Umbrella ERP Software

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1 Umbrella ERP Software Umbrella ERP Software will help you to improve customer service, reduce administration costs and integrate all of your business processes. Umbrella ERP Software is aimed at those companies that want easy to use, fully integrated, highly functional business software at an affordable price. Because Umbrella is so easy to use it is able to be up and running in a short period of time, enjoying improved efficiency and better control over your business. The software is specifically designed to reduce administration overheads. Umbrella ERP supports Distribution, Point of Sale, Production, Projects / Jobbing with Built in Service capability Companies generally have difficulty finding integrated ERP software that is easy to use and reasonably priced. Often, work is done outside of their accounting software to control quotes, costing, jobs, stock movement, work in progress, production planning and procurement - resulting in increased administration costs. Many integrated ERP systems often prove too costly and difficult to implement, with many unnecessary, complicated features.

2 FULLY INTEGRATED Umbrella fully integrates all of your business processes. From a Sales Call, to Quoting of ex-stock items or complicated Services, to acceptance of Customer orders, to procurement, provision of service or production to fulfillment of the customer order - Umbrella integrates all information, ensuring it only needs to be entered once and updates your financial system at the same time, eliminating frustrating duplication of work and endless updating of spreadsheets. The benefits that can be expected from implementing Umbrella ERP Software are: The principle behind the design of Umbrella was to ensure that the software was easy to learn and easy to use. Transactions update a MS SQL database, ensuring that this system is always available for use and that no system imbalances occur. A clean, uncluttered look and feel make Umbrella easy to use and quick to implement. Full integration of all your operational requirements with your accounting system makes for easy access to information, reduced administration effort and elimination of spreadsheets that slow down your ability to provide the service levels your customers need as well as timely Management Reporting. Integrated Fixed Assets, Project Control, Repair Control and Field Service allows Umbrella to meet the complex needs of value added businesses. Messaging and Tasks allows you to define when tasks need to be done and by whom, with automatic escalation to management if deadlines are missed. This capability allows for vital communication between key people or departments within your company as soon as the information is captured. Key processes may be enforced and timely reminders can be stored as tasks. EASY TO USE The Umbrella suite of software is developed using the latest.net software tools and industry standard SQL databases. Based on the Microsoft Office look and feel, it is quick to learn and easy to use. Use of the Microsoft SQL database with built-in transactional integrity ensures that all of your transactions update the system completely, keeping it in balance and avoiding the need for re-indexing or re-building of data files. Umbrella eliminates the need for users to log out so that day-end, month-end and year-end processes need to be run. The modern design of Umbrella ensures maximum system availability Provided with a wide range of Standard Reports, Umbrella also allows for the customization of Smartlists (that work like Excel), Data Analysis (incorporating numbers and graphs in the same report) and Dashboard Reporting for full graphical reporting Deep transactional integration updates Umbrella Financials in real-time. Journal entries are dramatically reduced and month end preparation of Management Accounts is achieved in days You may store pictures and important documentation in Umbrella that are associated with Customers, Suppliers, Stock, Jobs, Quality control and any other operational information for easy access and sharing between different staff or departments. This is an integrated document storage system. Umbrella may be deployed on your own Server (on-premise), a hybrid solution with some processes in house and some in the cloud or a remote (Cloud Hosted) Server. Slow and unreliable Internet access is still common with Umbrella you choose what best suits you. Integrated ing lets you mail orders, invoices, proof of delivery or any other document to a customer or supplier immediately. Bar-code support allows you to bar-code your stock items for improved accuracy and speed. Electronic Scales may be integrated with Umbrella, automatically weighing the goods and producing the appropriate label Web Site integration is enabled as Umbrella includes Web Services your customers can, via your website, check on pricing, ask for quotes and place orders which are then integrated immediately with Umbrella.

