zoho expert -- 2

Budget: $30 - $250

1. Business Purpose The goal is to build a centralized “Trading & Management OS” for a cosmetics export business using Zoho One. The system should: Reduce manual work (Excel, email, document creation) Eliminate human errors Enable fast decision-making (pricing, supplier selection, profit) Support international trade compliance (INCI, HS code) Be scalable for future expansion (EDI, large retailers)

2. Core System Concept The system is built around: Order (案件) = Central Unit

Everything is connected to Order: Product Supplier Shipment Invoice Payment Documents

1. Step-by-Step System Flow

Step 1 — Data Foundation (Master Data) 1.1 Product Master JAN Code = Unique ID Product Name (JP / EN) Brand / Manufacturer Spec / Size Case Quantity HS Code INCI Ingredients Product Images 1.2 Supplier Master Supplier Name Contact info 1.3 Supplier Price Table Supplier JAN Code Unit Price Quote Date Currency ✔ Same product can have multiple supplier prices

Step 2 — Data Import & Cleansing Input Multiple Excel files (different formats) Image folders Process Use JAN code to merge products Normalize inconsistent data Remove duplicates Store clean data into master tables Output Unified Product Master (10,000+ records) Supplier price history database

Step 3 — Quotation / RFQ Process Input Upload customer order file (PDF / Excel) Process Extract product + quantity (AI) Select or create customer Show past quotation history (same customer + product) If product not found: Auto-generate RFQ Excel for suppliers Output Clean quotation data ready for decision

Step 4 — Supplier Comparison & Decision System provides: Multi-supplier price comparison Lead time comparison Profit simulation User selects: Supplier Selling price Profit margin

Step 5 — Order Management (Core) Order includes: Customer Products Selected suppliers Pricing Status Special cases: One product → multiple suppliers (split purchase)

Step 6 — Shipment Management Shipment is linked to Order: Shipment date Supplier Quantity Delivery status

Step 7 — Invoice & PI Management Commercial Invoice Structured data: Invoice number Amount Currency Order link PDF auto-generated Proforma Invoice (PI) Optional (not required flow) Linked to Order Multiple PI per Order allowed

Step 8 — Payment & Cash Flow Tracking Support: Split payments (e.g., 30% / 70%) Payment tasks auto-created Status tracking: Unpaid Due Paid

Step 9 — Inventory & Traceability Track: Lot / batch number Inbound date Outbound (which customer received it) Purpose: Traceability (recall / quality issues)

Step 10 — Document Management Upload and auto-link: Invoice Packing List Export certificates COA Features: Auto-link to Order / Shipment / Invoice Allow late file uploads Search by Order

Step 11 — Dashboard & Management View Dashboard shows: Pending invoices Payment status Cash flow Alerts (overdue, missing data)

Step 12 — Permissions 3 roles: Staff → limited (no cost/profit)

Step 13 — External Integration (Future) System must support: API integration Data export (CSV / JSON / XML) EDI compatibility (future)

1. Technical Constraints Built fully inside Zoho (no external server) Low running cost Master-driven system (can update data) On-demand API usage

2. Final Deliverables Fully working system (Zoho Creator) Cleaned product database (10,000+ records) Automated workflows Document generation Dashboard Operation guide videos

3. Key Design Principles JAN code = single source of truth Order-centric architecture Modular (easy to extend later) No dependency on fixed Excel formats Scalable for global trade