Strengthening Compliance & Governance: What’s New in Botree DMS 3.0

Managing taxes, trade schemes, and claims across different markets needs precision, flexibility, and solid system controls. In this release, Botree DMS and SFA introduce a set of important improvements aimed at boosting compliance, accuracy, and operational efficiency. The update adds full VAT support along with GST. It also makes sure that point-based schemes are calculated based on scheme validity and enhances manual claim handling by including multiple claim types and stronger approval controls.

Together, these changes tackle major business challenges in international operations, scheme execution, and financial processing, while maintaining consistency across DMS, SFA, RNA, and SAP integrations. Let’s take a closer look at the update and see how it will benefit you.

What’s New

1. Integration was updated to support VAT tax configurations alongside GST.
2. Tax Structure Configuration
3. Point Based Scheme Calculation Based on Master Effective Dates
4. Addition of Multiple Manual Claim Types

VAT & Tax Inclusion

Previously, DMS and SFA had limited support for updated VAT tax structures. This caused problems with tax calculation and reporting in international markets. To address this, we updated the tax structure definitions to support both VAT and GST. Going forward, we will also incorporate additional tax structures to support different geographies. The system now applies tax logic based on backend settings, ensuring consistent tax handling throughout the modules.

What’s New

• Tax Structure Mapping was improved to manage tax code visibility through backend settings. When VAT is enabled, it shows the VAT and CESS components. When GST is enabled, it shows IGST, CGST, SGST, and CESS components.

 

• Product and Geo Tax Mapping: Tax codes created in the Tax Structure Mapping screen are now available for selection. A new Effective From field has been added to specify the start date of the applied tax structure.

 

• Tax calculation was activated for important DMS transactions. This includes GRN, PO, Purchase Return, Sample Receipt, Issue and Return, Supplier Credit and Debit Notes, Service Invoice, IDT, Batch Transfer, OB, Billing, Sales Return, and Retailer Credit and Debit Notes.
• SFA modules like OB, Van Sales Billing, PO, Purchase Confirmation, and Sales Return were updated to follow the same tax calculation rules.
• Bill templates were updated for billing, IDT, Sales Return, Purchase Return.

• The below reports in DMS and RNA were updated to reflect the new tax structures.

1. GST – VAT Sales Reports
2. GST – VAT Sales Return Reports
3. GST – VAT Purchase Reports
4. GST – VAT Purchase Return Report
5. Credit Notes & Debit Notes
6. Stock Adjustment Report

Benefits

You can now manage VAT and GST correctly across DMS and SFA. This helps with compliance and makes tax reporting easier in international markets.

Point Based Scheme Calculation Based on Master Effective Dates

Previously, points were calculated using the start and end dates specified in the point definition instead of the scheme master dates. This resulted in incorrect point applications, especially when point definitions were reused or associated with multiple schemes.

The points calculation logic has now been updated to align strictly with scheme master effective dates.

What’s New

• Points Calculation Logic: Points are calculated based on the scheme master created date. Point definitions load only if their active dates fall within the scheme master date range.
• Date Alignment Rules: If a point definition falls outside the scheme master date range, it will not apply. Points start applying only when both date ranges match.
• Scheme Mapping Behavior: If multiple point definitions are linked to a single scheme master, all linked definitions apply. If the same point definition is connected to several scheme masters, points are applied multiple times.
• Active and Inactive Conditions: Points are applied only when both the scheme master and the point definition are active. If either one is inactive, points do not accumulate.
• Approval Controls: Points are only applied for approved point-based schemes. If a scheme is rejected during approval, the associated point definitions will stop applying in billing.

Benefit

You receive accurate and consistent point calculations based on scheme validity. This reduces billing disputes, prevents duplicate or missed points, and minimizes manual corrections. It also improves confidence in scheme level reporting.

Addition of Multiple Manual Claim Types

Before, DMS supported only one manual claim type. This limited claim classification, restricted approval workflows, and created challenges in claim processing through MDM and SAP. The system has now been upgraded to support multiple manual claim types, which allows for better visibility, validation, and processing. Although this was initially implemented for a specific client, it can be expanded to the SaaS offering as well.

What’s New

• New Manual Claim Types
  The following manual claim types are now available:

1. Manual Claim for Schemes Non DMS
2. Manual Claim for Discount for VOP
3. Manual Claim for CPO Claims
4. Manual Claim for Window Display
5. Manual Claim for Sampling
6. Manual Claim for Liquidation
7. Manual Claim for Damage
8. Manual Claim for Cash Discount

• Field Validation: Validation rules have been added for all new claim types. Red indicates missing input, yellow shows validation errors, and green confirms valid input.

 

• Approval Workflow and Reporting: Approval matrices have been set up for all new claim types. These claims are visible in the Claims Approval Report and the RNA Claims Report.
• SAP Integration: Once approved through MDM, manual claims are integrated with SAP for further settlement and financial processing.

Benefit

You will receive accurate scheme-based point calculations, fewer billing errors, and tighter control over manual claims. These updates enhance approval efficiency, improve reporting clarity, and strengthen financial accuracy across DMS, RNA, and SAP.

Conclusion

With these improvements, Botree DMS and SFA offer a stronger and more flexible base for managing complex tax structures, scheme-based incentives, and manual claims. Proper VAT and GST handling makes compliance easier in international markets. Scheme-level point calculations cut down on billing errors, and various manual claim types boost control and transparency in approval and settlement workflows.

Together, these updates lessen manual intervention, improve reporting accuracy, and increase financial reliability across DMS, RNA, and SAP. This helps organizations work with more confidence and efficiency.