Interest Group CEO's Blog

Lubna Shariff
04/02/2026 08:47 AM
Lubna Shariff

Assignments, Reminders and Events in Tuhund

In any organisation, work happens in many different ways. Some work is planned in advance. Some work happens because someone is responsible for it. Some work happens suddenly when a customer or vendor contacts you. Tuhund is designed to handle all of this clearly and consistently.

To do this, Tuhund uses three distinct but connected concepts: assignments, reminders and events. Each one represents a different aspect of work. Together, they form a complete and accurate picture of responsibility, planning and execution.

Assignments

Assignments define responsibility.

An assignment in Tuhund means that a person or a team is responsible for something. It does not matter whether the work is planned or unplanned. It does not matter whether it involves a customer or not. The assignment simply establishes ownership.

What an assignment represents

  • A person or role is accountable

  • The work can be internal or external

  • The work can be linked to a business record or be completely standalone

  • Progress and completion can be tracked

Assignments can be created by users or automatically by the system.

Common examples

  • A service request assigned to an engineer or a team

  • An approval task assigned to a manager

  • A system generated task from a workflow

  • A personal operational task created by a user

A service request itself is an assignment. Even though many interactions may happen during its life, responsibility always stays with the assigned person or team.

Assignments run in parallel with reminders and events. They do not replace them.

Reminders

Reminders define planned interactions.

Reminders in Tuhund represent work that is planned to happen in the future. They are not simple alerts. They are structured plans that are visible across the system.

What a reminder represents

  • A future interaction is planned

  • The interaction involves a customer, vendor or agent

  • The interaction is linked to a clear business context

Key characteristics

  • Always linked to a customer, vendor or agent

  • Associated with business records such as

    • Meetings and enquiries

    • Quotations, proforma invoices and sales orders

    • Commercial invoices and collections

    • Service requests, installations and CRM activities

  • Visible on calendars, home pages and dashboards

  • Triggers alerts and notifications

  • Represents intent and preparation

Reminders help users organise their future work and ensure that important interactions are not forgotten.

Events

Events define what was actually done.

Events in Tuhund are records of completed work. This includes both digital and physical activities.

What an event represents

  • A completed interaction with a customer, vendor or agent

  • Physical activities such as

    • Visiting a customer site or factory

    • Performing inspections or installations

    • Handing over documents, samples or materials

    • Collecting items, signatures or payments

  • Meetings, calls and detailed discussions

Events capture reality, not intention.

Key characteristics

  • Can be created from a reminder after execution

  • Can also be created directly without any reminder

  • Always linked to a customer, vendor or agent

  • Stores detailed notes, outcomes and observations

  • Supports metadata, attachments, images and documents

  • Fully integrated with Tuhund’s expense claims management

  • Allows travel, accommodation, meals and other expenses to be recorded

  • Does not trigger alerts

Events form the permanent and auditable record of work done.

Expense claims and events

A critical design principle in Tuhund is that expense claims are always linked to events.

When work involves travel or out of pocket spending, those costs are recorded against the exact event where the work happened. This ensures that:

  • Expenses are tied to real activity

  • Claims are linked to the correct customer or job

  • Approvals are clear and contextual

  • Reporting is accurate and auditable

This makes Tuhund’s expense management both strong and trustworthy.

Planned and unplanned work

Tuhund supports both planned and reactive work.

Planned work

A reminder is created for a customer visit.
The visit happens as planned.
The reminder is executed and becomes an event.
Expenses and documentation are recorded.
The event may create the next reminder.

Unplanned work

A customer calls without notice.
A visit or detailed discussion follows.
No reminder existed beforehand.
An event is created directly.
Expenses and records are still captured.

Unplanned work is common and is treated as first class activity in Tuhund.

A continuous and cyclic workflow

In many sales and service scenarios, work repeats until a larger objective is completed.

In Tuhund:

  • Reminders represent planned interactions

  • Events represent completed interactions

  • Events can create new reminders

  • This cycle continues until the parent work is finished

This is common in sales follow ups, negotiations, installations and service delivery.

How everything fits together

Assignments define who is responsible.
Reminders define what is planned.
Events define what was actually done and what it cost.

Each concept has a clear meaning and a clear boundary.

Why this matters

With this design, Tuhund provides absolute clarity to both humans and the system itself.

People clearly understand responsibility, plans and execution.
The system clearly understands intent, action and outcome.

This clarity enables reliable automation, predictable workflows and accurate reporting. It forms a strong foundation for system driven intelligence and AI.

Very few ERP systems in the world have achieved this level of conceptual clarity. Tuhund is one of them.

This is what allows Tuhund to move beyond recording transactions and into understanding, guiding and improving real business operations.

#responsibility #automatically #installation #notification #documentation #organisation #interactions #negotiation #intelligence #transactions #assignments #consistency #schedule #plan #calendar #dashboard
Shoukath Ali
22/01/2026 05:35 PM
Shoukath Ali

Excel upload in Tuhund: purpose, limits and correct usage

Tuhund supports Excel upload as a controlled convenience feature, not as a replacement for normal system driven work. This distinction is fundamental to how the system preserves accuracy, accountability and operational discipline.

Excel upload exists to accelerate specific tasks where data already exists in structured form. It does not represent how work is intended to be performed inside Tuhund.

1. Excel is a data entry accelerator, not a business process

Regular work in Tuhund enforces

  • validations at every step

  • real time calculations

  • permissions and role checks

  • workflow and approval sequencing

  • audit trail creation

Excel upload bypasses the interactive process layer and injects data at a defined entry point. For this reason, it cannot and must not replace daily transactional work. If Excel were used as a primary interface, the system would lose its ability to control, validate and explain transactions.

Excel is therefore positioned as a helper, not a workflow.

2. Where Excel upload is available and widely used

Excel upload is enabled only in functions where its use is safe, logical and does not weaken downstream controls. In most cases, this means pre approval, non transactional or reference stage data.

Bulk enquiry entry

Enquiries are non financial and non stock affecting.

Excel upload is widely used when enquiries are received from exhibitions, distributors or marketing campaigns or during data migration.

The system remains safe because

  • no commitment is created

  • validations and duplicate checks still apply

  • workflows only begin after enquiry creation

Excel accelerates intake without bypassing any business logic.

Bulk lead creation

Leads represent potential business, not confirmed activity.

Excel upload is commonly used for

  • marketing sourced lead lists

  • imports from external CRMs

  • legacy system transitions

Safety is maintained because

  • leads remain inactive until worked inside Tuhund

  • assignment, ownership and status changes follow normal rules

  • conversion to enquiry or opportunity requires system actions

Excel speeds up onboarding while sales discipline remains intact.

Purchase order items before purchase order approval

Before approval, a purchase order is only a draft.

Excel upload is used when

  • vendors provide quotations in spreadsheet form

  • large BOM based orders are prepared

  • multiple pricing scenarios are consolidated

System integrity is protected because

  • approval is mandatory

  • taxes, totals and pricing are recalculated by the system

  • budget and permission checks occur at approval

Excel helps preparation, approval protects the system.

Sales order items before approval

Unapproved sales orders do not allocate stock or recognise revenue.

Excel upload is useful when

  • customers submit orders in Excel

  • large repeat orders are placed

  • contract pricing is applied in bulk

Controls remain intact because

  • validations re run after upload

  • credit limits and pricing rules apply at approval

  • dispatch and invoicing remain locked

Excel improves speed, approval enforces control.

Bulk entry of contact forms

Contacts are reference data.

Excel upload is widely used for

  • trade fair and exhibition data

  • website form exports

  • third party database imports

It is safe because

  • there is no financial or stock impact

  • duplicates and mandatory fields are validated

  • contacts only become active through user action

Excel reduces clerical effort without system risk.

Attendance upload (temporary or exceptional use)

Attendance data may originate outside the system.

Excel upload is allowed

  • before biometric or device integration

  • during device failure

  • for exceptional historical correction

Strict controls apply because

  • uploads are role restricted and time bound

  • verification or approval is required

  • payroll and compliance logic still runs normally

Excel acts as a bridge, not a workflow.

3. Why Excel cannot replace regular work

Many core Tuhund functions depend on live system state such as

  • current stock levels

  • batch and serial rules

  • costing and valuation timing

  • approval hierarchies

  • inter module dependencies

Excel contains static values. It cannot react to real time conditions. Allowing Excel as a substitute would lead to incorrect valuations, broken stock integrity and silent rule violations.

For this reason, Excel upload is disabled wherever system state and cascading effects are critical.

4. Auditability, security and accountability

Regular transactions in Tuhund automatically generate

  • timestamps

  • user attribution

  • traceable references

  • system derived values

Excel files are external artefacts. Overuse would weaken audit trails, blur responsibility and increase reconciliation effort. Excel upload is therefore restricted to areas where accountability remains clear and verifiable.

5. Design principle summary

Excel upload in Tuhund follows a consistent rule set

  • it is optional, never mandatory

  • it is allowed only where misuse cannot damage system integrity

  • it is commonly enabled before approvals, never after

  • it complements workflows, it does not replace them

In short, Tuhund is a process driven ERP, not a spreadsheet driven system. Excel is supported to improve efficiency but control, validation and governance always remain inside the system.

#accountability #responsibility #reconciliation #transactional #calculations #transactions #consolidated #recalculated #verification #dependencies #auditability #convenience #replacement #distinction #data
Irfan Mustafa Qazi
02/01/2026 08:20 PM
Irfan Mustafa Qazi

Integrity Is a Feature: The Tuhund Approach to Financial Systems

Just Because Tuhund Can Do Something Does Not Mean It Should

Modern ERP systems are powerful. Tuhund is powerful.

It can automate, adjust, recompute, back-date, revalue and reclassify almost anything. But power without restraint is dangerous. The responsibility of an ERP is not to do everything it can, but to do only what is correct, defensible and sustainable for the customer.

This distinction becomes critical when financial statements, inventory valuation, taxation and statutory compliance are involved.

ERP systems are not neutral tools

An ERP is not a spreadsheet.
It is not an accounting workaround engine.
It is a system of record.

Every process allowed inside an ERP implicitly becomes a recommended practice. If a system enables routine adjustments to Profit & Loss or Balance Sheet, it is not offering flexibility. It is institutionalising poor discipline.

Once such behaviour becomes normalised, it is extremely difficult to reverse and the long-term cost is always higher than the short-term convenience.

Financial statements are outcomes, not tuning knobs

Profit & Loss and Balance Sheet are legal and statutory outcomes of business activity. They are not instruments for continuous correction.

If a regular business process requires:

  • post-facto inventory revaluation

  • retroactive cost adjustments

  • repeated journal entries to align numbers

then the issue is not accounting.
The issue is process design.

Fixing numbers after the fact does not fix the business. It only masks issues until they surface during audits, tax scrutiny or regulatory reviews.

Freight, landed cost and where the line must be drawn

There is no disagreement that freight and transportation form part of the economic cost of procurement.

However, accounting disciplines exist for a reason.

  • If freight is part of the purchase invoice or known before goods are stocked, it can be capitalised.

  • If freight invoices arrive after goods are stocked, they must be treated as expenses in the period they are received.

Anything beyond this introduces avoidable risk.

Trying to push post-facto freight into inventory value results in:

  • retroactive stock valuation changes

  • period mismatches

  • distorted margins

  • weakened audit trails

This is precisely why cost accounting exists separately from financial accounting.

Management insight does not require financial distortion

A common argument is that without capitalising all costs into inventory, management will not see the true cost.

That argument is flawed.

Tuhund fully supports:

  • landed cost analysis

  • cost of procurement reporting

  • product and batch level cost visibility

  • margin analysis with allocated logistics costs

All of this is available without altering financial valuation.

Cost insight belongs in management and cost accounting.
Statutory truth belongs in financial accounting.

Conflating the two helps no one.

The GST and ITC reality cannot be ignored

Post-facto capitalisation of freight creates a serious compliance mismatch.

Under GST:

  • Freight invoices are declared in the period they are received.

  • ITC is claimed in that same period.

  • GST returns expect a corresponding expense or asset recognition.

If freight is capitalised into inventory instead of being expensed:

  • GST shows expense and ITC

  • Financial books show neither in that period

For material values, this divergence is visible and measurable. It increases scrutiny risk and weakens the company’s defence during audits.

An ERP should reduce compliance risk, not manufacture it.

Preponing tax liability makes no business sense

There is another consequence that is often overlooked. This approach prepones tax liability without any commercial benefit.

When freight or overhead costs are capitalised into inventory instead of being expensed:

  • profit is overstated in the current period

  • tax liability increases earlier than necessary

  • cash flow is unnecessarily impacted

There may be inventory that is sold or consumed months or even years later. By deferring expense recognition, the business ends up paying tax today on costs that relate to revenue far in the future.

In simple terms:

You are paying tax now for something that has not yet created value.

No rational business does this voluntarily unless required by law.

This is not conservative accounting. It is inefficient accounting.

Procurement valuation and manufacturing valuation are not comparable

Another argument often raised is that manufacturing inventory absorbs value over time, so procurement inventory should behave similarly.

This comparison is incorrect.

Manufacturing inventory

In manufacturing:

  • value is added continuously through labour, overhead and processing

  • work-in-progress naturally accumulates cost over time

  • valuation reflects real transformation of goods

This is correct and expected.

Procurement inventory

In procurement:

  • the value is fixed at the point of receipt

  • there is no transformation after stocking

  • later invoices do not change the nature or value of the goods

Adding costs later does not represent value addition. It represents delayed documentation.

Delayed paperwork does not justify retroactive valuation.

Just because Tuhund can do it does not mean it should

Yes, Tuhund can:

  • reopen closed periods

  • revalue stock retroactively

  • recompute historical margins

  • auto-adjust Profit & Loss and Balance Sheet

But enabling these as routine business processes would be professionally irresponsible.

Our obligation is not to say yes to every request.
Our obligation is to protect the customer’s long-term interests.

Short-term convenience often becomes long-term liability.

The role of Chartered Accountants and system designers

Chartered Accountants are essential partners, not adversaries. But roles must be respected.

  • Accountants validate financial outcomes.

  • ERP systems enforce operational discipline.

  • Cost accounting explains economics.

  • Financial accounting records facts.

When adjustments become the default solution, it usually indicates that upstream processes are being avoided rather than fixed.

Accounting should complement systems, not compensate for them.

Tuhund does not cook data. Tuhund does not hallucinate.

Tuhund is not designed to manufacture numbers.
It does not cook data.
It does not hallucinate outcomes.

Every figure produced by Tuhund is traceable to an actual transaction, an actual document or an actual event.

Even predictions and forecasts are grounded in historical data, observed patterns and real operational behaviour. There are no artificial adjustments to make reports look right and no synthetic logic to compensate for broken processes.

Predictions are not guesses.
Forecasts are not assumptions.
Insights are not post-facto corrections.

They are derived from what actually happened.

Integrity over illusion

Systems that allow frequent adjustments slowly lose credibility. Over time, users stop trusting reports because they no longer know what reflects reality and what reflects correction.

Tuhund takes the opposite approach.

If the data looks wrong, the system does not fix the numbers.
It forces the conversation back to the process.

This discipline ensures that:

  • financial reports remain defensible

  • audits remain clean

  • compliance remains intact

  • management decisions are based on reality, not reconciliation

Insight built on distorted data is not insight. It is illusion.

Tuhund’s position is deliberate and principled

Tuhund will always support:

  • compliance-safe designs

  • audit-friendly processes

  • clear separation between statutory and management accounting

  • transparency over cosmetic correctness

What it will not support:

  • routine alteration of financial statements

  • retroactive stock valuation changes

  • designs that introduce GST, audit or tax exposure

  • adjustment-first thinking

This is not rigidity. This is responsibility.

In conclusion

An ERP is a long-term commitment. Decisions made today shape behaviour for years.

Tuhund chooses restraint over recklessness, discipline over convenience and correctness over cleverness.

Because just because a system can do something does not mean it should.

And when it comes to financial integrity, doing less is often doing what is right.

#reconciliation #responsibility #sustainability #transparency #accountability #balance-sheet #calculation #consistency #consolidation #ifrs #inventory #transaction #valuation #taxation #statutory #compliance
Shoukath Ali
23/12/2025 08:10 AM
Shoukath Ali

Resource Request Module in Tuhund

Where the recruitment journey truly begins

In most organisations, recruitment does not begin with a job post. It begins much earlier, at the point where a department realises the need for an additional resource. Tuhund addresses this critical but often loosely managed stage through its Resource Request Module, a dedicated submodule within the Recruitment module.

This module ensures that every hiring requirement is structured, traceable, approved and auditable from the very first step.

Who can raise a resource request

Any department head or authorised user with the required access rights can raise a resource request. This flexibility allows organisations to decentralise demand creation while still maintaining complete governance through system driven approvals.

The person raising the request can clearly define the need without being forced to finalise recruitment decisions upfront.

What information can be specified

While raising a resource request, the requester can specify:

  • Purpose of hiring

  • Required attributes such as skills, experience, location or role expectations

  • Number of candidates required

The requester may or may not specify:

  • Type of hiring such as permanent, contractual or temporary

  • Recommended salary range

This optionality is deliberate. In many organisations, salary structure, hiring model and final role definition are refined later in consultation with HR and management.

All relevant supporting documents can be attached directly to the request, ensuring context is never lost during approvals.

Structured approval workflow

Once submitted, the request enters a preliminary HR approval stage.

During this stage, HR staff can:

  • Validate and update all relevant details

  • Refine role attributes

  • Adjust or confirm salary ranges if required

  • Update the number of candidates approved

This is the last stage where edits are permitted.

After HR pre approval, the request moves through subsequent approvals which may include functional approval, management approval and budget approval depending on organisational policy.

Approvers at this stage can only:

  • Approve

  • Reject with reasons

No data modification is allowed beyond this point, preserving audit integrity.

Query based approvals and iterative clarification

Tuhund recognises that approvals are not always binary.

An approver can raise a query instead of approving or rejecting. This allows clarification, discussion and justification to happen without breaking the workflow. These discussions may go through several rounds before a final decision is taken.

If a request is rejected, it flows back to the pre approval stage. At this point, the request can either be modified or taken up for further discussion with the rejecting authority.

From request to job position in one click

Once fully approved, the resource request can be elevated to a job position with a single click.

At this stage, the system can automatically:

  • Create a job position

  • Publish it on the organisation’s public career portal

  • Post it to configured job portals

While the job position workflow is outside the scope of this article, it is important to note that the entire recruitment trail begins at the moment the resource need is raised, not when resumes start arriving.

Part of a larger recruitment ecosystem

The Resource Request Module is a submodule of Tuhund’s Recruitment module, designed to support different operational models.

1. Hiring for your own organisation

You use both the Resource Request Module and the Recruitment Module end to end, from internal approval to onboarding.

2. Outsourcing recruitment to agencies

You use the Resource Request Module internally. Instead of elevating the request to a job position, the approved request is forwarded to recruitment partners. This can be done through hard copies, automated emails or APIs.

3. You are a recruitment agency

In this case, you may not use the Resource Request Module at all. Job requirements come directly as job profiles, either entered manually or received through APIs. Recruitment then starts directly from the job position stage.

Why this matters

By formalising the resource request stage, Tuhund ensures:

  • Clear justification for every hire

  • Budget alignment before recruitment begins

  • Zero ambiguity during audits

  • Complete traceability from demand to deployment

Most importantly, it ensures that recruitment is driven by organisational need, not ad hoc urgency.

#decentralise #expectations #consultation #requirements #traceability #recruitment #flexibility #hr #human resource #budget #job #reporting #api
Irfan Mustafa Qazi
09/12/2025 06:01 PM
Irfan Mustafa Qazi

Why ERP Implementation Should Never Be Driven by Accounts

When an organisation decides to implement an ERP system the Accounts department is usually the first to take interest. They manage compliance, taxation and reporting so they expect to lead the project. Although finance is a major stakeholder and beneficiary, placing Accounts in the driver’s seat is one of the main reasons ERP implementations fail.

ERP is not a finance tool. It is a complete business platform that connects every department and every flow of work. When the project is run by Accounts alone the result often looks perfect only in the balance sheet while operations suffer daily.

Below are the primary reasons why ERP should never be driven by Accounts.

ERP covers the entire business not only finance

ERP connects sales, procurement, production, inventory, logistics, human resources and more. The goal is to make work faster, visible and well controlled across departments. If Accounts dictates the design, decisions become focused only on vouchers entries and audits, while real operational needs get compromised.

Operations create the data that finance consumes

Accounting entries are the outcome of business processes. Goods are purchased, received and consumed long before any journal is posted. If the workflows are designed only to suit Accounts the operational teams start working outside the system to get things done. This results in missing information and inaccurate reports which is exactly what ERP is meant to solve.

ERP success is measured in operational improvement

A successful ERP reduces errors, cuts stock, improves delivery performance and increases customer satisfaction. These benefits come from operational excellence, not from matching debit and credit. When Accounts drives the project, the focus shifts to reports instead of results.

Financial controls without balance reduce efficiency

Finance teams are trained to minimise risk and enforce strict validations. Controls are essential but taken too far they slow down daily tasks and create bottlenecks. Users then find shortcuts outside the system which leads to poor compliance and even higher risk than before.

Management accounting and financial accounting serve different purposes

Financial accounting provides statutory reporting. Management accounting supports business decisions. These two sets of figures are not meant to match because they measure different outcomes. ERP often provides multiple views of the same dataset for different needs. When Accounts tries to force every report to match the balance sheet the organisation loses visibility required for planning and operations. Teams then manually build separate reports outside the ERP which defeats its purpose.

When the expertise is not accounting but a software product

A bigger challenge arises when finance staff are not highly proficient in accounting principles but are experts in a specific legacy accounting software. They try to recreate that old system inside the ERP. Anything that looks different is rejected even if it is more advanced, more compliant or more efficient. The project then stops being a transformation and turns into a costly duplication of outdated workflows.

ERP transformation requires organisation wide leadership

ERP changes how the entire business works. It must align with strategy and long term growth goals. The real owners of the project should be senior management supported by a cross functional steering committee. Accounts must play a vital role but not a dominating one. Process owners from each department must lead the redesign of their workflows with finance ensuring accuracy and legal compliance.

Conclusion

ERP implementation is a journey that upgrades the way the whole business operates. When it is driven only by Accounts it may keep the books clean but the business remains broken. When it is led by informed management with equal participation from all departments ERP becomes a platform for growth efficiency and better decision making.

Finance benefits more when ERP is done right. The system should empower Accounts not be controlled by it.

#implementation #transformation #participation #organisation #stakeholders #procurement #department #information #improvement #performance #accountability #administrators
Lubna Shariff
09/12/2025 08:16 AM
Lubna Shariff

Designing an ERP Interface for Speed and Productivity

ERP is a business investment. It is paid for by the company owners who expect performance, accuracy and efficiency. The interface of a modern ERP must reflect this reality. The goal is not to entertain the users. It is to help them finish their work faster with fewer errors.

A clean, modern layout creates confidence yet the true value lies in how the interface supports day to day operations. Every button, color and placement should help users reach information with minimum clicks. The interface becomes a silent partner that removes friction from processes.

Bright and distinct colors have an important role. They draw attention to what matters most. They help employees instantly identify status, warnings and success actions. When colors match the company’s brand, logos and graphics, the system feels like a natural part of the organisation rather than an external tool. This sense of belonging encourages adoption without compromising usability.

The look and feel must always serve efficiency. Smooth navigation, clear data visibility and intelligent grouping of functions are the pillars of a purposeful design. A user should never waste time searching for a field or struggling to understand a screen. Productivity is the ultimate measure of design.

Owners want faster workflows, higher accuracy and quicker ROI. An ERP interface that speeds up tasks delivers real results. When design supports operations, work becomes easier, decisions become faster and the whole organisation benefits.

Modern ERP design is not decoration. It is a strategic advantage.

Evolution Through Real World Feedback

The current interface of Tuhund did not appear on day one. It has evolved over years through real world usage and continuous refinement. The most valuable feedback always comes from the people who use the system every day. Their input reflects genuine needs driven by productivity, timing and operational pressure. Feedback from prospects is helpful too because they evaluate the system with an intention to use it. The least relevant feedback comes from anyone who will never operate the ERP in a working environment.

One of the biggest design shifts happened about ten years ago. At that time the interface included more graphics and aesthetic elements. A long term customer questioned this approach and asked why we were wasting an expensive piece of real estate. To him every pixel on the screen had a cost because it affected speed focus and clarity. His words changed how we viewed design. The outcome was a cleaner interface with more room for information that users actually need to complete tasks faster.

This philosophy continues to guide Tuhund. The interface must always respect the value of screen space. It must show what matters at the right moment without distraction. When feedback comes from active users it becomes a powerful tool that keeps improving usability and performance.

Flexible and Configurable by Design

While Tuhund focuses strongly on function and clarity, it does not ignore personalisation. The interface is configurable and can be adapted to match different corporate identities or user preferences. The primary control comes from the master stylesheet which allows sweeping changes to fonts, colors and overall styling. Organisations can align the ERP with their brand so that the system feels like a part of their internal environment.

Custom graphics can also be placed at selected points. This is useful for companies that want their interface to carry department icons, product category images or branding visuals that support recognition and ease of use. Even end users have the freedom to adjust certain parts of the layout based on their work style.

This flexibility ensures that improvement never stops. A single interface design cannot suit every business equally. Tuhund allows companies to refine the appearance while keeping the functional core efficient. The result is a system that remains practical yet is able to reflect the individuality of the organisation that runs it.

When Focus on Interface Becomes a Red Flag

Tuhund is a mammoth system. It cannot be compared with small tools that handle one task or show only a few screens. It manages huge volumes of data spread across departments, processes and operational layers. The real strength is how this data is presented at the right places with clarity and purpose. Even when information is large in volume it remains vivid, useful and connected to real decisions.

In the ERP world substance matters more than surface. When a prospect places too much attention on the interface in the early stages it often signals a shallow understanding of what an ERP actually represents. ERP is a backbone for operations. It handles crm, finance, inventory, procurement, production, sales, compliance and much more. The interface is a means to efficiency, not the core value.

This focus can raise a concern. The question is no longer about colours or styling. It becomes about how difficult the implementation might be for that organisation. If the concern is appearance rather than process improvement, data accuracy or operational control, then the challenges ahead are clear. ERP success depends on willingness to embrace transformation. A company that focuses on looks before it focuses on results may not be ready for the scale and impact that Tuhund delivers.

