Docstoc

SDS 3.0 INTRODUCTION

Document Sample
SDS 3.0 INTRODUCTION Powered By Docstoc
					SDS 3.0 INTRODUCTION ................................................................................................................. 3

INVESTMENT PROTECTION THROUGH UNIX .........................................................................................3

                   CALL CENTER

ORDER ENTRY ........................................................................................................................................4
ORDER ENTRY FEATURES ........................................................................................................................5
PHONE INTERFACE (CTI).......................................................................................................................7
WHAT IS TELEPHONE INTERFACE? ...........................................................................................................7
HOW DOES IT WORK? ..............................................................................................................................7
WHAT ARE THE BENEFITS?......................................................................................................................7
WHAT ARE THE REQUIREMENTS? ............................................................................................................8
PRICING ..................................................................................................................................................9
CUSTOMER FILE ...................................................................................................................................10
CREDIT CARD PROCESSING .................................................................................................................11
CUSTOMER SERVICE ............................................................................................................................12

               FULFILLMENT

PICKING & SHIPPING ...........................................................................................................................13
INVENTORY MANAGEMENT .................................................................................................................14
INVENTORY MANAGEMENT FEATURES ..................................................................................................17
RMA MANAGEMENT ...........................................................................................................................19
PURCHASING ........................................................................................................................................20
PURCHASING FEATURES.........................................................................................................................23
RECEIVING ...........................................................................................................................................25
MANUFACTURING ................................................................................................................................26

                     MANAGEMENT

SALES REPORTING ...............................................................................................................................27
SALES REPORTING FEATURES ................................................................................................................29
SCHEDULING & FORECASTING ............................................................................................................30
MANAGEMENT REPORTS & STATISTICS ..............................................................................................30

            COMPLETELY INTEGRATED ACCOUNTING

ACCOUNTS RECEIVABLE ......................................................................................................................31
RECEIVABLES FOLLOW-UP PROGRAM ....................................................................................................31
ACCOUNTS RECEIVABLE FEATURES .......................................................................................................32
ACCOUNTS PAYABLE............................................................................................................................34
ACCOUNTS PAYABLE FEATURES ............................................................................................................35
GENERAL LEDGER ...............................................................................................................................36
GENERAL LEDGER FEATURES ................................................................................................................38
                SYSTEM FEATURES

WHAT IF WE ARE NOT COMPUTER LITERATE? ...................................................................................39
NETWORKING.......................................................................................................................................39
SERVER .................................................................................................................................................39
WORKSTATIONS ...................................................................................................................................40
SDS 3.0 FEATURES ...............................................................................................................................40




                                                                                                                                                        2
SDS 3.0 INTRODUCTION
        The SDS 3.0 Sales and Distribution System is a fully integrated management system
        designed to meet all the data processing needs of Direct Marketing and Catalog
        companies. SDS 3.0 drives the flow of information from the Call Center to the
        Warehouse providing the absolute highest level of automation and control available with
        today’s technology. As a small company we focus on leading technologies that separate
        us from our competition. A few years ago we pioneered the Telephone Interface (CTI)
        and today we are introducing new Internet Commerce Technologies.

        Because applications such as SDS 3.0 play such a critical role in “driving” the operation
        of a Direct Marketing or Catalog Company, the nature of SDS 3.0’s environment requires
        a high level of automation balanced with a high level of control. Furthermore, at such a
        high level of business automation, a significant degree of flexibility is required that
        accomplishes what we call THE BIG PICTURE – a completely integrated system that
        not only works but also meets ALL of your company’s requirements. This is not an easy
        thing to accomplish. SDS 3.0 has a very flexible design that is used to tailor our software
        to your business. As part of our sales process, a great deal of time is spent evaluating
        your existing operation and creating a proposal that addresses all basic and wish-list
        requirements to exact detail while improving the effectiveness in every area of your
        business.

        Some of SDS 3.0’s Performance highlights include a Telephone Interface (CTI),
        extensive serial number capabilities, on-line credit card processing, order entry selection
        from previous purchase history, a comprehensive RMA management function, and the
        ability to integrate the AIMS Manufacturing System.

        Engman Software has successfully implemented SDS 3.0 in both consumer and business-
        to-business Direct Marketing Companies. Promotional sources for our customers include
        direct response to advertising, catalogs, and the Internet. SDS 3.0 has been working
        successfully since 1991 where it was originally installed at one of the Nation’s largest
        distributors of Hard-Drives and Computer Peripherals.




Investment Protection Through Unix
SDS 3.0 runs under the SCO UNIX operating system providing reliability, expandability, and
compatibility to the buyer. Unix is the foremost multi-user, and multi-tasking operating system available.
Unix is supported by over 100 computer manufacturers and leading software companies including IBM,
DEC, Microsoft, NCR/AT&T, and Sun Microsystems. As a user of Unix you are assured of investment
protection and a low cost per workstation. Furthermore, running Unix does not preclude the simultaneous
use of other operating systems within your network.




                                                                                                         3
Order Entry

For Mail Order Houses, the majority of customer contact occurs at the order entry level. SDS allows
quick & effective order execution that gives the phone call flow and eliminates those needless delays
caused by the computer or the user having to constantly switch screens. The emphasis of the order entry
function is placed on single screen usage and elimination of needless keystrokes. Additionally, high
levels of control are in place at every step of the way ensuring the integrity of the system and the
information it manages.

SDS 3.0 contains two different order entry functions – one lends itself more to phone orders where the
other is used primarily for mail orders. The order entry function used for mail orders does not utilize the
CTI Telephone Interface and is a little more streamlined, as less information is necessary. The SDS 3.0
multi-screen feature is used to allow users to enter mail orders in-between phone orders. When a call
comes in, it only takes a single keystroke to switch screens. When the call is through, the user can switch
back to the mail order without disruption.

If your company experiences significant repeat purchases, SDS 3.0 provides a pop-up window within
order entry to view and select from the previous purchase history of the customer on the phone. Once the
customer is identified, SDS displays complete purchase history with item numbers, descriptions, date of
purchase, and the price paid. The user can also quickly select items previously purchased directly onto
the current order. Also displayed in this pop-up window are current open orders and their items in
addition to any open quotes. If there is a current open order, the user can select that order and
immediately modify or add to it rather than entering a new order. This previous purchase history pop-up
window is available in one keystroke within order entry. Furthermore, if a Telephone Interface (CTI) is
used, the customer’s purchase history will be immediately compiled for instantaneous recall in order
entry.

The essential information for selling an item can be quickly accessed and displayed on-screen by
inputting either an alias name for a part, a part number, or any portion thereof. On-screen information
includes product notes, selling price, availability, quantity on order & date of availability, lead time, etc.
SDS 3.0 supports upsell and color/size selection of items from a pop-up window. Within the Phone Order
Entry function, once the items are selected, the user can execute a sales order or save the items in a quote.

SDS allows for fast, easy and error free entry of the order with the customer on the phone. Necessary
customer information comes from the customer file eliminating unnecessary re-entry of data while
providing helpful information to the salesperson. On-screen customer information includes credit card
history and cards on file, customer discount, amount on order, sales history, amount due, amount past
due, credit limit if applicable, comments or notes, etc. All customer information including credit card
details can be changed and/or entered for new customers without leaving the order entry screens. As a
means to prevent against double entry of sales orders, purchase order numbers are prompted for and
checked for duplication.

Payment Options
SDS can facilitate multiple types of payment including credit card, cash in advance, COD, and credit
terms. All customers can be assigned a credit limit regardless of the payment type.




                                                                                                              4
In the case of a cash in advance transaction the sales order cannot be invoiced until payment is received
and posted to the order.

Credit Card authorization is generally obtained in a real-time fashion while the customer is on the phone.
The average time required to obtain authorization from the credit card processor is 6-18 seconds. Users
generally use this time to verify the order with the customer and therefore the real-time credit card
authorization, in most cases, does not lengthen the length of the phone call.

Direct Invoicing
For sales where there is no sales order (i.e. Point of Sale) a direct invoice can be utilized to perform all the
functions necessary to sell the item. Direct invoicing transactions adjust the inventory and track outgoing
serial numbers – just as with any other type of order. Bar-coded applications can be added to Point of Sale
functions.


Order Entry Features

•   Allows access to products by internal part number, designated (i.e. vendor) part number, alias name,
    or any portion thereof.

•   Features both easy input of new customers and access to current customers by customer number,
    name, partial name, or credit card number, during order entry.

•   Includes Extended Search hot key that allows customer searches by any combination of street
    address, city, state, zip and/or phone number.

•   Simplifies order entry process by defaulting static data held in the customer and other ancillary files
    wherever possible.

•   Permits creation and modification of customer accounts without interruption of the order entry
    function.

•   Features ability to display a selection of related parts (saleable options) with a single command
    showing description, price, and availability of multiple items on a single screen before selecting for a
    quotation or sales order.

•   Previous Customer Purchase History pop-up can be displayed where user can view all previous
    purchases and select items into current order.

•   User can view items currently on order and elect to modify/add to existing order rather than enter a
    new order.

•   Free-form text is permitted on all line items for item customization.

•   Items can be designated as drop-ship items for automatic linking of a drop-ship purchase order to the
    corresponding sales order.

•   Handles macros (multiple inventory items represented by a single entry) where the selling price is
    associated with the macro rather than the component parts. Macros are different that kits in that the
    components are stocked separately and collected at time of picking.


