SaitechLabs SOP - Integration of SaitechLabs with BUSY21

Purpose: This Standard Operating Procedure defines the method for integrating SaitechLabs technical systems with the BUSY21 software used by industrial clients. The integration model is based on a controlled CSV / Excel / JSON bridge workflow, where BUSY21 functions as the accounting and inventory backbone, while SaitechLabs serves as the technical production intelligence layer.

1. Objective

To establish a practical, auditable, and scalable workflow for connecting the following functions:

Formula control
Batch ticket generation
Raw material consumption
Finished goods production
Costing and variance analysis
QC and release tracking
Stock and accounting entry in BUSY21

2. Integration Philosophy

BUSY21 will handle

Purchase accounting
Vendor ledger
Stock ledger
GST billing and statutory records
Production voucher posting
Sales and financial statements

SaitechLabs will handle

Approved formula management
Technical dossier control
Batch ticket generation
Standard costing
QC records and release logic
Variance and process analytics

      Important principle: SaitechLabs should not replace BUSY21.  
      BUSY21 remains the client’s statutory and accounting backbone. SaitechLabs remains the client’s
      technical production control layer.
    

3. Recommended Architecture

SaitechLabs Formula + Batch + QC System
        ↓
CSV / Excel / JSON Bridge Files
        ↓
Client's BUSY21 Software
        ↓
Accounting / Stock / GST / Sales / Audit

4. Data Flow Between Systems

4.1 BUSY21 to SaitechLabs

The following data shall be exported from BUSY21 on a daily or weekly basis:

Raw Material Master
Finished Goods Master
Vendor / Party Master
Rate information
Stock-on-hand data
Godown-wise stock details

Field	Description
Item Code	Unique stock code used in BUSY21
Item Name	Name of raw material or finished goods
Unit	KG, LTR, NOS, etc.
GST %	Applicable tax classification
Rate	Last purchase rate / average rate
Godown	Storage location
Stock on Hand	Available quantity

4.2 SaitechLabs to BUSY21

The following files shall be generated by SaitechLabs for posting in BUSY21:

Batch consumption sheet
Finished goods production sheet
Cost summary sheet
Optional QC release sheet

Field	Description
Date	Production date
Batch No	Unique batch identifier
FG Code	Finished goods item code
RM Code	Raw material code
Consumption Qty	Actual quantity consumed
Output Qty	Finished goods produced
Remarks	Loss, adjustment, operator notes, etc.

5. Integration Layers

5.1 Layer 1 - Master Synchronization

SaitechLabs shall use the same item codes, units, and finished goods codes as maintained in BUSY21. No duplicate or parallel coding system shall be introduced.

{
  "items": [
    {"code":"RM-TIO2-001","name":"Titanium Dioxide Rutile","unit":"KG","rate":286.50},
    {"code":"RM-ALKYD-003","name":"Long Oil Alkyd Resin","unit":"KG","rate":164.00},
    {"code":"FG-ENBLK-20L","name":"Enamel Black 20 Ltr","unit":"LTR","rate":0}
  ]
}

5.2 Layer 2 - Formula and BOM Mapping

Each SaitechLabs formula shall be mapped to one BUSY21 finished goods code. Formula revision numbers shall be controlled and documented.

SaitechLabs Formula ID: SL-ENAMEL-BLACK-001
BUSY FG Code: FG-ENBLK-20L
BUSY BOM Reference: ENBLK_STD

5.3 Layer 3 - Batch Execution

SaitechLabs will generate:

Theoretical batch ticket
Operator instruction sheet
Actual consumption record
QC and release sheet

BUSY21 will receive:

Production entry file
Consumption entry file
Finished goods receipt entry

5.4 Layer 4 - Cost Reconciliation

SaitechLabs shall compare:

Standard formula cost
Actual issue cost
Purchase rate from BUSY21
Sales realization from BUSY21

6. Step-by-Step SOP

Step 1 - Client Onboarding

Collect BUSY21 version details.
Obtain stock item master list.
Obtain finished goods list.
Collect godown, unit, and tax classifications.
Understand manufacturing and batch flow of the client.

Step 2 - Code Harmonization

Create a Master Mapping Register linking SaitechLabs fields with BUSY21 fields.