A powerful ERP is judged by how it improves work. Tuhund proves its value in performance, speed and insight, not in superficial comparisons with limited systems that exist only to look good.

#personalisation #organisation #customisation #productivity #configurable #performance #information #intelligent #operational #environment #preferences #recognition #flexibility #improvement #investment
Irfan Mustafa Qazi
04/12/2025 08:47 AM
Irfan Mustafa Qazi

The philosophy behind Tuhund: Real world structure real world truth

Most traditional ERP systems reduce business reality into a web of ledgers. A person becomes a ledger, a product becomes a ledger and a customer becomes a ledger entry. These systems shape the business around accounting design instead of shaping accounting around how business actually happens.​

Tuhund is built on a different principle: it mirrors real life. In Tuhund, a person is a person, a company is a company, a product is a product, and inventory is inventory. Their identity does not change just because their role changes; what changes is the relationship or transaction, not the entity itself.​

Identity first accounting: The Tuhund way

Identity First Accounting in Tuhund means the system starts from “who” and “what” actually exist in your business and only then derives the accounting impact. When a company acts as a customer today and as a vendor tomorrow, the system preserves one consistent identity with multiple roles instead of only fragmenting them into separate ledgers. This keeps financial impact tightly coupled with real-world events, rather than forcing operations to fit an abstract chart of accounts.​

By modelling real entities first, Tuhund lets accounting reflect the business, not dictate it. This significantly improves traceability across modules like sales, inventory, services and accounting, all of which work on the same shared entities instead of isolated sub-ledgers.​

Always answering who, why, when, how, where

For everything in the system, Tuhund clearly answers who did it, why it happened, when it occurred, how it was executed and where it took place. Actions such as approvals, document changes, stock movements and financial postings carry this full context, making every record self-explanatory instead of cryptic.​

This rich context transforms data from bare numbers into a narrative of business activity. Teams can quickly reconstruct the story behind a transaction, resolve disputes faster and audit processes without guesswork or manual cross-checking.​

Holistic tracking around every entity

Tuhund keeps track of all communication, tasks and events related to every entity, whether that entity is a person, a company, a product or a project. Emails, calls, follow-ups, tickets and internal tasks can all be associated with the same underlying identity, giving a 360-degree view across CRM, services and operations.​

It also keeps a record of both tangible and intangible expenses connected to entities and processes. Direct costs like purchases and service charges, as well as scheduled or recurring expenses and other operational outlays. Wherever these expenses have an effect, Tuhund reflects them automatically, so cost, value and profit trails remain clear from source to final impact.​

Accounting that follows reality

Because identities stay stable and roles are layered on top, Tuhund can generate ledgers, sub-ledgers, and financial statements without compromising real-world structure. Cost centers, receivables, payables and asset records are all driven from the same underlying entities, ensuring that financial views remain consistent with operational reality.​

Value vs Cost Price in Tuhund

Two financial views for one real stock item

In Tuhund every inventory item carries two independent financial figures:

1. Value

This is the legally recognised value of stock for financial accounting.

  • Used for balance sheet reporting

  • Audited and regulated

  • Changes only through formal stock revaluation

  • Revaluation usually requires proper authority or external audit approval

Value exists because statutory reporting demands a fixed, trackable and verifiable number that represents what the organisation owns on paper.

2. Cost Price

This is the real economic cost of getting that stock into inventory.

  • Supplier invoice price

  • Plus freight, packaging, handling, duties, unclaimable taxes, insurance, inspections, warehousing and internal movements

  • Keeps adjusting as additional related expenses are posted

  • Used for profitability, pricing decisions and management accounting

Cost price exists because business reality requires knowing the true cost of acquiring and preparing the product for sale or use.

Why both are necessary

Purpose Value Cost Price
Legally compliant stock reporting ✔ ✘
Management analysis ✘ ✔
PNL through changes in inventory ✔ ✘
Margin and pricing ✘ ✔
Audit requirement ✔ ✘

Financial accounting and management accounting have different needs. Tuhund supports both without compromising either.

Simple logic

Value tells auditors and regulators
Cost price tells business owners and managers

Tuhund keeps these separate so that:

  • Compliance stays clean

  • Profitability stays accurate

The result is an ERP where accounting follows what actually happened, instead of operations bending to suit accounting workarounds. This is the core of Tuhund’s Identity First Accounting: a system that sees your business the way you do and then turns that truth into accurate, automated financials.​

#accounting #automatic #calculation #compliance #consistency #cost #decision-makers #expense #finance #ifrs #inventory #products #profitability #relationships #reliability #reporting #stock #transparency
Irfan Mustafa Qazi
25/11/2025 07:09 PM
Irfan Mustafa Qazi

The Power of Simple Language in Consulting

In consulting the real goal is to make people understand your ideas, not to show how much you know. Many professionals use complicated words and heavy technical terms because it sounds impressive. It may work in a classroom or at a conference but it does not help when you are guiding a client who needs clarity, not complexity.

Simple language builds trust. When you explain something in a way that anyone can follow, the client feels confident that you understand the problem and that your solution will work. Clear communication avoids misunderstandings, saves time and makes decisions faster.

Consultants deal with people from different backgrounds. Some have deep technical knowledge, others do not. If your message is buried under jargon, you lose the attention of the very people you want to help. When your language is clear, your ideas reach everyone including decision makers who may not know the technical details.

The Real Challenge of Keeping It Simple

Using simple language sounds easy but in real consulting work it is not always straightforward. Many times you know the perfect word for what you want to say but you avoid it because you feel the client may not understand it. The alternative is to replace that one precise word with a full sentence or even a few sentences. This takes more time and can interrupt the flow of the discussion.

This is the real challenge. Consultants cannot depend on complicated words because they risk losing the audience. At the same time they cannot oversimplify everything because then the message becomes long or unclear. The skill lies in finding the balance between being accurate and being easy to understand.

Good consultants do this all the time. They choose simple words when possible, explain difficult terms when needed and avoid anything that might confuse the listener. The goal is not to remove complexity from the subject. The goal is to present the complexity in a way that keeps everyone on the same page.

Using Local Language to Build a Connection

There is another aspect of communication that often makes a big difference. Simple language, blended with a couple of local words, especially during the ice breaker, helps create an instant connection. It makes the audience more comfortable and shows that you are not trying to speak above them. This small effort often builds trust faster than any formal introduction.

There have been times when I have deliberately used a pronunciation that is considered wrong because the correct one would have sounded strange or too foreign to the people in the room. This is particularly true when talking to factory staff or other ground level employees. For them communication is not about perfect grammar or textbook pronunciation. It is about feeling understood and included.

Consultants who pay attention to these details communicate better. A slightly imperfect word that feels familiar can be more effective than a perfect one that feels distant. It shows respect for the audience. It shows that you understand their environment and you are speaking to them, not at them.

Communication That Works for Everyone

Simple language is not a sign of weak knowledge. In fact it shows mastery. When you truly understand a subject you can explain it in a way that even a non expert can follow.

At Tuhund we see this every day. ERP projects involve processes, operations and data. These topics can easily become complex but our focus is always on clarity. When explanations are simple and relatable, clients understand what is happening, what to expect and why a particular approach is the right one.

In the end effective consulting is not about sounding sophisticated. It is about making sure the message reaches every person in the room, from senior management to factory floor staff. When your communication is clear, direct and relatable, the entire project benefits.

#professionals #communication #pronunciation #sophisticated #simple #explanation #consultant #capability #erp deployment #erp implementation #erp partners
Irfan Mustafa Qazi
20/11/2025 04:29 PM
Irfan Mustafa Qazi

Why Clean, Decision-Free Data Is Essential for Successful ERP Implementation

One of the most underestimated challenges in ERP implementation is not the software, not the configuration and not the project plan. It is the quality of the data provided by the customer. Many organisations hand over raw spreadsheets, incomplete records or unstructured data and expect the ERP team to sort it out. This leads to delays, rework and serious integrity issues across the system.

ERP implementations succeed only when the input data is clean, structured and free of interpretation. The data entry team must never guess, calculate, or make decisions. They must only enter what is already final.

This article explains why.

Customers often dump raw and unclean data

During implementation, customers typically supply data extracted from legacy systems, old files or manual registers. These files usually contain:

  • missing values

  • inconsistent codes

  • duplicated records

  • mixed formats

  • obsolete entries

  • internal notes or incomplete information

Such raw data cannot be entered directly into an ERP system. It requires clarification, correction and standardisation, which the vendor team cannot guess or interpret.

Human interpretation always creates errors

If data entry operators are expected to interpret or decide between conflicting values, errors become inevitable. Each operator understands things differently. When they try to figure out field meanings, correct mismatched units or interpret abbreviations, the data becomes inconsistent.

ERP systems rely on structured data. If the structure is compromised at the beginning, every module suffers. Inventory, finance, CRM, procurement and production all depend on correct masters.

Raw data slows down the entire project

Unclean data causes repeated cycles of:

  • cross-checking

  • clarifying doubts

  • seeking approvals

  • correcting entries

  • fixing problems after uploading

This delays migration and pushes timelines forward. Clean data reduces rework and keeps the implementation on schedule.

Data entry becomes inefficient when logic is required

Data entry is efficient only when operators:

  • type exactly what is in the sheet

  • select predefined values

  • follow a straightforward checklist

If they are required to take decisions, calculate values or resolve ambiguities, productivity drops and error rates increase. ERP projects suffer because uploads that should take hours end up taking days or weeks.

Training becomes complicated when data is unclear

When the data is unclear, the vendor must train operators to understand business rules rather than simply entering values. This increases training time and introduces inconsistencies. Clean and ready-to-enter data simplifies training for everyone involved.

The customer’s internal team holds the real knowledge

This is one of the most important points.

Customer-side resources know far more about their data than what appears in their files. They understand practical realities that are never documented, such as:

  • informal naming conventions

  • exceptions in processes

  • special handling rules

  • legacy short forms

  • inactive or merged accounts

  • old practices still in use

  • manual adjustments done over years

ERP vendor resources do not have this domain knowledge. They cannot correctly interpret gaps or conflicting data. When they try, they are effectively working in the dark.

Interpretation must be done by the customer-side team, because they are the only ones who fully understand the business context.

Incorrect interpretation creates long-term damage

If wrong decisions are made at the data entry stage, the consequences last long after go-live:

  • corrupted master records

  • inaccurate reports

  • wrong balances

  • incorrect stock

  • broken pricing

  • unreliable automation

Fixing these issues later is time-consuming and expensive. It often requires data clean-ups, adjustments or re-migration.

The safest approach is simple: data must be clean and final before it reaches the data entry team.

Data entry is not a substitute for business knowledge

Data entry operators are trained to enter data accurately, not to understand your industry or internal policies. Asking them to interpret or resolve ambiguous information is unfair and leads to mistakes.

Business knowledge belongs to the customer’s team. Data entry should only reflect what has already been decided.

Conclusion

A successful ERP implementation depends on data that is:

  • complete

  • clean

  • structured

  • consistent

  • free of interpretation

Customers must invest time in preparing data properly before handing it over for entry. Vendors must insist on clarity to avoid working blindly and making assumptions.

An ERP system is only as strong as the data fed into it. Clean, decision-free data ensures smooth implementation, reliable outputs and long-term success.

#implementation #standardisation #interpretation #configuration #organisation #spreadsheets #structured #productivity #consistency #data #automatic #templates #support #trial-and-error #transparent
Lubna Shariff
10/11/2025 11:00 AM
Lubna Shariff

Why Scalability Matters: The Hidden Cost of Choosing a System That Cannot Grow with Your Business

Every business starts somewhere. In the early days, simplicity feels like the right choice. A small team, limited processes, single location operations and straightforward reporting needs do not call for a sophisticated system. Entry-level ERPs and lightweight cloud applications appear to solve the problem well enough. They are quick to set up, easy to learn and seem affordable.

However, business is not static. Growth is never just an increase in numbers. As organisations expand, complexity increases across every dimension. Processes diversify, supply chains extend, customer expectations mature and financial oversight becomes more critical. A business that scales must evolve in its operational backbone. The ERP that was chosen when the company was small must now support an organisation that is larger, faster and more connected.

It is here that the difference between a system designed for growth and a system designed for small operations becomes visible.

The Silent Threshold

Most organisations do not realise they have outgrown their ERP until symptoms begin to appear:

  • Increasing manual workarounds

  • Heavy dependence on spreadsheets outside the system

  • Delays in decision-making

  • Difficulty synchronising information across locations

  • Reporting that requires exporting, merging and re-calculation

  • Frequent errors in financial consolidation

  • Frustration among managers who cannot get the clarity they need

These are not just operational inconveniences. They are signals. They indicate that the system no longer represents the business. In other words, the organisation has already moved ahead but the system has not.

The Hidden Cost of Staying Small

A common belief is that upgrading to a more capable ERP is expensive. But the truth is rarely about the price of software itself. The real cost lies in what happens when the business operates on a system that cannot scale.

Some of those hidden costs include:

  • Time lost in manual corrections

  • Errors that require rework

  • Opportunity cost due to slow decisions

  • Inefficiencies that become accepted as “normal”

  • Revenue leakage from lack of control

  • Stress, miscommunication and internal friction

When these are added together, the cost of staying with a limited system is always higher than the cost of moving to the right one. The difference is that the first cost is silent, spread out and often unnoticed until impact is clear.

Scalability Is Not Just Capacity

When we speak about scalability, we are not referring to whether a system can store more transactions or support more users. Any software can do that by simply adding servers.

Scalability in ERP means something deeper:

  • Architecture that supports process complexity

  • Flexible workflows that adapt to business rules

  • Multi-branch, multi-country and multi-currency alignment

  • Audit trails that maintain financial integrity

  • Role-based controls that scale with organisational hierarchy

  • Dashboards and reports that reflect reality in real time

A system built for small organisations cannot simply “add” these capabilities later. They are foundational elements of the platform’s design.

The Turning Point

The turning point for most businesses comes when:

  • They expand to a second or third location

  • They begin managing multiple warehouses or production stages

  • Financial accuracy becomes a governance priority

  • They introduce new product lines or pricing strategies

  • Customer service expectations increase

At this stage, leaders often notice that the ERP is becoming a bottleneck instead of an enabler.

This is where a scalable ERP changes everything.

The Value of a System Designed for Growth

A scalable ERP provides:

Capability Business Impact
Centralised data structure Single source of truth
Configurable workflows System adapts as business evolves
Real-time reporting and analytics Faster, confident decision-making
Strong financial and audit controls Governance and accountability
Seamless multi-branch operations Uniform process discipline across locations
Role-based access control Security aligned to organisational structure

The result is clarity, speed and control. Leaders can focus on growth instead of firefighting.

A Thoughtful Decision

Choosing an ERP should not be seen as a technology purchase. It is a strategic investment in how the business will operate, scale and compete in the years to come. The decision is not about what the business is today, but what it is becoming.

A system that cannot grow will eventually hold the business back.
A system designed for scale will support and accelerate growth.

Your business deserves a foundation that moves with it, not against it.

#accountability #sophisticated #consolidation #applications #expectations #organisation #spreadsheets #transactions #architecture
Irfan Mustafa Qazi
08/11/2025 11:36 PM
Irfan Mustafa Qazi

When Your Business Outgrows Entry-Level Cloud ERPs

Many organisations begin their digital journey with lightweight and modular cloud systems. These platforms are easy to adopt, quick to deploy and helpful when processes are simple. They support the shift away from paperwork and bring initial structure to operations. For an early stage business, this can feel adequate.

However, as an organisation grows, its operations become more layered and interconnected. New branches open, product lines expand, teams increase, and responsibilities become distributed. What once worked smoothly now begins to show strain. The business no longer requires just data entry. It requires coordination, accountability, clarity and real-time oversight.

This is the stage where many organisations realise they have outgrown entry-level ERP systems.

Signals That Your Current System Is No Longer Keeping Up

The signs appear gradually, often in day-to-day work:

1. More spreadsheets begin to appear
Teams create Excel sheets to track information the system cannot capture.

2. The same data is entered multiple times
Sales, stores and accounts teams retype information, increasing errors and delays.

3. Approvals happen outside the system
Decisions move to WhatsApp, phone calls and email instead of structured workflows.

4. Reports require manual assembly
Data exists, but it is not connected. Management waits for someone to prepare and interpret it.

5. Operational depth feels limited
The system cannot handle layered costing, branch controls, job orders, service workflows or advanced pricing logic.

Individually, these challenges appear manageable. Together, they signal that the system has reached its natural limit.

The Illusion of Low Cost

Entry-level cloud ERPs often appear inexpensive. Subscription plans seem affordable and onboarding appears simple. However, the true cost of a business system is not its licence fee. The real cost lies in the internal effort required to keep the organisation running when the system cannot handle operational complexity.

When workflows, costing logic, approvals or branch controls are missing, teams fill the gaps manually. Over time, this leads to:

  • Additional administrative staffing

  • Repeated data entry across departments

  • Slow decision-making due to missing real-time visibility

  • Costly reconciliations at the end of each month

  • Dependency on individuals who “know how things work”

  • Difficulty onboarding new employees

The business ends up paying for inefficiency in time, effort and operational drag.
What initially felt “cheaper” becomes the most expensive way to run the organisation.

How Workarounds Increase the Real Cost of Business Operations

Each workaround feels small. Yet combined, they slow down processes, reduce accountability and limit the organisation’s ability to scale. Growth begins to create stress instead of strength. Mistakes become more frequent and more expensive. Operational clarity is lost.

When processes rely on personal memory rather than system logic, the business becomes fragile.

What a Mature ERP Must Provide

At a certain stage, an organisation needs more than a collection of tools. It needs a business operating system.

A mature ERP should deliver:

  • A single source of truth across all departments

  • Automated workflows that eliminate manual follow-ups

  • Branch, warehouse or project level control with transparency

  • Accurate costing and financial intelligence in real time

  • Process depth that reflects how the business actually operates

  • Accountability reinforced through system design

This foundation enables consistent decision-making, predictable operations and sustainable growth.

How Tuhund Supports the Next Stage of Growth

Tuhund is designed for organisations that have moved beyond basic structure and now require integrated control over operations. It connects data, responsibilities, approvals and financial intelligence into one coherent system. Teams no longer need to maintain parallel sheets, repeat data entry or manage workflows through informal channels. Processes run uniformly. Leadership receives real-time clarity. Finance operates with confidence. Operations scale without stress.

The organisation becomes stronger, faster and more resilient.

The Turning Point

If your teams are relying on spreadsheets, external communication for approvals or repetitive data entry, hidden operational costs have already begun to accumulate. The business is paying more through internal effort than it ever saved on licensing.

This is not a failure. It is a milestone.

It means your organisation has grown.

It is ready for a system built for scale rather than survival.

It is ready for Tuhund.

#interconnected #administrative #communication #organisation #coordination #spreadsheets #inefficiency #transparency #intelligence #accountability #growth
Riya Sood
25/09/2025 08:42 AM
Riya Sood

Expense Claims Management in Tuhund: Accuracy, Speed and Accountability

Managing expense claims can be one of the most challenging tasks for organisations. Without the right system it becomes slow, error-prone and frustrating. Tuhund ERP solves this problem with a powerful Expense Claims Management Module that automates the process, ensures accountability and delivers accurate data to both management accounting and financial accounting.

Why Tuhund Expense Claims Module is essential

End-to-end automation

Tuhund automates the entire expense claim journey; from raising a claim to approvals and final posting in accounts. There is no manual paperwork or duplication. Claims move seamlessly through workflows saving time and preventing errors.

Built-in approval workflows

Expense claims often need multiple levels of authorisation. Tuhund manages this automatically according to company policies. Line managers, department heads or finance controllers can approve or reject claims instantly with complete visibility and audit trails.

Attachments and images

Receipts, bills or any supporting documents can be uploaded directly with the claim. Users can even capture images from mobile devices. This makes reimbursements fast and reliable with no misplaced papers.

Claims should be raised by the person who incurs the expense

In Tuhund, an expense claim can be raised not only by employees but also by vendors, customers, agents, dealers, partners or any authorised party linked to the system. While accounts can add claims later, this practice is discouraged. The best results come when the person incurring the expense raises the claim directly because:

  • Details and purpose are captured accurately

  • Proof is attached immediately

  • Claims enter approval workflows without delay

  • Expenses are linked correctly to quotations, enquiries, invoices, purchases, products, vendors and customers

  • Accountability remains clear with a digital trail

Seamless integration with financial accounting

Approved claims automatically update the correct ledgers in financial accounting. This ensures accurate bookkeeping, compliance and tax reporting without additional effort from finance teams.

Strong link with management accounting

Unlike stand-alone systems Tuhund connects expense claims with the core business cycle. Every claim can be mapped to quotations, enquiries, invoices, purchases, products, vendors and customers. Most importantly, Tuhund gives you a true view of per-customer profitability by combining out-of-pocket expenses with the cost of time spent on that customer. Time is converted to financial value using your configured cost of time, so profitability reflects real effort not just payments. You always know how much you are earning from each customer after factoring travel, incidentals, support time and project hours, which drives better pricing, SLA design and account strategy.

Tight integration with Advance Requests

Tuhund also offers an Advance Requests Module for anticipated or planned expenses like travel, projects or events. Anyone linked to the system can request funds in advance. Once the expense claim is submitted it is automatically linked and reconciled with the advance. This avoids duplication, ensures accountability and tracks utilisation of funds end-to-end.

Dedicated analytical reports

In addition to hundreds of reports in financial and management accounting, the Expense Claims Module offers its own analytical reports at the claim level. These provide insights into:

  • Expense patterns by project or department

  • Recurring claims and trends

  • Vendor, customer or agent related claims

  • Outstanding advances and settlements

  • Policy compliance and exceptions

This helps management identify leakages, enforce discipline and improve cost control with clear, actionable data.

The complete cycle of expense management

With Tuhund ERP, expense management is not just about reimbursements. It covers the full cycle of planning expenses through advance requests, recording claims by the actual claimant, automating approvals, attaching supporting proof, linking to the right business transactions and customers, updating accounts automatically and generating analytical insights.

For organisations that value speed, accuracy and financial control, Tuhund’s Expense Claims Management Module is not optional. It is an essential tool that strengthens compliance, reduces overheads and ensures every penny spent is fully accounted for.

#accountability #reimbursements #authorisation #automatically #profitability #transactions #duplication #control #attachments #integration #expense #cost #claims #bills #documents
Irfan Mustafa Qazi
14/09/2025 12:36 PM
Irfan Mustafa Qazi

The Myth of Profit: Why 100% Margin Can Still Mean a Loss

You buy something for 100 and sell it for 200. On paper you are delighted with a 100% profit. In reality, you may already be running into a loss, not just on this transaction but on the customer, the vendor or even the market segment as a whole.

The problem is simple. Businesses often look at selling price minus purchase price and call that profit. But in a real business environment, cost is far more complex. Let us look at where the illusion of profit disappears.

Hidden Sales Costs

Your sales team did not just send a quote and collect the order. They visited the customer five times, spent 20 hours in total and claimed travel and other expenses. Where did you factor in that?

If you value a salesperson's time even conservatively at 500 per hour, 20 hours adds up to 10,000. Add the travel reimbursements and incidental expenses. This "profitable" deal already looks very different.

Transactional & Operational Costs

The landed cost of a product is rarely just the vendor's invoice. In the 100 to 200 example, you paid 100 per unit but also spent:

  • 10 on commissions

  • 20 on transport

  • 20 on labour for loading and unloading

The actual cost is now 150, not 100. That 100% profit has already dropped to 33%. And we have not yet looked at after-sales obligations.

Customer Support Overheads

Most businesses provide support long after the sale. Warranty handling, site visits, training and troubleshooting all require manpower. Over two to three years, your team will spend hours and resources on this customer.

If each visit costs 5,000 and you make three visits, you have lost another 15,000. Where did you factor that in your profit calculation?

Financial & Credit Costs

A sale is not complete when goods leave your store. It is complete only when the customer pays. If payment is delayed for months, the cost of blocked capital and interest burden falls on you.

Even a three-month delay can eat 6 to 7% of your margin if financed through bank credit. If you borrow to pay your suppliers while waiting for customer payment, the cost multiplies. Add the cost of storage when goods are lying unpaid in your books.

Vendor & Market Dependencies

Profitability is also tied to vendor reliability and market stability. If your vendor delays delivery, you may end up with excess storage cost. If the market price shifts while you wait for payment, your apparent profit can vanish.

Selling at 200 might look like a win, but if the market drops to 180 while your money is still stuck, you effectively lost money despite selling "at a profit".

Profit is More Than a Price Difference

The point is clear. Profit is not what you get when you subtract purchase price from selling price. Real profit is what remains after you calculate:

  • Sales effort cost

  • Commissions and operational cost

  • Transport and labour cost

  • Support and warranty obligations

  • Finance and credit cost

  • Vendor and market risks

Unless you capture these in your system, you are only looking at margin, not profit.

When Financial Accounting Masquerades as Management Accounting

This problem worsens when financial accountants start doing management accounting. Financial accounting and management accounting are two different disciplines.

In financial accounting, the primary objective is compliance and reporting. Expenses and incomes are booked under different heads based on standards, taxation rules and the requirements of financial institutions. The profit and loss statement you file is designed to meet those external obligations.

Management accounting, on the other hand, is about internal decision-making. It answers questions like:

  • Are we really making money on this customer?

  • Which products are bleeding despite good margins on paper?

  • What is the true cost of serving a market?

When compliance-focused financial data is mistaken for management insight, businesses often miss the real story. They see a healthy P&L but continue to lose money on customers, vendors or entire market segments.

The Problem with Aggregates

Financial accountants are also least interested in the drill down. If product A and product B together show a profit, they are satisfied. It is not their responsibility to check if product B is actually dragging the numbers down.

From a management perspective, this can be dangerous. If product B is discontinued, product A may show even higher profitability. But without drill down, that insight never emerges. Management ends up subsidising loss-making products or customers simply because the aggregate picture looks fine.

The Blind Spot of Opportunity Cost

In financial accounting, loss of opportunity cost is less relevant simply because you cannot post it directly to the books of accounts. If you have borrowed money and are paying interest, that will reflect clearly in the P&L.

However, management accounting has a wider lens. It considers the finance cost even if the money is your own. Capital tied up in stock, delayed receivables or underutilised assets carries an opportunity cost. That money could have earned returns elsewhere.

