How VasyERP Helped
- Dayal Opticals
- Dayal Opticals
Streamline
Multi-Store Optical Retail Operations
- Dayal Opticals
- Dayal Opticals
Learn how Dayal Opticals streamlined multi-store inventory, prescription-based sales, production workflows, and deliveries using VasyERP optical store ERP software.
Summary
Dayal Opticals is a rapidly expanding optical retailer that currently operates 17 locations. As the business grew, the previous operational system developed limitations to the ability for more advanced eyewear configurations. It also limited the ability for all stores to view total inventory and provide an integrated workflow for producing eyewear products. To continue to grow at a scalable rate, they implemented VasyERP optical store ERP software which enabled them to centralise operations. The software also helped streamline their sales-to-production supply chain and strengthened automated compliance controls across all of their locations.
About the Client
Dayal Opticals is an expanding optical retailer in India with 17 locations and a central warehouse. They provide a vast range of quality eyewear products and tests. The mission of Dayal Opticals is to provide a complete solution to people's vision needs. All while delivering a positive customer experience through excellent products and processes.
Sector
Operating In
Business Model
Challenges
Problem Statement
As Dayal Opticals expanded its retail network to 17 stores, their existing optical billing and management system began to show limitations that made it harder to support the growing demands of a multi-store operation."
Complex Eyewear Configuration Errors
- Lens-frame pairing frequently resulted in incorrect billing and pricing discrepancies between single and paired lenses.
- Incorrect pricing for single lenses compared to double lenses.
- There were times when prescriptions did not match at the time of sale and prior to assembly.
- New orders continuously required correction which delayed operations.
Multi-Store Inventory Visibility Gaps
- As the store count grew, the existing system struggled to provide centralized inventory visibility.
- Unclear visibility of stock transfers and location changes.
- Coordination issues caused negative or incorrect stock counts.
- Fulfillment delays due to improper stock communication.
Disconnected Sales-to-Production Workflow
- Lens production orders were incorrectly entered for custom optical lenses.
- Limited status reporting on the progress of lab lens production.
- Workflow between sales and production was not structured.
- Tracking of the runner and lab coordination was delayed.
Compliance & Control Risks
- High-value transactions did not have automated PAN validation.
- No limits were set on cash transactions.
- Discount approval processes were not structured.
- Possible exposure to GST compliance issues.
Customer & Prescription Data Management Gap
- Customer profiles did not include gender or PAN validation.
- No way to map family members to a primary account holder.
- No centralized prescription history.
- No system support for uploading and storing prescriptions from physicians.
Unstructured Defective & Damage Handling
- Lack of separate tracking for damaged inventory.
- Credit approval was not handled through the system.
- No structured workflow for defective product movement.
- Debit note processes with suppliers were not supported.
No Advance Booking System
- The legacy system had no advance sales order creation capability at POS.
- Out-of-stock products were automatically declined by POS.
- Reserved stock allocation for pending orders was not supported.
- No configuration control for line-level advance booking.
Drive efficiency across all your optical stores with VasyERP.
Book a DemoSolutions Offered
VasyERP replaced the legacy platform with a comprehensive, modern ERP solution purpose-built for optical retail. Each module was configured to address the specific capability gaps identified during the transition.
Enabled configurable eyewear sales workflows that provide frame/lens/contact (eye-wise) matching for each customer's eye on a frame/lens/contact purchase.
The company was able to set up auto-fetch capabilities from each customer’s last prescription. This was done in order to eliminate the need for traditional data entry.
Integrated in-store eye test records with a customer's corresponding doctor's prescription. Now this was carried out to eliminate confusion. It would ideally further allow prescriptions to be centrally organized.
Controlled negative stock levels of optical lenses until production was completed. Now this was implemented to allow for seamless ordering processes. There would also be no disruption in operations.
Established a single product catalogue for all products with the ability to configure secondary products. This was carried out so that the frames and lenses are correctly linked during sales.
Controlled negative stock levels of optical lenses until production was completed. This was implemented to allow for seamless ordering processes and no disruption in operations.
Automated alerting of customers via expiring contact lenses to prevent stock loss and improve inventory planning.
Configured ability to notify all stores of price changes so that all stores reflect the new prices generated through uniformity in the billing process.
Controlover the transfer of stock between multiple store approved stores was achieved through the implementation of short transfer processes.
Configured auto notification system, in order to have pending stock transfers accepted, rejected, or system driven resolve in a timely manner.
Implemented the ability to reserve stock against advance sales orders to ensure stock is not oversold and commitments can be accurately kept for pricing purposes.
Implemented a major focus on stock management. This was carried out by developing a comprehensive management system for recording each category's stock.
Developed a development plan for the implementation of mandatory PAN validation. This was implemented for high-value transactions as part of the above policies compliance for invoices.
All cash payments above INR 195,000 will now automatically be limited to ensure compliance risk is reduced.
Requesting the signature of a Store Manager will now be mandatory when processing discounts in relation to the discount limits at the point of sale.
When billing for the sale of both a frame and a lens on a sale under ‘Spectacles’ will now be charged on both the frame and the lens at the same time (current Taxation Laws/Reports).
