A comprehensive distribution management system designed for durable goods distributors
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Activant Prelude

Products by Industry

Products A-Z

 

Activant Prelude™

Applications

Accounts Receivable

Accounts Payable

General Ledger

Inventory Control

Purchasing

Sales Order Processing

Activity Based Costing (ABC)

Advanced Forecasting

Contact Relationship Management

Document Management and Imaging

e-Commerce

Electronic Data Interchange (EDI)

Fixed Assets Tracking

Human Resources

Importing

Job (Project) Accounting

Marketing

Payroll

Performance Driver Suite for Prelude

Rental

Sales Analysis

Service

Shop Repair

Warehousing

Work Order System

 

Accounts Receivable

Eliminate the painstaking task of manual A/R related functions while you save valuable time and resources.

The Accounts Receivable module supplies distributors with a comprehensive tool designed to effectively manage this critical asset. Users are provided tremendous flexibility while maintaining accurate balance and audit control.

Cash Receipts allows for fast, accurate entry. This feature rich module allows entry of on-account cash, earned/unearned discounts, general ledger write-off, charge-back invoices, correction of freight charges, and sales tax information. A deposit slip may be generated upon completion of the cash receipts batch.

The Collections Subsystem permits monitoring and follow-up for overdue invoices. Monitoring activities include review queue, automatic letter and fax generation, and unlimited collection notes.

An on-line, interactive process displays credit exceptions and related messages from sales personnel to credit managers. Numerous on-line inquiries and follow-up mechanisms support the credit manager's timely resolution of exception conditions. Messages from credit managers are then communicated to sales personnel for on-line display.

Key Features:

  • Customer search by:
    - Customer name
    - Invoice number
    - Order number
    - Purchase Order number
    - Waybill number
  • Cash Receipts Entry immediately updates credit available in Sales Order Entry
  • Batch Cash Receipts:
    - Very large customer remittances
    - Bank lockbox data
    - EDI Electronic Funds Transfer
  • Calculates cash discounts due
  • Interactive Credit Manager Interface
  • Manual Invoice Entry
  • Credit Collections Subsystem automatically generates various collection letters and on-line follow-up notifications
  • Pending RGA flag
  • Charge-Back Invoices
  • Customer Statement Generation
  • Service Charges may be generated monthly.
  • Service Charge Invoices can also be generated
  • Stores and maintains credit and collection notes
  • Option to place customer on credit hold if customer has past due invoices outstanding
  • Accounts Receivable Detail and General Ledger totals accumulated by warehouse or company
  • High volume Cash Receipts provides efficient entry of payments from customers with numerous invoices, Funds Transfer/EDI payments
  • Automatically generate credit balance refund checks

Accounts Payable

Take advantage of invoice error detection in advance. Utilization of this feature rich module will alleviate tedious research and help keep administrative costs low.

Accounts Payable provides a wide range of features and options to help accounting personnel achieve and maintain control over accounts payable information and cash disbursement activities. Accounts Payable provides the ability to match open receiver transactions to vendor invoices for verification. The system can generate a vendor debit memo as a result of a discrepancy. Costs can be corrected on the receiver record through Accounts Payable to update product cost. Freight can be estimated or added per invoice to update landed cost.

For invoices without a receiving document (phone bill, electric, etc.) the system will allow for automatic distribution to General Ledger accounts specified by vendor, allowing percentage distribution between accounts or departments. The system also provides for recurring vendor invoices.

In addition, the Accounts Payable module provides a variety of detailed and summarized reports designed to help accounting personnel maximize financial control.

Key Features:

  • Automatic disbursement of payable items based on payment due date and discount date
  • Selective item disbursement (including partial payments) when full automatic processing is not desired
  • Protection against negative disbursements
  • Ability to place an invoice or an entire vendor on hold status
  • Calculation of split terms payment
  • Processing of manually prepared checks and bank transfers
  • Proper accounting treatment of invoice deletions and check reversals
  • Multiple currency types, with corresponding General Ledger Postings in appropriate currency
  • Letter of credit processing
  • Vendor return accrual accounting
  • Drill down display of invoice detail
  • Display disbursement detail
  • Update Sales Commissions for payables invoice corrections for purchase orders linked to sales orders
  • Automatic notification to buyer of cost discrepancies
  • Option to automatically invoice customer for direct ship sales order following processing of vendor direct ship invoice
  • Floor Planned Inventory disbursement processing
  • On-the-Water accounts payable transactions and Inquiries
  • Freight Clearing Process matches freight bills with expected freight to prevent erroneous and duplicate freight payment

General Ledger

Are you in need of branch level auditability? Retain complete control over financial information while equipping users with a flexible structure tailored to your business?

