DESIGN & LAYOUT:

• Account code length is 30 with four (4) segments and is alphanumeric!
• Description is 35 characters on first line and unlimited thereafter!
• Screens with easily accessible “Tabs”.
• Custom reporting with calculated fields .
• Define the structure of Inventory Item – truly custom .
• Display all changes to an item at a glance .
• Drill Downs on fields.
• Flags for warnings.
• Images – Multiple photos or Images can be kept per each item . (JPEG, BMP)
• Integration with A/P and G/L – receipts posting, un-invoiced vendor back orders, etc.
• Multiple Warehouses maintained as well as multiple office locations .
• PO Reconciliation with A/P
• Sort Data in columns by clicking on Column Headings .
• PO Creation and Receiving.
• Tracking.
• Unlimited # of checking accounts!
• Unlimited # of companies!
• Unlimited # of profit centers
• Unlimited # of years of data online!
• View Item information on one (1) when creating a PO, rather than having to jump to multiple screens .
  
  Features & Functions
  Printing Reports & Viewing Inquiries
  EOQ (Economic Order Quantity)
  Purchase Order Creation
  Features & Functions of PO Creation
  Receiving Features
  Pricing Plan Features

FEATURES & FUNCTIONS: back to top

• Additional Item Number Fields: UPC, OEM, and Unlimited Vendor.
• Assemblies
• Alternate Inventory Item Number Table Set: Function allows assigning alternate item number to discontinued or alternative products. This includes a Superseded tagging feature and copy utility.
• Auxiliary Item Numbers.
• Backorder Management: View of Rush or Non-Rush Back Orders by item.
• Rush Backorders – allows you to select one or all for creating a PO.
• Bar Coding:
• Bin labels; Shelf labels; Product labels; and tags !
• Export data to third-party software for printing labels!
• Fixed asset tracking !
• Online interface to PO for receiving !
• Physical Inventory Counting!
• Picking in bin sequence!
• Receiving with interface to PO !
• Receiving – Physical – items can be received randomly or in PO sequence!
• RF Unit allows for user to choose how and where to print order !
• RF Unit – allows for multiple hand held RF units per PC !
• Support s bar code-specific printers (Includes 3 rd Party and Custom)!
• Support s importing data for: Receiving, Shipping, and Inventory!
• Verification of items in outgoing shipment!
• Warehouse – line items on orders can be changed, added, or deleted !
• Bill of Material – Multi-level with graphic on screen display .
• Bin Location: Prints on Picking Ticket.
• Browsing: Options include description, class, P/L, and Item Number. Pop-up windows make it easy to see a list of selections under each option (for example: P/L Option may have in it 30 selections to choose from).
• Catalog: Complete with a cross-reference table. Can be added easily to inventory record from CD or floppy disk.
• Catch Weights: Ability to determine package pricing by weight (used in Food industry).
• Change Item # - carry all sales, purchasing, and quantity history.
• Classifications: Class, Vendor, Report Group, Alternate Item, Equivalent Item (Five Levels).
• Commissions: Calculated by item.
• Consignment Table .
• Conversions: Items with multiple units of measure can be maintained for each item with a conversion factor.
• Core Tracking
• Invoicing of core and exchange value provided!
• Track core inventory!
• Track core sales to customers and core receivables!
• Work order system for rebuilding of core provided!
• Cost: Multiple costing fields:Average Cost, Standard Cost, Last Cost, FIFO, LIFO, etc.
• Average Cost and Last Cost is calculated automatically as products are received through Purchasing Module.
• Cost History Status – see how costs for an item have changed over time .
• Landed Cost
• Hidden Cost option – in order to hide certain costs or charges from the customer .
• Multiple costs for each vendor
• Customer Cross Reference Numbers ( SEE SCREEN BELOW )
• Customer Rebates – by % or actual dollars
• Discount : By amount or percentage.
• Descriptions - UNLIMITED – Have a different one print on invoice versus display on screen versus print on PO etc .
• EOQ (see order point calculation below)
• Equivalent Inventory Item Number Table Set: For Up-selling related items at Point-of-Sale .
• Extended Descriptions - UNLIMITED
• FIFO & LIFO Calculations .
• Flexible Fields : One screen for each customer record is devoted to user-defined fields. The user, through a system utility, can also rename the names of these fields.
