Arcedges Building India LLP · ERPNext Phase 1 · KTree

Open Questions & Inputs to Collect

The running list from process discovery: department clarifications (A), design-blocking questions (B, with what is already answered), documents still to collect (C), and answers recorded so far (D). Please note anything missing or wrong — that is exactly what we want to discuss.

Arcedges ERP Phase 1 — Open Questions

Running list of clarifications and inputs needed to finalise the design. Items marked ✅ Confirmed are settled; everything else is open for discussion.

A. Process clarifications

A1. Job document review at handover — checklist vs review format

PMC’s flow chart shows one step, “Job Document Review”, but two formats carry that title:

To confirm with PMC:

  1. Are both filled for every job, and in what order — is the checklist a precondition for the review, or one sitting?
  2. In the “Job Document Review → not okay → back to Sales” branch, what triggers not okay — a missing document, a NOT SAME mismatch, or either?
  3. Who signs off that the review passed, and does anything downstream formally wait on it today?
  4. When a NOT SAME is found — who resolves it, how is the resolution recorded, and is the review re-issued as a revision?
  5. For the system: one combined handover review, or two gated steps?

A2. Subcontracting model — ✅ Confirmed

Both models exist — Arcedges-material + subcontractor-labour, and vendor-supplied-material. The system will carry both flows (scope modules 09/10).

A3. Production report formats (F-PRO-01…11 and PHI)

All twelve formats are daily, shift-wise registers keyed on Job No · Job Card No · Part Mark · Qty · Unit Weight · Total Weight. To confirm with Production:

1. Abbreviations - What does RFP stand for in F-PRO-06 “RFP / Handing Over Report”? - What does PHI mean in “PHI Report”? (Its header shows format number F-PRO-02 — please confirm the correct number too.)

2. Report ↔︎ stage mapping - The route is cutting → fit-up → welding → blasting → painting, but the reports are named Cutting (01), Built-Up (02), Fabrication (03), Finishing (04), RFP (06), Painting (07). - Which report records which stage? For example: is Built-Up = fit-up, Fabrication = welding, Finishing = grinding/blasting? - Where are NDT results and final inspection recorded?

3. Handing over - F-PRO-05 (anchor bolts / sag rods / flange braces / cleats), 06 and 07 are titled “Handing Over” reports. - Is each one a custody transfer between sections (and finally to dispatch)? Who signs on each side?

4. How they are filled - Paper on the floor and re-typed later, or Excel directly? - Per shift, per bay, per unit? Do all three units use the same formats?

5. Traceability records - F-PRO-10 (plate: heat no → job → part mark) and F-PRO-11 (coil: coil no / type / RAL → job → part mark) are the heat-number-to-part link the batch design depends on. - Are they filled at cutting time, by whom, and how consistently? Are they reconciled against mill test certificates?

6. Purlin and sheeting lines - F-PRO-08 and 09 capture thickness / length / GSM / RAL per part. - Are these separate production lines (a separate unit)? Do they follow the same job-card structure as structural members, or run directly off the coil?

7. Volume and reconciliation - Roughly how many rows per day per report? - Is anyone reconciling these reports against job cards or the monthly dispatch plan (plan vs actual) today?

Why it matters: each row in these registers becomes a job-card stage entry in the system — the answers decide the operation list and what gets scanned versus typed.

B. Design-blocking questions

  1. Payment milestone terms — advance %, against dispatch, on erection, retention, BG, LD clauses. Do terms vary by client or is there a standard? This is the most critical pending item — the dispatch-against-payment gate cannot be configured without it.
  2. Mixed-material billing rule — when one fabricated item consumes material belonging to two different client PO lines (e.g. plate + pipe), which line is it billed against, and how is the variance reported?
  3. 97% design release — ✅ Confirmed: will be built as a configurable design-release factor on BOM weight vs order weight.
  4. Subcontractor compliance model — third-party agency, or absorbing key workers onto own payroll?
  5. Three units — ✅ Confirmed: one legal entity, three sites — modelled as branches/warehouses of one company; internal transfers only.
  6. ±3% tonnage tolerance — ✅ Confirmed (partly): uniform ±3% as the standard; configured as default with per-contract override. Still open: who is authorised to override the cumulative bridge-weight warning.
  7. Shop-floor contractors — handled as subcontracting with material issue/receipt, or as per-ton service cost against the job card?
  8. Hosting — ✅ Confirmed: self-hosted cloud VPS, KTree-managed.
  9. Cutover — ✅ Confirmed: jobs live in the current system run to completion there; only new jobs start in ERPNext.

C. Documents still to collect (highest value first)

  1. Complete job files — every document for 2–4 real jobs, same job number throughout: one delivered, one in flight, one corporate line-item PO, one multi-building/multi-phase.
  2. Filled documents, not blank templates — native Excel with formulas: costing sheet, TS with revisions R0–Rn, TML v1–vn, multi-level BOM export, MDP for the last 3 months.
  3. Departments yet to send inputs: Design, Stores, QC, Dispatch, Finance, Projects/Site, PPC.
  4. Other priority items: part-mark→PO-line mapping (or confirmation none exists), authority matrix, lead-time master, raw material stock statement, supplier master with data, subcontract work orders (both models) with rate annexure, subcontractor capacity/load/schedule-vs-actual, MTC+GRN traceability samples, three real job cards, dispatch clearance checklist, MVR format with completed samples, phase/lot definition for one job, scrap sale invoices/register, batch traceability requirement, customer master, open order book, stock-accuracy assessment, and the buy rule (how order quantities are decided against a shortfall).

D. Confirmed so far