Ignoring this cost creates a false sense of security. On paper, the business may appear profitable, but in reality it is earning less than it could or should. Management decisions that ignore opportunity cost are often the ones that lead to stagnation or decline.

Static Financial Value vs Living Cost Price

In Tuhund, every report that is not strictly for financial accounting, such as Balance Sheet and P&L, clearly shows both the financial cost and the actual cost to procure.

The financial cost reflects the static value posted to the books of accounts. Once recorded, it cannot be touched, except for genuine corrections made before finalisation of the balance sheet for that period. This is necessary for compliance and consistency.

The cost price, on the other hand, is a living figure. It is calculated at the level of each individual unit. You might have bought the same product a month ago with lower overhead costs, and today with higher expenses. Tuhund records the complete cost trail for each piece.

For price planning, Tuhund recommends the latest cost value but it does not limit you to that. Management can choose which cost basis to apply. A temporary dip in expenses does not have to distort long-term pricing strategy, and a sudden spike can be analysed without overreacting.

This granular approach means management does not just see an "average cost," it sees the precise cost of each unit with the flexibility to plan prices strategically rather than reactively.

Time as a Cost Factor

One of the biggest hidden costs in business is time. Every visit, every call, every hour of support is not free, it is a cost.

Tuhund takes this into account by converting time spent into financial figures, recording every minute and valuing it according to CTC (Cost to Company).

In Tuhund there is a distinction between actual CTC and true CTC:

  • Actual CTC reflects what the company is directly paying, salary, allowances, contributions and benefits.

  • True CTC goes further. It captures the real worth of a person's time, including intangible costs like infrastructure, systems and overheads. For business owners and key people, this becomes even more important. Just because they take a smaller amount as compensation when the business is not generating enough money does not mean their time is worth only that much. True CTC values their time at its actual worth, not at the reduced salary they draw.

By valuing time in this way, Tuhund ensures management sees the real cost of every sales visit, every support ticket and every decision-making hour. Profitability is no longer distorted by ignoring the human effort behind transactions.

How Tuhund Bridges the Gap

Tuhund recognises this difference. It does not stop at financial accounting compliance. It extends into management accounting by capturing all relevant costs, linking them to transactions and giving management a transparent picture of true profitability.

It enables managers to go beyond aggregates. Every product, customer and vendor can be analysed individually, with costs and revenues tied to the exact transaction. You can drill down to see whether a single product is eroding margins, whether a customer is unprofitable despite large order volumes or whether a vendor relationship is costing more than it contributes.

Tuhund also allows you to simulate and measure financial impact beyond statutory accounting. It highlights the burden of delayed receivables, blocked stock or slow-moving products not just in terms of book entries but in terms of real finance cost, including opportunity cost.

This ensures that management sees the whole picture: not only the compliance-driven financial statements but also the true economic profitability of the business.

Conclusion

Profit is not a number you assume. It is a number you calculate. If you rely only on purchase price vs selling price, you may be looking at an illusion. If you rely only on financial accounts, you may be looking at compliance, not management insight.

True profitability comes only when you consider the full picture: hidden sales costs, operational expenses, after-sales overheads, finance cost, vendor and market risks, opportunity cost of capital and the value of time.

Tuhund ensures you capture all these dimensions so you always know your real profit, per transaction, per product, per customer, per vendor and per market.

#accounting #balance-sheet #calculation #cfo #commission #competitive #compliance #cost #expense #finance #forecasting #gaap #ifrs #inefficiency #management #margin #procurement #product #purchase #risk #stock #tax #traceability #transaction
Irfan Mustafa Qazi
11/09/2025 07:32 PM
Irfan Mustafa Qazi

AI will not replace ERP — it will supercharge it

ERP vendors are not asleep on AI. Serious platforms have been weaving AI into planning, forecasting, control and user experience. AI will not replace a real ERP. It will replace small tools that masquerade as ERP, while making true ERPs faster, smarter and safer.

The myth: "AI will kill ERP"

The claim pops up every few days. A shiny demo shows a chatbot answering a question about stock or margin, then someone concludes, “Who needs ERP?” What those demos skip is everything that makes ERP valuable in the first place: trusted data models, auditable workflows, financial discipline, compliance, and end-to-end process control across sales, purchasing, inventory, production, service and finance.

AI can summarise, predict and recommend. ERP executes, records and proves. One is an accelerant, the other is the engine.

Why ERP remains the system of record

  • Authoritative data: ERP maintains a single source of truth that can be audited end to end

  • Governed processes: Approvals, segregation of duties and compliance are built into ERP flows

  • Financial rigour: Real-time postings, reconciliations and statutory outputs are native to ERP

  • Scale and reliability: High volumes, multi-company, multi-currency and cross-border operations

AI sitting outside this core cannot guarantee integrity. AI inside ERP can enhance it without breaking the chain of trust.

What AI actually changes inside ERP

Practical, high-impact areas where AI adds real leverage:

  1. Forecasts that learn
    Demand, supply and cash-flow forecasts that adapt to seasonality, promotions and lead times rather than static averages.

  2. Anomaly and risk detection
    Spotting price leaks, suspicious discounts, duplicate vendors, erroneous costs and outlier transactions before they become losses.

  3. Natural language access
    Ask “Why did service response time slip in July?” and get an answer tied to live data, drillable to the document level.

  4. Document automation
    Extracting structured data from invoices, POs, delivery notes and certificates, then validating it against masters and rules.

  5. Adaptive workflows
    Routing approvals by risk score, past vendor behaviour or deal size instead of one-size-fits-all chains.

  6. Recommendations in the flow
    Next-best-offer, parts compatibility, substitute items, dynamic safety stocks, technician scheduling and route optimisation.

  7. Security intelligence
    Unusual login patterns, geo-fencing breaches and permission drifts flagged in real time.

Architecture that works: AI inside the ERP fabric

  • Event driven: Stream key ERP events to AI services, then feed decisions back as native actions or recommendations

  • Feature store: Keep curated, explainable features built from ERP data, not raw, messy logs

  • LLM guardrails: Constrain prompts to ERP schemas, user rights and customer data boundaries

  • MLOps: Version datasets and models, monitor drift, roll back safely, document lineage

Anything less becomes a fragile sidecar that cannot be trusted in audits.

How to evaluate an ERP's AI, in 10 questions

  1. Does the AI respect user permissions and branch or company boundaries

  2. Can every AI action be traced to documents and postings

  3. Is training done on your data silo with explicit consent and isolation

  4. Are models versioned with changelogs and rollbacks

  5. Can you override, approve or reject AI suggestions with reason codes

  6. Are metrics like forecast MAPE or anomaly precision visible

  7. Does AI write back to ERP through supported APIs and workflows

  8. Is latency acceptable in real operations, not just in demos

  9. Can you cap or schedule compute to control cost

  10. Are security events from AI logged alongside ERP security logs

Measuring ROI that actually matters

  • Working capital: Fewer stock-outs and overstock, lower ageing, improved turns

  • Conversion: Higher quote-to-order rate from guided pricing and cross-sell

  • Cycle time: Faster procure-to-pay and order-to-cash with automated document flows

  • Service outcomes: First-time-fix rate, response and resolution times

  • Financial hygiene: Reduced write-offs, fewer manual journals, cleaner reconciliations

  • Risk: Lower fraud or leak incidents per period

If a vendor cannot tie AI to these levers, it is theatre.

Risks and how to avoid them

  • Shadow AI: Unconnected tools that scrape exports and invent their own truths. Fix with embedded, governed AI.

  • Data bleed: Mixing customer-specific data with general models. Fix with encryption, tenancy isolation and strict scopes.

  • Prompt drift: Unstable outputs from vague prompts. Fix with templated prompts and constrained retrieval.

  • Cost creep: Models left running without caps. Fix with scheduling, budgets and usage policies.

  • Over-automation: Letting AI book entries blindly. Fix with thresholds and human-in-the-loop.

The Tuhund point of view

We do not position AI as a showpiece. In Tuhund, AI has long powered predictions, system-driven planning, security and communication. The Ruaa bot has been sending smart notifications and reports since 2012. Our current work strengthens three pillars:

  1. Trust
    Customer data is isolated by design with custom encryption between servers. Common knowledge and customer-specific knowledge never mix.

  2. Explainability
    Every AI suggestion links to the exact ERP records you can drill into. No black boxes.

  3. Action in the flow
    AI outputs enter the same approval layers, audit trails and security groups that already govern ERP activity.

The result is simple. AI does not sit beside Tuhund. It runs through Tuhund. Most of it might be invisible to the end user and that is the real beauty of AI.

Bottom line

AI will not replace ERP. It will expose shallow tools, and it will elevate the platforms that already run businesses with discipline. The winners will be ERPs that embed AI where it moves money, time and risk, without ever compromising the ledger or the law.

#AI #artificial intelligence #reconciliation #recommendations #explainability #authoritative #compatibility #communication #notifications #transactions #certificates #optimisation #intelligence #architecture #forecasting #segregation #reliability
Lubna Shariff
09/09/2025 04:53 PM
Lubna Shariff

Tuhund Contact Forms at Exhibitions: capture fast, qualify faster, follow up on time

Exhibitions are noisy, time-boxed and expensive. The winner is the team that captures clean data quickly, qualifies early and follows up before interest fades. Tuhund’s Contact Forms module gives you a simple, reliable way to do exactly that, with one-click elevation to Enquiry or Service Request when needed.

What you set up before the event

1) Create a campaign

  • Create a Campaign in Tuhund for the exhibition

  • Tracking is automatic. You do not need to add parameters manually

2) Design the exhibition forms as landing pages

  • Build forms with your own UI and graphics

  • Apply a stylesheet for fonts, layout and colours, and add static or dynamic images so each form looks like a focused product landing page

  • Use the same design freedom for acknowledgement pages and emails so the visitor experience stays on brand from scan to inbox

3) Choose fields and validations

  • Fields can be dynamic. Add short text, long text, email, mobile, single or multi-select, checkboxes, file upload and computed fields

  • Specify validations including required, format, length and conditional visibility

  • Keep the on-booth form short. Depth comes later when you elevate to Enquiry

4) Configure assignment and SLAs

  • Auto-assignment rules can be elaborate or simple. Route by product line, urgency, geography, staff code or any field

  • Multiple assignment is supported. The same submission can be assigned to several owners, with or without role descriptions, and with separate SLAs

5) Prepare QR capture

  • Generate QR codes for the main booth form and separate product forms

  • QR codes can be branded. Place your logo in the middle and style the frame to match your stand design

  • Print on machine placards, spec sheets and counter standees. Keep a short URL as fallback

6) Collateral and links

  • Upload brochures, videos and case studies in Tuhund DMS

  • Link acknowledgement pages and auto-emails to the right assets so visitors get value immediately

Product-specific forms and QR codes: machine-wise capture that routes itself

At exhibitions you highlight flagship machines. In Tuhund you can create separate contact forms for each main product, each with its own QR code. Every scan lands in a machine-wise dataset with its own workflow, SLAs and sales team routing.

How to set it up

  • Clone your base exhibition form and tailor it per machine

  • Add hidden fields like product_code, product_line, campaign, booth, staff_code

  • Create assignment rules such as “if product_line = LaserCut 500 then owner group = Laser Team with 2-hour SLA”

  • Configure per-form post-submit actions. For some machines you may elevate to Enquiry when Urgency = Immediate, others stay as Contact until a demo is booked

Auto-responses that match the machine
The moment a visitor submits a machine form, Tuhund can send product-specific auto-responses by email or WhatsApp:

  • Attach the brochure PDF, spec sheet or CAD drawing from DMS

  • Include links to videos or a playlist for that model

  • Offer a demo booking link or trial request if applicable

  • Add a case study or cost-benefit one-pager relevant to the visitor’s industry

Sample auto-reply

Thank you for scanning the QR on the LaserCut 500. Here is the brochure and a short video overview. If you would like a demo this week, pick a slot that suits you. Our Laser Team will be in touch shortly.

How you capture during the event

Scan or type in seconds

  • Staff or visitors scan the booth or machine QR and submit in under a minute

  • If the same person fills different forms, forms are not merged because workflows can differ. Relationships between forms are shown clearly so teams see the full picture

Qualify immediately

  • Tick a simple Lead Stage field: Cold, Warm, Hot

  • One click to Elevate to Enquiry if it is already a real opportunity

  • Add notes like “needs on-site demo” or “budget approved” while it is fresh

Acknowledge on the spot

  • Visitor gets an instant email or WhatsApp with the right brochure and contact details

  • Your team receives tasks with the lead, the source and the promised next action. Tasks can be assigned to multiple people if needed

Work even when it is busy

  • Use multiple kiosks plus staff phones to avoid queues

  • Keep the form short. Depth comes later at the Enquiry stage

What happens after the event

Day 0–1: Triage and first touch

  • Filter by campaign, then sort by Hot first

  • Sales calls or emails go out the same day, logged against the contact or enquiry

  • Use one-click Elevate to Enquiry for qualified leads, which unlocks quotations, tasks and follow-ups

  • For machine forms, triage by product_line so specialist teams move first

Customer master and duplication control

  • Elevation creates or links the Customer Master only after checking if the customer already exists, so there is no duplication of customers

  • Multiple contact forms can be linked or merged into the same Enquiry or Service Request when they refer to the same opportunity

Day 2–7: Nurture

  • Send a curated follow-up to Warm leads with case studies and a link to book a demo

  • Schedule tasks. Tuhund keeps them on the assignee’s home page and pushes notifications by email, SMS, WhatsApp or screen alert

Week 2 onwards: Pipeline hygiene

  • Close lost or cold leads with reason codes so your report shows real conversion

  • Move service-type requests to the Service Request module with one click if a visitor logged an issue

Practical tips that make a difference

  • Put branded QR codes at eye level and on every handout

  • Keep the on-booth form under eight fields

  • Use a dedicated Wi-Fi or hotspot, and keep a printed short URL as backup

  • Standardise notes with a few tags so triage is fast

  • Review and refine your forms after day one if you see drop-offs

Example field set for an exhibition form

  • Full name (required)

  • Company (required)

  • Mobile (required)

  • Email

  • Country

  • Area of interest (multi-select from your product taxonomy)

  • Urgency (Browsing, 1–3 months, Immediate)

  • Consent (checkbox: I agree to be contacted about this enquiry)

  • Notes

  • Hidden fields: campaign, booth, staff_code

  • For machine forms add: product_code, product_line

  • Optional dynamic fields with validations as needed

Sample messages you can use

Thank-you (instant)

Thank you for visiting our booth at MachExpo 2025. Here is a quick overview of our solutions and case studies. Our team will contact you shortly.

First follow-up (Hot lead)

Thanks for meeting us at booth A12. Based on your interest in the XYZ line we have proposed a demo window this week. Please pick a convenient time.

Why Tuhund for exhibitions

  • One system from capture to conversion

  • One-click elevation to Enquiry or Service Request

  • Forms and emails designed like landing pages with brand-safe UI

  • Flexible fields, validations and multi-assignment

  • Machine-wise forms with content, routing and SLAs tailored per product

  • Clear relationships across multiple forms, no duplication at Customer Master level

  • Deep analytics to measure performance and ROI

#acknowledgement #relationships #notification #exhibition #opportunity #duplication #standardise #performance
Lubna Shariff
08/09/2025 08:42 AM
Lubna Shariff

Tuhund Contact Forms: Dynamic, Customisable and Seamlessly Integrated

Capturing customer inquiries, complaints and feedback is a critical part of customer relationship management (CRM). In Tuhund, this is made effortless through the Contact Forms sub-module of the CRM module. It allows businesses to design, customise and deploy dynamic forms that connect seamlessly with internal workflows and external platforms.

With Tuhund Contact Forms, you can create as many forms as you need, configure rules for auto-assignment and integrate with third-party systems through secure APIs. Whether you want to capture leads from your website, gather complaints through QR codes or plug into portals like Facebook, LinkedIn, IndiaMart or TradeIndia, the system is ready to handle it.

Contact Forms vs Enquiries and Service Requests

It is important to note that Tuhund already has dedicated modules for managing structured business data:

  • Enquiry Module – designed specifically for capturing sales enquiries. It comes with APIs, workflows and powerful features for handling opportunities in a more detailed and organised way.

  • Service Request Module – dedicated to managing customer complaints and service tickets with strong capabilities for tracking, escalation and resolution.

Both these modules require more structured and specific data and are used where process discipline is essential.

By contrast, the Contact Forms module is meant for flexible, quick and dynamic data capture. It works best when you want to keep the entry barrier low for customers or when you need to integrate with external portals and sources where you cannot strictly control the data structure.

A Smart, Integrated Workflow

Tuhund is not just a collection of standalone modules—it is a smart, integrated system where logical workflows from real life are replicated in the ERP.

A record created via a Contact Form is never a dead end. With just one click, a contact form record can be elevated into an Enquiry (when it is a potential sales lead) or into a Service Request (when it is a customer complaint). This ensures that information captured at the very first touchpoint flows smoothly into the right business process without duplication or data loss.

This design reflects Tuhund’s philosophy: all real-life workflows must be faithfully mirrored in the system. The goal is to make the ERP behave like your organisation already does—only faster, smarter and with complete traceability.

Real-World Example

Imagine a potential customer visiting your website. They fill out a simple inquiry form asking about a machine. Here’s what happens next:

  1. The form is submitted and instantly captured in Tuhund.

  2. Based on pincode rules, the record is auto-assigned to the right sales manager.

  3. The manager is notified via email, WhatsApp and homepage notifier.

  4. With a single click, the record is elevated into a formal Enquiry. All the data entered by the customer is pre-populated—no duplication, no re-entry.

  5. The Enquiry then moves into the standard sales workflow, linking with quotations, follow-ups and eventually orders.

The same process applies to service issues. A form filled by a customer can instantly become a Service Request, tracked through structured workflows until resolved.

Forms Inside Tuhund Portals

It is worth noting that all forms within Tuhund’s own ERP portals are essentially Contact Forms. Whether a customer fills in a feedback form on your portal or submits a support request, the underlying system is the same—dynamic, customisable and seamlessly integrated. This ensures consistency across internal and external interactions.

Key Features of Contact Forms

  • Unlimited form creation with both standard and custom fields

  • Seamless integrations via iFrame, APIs and third-party portals

  • Smart auto-assignment rules to distribute records efficiently

  • Multi-channel notifications (homepage, email, push, SMS and WhatsApp)

  • Branding and design flexibility with headers, footers, CSS and logos

  • Customer acknowledgement screens and emails with dynamic data fields

Why It Matters

The Contact Forms module ensures that no lead or complaint is missed. By combining automation, personalisation and integration, it allows organisations to respond faster, manage inquiries better and deliver a smoother customer experience.

At the same time, Tuhund provides specialised modules—Enquiries for sales and Service Requests for customer complaints—where structured workflows and detailed data management are required. And because the system is fully integrated, a contact form query can be elevated to either module with a single click, ensuring continuity and accuracy across the business process.

What’s Next?

In this article, we looked at how Tuhund Contact Forms help capture and manage customer interactions effectively, how they integrate with Enquiries and Service Requests and how they underpin Tuhund’s own portals.

In the next part, we will explain how the Contact Forms module can be used in exhibitions—from generating QR codes for brochures and posters to capturing leads directly at the booth and ensuring instant assignment to your sales team.

#acknowledgement #personalisation #opportunities #notification #customisable #relationship #capability #organisation #traceability #interactions #integration #information #duplication #consistency
Lubna Shariff
01/09/2025 09:03 AM
Lubna Shariff

Indenting Business on Tuhund: One Flow from Inquiry to Commission

In an indenting model you do the entire presales and the entire post-sales experience while the principal handles invoicing and dispatch. Tuhund manages this end-to-end flow in one system, keeps every conversation and document in context, and settles commissions cleanly for both claimable and payable sides.

What is indenting and why it is hard to manage

Indenting companies handle the heavy lifting before and after the sale:

  • Presales: inquiries, quotations, revisions, demos, trials, POCs, sales orders

  • Sales execution by principal: indent order to principal, principal’s invoice to customer, cross-border dispatch

  • Post-sales: customs clearance, local transport, installation, training, warranty, AMC, service, spare parts

  • Commercials: commission claimable from principal, commission payable to sub-agents and sales team

The hard bits are scattered ownership, multi-currency, long cycle times, partial shipments, document chaos, and commission leakage. Tuhund brings it together so nothing falls through the cracks.

End-to-end flow in Tuhund

1) Presales to local Sales Order

  • Lead to Inquiry: capture source, principal, customer use-case, expected value, timelines

  • Quotations with chances: line-item chances to forecast realistically, revision control, approval rules for discounts

  • Trials and demos: bookable assets, handover and return dates, costs captured to the opportunity

  • Sales Order (local): confirms the intent with customer, locks scope for the indent order

Outcome: solid handover to execution with audit-ready documents.

2) Indent Order to the principal

  • Generate Indent Order from the Sales Order in one click

  • Map every line to principal SKUs, packaging units, Incoterms, shipment terms

  • Attach specs, negotiated emails, drawings, trial notes; no hunting through inboxes

  • Auto-notify the principal from inside Tuhund by email or WhatsApp with a clean document pack

Outcome: principal sees a complete order, you keep the thread and attachments in one place.

3) Principal acknowledgement, proforma, and payment terms

  • Record acknowledgement, expected lead times, manufacturing status

  • Store proforma invoice, milestone payments, LC or advance, bank details, compliance notes

  • Approval rules for exceptions on payment terms or delivery dates

Outcome: finance and management know exactly what is committed.

4) Shipment tracking and documents

  • Track ETD, ETA, transhipment legs, partial shipments

  • Manage documents: commercial invoice, packing list, BL or AWB, COO, insurance, test and calibration certificates

  • Generate a Clearance Job with the C&F agent; capture duty and charges for cost visibility

  • Link every document to the indent order for one-click drill-down

Outcome: real-time shipment status, zero document sprawl.

5) Local handover, installation, and training

  • Plan local transport and delivery slots

  • Create Installation Jobs and Training Jobs with checklists and evidence photos

  • Start warranty on commissioning date, register AMC offers, link service schedules

Outcome: clean customer experience and a service pipeline that feeds future revenue.

Commissions without leakage

Commission claimable from principal

  • Define commission rules per principal, product family, item, deal value or milestone

  • Choose basis: FOB, CIF, ex-factory, net of discounts and taxes

  • Multi-currency support with conversion on claim date, revaluation on receipt if required

  • Generate Commission Claim from shipment or invoice events, attach proof, track ageing

Commission payable to sub-agents and sales team

  • Split commission by percentage, slab, or tiered targets

  • Support both external sub-agents and internal sales team

  • Auto-create Commission Payable entries when the claimable side is recognised

  • Withholding, credit notes, and clawbacks supported through approval workflows

Controls and audits

  • Maker-checker approvals for claims and payouts

  • Full drill-down from a payout advice to the originating inquiry

  • Dashboards for claimable vs received, payable vs paid, ageing by principal

Communication that lives inside the ERP

  • Send and receive emails from inside Tuhund so every thread is tied to the deal

  • WhatsApp messages and documents logged against the order

  • Screen alerts and scheduled reminders for supplier follow-ups and customer updates

  • Optional AI assist for email drafting, status summaries, and anomaly hints

Reports and KPIs that matter

Keep it tight and tied to profit:

  • Win rate by principal and product using line-item chances vs outcomes

  • Cycle time: inquiry to indent order, indent order to dispatch, dispatch to commissioning

  • Commission DSO: claim to receipt days by principal

  • Leakage monitor: exception discounts, unclaimed milestones, unpaid payables

  • Service ROI: installation to AMC conversion, warranty ticket resolution time

Edge cases handled

  • Partial shipments and phased commissioning

  • Amendments to quantity, model, or delivery dates with approval trails

  • Cancellations and replacements with automatic impact on claims and payables

  • Multi-principal bundles in one customer order

  • Trials that convert or return with proper cost capture

Typical setup in Tuhund

  1. Masters: principals, product families, models, price lists, tax profiles

  2. Workflows and approvals: quotation discounts, indent order exceptions, commission claims, payouts

  3. Document templates: quotation, indent order, shipment pack, commission claim, payout advice

  4. Commission rules: define claimable basis, payout splits, milestones

  5. Dashboards: sales pipeline by principal, shipment tracker, commission ageing, installation calendar

Why Tuhund fits indenting businesses

  • Designed for long sales cycles with many parties and documents

  • Strong audit trails and drill-downs to the original transaction

  • Integrated CRM, service, and finance so hand-offs do not break

  • SaaS licensing keeps costs predictable, on-prem available if you need it

Frequently asked questions

Do we need inventory modules for indenting
Not for principal-direct dispatches, but you can enable local inward and outward if demo units or spares are stocked.

What if commission is due only after customer payment to principal
Add a milestone rule tied to principal payment confirmation. Tuhund will release claimable status only after that event.

Can we split payables among sub-agents and internal sales on different bases
Yes. Split by percentage, tiered slabs, or a fixed amount per line. Each split is visible and auditable.

How do we manage currency risks
Set the recognition currency and the revaluation rule. Tuhund stores both the deal rate and the book rate for clear variance.

Call to action

If you run an indenting business and want one clean flow from inquiry to commission settlement, book a 15-minute walkthrough. We will show your process live on Tuhund with your terms and your principals.

#indenting #communication #installation #transhipment #commission #accounting #api #delivery #reporting
Irfan Mustafa Qazi
27/08/2025 05:44 PM
Irfan Mustafa Qazi

Reviving Sick Industries with Tuhund – Technology as a Lifeline for Troubled Businesses

Sick industries and distressed businesses are a reality across sectors. In regions like Jammu and Kashmir, units in textiles, handicrafts, food processing, agro-based industries and even small-scale manufacturing have struggled due to outdated processes, inefficient management and inability to adapt to modern markets. While government revival packages often provide short-term relief, the real cure lies in structural transformation.

This is where Tuhund becomes a powerful tool – not just as software but as a complete business management platform that can help troubled businesses stabilise, regain control and grow sustainably.

1. Bringing Financial Discipline Back

One of the biggest reasons businesses collapse is the lack of financial visibility. Many sick units fail to keep accurate track of receivables, payables and costs. Tuhund’s real-time financial accounting ensures:

  • Instant visibility of cash flow and profitability.

  • Drill-down capability to identify inefficiencies at transaction level.

