RDB Solutions. Developed by RDB Solutions. We Listen. We Collaborate. We Deliver

Transcription

1 Develped by RDB Slutins We Listen. We Cllabrate. We Deliver

2 Upgrade t Expert RDB Slutins - Cmpany Cntact infrmatin Kevin Stantn Sftware Architect Kevin@RDB-Slutins.cm Rachel Hedrick Marketing Directr Rachel@RDB-Slutins.cm Luke Schneid Sales Executive Luke@RDB-Slutins.cm Supprt/Maintenance Supprt@RDB-Slutins.cm Infrmatin/Inquiries Inf@RDB-Slutins.cm Our Values Integrity The fundatin f ur business. We strive t always act with the highest f standards in ethics and transparency. Excellence In all manners f business frm perfrmance t experience. Accuntability We Keep ur prmises and deliver n ur cmmitments. Cllabratin We listen t and supprt ne anther. At ur fundatin, we value wrking tgether t imprve ur business and t better supprt ur custmers. Inclusin We believe that inclusin drives ur business. With an enriching and inclusive envirnment. We Deliver. We Deliver Tgether. 2 P a g e

3 Thank yu fr requesting ur Lumber Expert / Trader Expert (LE/TE) white paper. We are prud t ffer yu this thughtful verview f ur LE/TE sftware. Please nte that this dcument is nt intended t reflect ALL that LE/TE has t ffer. Overview The Lumber Expert System is an MS Windws based prgram designed fr the lumber whlesale and distributin industries. It is capable f handling multiple cmpanies and multiple divisins within each cmpany. Lumber Expert cnsists f the fllwing majr mdules (but nt limited t): Order Entry Tightly interfaced with vendr and custmer infrmatin fr ease f entry Order blcking r clning this makes creating a series f rders quick and easy. Optinal tight credit cntrls Fax r rders right frm the applicatin Tightly integrated with inventry fr n-rder and cmmitted inventry calculatins Physical Inventry Tracked by averaged, inbund rder r tagged On-rder, cmmitted, available t sell and net psitin Flexible screen inquiry by prduct id r any cmpnent f the prduct (species, grade, size, length, etc.) Varius reprts and general ledger cntrls t ensure inventry stays in balance with the general ledger Flexible cst prrating ver entire inventry lcatin r fr specific prducts in inventry Expsure management enter current values t view cst psitin n inventry Accunts Receivable Inviced, csted and nn-csted Fax r invices when psting invices Flexible cash receipts, partial payments, discunts, etc. Many reprts including Open Aging by Invice Aging reprt(s) by trader Custmer credit expsure Cllectin manager and call assist Credit Cntrl Optinally blck rder entry r truck dispatches fr red-flagged r ver credit limit custmers Custmer credit expsure reprt Custmer Inquiry shwing credit limits, pen rders, pen invices, payment histry, A/R histry, credit rating histry all autmatically updated at mnth end. Accunts Payable A/P invice entry Disbursements and check printing in QuickBks check frmat Check histry inquiry, easy check register/bank recnciliatins Several cntrls in place t reduce/eliminate duplicate payments Many reprts including A/P Cash Requirements, A/P Open Item, A/P Offsets Reprt 3 P a g e

4 General Ledger Flexible financial reprting with drill-dwn capabilities Optin t bk accunts receivable and payable grss r net befre r after discunt Order status inquiry shwing all activity and current balances fr an rder including current margin, list f invices, transactin listing, and dcuments sent fr the rder, etc. Transactin inquiry detailing where jurnal entries riginated frm dwn t the rder number level Trader Expert Mdule Order entry and printing with the ptin t fax r rders Order and accunt inquires, detailing pen rders, pending rders, late rders, un-inviced and inviced rders Prduct inquiries see wh prduced/bught what specific prducts r prduct cmpnents Accunt assignments by trader; with easy nte entry Truck dispatching ptinally available t traders cntrlled by a system setting Real-time margin inquiry shws purchase, sales and margin percentages Real-time inventry inquiry summarizes and details n-hand, n-rder, cmmitted, available t sell and net inventry psitin Easily create qutes the mdule first displays transit inventry, physical inventry and mst recent rder fr a selected prduct. Cnvert a qute t an rder in just a few easy steps. Flexible inventry inquiry fr average, tag and by inbund rder number. Easily create rders directly frm inventry Pwerful Embedded Reprt Writer Create yur wn reprts in just a few easy wizard-assisted steps Custmize frms with yur lg and t whatever frmat yu require Trader Cmpensatin Reprts Designed t be a starting pint fr trader cmpensatin that details trader activity fr the mnth brken ut by purchases and sales Optinally based n cash receipts trader desn t get paid until the invice is paid ff Detail and summary reprts fr given date range Easily exprt t Micrsft Excel Imprt/Exprt Vessel Tracking Multi-prt capability Interfaced int inventry and invicing Varius reprts Open Vessel Summary and Selected Vessel Detail Bulk Order/Prject Management Create a master rder and then create shipments ut f the master rder Tracks riginal quantities rdered, shipped and remaining Included Reprts - There are many standard reprts built int Lumber Expert - abut 200. They range frm master lists t inventry reprts t general ledger and financial reprts. All r mst f the reprts can be exprted. We ffer several different frmat ptins i.e. Micrsft Excel and Ltus P a g e