SaitechLabs Field	BUSY21 Field	Rule
formula_code	fg_item_code	One-to-one mapping
rm_code	item_code	Exact same code
unit	unit	Exact same unit
batch_no	ref / narration	Consistent batch numbering format

Step 3 - Bridge Template Preparation

Create the following standard files:

01_item_master_import.xlsx
02_rm_rate_sync.xlsx
03_batch_consumption_import.xlsx
04_fg_production_import.xlsx
05_cost_variance_report.xlsx

Step 4 - Daily Operation Cycle

Stage	Action
Morning	Export raw material stock and rate data from BUSY21 and update SaitechLabs costing engine.
Before Production	Generate approved batch ticket from SaitechLabs.
During Production	Record actual material issue and process observations.
After Production	Record actual output and QC status in SaitechLabs.
End of Day	Generate BUSY21 import-ready files and complete stock/accounting posting.

7. Sample File Formats

7.1 Item Master Sync

item_code,item_name,item_group,unit,gst_percent,godown,rate
RM-TIO2-001,Titanium Dioxide Rutile,Raw Materials,KG,18,Main,286.50
RM-RES-011,Alkyd Resin,Raw Materials,KG,18,Main,164.00
FG-ENBLK-20L,Enamel Black 20 Ltr,Finished Goods,LTR,18,FG Store,0

7.2 Formula Master

formula_id,fg_code,fg_name,batch_size_ltr,revision,status
SL-ENAMEL-BLACK-001,FG-ENBLK-20L,Enamel Black 20 Ltr,500,03,Approved

7.3 Formula Line Items

formula_id,rm_code,rm_name,qty,unit,process_stage
SL-ENAMEL-BLACK-001,RM-TIO2-001,Titanium Dioxide Rutile,50,KG,Millbase
SL-ENAMEL-BLACK-001,RM-RES-011,Alkyd Resin,120,KG,Letdown

7.4 Actual Consumption Sheet

date,batch_no,formula_id,fg_code,rm_code,actual_qty,unit,operator,remarks
2026-04-16,B25041601,SL-ENAMEL-BLACK-001,FG-ENBLK-20L,RM-TIO2-001,49.50,KG,Ravi,OK
2026-04-16,B25041601,SL-ENAMEL-BLACK-001,FG-ENBLK-20L,RM-RES-011,121.20,KG,Ravi,OK

7.5 Finished Goods Production Sheet

date,batch_no,fg_code,fg_name,output_qty,unit,godown,qc_status
2026-04-16,B25041601,FG-ENBLK-20L,Enamel Black 20 Ltr,498,LTR,FG Store,Released

8. Responsibility Matrix

Function	SaitechLabs	Industrial Client
Formula approval	Yes	No
Batch ticket generation	Yes	No
RM purchase entry	No	Yes
Stores inward	No	Yes
Actual issue entry	Shared	Shared
BUSY21 production posting	Supervisory / Shared	Yes
GST invoicing	No	Yes
QC dossier and release logic	Yes	Shared
Financial statements	No	Yes

9. Mandatory Controls

Exact same item code must exist in both systems.
Only approved formula revisions may be used for batch generation.
QC-hold batches shall not be posted as released finished goods.
Every export file shall carry generation timestamp and user identity.
Daily stock variance shall be reviewed.
Monthly standard-versus-actual cost analysis shall be performed.
Raw material rate changes shall trigger costing review.

10. Service Levels for Deployment

Level 1 - Manual Bridge

Excel export from BUSY21
Manual update in SaitechLabs
CSV return to client
Suitable for small paint units

Level 2 - Semi-Automated Bridge

Standard import/export folders
Preformatted bridge files
Daily upload routine
Status dashboard

Level 3 - Managed Digital Control Layer

SaitechLabs web dashboard
Batch-wise costing and QC workflow
Auto-generated BUSY21-ready files
Monthly variance analytics

11. Pilot Recommendation

For the first implementation, begin with a small pilot:

10 raw materials
2 finished products
1 godown
1 month pilot period
1 production operator
1 stores person
1 accounts user
1 QC reviewer

12. Final Recommendation

      Recommended deployment model:

      SaitechLabs Web System → Controlled CSV / Excel Bridge Files → BUSY21 Posting → Accounting / GST / Reporting

      This model is practical, scalable, and suitable for Indian industrial clients using BUSY21, especially in
      paint manufacturing, chemical processing, and allied production environments.