  • Compliance with GST, income tax and statutory reporting, reducing risks of penalties.

This financial transparency helps sick units rebuild credibility with lenders, investors and government agencies – often a prerequisite for revival.

2. Cutting Waste with Smarter Inventory and Production

Sick industries often bleed due to waste, pilferage and poor stock management. Tuhund offers:

  • Stock classification (damaged, in-transit, reserved, surplus) for accurate reporting.

  • Batch and expiry tracking, critical for food, pharma and agro-processing.

  • Leftover material management, a feature unique to Tuhund, ensuring nothing goes unaccounted.

By reducing wastage and improving utilisation, Tuhund directly improves margins and reduces hidden costs.

3. Linking Sales with Operations

Another challenge for troubled businesses is the disconnect between production and sales. Tuhund’s integrated CRM and ERP modules:

  • Link every order, customer and lead with production schedules.

  • Provide real-time visibility of sales pipelines and receivables.

  • Support exports with multi-currency, logistics integration and compliance documents.

This ensures businesses only produce what the market demands and get paid faster – addressing both overstock and liquidity issues.

4. Enhancing Workforce Productivity

For many troubled industries, workforce costs are one of the highest expenses. The challenge is not the size of the workforce but the inefficiency in how work is managed and measured.

Tuhund’s HR and payroll module helps businesses:

  • Link attendance and shifts directly with production output.

  • Identify areas where staff can be better utilised.

  • Empower managers to redeploy and guide employees where they can contribute most.

  • Reward teams fairly by linking productivity with performance.

The goal is not to reduce jobs but to make every job more productive and valuable. By improving workforce efficiency, Tuhund allows businesses to generate more revenue from the same resources — thereby protecting livelihoods while strengthening competitiveness.

5. Affordable SaaS Licensing Model

A major barrier for sick industries to adopt ERP is cost. Traditional ERPs require heavy upfront investment in licenses, servers and implementation.

Tuhund solves this with its SaaS (Software as a Service) model, which means:

  • No heavy upfront cost – businesses pay affordable recurring fees.

  • No need for expensive IT infrastructure – Tuhund runs on secure cloud servers.

  • Continuous updates, compliance changes and improvements included automatically.

This model allows even small and struggling units to access world-class ERP capabilities at a fraction of the cost, ensuring that technology adoption is not out of reach.

6. Building Credibility with Financial Institutions and Government

Banks and agencies hesitate to support sick units due to unreliable records. Tuhund’s accurate reports and auditor-ready financials make it easier for businesses to present credible revival proposals and access financing or subsidies.

Conclusion

Reviving sick industries requires more than subsidies or loans – it requires businesses to change the way they are managed. Tuhund ERP provides the structure, visibility and efficiency that distressed businesses need to survive and thrive again.

With features designed to eliminate waste, strengthen finances, integrate operations and enhance workforce productivity along with an affordable SaaS licensing model, Tuhund offers struggling businesses a lifeline – a way to transform from crisis to competitiveness.

For Jammu and Kashmir, where many industries are heritage-based and culturally significant, adopting Tuhund can mean not only saving businesses but also protecting livelihoods, traditions and the economic fabric of the region.

#competitive #transformation #implementation #infrastructure #manufacturing #profitability #strengthen #transparency #productivity #inefficiency #improvement #capability
Irfan Mustafa Qazi
25/08/2025 08:46 PM
Irfan Mustafa Qazi

Project Management in ERP – Beyond Stand-Alone Tools

Project management is one of the most critical activities in any organisation, whether it involves delivering client projects, managing production jobs or running large-scale internal initiatives. For decades, businesses have relied on specialised tools such as Microsoft Project and Primavera. These tools are excellent for scheduling, resource allocation and monitoring at the project manager level.

However, while they are powerful in their domain, they were never designed to integrate with the broader workings of an organisation. They remain primarily planning and scheduling tools, not enterprise management systems. This is where many companies, including ours, felt the need for something more.

The Role of Traditional Project Tools

Tools like MS Project and Primavera remain highly valuable. They allow managers to:

  • Create work breakdown structures and Gantt charts

  • Assign tasks and resources

  • Estimate timelines and budgets

  • Track progress against baselines

These capabilities make them indispensable for project managers and program managers who need visibility into project timelines and resource allocation.

But as projects become more complex, involving multiple departments, approvals, vendors and financial flows, organisations soon encounter a natural limitation: these tools are not connected to the rest of the business.

A Founder’s Perspective

I did my PMP way back in 2006 when I was a project manager. At that time, we had been using Microsoft Project, and it felt like the ultimate tool—powerful, sophisticated and seemingly all-encompassing.

A few years later, when we started ECS, my role changed completely. The nature of our business also played a big part in redefining how I viewed project management. For the development of Tuhund, for instance, schedule meant little compared to scope. Rework—even ten times—was acceptable as long as each repetition brought improvement.

Yet, we still needed project management tools. But with my changed role, I found that any stand-alone tool fell short of my needs. It could help me plan tasks and timelines, but it could not connect to the broader reality of managing people, costs, materials, approvals and customers all at once.

This gap was one of the inspirations behind embedding project management directly into Tuhund ERP—not as a side module, but as a fully integrated function that ties into every part of the organisation.

Project Management Inside ERP

Tuhund takes a different approach: project management is not a separate application but a core ERP function that works hand-in-hand with finance, HR, inventory, procurement and approvals.

This means every project is connected to the lifeblood of the organisation:

  1. Integrated Resource Management
    Employees, contractors and machines are not abstract “resources.” Tuhund knows who they are, their schedules, leave, skill sets and current workloads. Assignments are realistic, not hypothetical.

  2. Real-Time Costing
    Every activity in a project automatically accumulates costs from timesheets, payroll, material issues, purchase orders and expenses. Managers see both estimated and actual costs in real time.

  3. Inventory & Procurement Linkages
    Project tasks requiring materials are linked directly to stores. Stock issues, transfers and procurement are tracked seamlessly.

  4. Workflow & Approvals
    Project-related requests—like budgets, purchases or change orders—flow through the same multi-level approval engines as the rest of the ERP.

  5. Drill-Down Reporting
    Managers can analyse projects at a macro level, then drill down into individual job orders, activities, cost elements or even a single transaction.

Billable Milestones – Connecting Projects to Revenue

One of Tuhund’s unique features is the concept of billable milestones.

In most project management tools, milestones measure progress. In Tuhund, milestones can also be made billable, creating a direct link between the contractual payment schedule and the actual execution schedule.

  • When a billable milestone is achieved, it triggers corresponding entries in accounts receivable.

  • Payments received can be tracked against the project’s actual progress.

  • Project budgets and cash flow forecasts adjust automatically, giving finance teams a live view of revenue versus execution.

This ensures finance and project teams are always aligned.

Bridging Projects and Operations

In many organisations, employees divide their time between project-related tasks and non-project operational activities. Stand-alone project tools can map resource allocation across multiple projects, but they cannot interact with day-to-day operations.

Tuhund closes this gap:

  • Time spent on both project and non-project work is tracked within the same system.

  • Payroll, approvals and costing recognise this dual allocation automatically.

  • Managers get a complete view of resource utilisation across the organisation, not just within projects.

This ensures that project plans are grounded in operational reality, and operational decisions are informed by project demands.

From Planning to Execution

Because project management is embedded in ERP, the entire lifecycle is covered:

  • Planning – Define scope, timelines, resources and budgets.

  • Execution – Assign tasks, track progress and manage dependencies.

  • Billable Milestones – Align contractual payments with actual progress.

  • Cost Control – Monitor live expenses and effort against estimates.

  • Delivery & Closure – Capture final reports, approvals and handovers.

  • Continuous Learning – Store solutions, lessons learned and cost data for future projects.

Why It Matters

When project management is part of ERP, organisations gain:

  • Accuracy – Real data drives schedules, budgets and billing.

  • Agility – Adjustments flow across all functions instantly.

  • Accountability – Every hour, material and expense is tracked transparently.

  • Cash Flow Alignment – Revenue recognition and receivables are tied to project milestones.

  • Sustainability – Lessons learned feed back into future planning.

Conclusion

MS Project and Primavera are excellent tools for scheduling, resource allocation and tracking at the project manager level. But they were never intended to integrate into the fabric of an organisation’s operations.

Tuhund bridges that gap by embedding project management into ERP itself. With billable milestones linking execution to revenue, and integrated resource allocation covering both project and operational work, projects in Tuhund are not isolated plans—they are living parts of the organisation’s operations.

#accountability #sustainability #sophisticated #organisation #dependencies
Riya Sood
25/08/2025 07:44 PM
Riya Sood

Service Request Module in ERP – Going Beyond Tickets

Service request module is often misunderstood as a stand-alone function managed through a ticketing system or a simple CRM add-on. While such tools may capture complaints or requests, they rarely address the real challenge: connecting customer interactions with the business processes that actually solve their issues.

This is where ERP makes all the difference. True customer service is not about logging tickets; it is about giving customers fast, accurate and meaningful responses by linking their queries directly to orders, inventory, logistics, financials and most importantly to a growing database of proven solutions, transparent cost tracking and real-time communication.

Why Stand-Alone Ticketing Systems Fall Short

A typical ticketing or CRM system captures service requests and routes them to agents. But when a customer calls asking:

  • “Has my order shipped?”

  • “When will my replacement arrive?”

  • “Why was I billed twice?”

…the agent must switch between multiple systems—order management, warehouse and accounts—to find answers. This not only slows down resolution but also frustrates customers who expect instant clarity. Worse, even if a solution exists, it may not be documented or accessible to the next agent who faces the same issue.

Tuhund’s Approach – From Tickets to Solutions

In Tuhund, customer service is not an isolated tool. It is deeply embedded into ERP, sharing the same data and processes. Beyond that, Tuhund captures every solution provided to a problem—or even to an opportunity—and builds it into a solution database.

  • Each solution entry includes conditions under which it worked, time and material used, staff involvement, comments and even setbacks.

  • When a similar issue arises again, the system recalls the past solution along with its complete context.

  • The organisation learns continuously, improving efficiency and consistency over time.

Cost and Effort Tracking – Adding Transparency

One of the most powerful aspects of Tuhund’s service management is cost and expense tracking, especially the cost of effort.

  • The system records exactly who was involved, how much time each person spent and when.

  • It captures other expenses like materials, travel and third-party costs.

  • Customers can be kept informed of estimates at the start and actuals at the end, providing full transparency into the resources consumed in resolving their request.

At ECS itself, where Tuhund was born, this transparency has changed the dynamics of customer service. There have been instances where customers, after seeing the actual costs of handling complex service requests, chose to simplify their requirements or even cancel non-essential requests—saving both sides time and effort.

This builds trust and ensures customer service remains sustainable.

Notifications and Digital Interaction

Customer service is also about timely and effective communication—and Tuhund provides a flexible multi-channel notification system that connects both customers and internal staff.

  • Event-Based Notifications – For each event in the service lifecycle, notifications can be configured independently for both customers and staff.

  • Choice of Mode – Email, SMS, WhatsApp, on-screen alerts or portal updates can be enabled per event.

  • Interactive Links – Notifications are not just messages; they contain links that open the relevant service view directly so action can be taken instantly.

  • Customer Self-Service – Through the customer portal, service requests can be approved or rejected along with remarks directly via notification links.

  • Rich Content – Notifications can carry service job cards and reports which may include photographs, attached files, customer signatures and detailed notes.

This turns customer service into a collaborative real-time process where customers are not passive recipients of updates but active participants in resolving their requests.

Customer Service as a Growth Driver

With Tuhund, customer service evolves far beyond ticket resolution. It becomes a strategic driver of business value:

  • Faster, more reliable responses with the solution database.

  • Continuous improvement as processes are refined over time.

  • Cost visibility and control ensuring service remains sustainable.

  • Stronger trust through transparent communication and customer empowerment.

  • Real-time collaboration with interactive notifications and portals.

Conclusion

Customer service cannot be truly effective if it is isolated from core business processes—and it cannot be sustainable if the cost of effort remains invisible. It also cannot be engaging if customers are left waiting without transparency or control.

By embedding customer service into ERP, capturing solutions in a growing knowledge base, tracking every cost of effort and enabling two-way communication through configurable notifications and portals, Tuhund delivers a unique combination of speed, intelligence, transparency and collaboration.

Customer service is not just about solving problems. It is about building relationships on efficiency, trust and participation—and that is only possible when ERP and customer service work as one.

#communication #collaborative #collaboration #relationships #participation #interactions #organisation #transparency #requirements #notification #configurable #intelligence #services #support
Shoukath Ali
25/08/2025 12:38 PM
Shoukath Ali

Approval Workflows That Actually Work

Approval workflows are often treated as a checkbox in ERP systems. You may get a simple “approve” button or a single-stage authorisation. In practice, business processes are rarely that simple. Real-world approvals involve multiple roles, time limits, escalation rules and notifications across different channels. If these are not handled properly, the system creates more bottlenecks than it solves.

Tuhund was built to change this. Our approval engine is not just a feature — it is a full framework that adapts to your organisation’s needs.

Creating and Applying Approval Rules

Approvals in Tuhund start with approval rules. These rules are completely configurable and allow you to define what needs approval, under what conditions, and by whom. You can set rules for any kind of transaction — purchase requisitions, indents, orders, expense claims, HR requests, project activities and more.

Rules are not hardcoded. They can be created and modified by authorised users, giving flexibility without compromising control. For example:

  • A purchase above a certain value may need finance approval

  • A new vendor addition may require compliance and procurement sign-off

  • An expense claim may route through department managers before reaching finance

Once defined, these rules are automatically applied by the system. The moment a transaction meets the conditions, it enters the approval workflow.

Multi-level and Multi-stage Approvals

Real approvals often require more than one layer of review. Tuhund allows you to design multi-level and multi-stage approval flows with ease.

  • Multi-level approvals: A request can move upwards in hierarchy — first to a supervisor, then to a department head, then to finance or top management.

  • Multi-stage approvals: Different aspects of the same request can be reviewed separately. For example, a purchase order might go through technical approval, then commercial approval, then budget approval.

Each stage can include one or multiple approvers. Approvals can be sequential (all must approve in order) or parallel (any can approve, or majority must approve). This ensures that processes match your real business practice.

Escalation and Elevation

Approvals cannot be allowed to get stuck. Tuhund includes built-in escalation mechanisms:

  • Deadline-based escalation: If an approver does not act within the defined timeframe, the request is automatically elevated to the next manager.

  • Manual elevation: Approvers themselves can escalate a request to higher authority if they feel it requires additional review.

This prevents bottlenecks and ensures that decisions move forward without unnecessary delays.

Approvals on the Homepage

One of the most powerful aspects of Tuhund’s approval system is visibility. Approvals appear right at the top of the homepage, above all other tasks. This keeps them impossible to ignore and makes it clear where attention is needed.

Every user sees the requests that require their action the moment they log in, without searching through menus or waiting for reminders.

Notifications Across Multiple Channels

Approvals are not limited to the ERP screen. Tuhund pushes notifications across multiple channels so that approvers never miss an important request:

  • Email notifications for formal communication

  • SMS alerts for quick reminders

  • On-screen alerts inside the ERP for active users

  • WhatsApp messages for instant reach and convenience

This multi-channel approach ensures that even if a manager is on the move, travelling or away from their desk, they remain connected and can take action in time.

Why This Matters

Weak approval systems create frustration. Requests pile up, managers chase each other manually, and employees lose trust in the process. Instead of ensuring control, approvals become a bottleneck.

Tuhund’s approval engine ensures that workflows remain smooth, timely and transparent. It balances control with efficiency — keeping decision-making in the right hands without slowing down the organisation.

Conclusion

Approvals are a critical part of business governance. But for them to actually work, the system must handle complexity, escalation and communication seamlessly. Tuhund’s approval framework delivers exactly that:

  • Flexible rule creation

  • Multi-level and multi-stage workflows

  • Automatic escalation and manual elevation

  • Prominent visibility on the homepage

  • Multi-channel notifications

The result is an approval system that supports the organisation instead of slowing it down.

#authorisation #notification #automatically #communication #organisation #configurable #requisitions #transaction #flexibility #procurement #convenience #transparent #escalation
Lubna Shariff
25/08/2025 12:16 PM
Lubna Shariff

Finance is the Heart of ERP — Because Every Function Depends on It

When organisations look at ERP systems, attention often falls on features like sales automation, inventory control, HR, CRM and dashboards. These are important, but without a strong financial backbone they lose their power.

Finance in ERP is not about replacing standalone accounting software. It is about ensuring that every business activity is automatically connected to its financial impact in real time. A sales order should not just be a customer transaction — it must flow into revenue and receivables. A purchase must translate into both goods received and payables. HR must reflect in payroll, benefits and compliance. Without this deep integration, ERP becomes a collection of isolated tools rather than a unified system.

This is why Tuhund puts finance at the centre — not as an accounting module, but as the foundation that ties together CRM, HR, projects, inventory, procurement, marketing, sales, services, installations, training and every other function.

Why Finance Cannot Be Ignored

Every transaction in business eventually leads to a financial outcome. If finance is disconnected, leaders end up working with partial or outdated information. Reports lag behind events, compliance becomes risky and decision-making slows down.

Shockingly, there are still ERP products in the market that do not even include a finance module. Some vendors even promote this as a positive feature, claiming that finance is better left to external software. In practice, this approach creates silos, duplicate data entry and constant reconciliation struggles.

Other systems provide only the bare minimum — a ledger, some journal entry capability and a few fixed reports. On paper this looks like “finance is covered,” but in reality the business still lacks real-time clarity and ends up relying on spreadsheets to fill the gaps.

Tuhund’s Financial Core

Tuhund was designed differently. Finance is not bolted on — it is embedded into every module, every transaction and every process. This makes it possible to see the financial impact of activities the moment they happen.

Key strengths include:

  • Real-time reporting: Sales, purchases, HR entries and project costs instantly update financial records. No waiting for batch jobs or reconciliation.

  • Drill-down capability: From a P&L or balance sheet line, users can trace back directly to the originating invoice, voucher or even sales order.

  • Multi-company, multi-branch, multi-currency: Perfect for organisations with complex structures and international presence, with consolidated and entity-specific views.

  • Compliance built in: Tax rules, audit trails and user rights are part of the system, ensuring accuracy and accountability.

  • Decision support: Financial data in Tuhund is not just bookkeeping — it is a management tool that guides cash flow, cost control, profitability and long-term planning.

Beyond Accounting — Intelligent Expense Claims Management

Finance in Tuhund is not limited to ledgers and vouchers. One of the best examples is the Expense Claims Management module.

Claims in Tuhund go far beyond reimbursement requests. A claim can be made against any type of expense and is tied to multiple entities simultaneously. For instance, a sales call expense is linked to the customer, the marketing zone, the products discussed, the principal (supplier) and the salesperson. This transforms a simple claim into rich data that connects activity with cost and financial impact.

Highlights of the claims module:

  • Customisable workflows: Define your own approval paths and escalation rules.

  • Controlled automation: Routine steps are automated but flexibility for manual oversight remains.

  • Approval matrix: Different claims can be routed to different approvers based on amount, type or department.

  • Auto-posting: Once approved, claims flow directly into finance without delay.

  • Automated calculations: Built-in intelligence saves time and prevents errors. For example, when start and end odometer readings are entered, the system calculates distance, fuel consumption and reimbursable amount automatically.

In most ERPs, claims are either handled outside the system or treated as a small administrative feature. In Tuhund, they become a strategic tool that provides insights into the true cost of sales, marketing effectiveness and operational efficiency.

Why This Matters

Modern businesses cannot wait until the end of the month or quarter to know their financial position. They need real-time clarity. They need to understand how sales activities, marketing efforts, HR costs and procurement decisions are affecting the bottom line as they happen.

By making finance the backbone, Tuhund ensures that every module contributes to a single version of truth. This means no silos, no duplicate work and no surprises. Leaders can make decisions confidently, knowing they are looking at the full picture — not just fragments.

Conclusion

ERP without a strong financial core is like a body without a spine. The modules may exist but they cannot function as one. Some vendors still deliver systems where finance is weak or missing, leaving businesses to struggle with silos and manual reconciliations.

Tuhund takes a different path. Finance in Tuhund is not accounting software — it is the foundation that ties together every function of the organisation. With advanced capabilities such as real-time drill-down reporting, multi-entity handling and intelligent expense claims management, Tuhund transforms finance into a strategic advantage that drives efficiency and growth.

#reconciliation #accountability #administrative #organisation #automatically #installation #profitability #reimbursement #effectiveness #spreadsheets #consolidated #customisable
Irfan Mustafa Qazi
24/08/2025 09:06 PM
Irfan Mustafa Qazi

The Myth of ERP–CRM Integration and Why Tuhund Does It Differently

Enterprise software buyers are often told they can “have it all” by combining an ERP system with a separate CRM. On paper, this sounds appealing: the ERP handles finance, procurement and operations while the CRM manages leads, opportunities and customer relationships. Vendors promise smooth data flow between the two.

In practice, however, this promise almost never materialises. Integration is either never implemented at all or if it is, the connection is so weak that it delivers very little value. In fact, relying on such integration can sometimes do more harm than good.

This is where Tuhund stands apart. Tuhund is not an ERP with a bolt-on CRM nor a CRM patched into an ERP. It is a truly integrated platform with equal focus on ERP, CRM, HR, Document Management (DMS), Project Management (PM) and more. This strong integration makes a decisive difference.

The Problem With Typical ERP–CRM Integration

1. Integration Often Stays on Paper

Many organisations buy into the ERP–CRM combo but never actually complete the integration. Technical complexity, high costs and shifting priorities mean the project stalls, leaving them with two disconnected systems.

2. Superficial Connections

Even when integration is attempted, it usually means syncing a handful of fields — customer name, contact details, maybe order IDs. The deeper context of transactions, documents, approvals and communications is lost.

3. Data Silos Persist

A CRM entry for an opportunity may never translate properly into an ERP sales order. Finance may not see what sales has promised. Sales may not know if a customer has overdue payments. The so-called integration leaves the organisation still working in silos.

4. False Confidence, Real Damage

Perhaps the most dangerous aspect is that users assume the systems are in sync. They make decisions based on incomplete or outdated information. Promises are made to customers without visibility into stock, capacity or receivables — creating friction and even financial losses.

Real-World Scenarios of Weak Integration

Scenario 1: Double Billing and Embarrassed Apologies

A sales team closes an order in the CRM and assumes it has synced to ERP. Finance does not see it, so when the invoice is raised separately in ERP the system does not link it to the CRM deal. The customer ends up receiving two invoices for the same order. Sales then has to call the customer with an embarrassed apology.

Scenario 2: Stock Promises That Cannot Be Kept

A salesperson checks the CRM and sees that a product is marked as available. They confirm delivery to the client. Unfortunately, the ERP has the actual stock information — and the item is out of stock. The order goes into backlog, damaging trust with the customer and forcing the company to expedite costly shipments.

Scenario 3: Projects Running Blind

A services company uses CRM to manage opportunities and ERP for billing. A large contract is signed, but because the project management module is not integrated, delivery teams do not see the full scope. Tasks are assigned late, deadlines are missed, and billing milestones slip. What looked like a smooth handover on paper results in operational chaos.

Scenario 4: Finance Left in the Dark

CRM users close deals aggressively at month end to meet targets. Management celebrates, but finance in ERP sees no matching orders or invoices. Cash flow planning is distorted because what CRM shows as “closed” has not yet translated into billable revenue in ERP.

These are not isolated incidents. They are the direct result of weak integration, and they show why separate ERP and CRM systems often fail businesses.

Why Integration Matters More Than Ever

In today’s business environment no department operates in isolation:

  • Sales commitments affect production planning and procurement

  • Project progress determines billing and cash flow

  • HR availability impacts delivery schedules and customer satisfaction

  • Finance needs real-time visibility across all functions to ensure compliance and cash management

When ERP and CRM are separated, even the best integrations cannot achieve the seamless flow of information that modern organisations need to compete.

The Tuhund Approach: Integration by Design

Unlike systems that try to glue ERP and CRM together, Tuhund was designed from the ground up as a holistic platform. ERP, CRM, HR, DMS, PM and other modules are equally strong and tightly connected.

1. ERP + CRM as One

From opportunity to quotation to order to invoice to payment — the flow is continuous. There is no duplication, no syncing and no risk of mismatched records.

2. Depth in Every Module

CRM is not an afterthought. It offers lead tracking, opportunity management, activity scheduling and customer history — fully integrated with the operational backbone of ERP.

3. HR, Projects and DMS Included

  • HR data such as employee availability connects directly to project and service planning

  • Document Management ensures that proposals, contracts and compliance records travel with the transaction

  • Project Management links tasks, costs, timesheets and billing seamlessly

4. One Record of Truth

Every department works on the same dataset. Update a customer’s credit terms and sales, finance and service all see it instantly. This eliminates confusion and strengthens decision making.

The Benefits of Strong Integration

  1. Faster Decisions – Management sees the whole picture at once: sales pipeline, ongoing projects, receivables, payables and HR availability

  2. Greater Accountability – Every entry is traceable across modules. Audit readiness is built in

  3. Improved Customer Service – Sales and support teams have access to order history, financial status and project updates at their fingertips

  4. Lower IT Burden – No middleware, no duplicate databases, no constant troubleshooting of sync jobs

Conclusion

The idea that an ERP can be bolted to a CRM and magically work as one is a myth. In most cases, the integration is superficial, unreliable and damaging when businesses depend on it.

Tuhund is different. With equal focus on ERP, CRM, HR, DMS, PM and more, it delivers a platform where integration is not an afterthought — it is the foundation. The result is an organisation that truly works as one, powered by a system that truly works as one.

That is the Tuhund difference.

#troubleshooting #communication #accountability #opportunities #relationships #transactions #organisation #integration
Irfan Mustafa Qazi
23/08/2025 10:32 AM
Irfan Mustafa Qazi

Why Trial Balance is Redundant in a Modern ERP

For decades the trial balance has been the cornerstone of accounting checks. In manual books and early accounting software, accountants relied on it to confirm that debit and credit totals matched. If the trial balance tallied, books were considered reliable; if not errors had to be traced manually.

But in today’s world of modern ERP systems like Tuhund, the trial balance has lost its original purpose. That doesn’t mean it has disappeared — Tuhund includes a comprehensive trial balance report with powerful options, filters and drill-downs. The key difference is that in Tuhund, trial balance is not a necessity for accuracy but an additional tool for analysis and comfort.