Family member mappings allow the client to associate all of their family members with the primary customer. This helped with accurate billing and tracking of the prescriptions. It also helps provide customer service for the family member profiles.
Instituting a historical tracking system for prescriptions allowed for efficient access to customer records. This was implemented so customers receive timely service and can make repeat purchases without delay.
Setting up automatic notifications to customers after courier dispatches will enhance the level of transparency with respect to purchases completed and provide a better level of communication post purchase.
The integration of gift vouchers into the CRM solution allowed for proper identification of the use of gift vouchers. It also helps avoid overlapping promotional discounts being taken.
We created a structured workflow for tracking credit approval status in real time. This allows us to manage replacements and prevent unauthorized settlements.
We created a new inventory tracking process for damaged goods, so that defective products are kept separate from sellable goods.
We implemented a process for generating systematic / to suppliers. This formalizes the method of returning defective products to suppliers.
We configured our QC-based approval and rejection workflows to ensure that stock adjustments accurately reflect the results of supplier validations.
We set up automated purchase orders predicated on sales orders, which would create better coordination with the lab and reduce the need for manual input.
This allowed the client to track the status of each lens from the time of order until delivery at the designated retail location.
Creation of a production module that mirrors the sales order details to ensure that all lenses are made from the correct prescription and reduce any mistakes.
We developed a well-defined process for tracking the repair or rejection of items. This is where customers will receive an update on the status of their product in real-time.
Enabled the ability to create courier delivery from the sales order stage, to allow for seamless transition of the sales order to centralised dispatch management.
Acceptable workflow of head offices with respect to acceptance workflows has been configured. This is done to enforce mandatory tracking of their AWR for the purpose of accurate tracking and accountability of shipments.
Automated SMS notifications are now used to notify customers when their couriers have been dispatched as well as provide them with expected delivery time updates.
The courier processing workflow is designed so as to not to distort inventory during the delivery/shipment processing & handoff processes.
The system will automatically prompt the creation of an advance sales order at the time of sale if there is no stock available.
The stock allocation workflow has been implemented to prevent the overselling of stock by securing it against advance orders that have confirmed bookings.
The procedure to automatically notify stock that has been reserved for 30 days or more is established, which facilitates the official release of this stock back into available inventory.
If required, the stock can be released manually to the available for sale inventory using the Standard Operating Procedures.
Enabled configurable eyewear sales workflows that provide frame/lens/contact (eye-wise) matching for each customer's eye on a frame/lens/contact purchase.
The company was able to set up auto-fetch capabilities from each customer’s last prescription. This was done in order to eliminate the need for traditional data entry.
Integrated in-store eye test records with a customer's corresponding doctor's prescription. Now this was carried out to eliminate confusion. It would ideally further allow prescriptions to be centrally organized.
Controlled negative stock levels of optical lenses until production was completed. Now this was implemented to allow for seamless ordering processes. There would also be no disruption in operations.
Established a single product catalogue for all products with the ability to configure secondary products. This was carried out so that the frames and lenses are correctly linked during sales.
Controlled negative stock levels of optical lenses until production was completed. This was implemented to allow for seamless ordering processes and no disruption in operations.
Automated alerting of customers via expiring contact lenses to prevent stock loss and improve inventory planning.
Configured ability to notify all stores of price changes so that all stores reflect the new prices generated through uniformity in the billing process.
Controlover the transfer of stock between multiple store approved stores was achieved through the implementation of short transfer processes.
Configured auto notification system, in order to have pending stock transfers accepted, rejected, or system driven resolve in a timely manner.
Implemented the ability to reserve stock against advance sales orders to ensure stock is not oversold and commitments can be accurately kept for pricing purposes.
Implemented a major focus on stock management. This was carried out by developing a comprehensive management system for recording each category's stock.
Developed a development plan for the implementation of mandatory PAN validation. This was implemented for high-value transactions as part of the above policies compliance for invoices.
All cash payments above INR 195,000 will now automatically be limited to ensure compliance risk is reduced.
Requesting the signature of a Store Manager will now be mandatory when processing discounts in relation to the discount limits at the point of sale.
When billing for the sale of both a frame and a lens on a sale under ‘Spectacles’ will now be charged on both the frame and the lens at the same time (current Taxation Laws/Reports).
Family member mappings allow the client to associate all of their family members with the primary customer. This helped with accurate billing and tracking of the prescriptions. It also helps provide customer service for the family member profiles.
Instituting a historical tracking system for prescriptions allowed for efficient access to customer records. This was implemented so customers receive timely service and can make repeat purchases without delay.
Setting up automatic notifications to customers after courier dispatches will enhance the level of transparency with respect to purchases completed and provide a better level of communication post purchase.
The integration of gift vouchers into the CRM solution allowed for proper identification of the use of gift vouchers. It also helps avoid overlapping promotional discounts being taken.
We created a structured workflow for tracking credit approval status in real time. This allows us to manage replacements and prevent unauthorized settlements.
We created a new inventory tracking process for damaged goods, so that defective products are kept separate from sellable goods.
