Lubna Shariff's contribution to Tuhund ERP Blog

Lubna Shariff

India

Assignments, Reminders and Events in Tuhund

04/02/2026 08:47 AM

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

Designing an ERP Interface for Speed and Productivity

09/12/2025 08:16 AM

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

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

10/11/2025 11:00 AM

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

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

09/09/2025 04:53 PM

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

Tuhund Contact Forms: Dynamic, Customisable and Seamlessly Integrated

08/09/2025 08:42 AM

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:

The form is submitted and instantly captured in Tuhund.
Based on pincode rules, the record is auto-assigned to the right sales manager.
The manager is notified via email, WhatsApp and homepage notifier.
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.
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

Indenting Business on Tuhund: One Flow from Inquiry to Commission

01/09/2025 09:03 AM

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

Masters: principals, product families, models, price lists, tax profiles
Workflows and approvals: quotation discounts, indent order exceptions, commission claims, payouts
Document templates: quotation, indent order, shipment pack, commission claim, payout advice
Commission rules: define claimable basis, payout splits, milestones
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

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

25/08/2025 12:16 PM

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

How to Upload or Share Images with Tuhund

22/08/2025 08:28 AM

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

Never Miss a Deadline Again — Automate Your Admin Tasks with Tuhund's Task Scheduler

24/07/2025 08:27 AM

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

Recurring Schedule Definition: Define tasks that recur monthly, quarterly, annually or on custom schedules.
Auto-Creation of Tasks: On the scheduled date, the system automatically creates the task and assigns it to the designated user or role.
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
Attachment of Supporting Evidence: Users can upload screenshots of acknowledgements, filed reports, documents and reference IDs.
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

Why Free Trials Do Not Work for Large-Scale ERP Deployments

22/07/2025 05:08 PM

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.

ERP Implementation Is Organisational Change
ERP Planning Requires a Top-Down View
ERP Setup Involves Significant Effort
The Hidden Costs of ERP Trials
Trial Customers Are Not a Priority
Trials Create False Expectations
Data Sensitivity and Compliance Risks
ERP Success Requires Leadership Commitment
Alternatives to Free ERP Trials

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

Vault module in Tuhund

26/11/2019 09:05 PM

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:

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.
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.
Social Media accounts login credentials.
Login credentials and other data of job portals, vendor portals and so on.
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

Lubna Shariff

Lubna Shariff