The General Ledger module helps distributors maintain complete control over their financial information. Providing users with an extremely flexible account number structure, the chart of accounts can be tailored to the user's specific organization structure. The General Ledger system provides for company, division, region, location, department, and cost center levels. These levels can be included or omitted to match the organization chart.

The Financial Reports Generator enables users to create financial report formats that are completely independent of the Chart of Accounts structure. Users can create their own customized financial reports for specific needs. Reports can automatically summarize information from lower levels to higher levels of the organization.

Key Features:

  • Maximum organization levels:
    - Companies
    - Divisions
    - Regions
    - Branches
    - Departments
    - Cost Centers
  • Major/Minor/Sub accounts:
    - Up to twelve digits plus two hyphens
  • Drill-down from summary posting to display source transactions:
    - Sales Orders
    - Vendor Invoices
    - Transfers
    - Work Orders
    - Journal Entries
    - All Others
  • Multiple open fiscal months and years
  • Selectively close fiscal month postings by subsidiary module
  • Optional daily postings
  • Automatic intra-company balancing entries
  • Original and revised budgets
  • Manual journal entry procedure
  • Multiple currencies
  • Auto-reverse journal entries
  • Recurring journal entry procedure
  • Automatic allocation between cost centers
  • Automatic journal entries produced by Accounts Payable, Accounts Receivable, Payroll, General Ledger, Fixed Assets, Sales Order Processing, and Inventory Control
  • Financial Report generator permits user to:
    - Assign line description
    - Assign account numbers to a report line
    - Select report columns from numerous alternatives
    - Override default column headings
    - Define column width
    - Define number of decimal places
    - Define positions to round off
  • Multiple Fiscal Period Capability

Inventory Control

Real time inventory that is designed specifically to suit the needs of the distributor. Don't just settle for inventory tracking, but automate to enhance customer service.

Inventory Control has been specifically designed for the needs of distributors and provides each user with the current status of any inventory item in any location.

Stock receipts allow for real time receiving of inventory. In addition, it permits tracking of container cargo for imported goods, entry and ship tracking, product inspection and notes, and rejection claim generation. Stock Receipts discrepancies automatically go into buyer queues for review.

Inventory is allocated automatically to sales orders, transfers, and work orders to maximize customer service.

Price and Cost updates are automated. Groups of products can be defined for efficient price/cost updates at either the product or warehouse-specific level. Vendor price tapes/disks/CDs can be easily transferred to the product file.

Key Features:

  • Access products using part of the product number, description or any other product-related data in any sequence to select a short list
  • Number of decimal places variable in quantity, price and cost
  • Optional automatic allocation of freight and other charges to inventory
  • Rejection claims produce vendor claims direct from Stock Receipts Entry line item
  • Detailed bin location tracking
  • Receiving discrepancy notifies buyer immediately
  • Stock Transfers tracks inventory movement between warehouses
  • Stock Receipts Entry integrated with Accounts Payable
  • Automatic generation of transfer for surplus inventory to warehouse when required
  • Inventory Adjustment Entry maintains separate warranty and damaged quantities per warehouse
  • Bulk Move Entry allows movement of all products stored in a particular bin to another bin in one transaction, such as a pallet of products
  • Vendor Claim system integrated with rejected Stock Receipts, Inventory Adjustment and Credit/Memo/Returned Goods Authorization
  • Cycle Counting Procedure provides full warehouse cycle count procedure to replace the annual physical count procedure, and defines the count frequency by warehouse zone
  • Price and Costs can be updated by list, warehouse, company, vendor tape, disk or CD-ROM
  • Product Master File contains information designed to assist customer service personnel:
    - Substitutes
    - Accessory items
    - Complementary items
    - Additional description
    - Special keywords
    - Alternate part numbers
    - Customer part numbers
  • Serial number control allows for serial number tracking from time of stock receipt to date of customer invoice
  • Material Safety Data Sheets tracking per product
  • Hazardous Material and customer permit information integrated with Sales Order Entry to prevent erroneous selling of restricted products
  • Price Labels, Customer/Product Labels, Case Labels, Pallet Labels, Quantity Product Labels per product
  • Integrate with automatic purchasing

Purchasing

How can you cut costs by keeping inventory levels low and still provide your customers optimal service? Prelude calls it purchasing control.

The Purchasing Control module provides purchasing personnel with the ability to efficiently minimize inventory levels while maximizing customer service. The system uses a variety of factors such as vendor minimum, freight paid level, line buy discount, and promotional pricing to generate optimized recommended purchase orders that balance available discounts against holding costs.

With this module, all appropriate control parameters are calculated automatically. The user can easily override parameters when appropriate. In addition, program-generated parameters are stored separately from user overrides, providing users with the ability to audit purchasing activities.

The system automatically creates recommended purchase orders based on the planned vendor review cycle and the inventory levels of all products. The recommended purchase orders can be revised and converted into live purchase orders.