5 Standard Cmments - Easy t use features that make adding cmmn cmments and ntes t an rder r invice a snap! Payrll Jurnal Entries - This mdule allws yu t recrd yur payrll entries which pst directly t the general ledger as well as an utstanding check register. Transit Inventry Trucks/cars purchased and nt sld & trucks/cars sld and nt purchased Extract and price feature Categrize by 2 ptinal classes "Publish" fr general viewing Screen management r reprt print ptin Expsure management Enter current values t view cst psitin n inventry Transit Averaging Trader cmpensatin based n an average rder prfit fr the entire year Dcument Management Imprt dcuments and attach directly t the vendr, custmer r rder Supprted dcuments include: Adbe PDF, MS Wrd, MS Excel, s/Text and graphic (.BMP) files Autmated Rail Car Tracing Subscribe t Steel Rads and Lumber Expert can autmatically trace all after arrival cars Tracing is attached t the rder and is available via the rder entry tlbar fr viewing Order Number Structure The rder number is structured in the fllwing manner ABCDE is the base rder number, which is required and ABCDE, the suffix part f the rder number is ptinal. The base rder number can be up t 15 alphanumeric characters in length, while the suffix can be up t 5 alphanumeric characters in length. Order number as the single pint f cntrl The rder number is the fcal pint f a transactin. It is used t track payables and receivables fr a transactin. The rder number is used as the invice number as well. Because f the single pint f cntrl, margin, as well as sales and cst f sales, are calculated fr each and every transactin n an rder. Prduct Cde Structure The prduct cde is brken int 6 majr cmpnents and 3 minr nes (fr greater flexibility) and brught back tgether via a prduct crss-reference cde (r prduct ID) assigned by the user. The majr cmpnents are as fllws: species, grade, size, length, thickness and, ply. Prducts are entered int the system via the prduct ID. Using the fllwing methd, each cmpnent has t be entered nly nce. The general methd f creating a prduct ID is: Enter all prduct cmpnents i.e. species, grades, sizes, lengths, etc. Tie cmpnents tgether by creating a prduct cde r ID (example, 123AB) 5 P a g e

6 Custm Reprts and Frms This feature allws yu t create and save yur wn reprts and run them at any time in the future. The reprt writer interface is very easy and user friendly. Yu can als custmize yur purchase rder, rder cnfirmatin, invice, pick lists and bill f lading frms t yur liking. Adding yur cmpany lg is very easy. Order Entry Order entry is where it all begins. All rders shuld be entered int the rder system. This facilitates ther prcesses later in the life f the rder. The rder entry system is an easy t use screen that als includes rder blcking capabilities. Order blcking Order blcking allws the clning f rders fr quick data entry n like rders. If several rders were purchased fr inventry frm the same mill and all the same r similar prducts, all that is required is the first rder be entered in the regular fashin. Then clne the rder by entering in the beginning and ending ranges f the rders t receive the infrmatin Order Entry: 6 P a g e

7 Inventry There are currently 3 types f inventry encmpassed within Lumber Expert, averaged, tagged and IO (kept by Inbund Order number). Averaged inventry tracks csts by prduct, unit size, and a few ther ptinal cntrls. Tagged inventry als tracks csts as abve, but als has a tag prcess t track inventry in a mre cntrlled way. Tagged prcesses als include prductin runs which allw yu t transfrm prducts frm ne type t anther all in the same screen. IO/Inbund Order is tracked by IO and makes it easy t track prduct frm start t finish. T enable inventry prcesses, yu must enter all pertinent data fr each lcatin, which cnsists f Name, Address, General Ledger accunt number, etc. Yu determine at the lcatin level whether the inventry is tagged r averaged r actual. Several reprts are currently in place t make sure cst and tagged inventries are in sync as well as the general ledger. Inventry may als be kept withut general ledger csting fr the situatins where yu are tracking inventry fr smene else. Csts are still kept in the inventry, nt in the general ledger. Inventry by Inbund Order Number Flexible querying ptins (tp panel f the screen. Black lines are items already received int inventry. Green lines are items n-rder. Red lines are items versld/cmmitted. 7 P a g e