                                                                                                              5
•   Computes availability of macros using balance on hand/lead time information of component items.

•   Enables user to specify whether only the macro is printed on invoices, or all component items in the
    macro.

•   Checks customer purchase order number against open and unpaid orders to prevent duplicate entry of
    the same order.

•   Restricts sale of an item below cost.

•   Accepts multiple payment types including credit card(s), CIA, COD, and credit terms.

•   Features on-line credit card authorization and address verification.

•   Features invoices specifically for pricing errors (i.e. unit price, sales tax, discount, and
    freight).

•   Allows direct invoicing for over-the-counter sales with backorder capability.

•   Processes RMA, exchanges, and warranty orders.

•   Handles consignment sales.

•   Features accounting department approval prior to picking or invoicing.

•   Features comprehensive Quoting function for new or existing customers.

•   Quotes are purged after a specified amount of time

•   Permits transfer of saved quotations directly to order entry.




                                                                                                           6
Phone Interface (CTI)
Because Engman Software has been working with CTI for many years, there are many small features that
have been added that make it, in our mind, the most comprehensive and feature rich Telephone Interface
in the Industry. This function is available at no additional cost.


What is Telephone Interface?
Telephone Interface is the linking of your phone system to SDS 3.0. The actual interface is relatively
simple, consisting of the transmission to SDS 3.0 of the phone extension receiving the call; the caller ID
(ANI), and the number the customer called (DNIS). SDS 3.0 then takes this information and creates "pop
up" screens telling the user about who is calling: if they are a current customer, where they are calling
from, and what promotional source they may be responding to. Secondly, SDS 3.0 automates order entry
and inquiry functions by defaulting useful information.


How Does it Work?
When a call comes into the call center, two messages immediately "pop up" on the salesperson's screen.
The first display identifies the source of the phone call. This source information can be used for a variety
of reasons: to tell the user how to answer the phone in the case of a multi-company and/or multi-catalog
call center; and which ad, catalog, or promotion the caller is responding to.

The Second message either displays the customer name, if the caller is a current customer, or displays the
city & state they are calling from if they are not on file. Therefore, before the salesperson answers the
phone, he or she immediately knows whether or not this is an existing customer, the customer name, and
the promotional source they are responding to (if applicable).

Furthermore, to improve the “hit” percentage, SDS 3.0 saves the ani phone number as orders are entered
and stores it with the customer file. If many of your customers are businesses, or calling from businesses,
the likelihood of identifying the customer from the ani improves dramatically over time as more numbers
are stored.


What Are the Benefits?
In addition to the "pop up" screens, all related information is integrated into the order entry and sales
functions. If a current customer is calling, the corresponding customer record is automatically retrieved
resulting in expeditious handling of all customer inquiries. In the case an order is placed, all customer
and source information is automatically defaulted onto the sales order.

Reduce Keystrokes
Automatically retrieving a customer facilitates both immediate responses to customer inquiries and
automatic input of customer information into the sales order. Automatically defaulted order information
can include credit card address, ship-to address, phone numbers, contact, promotional source code, sales
type, and payment method. For first time callers, the ani phone number is defaulted into the customer’s
daytime phone number record.




                                                                                                            7
Improve Customer Service
With immediate retrieval of the customer records, the user can very quickly respond to any inquiries
concerning open orders, paid invoices, account information, etc. SDS 3.0 also gives the salesperson the
ability to build rapport with new customers by displaying their city & state when the phone rings.

Better Control & Fraud Prevention
Using the phone interface the user can automatically compare the ANI to the daytime phone number on
file and be alerted to any discrepancies. In addition to expediting the approval process, the accounting
department can easily trace fraudulent orders back to the phone call & number. This is accomplished by
both printing the customer number (ANI) on the internal version of the sales order, and through the
creation of a log of all sales orders with the corresponding customer name & number used to place the
order.

Prevention of Duplicate Customer Files
Because SDS 3.0 stores an unlimited number of phone numbers for each customer (home, work, daytime,
credit cards, and previous orders), the ability to immediately locate a customer is dramatically improved
over conventional methods. Furthermore, as the quantity and quality of numbers stored for all customers
improves over time, this will help in the identification and prevention of duplicate customer files.

Automated Source Tracking
The SDS 3.0 Telephone Interface automates the input and ensures accuracy of source codes on sales
orders in cases where different 800 numbers represent different promotional sources. Using the SDS 3.0
Sales Report Writer, sales history by any part of a source code can be compiled and formatted into user
defined reports.

Convert No-Orders into a Mailing List
SDS 3.0 records all numbers of people who called and did not place an order. For a nominal cost, it is
possible to determine the resident name and address information associated with those phone numbers
and include them in your mailings.

Profitability
Installing a phone interface WILL improve your profit margin in two ways. First, by reducing long
distance costs due to a shorter order entry process and quicker response to customer inquiries. Secondly,
it will increase revenues due to improved customer satisfaction, more repeat sales and the ability to mail
to those people interested in your products who called but did not place an order.


What Are the Requirements?
The SDS 3.0 Phone Interface is dependent upon the phone system in use. For this feature to work
properly, the phone system must have the proper computer interface that can transmit to SDS 3.0 not only
the ANI and DNIS, but also the extension and extension status where the call is to be answered. It is
recommended to consult our technical department to ensure compatibility with your phone system.

Executone Phone Systems offer a standard CTI Interface that is 100% compatible with this feature.




                                                                                                             8
Pricing
Responsive pricing systems are critical to the profitability of a company. In the SDS system, List Prices
can be derived either manually, imported, or by multiplying a mark-up factor to the Standard Cost of the
item. The mark-up factor can be issued by category or by the individual part. Every time the list price is
changed, the old list price is logged and able to be accessed so the history of the selling price for an
individual part can be displayed.

Generally speaking, within SDS 3.0, there exists a list price in addition to what we call “Extended
Pricing” that facilitates the creation of multiple price schedules with quantity breaks and many other
features. Further, SDS 3.0 has two completely different “Extended Pricing” Programs - one we call
“Fixed Pricing” and the other “Discount Pricing.” The “Fixed Pricing” is more comprehensive in its
abilities but is limited to only 60 open schedules at one time. The “Discount Pricing” method has a
capacity of 340 open schedules at one time, requires less maintenance, but has fewer features. Please note
that a company can select only one of the Extended Pricing methods. Upon review of your requirements,
we can assist in a recommendation of which is better for your company.

Generally speaking a specific price schedule is linked to a specific promotion, customer type, or order
type. The following is a summary of the features available within the SDS 3.0 Pricing function:

•   List Price can be imported from Microsoft Excel or other delimited format.
•   Allows manual pricing structures or pricing markups by individual product or category.
•   Maintains complete List Price history for each item.
•   Supports 6 decimal pricing (i.e. $0.001234).
•   Supports Quantity Breaks.
•   Different products can have different quantity breaks.
•   Features “Family Pricing” where multiple items in a designated “family” are all used toward
    a quantity break on an order. Family items can be separated on the order (not sequential) and
    when the family total reaches a specific quantity break, the price of all other family items on
    the order are automatically updated. This is also known as “Mix & Match” pricing.
•   Users can switch price schedules in the middle of an order and all items will be re-priced
    automatically.
•   Facilitates minimum pricing.
•   Allows copying of one price schedule to another.
•   User can pre-build price schedules in advance of promotions with the ability to specify when
    schedule is active and displayed on screen.
•   Supports Pack Pricing.
•   Price schedules can be tied to customer types and retrieved automatically in order entry.
•   Price schedules can be tied to specific promotions and multiple promotions.
•   User defined display of alternate price schedules displayed during item entry.
•   Reference pricing is available for such purposes as extended warranty costs for a specific
    item. Reference prices are displayed simultaneously with the item’s pricing.




                                                                                                             9
Customer File
SDS maintains detailed customer profiles that include contact name, main office, multiple shipping
locations, bill-to address, credit card information, phone and fax numbers, and free-form text.
Additionally, sales history is also maintained and can be broken down by individual customer or type of
customer. The history consists of each item purchased, dollars spent in last five years, and the date of the
last sale. In addition, SDS can provide a listing of all items purchased by a customer, which can be very
helpful in determining trends, discounts, or other special terms for larger customers.


•   Maintains the following information for each customer:
       Credit terms, credit limit, credit cards on file, discount, amount on order, contact name,
       shipping address (4 line), ship via Default, user defined mail code, branch information,
       phone and fax numbers, free-form comments, and sales history for the last five years.

•   Separate Entry Routine for Foreign Customers.

•   Allows easy access to customer master files by number, name, partial name, and credit card
    number displaying all pertinent customer data.

•   Includes Extended Search hot key that allows customer searches by any part of street address, city,
    state, zip and/or phone number.

•   Provides capability of printing address labels, Rolodex cards, address lists, and sales history reports
    for all or selected customers.

•       Customer List Selection Criteria includes any or all of the following:
    -      Geographic Region                                    -      Sales Order Type
    -      Customer Class                                       -      Product Purchased
    -      Salesperson                                          -      Product Category
    -      Sales after a Certain Date                           -      Product Sub-Category
    -      Sales before a Certain Date                          -      RFM Profile

•   Prepares video and printed report detailing all parts purchased by a customer.

•   Automatic entry of city and state from entered zip code.

•   Maintains up to 150 different branches (ship-to addresses) for each customer.

