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Ayurvedagram Data Landscaping

Pre-visit questionnaire

Goal: Confirm what’s captured where (Tally vs IDS), who does it, and how we’ll export data for a unified, transaction-level warehouse.

1) Systems & scope

List all systems in Whitefield (Tally, IDS modules, any POS/spa tools, spreadsheets).

For each system, which processes are covered: medicine, treatment medicine, treatment service, consultation, room rent, food/POS, packages, advances/deposits, refunds/discounts?

Is IDS a superset of billing or only rooms/food/spa? What exactly is billed in Tally vs IDS?

Any duplication or migration of entries between systems? Describe the flow.

Today’s System of Record by domain: Customer, Items/Services, Invoicing, Collections, Room folios, Spa/treatments, Inventory, GL.

2) Modules & data flows

Which IDS modules are live (Front Office/Rooms, POS/Restaurant, Spa/Wellness, etc.)

How are treatments billed (IDS spa vs Tally)? Are treatment medicines separated from treatment services?

Do you sell packages (room+consultation+treatments+medicines)? How are package components represented and recognized?

Where is inventory for medicines/consumables tracked?

3) Identifiers & masters

Customer ID: do we have a unique Guest/Patient ID? If not, can IDS GuestID or Tally Ledger Name serve as a stable key?

Phone numbers: Is phone mandatory? Why is a shared/default phone used in Tally? Can we enforce unique + format validation?

Addresses (line1, city, state, pincode, country) and GSTIN for B2B—are these captured?

Item/Service master: classification (medicine, treatment, consultation, room, food, package), HSN/SAC, tax rate, unit, price list.

Staff/Practitioner IDs captured per consultation/treatment?

Room/Outlet master: room IDs/categories/rates; outlet codes.

4) Transaction capture (by type)

For each type (medicine, treatment medicine, treatment service, consultation, room, food, deposit, refund, discount/complimentary):

Which system captures it? Minimum fields captured (date/time, invoice/folio no., customer details, item/service, qty, price, tax, discount, staff, room/outlet, notes).

Multi-line invoices? How are lines categorized (stock group/ledger class) for analytics?

Can we link episodes (consultation + treatment + medicines same day)?

How are complimentary items captured (zero-price line vs discount)?

5) Collections & settlements

Payment modes in use (cash, card, UPI, bank transfer, wallet, online gateway, charge to room/folio). Which terminals/gateways/merchant IDs?

Do we record reference IDs (UTR/RRN/Auth/gateway_id) and settlement batches?

End-of-day/shift closures (Z reports, cashier tallies)—where stored?

Handling of advances/deposits and their allocation; refunds/chargebacks and approvals.

6) Exports & access

From Tally: available exports (Sales Register, Ledger Vouchers, Stock Item Register, Inventory Vouchers, Cost Centres) and formats (Excel/CSV/XML/ODBC).

From IDS: standard reports for sales by outlet, folio details, spa/treatment, POS, collections; CSV/Excel/API/ODBC access?

Cadence for data exports (daily EOD/hourly/weekly). Who triggers them?

Can you share last 60 days of raw exports from both systems?

7) Roles & SOPs

Who creates/updates Customer master and captures phone/address?

Who raises each bill type (medicine, treatment medicine, treatment, consultation, room, food)?

Who collects payments & records modes/references?

Who performs daily reconciliation (sales vs collections; system vs bank/gateway settlements)?

Existing SOPs/checklists for data entry—please share.

8) Data quality & controls

Mandatory fields per transaction.

Validation rules (phone format, GSTIN check, pincode length, duplicate checks).

Corrections (credit notes, cancellations, edits)—do we have an audit trail?

Pain points (e.g., shared phone in Tally): UI friction, time pressure, training, missing fields?

9) Reporting & reconciliation

Required Mgmt reports: daily revenue by type, visit mix (triplet/couplet/singlet), medicine velocity, repeat customers, AR aging, advance balances, occupancy/channel mix, etc.

How do we reconcile Tally vs IDS totals daily/monthly?

Tax config (HSN/SAC, GST rate slabs) & return dependencies.

10) Governance & access

Discount/complimentary approval matrix; who can modify past entries?

Access needed for the visit: report menus, export permissions, test login.

11) Migration decisions

Preference: keep dual systems + unify in warehouse, or standardize billing in one system?

If standardizing, which is SoR by domain, and what master/SOP changes are needed?

12) Logistics

Point people for Rooms/Front Office, Spa/Treatments, Pharmacy/Medicine, POS/Restaurant, Finance/Accounts, IT (names & contacts).

Preferred visit dates/times; sandbox/test company if available.

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What to send us before the visit

Tally: Sales Register (last 60 days) with line-level item details & tax; Ledger Vouchers for medicine-related ledgers; Stock Item/Inventory vouchers; list of ledgers/stock groups/tax ledgers.

IDS: Folio details with lines (last 60 days); Spa/Treatment & POS/Restaurant sales exports; Collections/Settlements/Exceptions.

Masters: Customer, Item/Service, Staff/Practitioner, Rooms/Outlets.

SOPs: Billing, collections, discounts, cancellations.

Payments: List of gateways/terminals + where settlement reports are downloaded.

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