Order Processing System

Key Features

• Ability to access customers and products by number, name, or partial name.
• Allows price breaks and discount schedules for all customers, specific customers, or groups of customers.
• Customized price lists by customer or group of customers (customized price list can be for some or all products.
• Powerful Product Search by: Exact Description, Keyword, Product Line, Family, Manufacturer's Part Number, Warehouse, Vendor, and Vendor Part Number (or combination of above).
• Allows for multiple options to be defined for any product, thus system prompts operator with available options.
• Allows for entry of additional lines of description for any product during Order Entry and/or Billing.
• Allows for entry of customer special messages, which are displayed to operator during Order Entry, thus avoiding the need to remember special situations.
• Allows processing of non-stock products.
• Processes customer orders for either immediate invoicing or later billing.
• Allows selected or full billing. Billing can be done on an exception basis, therefore speeding up the billing process.
• Supports multiple warehouses.
• For Buy-To-Order, ability to specify the Vendor from whom to order during Order Entry, or have system automatically select vendor based on various criteria.
• Performs on-line credit check, verifies product availability, and commits stock at entry time.
• Generates automatically Picking Lists, Shipping Labels, COD Tags, Packing Slips, Bills of Lading, and Invoices.
• Automatically creates backorders for quantities not shipped from stock. Customer may specify no backorders and you may specify no backorders on selected products, such as for discontinued products.
• Allows automatic and manual backorder release when stock is received.
• Allows for automatic mass price changes based on parameters given by management.
• Tracks sales commissions and allows for commission split.
• Provides for credit memos and sales returns.
• Automatically updates Sales Analysis files.
• Fully integrated with the General Ledger System.
• Allows customized configurations (Kits) to be specified.
• Allows automatic split of order among warehouses.
• Automatic freight calculation (flat rate based on number of boxes, actual or actual plus a definable markup percentage).
• Automatic credit hold if "past due" or "over credit limit".
• Commission calculation based on average cost, current cost, net cost, or percent of gross. Can be paid at invoice or payment receipt time.
• Salesman Spiff for products, new customers, and sales quota.
• Expedited billing process for WILL-CALL orders.
• Provision for "Cash With Order" payment processing (including cash, check, Visa/MC, etc.).
• Prints UPS manifest (will print multiple manifests).
• Credit cards authorization module. (Electronic on-line credit card authorization available as an option)
• Quality Assurance, Management, and Credit Release queues.
• Tracks cancelled orders.
• Verifies bank name for credit card orders.
• New customers can be easily added during order entry. City and state automatically displayed based on zip code.
• Orders for specific salesmen can be automatically placed on management hold for review prior to release.
• Can specify a minimum markup percent for each salesman.
• For mail orders, it tracks sales and gross profit by source.
• Tracks tracer and/or waybill numbers for tracing purposes.
• Provides for order search by zip code, name, telephone number or credit card number.
• For exporters, provides for automatic invoices messages.
• Quotes can specify time for which quote is valid.
• Allows for multiple ship to/bill to address.

Sales Prospecting/Quoting System

Key Features

• Ability to prioritize calls scheduled for a particular call date. Customers first, hot prospects second, etc.
• Salesman can specify next call date.
• Provides capability for the prospector to enter the product code, price, quote date, and remarks for items he is quoting on for each prospect.
• Ability to window out to inquire on inventory or on order status of any requested items.
• Allows the prospector to start to "Build" the order as the prospect starts to bite.
• System can dial the next phone number if a modem is available.
• Management reports to show productivity of each sales prospector.
• History of quotes by date for a customer.
• Able to access technical, warranty and availability information.
• Stores personal information about the prospect.
• Search for products by partial part number or partial description.
• Displays the categories of items the customer is buying or more importantly, not buying.