Purchasing control can be at each warehouse, at a central warehouse with transfers to branch warehouses, central with direct shipments to warehouses, or any combination of these methods.

Four levels of expedite condition reports provide purchasing with multiple opportunities to avoid or minimize stock-outs. Substantial historical information and audits are available to assist purchasing personnel with future decisions.

Key Features:

  • Optional automatic procedure produces recommended purchase orders for acceptance, revision, or rejections by purchasing agent
  • Vendor Request for Quotation Processing
  • Maintains expected, confirmed, and expedited delivery dates on purchase orders
  • Automatically calculates economic order quantity, pre-price increase quantity, purchase discount quantity, order point, line point, review cycle days, next review cycle date and other parameters
  • Identifies products with usage exception patterns so that purchasing control personnel may review and override usage statistics
  • Optionally produces recommended branch transfers
  • Optionally produces recommended work orders
  • Items backordered in sales orders, work orders, and branch transfers are automatically purchased
  • Vendor performance is analyzed. Maintains a promised date to assist in vendor performance measurement
  • System identifies warehouses with surplus inventory so that a transfer may be considered instead of a purchase
  • Purchase orders may be sent to vendors through EDI, fax, email, mail, or verbal communication
  • Purchase Requisition Entry permits personnel to submit requisition requests for buyer approval
  • Vendor Cost/Delivery Comparison Inquiry compare cost and lead time per vendor for commodity products
  • Buyer work queue to provide visibility of all responsible tasks and exception handling
  • Complete log tracking for all activities on purchase orders, branch transfers and work orders
  • Immediate notification of purchasing requirements for direct ships and emergencies
  • Optional Forecasting module to provide state-of-the-art forecasting models within the business system. This is not a 3rd party product. See Forecasting summary for more information

Sales Order Processing

Flexible and efficient best describe Prelude's sales order processing module. Put this tool to work for you.

Sales Order Processing is an incredibly flexible tool for processing customer sales orders. It is designed to provide sales personnel with all of the information they need to answer customer questions, quote prices, and take orders with minimum key strokes.

Next Logical Step design methodology insures that information captured in Sales Order Entry will guide the order through all the necessary steps to satisfy the customer requirement as efficiently and expeditiously as possible.

Product prices and discounts are automatically assigned based on master file defaults and price matrix overrides.

Work Flow Processes:

  • Credit Hold
  • Management Sales Order Hold
  • Electronic Sales Order Review
  • Quote Follow Up
  • Management Quote Hold

Key Features

  • Customer job tracking
  • Entry of new customers and credit application in Sales Order Entry
  • Sales tax compliance database optional (Vertex)
  • Credit card authorization and processing, optional (ProtoBase)
  • Purchase Order Entry within Sales Order Entry
  • Work Order Entry within Sales Order Entry
  • Ship single Sales Order from multiple warehouses
  • Real time inventory availability display
  • Automatic price assignment with override capability
  • Warning if gross profit percent is below predetermined level
  • Sell a product in multiple units of measure
  • Optional Imaging System integration for drawings, pictures, literature, and catalog pages
  • Conversion of prospects to customers within Quote Entry Warning of duplicate credit memo against invoice
  • Quotation tracking:
    - Quick quotation entry
    - Quote inquiries
    - Proposed work order entry
    - Quote follow-up reminder
  • Automatic quote-to-sales-order conversion
  • Freight tracking
  • Kit Processing allows users to assemble components into completed products
  • Automatic quote-to-sales-order conversion

Activity Based Costing (ABC)

Many managers have the difficult task of evaluating the cost of business with individual customers. The use of ABC identifies these high cost customers.

Activity Based Costing, also known as ABC Accounting, provides management with the ability to monitor the profitability of customers, products, product lines, and vendors after considering various non-inventory transaction costs. For example, personnel work hard to satisfy the requirements of a major customer account thinking that the resulting gross profit indicated that the customer is profitable. However, if the customer is placing numerous small orders resulting in frequent deliveries, is slow in playing invoices and is causing the distributor to incur other expenses, the account may not actually be profitable.

Activity Based Costing involves definition of cost drivers that are used to reallocate costs for analysis purposes from overhead to the customer or vendor that was responsible for the costs. Reports and inquiries are provided to permit the vendor to identify customers, products and vendors that are unprofitable after considering all of the costs of doing business.

