Purchase-to-payment yarn trading ERP for Umiya Yarn

Highsense Infotech built a yarn trading ERP for Umiya Yarn covering purchase bookings with mill orders and GRN, godown-wise lot stock, quotation to sales order with automatic stock reservation, dispatch with GST invoicing, a central approval centre and a salesperson app for the field.

The problem

Yarn trading is a volume business on thin margins, so the money is made or lost in the detail between the mill and the buyer. Umiya Yarn was tracking that detail across registers and spreadsheets: what had been booked with which mill, what actually arrived against it, which godown held it, what had been promised to a buyer, and who still owed money.

Because purchase and sales were recorded separately, the two never reconciled on demand. Stock on paper and stock in the godown drifted apart, the same lot could be promised to two buyers, and the outstanding position was a month-end exercise rather than something anyone could see on a Tuesday afternoon.

The team also lived in Excel. Any system that could not filter, sort and copy like a spreadsheet was going to be worked around rather than used.

What Highsense Infotech built

We built the purchase and sales cycles as one ledger. A purchase booking is raised against a mill and approved in a central Approval Center, the mill order is placed, dispatch is recorded while material is in transit, and the GRN creates the lot and raises godown stock immediately while booking the payable. Nothing is entered twice.

On the sales side a quotation can be printed or shared on WhatsApp, converted to a booking, approved, and become a sales order that reserves specific stock - which is what stops the same lot being sold twice. Dispatch against the order generates the GST invoice and relieves the stock in the same action.

Every list and report is an Excel-style grid: a filter row that accepts ranges like 10-20 or >100, click-to-sort headers, show, hide, reorder and resize columns with each grid remembering its own layout, range selection with live count, sum and average in the status bar, and copy straight to the clipboard or download as CSV. The team kept their spreadsheet habits and the data stayed in the system.

Inside the system

What changed

• ✓
  Purchase and sales move the same stock figures, so what the system says and what the godown holds no longer drift apart.
• ✓
  A lot reserved against a sales order cannot be sold again, which removes the most expensive mistake in the business.
• ✓
  Party-wise outstanding is current rather than a month-end reconstruction.
• ✓
  Approvals sit in one queue with a record, instead of being granted verbally and remembered differently later.
• ✓
  The team kept working the way they already thought - filter, sort, copy to Excel - so the system was adopted rather than bypassed.

Technology