•   Maintains separate master file for prospects.

•   Permits user defined coding of prospects for desired categorization.

•   Prints prospect address labels selected by any combination of prospect code, city, state, and
    zip code.




                                                                                                              10
Credit Card Processing
SDS 3.0 utilizes ICVERIFY Credit Card Processing Software to seamlessly integrate real-time credit card
authorization and batch settlement through all major credit card processors via standard dial-up telephone
lines. This comprehensive system helps manage your business through superior connectivity, creating an
apparent seamless network for integrated operations. It features excellent audit and transaction tracking
as well as sophisticated record retention capabilities.

Credit card authorization can be performed real-time while the customer is on the phone. If the customer
address has not been previously approved, then it is verified along with the authorization. At the
command of a user, SDS 3.0 will dial out to the credit card processor and authorize the credit card and
verify the address with the customer on the phone. SDS 3.0 “piggy backs” calls from multiple users to
eliminate connection time when possible. The average time for authorization is 6 – 18 seconds. Users
generally use this time to verify the order information with the customer.

To protect against fraud, no duplicate credit cards can be entered on the system. An additional security
feature can be implemented where the name of the sponsoring bank is asked of the customer at the time
the order is taken and compared to the bank code within the credit card number. A bank code file can be
established to include bank codes, names, and phone numbers. This file can also be useful in instantly
providing a phone number to call the banking institution. If a credit card is not approved for any reason,
the sales order can be saved for later approval by the credit card processor or the accounting department.
To enhance control, a separate internal approval is available for all or flagged sales transactions to protect
against fraud.

Credit Card Processing Features
• Incorporates widely used software package (IC Verify®) for on-line access to ALL major
   credit card processors.

•   Provides easy control of credit card sales by assigning a separate AR account to credit card
    processor(s).

•   Supports real-time or batch processing using standard cost-effective dial-up phone lines.
    Batches can be scheduled.

•   Requires verbal or automatic on-line authorization for each sales order being paid by credit
    card.

•   Real-time response allows instant adjustments to orders and minimizes customer callbacks in
    cases of card rejection.

•   Gets new credit card approval if original authorization expires or authorized amount is
    exceeded when the order is changed.

•   Requests customer address verification at same time sale is authorized thereby reducing
    transaction costs.

•   Permits multiple checks, multiple credit cards, or any combination for payment of a single
    sale.

•   Provides access to customer accounts by credit card number.


                                                                                                            11
•   Does not allow a duplicate credit card number.

•   Keeps bank name & code file with phone numbers for Visa and MasterCard credit cards.

•   Automatic settlement with credit card processor(s) with each charge reconciled with the
    corresponding AR transaction.

•   Allows charges/credits to credit card for unusual transactions.

•   Allows sale payment to be switched easily back and forth between credit card and non-credit
    card payment.

•   Excellent audit trail of all credit card transactions.

•   Compatible with local and wide area networks allowing centralized credit card processing
    functions.

•   Integrated with Sales and Accounts Receivable functions.



Customer Service
The customer service staff needs up-to-date information about existing sales orders in order to give
accurate and prompt answers to customers on the phone. Searches can be carried out for open orders,
orders invoiced and not yet paid, and orders invoiced and paid. The searching feature quickly locates the
sales order and displays it on screen giving the customer service representative the status and relevant
information. Additionally, open sales orders messages can be posted with the order and used for internal
communication to inform different departments of any special circumstances surrounding the order.

•   Retrieves open sales orders by customer, credit card, phone number, order number,
    salesperson, customer PO#, and/or sales type.

•   Locates for any customer, open sales orders and invoices both unpaid and paid.

•   Displays sales order message to communicate to other departments (i.e. warehouse) any
    special circumstances

•   On the order display screen, the status of each line is identified as “On Hand”, “Short”, or
    “No Action”. If there are open purchase orders (or work order) for a specific item, the order
    date, estimated completion date, PO quantity, amount received will all be displayed as well.




                                                                                                        12
Picking & Shipping

Sales Order Picking
SDS monitors, for each item in inventory, both the current sales demand, and number already picked for
sales orders. Balance on hand of an item is not adjusted until the part is invoiced. Serial numbers must
be logged for those parts that require serial number tracking. Picking is very "user-friendly" and can be
done either manually, with SDS prompting most of the necessary information, or electronically using bar
code scanners. After items have been picked for a sales order, a completed pick list can be printed
displaying the outgoing serial numbers to aid in quality control.


Invoicing
When the goods are shipped, the SDS invoicing function is simple and error-free, using data from the
original sales order. The invoicing function confirms shipment of the order within SDS 3.0. Upon
completion of the invoicing function, inventory, accounts receivable, sales, and credit card settlement
files are automatically updated. This step requires very little keystrokes and can be performed in concert
with the shipping station running a third party shipping manifest system.

Pre-paid freight, packaging charges, discounts, serial numbers, and additional text can be added as
needed. Text messages can also be printed on all invoices to announce promotions, discounts, etc. SDS
also has the ability to issue an invoice/credit for pricing errors on previous invoices. As entries are
completed, they are automatically posted to the AR account.

Relating to credit card sales, in cases where the sales total at invoicing surpasses the approved amount or
the authorization has expired, SDS will automatically seek a real-time authorization from the credit card
processor. At the end of each day, a list of all invoices is printed displaying all necessary information to
reconcile with shipping manifests.

•   Accepts picking of items for sales orders using bar code scanners.

•   Displays sales order message to communicate to other departments (i.e. warehouse) any
    special circumstances.

•   Allows ad-hoc or standard messages to be printed on the invoice.

•   Prevents invoicing CIA sales until payment is posted to sales order.

•   Prepares ship summary showing Invoice number, Date, Sales Order Number, Customer, and
    freight amount. This report can be displayed on-screen or printed any time.

•   Integrates with third party shipping manifest systems via “file link.” Provisions can be made
    for screen scrape, ODBC, and batching connectivity for an additional cost.




                                                                                                           13
Inventory Management

Item Display & Usage History
The following are automatically kept up to date as inventory transactions occur:
       - Balance on Hand (changes logged from sales order picking, receiving, and adjustments)
       - Availability
       - Amount Sold
       - Current amount on order
       - Sales Demand
       - Macro Demand
       - Date and number of last inventory count
Also on the item display screen are text fields for comments, sales notes, and purchasing notes along with
reference information of the last six purchases including order date, last receipt date, vendor, and cost.
Thus, simply calling up an item on-screen gives a complete picture of everything needed to know about
that item. Furthermore, a complete "audit" history of all part transactions is stored and can be retrieved at
any time.

Numbering and Organization
SDS uses a numeric part number based upon a category and sub-category structure. This structure is used
for organization in addition to many other functions within SDS 3.0:
      - determine selling price mark-up
      - provide meaningful sub-totals where inventory is involved
      - assignment of General Ledger accounts
      - control discounts on selling price
      - scanning the Part Master File
      - Family/Mix & Match Pricing

Alias Part Name
A powerful feature of SDS is the ability to access a part quickly using any number of unique or common
alias names. This relieves the user of the lengthy task of manually looking up numbers or scanning
numerous parts of a single type just to view the one they want. Alias name searches are increasingly
more effective than description searches as the size of the inventory increases.

Designated Part Number
Because many companies prefer to use vendor part numbers or keep a specific part numbering scheme
intact, a part can be assigned a Designated Part Number. The Designated Part Number can be used for
searching and printing on all documentation while the SDS number would be used simply as an
underlying organizational tool to categorize the parts for the reasons mentioned above. This means no
limitations on your numbering system - use any part number you designate while benefiting from the
system’s strong organization. The designated part number is limited to 11 characters.

Searching Techniques
One of the great advantages of SDS is the ability to quickly access relevant information. The ability to
search for a part can be done in any number of ways without requiring memorization of part numbers.
Parts can be queried using a part number, designated part number, or an alias name. SDS can also execute
searches when only a portion of a number or alias name is given, and if there is more than one match, the
user can choose among the parts called up by their command. Users can also drill down by product
category and sub-category to locate a specific item or group of items.




                                                                                                           14
The entire partmaster can be searched for all items in low stock, defined by pre-set parameters, and items
with insufficient stock to meet current demand of both sales orders and Macros.

Relating to an individual part, searches can be executed to obtain the following information:
 - Vendors who sell part
 - In what Macros is item used
 - Scan items in the Macro
 - Scan sales orders where item is needed

Serial Number Tracking
The most critical aspect of the SDS Serial Number function is the ability to account for and trace every
serial number coming in and out of inventory. The SDS Serial Number function provides unlimited
searching of part history including purchase order number, vendor, invoice number, in/out dates, RMA
history, comments and/or notes, etc. SDS allows for serial number assignment, modification, retirement,
and at any time a list of all available serial numbers can be generated to compare to physical inventory
counts.

As serial numbered items are received, SDS 3.0 scans the serial number history file to ensure that items
previously returned to a vendor are not being received again. This sophisticated searching function can
instantly search millions of entries in a serial number file allowing the user to utilize a bar code gun and
scan as fast as their trigger finger will allow.

In the case serial numbered items are returned from a customer, as the item is received, the user simply
scans the bar-coded serial number and a complete history of that item will be compiled showing all times
the item came in and out of inventory. This retrieval of history expedites return processing by providing a
complete and instantaneous snapshot of the item returned.