Key Features:

  • Automatic predefined customer "cost drivers" include:
    - Number of deliveries
    - Number of sale orders
    - Number of sales order lines
  • Warehouse sales
  • Direct sales
  • Special handling sales
    - Average accounts receivable from customer
    - Cost of inventory consigned to or held for customer
    - Administrative expense
    - Sales visits
    - Marketing calls
    - Commission costs
    - Other sales expenses
    - Number of package shipments
    - Cube of product shipped
    - Broken cases ordered
    - Special order merchandise handling cost
    - Storage expense
    - Other warehouse expenses
  • Automatic predefined vendor "cost drivers" include:
    - Number of purchase orders
    - Number of purchase order line items
    - Incomplete stock receipts
    - Damaged/warranty inventory claims
    - Credit memos to customers resulting from vendor warranty issues
    - Debit memos
    - Payables cost corrections

Advanced Forecasting

Activant Prelude’s Advanced Forecasting System can significantly reduce inventory requirements while improving customer service. The Distribution Requirements Planning (DRP) component permits personnel to plan purchases and logistics months in advance. DRP and focused forecasting with exponential smoothing allow distributors to move beyond traditional inventory control to maximize customer service while controlling inventory investment.

Focused forecasting is the most advanced requirements planning method in the industry. An accurate forecast is essential for purchasing, transferring or manufacturing the right product in the right place at the right time. The Prelude Focused Forecasting offers twenty standard formulas which should handle virtually all forecast situations. In addition to the twenty standard formulas, the user can enter additional formulas with various exponential smoothing options. Historical daily usage patterns are analyzed against the formulas to determine which formula would best explain the behavior of the product's random demand. The user can decide whether to accept the system's offer to automatically switch formulas.

DRP (Distribution Requirements Planning) develops a precise plan for how forecast demand will be handled at branches and distribution centers. Perhaps a buyer needs to place a line buy purchase but the current requirements are less than a line buy. With the use of DRP, the buyer can move the planning process forward a day at a time, adding new products and increasing quantities of existing products to achieve an optimized line buy. When the recommended purchase order is offered, it has considered demand at branches, transfers and manufacturing demand for components. DRP has proven more accurate and effective for distributors than earlier methods.

Activant partnered with Jon Schreibfeder of Effective Inventory Management (http://www.effectiveinventory.com/) to develop this advanced module.   We continue to work with Jon and our customers to enhance this module.

Contact Relationship Management

For years, Activant has been helping distributors manage customer points-of-contact by improving the way orders come in and goods and services go out. However, Activant Prelude System is much more than an efficient way of managing distribution. Our I-CRM capabilities help you manage customer relationships across your entire enterprise.

Any time you contact a customer- by phone, fax, email, even face-to-face, the information is merged with the Activant Prelude System for instant recall at any time. Histories on every customer can be accessed by any member of your team, instantly identifying who the contact is, what branch they work for, what lines they buy, what orders are open, even topics of recent conversation. The net result is a more personal service experience that's impossible for your competition to recreate - and a strong reason for customers to remain loyal to you.

The key to customer retention is one-to-one, personalized service.

The I-CRM Suite consists of five modules:

  • Marketing Enables monitoring and scheduling of calls at the individual contact level.
  • Contact Management Permits contacts to be tracked at the individual contact level so that customer service will know who they are talking to, and all open sales orders, quotations, and conversations / issues the contact has with the company.
  • VIA Sales Force Automation Depending on the region within which outside sales personnel operate, sales personnel with laptops and PDA's will be fully automated through on-line wireless access.
  • Activant Prelude System Business Intelligence data warehousing / On-line Analytical Processing (OLAP) This solution has a contact level tracking option so that the distributor can track changing purchasing patterns at the contact / product level to see market share loss not detectable with traditional customer level sales analysis tracking.
  • Activity Based Costing Evaluates customer profitability.

Document Management and Imaging

Activant Prelude’s document management offering virtually eliminates the costs of your current paper-based system while providing you the tools to gain immediate access to critical business documents.  Document management is designed to allow customers to reduce the amount of paper they must store while increasing customer service and general business management efficiency.  By using the power of electronic storage and relating information in the system, you can easily store things like customer signatures with receipts and invoices and present customer billing statements that incorporate this information while delivering the statements themselves electronically.  You can realize a quick and substantial return on investment by eliminating stamps, envelopes and storage space and by eliminating the hours you spend daily researching old invoices or stuffing envelops in your month end billing cycle.

  • Automate data entry, batch scanning / indexing, network and web access and unlimited digital document storage.
  • Capture customer signatures online and attach to receipts and invoices.
  • Tile multiple invoices together to support your statement processing.
  • View past transactions online to eliminate multi-part documents and storage costs.
  • Use laser printing to take advantage of single copy standard paper and fax or electronically deliver information to customers.

e-Commerce

Enable your business to compete in today's e-Commerce driven society with a product that supplies the customer and the distributor with real-time information.

Business-to-Business e-Commerce enabled web sites probably constitute the most important trend in distribution today. Through the e-Commerce system, customers can enter their purchase orders, access quotations and sales orders, and display shipment status information. Customers may purchase from the distributor's system any time, day or night.