• Fully Integrated A/P & G/L
• General Ledger Pass offs: Fields exist on each inventory record to establish G/L account numbers for 1) Sales, 2) COGS, 3) Inventory, 4) Returns, 5) Defects, 6) Variances, and 7) Warranty Returns in order to pass off Point-of-Sale and inventory data.
• Images and Documents can be kept per each item
• Item Number. Alphanumeric. May consist of a body, prefix, or suffix.
• Item Date Tracking: Four (4) date tracking fields for each inventory item: track last sold, last received, last edited, and dated item entered.
• Kits ( Five different Kit Methods )
• Labels: Bar Code Labels - c an be run for a range of items within P/L, options for Stocked and/or Active Items only.
• Landed Cost. (Item cost can be updated from A/P as multiple invoices are entered ) – SEE SCREEN ON RIGHT - @ Vendor Record - can set freight cost distribution by 1) weight, 2) cost, or 3) quantity.
• Lot Control SEE SCREEN ON BELOW
• Min-Max Ordering Calculation: When ordering using the Suggested Ordering Function, you can have the system calculate Suggested Orders for each item based on subtracting QOH from either the Minimum or Maximum Quantities that you have already established for each item. Note that Suggested Ordering takes into account Customer Back Orders and Vendor Back Orders.
• Multiple Locations: Access records across multiple stores.
• Multiple Vendor Costs. SEE SCREEN ON PAGE 45
• Price Breaks: By vendor or by customer. Can be established by vendor or at the Item Number level.
• Pricing: Six (6) standard pricing fields per item number. Each field can be re-labeled through a system utility. Automatic System Pricing
• Resource Management:
• Allows employee check-in/check-out to track actual labor availability!
• Support s the definition of standard processing times for warehouse activities!
• Tracks actual process times for warehouse activities!
• Notes: Two (2) areas available for entering free-form notes . Five (5) Note areas on every Order Entry Transaction.
• On-Screen function keys and prompts
• Price Change/Updates: Flexible and Global price change utility that lets you change any number of price fields of any number of inventory items. Prices for a selected number of items can be recalculated based upon a GM percentage or dollar amount of either a choice of the eleven inventory price fields, average cost, or standard cost. (See VendorPrice and Item Imports from vendor diskettes). Updates can be done using 1) system utility, or 2) Vendor Disk Price changes. In either case this system will update the Price Change Date and ID . It can use: Standard Cost, Average Cost, or Last Cost. If the item has never been ordered, you may not want to show Last Cost, so we have an option to populate Last Cost with Standard Cost. If the item already exists in the system and has never been purchased (and QOH=0), Average Cost will be updated as well as Standard Cost. There exists a forth-cost field, which is user-defined called “User-defined Cost”. For Multi-Store customers, a utility exists for copying Standard, User-defined, Average, Last, and/or Core Cost from one database to another.
• Physical Inventory – process Inventory Counts while operations continue.
• Automatic replenishment of primary stocking locations!
• Count sheets can be printed!
• Count tags , or labels with preprinted item info. Can be printed and affixed to cards for placement in individual bins or on shelves prior to count!
• Cycle counting or Physical Inventory count!
• Discrepancy Reports that show the differences between system on-hand balance and the counted quantity!
• Opportunity Counts during other processes!
• RF and other portable bar code readers supported – with full online tracking to G/L!
• Picking Locations - Maintain unlimited prioritized picking locations for each item and each warehouse .
• Price Per/Price per UOM : Multiple pricing points by Unit of Measure.
• Price Updates:Promotions: Unlimited number of Promotion Campaigns can be created. Vendor, class, or Item Number can create them. Activation and Deactivation can be pre-set easily for each campaign and will automatically run without maintenance. A screen displays status of all campaigns in multiple formats.
