Objective:
Develop a modular, open-source Frappe application to empower sales teams operating in indirect distribution models. The app should facilitate:
- GPS-based field visit tracking
- Secondary sales order management
- Retail outlet stock monitoring
- Competitor activity logging
- Scheme communication tracking
The ultimate goal is to create a solution that can be adopted and adapted by organizations with similar operational structures.
Deployment Strategy:
Question: Should the solution be integrated within the existing ERP instance or deployed as a separate instance for distributors?
Recommendation:
- Separate ERP Instance for Distributors:
- Advantages:
- Isolates distributor data for security and compliance.
- Simplifies role-based access control.
- Facilitates independent scaling and customization.
- Implementation:
- Each distributor is set up as a separate company within the new ERP instance.
- Field sales users are assigned roles corresponding to their respective distributors.
- Advantages:
Feature Requirements:
1. GPS-Enabled Visit Tracking:
- Functionality:
- Sales representatives can check-in/check-out at retail outlets.
- Automatic capture of GPS coordinates and timestamps.
- Photo upload capability for visit verification.
- Data Captured:
- Outlet details.
- Visit purpose.
- Duration of visit.
2. Secondary Sales Order Management:
- Functionality:
- Creation of sales orders by field representatives on behalf of distributors.
- Linking of orders to specific retail outlets.
- Real-time synchronization with distributor inventory.
- Data Captured:
- Product details (SKU, quantity, price).
- Applicable schemes or discounts.
- Payment terms.
3. Retail Outlet Stock Monitoring:
- Functionality:
- Recording of current stock levels during visits.
- Alerts for low stock or stockouts.
- Data Captured:
- Product-wise stock quantities.
- Shelf space utilization.
- Expiry dates (if applicable).
4. Competitor Activity Logging:
- Functionality:
- Documentation of competitor products and promotions observed during visits.
- Photo uploads for visual evidence.
- Data Captured:
- Competitor product details.
- Pricing information.
- Promotional activities.
5. Scheme Communication Tracking:
- Functionality:
- Recording of schemes or promotions communicated to retailers.
- Feedback or acceptance status from retailers.
- Data Captured:
- Scheme details.
- Retailer responses.
- Follow-up actions.
6. User Roles & Hierarchy Management:
- Functionality:
- Definition of roles such as National Sales Manager (NSM), Zonal Sales Manager (ZSM), Regional Sales Manager (RSM), Area Sales Manager (ASM), Sales Officer (SO), and Sales Representative (SR).
- Role-based access control to ensure data security and relevance.
7. Reporting & Analytics:
- Functionality:
- Dashboards for monitoring sales performance, visit frequency, and stock levels.
- Exportable reports in formats like Excel or PDF.
- Filters for date ranges, regions, and product categories.
Mobile Application Requirements:
- Platform: Android (priority), iOS (optional).
- Features:
- Offline functionality with data synchronization upon connectivity.
- User-friendly interface for quick data entry.
- Notifications for pending tasks or follow-ups.
Integration Capabilities:
- ERP Integration:
- Seamless data exchange with existing ERP systems for inventory and order management.
- Third-Party Tools:
- Potential integration with mapping services for route optimization.
Technical Considerations:
- Framework: Frappe Framework.
- Database: MariaDB or PostgreSQL.
- Hosting: Cloud-based or on-premises, based on organizational preference.
- Security:
- Data encryption in transit and at rest.
- Regular backups and disaster recovery mechanisms.