E-commerce provides real-time availability and pricing information. Batch processing and duplication of files and logic, often present in competing systems, is not needed because all information comes directly from the Activant Prelude System, processing the same business logic against the same files used by your personnel for transaction processing and inquiry. Implementation of e-commerce can provide round the clock operation so that your customers can access information at their convenience.

Key Features:

  • Ability to search using multiple words from product description and other keyword fields, parameter-driven.
  • Search by accessing product types from a list and drilling down to product lines.
  • Order from a user-maintained list of favorites or distributor-maintained lists of clearance items, sale items, and specials
  • Order through Quick Order Entry using either the distributor's product number, the manufacturer's product number, or the customer's product number
  • Order by copying part or all of an existing open order or an order in order history
  • Order from the Order Pad, where the customer can use filters to select a list of products from sales history and purchase one or more of the products
  • Order by accepting an open quotation, whether the quotation originally was requested over the Internet, or by telephone, or another source
  • All ordering methods add line items to the shopping cart, and therefore can be used in any combination
  • Request a quotation. Display open quotations and accept a quotation, adding one or more products from the quotation to the shopping cart
  • Inquire into open invoices, including the account balance and an aging
  • Inquire regarding the status of open orders, and if a delivery is in progress through UPS or Federal Express, access the package information and link directly into the carrier web site to see status information and even the name and signature of the person that took delivery
  • Check out- purchase the contents of the shopping cart; charge on account or by credit card
  • Expired user timeout handling
  • Change password feature allows the Web User to change his or her password
  • Numerous distribution company policy options
  • User-defined buttons
  • Full Netscape Navigator support in addition to Windows Explorer
  • Sales Force Automation capabilities
  • Ability for Web User to select his or her order acknowledgement option (mail, email, fax) subject to distributor company policy
  • Default to selling package quantity, recognizing also the minimum sale quantity
  • Shows customer product number on each line item following product description

Electronic Data Interchange (EDI)

Do your trading partners require EDI? If so, take advantage of Prelude's strategy in combining your communication and complete transaction implementation needs.

The EDI module provides the wholesale distributor with an efficient method of transmitting and receiving documents via a value added network. These transactions can be among the distributor, vendors, and customers. This capability provides improved service for all participants, which is becoming increasingly important in today's business environment.

Key Features:

  • FTP or email documents
  • ANSI X12 standards or ASCII flat files
  • Scheduling capabilities
  • One step processing
  • Error checking
  • Powerful, flexible, simple mapping tools
  • Ability to quickly map & provide reporting for virtually any EDI transaction
  • Simple document re-transmission
  • Historical document tracking
  • Daily audit log
  • Integrated transactions include:
    -Vendor purchase orders
    -Vendor P/O acknowledgment
    -Vendor invoice/purchase order reconciliation
    -Customer Purchase Orders
    -Customer P/O acknowledgment
    -Customer planning schedules
    -Customer request for quotes
    -Customer response to quotes
    -Customer invoice
    -Product activity
    -Advance shipping notice
    -Price catalogs
    -Electronic funds transfer

Fixed Assets Tracking

This module's ease of use provides the user with effective tracking of the value of assets through various depreciation options.

Fixed Assets enables users to effectively manage and control assets. Unlimited depreciation schedule may be maintained for an asset, allowing for book, state tax, federal tax, alternate minimum tax basis, etc. The system provides users with the ability to calculate standard depreciation methods manually or automatically. Future depreciation methods can be incorporated with minimal effort using table and formula-driven parameters.

Key Features:

  • All standard depreciation methods including straight line, double declining balance, sum-of-the-years' digits, units of usage, and accelerated cost recovery system
  • All depreciation calculations are formula and table driven to provide flexibility for future depreciation methods
  • Maintains unlimited book and tax depreciation schedules separately
  • Provides calculation reports for user preview prior to file update
  • Provides optional ability to update equipment maintenance and service records to assist in profitability analysis and maintenance schedules
  • Ability to enter depreciation manually or to calculate automatically

Human Resources

Cohesiveness best describes this system with its all-inclusive human resource and benefit administration functions.

The HR+ Human Resources system from Davison is fully integrated with the Davison Payroll+ module and the Activant Prelude System. HR/Open integrates the various human resource and benefit administration functions into a cohesive, smoothly operating system. It provides a firm handle on all of the information needed to process applicants, compensate employees fairly, monitor development, administer benefits, comply with government regulations, and produce useful management reports.

Key Features:

  • Provides instant access to up-to-date employee, job, pay, education, skills, health, emergency and personal contact information
  • Simplifies benefit administration, providing automatic calculations and updates
  • Tracks the status of any applicant or job requisition
  • Simplifies government reporting with fast, easy EEO, Immigration, Vets-100 and OSHA reports
  • Provides mandated COBRA benefit notifications and reports
  • Tracks workers' compensation claims

Importing

As part of the inventory module, we offer a comprehensive solution to distributors that import product from overseas.

