synapsyinventory

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Supply Chain Management System: components & Automation

This document outlines the software components and their interactions within the Arivu Foods Supply Chain Management (SCM) System. The system is designed to create a seamless, automated workflow between the distributors (Arivu Foods) and Local Retail Stores.

Note: The product-specific details are generalized as the provided website link was not accessible. The logic is based on typical Fast-Moving Consumer Goods (FMCG) categories.

Core System components

The SCM system is built around a collection of specialized software components. Each component is a distinct component with its own set of responsibilities, designed to automate specific tasks and communicate with other components to create an integrated and intelligent system.

1. distributors

This component serves as the primary interface for the Arivu Foods administrator, providing centralized control and a high-level overview of the entire supply chain.

Key Features:

• Master Data Management: Add, update, and manage product information (e.g., SKU, name, description, price, shelf life).
• Retailer Onboarding: Approve or deny registration requests from new local retail stores.
• Promotions Management: Create and broadcast promotional offers, discounts, and bundles to specific or all retail stores.
• System Oversight: Monitor the health and status of all other components and workflows in the system.

2. Retail Store component

This component is the dedicated portal for local retail stores, empowering them to manage their procurement process efficiently.

Key Features:

• Product Catalog: View a real-time catalog of Arivu Foods products, including pricing and current promotions.
• Order Placement: Place new orders, track the status of existing orders (e.g., Pending, Processing, Shipped, Delivered), and view order history.
• Smart Suggestions: Receive AI-driven recommendations for order quantities based on past sales velocity and current stock levels.
• Account Management: Update store information, view invoices, and manage payment details.

3. **Inventory Management **

This is the core component responsible for tracking stock levels across the supply chain, from the main warehouse to individual retail stores.

Key Features:

• Real-Time Tracking: Maintain an accurate, real-time count of product inventory at the central Arivu Foods warehouse.
• Low-Stock Alerts: Automatically trigger alerts to the distributor component when inventory for a product falls below a predefined threshold.
• FEFO Logic: Implement a "First-Expired, First-Out" policy to minimize spoilage by ensuring products with the nearest expiry dates are shipped first.
• Predictive Forecasting: Analyze historical sales data and seasonal trends to predict future demand and suggest optimal stock levels.

4. **Order Management **

This component orchestrates the entire lifecycle of an order, from placement to fulfillment.

Key Features:

• Order Processing: Receive new orders from Retail Store components and validate them.
• Inventory Check: Communicate with the Inventory Management component to confirm stock availability. If stock is insufficient, it notifies the distributor component.
• Status Updates: Automatically update the order status and push notifications to the relevant Retail Store component.
• Fulfillment Coordination: Send confirmed order details to the warehouse for picking, packing, and shipping.

5. **retailer Management **

This component acts as a digital relationship manager for all retail store clients.

Key Features:

• Retailer Database: Maintain a comprehensive database of all local retail stores, including their contact information, order history, and payment terms.
• Segmentation: Group retailers based on criteria like location, order volume, or product preferences for targeted communication and promotions.
• Communication Log: Keep a record of all automated communications (e.g., order confirmations, shipping alerts) sent to each retailer.

6. **Invoice & Billing **

This component automates the entire financial workflow, ensuring timely and accurate billing.

Key Features:

• Automated Invoice Generation: Automatically generate a digital invoice as soon as an order is marked as "Shipped" by the Order Management component.
• Invoice Delivery: Send the invoice to the respective Retail Store component and the distributor component.
• Payment Tracking: Monitor the payment status of all invoices and send automated reminders for upcoming or overdue payments.
• Integration: Seamlessly sync all financial data with accounting software.

7. **Dashboard & Analytics **

This component gathers data from all other components to provide actionable insights through user-specific dashboards.

Key Features for distributor Dashboard:

• Overall Sales Analytics: View sales performance by product, region, and time period (daily, weekly, monthly).
• Inventory Turnover: Track how quickly stock is being sold.
• Order Fulfillment Rate: Monitor the efficiency of the order processing and shipping workflow.
• Top Performing Retailers: Identify the most valuable retail partners.

Key Features for Retail Store Dashboard:

• Personal Order History: Visualize past orders and frequently purchased items.
• Expense Tracking: Summarize total spending over different periods.
• Invoice Status Overview: See a clear list of paid and outstanding invoices.

Automated Workflow: D to Retail Store

The components work in concert to create a fully automated and efficient supply chain loop:

1. A Retail Store component places an order for Arivu Foods products. The component might use smart suggestions to optimize the order quantity.
2. The Order Management component receives the order, immediately checks for stock availability with the Inventory Management component, and confirms the order.
3. The confirmed order is relayed to the warehouse for fulfillment. The Inventory Management component deducts the ordered items from the central stock.
4. Once the warehouse ships the order, the Order Management component updates the status to "Shipped" and notifies the Retail Store component.
5. This status change triggers the Invoice & Billing component to automatically generate and send an invoice to the retail store.
6. Throughout this process, the Dashboard & Analytics component is continuously updated, providing both the distributor and the Retail Store with real-time insights into their respective operations.
7. If stock levels run low at the main warehouse, the Inventory Management component proactively alerts the distributor component to reorder from suppliers, preventing future stockouts.

This component-based architecture ensures a responsive, transparent, and highly automated supply chain management system tailored to the needs of both Arivu Foods and its retail partners.