Account Receivable

Key Features

• Processes Sales, Credit Memos, Debit Memos, and Cash Receipts.
• Tracks and reports Salesman Commissions. Allows for overrides on specific invoices.
• Provides various efficient methods of applying payments and credits to open invoices to speed cash receipt processing.
• Ability to create an automatic Accounts Payable entry based on a Credit balance to be refunded.
• Automatically calculates finance charges and allows manual override.
• Keeps track of average payment days and highest balance for each customer.
• Allows inquiry into customer open and close invoice history (includes ability to list products shipped for any specific open accounts receivable invoice).
• Ability to inquire detail of invoice by customer, invoice number and order number (even after shipped, and/or paid).
• Maintains current aged balances for customer inquiry.
• Allows manual invoice entry, as well as automatic invoice entry from the Order Processing module. Both update Sales Journal, Commissions, Accounts Receivable, and General Ledger files.
• Provides for aging of invoices based on invoice date or due date.
• Provides the following types of standard discount terms: cash, single terms, multiple terms, proximo terms, and end-of-month terms.
• Allows you to write-off the unpaid portion of any invoice or debit memo during cash receipt application.
• Provides for freight allowance.
• Prepares statements for all or selected customers, with aging printed on statement.
• Provides for Dunning Notices.
• Prints the Accounts Receivable Aging Report in detail or summary.
• Provides the capability of printing mailing labels, rolodex cards, and address lists of all or selected customers (by salesman, territory, zip code, group code, number, and name).
• Provides for unlimited number of Ship-To Locations.
• Prints daily and monthly Sales Journal with breakdown of sales by day, tax authority, and payment terms.
• Prints daily and monthly Cash Receipts Journal.
• Fully integrated with the General Ledger System.
• Automatic Credit Hold based on user defined parameters.
• Provides for identifying disputed invoices so they will not affect Credit Limit or Credit Status.
• Automatic assignment of UPS Zone, Territory, and Sales Tax Code based on Customer's Zip Code.
• Automatic generation of Credit Memo, including complete reversal of all entries, for refused shipments.
• Allows search of payments by credit card or check number.
• Stores customer credit information from banks, references and credit reports.

Inventory Management

Key Features

• Provides ABC Analysis with update of inventory class.
• For computer-related companies buying from Ingram, Tech-Data, and Merisel, system can optionally update product master and inventory based on daily downloads from those distributors. Real-time on-line price and availability inquiry also available.
• For Buy-to-Order products, system can automatically create a Purchase Order based on a Sales Order. System will maintain cross reference from Sales Order to Purchase order to insure accurate gross margin calculation for commission purposes.
• Provides for Drop Ship Sales Orders.
• Provides the ability to keep track of your own inventory and vendor's inventory.
• Provides for alpha factor for smoothing sales history and average monthly use calculation.
• Supports cycle counting.
• Forecasts usage.
• Provides for multi-warehouse and warehouse transfers with a single transaction.
• Allows for stock-status and transaction history inquiry.
• Records inventory transaction for complete audit trail.
• Maintains perpetual committed balances for multiple warehouses when integrated with the Order Processing.
• Maintains perpetual On-Order balances for multiple warehouses when integrated with Purchase Orders.
• Provides operational benefits through: lower inventory levels, improved customer service, reduced excess and obsolete inventory, improved cost control, and increased profitability and return on investment.
• Provides serial number/warranty tracking.
• Separate inventory for RMA items.
• Shows items returned to vendors for replacement.
• Multi-warehouse capability.
• Automatic calculation of true "Net Cost" based on on-going promotions, rebated, advertising allowances, etc.
• Calculate selling prices based on user-defined parameters.
• Contract pricing by customer, product category, or customer type.

Bill of Materials

Key Features

• Explodes sales order for those items that need to be assembled.
• Prints work order for each item requiring assembly.
• Moves component inventory for assembly to assembly warehouse.
• Keeps track of serial numbers by system and components.
• Inquire status of Work Order.
• Change/Add/Delete components and update sales order.
• A separate "assembly work order" is printed for each system to be made.
• Products can be built over a period of time (not all need to be built at once).
• A separate report is available showing parts availability for scheduling.
• Assembly tracking is available.
• Production can be "scheduled" (i.e., orders can be released to work order module when schedule permits).
• Alternate products can be assigned if the specified item is out.
• Serial number entry can be handled when parts are issued rather than when billing is done.
• Finished products can be "unexploded" (i.e., components returned to stock).
• Finished products cost can be updated by components costs.
• Labor and other overheads can be added to cost of finished product.
• A "test" Bill of Materials can be run to assess the effect on current inventory.
• Handles Sub Assembly items within Bill of Materials.