Activant Prelude handles such variables as currency exchange rates, brokerage fees, duty calculations, ocean and inland freight costs, on-the-water tracking, insurance and other details associated with international commerce.   It uses sophisticated distribution requirements planning methods to project replenishment scenarios months in advance.

“By knowing where the shipments are, we can more accurately project ETAs for our customers, greatly enhancing our service ratings and improving our planning process.”

Job (Project) Accounting

Would you like the capability of billing a contract independent of the product's shipment? What about progress billing.or multiple sales order job roll-up?

Job Accounting provides the ability to bill a contract as the job progresses. Progress billing and invoicing can be utilized. These functions are independent of the product being shipped to the customer.

Key Features:

  • Billing is independent of shipping the product. This allows you to bill the customer for product that might have been stored
  • Lines can be partially billed. If a product or service is 50% complete the module allows for billing for that portion and then allows for billing of the remainder upon completion
  • Accounts Receivable records will be generated if a retainage percentage is required
  • Change Order Control
  • The job can be setup as an AIA job for use in reporting
  • Separate General Ledger accounts can be setup in order to keep job sales separate from distribution sales
  • The entire job or individual line items can be flagged as "charge use tax" instead of sales tax

Marketing

Maximize your sales and increase customer satisfaction as this module will allow you to enhance customer relations.

Marketing provides a contact management system for current and prospective customers. Through frequent contacts on a scheduled basis, customer relationships are enhanced, and customer satisfaction and sales will be maximized. Sales personnel efficiency can be monitored. Taking care of and knowing a customer is vital to the success of any business.

Integrated telemarketing provides advantages over competing PC-based telemarketing systems. If the telemarketing contact is successful, the marketer can quote product prices and availability, convert the prospect to a customer on-line, and even enter the sales order, subject to credit approval or charge card validation.

Key Features:

  • Campaigns can be planned, budgeted, conducted and monitored for results
  • Salesman Performance Reports for management
  • Automatic label creation for literature requests
  • Enter marketing contacts and schedule follow-up
  • Look up prospects by:
    - Name/address/zip/telephone
    - Scheduled Activity
    - Contact Diary
  • Multiple contacts per office
    Company notes
    Contact personal notes
    Objectives defined per contact
    Campaign management: - Schedule campaigns
    - Plan activities per campaign
    - Multiple steps planned for campaign letters, advertising and telephone follow-up
    - Cost per campaign step
    - Projected versus actual response rate analysis
    - Catalog page analysis data capture
    - Promotional pricing for campaign
    - Track sales and gross profit for campaign
    Build campaign lists by:
    - SIC Code
    -City/State/Zip
    - Address Source
    - List Name
    - YTD Sales
    - Lifetime sales
    - Date of last sale
    - Sales Representative
    - Any other data desired
  • Marketing queue for follow-up activity with recurring follow-up maintenance

Payroll

This attractive HR feature furnishes complete payroll functionality while fully integrating with the Activant Prelude System system by automatically updating general ledger.

The Payroll system from Davison is fully integrated with the DavisonHR Human Resources module and the Ion System. Employee personnel records include name, social security number, hire date, position, location, deduction codes and other related information. The human resources module of the Activant Prelude System is linked to the payroll system; therefore, payroll can be completed with a few easy steps. Deductions are automatically calculated. Weekly, biweekly, semimonthly, or monthly pay periods may be used.

The system simplifies filing reports and forms with the federal and state government by providing detailed records specifically for completing returns. Because the payroll module is fully integrated with the Activant Prelude System, the General Ledger can be automatically updated by payroll processing. A labor distribution register accumulates hours worked and amounts earned for specific deduction codes and project numbers.

Key Features:

  • Multiple checking accounts allowed
  • Various deduction methods
  • Multiple earning categories
  • Attendance Tracking System
  • Direct Deposit
  • Unlimited number of pay groups
  • Weekly, biweekly, semimonthly and monthly pay periods
  • Multiple tax collection methods
  • Liability Processing
  • Temporary tax and deduction overrides
  • Registers:
    - Employee Payroll
    - Employee Detail Earnings
    - Employee Detail Deductions
    - Employee Detail Tax
    - Earned Income Credit
    - Employer Payroll Tax
    - Payroll Check Register
    - Federal 941 - Federal 940
    - Labor Distribution
    - Payroll Journal
    - Payroll Liability
    - Employer Quarterly Register

Performance Driver Suite for Prelude

Executives and managers are faced with daily pressures to make strategic business decisions.  Information is plentiful but difficult to access and interpret.  As companies strive to improve their businesses, they realize the need for reliable business tools to help them make the right decisions at the right time.  The Performance Driver Suite provides a graphical presentation layer for our suite of business analytics.  The product lets you proactively monitor your business as well as execute actions to realize continuous business improvement.  It ties multiple systems and datasets together and updates information as often as you want.  You can drill down on information to analyze root cause and immediately execute corrective actions.