3 CUSTOMER SERVICE Customer requirements may be recorded from the point of a Sales Call to a Quote, Sales Order, Proforma Invoice, Delivery Note, Invoice and Proof of Delivery. This ensures that you record and react to all customer or potential customer requirements quickly. The benefits that can be expected from implementing Umbrella Distribution are: Foreign currency purchasing and landed cost control allows for the recording of a true landed cost of goods purchased. Product quality or specification documentation and pictures captured at time of receipt may be stored against the stock masterfile for reference purposes. Control over the entire sales cycle, from a sales call, to a quote, sales order, pro-forma or tax invoice allows for easy management of demand for product. Customer exception price lists gives you the flexibility to price according to individual customer profiles, group offers and deals, including quantity breaks. Full bar-code control is available throughout the supply chain, ensuring accuracy and speed. Proof of delivery documents may be scanned and stored against invoice transactions for easy recall. Messaging allows you to define when tasks need to be done and by whom, with automatic escalation to management if deadlines are missed. Optimal stock holding is available as Umbrella will tell you what stock you need to fulfill orders taking into account purchase orders already placed and other customer s sales orders, resulting in a stock available quantity that may be committed to new customer orders. Multi-warehouse and min / max /re-order levels allow for individual stock items to be set at their optimal level. Location Control is provided by defining a static bin location per stock item or providing dynamic bin control, allowing for items to be placed in specific bins and then picked from the correct bins for dispatch. Automatic posting of invoices and journals to Umbrella Accounting, thus reducing the amount of administration associated with manual journal entries. Umbrella Distribution will provide a distribution company with the following: Integration with your on-line Store through Web Services. Capture of Sales Orders with due dates per line item. Verify if you have the stock available to meet the order and allow efficient picking, ready for shipping. If there is insufficient stock to meet the order you may immediately authorize purchase instructions, with order approval control available. Optionally, you may review requirements periodically and authorize purchase instructions then. Multiple units of measure, allowing you to purchase in one unit of measure and sell in a number of others. Examples of this may be cases, boxes and each. Supplier and customer part number control allows you to purchase using the supplier s part number and sell using the customer's part number if they differ from your own.

4 SALES ORDER FULFILLMENT High Customer Service levels are achieved by knowing when product can be shipped. Outstanding Sales Order and backorder control allows you to schedule delivery and invoicing as soon as stock arrives. Sales Order demand also allows you to schedule procurement of stock to maximize service levels while minimizing investment in stock. ACCURATE STOCK CONTROL Umbrella will allow you to see what stock you have available to supply by taking into account sales orders, purchase orders and minimum / maximum stock levels. This will allow for the best customer service levels but with the correct stock holding, thereby saving capital. A list of outstanding orders that are ready to be invoiced allows for quick picking of stock from the store and invoicing and dispatch or collection by the customer. Deliveries may be planned by Customer Route to optimize transport costs and on-time deliveries. Orders can be loaded onto Transport Vehicles via bar code scanning with invoice generation. The invoice will immediately be posted to your debtor s ledger for statement printing and collection. If lot or Serial Number Traceability is used this is fully supported with expiry dates displayed for selection so as to encourage FIFO stock rotation. Warehouse Costing allows for additional costs like transport to be added to the cost of an item by location for accurate sales analysis. Lot or Batch Costing allows for differing costs per lot or batch (often due to production variances) to be recorded. A comprehensive sales analysis report will allow you to monitor your sales by customer, product, sales person and other criteria and will display gross sales value, net sales value, and cost of sale, gross margin and gross margin percentage. Easy to use options will allow you to list your top customers or products by turnover or profit so that you may see at a glance where you are making your money. The general ledger is updated in real-time so that you may view or print an income statement or balance sheet at any time. Stock quantities may be verified at any time by doing a stock take and stock adjustments allow you to adjust stock to account for human error or items like reworked production or stock returns.