1. The Historical Role of Trial Balance

In manual accounting or early software:

  • Transactions were posted separately into journals and ledgers

  • Errors in posting, duplication or omission were common

  • A trial balance was essential to detect mismatches before preparing financial statements

It was essentially an error-detection mechanism.

2. Why ERP Changes the Game

ERP is not just an accounting package — it’s an integrated, real-time system. Every financial transaction in Tuhund is recorded with dual-entry logic built-in, ensuring balance at the moment of posting.

  • No possibility of mismatch: Debit and credit sides are auto-validated

  • Real-time updates: Ledgers, sub-ledgers and reports update instantly as entries are saved

  • Drill-down capability: Instead of just seeing totals you can click and trace back to the exact voucher or invoice

This means the trial balance is no longer mandatory for error-checking but it is still available as a useful report for accountants.

3. Trial Balance in Tuhund

Unlike static trial balances in legacy systems, Tuhund offers a dynamic and flexible trial balance report:

  • Multiple filters and options to focus on specific accounts, periods or entities

  • Date-based generation — you can view trial balance as on any date or range, not just at month-end

  • Drill-down support — you can expand any balance down to the ledger and even to the transaction level

  • Export-ready — perfect for auditors, consultants or external reporting

In short, Tuhund keeps the trial balance available but enhances it far beyond the old limited versions.

4. From Error Detection to Error Prevention

Old systems needed a trial balance to detect errors after posting.
Tuhund prevents errors at source by:

  • Enforcing accounting rules

  • Restricting incomplete or unbalanced entries

  • Validating transaction integrity automatically

So while the trial balance is there — with more features than ever — you rarely need it to check accuracy.

5. Conclusion

The trial balance was essential in an era of manual errors and disconnected ledgers. In a modern ERP like Tuhund, it’s redundant as a control mechanism but remains a powerful report for analysis, compliance and comfort.

With Tuhund you get the best of both worlds:

  • Real-time error-proof accounting where balances are always right

  • Trial balance with rich filters and drill-downs for accountants who prefer it

  • Transparency and traceability where every figure can be tracked down to the source transaction

That’s why Tuhund customers enjoy peace of mind: the numbers are always correct — and they can still generate a trial balance anytime they want.

#transactions #accountants #transparency #traceability #duplication #accounting #finance
Lubna Shariff
22/08/2025 08:28 AM
Lubna Shariff

How to Upload or Share Images with Tuhund

High-quality visuals are essential for creating professional documents, reports, and PDFs in Tuhund. Whether you are uploading a company logo, product images or other graphics, the quality of the image has a direct impact on how your documents look and feel. Tuhund’s printing engine is capable of producing exceptional quality outputs—but only if the source images are of good quality.

This guide explains the best practices for sending images to the Tuhund team, why format matters and how to avoid common pitfalls.

1. Sending Images via WhatsApp

If you are sharing images through WhatsApp, please take care of the following:

  • Avoid sending as a compressed image. By default, WhatsApp reduces image quality to save bandwidth.

  • Instead, send the file as a Document, not as a photo. This ensures the image is passed in its original resolution and without compression.

  • On mobile: when attaching, choose Document → Browse → Select Image File.

  • On desktop: use the Attach → Document option rather than Gallery.

This small step prevents automatic compression and preserves the original quality.

2. Understanding Generation Loss

When an image is saved, re-saved, or passed through multiple apps, each step may introduce generation loss—a gradual reduction in quality.

  • JPEG files are especially prone to this problem. Every time a JPEG is saved, it undergoes lossy compression, which degrades quality. Over time, edges become fuzzy and colours lose sharpness.

  • Common Mistake: Sometimes, when we request a PNG, customers take the old JPEG file they already have and simply re-save it as PNG. This does not improve quality. In fact, the original JPEG’s losses are preserved and sometimes additional quality loss is introduced. The result is usually worse than the original.

  • To truly benefit, the PNG should be exported directly from the original source file (vector file, design file, or camera image), not converted from a JPEG.

3. Recommended Formats for Best Quality

To maintain professional standards:

  • Use Vector Formats (Preferred): SVG, AI, EPS, or PDF. Vectors are resolution-independent and print perfectly at any size. Ideal for logos, brand marks and designs.

  • Use PNG (Next Best): For raster images (e.g., product photos), use high-resolution PNG directly from the original source, not a JPEG conversion.

  • High-Resolution TIFF: For professional printing, TIFF is also acceptable.

⚠️ Important Note about PDFs:
Saving a raster (pixel-based) image into Word and then exporting it as a PDF does not enhance its quality. If the original was low-resolution, the PDF will still contain the same low-resolution image. Only vector-based or true high-resolution images embedded directly will maintain quality inside a PDF.

4. Why Image Quality Matters in Tuhund

Tuhund’s reporting and printing system is designed to deliver sharp, precise, and professional-quality documents. A good image ensures your invoices, proposals, catalogues and certificates look elegant and trustworthy.

  • High-quality image: Crisp, vibrant and professional.

  • Low-resolution or repeatedly saved image: Blurry, pixelated and unprofessional—spoiling the overall appearance of an otherwise perfect document.

Remember: Tuhund can handle any design—but the results depend on what you feed into it.

5. Quick Checklist Before Sending Images

✔ Send files as documents on WhatsApp (not photos).
✔ Prefer vector formats (SVG, AI, EPS, PDF).
✔ If raster, use original high-resolution PNG (not JPEG converted to PNG).
✔ Avoid repeated saving/conversion of JPEGs.
✔ Don’t embed low-res images in Word and export as PDF expecting improvement.
✔ Double-check that logos are clear and backgrounds are transparent (if needed).

Final Note

With Tuhund, you get exceptional quality prints and PDFs. However, if low-quality or repeatedly compressed images are uploaded, even the best rendering system cannot fix poor resolution. By following these simple steps, you’ll ensure your company’s branding, logos and documents always look their absolute best—without the need for repeated reminders.

#resolution #quality #compression #vector #images #logo
Irfan Mustafa Qazi
05/08/2025 09:00 PM
Irfan Mustafa Qazi

Stop Pricing Based on Cost: Why Your Inventory Strategy Might Be Costing You

There is a common but deeply flawed belief in business that the selling price of a stock item should be based on its cost price. While this may appear logical at first glance—after all, one must recover what was spent—it is often a dangerous approach that leads to lost opportunities and, in many cases, actual losses.

The reality of the market is very different. Products that could be sold at higher prices are often sold at lower ones simply because they were procured cheaply. Businesses leave money on the table because their pricing model is tied to historical costs instead of real market value. Conversely, products purchased at higher costs cannot be sold at inflated prices just to maintain a margin—the market dictates what customers are willing to pay and they will not entertain unjustified premiums.

Cost-Based Pricing Works—But Only Before You Buy

Cost-based pricing has a role, but it belongs in the procurement stage, not the sales stage. When planning to buy stock, the selling price acts as the starting point. The business determines what price the market will bear, factors in the cost of sales, operational overheads, required margin and risk buffer and then calculates the maximum acceptable purchase price.

For instance, if a product can reasonably be sold at $100 and the business wants to maintain a healthy profit margin while covering all associated costs, it might determine that it cannot pay more than $70 for that product. The focus then shifts to sourcing or negotiating procurement below this threshold. This is a proactive and strategic pricing model.

Once Purchased, Stock Is an Asset—Not Money

After the stock has been purchased, its cost is no longer a controlling factor in pricing decisions. The money is already spent. That stock is now an asset, not liquid capital and its cost becomes a sunk cost. In management accounting, what matters is not what was paid, but what the product is worth now—its current market value, how soon it can be sold and what profit it can generate.

Financial accounting might still record inventory at purchase cost or lower of cost and net realisable value (NRV), depending on applicable accounting standards. But for management decision-making, cost price is largely irrelevant, except perhaps for post-mortem analyses and continuous improvement in procurement strategy.

Don’t Ignore Holding and Finance Costs

Another often-overlooked aspect is the cost of holding inventory—both in terms of storage and finance. These costs exist even if you haven’t taken a loan to buy stock. Capital has an opportunity cost. Funds tied up in inventory could have been invested elsewhere. Every additional day that inventory sits unsold incurs a hidden cost and this must be factored into your pricing and turnover strategies.

Dynamic Pricing Based on Market Demand

In an ideal business environment, prices should never be static. Just as demand fluctuates, so should pricing. Dynamic pricing is the strategy of adjusting selling prices in real time—or near real time—based on current market conditions, competitor pricing, stock levels, seasonality and buyer behaviour.

This is particularly important in inventory-heavy businesses. Products sitting in the warehouse are not static in value. Market demand may rise, creating an opportunity to increase selling prices and boost margins. Conversely, if demand drops, prices may need to be lowered to encourage faster movement and avoid accumulation of dead stock.

Factors That Drive Dynamic Pricing:

  • Demand-Supply Gap

  • Competitor Pricing

  • Shelf Life or Obsolescence

  • Customer Segments and Behaviour

  • Stock Levels

To implement dynamic pricing effectively, businesses need real-time visibility into stock, sales velocity, procurement timelines and market signals. Manual pricing updates are rarely fast or accurate enough. This is where ERP systems like Tuhund offer a decisive advantage. With intelligent pricing engines, real-time dashboards and automated rule-based pricing algorithms, Tuhund enables businesses to continuously adapt to market changes.

Leveraging Tuhund for Competitor Analysis and Lost Opportunity Insights

Dynamic pricing becomes far more powerful when it is informed not only by internal data, but also by external market realities—especially competitor behaviour. This is where Tuhund's Competitor Analysis Module plays a transformative role.

Tuhund allows businesses to track and analyse every lost opportunity—not just mark it as closed or failed and move on. Opportunities can be marked as lost at any stage of the sales cycle, though it most often happens during the quotation phase. Sales teams are encouraged to go beyond just recording lost deals—they are expected to document the reason, the competitor who won the business and what pricing or offering they beat you on.

Over time, this builds a powerful dataset that provides actionable insights:

  • How much business are you losing?

  • Who are you losing it to—and why?

  • Which product categories or customer segments are most vulnerable?

These insights feed directly into procurement and pricing strategies, allowing businesses to reposition or pull back where needed and double down on areas of strength.

Knowing When to Let Go: Strategic Product and Customer Deselection

Not all products are worth selling—and not all customers are worth keeping.

This may sound counterintuitive, but in many cases, businesses hold on to unprofitable product lines or difficult customer accounts out of habit or fear of losing volume. Without clear data, such decisions are emotional and reactive.

Tuhund changes that.

Tuhund provides clear visibility into the actual worth of a customer, factoring in not just tangible costs like discounts and credit terms, but also intangible ones—most importantly, the cost of time.

Every activity carried out by your team—whether it’s sales calls, follow-ups, site visits, support tickets, or post-sales service—is automatically logged and costed. Tuhund tracks the actual time spent by every person involved and assigns a cost to those hours. It also distributes overheads proportionately and feeds this into true customer profitability calculations.

This is where the Claims Module becomes especially critical. It captures warranty claims, return requests, rework, and exceptions, all of which impact the cost-to-serve.

Tuhund also allows you to:

  • Rank customers based on behaviour and performance, not just revenue

  • Tag and track individual stakeholders within each customer organisation

  • Record and analyse qualitative insights (such as ease of doing business, responsiveness, cooperation)

With this level of intelligence, you can make informed decisions about which customers to prioritise, which ones to nurture and—when needed—which ones to let go of.

Sometimes, the most profitable decision you can make is to lose a customer who drains resources, erodes margins and distracts from better opportunities. Tuhund gives you the confidence to make those bold moves—not based on gut instinct, but grounded in data.

Conclusion: Price to Win, Not to Recover

Relying on cost-based pricing is like driving with your eyes fixed on the rear-view mirror—it blinds you to what lies ahead. In today’s competitive and dynamic markets, the selling price must be guided by market demand, value perception and strategic priorities, not just procurement history.

Once stock is purchased, the money spent becomes irrelevant. What matters is how much value that asset holds now and how it can be best monetised. Pricing decisions must be dynamic, data-driven and aligned with broader business goals—not rigidly tied to spreadsheets or habits.

With the right system in place, like Tuhund, businesses gain the visibility and intelligence they need to:

  • Set prices dynamically based on real-time conditions

  • Understand and track competitor behaviour

  • Analyse lost opportunities with precision

  • Know when to exit product lines or even walk away from unprofitable customers

  • Make bold, informed decisions that improve profitability and strategic focus

Ultimately, smart pricing is not about covering cost—it's about maximising value. And that requires insight, not instinct.

#inventory #profitability #opportunities #demand #supply #consistently #stock #profit #margin #cost
Brian Dominic Rego
31/07/2025 07:14 AM
Brian Dominic Rego

Customising PDF Templates in Tuhund for Perfect Business Documents

Tuhund gives unmatched flexibility and control when it comes to designing PDF documents — for example, you can create an invoice template that includes dynamic customer data, line items and a QR code linking to the digital version of the invoice or a verification API endpoint — whether for invoices, quotations, salary slips, delivery notes, or even custom records. With a fully configurable HTML and CSS-based template system, you can create highly personalised documents enriched with dynamic content, themes and powerful design tools.

Accessing and Managing Templates

You can access and manage PDF templates in several ways:

From Admin Menu:

  • Path: Tuhund >> Admin >> PDF Templates

  • Create new templates or edit existing ones

On-the-Fly From Any Record:

  • When working on a document (e.g., Invoice, Delivery Note), the system shows:

    • The Document Type

    • The Template used

  • Both are clickable, allowing instant access to edit or change the associated template

This flexibility ensures that templates can be updated in real time, especially during audits, corrections, or document reviews.

Dynamic Fields with Easy Insert

Templates in Tuhund support dynamic fields that pull live data from the system. Fields are inserted using a simple syntax:

#!CUSTOMERNAME!#

These fields are available through insertable dropdown lists inside the template editor, making it easy to build personalised templates for every use case.

You can also localise fields for multi-language templates. For example:

#!CUSTOMERNAME_AR!#

This will fetch the customer's name in Arabic. Similarly, you can retrieve amounts, figures and number-in-words in Arabic or any other supported language.

Note: Unused dynamic fields are automatically removed when the PDF is generated. This means that even if you include optional blocks with dynamic values, they won’t leave empty tags behind — making the use of conditional logic entirely optional.

Bi-lingual and Multi-language Templates

Tuhund supports bilingual and multilingual templates. You can design a template with English on one side and Arabic on the other, or any other language combination.

Example:

<div style="display: flex; justify-content: space-between;">
  <div style="width: 48%;">
    <h3>Customer Name</h3>
    <p>#!CUSTOMERNAME!#</p>
  </div>
  <div style="width: 48%; direction: rtl; text-align: right; font-family: 'Arial';">
    <h3>اسم العميل</h3>
    <p>#!CUSTOMERNAME_AR!#</p>
  </div>
</div>

Language Field Examples:

  • #!CUSTOMERNAME_AR!#

  • #!NETAMOUNT_AR!#

  • #!NETAMOUNTWORDS_AR!#

Templates can also be language-bound — selected dynamically based on customer preferences or region.

Themes and Component-Level Configuration

Tuhund comes with a library of pre-designed themes that can be previewed and applied instantly. Every component within a theme is dynamic and fully customisable. This makes it possible to:

  • Apply consistent branding

  • Adjust layouts for different departments

  • Reuse design across templates

Each component in generated templates has its own distinct CSS class, allowing precise styling.

Template Types & Entity Mapping

You can create multiple templates for each type of document or record and map them to specific types. Below is a full list of supported template types in Tuhund, classified by functional modules:

Functional Area Template Types
Accounting & Finance Account Statement, Receivable Statement, Payable Statement, Credit Notes, Advance Request, Advance Note, Asset Allocation
Human Resource Salary Slip, Employee Entry, Employee Promotion, Employee Increment, Employee Transfer, Employee Exit, Employee Identity Card, Payroll Calculation, Actual Payroll Calculation, Salary Statement
Sales Inquiry, Quotation, Proforma Invoice, Tax Invoice, Sales Order, Price List, Price Label, Cart, Way Bill
Inventory Delivery Note, GRN, Packing List, Stock Journal, Internal Sale Voucher, Internal Purchase Voucher, Delivery Trip, Product Barcode / QR Code, Package Barcode / QR Code, Location Barcode / QR Code
Procurement Purchase Invoice, Purchase Order, Purchase Order Labels Sheet, Request for Quote, Debit Notes, RFP, Vendor Quotations, Tender
Services Services Report, Services Job Order, Warranty Claims, PMC, Shipping Label, Shipping Record
Production Quality Control, Job Work
Health Care Prescription, Lab Report, Discharge Summary, Case Sheet
Other Records Resource Score, Barcode Sticker, Other Records

Each document type can have:

  • Multiple template versions

  • Mapped types (e.g., Domestic vs International Invoice)

  • Separate Print and Email versions — useful for pre-printed stationery vs. email PDFs

You can create multiple templates for each type of document or record and map them to specific types. Below is a full list of supported template types in Tuhund, classified by functional modules:

Accounting and Finance

  • Account Statement

  • Receivable Statement

  • Payable Statement

  • Credit Notes

  • Advance Request

  • Advance Note

  • Asset Allocation

Human Resource

  • Salary Slip

  • Employee Entry

  • Employee Promotion

  • Employee Increment

  • Employee Transfer

  • Employee Exit

  • Employee Identity Card

  • Payroll Calculation

  • Actual Payroll Calculation

  • Salary Statement

Sales

  • Inquiry

  • Quotation

  • Proforma Invoice

  • Tax Invoice

  • Sales Order

  • Price List

  • Price Label

  • Cart

  • Way Bill

Inventory

  • Delivery Note

  • GRN

  • Packing List

  • Stock Journal

  • Internal Sale Voucher

  • Internal Purchase Voucher

  • Delivery Trip

  • Product Barcode / QR Code

  • Package Barcode / QR Code

  • Location Barcode / QR Code

Procurement

  • Purchase Invoice

  • Purchase Order

  • Purchase Order Labels Sheet

  • Request for Quote

  • Debit Notes

  • RFP

  • Vendor Quotations

  • Tender

Services

  • Services Report

  • Services Job Order

  • Warranty Claims

  • PMC

  • Shipping Label

  • Shipping Record

Production

  • Quality Control

  • Job Work

Health Care

  • Prescription

  • Lab Report

  • Discharge Summary

  • Case Sheet

Other Records

  • Resource Score

  • Barcode Sticker

  • Other Records

Each document type can have:

  • Multiple template versions

  • Mapped types (e.g., Domestic vs International Invoice)

  • Separate Print and Email versions — useful for pre-printed stationery vs. email PDFs

Layouts, Sections and Reusability

Templates can be designed in portrait or landscape and support:

  • Standard and custom page sizes

  • Multiple copies (Customer Copy, Transport Copy, File Copy)

  • Embedded or modular reusable sections (e.g., headers/footers)

Example:

<header>
  <div class="header-content">Company Header Here</div>
</header>
<footer>
  <div class="footer-content">This appears on all pages</div>
</footer>

Tables and Item Customisation

Tuhund provides advanced control over item tables:

  • Add/remove columns from configuration

  • Auto-hide unused columns

  • Rearrange via drag and drop

  • Use custom fields, images, attributes and calculated values

  • Append supplementary sections (e.g., spec sheets) dynamically

Product images and attributes (including custom ones) are available directly inside the description or dedicated columns.

QR Code and Barcode Embedding

Tuhund supports both barcode and QR code generation.

Barcode:

<span class="barcodeholder"><!--BARCODE, #!SERIAL!#--></span>
<style>.barcodeholder img { width: 30mm; height: 20mm; }</style>

QR Code:

<QRCODE color="#000000" bgcolor="#FFFFFF" width="125">#!SERIAL!#</QRCODE>

Advanced QR Code Samples:

<QRCODE width="125">
<item>
  <serial>#!SERIAL!#</serial>
  <batchno>23323</batchno>
</item>
</QRCODE>

<QRCODE>{"serial":"#!SERIAL!#","batchno":23323}</QRCODE>
<QRCODE>https://erp.tuhund.com/API/v2/20101/uRDezL</QRCODE>

Version History and Rollback

Tuhund automatically maintains a complete trail of all changes made to every PDF template.

  • Every time a template is saved, a new version is stored

  • View full change history and compare versions

  • Roll back to any previous version

This ensures safe experimentation and fast recovery.

Template Authoring Reference Guide

Quick Navigation:

Dynamic Image Embedding

Use tags like:

#!LOGO-4!# → Scaled to 96px

Image Scaling Levels (when no CSS is applied):

0 → Original
1 → 32px ... up to 11 → 2048px

If CSS is specified, the system selects the next higher resolution image to avoid blurring.

Conditional Blocks (Optional)

#!IFIRN!# ... #!ENDIF!#

Completely optional — unused dynamic fields are removed automatically.

Looping Tables

Use #!ITEMSTABLE!# to auto-generate item rows with dynamic logic, sorting and formatting.

Fonts and RTL Support

Embed fonts using:

<style>@import url('https://fonts.googleapis.com/...');</style>

Use direction: rtl for Arabic and Hebrew.

<meta name="dims" value="210,297,43,5,20,5,43,20">

Structure: Width, Height, Top, Left, HeaderGap, Right, Bottom, FooterGap

Access Control

  • Templates editable only by users with permissions

  • All edits logged; rollback available

Preview and Testing

  • Real-time preview during edit

  • Live record-based preview from within forms

Optimisation Tips

  • Use auto-scaling images

  • There's nothing wrong with using nested tables, but be meticulous with your HTML syntax to prevent errors

  • Minimise external assets

Template Samples

#templates #pdf #customization #design #graphics #html #css #email #print
Shoukath Ali
30/07/2025 06:02 PM
Shoukath Ali

Why Leftover Material After Job Order Completion Doesn't Automatically Return to the Store

📦 The Scenario

After completing a job order, some material remains unused on the production floor. Users often ask:

"Why doesn't this leftover material automatically go back to the store it came from?"

This expectation, while common, indicates a misunderstanding of how materials are legally and operationally handled in Tuhund.

⚖️ Legal and Physical Ownership

When material is allocated from a store to a job order, there is a legal and physical handover of that material. This is not just a digital operation — it's documented through valid instruments like an Inter-Store Delivery Note (ISDN). Once issued, the material is no longer in the issuing store. It is in your Production Store or Production Floor — both physically and legally.

Thus, expecting the leftover material to fly back to the original store automatically is neither logical nor legal. It is now owned by the production floor, and further movement must be explicitly transacted.

🚫 The Risk Behind the Expectation

If users expect leftover material to return on its own without a transaction, it indicates a serious misuse of the ERP system. This points to:

❌ Passive Bookkeeping Instead of Operational Control

  • Users are treating Tuhund as a reporting system rather than a live control system.

  • Real-time inventory and ledger accuracy gets compromised.

  • Regulatory and compliance obligations (especially in manufacturing and tax environments) may be violated.

🔥 Consequences

  • Stock mismatches between system and physical inventory.

  • Audit and enforcement risks due to undocumented material lying on the floor.

  • Loss of traceability and accountability for material usage and reuse.

  • Tendency to treat ERP as a "back office system" instead of a decision-driving tool.

✅ Proper Process Expectations

Tuhund expects every stock movement — whether issue, consumption, return, or scrap — to be a legitimate transaction. Leftover material must be accounted for and explicitly transferred. The system cannot — and should not — assume or guess what happens to physical material.

🔁 How to Return Material: Recommended Operational Process

When leftover material is lying on the production floor after job completion, it is typically not practical or desirable to return it order-by-order. Here's why:

  • Leftover quantities per job order are usually small and scattered.

  • The financials for each job order are already closed, including consumption accounting.

  • The same material types may have been issued across multiple job orders.

  • Certain materials (e.g., clamps, bolts, reusable packaging) are expected to be reused and rarely returned.

✅ Recommended Return Process: Inter-Store Delivery Note (ISDN)

Instead of returning materials job order by job order, the preferred method is to accumulate unused material by type and volume, and periodically return them using a Return Inter-Store Delivery Note.

Steps:

  1. Physically collect and classify leftover materials on the production floor.

  2. Segregate reusable vs. returnable material.

  3. Prepare a Return Inter-Store Delivery Note in Tuhund:

    • Source: Production Store (or Floor)

    • Destination: Chosen store for restocking

    • Reference: Mark as Material Return

  4. Transport the material accordingly.

  5. Complete the digital transaction to ensure stock accuracy.

🚧 When Job-Order Based Returns Are Justified

Although Tuhund supports direct return of material from a job order, this is not recommended as the primary process unless:

  • The leftover quantity is large or expensive.

  • There is an audit or after-delivery adjustment.

  • The material is owned or tracked per job (e.g., customer-supplied).

In such cases, material can be returned directly using a job reference, but it must be a manual and intentional action, not an automated one.

📝 Summary

  • The system reflects legal and operational truth — not user expectations or shortcuts.

  • Material must always move through legal transactions.

  • The Production Floor is a Store, both physically and legally.

  • Use Return ISDN as the standard method for sending unused material back to stores.

  • Avoid the mindset of ERP as a passive system — treat Tuhund as a live operational partner.

#inventory #production #material #store #delivery #movement #consumption #manufacturing #management
Irfan Mustafa Qazi
27/07/2025 12:32 PM
Irfan Mustafa Qazi

Tuhund LLM: AI for Real ERP Intelligence — Secure, Private and Purpose-Built

What Is Tuhund LLM?

Tuhund LLM is an AI-powered assistant embedded within the Tuhund ERP ecosystem. It uses a private, domain-tuned Large Language Model (LLM) to bring intelligence, automation and natural language interaction to enterprise operations — helping users work smarter and faster, without compromising on security.

Unlike general-purpose AI models, Tuhund LLM is fine-tuned to understand ERP processes, financial logic, manufacturing workflows, sales pipelines, logistics terminology and more. It's built to serve real business users, not just developers.

What Does It Do?

  • Query Understanding: Understands natural language queries about transactions, documents, inventory, sales and finance.
  • Document Summarisation & Extraction: Summarises documents and extracts key data points and actions.
  • Email Integration: Reads and processes incoming emails, suggesting next steps or generating responses.
  • Smart Reports & Insights: Interprets reports and delivers insights in plain language.
  • Workflow Assistant: Allows task execution via simple instructions such as “Create delivery challan for XYZ.”