Physical Count
With SDS, there is minimal interruption of business to perform a physical inventory. The user selects the
options for the inventory and prints either tag or list media prior to the counting. At the time of counting,
the user executes a “Base Count” that essentially takes a snapshot of the inventory at that time. All counts
are compared to the base count, and any discrepancies between the base count and the physical count will
result in an adjustment to inventory. Due to this type of count reconciliation, the company can resume
receiving, invoicing, etc. before all the processing has been completed, but after the count has been done.
Because SDS compares to the base count, all inventory transactions are accounted for that take place in
the time period after the count but prior to the completion of all the data processing tasks.

The process of counting, comparing, reconciling and updating inventory records can be done all at once,
in segments, and at any time. Cycle counting can be done throughout the year and as an additional
feature, single parts can be counted in cycle. This can be advantageous in counting large quantities of a
single part by eliminating the possibility of an error causing a complete recount. Because serial numbers
can be used to identify the part being counted, bar-code scanners work nicely with this function. As part
of the physical inventory, the serial number function is updated as serial numbers of inventory items are
logged.

Serial numbered items can be counted by simply reading serial numbers with a bar-code scanner. Options
are available to print media in part number or location sequence. Further, user can determine if system
should prompt for location update during count.

The following are the parameters available for cycle counts (any or all options can utilized for a single
cycle count):


                                                                                                               15
        •   Minimum usage level (YTD)
        •   Balance on greater than 0
        •   Random
        •   Serial number qty not equal to balance on hand
        •   Negative balance on hand
        •   General ledger account
        •   Stocking area/location
        •   Product category and/or subcategory(s)
        •   Exclude product category and/or subcategory(s).

Macros
The SDS Macro function collects and packages a group of parts together to be sold as a single item with a
unique price. Availability and cost information of the macro is derived by automatically rolling up the
balance on hand and cost from the component items. At any given time, the availability of a macro can
be determined based on the available stock of the component items. Management has the choice of
printing all the component macro items on the invoice or only the macro name itself.

Evaluation
The primary purpose of this function is to evaluate usage history and identify dead stock. Dead stock is
defined within SDS 3.0 as stock with either a balance on hand over a specified number of months supply,
or stock that that has not been sold in x years.

Evaluation of Inventory is not just the total dollars of the inventory on hand, but the inventory on hand
that will be used in the upcoming months or years. Surplus that only has a scrap value should be
separated. SDS performs a statistical distribution by value (i.e. 25% of the inventory represents 75% of
the value). This can be executed on various levels for each part, type, category, and General Ledger
account.

Location
For every item, a primary stocking location can be assigned with three secondary locations. The stocking
location of an item is displayed on the inventory screen and on all receiving reports and pick lists. As
new parts are entered into the system, bin labels are automatically created that display all secondary
locations in addition to the primary location. Each location allows four alphanumeric characters. Due to
be released soon is the ability to have quantities for each location within a single division. Included with
this release will be a transfer function that will allow and record all transfers between different locations.

Inventory Transfers
SDS 3.0 facilitates inventory transfers among different divisions or within the same division for such
purposes as kit building and part cannibalization. A record of all transfers is maintained in a transaction
log. Some of the features of Inventory Transfers include:
     - Transfer parts within or among divisions with automatic number generation
     - Multiple parts transferred to a single part (i.e. Kit)
     - Single part to multiple parts (i.e. Disassembly and stock)
     - Transfers are recorded on Inventory Transaction History of appropriate Division(s)

Purchase/Sales Summary by Part
This video report compares purchasing quantity and cost to net sales quantities and price. A comparison
of purchasing and sales data can be for any period of time in one, three, or six-month increments.




                                                                                                            16
Other Useful Reports
    - Whole File/Detail List with Usage Data
    - Selected Category/Type List with Usage Data
    - Location List
    - Sales Price Analysis List
    - Zero or Negative Balance on Hand Report
    - Physical Count Reconciliation Report
    - Monthly Inventory Transfer List
    - Purchased Inventory Recap by Month
    - Value of Inventory by Category
    - Excess Inventory Report
    - Selected Part Inventory List
    - Materials on Order with Allocations

Inventory Management Features
•   Features category/type organization of part master with each part having a designated part
    number and unlimited alias names.

•   Displays category & type statistics showing monthly sales and purchase activity.

•   Displays purchase/sale summary for any part in a specified time period that can be used to
    assess trends and/or profitability by part.

•   Provides access to parts by a portion of the part number, or the user defined alias name(s).

•   Users can drill down by part category and subcategory to locate specific items – available in
    all part number fields.

•   Features the ability to assign alias name to a group of products to present different saleable
    options at one time.

•   Alias name assignment can be used to speed up access to a part.

•   Maintains balance on hand, current demand, number picked for sales orders, amount sold in
    past three years, current amount on order, and date of last inventory count.

•   Displays part information, on a single screen, consisting of all vital part statistics and last six
    purchases (i.e. vendor, order date, receipt date, and cost).

•   Permits text fields for both purchase specs to be printed on purchase orders, and purchasing
    notes to be used internally.

•   Displays stocking location(s) on all receiving reports and sales pick lists.

•   Allows up to four locations for each part per division.

•   Prepares listing of all parts that have fallen below user defined low stock parameters or
    optional minimum balance.

•   Features automatic monthly self-checking of inventory balance on hand.


                                                                                                          17
•   Enables physical counts to be performed all at once or in cycle (tags optional).

•   Cycle count parameters include minimum usage level, balance on greater than 0, random,
    serial number qty not equal to balance on hand, negative balance on hand, general ledger
    account, stocking area, product category and/or subcategory(s), exclude product category
    and/or subcategory(s).

•   Accounts for all transactions affecting balance on hand while physical count is being taken.

•   Allows use of bar-code scanners to perform physical counts, recording both serial numbers
    and counts.

•   Automatically creates GL entries resulting from adjustments to inventory balance on hand
    changes.

•   Features complete serial number tracking and traceability.

•   Enables designation of parts requiring serial number logging of all transactions in and out of
    inventory.

•   Searches and displays any sale(s), purchase(s), return(s), by serial number or part number.

•   Automatically assigns sequential serial numbers when applicable.

•   Lists serial numbers available (in stock) for any part.

•   Permits retirement and/or re-activation of any serial number.

•   Prepares inventory evaluation by part, category, GL account and previous month end.

•   Displays complete history of all inventory transactions by part number, customer, vendor,
    product category, date range, and/or sales type.

•   Records current standard cost changes for future review.

•   Automatically updates macro cost with changes of component costs.

•   Maintains both accounting and current standard costs for each part.

•   Automatically creates GL entries for accounting standard cost changes.

•   Prepares month end report of all inventory transactions with summarized general ledger
    entries.

•   Fully integrated with Sales, Purchasing, Accounts Receivable, and General Ledger.

•   Automatically adjusts demand when order is entered, and balance on hand when order is
    picked and invoiced.



                                                                                                     18
RMA Management
The RMA function is complete with RMA sales orders, RMA inventory, and RMA returns to vendor.
Text is available on RMA sales and purchase orders outlining reasons for return. Exchange sales are
credited with the returned material and invoices/credits are created for any differences.

Through all steps of the process, serial numbers are accounted for. As items flow in and out of the RMA
inventory, documentation is produced giving complete serial number history, purchase information, repair
information, and dates of entrance and exit from inventory.

Optionally a separate RMA Division can be established that has the standard division capabilities with the
following differences:
     - Separate Inventory with part numbering matching the Corporate Division and only those
         numbers would be allowed.
     - Part Numbers would be automatically setup as required using same description and designated
         part number etc. from the Corporate Part Master.
     - Inventory Transfer Function would be added from Corporate to RMA division and vice versa.
     - Purchase Orders & Sales Orders could be unique to RMA
     - No Separate GL Subsidiary
     - Laser Forms Available

•   Segregates warranty and exchange transactions for both sales and purchasing.

•   Maintains separate RMA inventory for items not available for sale, thus giving the user a
    clear understanding of the total quantity on hand and what portion is available for sale.

•   Allows returns to vendor to be separately categorized on the general ledger.

•   Allows extra documentation/notes on RMA sales or purchase orders explaining reasons for
    return.

•   Provides easy access to sales/purchase history.

•   Prints sales/purchase history automatically on sales RMA receiving reports for serial
    numbered items.

•   Allows returns to be directed back to inventory, back to vendors, or to scrap.




                                                                                                       19
Purchasing
SDS gives the buyer all the information they need to procure the materials required to fill the existing
demand in a timely and reliable manner. SDS 3.0 includes what we refer to as “Semi-Automatic”
Purchasing that identifies all purchasing requirements and automates the purchasing process. Items are
identified in semi-automatic purchasing for two general reasons – Low Stock & Requirements.

SDS automatically identifies required items for sales orders and items needed to replenish low stock. The
parameters for low stock are user defined and incorporate the following:
     - Minimum Balance on hand (overrides all other parameters)
     - Usage History
     - Look back period
     - Lead Time
     - Item (on/off)
     - (company specific seasonality/forecasting formula can be added in most cases)

In order for the buyer to be fully informed, required and low stock items may be scanned and displayed,
showing the respective sales orders needing the item, need date, vendor, amount needed, historical cost,
and due date. In the case your company utilizes our Manufacturing Module, work order requirements are
treated the same as sales order requirements showing need dates etc.


