Streamlining
- ISCON Gathiya
- ISCON Gathiya
With India’s Most Reliable ERP Solution
ISCON Gathiya was able to streamline its complex operational systems using VasyERP's integrated ERP software, making it easier to operate.
Summary
VasyERP’s centralized ERP system has simplified the operation of running ISCON Gathiya on a daily basis. The project has enabled the standardization of billing, cash handling, stock management, tracking of waste, and branch operations. Previously, the client used a traditional billing machine that increased manual work and led to inefficiencies. The solution provided by VasyERP has cut down on manual work, increased accuracy in operational processes, and created faster and even more efficient workflows across the entire business.
About the Client
ISCON Gathiya is a popular traditional multi-outlet food brand, known for authentic Gathiya and fafda (farsans) served at all of the stores. ISCON Gathiya began operations back in 2008 out of a single food cart in Bapunagar, Ahmedabad. The founders hoped to provide authentic Gujarati taste and an excellent level of quality with their offerings. In a relatively short period, they created a rapidly growing brand, expanding into other parts of Gujarat such as Ahmedabad, Gandhinagar, Vadodara, and Surendranagar.
Sector
Operating In
Business Model
Challenges
Problem Statement
Below are some of the key areas of concern for ISCON Gathiya and how they impacted efficiency, accuracy, and control across day-to-day business operations.
Manual billing process
- Longer wait times to check out when busy.
- Cashiers had to manually enter items.
- Manual errors occurred when entering details like the quantity or value of an item.
- There was no efficient way to complete customer orders.
- No support for free-of-charge (FOC) bills or parcel marking at POS.
- No AC Hall / Non-AC Hall pricing differentiation at POS.
Lack of real-time inventory visibility
- Stock changes were not instant across the entire company.
- Stock at one branch often did not equal the stock in another branch.
- There were no centralized systems to track inventory from all stores.
- It was difficult to accurately track products once they left the store.
- No branch-level minimum stock limits or low-stock alerts per branch.
- Products were not assigned to specific branches, causing visibility across unrelated branches.
Inefficient cash handling
- Shift closing resulted in discrepancies in cash management.
- Cash was not tracked after shifts.
- Using manual cash registers increased errors.
- No audit trail for cash flow.
- No tracking of damaged currency notes during shift closing.
- No bag serial number tracking for cash handover between cashiers and managers.
No structured wastage tracking system
- Food wastage was not being recorded regularly.
- The wastage of food had no effect on the inventory consumption flow, leading to inaccuracies.
- There was no record of losses from daily operations.
- There were no reports generated for the usage of scrap material.
Poor stock transfer coordination
- No transfer policy between the branch and the head office.
- The stock approval process involved many steps and was manual.
- Stock transfer quantities did not match.
- No real-time visibility of transfers.
- Damaged stock received during transfers was not logged or consumed separately.
Lack of structured POS interface design
- Too much clutter in the POS interface further slowed processes.
- It was challenging to find and slow to perform important functions.
- No customization for cashiers to access roles from the POS.
- Unclear POS inventory flow of orders.
No automated refund and cancellation control
- No verification is required for refunds being generated.
- No in-depth control over cancellation processes.
- No source tracking for refunds and cancellations.
- No OTP-based authentication for cancel/refund confirmation at register close.
No supplier payment transparency
- Supplier payments had no collector assignment or tracking.
- No real-time WhatsApp notification to the supplier or collector on payment.
- No structured process for selling empty boxes or oil tin cans (waste sell).
Automate core processes and gain real-time control over every business branch with VasyERP.
Book a DemoSolutions Offered
VasyERP provided a combined solution for the operations of ISCON Gathiya so they could streamline overall business operations. Below are the core solutions offered by VasyERP:
Image-based product selection and category-wise navigation help cashiers quickly find products and speed up billing.
Efficiency has increased with the ability to enter a product by quantity or enter a product by amount directly.
