Vantage Denim (QB Implementation)
Objective of Implementation:-
“The goal was to move from disconnected systems and manual processes to a centralized accounting and inventory platform—QuickBooks Enterprise—enabling us to streamline production operations, manage export documentation, track receivables, claim sales tax refunds, and improve financial visibility.”
Purchases & Raw Material Procurement
What We Did:
- Created itemized Purchase Orders (POs) for fabric, threads, zippers, linings, packaging material, etc.
- Tracked vendor bills and deliveries with matching GRNs (Goods Receipt Notes)
- Linked purchases directly to cost centers or jobs (e.g., for specific export orders)
Benefits:
- Better cost control
- Vendor-wise outstanding tracking
Stitching Unit Operations (Manufacturing/Assembly)
What We Did:
- Configured Bill of Materials (BOM) for each garment SKU
- Used Inventory Assembly features to convert raw materials into finished goods
- Tracked WIP (Work-in-Progress) by creating sub-assemblies or partial production stages
- Created internal stock transfer entries between cutting, stitching, and packing units
Benefits:
- Accurate costing of finished garments
- Real-time inventory of both raw materials and finished goods
Export Invoicing & Documentation
What We Did:
- Customized Sales Invoices for exports with multi-currency (e.g., USD, EUR)
- Included mandatory export fields: buyer info, PO number, HSN codes, packing details, INCOTERMS (e.g., FOB, CIF)
- Generated proforma invoices, commercial invoices, and packing lists using QuickBooks or integrated add-ons
Benefits:
- Compliance with export documentation
- Faster invoice generation
- Linked directly to receivables tracking
Receivables Management (Export Collections)
What We Did:
- Tracked receivables by customer, invoice, and currency
- Applied advance payments, LC settlements, and part payments accurately
- Tracked overdue invoices and integrated follow-up reminders
Benefits:
- Clear visibility into aging and currency-adjusted balances
- Improved cash flow forecasting
- Reduced DSO (Days Sales Outstanding)
Sales Tax Refunds / GST Refunds (for Exporters)
What We Did:
- Set up zero-rated tax codes for exports under GST or VAT regimes
- Mapped input tax credits on local purchases of raw materials
- Generated GST return reports to file for refund claims based on export turnover
- Benefits:
- Automated tax calculation and input tax credit tracking
- Easier documentation for tax refund applications
- Improved refund turnaround time
Financial Accounting & Reporting
What We Did:
- Fully automated General Ledger, Accounts Payable/Receivable, Bank Reconciliation
- Created cost center-wise P&L (e.g., by export order, production unit, region)
- Customized reports:
- Export turnover
- Production cost vs. selling price
- Sales by country
- Currency gain/loss
Benefits:
- Real-time profitability tracking
- Simplified statutory reporting
- Multi-currency reporting for export sales and forex adjustments
🛠️ Implementation Process
Step | Description |
Requirements Gathering | Engaged departments: purchase, production, finance, export, compliance |
Software Setup | Installed QuickBooks Enterprise with Advanced Inventory, Assembly, and Multi-Currency |
Master Data Migration | Imported vendor/customer list, items with SKUs, opening balances |
BOM & Costing Setup | Defined BOMs, cost centers, production routes |
Training | Conducted role-based training for finance, production, and export teams |
Go-Live & Support | Phased rollout with daily monitoring, support, and post-launch fine-tuning |
📈 4. Key Business Benefits
Function | Before Implementation | After QuickBooks Enterprise |
Purchasing | Manual tracking in Excel | Linked POs and real-time cost control |
Production | Informal records, no BOM | Structured manufacturing with BOM & assembly |
Export Invoicing | Manual documents | System-generated export invoices & packing lists |
Receivables | Untracked or delayed | Real-time tracking by invoice and customer |
Tax Refunds | Manual GST claim prep | Automated export reports & input credit tracking |
Reporting | Delayed or inaccurate | Instant P&L, sales, and cost analysis |