                     Low Stock                                      Requirements


                                Usage Evaluation           Sales Order          Work Order
            Minimum              Look Back Period         Requirements         Requirements
            Balance                 Lead Time              Qty & Need Date     Qty & Need Date
                                (Seasonality Factor)




                Other Vendors

                                                                                  Inventory
            Primary Vendor &                  Semi-Automatic                    Re-Order Qty
              Vendor Part #                   Purchase Order                    (If Applicable)
                                                   Entry



                                        Purchase
                                         Order




                                                                                                           20
Presented to the user in Semi-Automatic Purchasing is a matrix categorized by primary vendor (or last
vendor if no primary) showing the following for all items needed for either low stock or requirements
reasons:
            • Vendor name                                            • Re-order Quantity
            • Vendor Phone Number                                    • Unit Cost
            • Item Number                                            • Sales/Work Order requiring
            • Description                                                 item (optional)
            • Balance On Hand                                        • Required Quantity
            • Committed                                              • Need Date
            • On-order                                               • Total PO Cost
            • Order Point                                            • Total PO Quantity



From this matrix the user can change quantities and vendors prior to executing purchase orders.

Relating to drop-ship items, please note that individual purchase orders will be created and are
automatically allocated to the corresponding sales order.

Purchase Order
Purchase orders may be for both parts, and overhead items charged to a general ledger account. As part
of the purchase order, the delivery date and the number of shipping days are entered so that accurate
receipt dates can be determined. Associated with allocation to the item's source of demand, effective
expediting of sales orders can then be executed. This also alleviates the confusion associated with further
demand of the item. SDS allows multiple shipping dates, blanket PO's, drop-shipments, returns to
vendor, and incoming serial number tracking. Furthermore, if vendor part numbers are entered, the PO
will automatically include the vendor’s part number. Vendor part numbers can be entered for primary
and all secondary vendors.

Purchase Order Expediting
Expediting purchase orders is a never-ending task. SDS provides video tools to make access and
scanning easy so that the expeditor does not need to have any special training or experience. Open
purchase orders can be scanned by vendor displaying phone numbers, contact, promised delivery dates,
partial deliveries, etc. Optionally, a "PO expediting fax" can be generated to send to the vendor.

Variations from Standard Cost
For each part that is purchased, a standard cost is assigned based on history, expectations, profitability,
etc. The standard cost of an item is displayed on-screen during PO Entry to prevent costly purchasing
errors. At any time, or at month end, a report can be generated showing all purchase cost variations from
standard cost.

Keeping standard costs in line with the market is important, because the standard costs can be the basis
for pricing of both individual items and Macros. The standard cost can be updated manually, imported
from Microsoft Excel, or updated automatically using the last purchase price.

Useful and Accessible Text
A very difficult challenge to buyers is keeping track of what vendors sell, who sells certain parts, discount
schedules, etc. The following free-form text features help solve these issues:
     - Vendor text (included in vendor file)



                                                                                                           21
     - General purchasing text files (i.e. chrome file lists all vendors who sell chrome)
     - Purchase order text (ad-hoc or standard text on PO's)
     - Purchase notes (associated with part and displayed on-screen during PO entry only)
     - Purchase specs (detailed description of purchased item that prints on the purchase order)
    (All above text files support roughly 1,088 characters)

Purchase History
Included in the inventory screen are the last six purchases and related information. Furthermore, a
detailed history of all items that have been received can be queried and listed using any or all of the
following parameters:
      - Product Category
      - Product sub-category
      - Part Number
      - Vendor
      - Packing List Number
      - PO/Receiving report
      - Check#
      - Serial/Lot Number
      - Date Range

Product Categories, and sub-categories, of parts may also be scanned showing the dollar amount and
quantity purchased for the current or previous year, or for a specific month.

Open Purchase Order List
This report gives a manager an expediting list in a condensed format that lists all open purchase orders by
buyer and displays the expected date of receipt.

Materials on Order
Several reports show materials on order, which is extremely important for expediting and identifying cash
flow requirements. These reports show the relationship of the materials on order to sales orders and
inventory. In addition, a statistical purchasing report can be printed or displayed, showing purchases
issued during the month, amount on order, amount received, along with comparisons with the previous
month. When cash is tight, SDS has a report showing amount on order from a vendor with the amount
currently due and aged.

Other Reports
    - Open Purchase Order
    - Receiving Report List (displays allocation to sales order, if applicable, and stocking location)
    - Vendor History
    - Standard Cost Variance (by vendor or part)
    - Expediting Report
    - Inventory Part cross-reference List
    - Vital Statistics
    - Daily Receipt Log
    - Items Purchased Register




                                                                                                          22
Purchasing Features
•   Features vendor display screen containing vital statistics and free-form comments pertaining
    to what parts they sell, discount structures, etc.

•   Identifies low stock based on user defined low stock parameters (usage level, minimum
    balance, and look-back period).

•   Further identifies restocking quantities of items in low stock using a forecasting model that
    compares demand over a user-defined look-back period versus purchasing lead-time.

•   Lead-time can be automatically computed using purchase history or entered manually for a
    specific item – manual entries override computed values for low stock evaluation.

•   Performs semi-automatic purchase order entry for items low in stock where the user has the
    option to change quantities, and/or the vendor before processing.

•   User can designate primary vendor and secondary vendors.

•   Vendor Part numbers for both primary and secondary vendors can be stored and can be
    automatically printed on purchase orders.

•   Segregates vendor RMA's for both replacement and/or credit.

•   Allows substitution of re-order point formula based on a company’s specific forecasting
    needs (May require additional charge).

•   Maintains re-order quantity for all items.

•   Charges overhead purchase orders directly to pre-defined general ledger account(s).

•   Automatically computes applicable sales tax on overhead items.

•   Features drop shipments to customers, other vendors or free-form addresses.

•   Generates shipping memo for shipping items to a vendor without affecting inventory.

•   Allows blanket and multiple delivery purchases.

•   Supports six decimal unit costs (i.e. $0.001234).

•   Categorizes open purchase orders as "okay", "behind” or "complete" based on expected
    receipt date.

•   Computes estimated receipt dates by adding transit time to vendor ship date.

•   Scans and displays open purchase orders by vendor for easy expediting showing telephone
    number, due date and status with option of displaying order.




                                                                                                    23
•   Generates "PO expediting fax" for transmittal to the vendor.

•   Allows small variations between purchase orders and invoices to be charged to an Invoice
    Variance General Ledger Account.

•   Permits automatic updating of current standard cost with each purchase.

•   Retains all changes in current standard cost for later review.

•   Displays current standard cost of an item on-screen while part is being purchased.

•   Features text-writer for adding detailed purchasing specifications and standard or ad-hoc
    messages to purchase orders.

•   Features text files that can be set up to outline what parts a vendor sells, who sells a certain
    part, and purchase notes for each part.

•   Displays the last six purchases on part inventory display.

•   Provides video and printed report detailing all parts purchased from a vendor.

•   Maintains complete history of all purchases, including a copy of the purchase order,
    accessible by part number (includes serial numbers where applicable).

•   Integrates expected receipt date with payment terms or actual payment time history into the
    cash flow forecasting model.

•   Permits closing of purchase orders that are "short."

•   Allows a different PO unit of measure that is converted to part master unit of measure.

•   Displays current and last month purchasing statistics.

•   Prepares month end purchase journal comparing purchasing costs to current standard costs.

•   Distributes purchase costs to pre-set user defined general ledger accounts.

•   Generates a Vendor Point of Sale Report that provides pertinent sales data concerning sale of
    their products.

•   Features Need Reports that shows all sales orders that require items on a PO or Receiving
    Report. (Work Orders as well if applicable).

•   Integrated with Inventory, Accounts Payable, Sales, and General Ledger.




                                                                                                       24
Receiving
The SDS receiving function matches incoming items with purchase orders and insures timely fulfillment
of any allocation requirements to sales orders. As items are received, the stocking location(s) is displayed
on-screen and printed on the receiving report. Also printed and displayed is complete allocation
requirements to sales orders so the orders can be processed without delay. Serial numbers of designated
items are prompted for at receipt and logged. SDS can generate and assign serial numbers at receipt if
desired and users can easily assign new stocking locations as items are received.

SDS 3.0 features a very user friendly and flexible Receiving Function that supports line item receiving
and exception receiving. Essentially, when a PO number is entered a pop-up window appears with all the
items on the PO. The user can then receive items line by line, or simply elect to receive everything and
make exceptions on a line by line basis. Once the receiving report is completed, the user is asked if they
would like to print or video a “Need Report” that outlines all of the sales orders that require items
contained on the receiving report. This need report is available on a purchase order and receiving report
level at any time.

The default tolerances for receiving overages and/or shortages are +/- 11%. Shortages or overages greater
than 11% will be flagged and the purchase order will have to be modified to accept the difference. In the
case a PO is closed with an acceptable shortage or overage, the original PO quantity is stored along with
the received quantity.

Authorization for Payment
Payment authorization can be done either by the purchasing department most familiar with what is being
purchased, or by the accounting department. Received goods are reconciled with invoices from the
vendor, or in the case of a COD payment, with the check that was issued. To speed up this process, small
variations in purchase orders and vendor invoices are charged to "invoice variance." Following
authorization, general ledger accounts are automatically posted.

Daily Receipt Log
A daily receipt log is maintained for every item entering inventory as a result of a purchase order.
This report can be used as another tool to expedite sales orders.