5 ACCURATE MATERIAL COSTING Spreadsheets are often used to control and calculate production costing. Umbrella provides a multilevel Bill of Material with other costs if required. A Production Variance Report shows you if the Bill of Material and costing is wrong. The benefits that can be expected from implementing Umbrella Production are: Accurate material costing and usage by referencing a multi-level bill of material. Nonmaterial costs like labour and overhead may also be defined for a true cost of production. Product quality or specification documentation and pictures may be stored against the stock masterfile for reference purposes. Bill of Material Version Control allows for different versions of a Product to be defined, produced and superseded as products become obsolete or are replaced Accurate stock movements as you are able to issue stock to work in progress and record actual production. As each sub-assembly is defined in the multi-levels of a bill of material it is managed as a separate job, allowing for multi-stage production and receipt and issue of subassemblies to and from stock. Recording of these transactions can be entered late while allowing you to still get the product made Umbrella will not stop you. Messaging and Tasks allows you to define when tasks need to be done and by whom, with automatic escalation to management if deadlines are missed. Optimal stock holding as Umbrella will tell you what materials and components you need to make the product you wish to stock and to meet customer orders and also warn you if you are going to be short of stock. Up to date comparison of theoretical cost of production against actual cost of production, allowing you to correct errors in your bill of material or correct production problems. Automatic posting of invoices and journals to Umbrella Accounting, thus reducing the amount of administration associated with manual journal entries. Umbrella Production will provide a production company with the following: Capture of Sales Orders with due dates per line item. Verify if you have the stock available to meet the order and allow you to open a production job if required. If there is insufficient stock to meet the order you may immediately authorise buy or make instructions. Optionally, you may review requirements periodically and authorise buy or make instructions then. By referring to a costed Bill of Material you may see what the cost of production is a major area of concern for most companies. Purchase the required raw material and components, receive them into stock and match the supplier s invoice to the purchase order to ensure the stock was provided at the agreed upon price. Stock may then be issued to a job which will then move it out of available stock and into work in progress.

6 SUB CONTRACT MANUFACTURE It is common that partially completed product is sent for coating, plating or specialist processes like laser cutting. Umbrella allows for the full control of these sub-contract activities, including the correct calculation of the cost of the completed item on receipt from your supplier. On completion of production you may record who did the work, the quantity made as well as any scrap produced. Non-material costs, like labour and overheads may be added to the bill of material or job and these costs are absorbed into the total cost of production of the item. Sub-contract manufacture, such as plating, coating and printing, allows for control of stock sent to the supplier and monitoring of agreed upon quantities and quality of subcontracted work. The receipting process closes the job, reduces the work in progress by the correct amount and receipts the completed item into stock ready to be supplied to the customer. Product manufactured may be partially received into stock as it is completed and immediately invoiced to the customer important if you have an order for a large number of items that may take several days or weeks to complete. Items may be scrapped if necessary. A variance report allows you to monitor your expected cost of production against the actual cost of production. ACCURATE STOCK CONTROL Umbrella will allow you to see what stock you have available to supply by taking into account sales orders, purchase orders, production requirements and minimum / maximum stock levels. This will allow for the best customer service levels but with the correct stock holding, thereby saving capital. A list of outstanding orders that are ready to be invoiced allows for quick picking of stock from the store and invoicing and dispatch or collection by the customer. The invoice will immediately be posted to your debtor s ledger for statement printing and collection. A comprehensive sales analysis report will allow you to monitor your sales by customer, product, sales person and other criteria and will display gross sales value, net sales value, and cost of sale, gross margin and gross margin percentage. Easy to use options will allow you to list your top customers or products by turnover or profit so that you may see at a glance where you are making your money. The general ledger is updated so that you may view or print an income statement or balance sheet at any time. Stock quantities may be verified at any time by doing a stock take and stock adjustments allow you to adjust stock to account for human error or items like reworked production or stock returns.

