Entity Module Mapping

Introduction/Purpose

This document serves as a vital component of the Complete Solution Guide: ROCKEYE – Trade Solution, focusing on providing a comprehensive Entity Module Map diagram for the ROCKEYE – Trade System. Its primary aim is to visually delineate and clarify the diverse interactions and activities available to users within the system. The Entity Module Map diagram acts as a crucial aid in understanding the sequence of actions, relationships between different entities, and the overall functionality of the Trade System from a user-centric viewpoint.

Clarity in User Interactions: Illustrate the step-by-step process through which users engage with the Trade System, offering a clear visual representation of the sequence of actions executed by users.
Identification of User Roles: Define distinct user roles within the system, including OMC Manager, OMC Officer, Finance Officer and Depot Manager, while highlighting the specific activities associated with each role.
Highlight System Features: Showcase the functionalities available to users, emphasizing key features such as Sales & Purchase Management, Inventory management, Bond Management, Customs entry handling, ASE Compliance Management and reporting to enhance understanding.
Enhance User Training: Incorporate pathways and decision points addressing potential errors or exceptions that users may encounter. Clarify error-handling mechanisms and guide users on navigating such situations effectively.

Entity Module Map diagram

Admin

Role(s): The Admin oversees and manages all core trade module processes and system functions, spanning purchase/sales workflows, inventory and port operations, user and bond management, and system-wide adjustments and reporting.

Oversee Inventory Management to ensure accurate tracking of deliveries, shipments, and stock levels
Manage Port Management to streamline import/export logistics and facilitate efficient cargo handling.
Coordinate Adjustment of Stock Entitlement (ASE) Document Confirmation to ensure accurate adjustment and compliance of stock entitlements.
Administer Platts Management to maintain up-to-date commodity price references within the system.
Manage User Management to control system access, configure user permissions, and secure trade operations.
Process Customs Entry (TR-800, TR-830) filings to comply with import regulations and streamline clearance.
Issue Waybill issuance to authorize and document shipments for each dispatched order.
Manage Seal Allocation to ensure secure tracking of product movement through controlled seal assignment.
Generate Loading Ticket to document cargo loading events and maintain accurate shipment records.
Perform Stock Valuation to assess inventory value and support financial reporting.
Process Customs Exit (TR-812) documentation to complete export procedures and regulatory compliance.
Manage Payment processing to ensure timely settlement of trade-related financial transactions.
Oversee Purchase Management to coordinate procurement processes and ensure timely inventory replenishment.
Manage Sales Management to streamline order processing, fulfillment, and revenue tracking.
Monitor the Dashboard to track key performance metrics and operational status in real time.
Generate Reports to provide actionable insights and analytics on trade operations and inventory.
Maintain the Bond Ledger to track bonded inventory transactions and related financial obligations.
Implement WAC Adjustments to maintain accurate inventory costing and support cost accounting.
Oversee Bond Management to handle bonded goods and ensure regulatory compliance.
Coordinate Service Management to handle customer and vendor service requests and support activities.
Oversee Expense Management to control and report trade-related costs and expenditures.
Manage Customer Management to maintain customer accounts, profiles, and relationship data.
Manage Vendor Management to maintain supplier accounts, performance, and contract data.
Administer Seal Management to oversee issuance and tracking of security seals.

Finance Officer

Role(s): The Finance Officer handles all financial accounting processes within the trade module, including invoicing, reconciliation, payments, and ledger management.

Oversee Purchase Reconciliation to ensure invoices, purchase orders, and payments are accurately matched and verified.
Monitor the Dashboard & Reports to analyze key financial metrics, trends, and performance.
Process Purchase Invoice entries to validate and record procurement expenses in the accounts.
Manage Payment processing to ensure timely disbursement of funds and vendor settlements.
Generate Sales Invoice documents to record revenue and support accounts receivable tracking.
Maintain the Bond Ledger to track financial transactions related to bonded inventory and obligations.
Implement WAC Adjustments to ensure inventory costs are accurately reflected in financial records.
Perform Stock Valuation to reconcile inventory values and support accurate financial reporting.

Supply Chain Manager

Role(s): The Supply Chain Manager oversees supply chain operations across procurement, logistics, inventory, and related reporting processes in the trade system.

Oversee Inventory Management to maintain optimal stock levels and visibility across all locations.
Coordinate Port Management to optimize import/export processes and minimize port delays.
Approve Adjustment of Stock Entitlement (ASE) Document Confirmation to ensure accurate stock adjustments.
Manage Platts Management to keep commodity pricing data current for supply chain decisions.
Manage Customs Entry (TR-800, TR-830) processes to ensure compliance with import regulations and timelines.
Issue Waybill issuance to track and authorize each shipment for downstream processing.
Manage Seal Allocation to secure shipments by assigning unique seals to loads and containers.
Prepare Loading Ticket documents for accurate recording of cargo loading operations.
Perform Stock Valuation to assess inventory worth and inform procurement strategies.
Oversee Purchase Management to coordinate procurement activities and maintain stock availability.
Manage Sales Management to streamline order fulfillment and coordinate deliveries.
Monitor the Dashboard to track real-time operational metrics and performance indicators.
Generate Reports to provide insights into supply chain activities, inventory status, and KPIs.
Maintain the Bond Ledger to track bonded goods and related financial entries.
Implement WAC Adjustments to ensure inventory is accurately costed for accounting.
Oversee Bond Management to handle bonded shipments and regulatory requirements.
Coordinate Service Management to handle vendor services and maintenance tasks supporting the supply chain.
Oversee Expense Management to control supply chain-related costs and budget adherence.
Manage Customer Management to maintain customer account data and support client relations.
Manage Vendor Management to oversee supplier relationships and performance.
Administer Seal Management to oversee issuance, assignment, and tracking of security seals in logistics.
Manage Payment processes to facilitate timely trade transaction settlements.

Supply Chain Officer

Role(s): The Supply Chain Officer executes day-to-day supply chain tasks, managing procurement and sales activities as well as inventory, port, and logistics documentation.

Coordinate Service Management to handle trade-related service requests and vendor services.
Manage Expense Management to monitor and control operational expenditures in the supply chain.
Manage Seal Allocation to ensure secure tracking of goods through controlled seal usage.
Perform Stock Valuation to reconcile inventory levels and values for operational reporting.
Monitor the Dashboard to review key operational metrics and alerts.
Oversee Inventory Management to maintain accurate stock counts and availability.
Coordinate Port Management to facilitate efficient import/export operations and scheduling.
Issue Waybill issuance to authorize shipments and generate necessary transport documentation.
Prepare Customs Entry (TR-800, TR-830) filings to comply with import regulations and requirements.
Generate Reports to document trade activities and performance for review.
Assist in Purchase Management activities to support procurement and inventory needs.
Assist in Sales Management activities to support order processing and customer fulfillment.
Prepare Loading Ticket documents for accurate recording of cargo loading events.
Process Customs Exit (TR-812) filings to support export compliance and clearance.

Entity Module Mapping