                                                                                                          25
Manufacturing

                               Production Bill of Material
                               Included, as a standard feature of SDS 3.0 is what we call a “Production
                               BOM.” This function is a great function for such purposes as kit building or
                               single level manufacturing where management is not concerned about labor
                               or sub-contract costs. Essentially, a single level bill of material is entered
                               into the system for make items that are sold. To make the items, the user
                               simply completes a “Production BOM” and enters the quantity of items made
                               – then SDS 3.0 automatically performs an inventory transfer putting the
                               make items into inventory and taking the BOM items out of inventory based
                               on the bill of material quantities. Upon completion of a Production BOM, a
report is printed that outlines the respective costs and quantities of items made and consumed. Please
note that BOM quantities support up to 4 decimal accuracy.

Integration of The AIMS Manufacturing System
SDS 3.0 has the ability to integrate the work order, bill of material, job costing, and production planning
functions of Engman Software’s AIMS Manufacturing System. The integration of AIMS is sold
separately at an additional cost.

For information on the AIMS Manufacturing System, please go to the following links:
        AIMS Introduction
        AIMS Manufacturing Solution
        Production Planning & Control
        Capacity Planning & Scheduling
        Work Order
        Production Features
        Scheduling Features
        Work Order Features
        Bills of Material
        BOM Features




                                                                                                          26
Sales Reporting

Source Tracking
SDS provides the tools to track the effectiveness and response rates to promotions, specific
advertisements, or any information relating to the promotional source of sales orders. The output of this
information can be generated using the report writer to break down and compare sales history by source.
Furthermore, the source codes recorded on orders are stored on a transaction log that can be incorporated
into different types of database queries and reporting applications.

Sales Types
SDS 3.0 supports multiple user-defined sales order types that can be set up based on your desired needs.
Having multiple sales types can differentiate sales by different companies in the same call center,
different marketing channels, types of products, discount structures, warranty transactions, return
materials (RMA), and/or exchanges. The ability to break down your sales in specific types can be used
for a multitude of reasons to formally segregate sales. Each sales type can be assigned a unique or
common revenue and cost of sales general ledger account.

Month End
Monthly sales journals are maintained for all invoices and parts sold showing profitability, list price,
average selling price and warranty summaries. Sales dollars can be broken down by Product Category,
specific product, type of sale, type of customer, salesman, and by division to help in computing
commissions. Gross margins are also computed by specific product, product category, sales type, and
division.

Sales Order Listings
Several formats of this listing can be specified:
          - Detail
          - Summary
          - Expediting
          - Sales amounts
          - Orders requiring deposit
These reports can be generated for a single customer, for sales over a specified dollar amount, for range of
sales order numbers, and by a specified due date. The expediting report shows, for every item ordered,
shortages, status, amount on order, etc.

Point of Sale Report
This report is designed to provide product warranty information to vendors relating to the customers who
purchased their products. Report selections include product, product category/sub-category, sales order
type, and date range. The report display summaries by product showing customer name, zip code, date,
invoice number/return, quantity, sales price and total. This report can be displayed on-screen, printed or
provided on magnetic media.

Report Writer




                                                                                                           27
SDS 3.0 includes a generic Report Writer that utilizes spatial searches of the entire invoice file.
Therefore, all information printed on the invoices can be used in the formatting of both printed and on-
screen reports. The SDS 3.0 report writer serves the purpose of quickly adding integrated reporting and
video functions within SDS 3.0.

In addition to using the SDS 3.0 report writer, users can access files such as the transaction log for use
with external database reporting.

Customer and Prospect Lists
   Customer Selection Criteria (any or all):
      • Geographic Region
      • Customer Class
      • Salesperson
      • Sales after a Certain Date
      • Sales before a Certain Date
      • Sales Order Type
      • Product Purchased
      • Product Category
      • Product Sub-Category
      • RFM Profile
              - Recency – number of sales/time period
              - Frequency – sales after a certain date
              - Monetary – Dollars/order over specified amount

    Prospect List (any or all):
        • Geographic Area
        • US or Foreign
        • Prospect Type Code

    List Output Options:
        • Exported to File
        • Gummed Labels
        • Rolodex Cards
        • Customer Listings




                                                                                                             28
Sales Reporting Features
•   Features Sales Report Writer that gives management the ability to create their own reports
    using all invoice data as the basis of information.

•   Tracks effectiveness of promotions or advertisements (by assigning source codes to the sales
    order) where the results can be tabulated using the Sales Report Writer and various pre-
    formatted on-screen displays and reports.

•   Source code is contained on transaction log that can be utilized in external Database reporting
    and query functions.

•   Prepares report and on-screen display of source code activity by day and month.

•   Features user defined sales order types that provide segregated sales reporting and separate
    general ledger revenue and cost of sales accounts. Sales Types can also have separate
    company names.

•   Features Open Sales Order Reports that break down open sales orders by approved,
    unapproved, and RMA status.

•   Permits easy reassignment of a salesperson's sales orders to another salesperson.

•   Provides month end sales history categorizing sales by product type, customer type, sales
    type, and salesperson.

•   Computes monthly detail sales commission data by salesperson showing net sales, gross
    margins, average selling price, and cost for each product sold and subtotaled by product
    category.

•   Generates a Vendor Point of Sale Report that provides pertinent sales data concerning sale of their
    products. This report is typically used to provide warranty information to vendors relating to
    customers who purchased their products.

•   Automatically generates "selling price alert" notices resulting from increased purchasing
    costs.

•   Prepares month end registers of all invoices, items sold, gross margins, and consolidated
    general ledger entries.

•   Prepares report of daily sales activity for each salesperson.




                                                                                                          29
Scheduling & Forecasting

Automatic Expediting & Scheduling
As history is established for each product, SDS automatically calculates and displays lead times that can
be used for expediting and scheduling delivery dates for back ordered items. In cases where there is no
history for a product, lead times can be established manually. Furthermore, the user can allocate items on
order to existing sales orders. This allocation is displayed as the item is received into inventory so
shipment to the customer can take place in an expedient manner.

•   Prepares various listings of open sales orders.

•   Lists all parts on order, cross-referenced to the open sales orders where a part is needed.

•   Features ability to query and display all open sales orders that require a specific part.

•   Drop ship purchase orders feature an automated allocation to corresponding sales orders.




Management Reports & Statistics
Delivery Statistics
SDS 3.0 provides an on-screen display showing the number of shipments by day. This is a very valuable
report showing how quickly orders are getting out of the door. Included on the report is the number of
backorders shipped, orders shipped, average age of orders shipped in days, the percent shipped the same
day, percent shipped next day, and percent of orders shipped after 2 days.

Salesman Report
Total sales by salesman per each day of a month can be printed daily using invoiced sales amounts.

Sales Statistics
This short report is issued daily and mailed via E-mail to the sales group post office. This report is a great
tool for management showing current backlog, number of open orders, back orders, new orders,
completed orders, amount of orders booked, and revenue for the current and previous month.

•   Prepares on-screen and printed report of daily sales activity for each salesperson.

•   Prepares report and on-screen display of source code activity by day and month.

•   Automatically distributes Daily Sales Statistics Report to management via E-mail.

•   Displays monthly sales statistics for current and last month.




                                                                                                           30
               COMPLETELY INTEGRATED ACCOUNTING




The SDS 3.0 accounting applications maintain a complete financial picture of your company while
providing on-line information queries to approved users. The system produces scheduled daily and
weekly financial reports as well as monthly and annual financial statements with supporting schedules.
Also, the General Ledger (GL) Report Writer facilitates customized reporting for financial analysis of the
corporation and up to 26 divisions and/or subsidiaries.

GL entries are automatically generated at the time of monthly closing. This includes transactions from the
required application areas such as Sales, Accounts Payable, Accounts Receivable, Payroll, Inventory, and
Purchasing. This ensures that the user will maintain GL account consistency and transaction accuracy.
Some additional features include:

    •   13th period year-end accounting option
    •   Cash flow and expediting reports for open purchase orders
    •   Sales analysis based on invoicing data to evaluate profitability and product activity
    •   Automatic self-checking of Inventory balance on the GL
    •   Rapid payroll processing with confidential protection options
    •   Multi-level system security for sensitive financial data



Accounts Receivable

Receivables Follow-up Program
We invented the AR Receivable Follow-up Program to automate the management and collection issues
associated with an AR Aging report that when printed is many inches thick. With so much volume, it is
virtually impossible to manage by conventional means. This program is designed like that of a Sales
Management System that drives the user by follow-up date and gives a non-experienced user all the tools
necessary to manage the collection process in a single function. The advantage is that high volumes of
net customers can be effectively managed and multiple people can assist in the collection process without
confusion, lack of information, or lack of control.

Customers are prioritized by the most past due. Brought together on a single screen for the user is the
ability to retrieve the invoice, generate statements and copies of invoices, display the customer account,
age the amount due in detail, adjust the credit limit if applicable, make notes and modify any part of the
customer account. Follow-up dates with follow-up notes are recorded and the customer will re-appear in
this function on that date if his account has not been cleared. All information and notes are automatically
date and user stamped. Furthermore, all information is archived after settlement for future reference.

