Frequently asked
Questions

Unlike any other traditional ERP system available in the market, DataNote does not work on EXE mechanism, and that makes DataNote more secure and easily accessible than others. "DataNote" is developed in the latest MVC technology which does not require installation on each work station/user system for data feeding or data analysis. DataNote is entirely browser-based, and it allows user to access the ERP from almost any browser comestible device, i.e. Computer, Tablet, Mobile, etc. Even user can use the ERP system from any of the available operating systems like Windows, Mac, Ubuntu, Linux, etc. For data security purpose, you need to implement schedule back up mechanism at server machine only. In the case of cloud hosting, in the majority of cases, cloud hosting provider provides online backup of the entire server machine in multiple locations and multiple other servers. Firewall and Antivirus are also highly recommended to secure your server as well as your data & network.

“DataNote” offers "Audit Trail Log" facilities which track the data which are added/deleted/modified giving reports like a specific user, a particular date and time, operating from a specific computer, internal IP, external IP & exact timestamp. This assures that nobody can defraud “DataNote” without being detected.

The methodology described in point Number [3] is known as Add-Modify-Delete AUDIT TRAIL.

“DataNote” offers customizing its Menus, Sub Menus, Columns, Fields based on template/departments. One can design what functionalities (Menus, Sub Menus, Columns, Fields) are to be displayed for a specific department. What functionalities (Menus, Sub Menus, Columns, Fields) to be displayed in a particular user of that specific department. This allows one to have DataNote for salespeople with no Menus, Sub Menus, Columns, Fields related to purchasing or production functionalities.

Precisely Yes! One can restrict transactions related to Customers, Vendors and Expenses, Employees or any other General Ledger account for any business transactions like Creation of Orders, Challans or Invoices Receipt/Payment by Cash/Cheque Issue/Receipt/transfer of materials to/from Production/ Subcontractor/Vendors/Customers etc. Offering Discounts Creation of business vouchers like Credit Note, Debit Note, JV, Return Documents (Sales/Purchase) etc.

“DataNote” provides Electronic Authorization for all vital transactions. Once a specific Business Operation/Function is authorized, an unauthorized person can edit, modify or delete any documents under that business function until these documents are authorized. Once these documents are authorized, an unauthorized person cannot do anything except Viewing these documents.

Above scenario is not recommended but still, there is a provision to unauthorize the record through the authorized person if the required right is given. But once the authorized entry passes through the next designed transaction, it will get locked and afterwards no user will be able to unauthorize the record.

The structure engine of “DataNote” is being continuously updating, based on the customer’s feedback and recommendations of our Product Development Group. Currently, SAFAL offers new update patches which include new features at ZERO cost. So new functionalities and new technologies are added to “DataNote” on an ongoing basis.

“DataNote” is scalable for more than 1,000 concurrent users, thanks to the development tools utilized which are proven over the period of time.

“DataNote” offers multi-location functionalities in a number of ways. A client can put their server on third party hosting provider companies like AWS, Microsoft Azure or any local cloud hosting provider. In this case, the user requires normal 3G level internet speed to access the DataNote. With the other option, the client can put their Server on-premise, all users within the same network will be using DataNote through "LAN" (without internet connectivity). By installing good internet connectivity along with static IP on the server, users can access entire ERP with mobile internet (3G/4G) also.

“DataNote” actually executes the recommendations suggested by ISO 900X-200X. For example, one can configure “DataNote” not to accept the material if it is not accompanied by a Purchase order, recommended by ISO 900X-200X.

We are confident that one can start using “DataNote” for entering his/her data into within 15 minutes even if he/she has never operated computers in his/her life. Once the data volume becomes large, we recommend hiring a Data Base Administrator (DBA) for smoother operations. Otherwise, we will train your IT saviour person to manage “DataNote”

Eventually yes. As “DataNote” is an ERP, it reduces the data entry work once the installation has matured. Even if your operations have say grown by 100%, probably you can manage these operations without hiring additional manpower if your operations are under “DataNote”.

Yes. You can ask for the official training for your EDP person for generating New Report through SQL Query Writer.

“DataNote” offers Designing, Modifying and Printing vouchers related to client's requirements. The same can be done using the world wide famous reporting tool.