Make pro-active decisions, understand your business performance, and maintain control of all your business operations.

Continuously improve your business by monitoring your strategic business objectives against actual results and industry standards.

Provide the right information to the right people in an intuitive format.

Let the system work for you with proactive notifications on potential issues based on the criteria you specify.


Rental

Combine your needs for an excellent distribution software solution with an outstanding rental solution.

Rental is a very profitable area in many distribution companies, but it presents unique challenges. Until now, distributors could find a good distribution software solution or a good rental solution, but not an excellent distribution package that is also an excellent rental solution.

Now the best distribution software, The Activant Prelude System, offers the distributor two rental solutions. The Rental System meets the requirements of distributors that rent tools and other lightweight equipment. In addition, the Equipment Control System provides many additional capabilities appropriate for distributors that rent construction and other heavy equipment.

Key Features:

  • Rental product definition
  • Rental Equipment Maintenance
  • Rental transactions and sales orders combined or on separate agreements
  • Print Rental Documents:
    -Rental Agreement
    -Picking Document (Optional)
    -Delivery Document (Optional)
    -Counter Invoice for initial charges and final charges Rental
    -Rental Pickup Document (Optional)
    -Rental Return Document
    -Rental Exchange Document
  • Invoice at hourly/daily/weekly/monthly/other periodic rates
  • Generate automatic periodic invoicing
  • Prebill or post bill the invoice
  • Serial and/or non serial items
  • Equipment Control:
    -Acquisitions
    -Disposals
    -Trade-in Information
    -Depreciation
    -Investment Information
    -Profit and Loss Analysis
    -Configuration: Attachments, Accessories
  • Exchange Processing
  • Meter/Odometer Tracking
  • Automatic overtime billing
  • Automatic fuel charge billing
  • Damage waiver billing
  • Environmental charge billing
  • Liability insurance charge billing
  • Utilization reporting
  • ROI reporting
  • Automatic Work Order generation for scheduled maintenance
  • Automatic transfer of equipment when it is rented from one location and returned to another location
  • Method of transferring "New" inventory into the rental flee
  • Roll up billing

Sales Analysis

Every day, managers make crucial business decisions based on sales. Instantaneous and exact sales analysis serves as invaluable assistance.

Sales Analysis provides management with instant access to current sales trend analysis information, eliminating hours of tedious research and calculations.

Utilizing information obtained from the Sales Order Processing module, the system enables users to generate a variety of detailed and summarized inquiries and reports. Monthly, current-year, and previous-year histories are available, along with percentage variances for units, sales dollars, and gross profit dollars.

The Sales Analysis module provides management with quick and accurate information for making sound business decisions.

Key Features:

  • Print reports with on-line display option
  • Integrated with Sales Order Processing
  • Formats:
    - Monthly Sales vs. Previous Year
    - Monthly Sales and Gross Margin vs. Previous Year
    - Twelve Month Sales/Units/Gross Profit Analysis vs. Previous Year
  • Each Format Available by:
    - Customer
    - Customer/Product Line
    - Customer/Product Line/Product
    - Salesperson
    - Salesperson/Product Line
    - Salesperson/Customer
    - Salesperson/Customer/Product Line
    - Salesperson/Customer/Product
    - Product Line
    - Product Line/Customer
    - Product Line/Product
    - Vendor
    - Vendor/Product
    - Major Line
    - Major Line/Customer
    - Major Line/Product Line
  • Ability to print Gross Profit Reports based on accounting cost or commission cost
  • Yearly Sales Variance Reports may be selected by Major Group/Product Line/ Product Number
  • Sales Forecast
  • Reports may be selected for warehouse, direct, indirect, manufacturers representative, rental or all sales

Service

If you have technicians with service trucks in the field - check this out!

The Service Module provides the ability to set up service agreements on customer owned machines as well as providing on-site service utilizing field technicians and service trucks. Service repairs, including all labor and parts can be tracked within Service Order Entry. Special purchase orders can also be initialized for non-stock or out of stock products.

In addition, Service Agreements can be established for multiple machines at multiple customer sites. In using system generated machine Id's, equipment can be defined, contract beginning and ending dates established, as well as listing standard repair components. Once a service order is opened, a technician is then assigned and an automatic page is sent.

