonus
to calculate the final price
NoYes
I f levy is applicable, levy is paid on the direct paddy purchase
Purchase order for paddy is placed with paddy quantity and
price details
Paddy payment is made as per the agreed price, mill manager pays the commission to agent
© Tally Solutions Pvt. Ltd. All Rights Reserved 7 7
Primary Requirement – Paddy Purchase
Category/Module Major Requirement Explanation
Paddy Purchase Paddy purchase from various farmers (Levy paddy)
Mill manager places purchase orders with paddy suppliers/farmer. He identifies MSP for standard quality paddy. He provides different addresses of warehouses and mill for paddy delivery.
Paddy quality recording Purchase manager identifies the quality of paddy and decides the price based on moisture, grain type, foreign matter etc. He records the paddy quality with the paddy batch information.
Levy paddy purchase State specific levy for paddy purchase and categorizing levy paddy and levy-free paddy needs to be done by mill manager to separately track the profits.
Purchase from mandi Purchase manager buys paddy from mandi market. Generally a commission agent(broker) purchases the paddy through auctioning. Ability to record the base price, bonus price to reach final paddy price is important.
Warehouse address in purchase orders
While delivering paddy to multiple warehouses and storage units, if the warehouse address is printed on PO, it will help the delivery of paddy.
Landing cost The landing cost needs to be calculated for arriving exact cost of paddy and thus to calculate profit. There should be a provision to capture landing cost for paddy purchase and accounting the handling and transport charges.
© Tally Solutions Pvt. Ltd. All Rights Reserved 8 8
Tally.ERP 9 Fitment – Paddy Purchase
No. Requirement Tally.ERP 9 Customizable
1 Purchase order generation Yes
2 Paddy receipt note Yes
3 Purchase returns handling Yes
4 Purchase invoice Yes
5 Levy management : state-specific levy on paddy purchases
Yes
6 Godown address in purchase order (different billing address and delivery address)
Yes
7 One bill and multiple warehouse delivery Yes
8 Mandi market purchases Yes
9 Purchases with bonus and final price adjustment Yes
10 Commission to mandi agent for purchases Yes
11 Recording paddy quality with batch Yes
12 Multiple mill braches and branch synchronizations with main mill (head office)
Yes
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 9 9
Tally.ERP 9 Fitment – Paddy Purchase
No. Requirement Tally.ERP 9 Customizable
13 Tracking paddy in transit and reconciliation Yes
14 Handling CMR paddy and non-levy rice with details in purchase invoice
Yes
15 Purchase orders summary (paddy type-wise) Yes
16 Re-order level report Yes
17 Purchase register, purchase order book Yes
18 Purchase bill pending report Yes
19 Stock transfer analysis Yes
20 Different modes of payment (cheque and cash) Yes
21 Outstanding payable report Yes
22 Bank guarantee details in agreements Yes
23 Paddy packing bag details Yes
24 Physical stock adjustment (handling damage, pilferage) Yes
25 Purchase contract drafting and printing Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 10 10
Rice Mill BusinessOverview
MILL ACCOUNTS
MIS REPORTS
RICE SALES
MILL ADMINISTRATION
PAD
DY
PURC
HAS
E
Rice Mill Business – Shelling and Processing
SHELLING & PROCESSING
© Tally Solutions Pvt. Ltd. All Rights Reserved 11 11
Process Flow – Shelling and Processing
SHELLING CONTRACTS
Customer gives a shelling service order to mill manager
Customer brings paddy to the mill in a vehicle and is issued
with inward gate pass
Bill is prepared as per shelling charges in contract
Shelling contract is drafted. Payment terms and delivery
dates are agreed
MILLING PROCESS
Customer makes the payment, loads rice & bi-products in
transport vehicle
SHELLI NG AND PROCESSI NG
Paddy is moved from warehouse to the mill
Mill manager decides paddy processing quantity, based on the available mill capacity and
schedule
MILL OWNED PADDY PROCESSING
Inward gate pass is verified and bag quantity checked for
customer vehicle
MILLING PROCESS
Processed rice is packed in different size bags
Rice packets are stored in warehouse for future sale
Mill managerchecks milling schedule
for availability
Customer’s paddy is stored and tracked in warehouse
until mill availability Yes
Rice packets are sent to supermarkets or retailers for
sale in a vehicle
Outward gate pass is issued after recording rice quantity for
the transport vehicle
No
© Tally Solutions Pvt. Ltd. All Rights Reserved 12 12
Primary Requirement – Shelling and Processing
Category/Module Major Requirement Explanation
Shelling and Processing
Shelling contracts Drafting of service contract, with payment and delivery terms is necessary. This avoids confusions during payment.