Under “DataNote”, one can generate unlimited transaction types which can include all the parameters like GSTR1, GSTR2, GSTR3B, etc. So the transactions which include the above parameters result into updating of the accounts related to these parameters. These results into "On-Line" availability of the data required to be submitted as returns. One needs to just select these reports related to the returns, export those to CSV and submit them. The second option is online submission to the GST portal. DataNote currently offers the online posting through TaxPro GSP and the charges are very much nominal.

Yes, DataNote has tied up with famous GSP provider (TaxPro) and it allows the client to generate upload, download and print E-Way bills.

Yes. The "Design Voucher" facility allows one to move fields as per your Pre-Printed stationary dimensions. So, business documents like invoice etc. can be exactly printed as per your Pre-Printed stationeries.

Yes. You can achieve fast printing through Dot Matrix Printer if you use fonts available in Printer itself. This helps in saving printer ink as well as Print Head life.

“DataNote” can export data/report to a variety of programs like Excel, Google Sheets, Word, Text, Acrobat Reader, Crystal Report etc. etc.

Graphical Representation of Data, Quick Party Status, Daily/Monthly/Quarterly Accounts Summary, Production Order Tracking, Ledger Report, Cash Book Register, Bank Book Register, Varieties of Ageing, Overdue Receivables, Analytical Indent Register, Purchase Invoice Register, Pending PO Report, PO Register, Analytical Challan Register, Packing List, COA, Finish Slip, Order wise Detailed WIP, Sales Order Status, Location wise Stock Reports, Stock Ledger, Attendance Register, Salary Register and many more reports comes along with DataNote Package and many more custom reports can be made with DataNote.

Yes. One can design their chart of accounts/balance sheet groups in a way best suitable to them. “DataNote” allows Balance sheet with the custom format and can include balances for this year as well as the previous year.

“DataNote” offers creation of unlimited, user-definable, Transaction Types for Sales, Purchase, Expense or Process. Each transaction type offers user-definable parameters comprising of parameters like GST, VAT, Freight, Insurance, Purchase Tax etc, etc. With each Transaction Type related to sales or purchase, one can declare what Statutory Forms are associated (Form “A”, Form “B”, Form “C” etc.). One can also declare whether TDS is applicable with a specific Transaction Type or not. Any changes in the statutory requirements can be incorporated by the user; just by registering the changes in these parameters for specific transaction types. Whenever Tax slab changes, users can define New tax Types for specific HSN for Purchase and Sales so that appropriate effect takes place in related documents.

Each Parameter defined under a specific Transaction Type can be selectively "Rounded Off" if one chooses to do so. These parameters include all the parameters which may appear between Gross Value and Net Value for any transaction.

Each screen of “DataNote” offers "Context-Sensitive on Line" help by prompting what needs to be entered whenever one takes cursor at a specific field. One is also prompted for the required action at the Left Bottom Corner in Status Bar.

Unlike any other ERP available in the market, DataNote has a very unique and cost-effective model for the implementation. Once the License setup gets complete, the client has three choices for the implementation activity. One is through the parent company means through SAFAL and for the same we have multiple monthly implementation plans. The second option is implementation through the available channel partner of DataNote. In this case, channel partner may have monthly implementation plan or sometimes they offer bundle implementation too. The third and fast-moving model is through the certified consultant / professional. Here a client can connect to any of the DataNote certified professional / consultants for the implementation activity and their charges are on a monthly bases.

For any technical support, we have a centralized ticket-based support portal in which the client can directly raise a ticket. To access the ticket management support system, users must have the appropriate rights. Every client gets the credit limit according to the order value and additionally the client can top-up their wallet with any amount. In the case of a consultant base or channel partner based implementation, the client can directly contact their consultant/implementation partner for any assistance.

“DataNote” always has something new in its release. User will get a notice on the login page only about the latest update available as well as the features available in the newest update. Even the client gets the release note alert into the registered email. Hence the choice of updating will remain with IT head/administrator of the company. For the safety purpose we strongly recommend to install any update on a test environment first and once it gets tested, update the live environment.

Yes, with DataNote ERP, you can add users at a later date. In the original contract, there is a set number of users and an agreed-upon price per additional user added at a later date. Unlike many other systems in this regard, DataNote ERP is flexible and entirely scalable. The ERP system adjusts to match your company structure. Additional licenses can be added at any time. Companies that runs on DataNote are able to grow and develop, without leaving the system behind.

