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Products Sales Order Processing The Sales Order Processing function is critical in most businesses, it controls the interface between you the supplier and your customer. Orders may be received by a variety of methods, e.g. Telephone Orders, Agents Visit, E-mail, Fax etc. prof.IT’s, Sales Order Processing module is the perfect tool for all of these. Fast order entry options are designed to deal quickly and efficiently with repetitive order entry. Templates and duplicate functions are priceless in saving time and resources, as are price list look-ups and automatic margin calculation. Customer Enquiries can be held on the system for management reporting. On order entry, available and incoming Stock can be checked immediately, giving accurate and up to date information regarding expected delivered dates, profit margin etc. The Sales Order Processing function can also form the function of automatically raising Procurement Orders to satisfy customer’s requirements.
Procurement Order Processing The Procurement Order Processing module integrates with the rest of the prof.IT system, primarily Sales Order Processing and Stock Management. The term Procurement Order Processing, gives users a wealth of flexibility and includes the ability to create Purchase Orders for bought in goods, internal Works/ Production Orders for manufacturing and Process Notes/Outworker notes for 3rd Party work. Like the Sales Order Processing module, this area of the system also benefits from fast order entry. Orders can be entered manually, created automatically using the 'back to back' function from Sales, created from a Works Order or automatically produced using the “Shopping List” function. Multiple suppliers can be stored against each item, building in lead times and price lists. This powerful feature of prof.IT allows users to consolidate ordering and take advantage of bulk order discounts, reduced carriage and increased profitability.
Customer Relationship Management The building of good business relationships is fundamental for any organisation wishing to develop their share of the market. The more information you know about your current and prospective customers the better you will be positioned to provide, enhance and tailor your service to their specific needs. prof.IT has a fully integrated Customer Relationship Management solution. This outstanding piece of software can be used as a stand alone solution, or integrated with the rest of the prof.IT system and as such complements it. It will allow you to monitor all contact between you and your customer base and record all contact details associate with any prospective client. Features of this module include:
Expedite How many different types of orders do you deal with? Forward orders, collections, deliveries, samples, retail? Do your current system procedures “pigeon whole” you in to processing these orders the same way? Jumping into screen after screen when you have a customer waiting? Producing unnecessary documentation when not required? PCI’s Expedite module is the “ Express Train Route” to help streamline your customer’s orders. Today’s diverse business climate means that we’re taking orders form all different kinds of customers. We are working harder for our customers in this very competitive market. Our customers need to be able to order from us with the minimum fuss and maximum customer satisfaction. The Expedite module will enable you to do this, processing their orders quickly and efficiently. By creating a pre-defined order route for “Retail Collection Orders”, only the required documentation for this type of order is produced, e.g. this is an immediate purchase off the shelf, no picking or delivery note is required. The user is therefore taken through straight to the invoice screen.
Warehousing
The Warehousing module is the core of the prof.IT suite. It provides accurate and up to the minute information regarding stock control. The system is powerful and flexible enough to handle this information at product and stock item level. This module can be used as a mutli depot, positional warehousing facility, recording exact location of stock. A user definable switch will determine if the company has batch traceable stock items. Each stock item can have minimum re-order levels and built in lead times etc. Inventory levels can be viewed for free stock, incoming stock, reserved and available stock, giving users up to date information at their fingertips.
Cutting Optimisation
One of the most common problems for businesses involved in cutting is minimising wastage. Hours are often spent looking at cutting jobs and trying to plan the most efficient and cost effective method of producing customer’s requirements. The Cutting Optimiser does all of this. Using various mathematical calculations, the system will suggest the most efficient method of cutting, enabling wastage and off cuts to be drastically reduced. Want to try and use up some off the off cuts that have accumulated? Just ask the question and the system will use as many off cuts items as it can. Even if the stock is not available in your warehouse yet, the system can also optimise using incoming stock for maximum efficiency. This is a must for anyone wanting to reduce waste and maximise profits!
Forecasting PCI’s integrated Forecasting Module uses linear regression analysis to analyse historic sales and predict future requirements. The analysis can be set to linear trend or ‘seasonally’ adjusted. Forecasts for a particular product can be based on sales of another product (where a new line is being developed), or on previous sales of the existing product. After calculation, the user can amend and adjust the given forecasts to allow for factors unknown to the prof.IT system (increased marketing, new contract agreements etc.) These forecasts can then be used in the re-order reporting to ensure that the product is available when the demand is predicted. Using Crystal Reports the information can be exported in Microsoft Word or Microsoft Excel to manipulate further.
Load & Transport Management
Do you have your own wagons? How much time and effort is involved in managing the administration of loading the wagons and allocating loads on to routes? PCI appreciate that this can be a very time consuming job, often seeing personnel juggling endless pieces of paper and shuffling information back and forth. The prof.IT system has a Load & Transport Management System, replacing the endless paper work, with a simple point and click method. The system will produce a list of all picking notes created for each customer by delivery location e.g. Midlands, North Yorkshire etc. These can then be dragged and dropped using the mouse to any of the loads/routes you have defined making that trip. This automatically creates the delivery note for the despatch. Another very useful feature of this screen is that the system also displays the total weight of the load so that you can see when the load is full and has reached its weight capacity. Feeding back to the sales personnel on the sales screen is the status of the load, e.g. 75% full for the Midlands route in the morning. This is a very useful feature to get your sales team on the phone to fill up the wagon, reduce delivery overheads and maximise profits.