Customer Accounts


                                                                                                         31
Coordinated with the Sales function, each active customer is assigned a unique AR account number. A
separate entry is made for each invoice and as they are paid, they are reconciled with the payment, the
invoices are removed from the customer open AR account, and logged Reconciliation History file. Held
in each customer file is information regarding credit terms, shipping addresses, billing addresses,
contacts, account balance, YTD billing, etc. In cases where a customer has multiple branches, one
account may be used to clear all invoices, or separate AR accounts can be set up for each branch. As an
additional option to help in payment reconciliation, there are four standard AR accounts to which
customers with the same terms may be assigned (COD, cash, cash in advance, or letter of credit).

Reconciliation History
Within a customer account, history of all transactions is stored. As a security feature, no transaction can
simply be erased from the system. Within each customer account, invoices are reconciled to either a credit
or payment and then logged in a reconciliation file set-up for AR Account. This file provides an audit
trail for all transactions that can be very helpful for auditing purposes and tracking down errors.

Deposits
All deposits, whether a customer receivable or not, are handled by the SDS deposit function which posts
them to the proper AR or general ledger account. As checks are received, each customer account is
credited with the entry, which can then be identified by the check number. As deposits are made, bank
account balances are automatically updated. The user has the option to reconcile checks to open AR
transactions within the deposit function. If there is a matching amount, the correct transaction is
automatically retrieved for reconciliation. SDS makes it very quick and easy to reconcile checks to
multiple invoices and credits in addition to providing the ability to write-off small balances at the time of
reconciliation. Relating to Mail Orders, if the order is already in the system at the time of deposit, the
check can be automatically posted to the corresponding Cash in Advance Sales Order.

Furthermore, as each payment is logged in, SDS recalculates the average number of days for payment of
each customer and stores it in their respective customer files. Knowing the average number of days for
payment is part of the information SDS utilizes for cash flow forecasting.


Accounts Receivable Features
•   Features Receivables Follow Up Program for outstanding invoices with customer video scan
    by oldest due date, with follow up date capability and user notes.

•   Displays and maintains for each AR account:
        Amount on order, current balance, highest balance, credit limit, average pay days, YTD
        and last year billing, date and amount of last credit, date account opened, open sales
        orders, unpaid invoices, sales tax rate, finance charge code, statement code and vital
        statistics.

•   Deposit entries are stored as they are entered allowing the deposit function to be interrupted
    without loss of items entered.

•   Features monthly finance charge option with various user-defined options for finance charge
    generation.

•   Performs automatic credit card batch settlement with all major credit card processors – see
    Credit Card Processing section.




                                                                                                            32
•   Prepares sales tax reports subtotaled by state then tax rate showing sales amounts, freight, tax,
    and tax exempt sales.

•   Features general COD, CIA, cash, and letter of credit accounts, to which any number of
    customers can be assigned, making payment reconciliation quick and easy.

•   Credits customer accounts with payments as they are entered.

•   Enables easy reconciliation of payments to invoices or write-offs of unpaid balances to a
    general ledger account.

•   Maintains payment term information including COD, CIA, Cash, net (5-99) days, and credit
    limit.

•   Permits manual credit hold of a customer account.

•   Small discrepancies between checks and invoices can be written off at time of reconciliation.

•   Accepts combined or separate accounts for companies with multiple branches.

•   Provides instant access to complete reconciliation history of all transactions for each
    customer consisting of date, invoice number, corresponding check number(s), and amounts.

•   Issues customer refund checks by transferring credit entries to a customer reimbursement
    account within Accounts Payable.

•   Ability to create an invoice to a customer for an existing AR entry rather than inventory item.

•   Calculates average payment time for all customers, which is displayed on their account
    records.

•   Integrates average number of days for payment into cash flow forecasting model.

•   Generates customer statements and aging reports in detail, summary, and overdue formats.

•   Computes sales tax using default rates held within the system, or specific tax rates entered in
    the customer AR accounts.

•   Prepares month end statement of all deposits and miscellaneous AR transactions in addition
    to printing a log of all AR transactions.

•   Prepares month end listing of all invoices with sales tax by city.

•   Fully integrated with Credit Card, Sales, Inventory, Accounts Payable, and General Ledger
    applications.




                                                                                                        33
Accounts Payable

A separate entry is made to the vendor's AP account for each invoice as they are batched in the system.
Depending upon the preference of the company, invoices can be entered in batches as they come in the
mail - to be later authorized (2 step); or they can be entered at the time of authorization (1step).

Authorization for payment is done in two ways:
First, for invoices that result from purchase orders, invoices are authorized against receiving reports.
Multiple invoices can be reconciled against a single receiver and multiple receivers can be reconciled
against a single invoice. In a single step, the invoice(s) is matched to the receiving report(s), the invoice
is authorized for payment, and the PO is closed if everything is received.

Secondly, invoices not corresponding to a PO (i.e. utility bill) are authorized for payment by distributing
the charges among the appropriate GL accounts and possibly subsidiaries. Internal invoices are used to
maintain various accounts including petty cash, freight checking accounts, etc.

Selecting Invoices for Payment
Invoices are classified as authorized, not authorized or on hold. Generally speaking, invoices are selected
for payment from the pool of authorized invoices although anything can be selected. The SDS 3.0
invoice selection gives the user the option to select invoices by due date, discount date, vendor(s) or by
type of invoice and/or specific invoice. This selection is very intuitive and entries can be viewed through
a pop up window for easy editing. The selection can also be printed for approval prior to transferring to
checks. The invoices are not cleared until the checks have been printed and posted.

Check Writing
Checks may be computer generated or hand written. Computer generated checks can be for multiple
invoices, credits, on account payments or partial payments. The vendor's AP account is automatically
posted and reconciled with paid invoices after the checks are written.

Multiple Bank Accounts
SDS 3.0 accommodates multiple bank accounts such as checking accounts, savings accounts and sweep
accounts. "Sub" accounts can also be utilized to differentiate between hand written checks, computer
generated checks and automatic debits. Reconciliation with bank balances is generally performed on a
monthly basis. Various check formats are available including top or bottom stub laser checks.

Comprehensive Reporting
The following is a list of the principle reports generated in the Accounts Payable Function:
        - Detail Aging
        - Summary Aging
        - Overdue Aging
        - GL journals
        - Materials on Order Aging
        - Purchases by Vendor
        - Purchases by GL Account
        - Selected Invoices For a Check Run
        - Check Register
        - Disbursement Report
        - Vendor Reconciliation History Report




                                                                                                            34
Accounts Payable Features
•   Authorizes for payment and reconciles invoices and/or checks to purchase orders to prevent
    double payment.

•   Maintains detailed Vendor records that include the contact name, remittance address, phone
    numbers, computed average payment turnaround and tax ID# in cases where a 1099 is to be
    issued.

•   Prevents duplicate vendor invoice.

•   Provides a complete reconciliation history of all transactions for each vendor consisting of
    dates, invoice numbers, corresponding check numbers, and amounts.

•   Assigns an AP number to all invoices when authorized for payment.

•   Features display and list of AP charges by vendor, general ledger account, or AP number.

•   Select payables for payment or listing, individually, by vendor, by due date, and/or by
    discount date.

•   Permits partial or on account payments.

•   Features automatic check writing of user selected payables.

•   Permits manual and voided checks, and revisions to previously issued checks.

•   Features multiple bank account management whether checking, savings, or sweep accounts.

•   Features check register accessible by a range of numbers, or by vendor.

•   Features monthly check reconciliation to bank statements.

•   Distributes non-purchase order invoice or check costs to a user entered general ledger
    account(s) and optionally a specific subsidiary.

•   Prints aging reports in detail, summary, and overdue formats (optionally combined with
    materials on order).

•   Maintains up-to-date AP statistics for on-screen viewing.

•   Prepares month end journal of all AP charges and prints a log of all AP transactions.

•   Features easily accessible AP vendor display containing current balance and amount on order,
    highest balance, purchases in last two years and YTD, average pay days, and unpaid invoices.

•   Documents freight charges for both sales and purchases making freight bill reconciliation
    quick and easy.

•   Integrated with Purchasing, Accounts Receivable, Payroll, and General Ledger functions.



                                                                                                   35
General Ledger
SDS 3.0 features a completely customizable chart of accounts. The GL operates with a four-digit number
range from 1000 to 9999 with and additional two digits for subsidiary identification. Generally speaking,
the 1000's can be classified as Assets, the 2000's as Liabilities, the 3000's as Net Worth, and so on. A
Chart of Accounts list can be printed, viewed, or searched at any time.

Status codes are used to control which applications (accounting, purchasing, etc.) are allowed to charge to
a specific GL account. Not only does this act as a safeguard against incorrect entries, but it simplifies
transaction entries. For example, only accounts coded as "Purchasing" appear in a select box for
purchasing agents to charge to within a PO.

Accounts are classified as an Asset, Liability, Net Worth, Revenue, Cost of Sales, or Expense.
Furthermore, each account is assigned a hierarchy that is used in the Financial Reporting Function.
Trial Balance

A Trial Balance can be viewed or printed at any time showing the starting balance, credit and debit
entries, and the ending balance for each account. When the user is satisfied with the results, the Monthly
Closing can be performed.

When the month is closed, GL entries are automatically generated for the various disciplines (AP, AR,
Sales, Check Writing, Inventory, Purchasing, and Payroll). Manual entries may be made for such things
as depreciation, accruals, etc. Standard entries are the same for every month and are automatically
entered each month. Further, users can enter the duration in months of standard entries. Accruals entered
in one month are retained and reversed for the next month.