Service details on invoice
Detailed bill showing the usage of services. Cleaner, steamer, sheller, whitener, silky, grader, bunker, electricity, labour, water usage based billing will help the customer to understand the bill better.
Conversion reports Paddy to rice conversion : to identify what percentage of paddy is converted to rice. (eg: 68% paddy conversion to rice, 10% bran etc.) This will be very useful along with contract-wise reports.
Contract summary report
Contract summary report showing rice quantity and payment details of the month based on channels will help the mill manager to see the profitable contracts.
Mill and quality standards to be printed on invoices
Milling process standardizations like, ISO-9001-2000, HACCP, ISO-14000 printed along with invoice is very important to re-affirm the mill quality.
Packing reports Reports on rice packing for direct sales/super-market sales which would also help in tracking packing material. eg: Basmati rice sold in packets by the mill.
© Tally Solutions Pvt. Ltd. All Rights Reserved 13 13
Tally.ERP 9 Fitment – Shelling and Processing
No. Requirements Tally.ERP 9 Customizable
1 Shelling contracts’ drafting and printing Yes
2 Conversion reports of paddy to rice (eg: 68% rice, 10% bran etc.)
Yes
3 Printing mill standards and quality certification details (eg: ISO-9001-2000)
Yes
4 Daily production report – details with rice category Yes
5 Warehouse reports (to track mill-owned rice and customer shelling rice)
Yes
6 Daily expense report Yes
7 Weight tracking of rice (loss of weight) Yes
8 Detailed bill showing the usage of services Yes
9 Packing material consumption tracking Yes
10 Shelling contract summary report Yes
11 Customer paddy and rice tracking Yes
12 Mill-owned rice tracking Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 14 14
Rice Mill BusinessOverview
MILL ACCOUNTS
MIS REPORTS
RIC
E SALES
MILL
ADMINISTRATION
PADDY P
URCHASE
Rice Mill Business – Mill Sales
SHELLING & PROCESSING
© Tally Solutions Pvt. Ltd. All Rights Reserved 15 15
Process Flow – Mill SalesMI LL SALE
MANDI SALE
Mill manager receives orders from super markets and retail
shops about rice variety, quantity and delivery details
Mill manager calculates the total quantity of bran, broken etc. to
be sold as per production reports and order quantity
Mill manager calculates the rice quantity to be sold through
mandi as per production reports
Rice and byproducts are loaded on to delivery vehicle based on
vehicle capacity & order
Mill manager sends invoice copy with quantity details with the
transport vehicle
Rice packets are loaded on to the delivery vehicle based on
vehicle capacity
Vehicle driver collects invoice with quantity details and gate
pass
Vehicle driver collects outward gate pass & shipment details
Delivery is made in partial or full to the location specified
Delivery is made into the mandi warehouse, handling and
delivery charges are added in the bill
CONTRACT/ RETAI L SALE BYPRODUCT SALE EXPORT SALE
Mill managerchecks inventory for
availability
MI LLI NG PROCESS
Payment is received. delivery note & payment receipts are
issued
Commission agent is hired for the mandi sale
Rice sale is made (Levy / CMR) in the mandi
Rice sale is made (Levy / CMR) in the mandi
Payment is received as cheque or cash
Commission is paid to commission agent
Payment is received as cheque or cash
Mill manager mills the quantity of rice to be sold through the
export channel
Rice packets are loaded on to delivery vehicle based on
vehicle capacity
Vehicle driver collects invoice with quantity details, export
forms and gate pass
Rice is delivered to port and bill of lading is sent along with
insurance forms, ARE.1 etc.