For On-Premise Server

•  
• Processor - Minimum Hexa Core Intel Xeon processor, 2.xx Ghz or faster
• RAM - Minimum 12GB RAM
• Hard Disk - Minimum 250 + 250 GB SSD Storage Space
• Operating System - Windows Server 2016 Standard Edition or Later
• Database - Microsoft SQL Server 2019 (Express / Web Edition / Standard / Enterprise)
• Connectivity - One Static IP for Online Access
• Backup - Auto & Scheduled Backup Facility / NAS Backup
• Protection - UPS for Power Backup, Firewall & Anti-Virus

For Cloud Server

•  
• Processor - Hexa Core Intel Xeon processor, 2.xx Ghz or faster
• RAM - Minimum 12GB RAM
• Hard Disk - Minimum 250 GB SSD Storage Space
• Data - Minimum 200 GB Data Transfer / Month
• Operating System - Windows Server 2016 Standard Edition or Later
• Connectivity - One Static IP
• Database - Microsoft SQL Server 2019 (Express / Web Edition / Standard / Enterprise)
• Backup - Auto & Scheduled Backup Facility / NAS Backup

For Client Access

• Device - Any browser compatible Laptop / Computer / Mobile / Tablet
• Recommanded Browser - Google Chrome / Microsoft Edge
• On-Premise Access - LAN for Local & Minimum 3G / 4G Internet for Online Access
• Cloud Access - Minimum 3G / 4G Internet

Yes, '“DataNote”' offers Material Requirement Planning (MRP I) In fact; the company can reduce the inventory carrying cost by utilizing this advanced feature supported by '“DataNote”'. Based on a Sales order or self-order (based on forecasting), “DataNote” generates the Purchase Requisition for Material and Process Indent for In-house/Outside processes based on Bill of Materials/Consumption/Recipe, availability of the material in the Stores/Shop Floor and Orders placed for the material. This is also popularly known as JIT (Just in Time) technology.

Yes, '“DataNote”' offers Manufacturing Resource Planning (MRP II). This includes Capacity Planning and Machine Scheduling functionalities. This is an optional feature. For details contact Developer / Supplier.

Yes, '“DataNote”' can handle the third-party job-work facility. Accordingly, you can have WIP analysis and complete analysis of available stock at the job-work party site. DataNote generates the Job-work challan, issue slip, job-order and other supporting documents.

Yes, “DataNote” has built-in facility to create warehouses / rake / depot / location. Here DataNote offers multi-level of warehouses to get better analysis in any inventory related reports. Admin can enable the stock check availability at any required entry point where the user wants. Here DataNote will show the location wise stock availability along with lead time and other details.

Yes, “DataNote” offers the Product BoM & Manufacturing BoM within the Bill of Material module. Here user can design their multi-level BoM for the specific sub-assembly / semi-finish item. At the same place, the system can present the entire Tree-View of the BoM where all the sub-assembly / semi-finish gets listed.

Yes, “DataNote” offers the shift wise production booking along with operator details, production start time-end time and many other required details.

Yes, “DataNote” offers the batch-wise production facility and accordingly you can connect the quality department for the batch-wise QC. The client can design their own batch number pattern and the same can convert the Bar-Code if required.

Yes, “DataNote” has a facility named “Alternative Item” in Bill of Material where you can list the Alternative / Substitute Item / Optional Items along with the new quantity. The same can be connected to the MRP1 – Material Requirement Planning module.

Yes, “DataNote” has the facility to define all the cost head and their values like operation cost, electricity cost, labour cost, etc. The same can be modified during the production booking screen. For the material cost, the client can choose the FIFO (First In First Out) – LIFO (Last In First Out) – Average – Actual / Master Defined cost.

Yes, “DataNote” has the facility to define the SOPs – Standard Operating Procedure for all the operations/process and the same SOP can be attached to the Work Order / Production Order.

Yes, “DataNote” has built-in reports to track the WIP – Work In Progress analysis against sales order/customer wise.

“DataNote” allows each equipment or plant to be maintained through Preventive Maintenance Schedule as well as by Annual Maintenance Services (AMC) resulting in Periodic Servicing and Preventive Servicing. Servicing alerts can be given at an interval defined by users.