Bills can be marked as FOC with 100% discount applied, printing KOT with FOC remark and a signature copy.
Single-click option to mark a bill as parcel, reflected on printed bill.
Every cancelled line item is logged with product name, time, cashier, and branch for audit purposes.
Able to create real-time menu updates across multiple locations using inventory management software .
Establishes a visibility dashboard to provide one view of total inventory.
Stock is automatically updated for sales, wastage, and returns, ensuring accurate inventory records across all branches.
The head office assigns products to specific branches, while branch-wise minimum stock limits and low-stock alerts help maintain optimal inventory levels across locations.
Branch-level AC hall pricing at product level from HO, with import/bulk update support.
All parties involved will now have to submit all corrections within 30 minutes of occurrence.
Wastage review, cancel/refund OTP confirmation, damaged notes recording, and bag bifurcation before final close.
Cashiers log denomination-wise damaged currency at shift close, or mark as none.
Cashiers can securely transfer cash using OTP verification, bag bifurcation, and serial number mapping, ensuring complete traceability and accountability during cash handovers.
Product-by-product wastage can be recorded correctly.
Scrap is further categorized as consumption per system.
Provides the ability to edit the overall sales until the cash register closes.
Cashiers log daily garbage (product + QTY) directly from POS header, auto-creating a Material Consumption entry.
Revenue from selling empty boxes and oil tin cans logged under a dedicated "Wastage Sell" account (Indirect Income)
Branch-to-HO transfer requests are to be raised by the branch.
Ability to reject partially approved stock or reject the entire set.
Track the document trail of variations at the time of receipt of stock.
Branches create a material consumption entry for damaged quantities directly from the stock transfer view.
Records include shipping type, transporter, vehicle no, reference, weight, and date.
Aligned a process for creating supplier bills related to the supplier mapping.
Each supplier can now be assigned multiple collectors for supplier payments, based on capacity.
Payment-secured workflow for approved payments.
Increased the capacity of the supplier to have multiple collectors.
Cashiers can add a new collector (name + mobile) directly during payment without leaving the screen.
mage-based product selection and category-wise navigation help cashiers quickly find products and speed up billing.
Efficiency has increased with the ability to enter a product by quantity or enter a product by amount directly.
Bills can be marked as FOC with 100% discount applied, printing KOT with FOC remark and a signature copy.
Single-click option to mark a bill as parcel, reflected on printed bill.
Able to create real-time menu updates across multiple locations using inventory management software .
Establishes a visibility dashboard to provide one view of total inventory.
Stock is automatically updated for sales, wastage, and returns, ensuring accurate inventory records across all branches.
The head office assigns products to specific branches, while branch-wise minimum stock limits and low-stock alerts help maintain optimal inventory levels across locations.
Branch-level AC hall pricing at product level from HO, with import/bulk update support.
All parties involved will now have to submit all corrections within 30 minutes of occurrence.
Wastage review, cancel/refund OTP confirmation, damaged notes recording, and bag bifurcation before final close.
Cashiers log denomination-wise damaged currency at shift close, or mark as none.
Cashiers can securely transfer cash using OTP verification, bag bifurcation, and serial number mapping, ensuring complete traceability and accountability during cash handovers.
Product-by-product wastage can be recorded correctly.
Scrap is further categorized as consumption per system.
Provides the ability to edit the overall sales until the cash register closes.
Cashiers log daily garbage (product + QTY) directly from POS header, auto-creating a Material Consumption entry.
Revenue from selling empty boxes and oil tin cans logged under a dedicated "Wastage Sell" account (Indirect Income)
Branch-to-HO transfer requests are to be raised by the branch.
Ability to reject partially approved stock or reject the entire set.
Track the document trail of variations at the time of receipt of stock.
Branches create a material consumption entry for damaged quantities directly from the stock transfer view.
Records include shipping type, transporter, vehicle no, reference, weight, and date.