Bill of lading copy for mill is collected from the ship
Payment is received as cheque or bank transfer
Not Available
Available
Mill manager receives purchase order for bran, broken(from floor
mills, rava mills), husk etc
Mill manager receives export order from the customer with
quantity details and price
Mill manager decides whether to hire a
commission agent
Yes
No
© Tally Solutions Pvt. Ltd. All Rights Reserved 16 16
Primary Requirement – Mill Sales
Category/Module
Major Requirement Explanation
Mill Sales Open market sale (OMSS)
Managing rice sale at predetermined FCI prices in open market is necessary. The sale price has to be above MSP as per FCI guidelines.Sale of rice and bi-products with rice details in invoice is important.
Disposal of damaged food grains
Damaged rice or paddy is sold through tenders. Sale should be for non-human consumption where minimum reserve price is fixed by state-owned departments and agencies.
Sale to supermarket and other direct channels
Sale of different rice types based on the polish levels, quality and rice grades to super markets and retailers.
Sale through mandi markets
It is necessary to account the sale of rice in mandi market, where same rice can be sold at various rates based on demand and buyer.
Mandi commission agent(broker) reports
It is important to track the expenses/commissions given to broker to see which broker has given maximum sale.
Levy rice sale It is necessary to account levy paid during sales (state specific sale forms like, ST-38 Haryana) for sale of levy rice in open market.
Sale of bags Issuing of packing bags during sale and sale of bags are to be accounted in the system.
Exports Export sale forms Mill needs to fill exports forms (eg: ARE.1) and submit before the sale of excisable food items
Export sale reports Export sales , export delivery note and export sale reports will help mill owner understand the exact costs and profits from exports
© Tally Solutions Pvt. Ltd. All Rights Reserved 17 17
No. Requirements Tally.ERP 9 Customizable
1 Sale of rice based on quality and quality info: Open market sales
Yes
2 Handling multiple brands Yes
3 Printing rice quality and additional product details (Basmati etc.) On sales invoice
Yes
4 Price level creation – quantity based discounts Yes
5 Sales bill with mill details and contact person details Yes
6 Handling cash sales, credit sales, card sales Yes
7 Levy rice management : state specific levy on sale Yes
8 Mandi sales and discounts/bonus adjustments Yes
9 Oil content recording (lab test) from rice bran Yes
10 Sales return handling from super markets/retailers Yes
11 Billing inclusive and exclusive of VAT/CST Yes
12 Commission to mandi agent in market sale Yes
13 Agent-wise sale report Yes
Contd..
Tally.ERP 9 Fitment – Mill Sales
© Tally Solutions Pvt. Ltd. All Rights Reserved 18 18
No. Requirements Tally.ERP 9 Customizable
14 Stock query - alternative product availability while making invoice/delivery (eg: same quality rice, brokens)
Yes
15 Price list of rice: display and print Yes
16 Discount sale of rice: Identifying total discounts given/received
Yes
17 Carrying and forwarding sales (C & F sales) Yes
18 Tracking partial payments, bill references for orders, multiple payments against same bill
Yes
19 Sales register Yes
20 Sales orders book Yes
21 Paddy and rice movement analysis Yes
22 Columnar report - godown wise, branch-wise Yes
23 Delivery report to different locations: warehouse and mill Yes
24 Ageing analysis of receivables and payables Yes
25 Ageing analysis of rice (Inventory tracking) Yes
Tally.ERP 9 Fitment – Mill Sales
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 19 19
No. Requirements Tally.ERP 9 Customizable