Who Is It For?

  • Business owners and decision-makers
  • Sales, purchase and logistics teams
  • Customer service representatives
  • Operations and finance managers
  • ERP administrators and IT teams

Privacy & Security by Design

Deployment Isolation

Each deployment runs its own instance of Tuhund LLM with no shared model or data. This ensures absolute privacy and security.

No Cloud Dependency

All processing happens locally or within your private infrastructure. No data is shared with external or public cloud services.

Private Fine-Tuning

Fine-tuning, if any, is done only on masked or anonymised data within your secured environment.

What Data Is Shared with the Tuhund LLM Development Team?

  • User Queries: Logged into a live monitoring dashboard.
  • Partial Responses (Masked): Business-critical data is automatically masked.

What Is Masked?

Figures, dates, item codes, document numbers, customer names and similar fields are replaced with placeholders such as XXX or ***.

Why Data Is Collected

For improving model accuracy, prompt handling and user experience — all within strict security boundaries.

What Is Not Shared

No transactional data, PII, or full conversational logs are shared. Business privacy is fully preserved.

Advanced Monitoring and Analytics

  • Real-time query tracking
  • Prompt quality scoring
  • Failure/hallucination detection
  • Usage heatmaps
  • Response latency analytics

Only masked metadata is used. ERP data is never accessed or exposed.

Is Tuhund LLM Free?

No. Tuhund LLM is a high-performance system that requires significant computational resources. It is a paid feature for the following reasons:

  • LLMs require advanced hardware and memory.
  • Infrastructure must scale from 2x to 10x for full-strength LLM usage.
  • Base ERP performance must not be compromised.
  • The LLM is a self-funded project; a portion of revenue supports R&D and continuity.

This cost is essential for providing long-term AI capability in business operations.

Opt-Out Option for Customers

Customers have full control. You may:

  • Completely disable LLM and all AI functionality.
  • Enable specific AI features while disabling others.
  • Continue using full Tuhund ERP functionality with no degradation.

How Is Tuhund LLM Different from Ruaa?

Ruaa is a standalone automation bot built into Tuhund ERP. It handles routine tasks such as sending reports, alerts, and notifications. While it does use a Large Language Model (LLM) for specific tasks, its core functionality is largely rule-based and does not rely on deep inference.

Tuhund LLM, on the other hand, is a full-fledged AI assistant that interacts through natural language, understands complex queries, and generates intelligent responses and actions. It operates at a much deeper level of cognition and reasoning compared to Ruaa.

Ruaa is available in all Tuhund deployments by default. Tuhund LLM is an optional, high-performance enhancement designed for users who want a more powerful and conversational AI experience.

Tuhund LLM brings intelligence to your ERP — privately, securely and responsibly.

Future-proof your business with real-time insights, automation and AI-driven decision support.

#LLM #ERP #AI #Large Language Model #Intelligent #Enterprise LLM #artificial intelligence #business-critical #high-performance #decision-makers #representatives #infrastructure #administrators #auto #purpose-built #manufacturing
Irfan Mustafa Qazi
25/07/2025 05:00 PM
Irfan Mustafa Qazi

Understanding Stock Classification in Tuhund: Actual vs Booked Stock and Their Financial Impact

Accurate inventory management and accounting compliance through structured ERP classification

Inventory plays a critical role in every product-driven business — not just operationally, but also financially. Mismanagement of stock can lead to inaccurate reporting, operational bottlenecks, and even legal consequences related to tax and compliance.

Tuhund, a comprehensive enterprise ERP system, approaches inventory management with a structured and intelligent classification system. At a high level, Tuhund divides inventory into two primary categories: Actual Stock and Booked Stock. This classification not only supports operational efficiency but also ensures strict adherence to accounting best practices and legal obligations, including income tax compliance and global financial standards like IFRS and GAAP.

Actual Stock: Physical Inventory On Hand

Actual Stock refers to the inventory physically available in your organisation's warehouses. This includes items that are not yet committed to any job, order, or internal use — and are thus available for immediate sale, transfer, or consumption.

In Tuhund, this stock is reflected as part of your available inventory and can be used freely for:

  • Sales orders
  • Production processes
  • Internal issues
  • Inter-warehouse transfers

Booked Stock: Inventory That Is Reserved or Committed

Booked Stock represents inventory that is still physically present (or legally under your ownership) but has already been reserved or committed for a particular purpose. It is not considered available for general use or sale.

This includes stock:

  • Sent on demo or approval without invoice
  • Sent on delivery note, pending conversion to invoice
  • Allocated for production or manufacturing orders
  • Allocated for service operations
  • Reserved for indent orders or custom packaging

Not All Booked Stock Requires Manual Release

While booked stock is typically locked from general sale or usage, not all of it needs to be manually released before it is acted upon. Tuhund intelligently handles multiple scenarios:

  1. Stock sent on delivery note for sale - does not require manual deallocation; it can be directly invoiced, and the system transitions it from booked to sold automatically.
  2. Stock allocated for internal purposes - such as production, service tasks, testing, or R&D - does not need to be released manually. Instead, it is directly consumed as part of a valid process.

In these cases, the system treats the stock as written off through consumption, ensuring that the value is removed from inventory appropriately and booked as production cost, service cost, or any other relevant expense head.

Only in cases where the booked stock is no longer needed or is being repurposed for sale must it be manually released and returned to available stock.

Financial Treatment and Compliance with International Standards

In Tuhund, the financial value of inventory is calculated as:

Actual Stock + Booked Stock

This total is recognised as a current asset on the balance sheet and aligns with international accounting standards:

IFRS (International Financial Reporting Standards)

According to IFRS IAS 2 (Inventories):

"Inventories shall be measured at the lower of cost and net realisable value. Inventories include assets held for sale, in production, or in the form of materials to be consumed."

Tuhund ensures that even unbilled or demo stock is recognised as an asset in compliance with IFRS.

GAAP (Generally Accepted Accounting Principles)

Under US GAAP, inventory remains on the books until the risks and rewards of ownership transfer (typically at the point of sale). Premature removal of such stock can constitute fraudulent reporting.

Tax Compliance — Especially Income Tax

Incorrectly removing booked stock from your books before it's invoiced or consumed results in:

  • Inflated Cost of Goods Sold (COGS)
  • Understated closing stock
  • Reduced net profit
  • Illegal reduction of taxable income

This is considered income tax evasion and can lead to penalties and legal action.

Tuhund ensures that the financial value of all inventory is maintained correctly until it is invoiced, consumed, or written off — fully complying with income tax laws.

Context-Specific Visibility in Tuhund

Tuhund dynamically adjusts what stock values are visible based on user role and module:

Module / Context Stock Values Displayed
Inventory Module Actual Stock, Booked Stock, and Total Stock
Sales Module Only Available Stock (Actual - Booked)
Production / Services Booked stock as per task requirements
Finance & Accounting Total inventory value with breakdowns

Built-in Controls for Stock Integrity

Tuhund enforces control over stock movements. Booked stock cannot be used or sold unless:

  • It is manually released
  • It is invoiced automatically (in the case of delivery notes)
  • It is consumed internally in a valid operational flow

This ensures that physical stock, system records, and financial values always remain aligned.

Summary

Tuhund's stock classification system is designed for operational clarity, financial precision, and full legal compliance. By classifying inventory as Actual and Booked, and maintaining financial value until proper disposition, it ensures:

  • Real-time stock visibility
  • Accurate financial statements
  • Compliance with IFRS, GAAP, and Income Tax regulations
  • Audit-ready, transparent reporting

In short, Tuhund provides the flexibility businesses need, backed by the control that regulators demand.

#inventory #stock #warehouse #finance #accounts #balance-sheet #ifrs #gaap #reporting #tax
Irfan Mustafa Qazi
25/07/2025 11:00 AM
Irfan Mustafa Qazi

When Business Owners Themselves Become the Biggest Obstacle in ERP Implementation

ERP implementation challenges often begin at the top. Here's why leadership matters more than most realise.

Leadership That's Missing in Action

Sometimes, the problem lies in a lack of leadership. Other times, it's simply a lack of interest. In some cases, the business owner or top executive is completely absent throughout the process. That does not work.

Even if owners or executives are not able to participate in every meeting or make every decision, they still need to demonstrate active involvement. Their presence — whether through periodic reviews, timely approvals or just being visibly informed — sets the tone for the entire project.

ERP implementation is not an isolated IT activity. It is a business transformation exercise that impacts every department and every process. Without consistent leadership from the top, the implementation quickly loses direction, momentum and accountability.

ERP Implementation is Expensive — Also for the Partner

What many business owners also fail to understand is that ERP implementation is a significant financial commitment for the implementation partner too. It involves deploying highly skilled professionals, often full-time, for extended periods. These professionals are well-paid and rightly so — the industry runs on expertise not volume.

Implementation partners are expected to deliver results, maintain teams, offer support and meet tight deadlines — all while managing their own operational costs. Salaries, taxes and vendor payments do not wait. When clients delay payments or treat them casually, it directly affects the partner's ability to deliver.

What's often ignored is the opportunity cost. Every resource assigned to a project is a resource that could have been working on another client or opportunity — one that might be more profitable, timely or professionally rewarding. When a project suffers from indecision, delay or financial neglect, the partner is not just absorbing the direct cost — they are also sacrificing business they could have otherwise taken.

Cash flow in the IT services industry is critical. When delays become habitual, implementation partners are forced to shift their attention to clients who respect commercial terms and pay on time. That's not neglect — it's simple survival.

Endless Discussions Don't Replace Progress

Another common issue is the tendency for some stakeholders to get trapped in repetitive, circular discussions. Instead of making decisions and moving forward, they go over the same topics repeatedly — often in different words but with no new insights.

It's as if the project team has no other responsibility than to sit endlessly in meetings. In reality, time is money, especially in ERP projects. Prolonged indecision and unnecessary debate stall progress, drain morale and inflate costs.

Clarity and decisiveness are far more valuable than constant re-analysis. At some point, discussion must give way to action.

It's Never "Just One Line of Code"

There's also a common misconception that any requested change is a "simple thing" — often dismissed as just a line of code. In reality, what appears small may require architectural changes that ripple through multiple layers of the system, often involving several teams.

ERP systems are massive, integrated platforms built on tens of millions of lines of code. Even minor-seeming changes may demand impact analysis, design revisions, development, testing and documentation — across modules and environments.

This isn't bureaucracy. It's discipline — and it exists to protect the stability and reliability of the system.

When Even the Client Doesn't Know What They Want

One of the most frustrating situations occurs when clients themselves aren't clear about what they want. Instead of providing specific requirements or goals, they say things like, "You go ahead and do something — we'll see how it looks."

This trial-and-error mindset is expensive and unproductive. ERP is not graphic design. You don't build enterprise processes by throwing guesses at the system and adjusting later.

Without clarity, every change becomes guesswork — and every revision is wasted effort. If the business doesn't know what it wants, it cannot expect the ERP partner to figure it out for them.

Mutual Commitment is the Key

For an ERP project to succeed, both parties must honour their commitments. Just as the partner must bring technical excellence, proactive support and domain expertise, the client must bring strong leadership, timely decisions, clear direction and financial discipline.

ERP is not just software. It's a partnership, a process and a promise to transform how a business runs. And like any partnership, it only works when both sides do their part.

#accountability #trial-and-error #implementation #transformation #responsibility #professionals #architectural #documentation #environment #unproductive #involvement #stakeholders #discussions #meetings
Lubna Shariff
24/07/2025 08:27 AM
Lubna Shariff

Never Miss a Deadline Again — Automate Your Admin Tasks with Tuhund's Task Scheduler

In any organisation, administrative responsibilities can pile up quickly — tax filings, statutory payments, compliance reporting, internal reviews and so on. What's common across these tasks? They're repetitive, time-bound and critical. Yet many businesses still rely on manual reminders, shared spreadsheets or memory to stay on top of them.

Tuhund solves this problem with its Admin Task Scheduler, a module that may be simple on the surface but delivers massive value where it matters most — ensuring nothing slips through the cracks.

What Is the Admin Task Scheduler?

Tuhund's Admin Task Scheduler is a lightweight, no-fuss utility designed to auto-create, auto-assign and manage recurring administrative tasks. It is especially useful for compliance-related functions like:

  • Tax return preparation and filing
  • Statutory payments and declarations
  • Payroll-related obligations
  • Internal documentation deadlines
  • Any recurring admin task that should not be forgotten

How It Works

  1. Recurring Schedule Definition: Define tasks that recur monthly, quarterly, annually or on custom schedules.
  2. Auto-Creation of Tasks: On the scheduled date, the system automatically creates the task and assigns it to the designated user or role.
  3. Built-in Reminders and Escalation:
    • First notification after the task becomes due
    • Follow-up reminders if it remains incomplete
    • Panic warnings or escalations based on your configuration
  4. Attachment of Supporting Evidence: Users can upload screenshots of acknowledgements, filed reports, documents and reference IDs.
  5. Completion and Closure: Responsible users mark tasks as done. Managers may review and officially close them.

Visibility on the Homepage

Tasks are visible on the user's homepage and also in a dedicated module view, where they can be filtered, tracked and managed efficiently.

Everything in One Place

The Admin Task Scheduler is a centralised compliance repository. It keeps documents, audit trails and task histories together for transparency and ease of retrieval.

Built to Handle Regulatory Requirements

Whether it's tax filings, statutory payments, employee benefits or internal compliance, the scheduler automates the routine and eliminates oversight risks.

Delegation and Accountability

Tasks — including those involving email communication — can be assigned to relevant team members. This is especially useful for handling high-volume compliance or administrative emails in finance, HR or support teams.

Why It Matters

  • Reduces manual oversight
  • Minimises missed deadlines
  • Improves accountability and compliance
  • Centralises documentation and task history

Conclusion

Administrative tasks are often neglected until they become critical. Tuhund's Admin Task Scheduler shifts your business to a proactive, process-driven approach. It's simple, effective and reliable.

#compliance #responsibilities #acknowledgement #payroll #administrative #accountability #process #documentation #auto-creation #automatically #configuration #communication #organisation #spreadsheets #declarations
Irfan Mustafa Qazi
23/07/2025 08:22 PM
Irfan Mustafa Qazi

The Hidden Saboteurs of ERP Projects

The Hidden Saboteurs of ERP Projects: Who They Are and How to Handle Them

Insights from real-world ERP rollouts and lessons learned from Tuhund implementations

ERP implementations are among the most ambitious and transformative projects an organisation can undertake. They promise integration, transparency and efficiency—but they also threaten the status quo. And wherever change disrupts comfort, resistance is inevitable.

In almost every ERP rollout, there exists a small but powerful group of stakeholders who, knowingly or unknowingly, work against the success of the project. These are not always obvious villains; in fact, many hold respectable titles and deep institutional knowledge. Yet their behaviour poses one of the greatest risks to ERP success.

In this article, we explore who these hidden saboteurs are, why they resist and what project leaders can do to mitigate their influence—drawing from real-world ERP implementation experience, particularly with Tuhund.

Who Are the Hidden Saboteurs in ERP Projects?

ERP systems impact the entire organisation—from top-floor strategy to shop-floor operations. That’s precisely why resistance can come from any level.

1. Department Heads Guarding Their Turf

ERP systems centralise processes and reduce informal power structures. Department heads who once controlled data flow or approvals may fear losing influence.

2. Champions of Legacy Systems

Often long-serving employees who helped build or customise the previous system. For them, ERP is not just a technical change—it’s personal.

3. IT Personnel Feeling Threatened

Paradoxically, some IT teams resist ERP, especially when the new system is cloud-based or externally managed. The fear of becoming redundant or less critical can fuel obstruction.

4. Informal Influencers and Power Brokers

These are not always in leadership roles but are trusted voices within teams. Their scepticism even in whispers can erode confidence across the organisation.

5. External Consultants with Conflicting Interests

Past vendors or consultants whose influence wanes under the new system may subtly undermine it to keep their relevance or contracts.

6. Frontline Users with Low Tech Confidence

Employees on the ground—sales reps, inventory staff and operators—often fear that ERP will expose their mistakes or make their jobs more complicated.

Real-World Observation: From Opponents to Advocates

At Tuhund, we’ve seen this story play out repeatedly: senior executives who initially resisted the system tooth and nail—arguing, blocking, delaying—later became some of our strongest advocates.

Over time, as they began to understand the system and experience its value, the fear faded. In many cases, they not only embraced Tuhund but insisted on implementing it again when they moved to new companies or even started their own ventures.

This transition from resistance to advocacy is one of the clearest indicators that objections are often rooted not in logic, but in fear of change, fear of exposure or simple unfamiliarity.

A Curious Pattern: Resistance from Smaller CAs

Another consistent trend we’ve noticed is related to Chartered Accountants. When a customer's CA is established or possesses a high degree of expertise, ERP implementation usually proceeds with minimal friction. These professionals understand the value of system-driven processes and financial discipline.

However, resistance tends to increase significantly when the CA is less experienced or operates in a more informal, traditional manner. In such cases, objections often stem from misconceptions about how ERP “takes away control” or imposes unwanted structure.

Understanding this pattern allows project teams to better prepare for objections, offer targeted education and approach implementation with empathy and clarity.

How Do They Sabotage ERP Projects?

Not all sabotage is overt. In fact, the most dangerous kind is quiet, persistent and plausibly deniable.

  • Delaying data finalisation (product codes, ledgers, master tables)
  • Missing training sessions or refusing to participate in UAT
  • Introducing endless “special cases” to derail standardisation
  • Insisting on outdated reports or processes
  • Spreading doubt by misrepresenting system capabilities
  • Demanding unreasonable customisations that increase cost and complexity

Why Do They Resist?

At the heart of resistance lies fear and self-preservation. Understanding these motivations is key to managing them.

Motivation Common Expression
Fear of transparency “The ERP doesn’t understand our process.”
Job security concerns “We’ve always done this manually.”
Loss of control “We need our own version of this report.”
Change fatigue “This is just another failed IT project.”
Political turf wars “This wasn’t our idea and it won’t work.”

How to Handle ERP Saboteurs (Without Creating More)

Dealing with resistant stakeholders requires strategy, not confrontation. Here are some ERP-specific methods that help neutralise resistance:

  1. Identify Power Beyond Titles – Go beyond the org chart. Find out who influences opinions and controls processes informally.
  2. Appoint Departmental Champions – Assign functional leaders who co-own the project. Their endorsement carries more weight than mandates.
  3. Tailor the Messaging – Speak the language of each function: finance (compliance), sales (speed), operations (efficiency).
  4. Showcase Quick Wins – Pilot in low-resistance areas. Highlight time saved or process improvements early.
  5. Co-create Solutions with the Critics – Involving saboteurs in design often turns them into supporters.
  6. Set Boundaries Around Shadow Systems – Disallow parallel spreadsheets and legacy tools during rollout.
  7. Document Everything – Maintain a clear record of all decisions, delays and escalations.
  8. Focus on Emotional Readiness – Use scenario-based training to build confidence and reduce fear.

Final Word: ERP Is a Mirror, Not Just a System

ERP implementations don't just change the way organisations work. They reveal how things have really been working all along. That mirror can be uncomfortable for those used to operating in silos, secrecy or manual control.

The good news? Many of those who initially resist most strongly end up becoming the ERP’s greatest advocates—once they see the value and let go of unfounded fears.

And that's the true mark of a successful implementation: not just a working system, but a changed mindset.

#ERP #implementation #project #sabotage #resistance #change #management
Lubna Shariff
22/07/2025 05:08 PM
Lubna Shariff

Why Free Trials Do Not Work for Large-Scale ERP Deployments

While free trials work for basic SaaS tools, free ERP trials are a different story. For large-scale ERP implementations, offering a free trial is not only impractical — it’s potentially damaging. Here's why ERP systems require a more strategic and structured approach.

1. ERP Implementation Is Organisational Change

ERP deployment is not a software test; it’s a full-scale change management initiative. It affects every core business function — finance, sales, HR, inventory, and more.

ERP implementation must be led from the top, with full leadership sponsorship. Without that commitment, even the best ERP solution is likely to fail.

2. ERP Planning Requires a Top-Down View — Even for Simple Phases

Many businesses believe that if they start with a "simple phase" like invoicing, it will be a simple implementation. That’s a common ERP myth.

Even a phased ERP rollout requires understanding the full scope of the business to:

  • Make strategic decisions about master data
  • Ensure future modules integrate smoothly
  • Design a scalable, secure structure

Phasing is a delivery tactic — not a shortcut.

3. ERP Setup Involves Significant Effort

ERP configuration is complex and tailored. It includes:

  • Data migration and validation
  • Role-based security setup
  • Workflow mapping
  • System integrations (e.g., accounting, payroll, CRM)

This level of setup cannot be done meaningfully for a short-term trial.

4. The Hidden Costs of ERP Trials

Even a basic ERP environment involves costs for:

  • Infrastructure provisioning
  • Setup and configuration by consultants
  • Dedicated support

ERP vendors and partners can’t justify this for non-committed prospects, especially when live customer projects demand full attention.

5. Trial Customers Are Not a Priority for Implementation Partners

ERP partners manage multiple implementations simultaneously. They will naturally allocate resources to paying customers with signed contracts and defined deliverables. Trial users typically receive:

  • Delayed responses
  • Limited technical engagement
  • Lower-quality setup

This leads to poor trial experiences that don't reflect the ERP’s true potential.

6. Trials Create False Expectations

ERP trials are often evaluated with the wrong mindset. Users may expect:

  • Fully polished experiences without training
  • Perfect data alignment across reports
  • Consumer-grade simplicity from day one

ERP value emerges over time — not in a quick test run.

7. Data Sensitivity and Compliance Risks

ERP platforms handle:

  • Financial and audit data
  • Employee and payroll records
  • Supplier contracts and product pricing

Running trials with actual business data, or exposing sensitive processes in a loosely managed trial environment, poses significant security and compliance risks.

8. ERP Success Requires Leadership Commitment

ERP is not an IT tool — it’s a business strategy. If it is treated as a “maybe” or as a trial experiment, it lacks the gravity required for success.

Leadership must:

  • Drive the vision
  • Manage internal change
  • Prioritise adoption and training

Without top-level involvement, even the most robust ERP system is at risk.

9. Better Alternatives to a Free ERP Trial

Instead of trials, consider these proven alternatives:

  • Scenario-based demonstrations tailored to your industry
  • Interactive walkthroughs with Q&A
  • Sandbox environments using sample data
  • Paid Proof-of-Concept (PoC) with clear scope and deliverables
  • Pilot rollouts within a department or region

These methods ensure seriousness, alignment, and better resource commitment.

Conclusion: Don’t Trial ERP — Transform With It

A free trial may sound appealing, but it’s not suited to the scale and complexity of enterprise resource planning. ERP success depends on:

  • Strategic planning
  • Cross-departmental coordination
  • Leadership ownership

The right ERP provider won’t offer a free trial — they’ll offer a guided partnership, structured implementation, and long-term value.

#ERP implementation #ERP deployment #free ERP trial #phased ERP implementation #ERP PoC #ERP project failure #ERP change management #enterprise resource planning
Shoukath Ali
22/07/2025 07:15 AM
Shoukath Ali

Inventory Challenges in ERP: It's Not the System — It's the Human Factor

Inventory is often seen as one of the most complex and error-prone modules in any ERP system. But in mature platforms like Tuhund, the system itself is rarely the source of trouble. Over years of experience working with customers in industries dealing with machines and spare parts, one insight has become abundantly clear:

"99% of inventory issues are human mistakes — not software limitations."

Despite Tuhund’s real-time stock tracking, multi-location store management, and deep integration with sales, service, procurement, and financials, inventory still causes problems when users treat the ERP like a book-keeping system rather than a live operational platform.

Let’s break down why inventory remains tricky — and how to eliminate most of the problems through discipline, design, and awareness.

⚠️ The Core Problem: Book-Keeping Mentality vs Operational Discipline

The most common and impactful mistake? Doing the work somewhere, and logging it elsewhere — later, by someone else.

  • A technician uses parts at a customer site but doesn’t log them until the end of the day.

  • Goods are received and stocked, but the entry is made based on the delivery challan the next morning.

  • A sales user issues material from one branch but enters it under a different store.

These aren’t system issues. They’re workflow discipline issues. And they result in:

  • Wrong stock levels

  • Parts showing “out of stock” when they’re lying in a store

  • Lost sales

  • Duplicate purchases

  • Service delays

  • Financial mismatches

Tuhund is designed for real-time, actuals-based operations — not for post-facto data entry.

🧍‍♂️ Common Human Errors That Disrupt Inventory

Here are the most frequent mistakes — all avoidable — that lead to incorrect inventory data:

1. Skipping Transactions

Users forget to log a stock transfer, material issue, or part return.

2. Wrong Store or Location Selection

Users pick the wrong store or default to an old one without checking.

3. Manual Adjustments or Shortcuts

Stock is manually adjusted instead of being properly issued or received.

4. Incorrect Quantities, Units, or Items

Confusion between units (box vs piece), wrong variant, or wrong item selected.

5. No Discipline in Returns

Returned or rejected material is not recorded back into inventory.

6. Wrong Product Stock-In

Simulated Story
A store executive stocked in a shipment of sensors but accidentally selected an older model code. Later, the system showed the actual model as out of stock, resulting in a lost order and urgent re-purchase — for items already lying in the store.

Fix: Enforce barcode scanning and product image verification during stock-in.

7. Working Outside the System

Staff maintain Excel sheets, mental notes, or WhatsApp groups to track parts.

8. Disconnected Actions and Entries

Simulated Story
A technician completes a motor replacement, consumes three parts but reports only two over the phone to the coordinator. The system stock shows one extra part. Another job is booked assuming availability — only to discover the stock doesn’t exist.

Fix: Use Tuhund’s mobile app or in-field entry features. Train users to log actions as they happen.

✅ Common Recommended Workflows (but not the only ones)

Tuhund supports every practical workflow — standard, industry-specific, and even company-specific. The system is built to enforce discipline without forcing rigid structures.

Below are some recommended and widely used workflows, but Tuhund supports many more combinations based on your operational needs.