We implemented a process for generating systematic / to suppliers. This formalizes the method of returning defective products to suppliers.
We configured our QC-based approval and rejection workflows to ensure that stock adjustments accurately reflect the results of supplier validations.
We set up automated purchase orders predicated on sales orders, which would create better coordination with the lab and reduce the need for manual input.
This allowed the client to track the status of each lens from the time of order until delivery at the designated retail location.
Creation of a production module that mirrors the sales order details to ensure that all lenses are made from the correct prescription and reduce any mistakes.
We developed a well-defined process for tracking the repair or rejection of items. This is where customers will receive an update on the status of their product in real-time.
Enabled the ability to create courier delivery from the sales order stage, to allow for seamless transition of the sales order to centralised dispatch management.
Acceptable workflow of head offices with respect to acceptance workflows has been configured. This is done to enforce mandatory tracking of their AWR for the purpose of accurate tracking and accountability of shipments.
Automated SMS notifications are now used to notify customers when their couriers have been dispatched as well as provide them with expected delivery time updates.
The courier processing workflow is designed so as to not to distort inventory during the delivery/shipment processing & handoff processes.
The system will automatically prompt the creation of an advance sales order at the time of sale if there is no stock available.
The stock allocation workflow has been implemented to prevent the overselling of stock by securing it against advance orders that have confirmed bookings.
The procedure to automatically notify stock that has been reserved for 30 days or more is established, which facilitates the official release of this stock back into available inventory.
If required, the stock can be released manually to the available for sale inventory using the Standard Operating Procedures.
Implementation Highlights
Key milestones that show how VasyERP transformed Dayal Opticals’ operations.
POS Order Management Board
A POS board was implemented. This was where each column represents an entire order of progress flow. It included 8 sections: sales order, purchase order raised, in production, received from vendor, rework, ready to ship, delivered to customer, and out for courier.
Stock Bifurcation
An end-to-end workflow that includes a structure for converting Sales Orders into Purchase Orders, dispatching lab work, run-based locking of Purchase Orders, and handling the structured status of ready, rejected or resend to production glasses.
Employee & Role Configuration
Added the ability to have a runner check box on the employee module, and we have established a specific optometrist user role to restrict entry of prescriptions only to appropriately authorized persons, as determined by the system controls.
Masters Configuration
We have configured the following items in the master configuration screen: category master with configurable products and prescription document flags, order mode rules with delivery dates, advance booking slabs, and contact relation dropdown mapping.
Stock Bifurcation Reporting
We structured the inventory reporting by creating inventory buckets for available, reserved, production, defective inventory to provide clear tracking and accurate visibility of our stock.
The Impact
Dayal Opticals centralized its entire optical multistore retail business into one digital ecosystem. This was implemented by simply implementing VasyERP. We automated the entire sales process between multiple stores (prescription tracking). We also helped align configurable eyewear billing and the production/fulfillment workflow. This was carried out to streamline the sales process and unlock capabilities the old system couldn't provide.
Dayal Opticals has also automated many of its financial controls. This includes PAN validation, cash limits, and discounted approval processes. This also improves the likelihood of reducing the chances of incurring a financial loss. Managing "ASO's" or Advanced Sales Orders also helps ensure there is no loss of revenue. And this could possibly be due to insufficient stock being on hand for sale. Plus by providing automated notifications to all locations of any dispatch from each store to/from head office will also aid in improving the coordination between all locations.
The overall customer experience has increased. This was achieved by providing for tracked prescription orders and family mapping. It was also achieved by sending out dispatch alerts to customers. The overall implementation has provided for increased accuracy and improved compliance. It has also helped in long-term scalability at all 17 Dayal Opticals locations while simplifying daily operations.
Operational Efficiency
Processing Speed
Inventory Visibility
Error Reduction
Full Compliance
Tracking Accuracy
Dayal Opticals became more efficient in its operations. This was carried out by implementing VasyERP into their ecosystem. They were also able to have a better view of their inventory and production. Plus they could improve their compliance controls and provide a superior experience for their customers. The client has reduced the number of errors caused while using their outdated traditional system which has now improved with the implementation of VasyERP.
Conclusion
Dayal Optics became way more efficient in time. This is because they have integrated VasyERP in its operations and into their ecosystem. The complete system addressed key areas such as configurable sales and prescribing. It also seamlessly addressed inventory management. Furthermore it addressed production workflow and compliance automation to reduce manual intervention. Customers will also receive their orders faster with improved accuracy. They are also now better informed about when to expect delivery of their orders.
This in turn resulted in fewer errors in billing and configuration. It also helped in the improvement of controls related to financial and compliance. This has been done since the implementation of the new software. Dayal Opticals' modular and scalable VasyERP framework has also helped provide consistency. In time - it will also provide standardisation in the processes across its 17 retail stores. This will further allow for future flexibility and scalability. The client can now continue to focus on growing its business with centralized visibility. It will also have structured workflows and automated validation. This can be done while delivering high-quality service while also keeping customers satisfied.
Don't allow operational complexities to limit your true potential! Digitise all your Retail Operations with VasyERP is the best ERP for optical stores. And grow your business with confidence using a smarter solution!