26 Physical stock verification: Rice weight tracking (loss of moisture)
Yes
27 Pending sales bills Yes
28 Daily sales report Yes
29 Daily sales return report Yes
30 Stock summary report Yes
31 Daily stock transfer report between mill and warehouse Yes
32 Broken, husk, blower reports Yes
33 Empty bag report Yes
34 Transport register Yes
35 Dharamkanta details (weighment details) Yes
36 Export goods pending at port and reconciliation Yes
Tally.ERP 9 Fitment – Mill Sales
© Tally Solutions Pvt. Ltd. All Rights Reserved 20 20
Rice Mill BusinessOverview
MILL ACCOUNTS
MIS REPORTS
RIC
E SALES
MILL
ADMINISTRATION
PADDY P
URCHASE
SHELLING & PROCESSING
Rice Mill Business – Mill Administration
© Tally Solutions Pvt. Ltd. All Rights Reserved 21 21
Process Flow - Mill Administration
MILL ADMINISTRATION
VEHICLE MANAGEMENT EMPTY BAG HANDLING
Vehicle comes through specific gate for paddy
delivery to mill
Vehicle is loaded with goods (rice and byproducts) for
delivery
Inward gate pass is given after collecting details of
shipment
Vehicle unloads paddy into the warehouse
Outward pass is given after accounting for the
returned goods
Outward gate pass is given after collecting details of
shipment
Transport vehicle delivers paddy bags to mill
Total bags received details are maintained
Rice packing bags are ordered as per order and
inward bag register
GATE PASS INWARDS GATE PASS OUTWARDS
Sales return
Purchase returnInward gate pass is given after collecting details of
returned goods
Outward pass is given based on the reference
inward pass
Yes
NoYes
Inward gate pass is given for the transport vehicle
No
Driver details, capacity of vehicle and trip details are
recorded
Driver details, capacity of vehicle and trip details are
recorded
BAG INWARDS BAG SALE
Transport vehicle delivers rice bags to mandi
Total bags issued details are maintained
Bag sale in market is done with rice sales
Update bags received / bags issued registers
Payment is received for the bag sales and bag count is
adjusted
Bags received registers are updated to reflect the actual
count of bags
Bags issud registers are updated to reflect the actual
count of bags
© Tally Solutions Pvt. Ltd. All Rights Reserved 22 22
Primary Requirement - Mill Administration
Category/Module Major Requirement Explanation
Operations Resource allocation As electricity, labour cost are very high for mill, proper tracking of the costs become important. Also water costs, mill maintenance costs, internal husk consumption are to be accounted for finding exact profit in mill business.
Gate pass system To track the load and vehicles moving in and out of mill, warehouse, gate-pass system keeps check on movement of goods. This is very useful in case of multiple gates, warehouses and mill branches.
Vehicle management Mill owned vehicles or hired transport vehicle details recording and tracking is necessary. Driver details and ability to send automated messages can be very useful.
Administration Rice, paddy varietiesWarehouse Reports
Tracking several rice type like, Basmati, non-Basmati, Grade – A etc. also based on the polishing level, is important.
Daily production reports Analysis of daily operations, costs and profits in a single operations report for the day is useful for mill manager.
Paddy weight Paddy weight tracking along with ageing analysis is very useful as the paddy loses moisture, weight reduction occurs
Insurance policies Tracking of insurances policies for specific order is very useful specifically in case of multiple insurance policies.
Per kg cost tracking Effective cost of milling a kg/ton of rice based on mill usage, whitener usage, silky usage etc. can be identified.