🛒 Procurement Workflows

🔹 Common Standard Flow:

  1. RFP (Request for Purchase) – Purchase need is recorded and justified (indent, service job, stock).

  2. RFQ (Request for Quotation) – Sent to multiple vendors.

  3. Quote Comparison – Based on price, lead time, terms, etc.

  4. Purchase Order (PO) – Issued to selected vendor.

  5. Goods Receipt Note (GRN) – Created on physical receipt.

  6. Purchase Invoice – Matched with PO and GRN.

🔹 Import-Specific Flow:

  • Purchase Invoice may be entered before GRN due to advance documentation and payment requirements.

🔹 Other Supported Variants:

  • Direct PO → GRN (no RFQ for urgent/known items)

  • FRP → PO → GRN → Invoice

  • GRN first (for unknown vendors), followed by retroactive PO and invoice

Tuhund adapts to procurement models across geographies, urgency levels, and vendor types.

💼 Common Sales Workflows

🔹 Common Domestic Sales Flow:

  1. Inquiry → Quotation → Sales Order → Delivery Note → Invoice

🔹 Commercial or B2B Flow:

  1. Inquiry → Quotation → Sales Order → Invoice → Delivery Note

🔹 Indent Flow:

  1. Inquiry → Quotation → Sales Order → Indent Order → Installation

🔹 FMCG Sales Flow:

  1. Sales Order → Delivery Trip → Invoice → Delivery

🔹 Production-Driven Sales:

  1. Inquiry → Quotation → Sales Order → Job Order (production) → Delivery Note → Invoice

Every workflow is fully traceable and tied to inventory, financials, and documentation — automatically.

✅ How Tuhund Helps Prevent These Issues

Tuhund isn’t just an ERP — it’s a workflow enforcer and real-time operation tool. Here's how it minimizes errors when used properly:

  • Store-level permissions to ensure users see and touch only what they’re responsible for

  • Barcode and QR support for accurate item recognition

  • Mobile access to record data where the work actually happens

  • Audit trails and alerts to catch skipped steps or mismatches

  • Workflow validation — e.g., no invoice without confirmed delivery

  • Drill-down reports that trace every movement and transaction

🧠 Final Advice: Discipline Over Data

ERP systems like Tuhund are extremely powerful — but their true strength comes when people use them the way they’re meant to be used: as operational control systems, not as post-facto recorders.

If you use the system as an afterthought, it becomes inaccurate. If you use it as your guide, it becomes your single source of truth.

Encourage your teams to:

  • Enter data at the point of action

  • Avoid working outside the system

  • Take ownership of accuracy

  • Trust the system to guide operations, not just document them

The fewer the gaps between what happens and what is entered — the fewer the errors.

🔍 Tuhund Helps Catch and Correct Mistakes — But Only to a Point

Tuhund has inbuilt mechanisms to identify and flag discrepancies, including:

  • Stock mismatches

  • Duplicate entries

  • Invalid workflows

  • Out-of-sequence documentation

  • Suspicious data patterns via AI-powered insights

In many cases, the system can also suggest or initiate corrections, such as:

  • Auto-adjusting GRNs based on actual delivery

  • Notifying users of probable human error

  • Blocking transactions that violate business rules

However, there is a critical threshold beyond which even the most intelligent system — including AI — can no longer help.

Once data entered into the system is too inconsistent, delayed, or wrong, no system can fix it without human intervention.

Tuhund can guide, protect, and assist — but ultimately, it relies on timely, accurate input from its users to deliver the clean, reliable data that powers good decisions.

📣 For Teams Using Tuhund:

"Don't treat Tuhund as a ledger. Treat it as the shop floor, the service site, the warehouse, the field — because that’s what it is."

And always remember:

“When you respect the data, the system will always have your back.”

#inventory #sales #production #import #multi-location #documentation #indent #stock #errors #stores #procurement #purchase #FMCG
Riya Sood
22/07/2025 07:09 AM
Riya Sood

If You Call Raw Data a Report, You Will Never Grow

We live in a data-driven world — but data alone is not the answer.

Too many businesses confuse raw data dumps with meaningful reports. A giant spreadsheet exported from the system is labeled a “report” and sent to decision-makers, with the expectation that insights will somehow emerge. This is not reporting. It’s delegation of thinking — and a silent growth killer.

Raw Data ≠ Insight

Raw data is just that — raw. It might be accurate, complete, and detailed, but unless it's processed into something meaningful, it doesn’t help you grow.

A real report summarizes, contextualizes, highlights key trends, and tells you:

  • What’s working

  • What’s not

  • What has changed

  • And what actions should be taken

If it doesn’t do that, it’s not a report — it’s homework.

When Data Policing Replaces Productivity

In many organizations, there are people who make it their job to compare two different reports from the same dataset just to find mismatches — and raise alarms. They spend hours or even days pointing out what appear to be discrepancies, without understanding why those differences exist.

This is a fundamental misunderstanding of how reporting works.

Different reports from the same data source are meant to show different things.

The differences are not in the data, but in the perspective, aggregation logic, and filters each report applies. For example:

  • A profitability report may exclude internal transfers.

  • A tax report may include only billable revenue.

  • A monthly summary may round or group values differently than a real-time report.

Only raw exports will match line-for-line — and even then, only if they’re taken at the exact same time.

Misplaced Fault-Finding Is a Growth Trap

When time and energy are spent comparing reports instead of understanding them, businesses get trapped in:

  • Endless debates over definitions instead of decisions

  • Distrust in the system — often unjustified

  • Delays in action due to constant “verification”

This creates a culture of doubt, not discipline.

What Real Reporting Looks Like

Real reports should be:

  • Designed with purpose: each one answers a different business question.

  • Aligned with context: finance, sales, operations — each has its own lens.

  • Smart and actionable: not just accurate, but useful.

The goal is not matching every cell across every screen — the goal is insight.

Tuhund Gets It Right

Tuhund doesn’t just dump data. It generates role-specific, context-aware reports, with help from Ruaa, the built-in AI engine.

  • Ruaa identifies what’s relevant to each user based on level, rights, and behavioral trends.

  • Reports are automatically scheduled, formatted, and sent — with the right focus for the right person.

  • Drill-down is available when details are needed, but summaries drive the top view.

And if someone insists on verifying the data behind the reports — Tuhund always makes the raw data accessible too.

The Bottom Line

If you treat raw data as reporting, you’re forcing your people to waste time interpreting what your systems should already be explaining.

Worse, if your organization fosters a culture of fault-finding over forward movement, you’ll never grow.

A real report tells a story. It supports decisions. It reduces ambiguity. It saves time. It builds trust.

Data is the raw material. Reporting is the value you create from it. Choose wisely.

#data #reports #charts #erp
Riya Sood
21/07/2025 08:52 PM
Riya Sood

Why Email Inside an ERP Has Always Been a Game Changer — A Look at Tuhund

Email has long been one of the most critical communication tools in business. Yet in many companies, it remains outside the core business system. Quotations are emailed from personal accounts, follow-ups are tracked manually and key conversations get lost across disconnected inboxes. This disconnection causes delays, miscommunication and poor accountability.

Tuhund took a different approach — by integrating email right into the heart of the ERP. Since 2012, Tuhund has included fully functional email as part of its core system. This isn't just email notifications; it's complete, context-sensitive, intelligent email — seamlessly woven into your day-to-day business activities.

Bringing Email to Where the Work Happens

In most systems, you open your inbox and search for emails. In Tuhund, relevant emails are brought to you exactly where they are needed — whether it's a quotation, job order, invoice or follow-up. Email becomes a part of the workflow rather than a separate task.

You no longer need to forward, copy or explain emails outside the system. Every email is linked directly to the business context. This saves time, improves clarity and ensures that nothing gets missed.

AI-Powered Communication

Tuhund's AI engine Ruaa takes this a step further. Ruaa sends follow-ups, reminders and reports automatically based on your business rules. It knows when to send what, to whom and in what tone. From sales teams receiving daily performance summaries to customers getting order updates, Ruaa ensures timely and consistent communication.

Email as Assignable Work — Not Just a Message

In Tuhund, emails are not just messages — they are actionable items. Just like tasks, emails can be assigned to specific users for follow-up or response. This transforms communication into a team activity, not a personal burden.

This feature is especially useful for shared mailboxes or departments like support, procurement or finance which often receive high volumes of incoming messages. Instead of one overloaded inbox, emails can be distributed, tracked and managed like any other work item.

Assigned emails appear in each user's task view, ensuring accountability, delegation and continuity. Replies go out from the system itself, maintaining consistency and allowing managers to monitor communication progress — just like any other workflow.

Continuity and Reassignment Made Simple

If someone leaves your organisation or changes roles, communication history doesn't get lost. In Tuhund, mailboxes are part of the system and can be reassigned instantly. All past emails remain intact and visible to authorised users. This improves continuity, security and audit-readiness.

Connects to Your Existing Mail Server

Tuhund doesn't replace your email server; it works with it. It supports POP, IMAP and SMTP protocols, allowing incoming and outgoing messages to flow through your regular domain — but with the intelligence and context only an ERP system can provide.

Security and Control

Access to email is role-based just like the rest of the system. Communication is visible only to those who are allowed to see it, with complete logs and traceability. Whether for internal audits, customer disputes or compliance checks, every message is where it should be — inside the system.

In Summary

Email inside ERP isn't just about convenience — it's a shift in how communication is handled in an organisation. Tuhund's approach makes communication more efficient, more accountable and far more intelligent. It's no longer something that happens on the side. It becomes part of the system, part of the process and part of the success.

#ERP #email #integration #AI #automation #communication
Irfan Mustafa Qazi
20/07/2025 11:52 AM
Irfan Mustafa Qazi

Tuhund Security: Beyond Roles, Passwords, and Encryption

How Secure is Tuhund?

Tuhund is built with a robust, multi-layered security architecture that incorporates the latest industry standards and best practices. From secure code development to encrypted communication, and from fine-grained access control to continuous monitoring, Tuhund is designed to protect your organization’s data at every level. Key features include:

  • Security group–based access control: Tuhund uses a sophisticated system of security groups that define permissions at a granular level. While they can function like traditional roles, security groups go much further by allowing dynamic, context-aware access rules tailored to specific business functions, data scopes, or combinations of both.

  • Audit trails and logs: Every action performed by a user is tracked and time-stamped, allowing for full traceability and accountability.

  • Data encryption: All data, both at rest and in transit, is encrypted using modern cryptographic standards like AES and TLS.

  • Session management: Inactive sessions are automatically logged out, reducing risk from unattended systems or devices.

  • System-driven alerts: Unusual patterns such as repeated login failures, off-hour access, or irregular usage of sensitive functions automatically trigger system alerts.

  • AI-based trend monitoring: Tuhund continuously learns from system activity using artificial intelligence to detect anomalies—such as unexpected behavior from specific users, locations, or modules—often before issues become critical.

  • Two-factor authentication (2FA) (available optionally): Adds an extra layer of protection, especially for administrative or sensitive access.

In addition to standard encryption protocols, Tuhund employs a custom-developed, proprietary encryption mechanism for internal communication between its servers, deployments, and connected applications. This method is unique to Tuhund and is not publicly documented or used outside the system. As a result, even if communication is intercepted, it is effectively undecipherable to outsiders. The obscurity of the protocol, combined with its robust design, makes it virtually immune to external decryption attempts, offering a level of confidentiality and protection that standard encryption alone cannot achieve.

Together, these features form a tightly integrated security environment that is proactive, adaptable, and highly resistant to intrusion or misuse.

What Can Still Go Wrong

Despite Tuhund’s advanced internal safeguards, the biggest vulnerability is still human behavior. Weak passwords, shared credentials, or improper usage can compromise even the most secure system.

The Importance of Strong, Unique User Accounts

Every individual must have their own dedicated Tuhund user account. This is absolutely essential and non-negotiable. Here's why:

  1. Accountability and traceability: Tuhund logs every user action. If accounts are shared, there is no way to determine who actually performed a task or made a change.

  2. Granular permissions: With security group–based access control, permissions are finely tuned for each user or user type. Sharing an account bypasses this structure and opens up unnecessary access.

  3. Compliance and audit: Regulatory and legal standards require that every transaction and approval is traceable to a specific user. Shared accounts render your organization non-compliant and exposed.

Password Hygiene is Critical

A secure system is only as secure as the passwords guarding it. Even the most advanced security mechanisms are powerless against careless user behavior. To protect your account and the organization:

  • Use a strong password: At least 12 characters long, mixing uppercase, lowercase, numbers, and special characters.

  • Never share your password: Not with a colleague, manager, or IT administrator. No one.

  • Do not reuse passwords: Avoid using the same password across multiple platforms or services.

  • Do not store passwords in plain text: Whether in emails, spreadsheets, or notes.

  • Change your password regularly, especially if you suspect it may have been compromised.

  • Enable 2FA where possible to add an additional protection layer.

In Summary

Tuhund is a highly secure platform powered by advanced security group–based access control, continuous AI-driven monitoring, and full traceability. But no system can defend against poor user habits.

To uphold security:

  • Every user must have a separate individual account.

  • Passwords must be strong and confidential.

  • Sharing of accounts or credentials is strictly prohibited.

  • Security hygiene must be practiced by all users at all times.

Security is a shared responsibility. When users follow best practices, Tuhund’s deep-rooted security architecture can function at full strength—keeping your business protected, reliable, and audit-ready.

#accountability #confidentiality #authentication #security #encryption #Custom encryption #Secure
Irfan Mustafa Qazi
14/07/2025 06:42 AM
Irfan Mustafa Qazi

Why Location Access May Be Required for Login in Tuhund and How It Keeps You Secure

If you're seeing a message like:

"Login denied: Location permission not granted in your browser."

it means your login attempt was blocked because location access is required — based on your company’s security policy configured in Tuhund.

In this post, we’ll explain why this happens, how it works, and what other security mechanisms are working alongside it to protect your organization.

Why Location-Based Login?

Tuhund supports location verification at login as an optional feature that your system administrator can enable or disable based on your organization's security policies. This feature is managed through security groups, and may apply only to specific departments, users, or employee types.

When enabled, users must allow location access in their browser or phone to successfully log in.

Does Tuhund Record My Location?

Yes — but only if you are an employee.

  • ✅ For employees: Tuhund does record and store exact location data at login and for each and every task that you perform in Tuhund, including simply browsing. This data helps organizations maintain audit trails, enforce compliance, and secure sensitive activities.

  • ❌ For external users (customers, vendors, etc.): Tuhund does not store location information. It is used momentarily to authorize the session and then discarded.

What If I'm Not Comfortable Sharing My Location?

If you're an employee and are concerned about location tracking:

  • This is a company-level policy, not something controlled by Tuhund.

  • Please raise the concern with your HR team or management.

  • Tuhund merely provides the tools; how they are configured is entirely up to your organization.

Other Security Features in Tuhund

Location-based login is just one part of Tuhund’s multi-layered security framework. Other advanced features may also be enabled based on your company’s policy, including:

  • ✅ IP Whitelisting: Allowing access only from authorized networks or offices.

  • ✅ Two-Factor Authentication (2FA): Requiring a second factor like an OTP or authenticator app at login.

  • ✅ System-Based Locking: Restricting access to pre-registered devices or systems.

These features help companies enforce fine-grained control over who can access what — and from where.

AI-Powered Monitoring

Tuhund uses AI to monitor user activity and behavioral trends continuously. This includes:

  • Pattern recognition across login times, devices, and locations

  • Detection of unusual behavior or access anomalies

  • Automated alerting and escalation of potential security threats

This helps organizations detect risks early — often before human users even notice them.

How to Enable Location Access

On Desktop

Chrome:

  1. Click the 🔒 padlock icon next to the URL.

  2. Go to "Permissions" > Location, and choose Allow.

  3. Refresh and log in again.

Firefox / Edge / Safari:

  • Go to site settings and allow location access for the page.

On Mobile

Android (Chrome):

  • Settings → Apps → Chrome → Permissions → Location → Allow only while using the app

iOS (Safari/Chrome):

  • Settings → [Browser Name] → Location → While Using the App

❓ Frequently Asked Questions

Q: Can I log in without allowing location access?
A: Only if your security group does not require it. If location is required, access is denied until permission is granted.

Q: Is my location tracked every time I use Tuhund?
A: Only at login, and only if you are an employee. External users’ location data is not stored.

Q: Can I use a VPN?
A: VPNs may affect location detection. Disable it if login fails due to location errors.

Q: Who sets these policies?
A: All security settings — including location-based login — are configured by your system administrator based on your company’s policy, not by Tuhund.

Conclusion

Tuhund is designed with enterprise-grade security at its core. Features like location-based login, IP restrictions, device locking, and two-factor authentication work together to protect your data and your operations.

Combined with AI-driven activity monitoring, Tuhund helps your organization stay one step ahead of security risks — without adding friction to the user experience.

If you have concerns about any of these policies, we recommend reaching out to your HR or IT administrator. Tuhund provides the capabilities, but how they are used is entirely up to your organization.

For help enabling location access or resolving login issues, please refer to the steps above or contact support.

#security #access rights #enterprise #location #authentication #administrator #organization #multi-layered #authenticator #verification #login #protection #secure #access #access control #policy
Brian Dominic Rego
10/06/2025 03:11 PM
Brian Dominic Rego

Fraud Prevention using e-Sign in Tuhund

Tuhund's e-sign system is a powerful feature designed to bring document authentication and fraud prevention to the forefront of ERP workflows. By embedding a verifiable digital signature into every business-critical document, Tuhund ensures that invoices, bills, quotations and reports remain completely tamper-proof.

At the core of the system is a secure e-signature represented as a QR code, uniquely tied to each document. It acts as the key to verifying authenticity, with all validation handled directly by the Tuhund backend server. Once generated, the signature cannot be modified. Even users with full administrator access cannot alter the signed data. This strict immutability ensures reliable fraud prevention across all levels of access. Verification takes only seconds and is completely automated.

The signature also works in both printed and digital formats. Anyone receiving a document can scan the QR code to check its authenticity, whether they are looking at a PDF or a hard copy. This allows for dual verification and eliminates the need for separate confirmation processes.

In physical or digital form, the e-sign generally contains:

  • A QR code that links to the verification page

  • Signature metadata including server, ID, timestamp, date, user ID and user name.

When the QR code is scanned, the user is directed to the Tuhund Signature Verification Page. This page connects directly to the Tuhund Backend server and displays the actual data recorded at the time of signing. There is no manual entry or uploading involved. The server itself verifies the signature and confirms the identity of the user who signed it, the document details, and the timestamp. A note on the page instructs users to validate the domain name in the address bar, reinforcing secure digital habits.

Unlike conventional PDF digital signatures that rely on specific software or certificate tools, Tuhund’s e-sign can be verified instantly by anyone through a simple mobile QR scan. As long as the link leads to tuhund.com, and the data on the page matches the document in hand, the signature is valid. This makes the system more accessible, transparent and tamper-proof than standard PDF-based approaches.

In conclusion, Tuhund’s e-sign system brings together transparency, traceability and security. It makes forgery impossible, ensures that no document can be modified once signed, and builds trust in every transaction. Whether it is an invoice, a quotation or a delivery note, Tuhund guarantees that the document is genuine, verified and protected.

#critical #authentication #infrastructure #accountability #verification #authenticity #authenticate #e-signature #digital signature
Brian Dominic Rego
06/06/2025 09:43 AM
Brian Dominic Rego

Graphical Component Maps

The Graphical Component Map (GCM) system in Tuhund is an interactive software tool designed to streamline the visualization and management of product component layouts. It enables users to map, display, and edit component positions over engineering or assembly drawings, facilitating precise documentation, analysis, and communication across production and technical teams.

 
GCM serves as a central hub within Tuhund for handling graphical representations of product components. By integrating product data with visual layouts, the system supports a more intuitive understanding of how parts and subcomponents are organized within a product structure. Users can upload detailed component drawings, link them with coordinate-based data from Excel sheets, and interact with the drawing through features like zoom, selection, and editing.
 
Whether used for quality control, assembly guidance, service reference, or engineering change management, GCM provides a powerful interface to visualize and interact with complex component maps in a structured digital environment.
 

Key Features Include:

• Interactive Canvas – Visualize component positions using coordinate-based plotting on a scalable canvas.
• Drawing & Data Upload – Import PNG/JPEG drawing files and Excel files containing structured component data.
• Import & Validation Options – Upload Excel data using "Do Not Commit" for error checking or "Commit to Database" for final integration.
• Linked Drawing Images – Upload and link drawing images to component records for accurate visual referencing.
• Component Point Management – Add, move, and delete component points directly on the canvas to reflect accurate layouts.
• Bi-Directional Selection – Clicking a component in the table highlights it on the drawing and vice versa.
• Reordering & Editing Components – Use Red and Blue Buttons to edit text, reorder rows, or remove unwanted components.
• Error Handling & Validation – Pre-commit checks ensure data consistency before integrating into the database.
• Final Save Functionality – Save all edits and updates directly to the Tuhund system with a single commit action.
• Efficient Navigation – Quickly access products through the Global Product List and manage details via the Advanced Details tab.

This manual is designed to guide users through the core functionalities of the GCM system, including navigating the interface, uploading data, inspecting component layouts, and editing component details. Each chapter provides step-by-step instructions to ensure a smooth and efficient user experience, whether you’re setting up new drawings or managing existing component data.
 

Chapter 1: Navigation

Accessing Graphical Component Maps (GCM)

 
To begin working with a product's graphical components in Tuhund, follow these steps:
1. Go to the Inventory Section: Navigate from the main dashboard to: Inventory >Manage >Global Product List
2. Select the Desired Product: In the Global Product List, click on the product you wish to manage.
3. Open Advanced Details: After selecting the product, click on the Advanced Details tab to view more configuration options.
4. Access Graphical Component Maps: Within Advanced Details, locate Graphical Component Maps to begin working with drawings and associated data.
5. GCM Whole access: GCM can also be accessed directly from the Tuhund main menu under Inventory->Manage->Graphical Component Maps
 

Chapter 2: Uploading Data

This chapter covers how to upload both drawings (images) and Excel files containing component data.
 

Uploading Drawings Images

1.Click "Add New" 

To create a new drawing record.

2. Access View Page

A new page will open where you can upload the drawing.

3. Upload Image

Click Upload Image and select the desired image file (e.g., PNG, JPEG).

4. Link Image

Once uploaded, the image will be linked to that drawing record.

5. Continue Adding

You can return to Advanced Details to continue adding more drawing records if needed.

Auto-Populating Component Table from Bill of Materials (BOM)

If a Bill of Materials (BOM) has already been defined and linked to the product, the system will automatically populate the component table when accessing the Add New Drawing function. This preloaded data includes:
• Drawing No.
• Component Index
• Model Numbers
• Descriptions (if available)
 
Users can then:
• Directly upload the corresponding drawing image (e.g., PNG, JPEG) by clicking Upload Image
• Begin plotting component points on the canvas using the pre-populated table entries
• Edit or rearrange any pre-filled data, if necessary, before saving
This feature streamlines the process by eliminating the need to manually re-enter known component details, allowing users to focus on positioning and visual verification.
 

Formatting Excel Files

 
Excel files contain structured data such as drawing numbers, model information, and coordinates for graphical points. To upload:
 
1. Format the Excel File Correctly
Ensure your Excel file contains the following columns with accurate data:
2. DRAWING NO.: Unique number for each drawing. Must match the associated drawing image and should be reassigned based on the GCM (Graphical Component Map) section.
3. INDEX: Numbering system for components or parts in a particular drawing.
4. MODEL: Assign the model number to each component under the MODEL. column.
  XC / YC (Coordinates): Create XC (X-axis) and YC (Y-axis) columns. These values determine the fixed position of each point on the canvas. Coordinates must be precise correctly reflect the spatial layout. (Origin Point: Top-Left corner)

Uploading the Excel File

1. Navigate to Advanced Details of the desired product.
2. Choose the formatted Excel file.
3. Select the option "Do Not Commit" before uploading. This allows the system to check for formatting issues or data mismatches.

Handling Remarks and Errors

If any issues or remarks are shown after upload:
• Make the necessary corrections in the Excel file.
• Re-upload the file again with "Do Not Commit" selected.
 
• Repeat the process until all remarks are resolved.
 

Finalizing the Upload

Once no remarks are returned:
• Choose the "Commit to Database" option.
• This confirms the data and integrates it into the Tuhund product database.
• A message will appear indicating a successful upload.
 

Chapter 3: View Page

 
The View Page in Tuhund GCM allows you to visually inspect the uploaded drawings along with the plotted component points.

1. Accessing the View Page:

Click on the Drawing No. of any record from the list to open the corresponding View Page.

Functional Overview:

  • Component Row Selection
  • Clicking on any component row in the table highlights:
  • The corresponding graphical point(s) on the canvas.  The component itself for easy identification.

2. Point Selection on Canvas

  • Clicking directly on a point on the drawing:
  • Highlights the related row in the component table.
  • Displays any associated points grouped with it.

3. Scroll Feature

  The component table supports vertical scrolling.
  Easily navigate long lists of components without leaving the page.
 

4. Zooming In/Out

  Use zoom controls or mouse gestures to zoom in and out.
  Helps view point positions more precisely, especially in dense drawings.
 

Chapter 4: Edit Page

 
The Edit Page provides advanced editing capabilities for drawings and component data.

Accessing the Edit Page

To edit a drawing and its components click on Edit Map to the drawing record.
Functional Overview:
 1. Adding Points
• Click on a component row in the table.
• Assign points manually by clicking on the canvas where the component should appear.
• This is useful for missing or additional parts not present in the original data.
  2. Moving Points on Canvas
• Click and hold a point on the canvas.
• Drag it to the desired position to correct alignment or placement.
3. Red Buttons – Point’s Component  Controls
• Edit: Edit the text description of a component.
• Delete: Remove the entire row/component from the drawing.
• Delete Point: Select a single point on the canvas and remove it.
• Delete All Points: Clears all points for the selected component row.
4. Blue Buttons – Reordering Components
• Move Down: Moves the selected component row down by one position.
• Move to Bottom: Sends the component to the bottom of the table.
• Move To: Specify the target row index to place the component at a specific position.
 
 5. Top Action Buttons
• Back: Returns to the View Page without saving changes.
• Delete: Deletes the current drawing record entire row.
• Edit: Modify the drawing's description text.
• Upload: Replace the currently uploaded image with a new one.
• Save Data: Commits all the changes made in the Edit Page to the system.
#Graphical #Component #Layout #Visualization #Product #Mapping #Interactive #Canvas #Assembly #Drawing #Management #Coordinate #Plotting #Bill of Materials #BOM #Image #Engineering
Irfan Mustafa Qazi
06/04/2021 11:11 PM
Irfan Mustafa Qazi

Who is Ruaa in Tuhund?

