zoho expert -- 2

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

3. 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)
One order → multiple shipments
One order → multiple invoices

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

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:
Admin → full access
Staff → limited (no cost/profit)
Warehouse → inventory only

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

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

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

6. 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