ERP FOR ENGINEERING MANUFACTURING COMPANIES

No. 26

Newsletter

12 July 2025

  Tip

You can now group your dashboards in two ways: by Module or by Group. To switch between them, click the 4-square icon above the dashboards on the right.

 

  Did you know?

OurSys has the provision to select colour themes for each user. The colour themes are in both white as well as dark modes. Dark modes not only reduce the strain on the eye but also reduce the power consumption by the screen. You can also use themes to distinguish between Real & Practice modes or to distinguish between multiple companies.

  Best Practice

Purchase department must use the RFQ and Comparison chart feature of OurSys to compare at least 3 supplier quotations. This should become the basis of purchase. The comparison chart also shows previous quotations and automatically picks past quotations of suppliers whose quotation validity is still available.

 

  Understanding Reports

Report Name Material with Supplier Report
Where to find it OutSourcing >> Reports >> Material with Supplier Report
Who should use this Stores, Production, Finance
What frequency to check: Monthly
Filters for the report Supplier, Item, Pending since, Percent of material pending

Screenshot of the Report

Report showing Delivery Note / Challan wise details of how much material was sent and how much is the pending balance and since when

Report showing Delivery Note / Challan wise details of how much material was sent and how much is the pending balance and since when

This report can be filtered in multiple ways.

This report can be filtered in multiple ways.

Information in the report & how to use it:

  • This is an important report as it gives a list of material pending with the outsourcing supplier. Many times, only urgent material is followed up and other material is forgotten. There is a penalty under the GST Act if the material sent for outsourcing is not returned within one year.
  • This report can be seen Supplier wise and also filtered by the days since the material is pending.
  • Sometimes, a very small insignificant percent of material is seen as pending. This could be due to various factors and this material typically will never come back. This report also helps to short-close such challan. A caution here is that, only insignificant percentages should be short closed and hence only responsible people must have access to this report.

 

  Notification

  • Since the launch of Forums, over 100 discussion threads are now available! To explore them, simply click the "i" icon next to your login and select Forums.

  • We are highly excited that we are about to release "DIY Reports" in the next version. There are Do it Yourself reports which open super quick and are available in Tabular, Cards (for a better view on mobiles) and Kanban formats.

  • Recently it was found that some customers were not taking daily backups of the OurSys database. Please ensure that database backup of OurSys is done daily. Also ensure that the size of the backup is slightly more than the previous backup.

  • Club OurSys has been designed to help users to work more effectively by using OurSys in a better way and to share industry specific knowledge. If you have not registered yet, please register today.

 

  What's new

  • Integration with WhatsApp is now available in OurSys. You can send documents like Invoice as well along with the message.
  • We have enhanced the user access management, allowing administrators to define specific rights for users. This enables control over who can make amendments to transactions such as Sales, Purchase and Design.
  • In the Cost Estimation feature, in case of multiple sources for items, users can now select whether they want to base it on Purchase or Production cost.
  • OurSys has now introduced a provision where the Item Master drawing file is automatically sent along with the Supplier RFQ

  Article

Machine Maintenance: A Core of Productive Machine Shop Operations

In any machine shop, machine maintenance is at the core of sustained productivity. Timely and disciplined preventive maintenance ensures higher machine uptime, directly contributing to better throughput and efficiency. This not only guarantees on-time deliveries to customers but also plays a crucial role in enhancing customer satisfaction, improving customer ratings, and ultimately boosting overall business turnover.

Read the full article

 

  Case Study

Using "Lot validation for minimum quantity" setting

Customer Introduction:

This customer is into precision machined components such as tube fittings and valves

Problem / Goal:

Upon running the MRP program, OurSys used to allocate the raw material lot to a job purely on the FIFO basis without checking the minimum size requirement. Example: If the cutting length required was 100 mm and the first lot did not have 100 mm, it still allocated that lot partially and then took the balance from the next lot by FIFO. But this created errors in the requirement as the pieces smaller than 100 mm were useless.

The Solution:

We introduced a setting in the MRP to validate the minimum size of the lot. This ensured that lots of smaller size were not allocated and the actual shortfall could be calculated.

The Result / Benefits:

This solved the error in calculating the shortfall and the company started using the MRP this bringing in all the benefits of the MRP program. (Read this article for know the benefits of MRP system)