Case Studies

Integrace provides solutions in the Orthopaedic & gynaecology space focusing on musculoskeletal disorders, pain management, bone & joint disorders, women’s nutrition & pregnancy. Some of Integrace’s popular brands in India include Esoz, Bon K2, Collasmart, Lizolid, etc. Integrace’s head office is in Mumbai, India and has multiple regional offices spread across the country.

There were some challenges that Integrace was facing in its day to day operations as explained below:

• GRN Upload: For purchasing of all the Finished Goods in the system, it was necessary to build an upload utility considering the volume of data. This could also further eliminate any user error while posting a GRN transaction.
• Batch Price: The major challenge in Integrace was to manage the pricing while posting sales transactions. As Integrace being a pharmaceutical company, the price varies from distributor to distributor as per the margins maintained. Calculation of the price was based on MRP of the product which was set in batch details of the product. With the FEFO (First Expiry First Out) method for dispatching stock, the unit price in sales transactions has to be derived based on margins set and MRP of the shipped goods.
• D2D Upload: Integrace was only into Distributor selling. These distributors were spread over entire Indian markets and covered the complete geography of India. In some cases if there is a shortage of a product for one distributor and the same product is excessively available in stock for another distributor, then there is a movement of material from one Distributor to another. These transactions had to be uploaded automatically in the system.
• LR Update: The delivery document was created automatically from the Batch Price Add-on present in the system. The dispatch details of the material needed to be entered in the transactions after dispatch is complete. An automated process was required for this update.
• IBIS Integration: All Distributors were using IBIS software for maintaining stocks of products at their end. It was mandatory to keep updating IBIS software for maintaining proper stock numbers. An Integration link was needed between SAP and IBIS for periodic automatic update. This integration was for pushing all sales and D2D transactions into IBIS for their respective distributors.
• Sample and Promo Upload Utility: Post large volume of sample and promo input details in SAP B1 system with lesser time and effort using upload utility provided in prescribed excel format. The requirement was only for Issuing sample and promo items to sales employees, the details are maintained in excel file which is prepared by users at the warehouse. The file is uploaded in SAP B1 to generate the delivery note as per sales employee.
• Report Export to FTP: Execute report from SAP B1 in a predefined format on a specific date and upload the report on FTP folder and also on Local drive. This was also required to avoid manual intervention. Below reports were required to be automatically stored:
  Gforce Sample data upload
  Cancelled Invoice Report,
  GRN Details report-Batch Master, BatchPrice with multiple States, GRN Report Header, GRN Report Item Level.
• AP Upload Utility and AR Credit Note Upload Utility: Similar to other excel utilities created for the creation of documents in SAP through excel file, there was also a necessity of creating bulk AP Invoice and AR Credit Note in systems.

The client needed a customized solution for all requirement stated above. Utilities and Add-ons were developed to accomplished all the challenges of the client.

• A complete new utility was developed for uploading GRN in the system. A provision was created for a selection of file and viewing all its details on a customized screen in SAP. Validating and adding the transaction will automatically create a GRPO in the system. The MRP of the SKU is also updated in the batch details of the transaction, this MRP is further used for calculation of selling price to the Distributor.
• An add-on was developed for meeting the requirement of Batch Price Management in the system. Customized from was created which defines Retailer, Stockist and Distributors margins for each customer. Based on these margins Unit Price was calculated backwards considering the MRP present in the batch details of Item. The delivery document was automatically created for selected Sales Order and batches were selected based on FEFO (First Expired First Out). The unit price was derived based on the batch selected for the items while the creation of the Delivery document.
• An Excel Upload utility was created for posting transactions with the shipment of goods from Distributor to Distributor. Materials are received from the Distributor through Purchase documents. Purchase Order, GRPO and A/P Invoice is created for the Distributor who is sending goods. Sales Order, Delivery and A/R Invoice is created for the receiving distributor. The material movement was done in a system using a Dropship warehouse where physical material did not arrive at Integrace warehouse but directly moved from one distributor to another. Recalculation of price was a necessity as there may be chances of different margins set to both distributors.
• The utility was created for uploading the LR Details directly from an excel file. These details contain dispatch information like the LR No, vehicle number, etc. Delivery document numbers were present in the excel file for uploading. The LR details were automatically updated in the Logistic Tab details of the Delivery transaction. If an A/R Invoice is followed by the Delivery document, the LR details were also uploaded in the Invoice document.
• Integration between SAP and IBIS was achieved through batch file method. SAP Business One would create a batch file and upload the files on the FTP folder of IBIS. With specified formats decided by the IBIS vendor, the files were created and uploaded periodically. These files were later considered for posting transactions in IBIS software.
• An Excel upload utility was created which directly creates a Delivery document in the system. The customer will be Integrace for all the Deliveries that are created. Ship to Address of Delivery will change concerning the Sales Employee present in the excel.
• The requirement of exporting reports daily and storing them at FTP folder and the local drive was accomplished by the creation of a service. This service will be running in the background similarly as any other windows service and will push the data into the specified path on scheduled date and time. The log file was maintained for the status of files uploaded. If file generation fails for some reason, the user can check the status by viewing the log file.
• The requirement of exporting reports daily and storing them at FTP folder and the local drive was accomplished by the creation of a service. This service will be running in the background similarly as any other windows service and will push the data into the specified path on scheduled date and time. The log file was maintained for the status of files uploaded. If file generation fails for some reason, the user can check the status by viewing the log file.