Yes, “DataNote” offers some of the "Customer Relationship Management" features. All tasks like customer complaints or customer care related issues can be tracked by “DataNote” giving up-do-date knowledge about the task being completed or pending and total history about the task right from the moment it originated in the organization. All the Internal Company Circulars, Outward Correspondence and Payment/Legal Forms reminder communication to customers is handled through “DataNote”. Multiple Letter Formats can be stored and these letters can be mail merged to selective customers. All the business details like Overdue Interest calculations or Contact Person or Communication details of Customers etc. are attached by “DataNote” itself to the outgoing Customer Correspondence.

Yes, this is a unique and beneficial facility available in “DataNote”. All important Business Events registered in “DataNote” can be selectively communicated to all users at an interval of time selected by the users. These events include business events like receipt of Sales Order, Emergency Purchases, Tracking of Production Stages for important Batches/Jobs, and Completion of specific Process/Quality Check/Finished Product Batch etc.

Yes, “DataNote” offers WhatsApp integration in true sense. Using WhatsApp with DataNote, the client can implement the trigger & chatbot based messaging pattern. The chatbot is generally based on the logical sequence against queries and replies.

“DataNote” handles multiple sales prices, like MRP based,  based on the price list, manufacturing price, etc. Even there is a provision to set any custom logical pricing method depends on the requirement of the client. This helps in declaring price changes without working overnight before a day when the price changes are going to take place.

“DataNote” allows you to create multiple tax templates for products and client type-wise for sales and purchase booking. With regards to GST / VAT, tax templates can be linked with HSN code and state code of ledger party. One has a facility to keep these Transaction Types “Flexible” (allowing you to change at the time of the actual transaction) or “Fixed”.

With “DataNote”, you can: Restrict items to be sold to or purchased from a specific customer/vendor. For these items, you can fix different pricing and discount structure. Even client can configure which items to be sold to or purchased from a specific customer/vendor. DataNote has dedicated Scheme module using which you can design multiple types of schemes and apply to the region, product category, dealers. All these logics can be applied in the Logic Engine, which will remain in the server.

“DataNote” can handle billing for EPC & Project-Based Industries (like Construction, Project Consultancy etc.) which allows % Wise billing as per the progress of the Project.

“DataNote” has a dedicated module for scheme generation. Here in Scheme management client can create promotional schemes with varieties of logic. Some of the examples are like free items from selected group worth a specific amount or it can be like some percentage of discount if the total order value goes above XXXXX price and many more... These schemes can be applied in a particular location, for a particular period or a specific party.

Yes, for the analysis purpose “DataNote” can handle multiple years simultaneously unless the period is locked.

It is commonly observed that users can create duplicate Ledger Accounts (for example "Customer Master”) or Items when they mistype the Names. For example, while searching the customer AKAR INDUSTRIES, one can type AAKAR INDUSTRIES and not finding the customer, he/she will create new customer AaKAR INDUSTRIES. As such both are same. “DataNote” offers merging any such Ledger Accounts or Items where duplicate accounts are created by mistake.

“DataNote” offers comprehensive budgeting features for Ledger Account level (Like Traveling Expenses) or Ledger Group level (Administrative Expenses which includes expenses like Traveling Expenses). For every budgeting, one has option to "Flexible" or "Restrict". Budgeting can be yearly or quarterly which can be distributed equally to Monthly and can be Branch wise / Location wise. One can design different Alert Messages whenever Monthly, Quarterly and Yearly budgets are crossed. Again, all the relevant reports can be generated based on actual/budgeted figures of present/previous year.=

“DataNote” offers Fixed Asset with different kind of depreciation methods like Straight Line, WDV (Written down Value), Salvage etc. The fixed asset master shows On-Line values of Gross Block, Depreciation and Net Block covering Opening Values, Addition during a Year and Closing.

Yes, using the query-based dynamic report development facility one can design the report that calculates for the overdue or general Sales and Purchase transactions along with the verification of interests charged by Banks. These interests can be calculated for a specific number of days attached with a specific time period and at an interest rate defined by you.

Yes, “DataNote” offers the Multiple Cost & Profit Centers facilities. Later on, you can connect the required cost centre to any expanse through JV / Payment Voucher / Cr-Dr Note.