• Popularity Codes: This function allows you to rank your inventory by units sold or by dollars sold within Product Line, Classes or other combinations. Any Date Range can be selected. Custom Ranking Values can be Established (e.g. A= top 80%, B= top 60%, etc.) when comparing items on a Popularity Code Analysis Report. The Popularity Code Field for each item (located on page 1 of the inventory record) can be populated upon running a Popularity Code Analysis Report. Using the Popularity Code Field can perform other Reports & Ordering Functions.
• Purchase Orders: From inventory screen, you can see the PO’s that relate to the item that you are currently viewing.
• PO Item Search
  You can see both active and closed purchase orders, as we never delete purchase history.
• Real-time Inventory Control
• Rebate Calculations for Customers & Vendors (e.g. electrical lighting programs)
  Create reports for your most popular vendors programs (e.g. GE, Sylvania etc.)
• Rental Capabilities . (SEE RENTAL SECTION – D1)
• Quantity Fields: Eight (8) fields are maintained: CBO (Customer Back Order), Def. Qty (Defective Quantities), On Order (amount on a Purchase Order that hasn’t been received), QAVL (Available to sell), QOH (In stock). This screen also displays “Last Edit Date” and “ID” showing the last date this screen was used and by who – further information can be obtained by using Miscellaneous Receipts Report.
• Quantity Adjustments : Have an audit trail anytime anyone adjusts the quantity of the following fields: Quantity on hand, quantity on order, vendor back order, quantity allocated, and defective quantities.
• Sales History: UNLIMITED but see THREE YEARS AT ONE TIME OF 12 MONTHLY PERIODS
• DISPLAY AT ONE TIME ON SCREEN. Shows Sales quantities, dollars, and Gross Margin.
• Security access by inventory item.
• Serial # Tracking: At Point-of-Sale or Receiving End.
  • Can elect to capture serial numbers at POS or receiving or both.
  • Method is selected by item.
  • Can create your own serial number prefix to help organize serial numbers.
• Shelf Management: Ability to have an audit trail when making changes to inventory quantity-on-hands. Audit trail can contain many different self-assigned, reason codes. These are entered upon changing the item’s quantity.
• Shipping:
  • Assign priority to customers and release back orders based on the customer’s priority code. BMA can override code at Order Entry!
  • Building manifests for directed loading!
  • Blind shipping papers to the customer’s customer without identifying the distributor!
  • Can generate: Shipping manifest, FedEx, RPS, UPS, Postal Service, bar coded box label, or Bill or Lading!
  • E-mail or fax tracking number to customer!
  • Interface with FedEx, RPS, UPS, Postal Service!
• Logos can be printed on paperwork instead of the distributor’s logo when shipping to customer’s customer!
• Product labels as specified by customers!
• Serial shipping container control and tracking!
• “Rat Shop” for the best carrier based on weight or zip code!
• Un-priced pick tickets for selected customers!
• Sort: Multiple sort methods.
• Stock Return: For returns to vendor, BMA can edit the report that this utility creates and can take quantities negative if desired.
• Tax Codes: A – Always tax regardless of customer, T – Taxable, X - Exempt, E – Export, R - Resale
• Transfer Quantities between locations.
• Unit of Measure: Multiple types available. There exists a six-digit conversion factor field for multiple UOMs per item.
• Utilities: P/L Creating and Editing, Item Number Change, Vendor Creating and Editing, Mass Item Creation, Inventory.
• Vendor Cost Quantity Breaks: By Item by vendor and by location.
• Vendor Defective Return: BMA automatically tracks defective returns and has a utility where you can create a report for sending these back to the vendor.
• Vendor Item Cross Reference (see screen on right)
• Vendor Price and Item Imports from vendor diskettes:
  • Allows you to update your inventory with new vendor pricing or inventory information.
  • Instant Link to Vendor Website. To grab current item cost.
• Vendor Managed Inventories
  • Consigned Inventories with the following information – 1) automated capture and transmission of usage from customer’s site via scanning, 2) generates a warehouse transfer to move stock, 3) generates a sales order for the goods consumed!
• Volume: Information from this field for each item is tracked.
• Warranty Tracking.
• Weight: Information from this field for each item prints on Packing Slip. This will round to 2 decimals on PO & Invoices.