8 Bld green lines are items in-transit t an inventry lcatin. The Details buttn breaks ut n-hand, n-rder and cmmitted items/rders. Easily create multi-surce rders rders that typically have ne custmer but mre than ne surce purchase X amunt frm a mill, X amunt frm lcatin 1, X amunt frm lcatin 2. Frm the abve screen yu can easily add items t the lwer part f the screen fr easy rder creatin. Cmmitted and available quantities are updated immediately. General Ledger The general ledger cnsists f all the standard accunts that make financial reprting pssible, easy and integrated. All csts fr a transactin (rder) are tied t ur single pint f cntrl rder number making it pssible t calculate grss margin n a per rder basis. This grss margin can then be used fr basis f trader cmpensatin. The general ledger is brken int tw parts, the general ledger and sub-ledger. The sub-ledger supprts the general ledger and cntains all rder-related infrmatin. The general ledger cnsists f the g/l summaries f each batch entry. Accunts Receivable cnsists f invice entry, invice cmpletins, cash receipts, and varius aging reprts. When invicing, yu have the ptin pre-invice r final invice. Invicing gets its infrmatin frm rder entry r inventry shipments requiring minimal data entry. Invicing: 8 P a g e

9 Cash Receipts Upn selecting a custmer, all pen invices are immediately displayed in the lwer left grid. Simply enter the check number, check date, receipt date and duble click the rder t apply. The payment will be displayed in the lwer right grid and the amunt due clumn will be reduced by the payment amunt. Yu can enter the check number, check date, receipt date and click n the select clumn t apply a custmer s check t multiple invices. Once all desired checks are selected, simply press the buttn with the arrw pinting t the right. 9 P a g e

10 A/R Cllectin Manager The Cllectin Manager allws yu t create a list f custmers yu wish t call regarding pen invices and then prcess the call list frm the Cllectin Calls tab. Screensht 1 create the call list: The Call List Manager tab displays: All custmers in the upper left crner (with the ptin t shw nly thse custmers past due). Selected custmers t call in the upper right crner Open invices fr the custmer selected in the upper left crner, frm this display yu can view the rder details r view the printed invice via the tw buttns abve the list f pen invices With a few clicks f the muse, yu can add all r selected past due custmers 10 P a g e

11 A/R Cllectin Manager Screen 2 prcess the call list: The Cllectin Calls tab: Shws the custmers t call at the tp f the screen Shws the pen invices fr the selected custmer Gives the ability t add/change/delete cmments that ptinally print n the A/R Aging by Invice Reprt Frm this screen yu can als directly: View an invice Fax the selected invice t the custmer the selected invice t the custmer Mdify A/R cntact infrmatin (cntact name, phne and fax) 11 P a g e

12 Accunts Payable cnsists f a payable schedule entry (tickler entry), disbursements and check histry inquiry. The fllwing check register mdule enables quick and easy bank recnciliatin: The check frmat is based n the standard QuickBks frmat printed frm a laser jet printer. All data entry in general ledger and inventry is dne in batch frm. Each user has his/her batch f invices r checks t enter and prcess. At the end f each batch, when the user is dne entering invices fr example, an Invice Jurnal will be printed r previewed and the user prmpted t review and verify. If the jurnal is crrect, the user simply presses the cntinue buttn and the batch will be psted t the general ledger and sub-ledger. If the user detects errrs, the user can cancel the psting at that time, return t batch entry, fix the errr(s) and rerun the jurnal. Jurnals are prduced at each and every batch entry that affects the general ledger r inventry. Once the batch is psted, t fix the general ledger r inventry, yu will need t cancel and re-invice r yu may issue a debit/credit mem. 12 P a g e

13 Order Status Order status is a great place t find ut very detailed infrmatin abut an rder. Frm rder status yu can, per rder: View current balances n all accunt numbers View transactinal details shwing all accunting entries View rder entry inf including purchase, sale and prducts details View a list f invices and ptinally reprint. Yu can als change nn-accunting infrmatin n an invice, like car number r custmer p/ number and then reprint/resend the invice View the entire list f accunting transactins View all inventry activity View truck dispatches View attached dcuments fr the rder i.e. mill invice r freight invice View Relatins fr the rder. Yu can relate rders tgether s that when ne f the rders is inviced, the ther related rders will be clsed ut/n lnger shw as pen. 13 P a g e

