Kokoco Ice-Cream ERP
ERP Case Study
Everything Kokoco Ice-Cream Needs, in One System
A custom ERP for ice-cream, kulfi and milk-product manufacturing — from buying raw material to scanning boxes at dispatch, billing, ledgers and GST reports.
Ice Cream
Kulfi
Milk Products
3 BrandsICE CREAM · KULFI ·
MILK
Barcode per BoxTRACEABILITY
GST / Non-GSTBILLING
Department-wiseLOGIN ACCESS
Demo video coming soon
ERP Working Video · 2 min
See the Kokoco ERP in Action
A guided tour of the live system — watch how a request becomes a production batch, how every box gets a barcode and how a scan turns into an invoice. Screens show sample data.
- Dashboard for all three brands at a glance
- Recipe-based batch production with box barcodes
- Scan-based dispatch with GST / Non-GST invoices
- Ledger, wastage and GST-ready reports
Modules
Modules & How They Work
Tap a module to see its working step by step. Three brands run side by side — Ice Cream, Kulfi and Milk Products — each with its own stock, batches, invoices and GST ledger.
DashboardAdminAll three brands at a glance: KPI cards, expiry watch, low-stock list and a brand-wise summary.
- Overview shows Ice Cream, Kulfi and Milk Products added together.
- Brand dropdown switches KPIs, expiry watch and low stock to one brand.
- Brand-wise summary table always lists every brand with an all-brands total row.
RequestsAll departmentsAdmin sends work to any department; the department updates the status and everyone sees it live.
- Admin picks department, party, due date and adds product lines (brand, product, boxes).
- Current stock shows as you type, with boxes short and boxes to create.
- Status moves pending → in-progress → completed, or rejected / cancelled, with full history.
- Check re-reads live stock; Send shortage to Production raises a new request for only the missing boxes.
- Sidebar badge and table update live; requests can be printed.
Raw MaterialStoreMaterial master, purchases and a running stock ledger, with shortage alerts and borrowing between brands.
- Add a material once and tick other brands to create it there too (common raw material).
- Stock is kept in kg / L / pcs; recipes use g / ml and are converted automatically.
- Record purchases against a vendor; stock updates and the ledger gets an entry.
- Low stock shows against the reorder level; Borrow moves stock from another brand and logs the transfer.
VendorsStoreVendor master linked to purchases, so every purchase also feeds the vendor account.
- Add vendors per brand with GSTIN and phone.
- Choose the vendor when recording a raw-material purchase.
- Purchases appear in the vendor ledger as payable.
Catalog & RecipesProductionProducts with shelf life, HSN code and box size, plus a fixed recipe (BOM) for each product.
- Create the product with shelf life, HSN code and box size.
- Add the recipe: each raw material with its quantity and unit.
- Optional by-products: material a batch generates and the brand whose stock receives it (for example Malai from milk).
ProductionProductionProduce a batch from a recipe; stock is checked and deducted and every box gets a barcode.
- Pick the recipe and enter the number of boxes (Kulfi box size is 50 or 100 per batch).
- Ingredient quantities scale automatically and are checked against stock; any shortage is flagged.
- On save, raw stock is deducted, one barcoded unit is created per box and by-products are added to stock.
- A batch can be edited (date, producer) or deleted while every box is still available; deleting gives the raw material back.
BarcodeProduction / DispatchCode128 barcode image for every box, ready to print on labels.
- The barcode holds only an internal ID; product, batch and dates are looked up on scan.
- Corrections to a record never need a reprint.
- Labels for a batch can be reprinted without producing it again.
Product ListProductionEvery produced box with batch, production date, expiry date and status.
- Filter by brand and product to see available, dispatched and wasted boxes.
- Edit production or expiry date of a box that is still available.
- Delete a mistaken box while it is available.
DispatchDispatchScan boxes, pick the party and create a GST or Non-GST invoice.
- Choose the party; saved party-wise rates are filled in for each product.
- Scan each box; product, batch and dates fill in automatically.
- If an older batch of the same product is in stock, a FIFO warning asks you to confirm.
- Choose GST (CGST+SGST or IGST) or Non-GST and confirm; boxes leave stock and the PDF invoice is created.
- Mark paid, edit date / party / rate, or delete the invoice, which returns the boxes to stock.
All-brand OrderDispatchOne party, one bill across Ice Cream, Kulfi and Milk Products.
- Pick the party; it is created in any brand where it does not exist yet.
- Add lines with brand, product, boxes and rate; oldest boxes are picked first, or scan exact boxes.
- Set GST / Non-GST once and confirm to create the order (ORD-YYYYMMDD-001).
- Each brand still gets its own invoice; the combined PDF shows brand sub totals and one grand total.
Party BillAdmin / DispatchCustomer statement across brands, matched by GSTIN, phone or name.
- Pick the party and a date range.
- See all invoices from every brand, with an unpaid-only option.
- Print or download the bill.
LedgerAdminRunning account for every party (receivable) and vendor (payable).
- Dispatch invoices are debits for a party; purchases are credits for a vendor.
- Record a payment (mode and UTR / cheque no.), credit note, opening balance or debit note.
- Payments are matched oldest-first, so each invoice shows Paid, Part paid or Open.
- Statement shows running balance for any date range, with Excel and Print.
WastageProduction / DispatchLoss of finished boxes and of raw material, with a reason for every entry.
- Finished goods: scan the box and choose melted, damaged, quality reject, expired, spillage or other; the box leaves available stock.
- Raw material: pick the material and quantity; it is deducted from stock and shown in the stock ledger.
Employees & AttendanceAdminEmployee master with department, and daily attendance.
- Add employees with their department (departments used here become request targets).
- Mark each day as present, absent, half-day or leave; saving the same date again corrects it.
- Review totals per employee for any date range and export to Excel.
ReportsAdminRaw material, production, dispatch, GST and sales reports, with Excel export and Print.
- Report dropdown plus Brand dropdown: Kokoco brand shows all brands one under another.
- Raw material purchases and consumption, raw material used (by product, material or batch) and raw material movement ledger.
- Production batch-wise, dispatch register with batch and expiry, and dispatch summary party-wise and item-wise.
- GST / Non-GST sales report, GSTR-1 style export and HSN-wise summary.
- Sales summary grouped by product, brand, staff, party, raw material, month, date or GST type.
Users & Department LoginsAdminEvery department gets its own login and sees only what it needs.
- Admin creates logins with username, password, role and department.
- Production, Dispatch, QC and Store each get the modules they need; others are view-only.
- Disable, reset password or delete a login; disabling signs the person out at once.
Workflow
How It Works
One connected flow, from the first purchase to the final report.
1
Purchase raw material
2
Set recipe
3
Request to Production
4
Batch production
5
Box barcodes
6
Scan & dispatch
7
Bill, ledger & payment
8
Reports
Security
Who Can Open What
Access is checked on the server for every brand, so a department can never open a module it has not been given.
| Login | Can change | View only |
|---|---|---|
| Production | Requests, Production, Catalog, Barcode, Wastage, Material transfer | Raw Material, Employees |
| Dispatch | Requests, Dispatch, Party Bill, Barcode, Wastage | Catalog, Production, Employees |
| QC | Requests | Production, Catalog, Wastage, Employees |
| Store | Requests, Raw Material, Vendors, Material transfer | Employees |
| Admin | Everything, including Dashboard, Reports, Ledger, Attendance and Users | - |
Screens
ERP Demo Screens
Click a screen to view it full size. Screens show sample data.
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