Executive Summary
Comptracks Systems proposes the development of a custom Manufacturing and Inventory Operations System designed to simplify daily production, stock movement, and sales recording while integrating seamlessly with your existing Sage ERP.
The system will act as a lightweight operational front-end, enabling factory and sales staff to work efficiently without interacting directly with the complexity of Sage, while ensuring that all validated transactions are accurately synchronized to Sage for accounting, compliance, and reporting.
System Modules & Functionality
Production & Batch Recording
- Record production batches
- Track production dates
- Quality control logs
Bill of Materials (BOM)
- BOM management
- Component tracking
- Recipe/formula control
Raw Material Consumption
- Material tracking
- Consumption recording
- Waste monitoring
Finished Goods Stock Ledger
- Stock balances
- Movement tracking
- Inventory aging
Sales & Dispatch Recording
- Sales order entry
- Dispatch management
- Customer deliveries
Real-Time Stock Balances
- Live inventory levels
- Warehouse visibility
- Stock alerts
Sage ERP Integration
- Automatic sync
- Transaction posting
- Data validation
Error Logging & Retry
- Error tracking
- Retry mechanism
- Failed transaction logs
Operational Reports
- Production reports
- Stock reports
- Sales analytics
User & Role Management
- User accounts
- Role assignment
- Permission control
Audit Trail
- Transaction logs
- User actions
- Change tracking
Data Export
- Excel exports
- PDF reports
- CSV downloads
User Roles & Access Control
| Role |
Access Level |
Key Responsibilities |
| Production |
Manufacturing & Stock |
Record production, view raw material balances, monitor finished goods, track production batches |
| Sales |
Sales & Dispatch |
Record sales, dispatch quantities, manage customer deliveries, track orders |
| Admin |
Full System Access |
User management, system configuration, Sage sync monitoring, reports, data exports, settings control |
Sage ERP Integration:
The system acts as a lightweight front-end while Sage ERP remains the official financial and accounting system. All transactions are validated and synchronized automatically.
Key Benefits
Reduces Sage Complexity
Eliminates the need for factory and sales staff to interact directly with Sage, enabling them to work efficiently with a simple interface.
Improves Accuracy
Automated transaction recording and validation reduce manual data entry errors and ensure data integrity.
Real-Time Visibility
Live stock balances and production tracking provide instant operational visibility for informed decision-making.
Sage as Single Source
Maintains Sage ERP as the official financial system while the operations system handles daily transactions.
Seamless Integration
Automatic synchronization ensures all transactions are accurately posted to Sage for accounting and compliance.
Scalability
System grows with your business, supporting expanded production volumes and additional locations.
Implementation Timeline
Requirements & Design (5 Days)
Process mapping, data model design, Sage integration planning, technical specifications
Development (3 Weeks)
System build, BOM logic, stock ledger implementation, user interface development
Integration & Testing (1 Week)
Sage API integration, transaction validation, error handling, quality assurance
Training & Deployment (2-3 Days)
User training, documentation handover, system deployment, go-live support
Total Duration: 4-5 Weeks - Production ready system
Financial Quotation
| Item |
Amount (KES) |
| System Design & Architecture |
120,000 |
| Core System Development |
280,000 |
| BOM & Stock Ledger Module |
90,000 |
| Sage ERP Integration |
220,000 |
| User Training & Documentation |
40,000 |
| TOTAL PROJECT COST |
750,000 |
Payment Terms
Deposit
40%
Upon contract signing
KES 300,000
Progress Payment
40%
Upon system readiness
KES 300,000
Final Payment
20%
After final acceptance
KES 150,000
Optional Services (Not Included)
- Extended Support (12 months): KES 120,000/year
- Additional Custom Reports: KES 15,000 per report
- Hosting & Backups: From KES 5,000/month
- API Enhancements: KES 25,000
- Mobile Application: KES 100,000
- Additional User Training: KES 10,000 per session
Terms & Conditions
- Proposal Validity: This proposal is valid for 60 days from the date of submission.
- Timeline: The project timeline assumes no major scope changes. Scope modifications will be documented and may affect timeline and cost.
- Scope Management: Additional features requested beyond the agreed scope will incur additional costs.
- Support: Post-launch support includes bug fixes and minor adjustments only. Major enhancements will be treated as new projects.
- Data: All data belongs to the client. We provide secure backup and migration support.
- Customization: System can be customized further based on specific business requirements at additional cost.
Next Steps
How to Proceed
- Review this proposal and system features
- Contact us to discuss any questions or modifications
- Sign the contract and make the initial deposit (40%)
- System development begins immediately
- Regular progress updates throughout the development phase
- Final testing and user training
- System deployment and handover
Contact Information
systems@comptrackssystems.com
+254 757 859 767 | +254 721 495 103