Ruaa is an artificial intelligence program that runs within Tuhund deployments. Ruaa automates most of the recurring operational work. It automatically communicates with outside world, mostly intercommunication between different Tuhund deployments and other smart systems. Ruaa is also responsible for advanced features of system security, keeping a watch on activity, trends, and abnormal behavior of ERP users. Ruaa scans remote backups to ensure data integrity. Ruaa monitors hard disk health and space, server temperature, bandwidth usage, memory usage, connectivity, processes and connections. Ruaa controls schedulers, mailers and alerts. Ruaa auto creates crisis alerts and escalates issues according to the severity and status. 

Ruaa has been an integral part of Tuhund ERP right from 2011, when artificial intelligence was still a developing concept. It is Ruaa that enables small compact teams to do the same amount of work as large organizations in their competition. In a nutshell, Ruaa is the "near human" brain inside Tuhund and it keeps working silently 24/7.

 

#organizations #artificial intelligence #connectivity #schedulers
Riya Sood
05/08/2020 11:29 PM
Riya Sood

Concept and reason for stockless delivery function in Tuhund

At the onset let me clarify that there can be no stockless delivery of goods. If you are creating a commercial invoice or a delivery note for goods, then the goods have to pass through your inventory. Sometimes they do not physically pass through your stores, but in records they do. In the case of indent sales, you do not create an invoice for the sale amount, but only for your commission amount. There is also no possibility of negative stock physically. Negative stock, in practice, means that you are selling a product before purchasing it. At the very least it implies that, on papers, you are showing goods going out of your inventory before they have come in. In certain cases, it is permitted as an operational compulsion. Therefore, stockless delivery in Tuhund is not a permanent feature but a temporary arrangement helpful in stock entry and consolidation at the time of implementation. It keeps turning off automatically one by one for each product when the stock of that product is entered into the system. For a smaller organization, where inventory is not huge, and for organizations that can provide data of stock in one go, this feature is never turned on.

How does stockless delivery work :

As usual, let us explain this with an actual case as an example. One of our customers is a mid-sized trading and distribution company dealing with automobile spare parts and accessories. They have three companies (legal entities) and a total of nineteen branches across India. Each branch maintains its own inventory and keeps a moderate level of stock. However, the head office, at Bangalore has a huge warehouse with seven floors and a total floor area of 63,000 square feet. Their inventory comprises over three hundred thousand products. Some products, like nuts and bolts, were so huge in number that they could not even be counted. At the time of migration from their old system to Tuhund, there was such a big mismatch between stock on records and physical stock that there was no point entering their data, which was grossly wrong. Had the stock been limited, logic would say to stop work for a day, recount all the stock, enter correct stock in the says and start the operation again. In their case, it would have taken months to do this exercise. Data had to be entered in real-time, which was again a problem. Besides entry, they also needed checks and approval to ensure the precision of data. This was practically not possible. The solution was simple. It was a combination of process change and technology. We started the process by masking the inventory, what we call stockless delivery. In accounting and sales, everything works as usual, but the system does not prevent users from selling items that are not in stock. After accounting an invoice (or even before that if enabled from settings) a delivery note is created. This kind of delivery note takes only the products for which stock is added and verified from the actual inventory. For the rest, it allows processing without stock. 

How does stockless delivery fix the stock mismatch problem?

Suppose at a particular time we add the data for a product A. Till this data was not added, the system allows you and processes all invoices without stock. From this time onwards system removes stock for any sales from the inventory. In a similar way, the system handles your purchases or any other form of stock in as well. Consequently, you get the correct data for each and every item one by one. Once all the data is added, it is simple for the system to reverse compute and add the data that would have been there before stockless delivery. This data is entered in one go by the implementation team and the feature is turned off for good. 

What support does Tuhund provide to make this process fast and simple:

Tuhund Mobile App showing stock correction at fixed locations

Tuhund provides you the process as well as the tools. Finally, we help you to close the process. For each location, that is each bin, in each shelf, in each rack, in each row, in each floor we let you generate and print QR code. Of course, you can do this in bulk. QR code contains details of the location as well as details of the product if this location has been reserved for a product, which is usually the case. You can scan this code with the Tuhund mobile app (Android or IOS). The app shows you details of the location, what is expected in the bin and what is there in the bin. Initially, there will be no record of what is there in the bin. You can just pick up a piece from the bin, scan the barcode on the same screen, and just enter the quantity in the quantity box. Your job or entry is done. To make sure, everything is correct, the app also shows you pictures of the part. 

In our experience of Eleven years, we have found that there is no bigger pain point than maintaining correct inventory for any organization with medium to large inventory. This is a tried and tested approach that some customers were enthusiastic about and some accepted very reluctantly but in the end, it has always worked. 

#erp implementation #consolidation #inventory #stock
Irfan Mustafa Qazi
17/12/2019 12:50 PM
Irfan Mustafa Qazi

Scheduled Expenses module in Tuhund ERP – Automating entry of recurring expenses

Very similar to automatic re-ordering of stock items triggered by stock levels, there are expenses that are triggered on specific dates. These are recurring expenses or periodic expenses. Recurring expenses fall under several categories based on fixed or variable amounts and availability or non availability of invoice numbers, etc. Scheduled Expenses module in Tuhund ERP lets you automate entry of these expenses, auto-completed till a predefined stage. This stage varies from case to case. There are specific reasons why every entry cannot be completed end to end and the primary reason is that for certain expenses amounts vary for every period, while for most, at least invoice number has to be entered manually after receiving invoice from the vendor or service provider.

Available options for selecting the stage till which Tuhund AI Demon should automatically process each purchase invoice against expense are as follows:

  1. Create as New and leave unsaved
  2. Create and send for approval
  3. Create pre-approved but do not auto-submit for accounting
  4. Create pre-approved and auto-submit for accounting
  5. Create and insert to books. Leave for accounting approval
  6. Create and post to books of accounts
  7. Create, complete and close (Fully Automatic Mode)

Scheduled Expenses module in Tuhund ERP

Examples of Scheduled Expenses in Tuhund ERP

Example 1 : Rent. For our example let us assume that landlord does not provide any receipt. Rent is accounted on the last day of every month, rent amount is fixed till there is an increment and a TDS (tax deducted at source) is applied at the rate of 10%. This process can be automated from end to end without manual intervention. Every month, on the last day of the month, Tuhund AI Demon will automatically create the purchase invoice for the rent expense entry. It will approve it leaving a comment why it is approving. It will post the invoice to the books of accounts as pre-approved transaction and it will close the record as completed and verified. Once you have created the schedule, you do not need to manually touch the system for this expense again, till there is a change. System will credit rent amount less TDS to the vendor (which is your landlord in this case) along with the entry of payable date. It will credit TDS to the relevant TDS ledger depending on the TDS policy, which by default is to create a separate TDS account for every Vendor. For countries, where there is no TDS or withhold tax concept, please ignore the TDS part.

Example 2 : Internet bill. For our example we assume we receive one bill every quarter before start of the quarter. Amount is fixed and so is the date. The only variable here is the invoice number. In such a case we will create a schedule entry to create the record till “Create pre-approved and auto-submit for accounting” stage. Tuhund AI Demon will create the record, approve it and send it to accounts for further processing. This will show the record to accounting staff as incomplete transaction. To complete this transaction they will just need to enter the invoice number and save. It is a single step short of auto-complete. System will auto-complete the process once again after invoice number has been entered.

Example 3 : Electric bill. We receive electric bill every month, but all parameters (amount, date, invoice number, due date) are variable. Sometimes meter reading is taken on 1st, sometimes on 2nd and very rarely, but sometimes on 3rd. In this case, it might look like manual entry makes more sense, but that is not the case. We have several knows in this case too. We know that there is an expense (electric bill) every month and we know the vendor. We will create a schedule to just create the record in un-saved status. The advantage is that we will never miss this entry. This unsaved record will show as pending till other data is not entered and record is not saved. Once saved, it will work like any other purchase invoice and that is as per other rules set. 

Scheduled Expenses is one of the modules in Tuhund that cuts down non-value adding work freeing up resources who can be used for more productive work. 

#auto-complete #auto-submit #transaction #automating #accounting #productive #schedule #recurring #expense #automatic
Irfan Mustafa Qazi
15/12/2019 10:44 PM
Irfan Mustafa Qazi

Auto-close and Auto-expire rules in Inquiry module in Tuhund ERP

Auto-close and Auto-expire, are two separate system triggered functions available in Tuhund. Auto-close closes the inquiry as completed when a related record like quotation, proforma invoice or commercial invoice passes through a specified stage. On the other hand, Auto-expire is a time controlled function that closes as inquiry as lost opportunity if and when an inquiry stays open beyond a specified duration of time without a transition in status. Both these functions together ensure that system is not flooded with too many open inquiries in case processed or lost inquiries are not manually handled by the users. 

Auto-close
Auto-close can be set on Inquiry Type level and same value is applicable to all branches.

Tuhund auto-close Inquiry settings

Options available are as follows :

  • When quotation is sent to the customer
  • When quotation is elevated
  • When proforma invoice is sent to the customer
  • When proforma invoice is elevated
  • When commercial invoice or indent order is created
  • When commercial invoice is posted to the books of accounts
  • When payment against the commercial invoice is realized

Auto-expire
Auto-expire function is more elaborate and has more options. It can be set on branch level individually for each type of Inquiry. You can set time in terms of days in relation to date of inquiry, target closing date of the inquiry or validity date of the last record related to the inquiry, like quotation or proforma invoice. You can also set number of days for advance warning, person who should be warned in addition to persons who are normally in the notification list and the person who should be notified when the inquiry is actually closed. 

Tuhund Auto-expire Inquiry settings
In both cases, authorized users will be able to reopen the inquiry if and when needed. 

 

#notification #auto-expire #opportunity #auto-close #inquiry #commercial invoice #control #trigger #quotation #inquiry #proforma invoice #erp #sales
Irfan Mustafa Qazi
01/12/2019 06:24 PM
Irfan Mustafa Qazi

Concept of Services with Products in Tuhund ERP

Two of the important features that make ERP successful are its ability to seamlessly automate as much work as possible and to prevent human mistakes as much as possible. In certain industries, products and services bear a relation and once product is selected, selection of related services become just a decision between yes and no. “Services with products” is the mechanism of establishing these relations in ERP. It makes adding of services a matter of two clicks, saving time as well as preventing mistakes. 

I will explain this with an example and in our example we will consider the case of glass industry. Glass is usually sold in lengths, breadths and number of pieces and is billed by area, say square meter. That means, when you raise a quotation, you usually (not necessarily always) enter length in meter, centimeter or any other unit of length. You enter breadth in any unit of length and you enter number of pieces for each set of dimensions. For example:
0.25 m * 0.50 m * 5 pieces = 0.625 square meter
0.50 m * 0.50 m * 2 pieces = 0.5 square meter
For the material, which is glass, customer will be billed for 1.125 square meter.

For each piece of glass, more often than not, there are services associated. Let us take example of two such services.
1. Tempering
2. Edge Polishing

In case of tempering, choice is simple. You just need to specify if tempering is required or not and for how many pieces. System already knows the dimensions. By default system will populate all 5 pieces for first set and 2 pieces for second, but this can be changed. Customer might not require tempering for all the pieces. System will calculate price based on area.

In case of edge polishing, there is a conversion involved. Unit of edge polishing is linear meter (or any other unit of length.) Therefore, system will give the choice of selecting the sides. Each rectangular piece has four sides, but customer might ask for polishing 1, 2, 3 or all four sides. Once sides are selected, system will automatically calculate linear meter and apply rates. 

This not just makes the work very fast, it reduces chances of mistakes, particularly calculation mistakes.

How is the function of Services with Products enabled in Tuhund ERP?

Firstly this feature has to be turned on as it is off by default. Secondly, for each product category, related services have to be specified. Trust me, it is easier done than said (just reversed easier said than done). To turn it on please go to erp >> admin >> System configuration & settings and under, global sales settings, you will find the option “Enable option of services with product.” Turn that on.

Turning on Services with product option in Tuhund ERP
Turning on service with product feature in Tuhund ERP

Once the feature is on, you will see section for “Related Services” within each product category. You can go inside each category and select the related services. At this stage you do not need to enter any other value. 

Adding services for product category in Tuhund ERP
Adding related services to product category in Tuhund ERP

Where do Services with Products show in ERP?

Services with Products will show in all the records in ERP where they are applicable in view, while adding and while editing. When you add a product in a quotation, proforma invoice or tax invoice, etc, normally ERP will by default take you to the screen where you add next product. Once you are done adding products, you close the dialogue. However, when there are services associated with the products, instead of taking you to the screen to add next product, ERP will first take you to the screen where you can add services for the product. Once you are done adding all required services, ERP will take you to the screen to add next product.

Add product in Quotation in Tuhund ERP
Enter product dimensions and quantity in ERP

Adding product in Invoice in Tuhund ERP
Product dimensions and quantity entered in ERP

Selecting service on product in Tuhund ERP
Select related service to be added for the product in Tuhund ERP

Service on product in Tuhund ERP in square meter
Change service data if required in case service and product have same units

Service on product in Tuhund ERP converted to linear meter
Select sides and make required modifications if needed in case of square meter to linear meter conversion.

If you remove the product on top of which services have been added, ERP will automatically remove all these associated services for that product. 

In case you want to add services with products afterwards, there is a special icon that appears only for those products that have associated services.

Can Services with Products feature be disabled?

Services with Products feature can be temporarily or permanently disabled. You can turn off the option in the admin module that had been turned on to enable it. None of the records created will be touched. The feature will be disabled from there on.

#calculation #dimensions #conversion #services #products #ERP #inventory #sales
Lubna Shariff
26/11/2019 09:05 PM
Lubna Shariff

Vault module in Tuhund

Vault is one of the simplest and smallest module in Tuhund, yet very useful. Vault is a digital locker where you store your login ID, passwords and other useful data for different portals and share it with other users if, as and when required. Vault stores quite a bit of data and has the feature of sharing any entry with multiple users. Vault is personal to each user and even the super-admin cannot access any other users vault. The reason for this is that, along with work related data, vault is widely used by Tuhund users to store their personal information and financial information like bank account, credit/debit card PIN, login ID and passwords. Unless the owner of a record has shared the record with you, you will have no way to access it.

Vault module in Tuhund

What data can be stored in Vault?
Let me start my answer for "what data can be stored in vault" with what data I store in vault. I store:

  1. URL, IP Address, multiple user names and password for each, for all the servers. We manage quite a large number of servers globally and without vault it would be difficult.
  2. We store credentials for all third party portals that we need to work with like GST portal, bill payment accounts, TDS portal, Google Analytics, Google webmaster tools and so on. 
  3. Social Media accounts login credentials.
  4. Login credentials and other data of job portals, vendor portals and so on.
  5. All my credit card, debit card and bank accounts related data.

You can store any credentials that belong to the company but are required to be made know to employees for work or you can store any personal accounts’ credentials.  

How will I get to the vault in Tuhund
There is a single route to enter vault and that is through "My Account" page.  In your home page click on "My Account" button. In your "My Account" page, you will see "My Vault" button on the top right corner. Click that and you enter your vault. 

My Account button in Tuhund ERP My Vault button in Tuhund ERP
On top there will be the list of entries owned by you and at the bottom there will be list of entries created by others and shared with you.  You will be able to view the entries shared with you but you will not be able to edit or delete them. Therefore, for your own entries you will see delete and edit buttons, but for the entries shared with you, you will see only share icon and no buttons.

Adding entry in Vault
To add an entry in vault, you just need to click “Add new” button on top. Fill the form and save. There are six named fields in the form, which are description , URL, email, login ID, password and remarks. All fields are self explanatory. There are also six unnamed fields. For unnamed fields you can specify names as well as add data. 

Adding entry in Tuhund Vault

Sharing vault entry with other users
There is a roll down icon on the right side of every row which displays complete details of the entry including names of users the entry has been shared with, if it is already shared. On top of the popup screen, there is share icon. Click that and select the user you want to share the entry with and save. You are done. You can remove share anytime for any user.

Breaking into the Vault
Sometimes there is a need to break into vault. For instance, if the employee has left the job without a proper handover, there might data in his vault that is required by the company. In such an event, there is only one way to break into the vault and that is to reset the password of the user and login as him into his account. Without logging into somebody’s account, there is no way to break into vault. 

Conclusion
If you are not already using vault in Tuhund ERP, please check it out. You will love it. 

#information #credentials #passwords #employees #erp #crm #users #login #vault #secure #access rights #website
Riya Sood
10/11/2019 10:23 PM
Riya Sood

Cost Centers in TUHUND – Cost Accounting Made Easy

Just like rest of the modules in TUHUND, cost center accounting is very simple and you do not have to be a finance expert to work with it. Typically cost center accounting is more basic than management accounting and it does not have to be directly linked to the financial statements. However, some companies do link them. While most of the ERP systems available provide one of the two methods, TUHUND Accounting and Finance module gives you both the options. You may use any one or a combination of both.

Traditional definitions of cost centers use technical jargon while we always try and avoid that. In plain English cost center management has two purposes. On one hand it helps an organization with optimum utilization of funds and to eventually cut down on the costs and on the other it helps determine actual cost of products thus giving an input for the planning of selling price. With TUHUND Accounting and Finance module, at any point of time, users authenticated to work with cost centers can get the reports that can be elaborated and expanded along various axes. You can check the actual transactions, costs under various heads or periodic reports like yearly, quarterly, monthly, weekly and daily. You can even generate reports for groups of cost centers and categorize cost centers. You can even set warnings and triggers.

TUHUND Financial cost accounting reports are generated at run time. That means if you remove a particular account from a cost center, all previous transactions will also be removed as they will shift under new cost center or not considered a cost big enough to be monitored. Therefore, it is not necessary to create cost centers before transactions are made. This is better way of managing cost centers but has a drawback. You will eventually end up creating too many accounts, your trial balance will have more number of records and the schedules for your balance sheets will be longer. Otherwise, this method gives you reports that have legal validity and match cent to cent with your financial reports. If you are into a business where number of customers and vendors is not very large, you should go for this approach. Once again, if this approach suits only a part of the organization like a business entity, few entities, a branch or few branches, you may adopt it for such entities or branches only. Even for a particular branch you can close to adopt a mix of both approaches.

In the management cost accounting approach, cost centers will have to be defined first and accounts attributing to the cost assigned to each cost center. Percentage of transaction under an account for each cost center can be defined in advance and the respective value will be pre-populated at run time. However, the value can be changed. Let me explain that with an example.

Suppose you have a factory defined as a branch under TUHUND and there are two CNC machines in the factory. Your average monthly electric bill has been $1000 so far and you know that out of $1000 machine A consumes power worth $600, machine B consumes $300 and remaining $100 is consumed by lighting and other electric appliances. You have a cost center named cost of running A and other cost center named cost of running B. Besides other accounts attributing to the two cost centers, Electric bill attributes 60% and 30% to the two cost centers respectively. Suppose for a particular month you receive a bill of $2000. When you select the electric expense account under the debit side in the form, all the cost centers affected by the transaction will automatically appear below the transaction. In this case we have defined only two cost centers so only two will appear. These will be pre-populated with values $1200 and $600 respectively. You will be free to correct the values. Suppose you know that you had a big order to deliver and that only machine A had to run 20 hours a day while machine B continued to run only 8 hours a day for the entire month. You will have to change the values accordingly, which in this case will be $1500 and $300 respectively.

Though normally you can create as many cost centers as you like and under as many categories as you like, several modules like Project Management module auto create cost centers automatically. It might sound "not so big" but it actually saves a lot of time.

So for those who say cost accounting is complicated, expensive and unnecessary, there is a news. With TUHUND Accounting and Finance module, cost accounting is neither complicated nor expensive. As far as being necessary or unnecessary is concerned, you can decide that. After all, whether you make a profit or not is a matter of choice. Your Choice! :)

#Transaction #Accounting #Management #ERP #CRM #Sales #Accounts #Finance #Cost Center #CFO #Finance Dashboard
Irfan Mustafa Qazi
26/10/2019 11:56 PM
Irfan Mustafa Qazi

How is Reminder on Email in Tuhund ERP different from snooze?

Tuhund has option of setting action reminder on Email. This is quite different and far more superior to snooze function ordinarily available in a few email clients and portals. Snooze function is just to set a time alert to remind for an action at a time in future. Tuhund Reminder on Email on the other hand can be used to set a complete workflow for the actions to be taken. In simpler words, you can set any number of reminders on a single email, you can set instructions for each action and you can also select how you need to be alerted. This can be set on received email as well as sent email. You may even opt for SMS alert for important email.

ERP Email

ERP Email

ERP Email

ERP Email

ERP Email

Email function in ERP

Email function in CRM

ERP with Email

CRM with Email

#Snooze #Access Rights #alerts #API #Calendar #CRM #Emails #Enterprise resource planning #ERP #ERP deployment #ERP implementation #ERP partners #Mailing List #Reminders #Tasks #Website #Workflow Automation
Irfan Mustafa Qazi
26/10/2019 09:00 PM
Irfan Mustafa Qazi

Tuhund Crisis Management Module

Tuhund Crisis Management Module is one of the least used modules in Tuhund and less known to customers. This is probably because risk management is not a priority for many. It is quite a strong and a very useful module, if business continuity is your priority.

I have not come across any other ERP that has a Crisis Management Module inbuilt. That could be the reason why many customers are not using it. We intend to promote it in a big way together with several other modules that are unique to Tuhund or at least are not available in common ERP systems.

The purpose of Tuhund Crisis Management Module is to plan and program action in advance for different types of risks so that action is rapid, ordered, controlled and coordinated. Above all, so that response is planned in advance, team is assign and ownership is clearly delegated. Finally, so that major part of the response is automated, saving time and cost and entire process is documented.

Tuhund Crisis Management Module is not enabled by default. If you do not see it, please raise a request to get it turned on. Depending on the type of your Tuhund License it might be free or there might be some extra cost involved.

Where is Tuhund Crisis Management Module in Tuhund ERP?

Tuhund Crisis Management Module

The entry to Tuhund Crisis Management Module is right through your mail box. This is because, from the management perspective, any risk mitigation is less of work and more of coordination, communication and delegation.

Getting started with Tuhund Crisis Management Module in Tuhund ERP

To get started, you will need to identify various anticipated crisis types and create one record for each type. To create a crisis type, click on the manage button in the crisis alerts screen. You will see this button only if you the rights to manage crisis alerts (Security code ADM012).

Let us take the example of our own company ECS Business Software Solutions. We use a number of dedicated internet leased lines from two service providers, Airtel and TelexAir. Most of these lines are hosting Tuhund deployments of different customers for several countries including India, UAE, KSA, Oman, Tanzania, China, Hong Kong, Bangladesh and Sri Lanka. If a line goes down, at least one customer goes offline. Hundreds of users who do all their work in ERP are rendered virtually jobless. Our response is very quick. We immediately take up the issue with respective ISP and in most cases their response has also been quick. Occasionally, if we are not able to get the line restored immediately, we switch the line to a backup line. Though, very rare, sometimes there could be a problem with a server hardware or network. So we have identified three types of issues :

  1. Airtel Line down
  2. TelexAir Line down
  3. Server down

You might be wondering why we do not combine Airtel Line down and TelexAir line down into a single type, line down. The reason is that the responses as well as the response teams are different. For our examples, we will add Airtel support in team for Airtel line down, TelexAir support in team for TelexAir line down and our hardware team in server down.

To add a type, click on the add button. A form, with following fields, will pop up:

  1. Level. Level refers to the criticality of the crisis. By default there are three levels; Low, Medium and High. For all our examples level is high. Please avoid the temptation of selecting high for every type. You might end up focusing more on less important issues and ignore other type of issues that are more important.
  2. Group name. A unique identifiable name for the type. For our example we will use the names Airtel Line Problems, Telex Air Line Problems and Server Down.
  3. Email . This option lets you select the number of email addresses for each team member on which the alert must be sent. There are a number of factors, outside the system, that can result in failure of email delivery. To ensure delivery, for critical resources, multiple email addresses are encouraged.
  4. SMS. This option let you select if the SMS should be sent and to how many mobile number for each team member. Even if a person uses a single number, which is almost always the case, you might add mobile number of spouse or other family member for highly critical issues like fire in the building, etc.
  5. First Escalation. After how long (minutes, hours or days) must be issue escalated to higher level if it is not resolved by then.
  6. Final Escalation. After how long (minutes, hours or days) must be issue re-escalated to higher level if it is not resolved by then.
  7. Senders. This option lets you specify who can enter the record. For our examples we will let just anybody and everybody to create an alert.
  8. Details. Any instructions.

To add a type, click on the add button. A form, with following fields, will pop up:

Types of Crisis

Once data has been filled and form submitted, a record is created with other data set to defaults. Next step is to add the response team. You can choose from persons database. That means you can choose any person including ERP users, employees, customers, vendors, service provider or even outsiders as long as they exist in the database. After response team has been set, you can add custom fields as different data fields will be required for different types of issues. Custom fields added to a specific type of issue will be available for only issues of that type. You can add documents that might be needed, helpful or just have record value specific to that crisis type. Finally you might want to customize email and SMS messages.

Crisis Types

Crisis Management

Working with actual issues.

Let us start from the beginning. Go to your mail box and click on the Crisis Alerts button. You will reach Crisis Alerts screen. Click on add button to raise a new issue. Select type, enter a name, enter details and submit. Team will be auto-populated from the type and alerts will be sent based on the preset rules explained above. Specific assignments can also be created manually. These assignments will create their own notification alerts and will also show in users home page in the task list as well as in the Tuhund Mobile App. There is a comments section inside the crisis alert screen which can be used as a discussion board or just to keep track of developments. There is a communication section that keeps track of all the email exchanged (incoming and outgoing) that is specific or related to the issue. There is also a documents section to store all related documents.

When the issue is resolved, it can be closed.

Crisis management in ERP

Crisis management system in CRM

Planned updates in crisis management module

There will be two additions to Tuhund Crisis Management Module that are already in our schedule.

  1. Detailed reports including reports tied to resource performance.
  2. Expenses incurred on fixing the issue including human resource cost and intangible costs.
#Crisis Management #Customized ERP #Enterprise resource planning #ERP #Risk #Risk Mitigation #Risk planning
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