• Any report that you want with the Report Writer. * Back Orders
• Count sheets! * Customer Movement
• Discrepancy reports for cycle counting * Inventory Requirements (for ordering)
• Item History * Open Purchase Orders
• Open Purchase Orders – past due. * Where Used!
• Orders shipped by Customer, for a specific customer, or by item!
• Sales Activity
• Sales by Vendor
• Shipping – Items shipped by customer, for a specific customer, or by item!
• Valuation by category

FORMULA for EOQ HAS MANY COMPONENTS IS DETAILED BELOW:
[24 x Ave. Monthly Usage x Cost of ordering / Carrying cost x cost of the item]
That amount maybe further modified by reducing the quantity to not more than a 6 months supply or increased so it will get the quantity back up to line point.
EOQ is a dynamic when to order .
NOTE: Also have option to use Min/Max ordering of EOQ ordering.

EOQ COMPONENTS ( ECONOMIC ORDER QUANTITY )

• Lead Time = Average of last two receipts less previous receipt is over 6 months old or current receipt varies by more than 50% of current average.
• Safety Stock (days) = average daily sales X is calculated using the following criteria: If Lead time is between 1 to 15 days then add 7 days to lead time If Lead time is greater than 15 days then divide lead time by 2 & add 15 days. This figure is further modified by multiplying it by the hits coefficient which is equal to: .6 + 4/hits per year (a high volume item will approach .6 while a low volume item will equal 1.6). (The slower moving an item, the bigger pad that you have to have).
• Vendor Review Time (days)
• Average Monthly Sales or Average Monthly Usage – This is determined by calculating how long it takes for an item to have at least 25 hits. If it takes 90 or less days for an item to accumulate 25 hits then only the last 3 months of sales will be used if it takes between 91 and 365 days then the system will use the corresponding number of months. If an item does not achieve 25 hits in one year then it uses the last 12 months of sales history
• Number of orders (hits)
• Cost to prepare a purchase order line

 EOQ COMPONENTS ( ECONOMIC ORDER QUANTITY )

• Carrying cost of inventory – * ( common calculation is 25% of cost of item plus 6% of prime to determine carrying cost).
• Average of last two receipts … Unless previous receipt is over 6 months old or current receipt varies by more than 50% of current Average Daily

* Based on Gordon Graham publication www.gordongraham.com

EOQ OTHER FACTORS ( ECONOMIC ORDER QUANTITY )

• Order required date factored into purchasing recommendation!

EOQ WAREHOUSE ORDERING ( ECONOMIC ORDER QUANTITY )

• Actual lead time and estimated lead time calculations included!
• Automatically have the system select the “best fit” forecasting formula based on prior period actual usage!
• Demand forecasting based on historical usage!
• Formulas are user defined !
• Periods can be user-defined (not just monthly)!
• Sales history can be seen down to an actual order the item is on while creating PO!
• Seasonal forecast usage supported!
• Vendor Performance rating system supported!

EOQ WHEN TO ORDER ( ECONOMIC ORDER QUANTITY )

• Line Point - Equals (Lead Time + Safety Stock + Review Cycle) times Average daily usage Review Cycle days equals 365 / (Annual purchases / minimum order) (If it goes below order point, then you are flirting with being out-of-stock)
• Order Point - Equals (Lead Time + Safety Stock) times Average daily usage

• Automatically Create PO @ POS .
• Automatic PO Consolidation .
• Back Orders from a vendor – can easily see all “unshipped” PO .
• “Bid” Status for a PO available .
• CAD drawings available for PO .
• Change lines, quantities, items on PO at anytime.
• Costs (choose from multiple cost fields per Item).
• Detail Information: see item status on the fly like QOH, prices, etc.
• Displays Vendor Item number along with Inventory Item number when building a PO .
• Flag Warning – If an item cost on a PO is higher than its standard cost .
• Flag Warning – If PO dollars falls below Minimum PO Dollar Amount for that vendor.
• Flag Warning – If PO item weight falls below Minimum PO Weight Amount for that vendor.
• Item History Browse: See all Other POs where this item has been purchased (even closed POs).
• PO Browse: Allows you to view open and closed PO’s from this screen.
• PO Forms Designer available – create your own PO .
• Primary or secondary vendors: order by each or by a combination of both. Easy lookup to all vendors available
• Invoice or Sales History: By item can see what was sold to help you order and build your PO.
• Note Lines: can be entered by item number. Displays on PO report.
• Notes Page – Can be displayed anywhere and is unlimited .
• QUOTES – can change vendor header screen before Generating PO .
• Reorder Report - Print reorder report based upon on-hand, on purchase order, on sales order, min level, max level; re-order quantity, minimum dollar order and minimum weight order .
• Running Purchase Order - keep a running PO until you want to call it in (posted means that the PO is issued) – helps communication with vendor to know the final PO was sent to them .
• See Purchase orders whether they are issued (posted) or not on same screen.
• Selection Criteria for order can include any of the following: Min quantities, Max quantities, Order Guide, Standard Pack, QOH, Popularity code, last cost.
• Shipping Fields for Header: Ship Via, Terms, Ship Ins., Confirm #, etc.
• Vendor – can change on fly.
• View all Purchase Orders at anytime.
• Generates PO directly from order entry !
• Select the Vendor that you want to order from for that item
• Select the PO
• Add the item to a existing PO or create a new PO