© Tally Solutions Pvt. Ltd. All Rights Reserved 23 23
Tally.ERP 9 Fitment - Mill Administration
No. Requirements Tally.ERP 9 Customizable
1 Shelling contracts and printing Yes
2 Mill energy consumption : electricity, water and maintenance
Yes
3 Gate pass inwards Yes
4 Gate pass outwards Yes
5 Gate pass summary report Yes
6 Vehicle tracking : own and paddy grower’s Yes
7 Vehicle driver details and tracking the goods in transit Yes
8 Rice and paddy bags tracking of different sizes Yes
9 Internal consumption of husk and cost tracking Yes
10 Insurance policies: national and international insurance policies
Yes
11 Daily dispatch reports Yes
12 B1 register : paddy consumption summary Yes
13 Levy management and configuration state-wise Yes
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 24 24
Tally.ERP 9 Fitment - Mill Administration
No. Requirements Tally.ERP 9 Customizable
14 Export reports Yes
15 Per kg cost of rice Yes
16 Per ton cost of rice Yes
17 Item-wise reports :rice, broken, bran, husk Yes
18 Lab report : bran oil content Yes
19 Foreign currency handling in export sales Yes
20 Daily production report Yes
21 Production report item-wise Yes
22 Production report contract-wise Yes
23 Mill supervisory team’s movement register to see the mill activities
Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 25 25
Rice Mill BusinessOverview
MILL ACCOUNTS
MIS REPORTS
RIC
E SALES
MILL
ADMINISTRATION
PADDY P
URCHASE
Rice Mill Business – Accounts and MIS Reports
SHELLING & PROCESSING
© Tally Solutions Pvt. Ltd. All Rights Reserved 26 26
Primary Requirement – Accounts and MIS Reports
Category/Module Major Requirement Explanation
Accounts VAT, CST, Service tax All the statutory requirements need to be met by the mill. Bills should account for all the taxes.
Levy rice accounting State taxes on levy paddy purchase and rice sales should be tracked and state specific forms needs to be filled.
Export forms Rice exports need special forms like ARE.1 and needs to be filled by the mills for exports
Payroll handling Mill employee database, salary, overtime, bonus calculation, PF, ESI etc. has to be maintained.
MIS Reports Mill capacity utilization report
Mill capacity utilization reports are very useful to understand how many shelling orders can be taken and to identify breakeven production limit of month etc.
Paddy conversion reports
Conversion reports help to understand which paddy batch has best conversion rates (eg: 68% rice, 10% bran)
Item-wise profit Item-wise product reports help to identify what rice type has best ROI (Grade-A, Sona masuri, BT etc.)
Mandi market report Mandi reports help to understand mandi operations, agent commissions and total mandi interaction summary
Contract summary report
Summary reports help to understand which contracts were very beneficial for the mill in terms of profit.
© Tally Solutions Pvt. Ltd. All Rights Reserved 27 27
Tally.ERP 9 Fitment – Accounts and MIS Reports
No. Requirements Tally.ERP 9 Customizable
1 Daily receipts and payments Yes
2 Bank reconciliation Yes
3 Branch transfer management Yes
4 Branch sales and purchase management Yes
5 Multiple payment handling Yes
6 Synchronization with ho-branch-outlets Yes
7 Staff attendance handling Yes
8 Salary payments and pay slips Yes
9 Agent commission handling on paddy purchase and rice sales in mandi market
Yes
10 Staff database handling Yes
11 Bonus, incentives management Yes
12 PF forms Yes
13 VAT forms Yes
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 28 28
Tally.ERP 9 Fitment – Accounts and MIS Reports
No. Requirements Tally.ERP 9 Customizable
14 Post dated cheque realization report Yes
15 Branch wise payments and receipts Yes
16 Branch wise sales and purchase Yes
17 Agent-wise mandi sales report Yes
18 Daily sales report – item wise Yes
19 Daily sales report - branch wise Yes
20 Stock summery report Yes
21 Branch wise stock summary Yes
22 Branch transfer report Yes
23 Outstanding receivable and payable Yes
24 Trial balance Yes
25 Remote access Yes
26 Profit and loss account Yes
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 29 29
No. Requirements Tally.ERP 9 Customizable
27 Balance sheet (also schedule VI) Yes
28 Group company Yes
29 Budget setting for the mill Yes
30 Bill-wise profitability Yes
31 Reminder letters , e-mail Yes
32 Multiple payments reports Yes
33 Item wise profitability Yes
34 Ability to send SMS to farmers and agents as reminders for payment
Yes
Tally.ERP 9 Fitment – Accounts and MIS Reports
© Tally Solutions Pvt. Ltd. All Rights Reserved 30 30
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