Key Features:

  • System Id Captures
    - Description of Equipment
    - Customers and Ship-to Location
    - Equipment Manufacturer
    - Service Contract
    - Primary and Secondary Service Technicians
    - Options also exist at Customer and Customer Ship-to
    - Standard Repair Components Inquiry
  • Service Agreement Captures:,
    - Agreement Number
    - Agreement Type includes: Contract, Flat Rate, Included in Sales, Installation, Sales Support Time and Material, Warranty
  • Start Date
  • Contract length with expiration Date
  • Automatic Generation & Billing of Preventive Maintenance Contracts
    - Service Order Entry prompts for system ID and automatically brings in all the default information from the Service Agreement
    - Technicians automatically paged
    - Historical Tracking of all Service Orders Reports
    - Escalation Report
    - Service Order Summary Report
    - Daily Service Invoice Register
    - Monthly Service Invoice Register
    - Preventative Maintenance Due

Shop Repair

The shop repair module enables your company to manage service and repair operations professionally and efficiently.  Products originally sold through the regular Sales Order Entry process can be linked to a shop repair order for setup and repairs.  A single order can automatically maintain multiple repair or setup jobs while keeping track of additional part requisitions, technician repair time, extra repair costs and service requirements.  When entering an order, you have access to warranty information, repair cost / time estimates, and repair history on specific model and serial numbers.  The status of a job and the productivity of the technicians can be viewed at any time.  Once a repair job is complete, the order can be invoiced immediately, expediting the billing and cash flow for your company.

Warehousing

How costly are your distribution problems? Inventory accuracy with RF can eliminate unnecessary mistakes and increase productivity.

Warehouse Management is a collection of software / personnel processes that may be accomplished by radio frequency device and / or printed document, depending on the size of the facility, stage of implementation, and priorities of the distributor. Perhaps most important is that the location of every product within every warehouse can be known precisely on a real-time basis in a fully implemented RF warehousing installation. Receiving may be by radio frequency, from the vendor packing list. Put-away may be by RF or printed document. Replenishment of pick locations can be automated so pickers never waste time looking for product in locations that have been exhausted or contain product allocated to other orders. Picking can be by order, zone, or wave. Pickers are never directed to bins where the appropriate quantity of product allocated to the specific sales order is not available. Packing confirmation is an optional, separate step, depending on the appropriate workflow. Ship confirmation can be a separate step that eliminates the need for pick or pack confirmation, if appropriate. An integrated shipping manifest system is available. Wave picking to stage for truck routes is an option. Integration with dynamic truck routing packages are available to optimize delivery routes, generate stop numbers, and generate picking / staging transactions where the last product on the truck will be for the first stop, etc.

Key Features:

  • Pick tickets can be eliminated altogether with paperless order picking
  • A Put-away Entry (Radio Frequency) directs put-away and records the resulting movement immediately
  • Cycle Counting can eliminate the annual physical and other periodic physicals
  • Bin Replenishments identifies products to be moved from bulk to pick bins
  • Emergency Replenishment, activated by pick ticket printing, identifies products that need to be moved to a pick bin for a pending sales order Emergency Cycle Counts are generated whenever potential errors are encountered
  • Audit trails record every movement of inventory, including operator code, date, and time
  • Productivity statistics captured per operator
  • Real time Radio Frequency (RF) updates allow cycle counting to be performed at any time
  • Sales order picking for truck routes
  • Basic Bar One integration for flexibility in custom label printing
  • Interfaced with several types of third party dynamic truck routing software packages
  • Serial Container Tracking Entry can be used for EDI ASN's or internal box contents tracking
  • RF Stock Receipts allows several operators to check-in the same purchase order at one time

Work Order System

Couple the indispensability of monitoring the work order process with the ingenuity of a module that permits users to maintain it throughout, and tracking is at the touch of a keystroke.

Work Order Processing has been designed to assist management and operating personnel with the tasks of tracking raw material usage, monitoring inventory, controlling work orders, and monitoring cost variances for light manufacturing activities.

The Work Order Processing module enables users to maintain up-to-date bills of material, enter and maintain production work orders, and extract a current, accurate cost of produced products. Detailed tracking of labor, overhead, and payables provides for accurate costing.

For manufactured stock products the system will automatically create work orders. These are reviewed by the authorized personnel and then converted into live Purchase Orders.

Word Order Quotations can be created and linked to a quote to assist with quote generation. If the quote is converted into a sales order, the work order quote is converted into a work order.

Key Features:

  • Link sales orders to work orders
  • Link work order components to purchase orders or transfers-in
  • Work-in-process accounting
  • Repair order processing
  • Multiple level bill of materials
  • Inventory is committed and shortages may be displayed or printed when the work order is entered
  • Determine whether a work order can be completed from existing stock, taking into account existing sales order and work order commitments for the components
  • Serial number creation and tracking
  • Integrated with Sales Order Processing, Inventory Control, and Purchase Order Processing modules
  • Calculates lead time based on the longest lead time component plus production days
  • Option to capture date/time/user for work order production stages
  • Work Order Time Sheet Entry allows the posting of hours to a work order based on a worker's time card

 

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