At the month close all GL accounts, including Retained Earnings, are updated with the month's
transaction activity contained in the various sub-ledgers. A GL update report is printed reflecting each
transaction and the new GL balance. Financial reports can then be run using the financial report writer.

Financial Report Writer
Various financial reports are available utilizing the GL Financial Report Writer. While standard reports
are already in the system, new ones can be created using a template the user designs. Reports can be in
either detail or summary form. Formats can include quarterly summaries, previous year, year-to-date,
month activity, and monthly averages. All reports can be viewed or printed at any time.

Accounting Period
SDS 3.0 is set up for 13 accounting periods and the fiscal year that can start at the beginning of any
month. Adjusting entries can be made to a prior month. When the 12th month of an accounting period is
closed, the GL files are automatically set up for the first month of the next accounting year.

Year End Closing
A feature of SDS 3.0 is a "13th Month" which allows adjusting entries to be made for the prior year until
the current year is finally closed. This feature, when used mid-year, acts as a trial balance of all GL
transactions for the year with beginning of the year balances. When the "13th Month" is closed the year
closes and the following year accounts are adjusted. When the year-end closing is completed, reports
similar to the monthly closing are generated and the accounts are updated accordingly. Please note that
the 13th month can be reopened at any time before the next year begins.




                                                                                                           36
Security
Effective measures to maintain strict security relating to fraud and disclosure of private information are in
place in the SDS 3.0 system. This security consists of three major features:

    1. User permissions (when a user logs in on the system, the user is granted access only to
       applications specified by the administrator)

    2. Work station permissions (designated for each work station are the applications it can access)

    3. Audit Trail (all transactions are initiated, and stored in a debit/credit format that cannot be deleted
       or modified)

Division Capabilities
Subsidiary companies or divisions can be setup with the ability to have separate Profit/Loss Statements
and/or Balance Sheets. Each division has its own inventory, sales orders, purchase orders and optionally
can share or have their own customers and vendors.

Each division is assigned to a GL subsidiary number that is used in various functions where division
Subsidiary ID is required (i.e. Accounts Payable Entry).

Management Reports
The following is a list of the reports available to management:
        - Chart of Accounts
        - Trial Balance
        - Transaction List
        - Transaction Accrual Entries
        - AR/AP Sub-ledger Entries (Can specify GL# and month/entire year)
        - Monthly Closing GL Update
        - Financial Reports via Financial Report Writer




                                                                                                            37
General Ledger Features
•   Features flexible chart of accounts.

•   Features 13th period allowing year-end adjustments, which can be closed anytime during next
    year.

•   Features Financial Report Writer that allows the user to format and summarize financial
    reports in any fashion they desire (i.e. Balance Sheet, Income Statement, and Expense
    Detail).

•   Features subsidiary/division accounting capabilities.

•   Permits recurring standard monthly entries and accrual transactions which will be
    automatically reversed the following month.

•   Users can enter duration in months of standard entries.

•   Permits unlimited number of manual entries.

•   Prepares detailed trial and final balance giving a description of all entries to the general
    ledger.

•   Permits adjustments to any closed month in the current year.

•   Consolidates AR, AP, Check Writing, Inventory, Purchasing, and Sales transactions into sub-
    ledger summary entries making monthly closing quick and easy.

•   Provides access to all previous entries to sub-ledgers and the general ledger.

•   Professionally accepted double entry accounting.

•   Dollar limit of =/- $5 billion dollars.

•   Ability to change GL number on previously entered transactions.

•   Option to enter long text description describing a specific GL Entry.

•   A GL entry with a long text description can be printed for record keeping purposes.

•   Displays monthly balance of any account for current or previous year.

•   Provides a status code for each GL account that controls which applications (accounting,
    purchasing, etc.) are allowed to charge to that account.

•   Fiscal year can be any 12-month period starting any month.

•   Allows previous year to be re-opened, for corrections, after it has been closed.




                                                                                                   38
                                    SYSTEM FEATURES




SDS 3.0 is run on the SCO Openserver Unix Operating System. Openserver runs on an Intel PC Server
that is completely scalable and can handle any number of users. Unix is a powerful multi-user and multi-
tasking system. We chose Unix for a high volume distribution environment because it provides lower
cost, greater speed, and more durability than a Windows Based System running an application such as
ours. Generally speaking, with Unix running SDS 3.0 you can get the best of all worlds. Windows
workstations can be used very effectively, as SDS 3.0 is simply an icon on their desktop. While it is a
requirement to have Windows in the office environment, one of the primary advantages of Unix is the
option to utilize either SunRiver Workstations and/or inexpensive terminals in addition to Windows or
Dos based PC’s. Unlike PC's, Terminals have no moving parts, last for years and are inexpensive to
replace. SunRiver’s are an example of other types of graphical workstations that are less expensive and
faster than PC's. Running SDS 3.0 on Unix gives our customers a high level of system integrity,
complete scalability, and a choice at each workstation with no limitations.


What if we are not Computer Literate?
This is the phrase that predominates many small and medium sized businesses. The answer is there is no
need to be. Most maintenance functions such as setting up users, printers, terminals, permissions, killing
jobs, performing backups, etc. are all performed through our software. We have designed SDS 3.0 to
allow any intelligent person the ability to be effective maintaining and safeguarding the operations and
integrity of the server, software and the network.

In the case further assistance is necessary, we ask that you take advantage of our technical support. All of
our installations are set up to facilitate unlimited modem support. This allows us to dial in to diagnose
and perform any operation necessary.


Networking
•   Network Protocols supported includes Serial RS232 or TCP/IP.
•   TCP/IP Network supports complete file and printer sharing with other operating systems.
•   TCP/IP Network can run over existing Novell Networks running IPX/SPX protocol.
•   Various options are available and supported for Wide-Area-Networks


Server
•   SDS 3.0 runs on an Intel Pentium Processor.
•   All servers include an external modem to facilitate immediate dial-up support from Engman
    Software.


                                                                                                          39
•   There is no standard server provided. Each customer's requirements are evaluated and a
    recommendation is made.
•   Hard-drive mirroring is available when appropriate
•   Multi-processor servers can be provided when appropriate
•   Standard server support agreements include next day on-site support for one year. Same support for
    additional years is available.
•   Automatic tape backup is standard for all servers.
•   If backup is not successful, system administrator is notified via email.

Workstations
•   DOS, Windows 3.1, Windows 95, and Windows NT workstations can be used as a client to run SDS
    3.0 using an appropriate Terminal Emulation Software package provided by Engman Software.
•   Windows workstations access SDS 3.0 through an Icon on the desktop.
•   Windows users can operate in a true full-screen mode or in a partial screen where they can switch
    between other Windows applications.
•   Cut and paste is supported between SDS 3.0 and other Windows Applications.
•   Serial Terminals can be used as workstations.
•   Graphical workstations (i.e. Sunriver) can also be used on both serial and TCP/IP networks.
•   Net terminals can be used on TCP/IP networks.
•   Networking kits are provided with all serial networks that include cable, connectors, an extracting
    tool, an RS232 tester, and a networking toolbox. The result is that there is no dependence on outside
    networking assistance for serial networks.

SDS 3.0 Features
•   SDS 3.0 is Year 2000 Compliant
•   Supports high levels of security at the user and workstation level.
•   Features remote login capability where user can work from their home or perhaps even a sailboat -
    wouldn't that be nice.
•   Administrator can set all permissions through an easy to use matrix.
•   Administrator can copy and edit permissions of other users/work-stations.
•   If a user does not have permission for an application, the function does not appear on their screen.
•   Users can define their own screen colors.
•   Hot key is available to switch divisions (if applicable).
•   Bar-code technology can be integrated into many of the SDS 3.0 functions.
•   SDS 3.0 can print bar-code labels and include bar-codes in documents (i.e. picklist)
•   Bar-coded labels can be customized to suit company requirements.
•   SDS 3.0 features a complete inter-company email system (standard with purchase of SDS 3.0)
•   The option to add Internet E-mail and Web access can be made available for selected users. Requires
    additional software and is sold at an additional cost.
•   Integrated Faxing capabilities are available from SDS 3.0. Requires additional software and is sold at
    an additional cost.
•   SDS 3.0 includes an excellent Rolodex program for each user.
•   Bookmarks can be setup in the "user" menu to automatically take the user to a specific SDS 3.0
    function.
•   Users can also access programs through assigned program numbers rather than navigating the
    hierarchy of menus.
•   Complete Learn Program is available for users to learn or practice without affecting the "live" data.



                                                                                                        40
•   SDS 3.0 features various hot keys that allow users to perform queries/searches and return to current
    function.
•   Users can view 132 column reports on-screen. Workstation switches between 132 and 80 column
    mode.
•   Laser forms can be used for Shipping Orders, RMA’s, Invoices, Quotes, and Checks. Requires laser
    printer that supports PCL 5 documents (i.e. HP 6P Laser Printer).
•   WordPerfect is available for the network and can be accessed through the SDS 3.0 Main Menu.
•   Payroll functions are available to either run the entire payroll, or provide data collection at user
    terminals to prepare payroll documentation for third party payroll processors. If payroll is desired,
    contact Engman Software for documentation.




                                                                                                        41

				
DOCUMENT INFO
Shared By:
Categories:
Stats:
views:5
posted:7/15/2011
language:English
pages:41