14 Bulk Order / Prject Management Lumber Expert prvides a series f screens that allw the management f bulk rder r prject-based prcessing. A master rder is created with all the prducts invlved in the prject. Once created, shipments can be easily created frm the master rder retaining the same base rder number, 7000 fr example, with suffixes used t differentiate the shipments , , etc. Screensht 1 shwing the master number f 7000 with n shipments. 14 P a g e

15 Screensht 2 shwing prduct summary tab with n shipments yet. Screensht 3 shwing the creatin f a shipment ut f Bulk Orders. 15 P a g e

16 Trader Expert Trader Expert is a cmpletely separate mdule designed t help a trader run his/her business and is fully integrated with Lumber Expert. Highlights include: Mill and custmer lkups shwing pen/un-inviced rders, late rders, pending rders (rders issued but nt yet entered), un-inviced rders (rders shipped and nt inviced) and inviced rders Custmer status displayed: available credit, available trade and past due List f all rders fr the trader lgged in with the same tabs available as abve Immediate rder number issuing fr mills r custmers Order printing, ing and faxing Shipping infrmatin entry Inventry inquiry details what is n-hand, n-rder, cmmitted, available t sell and net psitin Prduct inquiry what mill has prduced which prduct(s) r what custmer has purchased what prduct(s) r prduct cmpnents Margin inquiry shws n a day-by-day basis, buys and sells, by trader. See belw fr screen prints 16 P a g e

17 Margin Inquiry Margin Inquiry Screen 1 Mnthly Summary: Margin Inquiry Screen 2 Daily Detail fr 2/12/2003: 17 P a g e

18 Infrmatin f interest includes: Invicing, Adjustments and Other types f margin-affecting activity Adjustment descriptin/reasn shwing at the bttm f the screen ( TRADER INT WORKSHEET ) Ability t view the rder, and view the invice The Explain buttn details the Ttal Margin clumn See belw The Explain display: The abve pp-up windw shws all incme and expenses fr the selected rder. 18 P a g e

19 Trader Inquiry is a very flexible query screen that displays prduct r purchase/sales dllars fr mills, custmers and relads. Custmer summary fr 2 years: Duble-clicking n any recrd in the tp list f custmers will prduce a screen detailing invices and rder numbers backing up the summary shwn. 19 P a g e

20 Custmer summary by mnth fr 2 years Technical Requirements Lumber Expert runs n a database management system called Firebird SQL. Firebird requires very little cnfiguratin and has a very small ftprint. Server Requirements Client PC Requirements Windws 7 r higher r Windws Server dedicated t Lumber Expert. 16 MB f RAM r higher. 32 MB Recmmended. The mre the better. 150 GB f disk space. Ability t schedule nightly tasks & nightly data captures and database maintenance. Windws 7 r higher. 16 MB f RAM r higher. 100 MB f free space t install the applicatin *Imprtant* A backup file is created every night frm a scheduled task. It is the custmers respnsibly t manage this task and files 20 P a g e

21 Start up and Data Cnversin All master file infrmatin must be entered first in the fllwing sequence: 1. Cmpany and divisin infrmatin System defaults 2. System defaults 3. User infrmatin and grup assignments 4. Enter term cdes 5. Custmers and vendrs which include mills, railrads, truckers and miscellaneus 6. Order cdes 7. General ledger chart f accunts 8. Physical inventry lcatins 9. Bank master 10. Enter utstanding depsits and checks 11. Beginning balance entry (accunts receivable, accunts payable and inventry) After steps 1 and 2 are cmpleted, steps 3, 4, 5 and 6 can be entered at the same time by multiple users, pen A/R balances, pen A/P balances and beginning inventry balances can be entered as well. The type f data cnversins depends upn the system yu are migrating frm custmers, mills and ther master files culd be autmated via a CSV (Cmma Separated Value) text file. As yu knw, cnversins are never fun! We believe invlving yur staff as much as pssible in this prcess best engage yur staff and the effect will be better than yu bargain fr, n ne knws yur business like yur wn peple. Cnversins ffer a great pprtunity fr general system cleanup f master files, terms and prduct cdes, etc. Having yur staff invlved will give them a sense f wnership and will allw them t help rganize the system in a manner that wrks best fr the cmpany. Please feel free t call r t discuss the ptential fr yur cmpany. See ur assciated blg pst: Hw t Chse the Right Sftware Cmpany Upgrade t Expert!