Crystal Reports PCI’s prof.IT software uses the industry standard report writing tool – Crystal Reports. This is an extremely sophisticated piece of software that allows reports to be completely customizable. The software can interrogate any piece of data on the system to create reports to your exact requirements. Reports formats are easy to read and can incorporate graphics and logos where required. The documents are produced in PDF format and are easily read as printed document and on screen. When viewing on screen you can take advantage of other features, such as advanced search facilities, particularly useful where orders have been consolidated on to an invoice, an order number can be pinpointed with ease.
Workflow Management Take a moment to think about all the different types of information you require each day……..?
Sound familiar? Any successful business will be aware of the constant demands for information. Wouldn’t it be nice to have this information at your fingertips? Even better would be if everyone else could see and share this information? PCI’s fully integrated Management Information System – prof.IT has a built in Workflow Management system. It is one of the most powerful communication tools available for your industry. User definable buckets of information appear in individual and/or team “to do lists.” Items such as all currents Sales and Purchase orders are immediately displayed for quick and up to date access. The “drill down” function from this screen then enables users to accurately pin point required information. In addition to this, Workflow Management informs users of events happening within the business which they need to be aware of e.g. a credit limit being exceeded or a shipment arriving etc.
Accounts Integration The PCI prof.IT System has been designed to seamlessly integrate with any of the major financial accounting and management systems available. PCI’s philosophy has always been to develop software specifically for the industry in which we work and our expertise has been directed towards this. Keeping up to-date with the ever changing rules and regulations of the fiscal world we believe is best undertaken by specialists in this field and PCI have never therefore sought to “reinvent the wheel” by trying to develop financial systems to rival the many already available. This approach means that the Finance Director can have the accounts system of his choice, whilst the business needs of your industry is met from the comprehensive PCI prof.IT System.
Document Management Look around your office, how many filing cabinets are there full to bursting? What about ring binders and file boxes? How much space do these take up? What about when a file is missing? How can you find it and how do you share this information? PCI’s state of the art prof.IT system comes complete with an inbuilt Document Management system. Every Order Acknowledgment, Invoice, Purchase Order etc. is stored in electronic, PDF format. This means that any document can be recalled to the screen with ease. Have you ever worked out how much it costs to print and store all of this information? The paper, the pre-printed stationery costs, the ink, the ring binders, the manpower in filing and retrieving all of this information? An integrated Document Management system will alleviate some of the costs and overheads associated with storing so much paper. All of this information will be available to you and all the other members of your business in electronic format. The information can then be shared and is stored on your computer server which is backed up each evening. Better still the information can then be faxed or e-mailed to the client from the desktop.
Critical Path PCI has been working with various different types of business’ over the years. We have seen many changes in they way companies do business over the years and our software reflects these changes. One of the major developments of late is manufacturing, which is now primarily sourced from overseas. This brought with it new challenges and PCI’s Critical Path Module enables users to track, and monitor product life cycle. User definable progress points can be created, along with estimated timescales. Performance of each of these is monitored and individual and teams “to do lists” are kept up to date with expected events so that they can achieve optimum delivery performance for the customer and increase customer service levels.
Multi Currency Invoicing Prof.IT was designed as a Multi Currency System. Sales Orders, Purchase Orders, and Invoices can all be raised in the Currency of your choice. Management Enquiries and Reports present information in your "Base" Currency, usually Sterling.
Batch Traceability For many businesses, fully integrated Batch Traceability is an essential requirement from any IT System. Prof.IT provides a number of traceability options to match your business and product requirements. These range from full batch traceability with automatic certificate creation, via cost based traceability, to products without stock records (Office Staionary etc.). You choose what your business requires.
Picking & Despatch Prof.IT has a hugely flexible approach to Picking, Despatch, and Invoicing. You can choose to a). put one Sales Order on multiple Picking Notes, or b). multiple Sales Orders on a single Picking Note, or c). part of a Picking Note on a Despatch Note, or d). many Picking Notes on a Despatch Note, or e). many Despatch Notes on a single Inovice. Whichever helps you and your Customers
Flexible Price Lists Prof.IT's structure Price Lists can be built around the features of your choice from Customers, Market, Season, Quantity, Product, Stock Item and Product Class. Price Listss can be based on other Price Lists to provide easy to maintain discount or surcharge pricing.
Product Path If you design or develop products, then Prof.IT's Product Pack is just what you need. It is a fully integrated application that brings together Product, BOM, Critical Path, Product Supplier and Cost, Specification, Fit Logs and Images, all in one place.
Instant Gross Profit Providing you with the best, real time, information is a core objective of the
Print, Fax & E-Mail You can choose to distibute Documents, Enquiries and Reports by print, fax or e-mail. This enables you to reduce your costs, and help save the planet
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