Aligned a process for creating supplier bills related to the supplier mapping.
Each supplier can now be assigned multiple collectors for supplier payments, based on capacity.
Payment-secured workflow for approved payments.
Increased the capacity of the supplier to have multiple collectors.
Cashiers can add a new collector (name + mobile) directly during payment without leaving the screen
Implementation Highlights
Key milestones showcasing how VasyERP food business ERP unified Prashant Corner’s operations.
POS Billing System
VasyERP’s GST billing system allows for a rapid, organized way to bill customers. It allows for image-based product selection. Flexible quantities and amounts can be entered. When billing customers, this module supports discounts, multiple packaging, and quick payment processing.
Inventory Visibility
Real-time visibility of stock at each branch through product-specific stock tracking. Enables users to see stock movement through a central dashboard and has improved controls over stock updates, deduction of sales from stock, and tracking of stock accuracy.
Cash Register Control
A structured opening and closing cash flow has been implemented. This helps in shift-wise reconciliation and an efficient way to deal with cash differences. The ability to use OTP (one time password) validation allowed the business to accurately track excess or shortage of cash, and provide final settlement information.
Stock Transfer Workflow
Controlled movement of stock between branches and the head office (HO) has been enabled. The workflows provide for the request and approval of stock transfers, and track differences between stock received and approved. Stock-in and stock-out updates are completed automatically. This enables the user to accurately manage stock.
Supplier Payment Automation
We have automated supplier invoices and payments by mapping collectors to suppliers. Payments and invoices now have a structured approval and payment process. We send notifications of transactions and updates to suppliers and collectors in real time through WhatsApp for greater transparency.
Wastage Tracking
Wastage can now be tracked in real time from the point-of- sale (POS) system. It can also be tracked at a product level. Stock is automatically reduced based on the amount of the traditional snack chain’s wastage. Moreover, all records for consumption are kept editable until the register is closed.
The Impact
VasyERP has successfully brought together all areas of ISCON Gathiya into one system. Billing, inventory, cash control, stock transfer, and supplier workflows are all running on the same platform. This has in turn eliminated many manual processes and increased the speed of daily operations.
The automation of many functions of ISCON Gathiya, including waste management, has enabled reliable and timely measurement and reporting of waste, as well as accurate recordkeeping.
ISCON Gathiya has become more operationally consistent across locations. Centralized control and system-based execution have provided ISCON Gathiya with greater efficiency, improved accountability, and scalable operations.
With enhancements, ISCON Gathiya gains AC hall pricing flexibility, deeper cash accountability through bag serial tracking and OTP handovers, branch-level stock control, and comprehensive audit logs enabling the business to scale further without operational risk
Faster billing and checkout process
Centralized operational visibility
Cash register tracking accuracy
Improved process efficiency
Reduction in manual stock errors
Reduction in operational discrepancies
When operations rely on multiple unconnected systems and require manual coordination, growth can be difficult. The requirement for ISCON Gathiya to manage all of the multiple outlets had made it increasingly difficult to maintain speed. ISCON Gathiya hence needed to implement ERP system to support their growth so that they did not have operational loopholes due to their multiple branches.
Conclusion
VasyERP created a structured digital system that integrated all business processes into a single operating flow. The business is now able to execute billing and inventory. They were also able to manage cash flow, authorization, and reporting on a real-time basis.
ISCON Gathiya has also established a much more solid base for continued growth. All of the new branches can now function and conduct business under this same structured framework. This has further reduced the overall operational complexity.
As a result, the organizational structure is better positioned than ever before. ISCON Gathiya can now deliver quality service and implement all of the operational aspects efficiently. It helps ensure that business processes consistently perform as they continue to expand.
VasyERP has transformed ISCON Gathiya and has helped evolve it into a successful multi-outlet food brand that incorporates process-focused business operations. As an ERP software for food chains, it will now continue to support sustainable growth.