RMA Tracking Module

Key Features

• RMA liability tracking.
• Tracks serial numbers.
• Shows open RMA's at any time (by Customer, Product, Vendor, etc.).
• Ability to automatically close RMA when it expires.
• Provides Various RMA types:
  
  
  • Short Ship
  • Replacements
  • Upgrades
  • Downgrades
  • Miss-Ships
  • Wrong Ships
  • Cross Ships
  • DOA's
  • Warranty
  • Credits
  • Repairs
  
  
• Allows "Fast Turn-around" or "Authorization Label" handling.
• Manages Items on hand for return to Vendor.
• Creates return to Vendor Purchase Orders.
• Tracks status of each RMA.
• Analysis of type of RMA issues (i.e.: defective product, Miss-ship, short ship, etc.).
• Analysis of reason customer is returning products.
• Aged Cross Ship and open Cross Ship reports for follow up.

Purchase Order System

Key Features

• Maintains Vendor Master file data, including vendor's price and part number. Ability to automatically maintain vendor prices based on downloads from Ingram, Tech-Data, and Merisel.
• Maintains receipt history by part number.
• Maintains Purchase Order status and history for proper vendor evaluation.
• Optional ability to create On-Line Purchase Orders to Ingram and Tech-Data through API and to update PO receipts and corresponding Sales Orders based on shipment confirmation from those vendors.
• For Buy-to-Order Sales Orders, system maintains cross reference of Sales Order to Purchase Order, for accurate gross profit and commission calculation. Purchase orders are automatically created for these sales orders.
• Provides Open Purchase Order reports and inquiry by P. O. Number, Vendor, and Part Number.
• Allows for automatic allocation of freight, duty, insurance, and interest charges.
• Prints Purchase Orders and Receiving reports.
• Provides for closing of Purchase Order line items short.
• Automatic closing of Purchase Order when all line items are received.
• Automatically updates inventory and costing data.
• Generates inventory audit-trail transactions.
• Purchasing history provided by vendor and/or product.
• Shows vendor performance statistics (avg. days to ship etc.).
• Allows contract pricing by product/vendor.
• Calculates landed cost for imported container shipments.
• Integrated with inventory and accounts payable.
• Maintains Multiple ship-to locations for each vendor.
• RMA history by vendor and product.
• Allows printing of statements for RMA's due from vendor.

Sales Analysis

Key Features

• Provides comparative (current month and year-to-date compared to same month last year and year-to-date last year) and Trend Analysis reports by:
  
  
  • Product (units sold and dollars)
  • Customer
  • Salesman
  • Product Type
  • Product Family
  • Territory
  • Discount Type
  
  
• Trend Analysis by Customer and Product, including profitability by customer.
• Trend Analysis by Product and Customer, including profitability by product.
• Monthly Detail by Customer and Invoice.
• Graphic Trend Charts by Customer, Salesman, Product Type and others.
• Sales of Products by Vendor, by Zip Code.
• Sales by Source Code (for Mail Order companies).

Account Payable

Key Features

• Allows for automatic calculation of payment due date and discount dates and amounts, with override option.
• Optional ability to create automatic Accounts Payable batches based on Ingram and Tech Data shipment confirmation
• Ability to create automatic Refund Check request into Accounts Payable from the Accounts Receivable Module
• Flexible payment selection, automatic or manual.
• Facilities of 1099's.
• Fast, easy entry and maintenance of invoices and credit memos.
• Cross check and display of originating PO at invoice entry.
• Cash disbursements and check writing.
• Inquiry into vendor paid and unpaid invoices.
• Daily and monthly check register.
• Optional Bank Reconciliation capabilities.
• Allows recurring payment transactions.
• Allows for manual and voided checks.
• Tracks vendor invoice numbers to prevent duplicate payments.
• Matches PO Receipt Detail to Invoice and allows adjustment during Invoice Entry.
• Provides Purchase Journal, Open Accounts Payable, General Ledger Distribution, Recurring Payment Register, Vendor Lists, Labels, and Cash Requirements reports.
• Displays vendor paid invoice and vendor open invoice.
• Prints labels by vendor.
• Batch control for accurate invoice entry.

General Ledger and Financial Reporting

Key Features