Entity Module Mapping

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.