• Automatic or manual PO generation - Purchase orders (created automatically from within Order Entry) display the sales order and line that was used to create the purchase order .
• Back Order fulfillment
• Bar code Receiving
• Browsing & Search Screen: by PO, item, vendor etc.
• Buy List – A list will display vendor of typical items bought from that vendor .
• Centralized Purchasing: For multiple locations
• Commodity item and code allowed!
• Cost Analysis – Analyzes costs from different vendors to determine lowest prices!
• Cost of Goods Received info.
• Drop shipment capability!
• Easy PO Editing.
• Editing PO – can be accomplished before printing or transmission!
• Email directly from system PO or order cancellation!
• Automatically emails customer change notice from system when cost or due date are updated!
• Expected Receive/Delivery Date automatically calculated .
• Can change Expected Receive date globally for a PO .
• When changing an individual line item on a PO on the fly, user is able to have the PO # reflect back to Order Entry. When doing so, he will have available to him a field called “Confirm” on the entry screen. This screen allows the user to put in the expected delivery date an item should be received. Each time this field is changed it would increments a number so that the user knows the number of times that field was changed, therefore having an idea if the vendor delivery estimations were unreliable.
• Fax directly from system PO or order cancellation!
• Automatically faxes customer change notice from system when cost or due date are updated!
• Free-form comments on a PO by line item!
• Generate a request for vendor quotation from sales quotes!
• Job Number: Pulls job from Customer Record.
• Landed Cost !
• Distributed freight to item cost by : Weight, Volume, or Quantity !
• Selectable by Vendor!
• Lead Time automatically calculated by item .
• Line buying requirements and user defined lines and constrains supported!
• Multi-location display.
• Minimum PO dollar amount requirement warning by vendor.
• Minimum PO freight requirement warning by vendor.
• Notifications – can be sent to personnel to approve PO .
• Order by Vendor or P/L stock number
• Order required date is factored into purchasing recommendation!
• Optional Calculation of re-order points
• PO lookup: both closed and open. Has item detail.
• PO and purchasing and pricing history
• PO Report: Includes vendor info. with fax number.
  Among other fields, will print OEM, UPC codes, and serial # for every item.
• Quantity calculation includes one-time discounts or price increase on next order!
• Quantity breaks per item!
• Rebates – see inventory section
• Recurring items supported!
• Serial # Receiving (prevents duplicate serial numbers).
• Safety stock level for individual items by Month, Season or Limited customer!
• Separate Addresses for PO and payments are provided!
• Shipping Methods - Shipping methods include auto assign without user modification, auto assign with user modification, user selection from an available list, and manual input for use with scanners .
• Special Order Items – automatically grouped – for effective purchasing!
• Suggested Restocking Levels
• Terms: Allows you to change terms on this screen.
• Trial PO Option: Lets you print a PO before posting.
• Transit – tracks goods in transit (separate from “on-order” and “on-hand”)!
• Unlimited Sales history .
• Vendor-item cost contracts supported !
• Vendor substitutions supported through alternative and equivalent item table !
• Vendor Record (Four Screen)

• Allocation for overages of Special Orders –When receiving special orders items quantities that are greater than what was ordered on PO. The user has the ability to either allocate overage to inventory or allocate it directly to the customer.
• Allocation of Customer Back Orders – have the option to 1) automatically allocate all back orders, or 2) selectively allocate back orders (the former allocates in date order starting with the oldest back order).
• Automatic update of PO when receiving completed !
• A/P Vendor Invoice Reconciliation: Updates QOH costs when A/P invoice is entered.
• Backorders (BO):
• Automatically allocate receipts to sales order backorders.
• Fill by customer priority supported!
• Identifies back orders to ship from received goods, or receipt of back ordered item(s) causes pick ticket and shipping document to print!
• View Back orders only option, separates BO on report.
• Broken case quantities (or full case quantities) can be received!
• Completed PO detail storage and tracking.
• Easy Entry Screen: (e.g. when posting each line, fills in vendor back order quantities automatically).
• History Search Button
• Item Search Abilities
• Multi-store search.
• Mixed pallets can be received!
• Non-stock items can be received ( not identified in the inventory master file)!
• Partial orders, invoices w/o shipment, or shipments w/o invoices can be received!
• Posting: Automatic posting and update inventory fields just by pressing a button (or clicking a mouse).
• Receiving: Three Methods – 1) By exception, 2)By PO, 3) Manually
• Receiving Methods: Include tracking, non-tracking, and auto-creation with prefix to create your own serial numbers .
• Receiving Report: Among other fields , shows customer backorder quantities along with bin quantities and locations. ---------------------Database code will print on the report to designate different branch locations.
• Requisition Number Tracking.
• Serial Number Receiving .
• Special Order (SO) Items – Option to add SO item to inventory record (will always display in sales history record.)
• Three Types of Receiving
• Transfer Receiving ( between multiple locations)
• Under or over shipment support by percentage or dollar!
• Unplanned items or shipments can be received!
• Weights Displayed by item .

• Six Calculation Methods (Actual, Discount from list, Cost Plus, Cost Multiplier, GM and Markup):
• Rebate Calculation
• Ending and starting dates
• Copy a section or entire plan to another plan
• Unlimited Pricing Plans
• Tag to one customer or all customers.
• Rename pricing levels
• Have pricing levels appear at Order Entry