7 MANAGE YOUR SERVICE LEVELS Umbrella Services will help you to manage your internal and external resources, customer services levels and ensure that your costing is accurate. EASY TO USE The Umbrella suite of software has been developed using the latest.net software tools and industry standard SQL databases. Based on the Microsoft Office look and feel, it is quick to learn and easy to use. The benefits that can be expected from implementing Umbrella Services are: Opening a job and defining the scope of work per line eg. Provide a solution to meet the specifications as defined or a complex consulting Job. You may also detail the work required per line item so that you may control sub-jobs with different requirements, costs and selling prices. Tender documents, specifications, detailed quotation and drawings may be attached to the job for easy retrieval. You may then cost the job by defining, per line item, what stock items you need, the internal labour hours and resources needed and the external, sub-contracted work or unique purchases required to satisfy the scope of work. This then summarises the job or project costs and allows you to apply a mark-up to arrive at a quoted price or to enter what you want to charge. Extensive enquiry capabilities will allow you to track the more complex jobs by parts, labour, external resources and purchases until completion. For a simple job like a callout or where you are on-site you may just capture the manual job card or time sheet and process the invoice. Messaging and assigning of tasks allow for control of workflow across the company. Up to date comparison of budgeted (quoted) cost compared to actual costs. Partial billing, including pre-payments and progress payments. Jobs may be quoted and billed with each line item printed on the quote and invoice for detailed jobs. Field Service jobs are controlled by allowing the capture of a manual job card with labour recorded as well as any stock items used. Sales analysis allows you to see the profit per job or project and per employee. Automatic posting of invoices and journals to the general ledger or to Pastel Accounting, thus reducing the amount of administration associated with manual journal entries. Umbrella Services will provide a services company with the following: Agile Software (Pty) Ltd Albert Styger alberts@agilesoftware.co.za Comprehensive quoting capability by allowing you to build up your total cost by stock items needed, internal and external labour and specific purchases of items or services to the job. Selling prices can then be easily calculated. All documentation and pictures associated with a job or project may be attached to the job for ease of reference. Simple jobs or field service work can be captured directly from a manual job card or time sheet and an invoice produced with the stock items used being automatically consumed by the job, minimising administration. An Order Book allows the owner or management to see all work required to be done by a defined due date, the value of the orders, any invoices raised against the jobs so far and any costs associated with the jobs. This is a very powerful cashflow and cost control tool in the business. Stock may be issued to more complex jobs, with a reverse-issue function also available to cater for excess material not needed or to control the use of tooling or other specialist equipment.

8 UP TO THE MINUTE CONTROL Small, once-off jobs are simple to control. However, when you have a more complex job or project that takes some time to complete it is easy to lose control over resources used and sticking to the agreed upon mandate. Umbrella has a powerful enquiry facility to allow you to track these jobs on a day by day basis. Any change is customer requirement can be formally noted and agreed with the customer. Cost and time overruns are immediately apparent. On completion the actual cost may be compared to the quoted (budgeted cost). Labour may be captured directly from a job card or time sheet. External resources and costs are integrated via the purchasing system to allow for a natural workflow of allocating a direct external cost to the job, bypassing the need for dummy stock codes or cost codes. These costs are controlled directly in the job, avoiding the need for unnecessary journals to cost codes in the General Ledger. Extra work required by the customer can easily be added to the job, along with extra stock and resources needed. On invoicing and closing of the job the costs are moved out of work in progress to cost of sales and sales analysis is immediately updated. The final detail you wish to print on the invoice may be changed. An Invoice approval process allows for management to review and amend invoices prior to final posting and printing or ing to the customer. Comprehensive sales analysis reports will allow you to monitor your sales by customer, job, sales person and other criteria and will display net sales value, cost of sale, gross margin and gross margin percentage. You will be able to monitor employee efficiency as each time you record labour you may record who did the work. The Umbrella suite of software products is developed and supported by Agile Software. Agile Software (Pty) Ltd. Phone: info@agilesoftware.co.za Web: