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Virtual Office | Accounting | Purchasing | Sales | Inventory | Employee Time

Setup Features

View in-depth features

File Maintenance:

Parent Company Settings:
CheckmarkCustomize colors, upload parent company logo as well as individual logos for each division
CheckmarkSetup restricted access to application by IP address
CheckmarkSet your own terminology for each individual module or screen
CheckmarkSet alias for project terminology: jobs, activity, assignment, area, event, job site, location just to name a few


User levels:
CheckmarkAdd as many user levels as needed. Unlimited number of settings allowing admin to define very precise levels of security
CheckmarkAdmin can grant or deny access to each individual module or module group
CheckmarkSet defaults for more accurate and speedy user level setup


Employees:
CheckmarkImport employees from spreadsheets
CheckmarkSet multiple user levels and multiple divisions allowing employee to toggle between user levels and divisions
CheckmarkEach employee can customize their own profile (dashboard, program or screen titles, performance indicators, graphs, Top 5)


Administer Sales Rep Network:
CheckmarkCustomize your rep network. Setup rep hierarchy
CheckmarkMultiple levels supported


Product and Expense Report Categories:
CheckmarkSetup category hierarchy
CheckmarkAssign default ledger accounts
CheckmarkSet spending rules on expense report categories


Divisions:
CheckmarkManage multiple companies by setting up additional divisions or sub divisions
CheckmarkStructure your data like your corporation having a parent company with sub or remote locations
CheckmarkEach division is completely customizable by uploading different company logo, setting unique document templates, linking unique gl accounts to products and services for different divisions
CheckmarkGrant or deny employees access to sub divisions allowing complete data security and isolation
CheckmarkHave different accounting methods for different divisions


Warehouse Locations:
CheckmarkSetup warehouse locations with sub locations
CheckmarkCreate your virtual warehouse from the physical building down to the isle, box or pallet
CheckmarkSet zero cost locations for extreme flexibility
CheckmarkGrant or deny access to locations and sub locations


Customers:
CheckmarkImport your customers from excel spreadsheets
CheckmarkCustomers can have sub customers
CheckmarkSet custom document templates for invoices, quotes or sales orders
CheckmarkInclude mini statement on invoices
CheckmarkSet pay options, credit limits and payment plans
CheckmarkLoad multiple ship locations and multiple contact types
CheckmarkSetup and add customers to sales rep, customer service and shipper groups. This allows customer orders to be automatically linked when they are entered into the system
CheckmarkGrant your customers web access by initializing and sending them a portal link where they can view their invoices and make payments
CheckmarkAdd default adjustments such as discounts that automatically get added to sales orders or invoices once entered
CheckmarkUpload supporting documents such as signed contracts
CheckmarkA history tab with sub tabs that allow quick access to customers':
  • Tasks
  • Projects
  • Invoices
  • Quotes
  • Cash Receipts
  • Purchase Orders
  • PO Receipts
  • Sales Orders
  • Contracts
  • CheckmarkFrom here; duplicate, re-order, edit, create new or view and print invoices, sales orders, purchase orders, quotes, etc.
    CheckmarkSetup customer and / or division specific default document comments using wysiwyg editor


    Notifications:
    CheckmarkThere is a notification for just about every transaction that can happen within the system
    CheckmarkThis allows for users to not have to constantly login to check what needs attention
    CheckmarkIf there is activity that needs your attention you will receive a notification and/or text message along with any details and supporting documents
    CheckmarkCustomize notifications by merging data fields into the subject and body of the message allowing for more personalized notifications
    CheckmarkAdd additional recipients to notices
    CheckmarkSetup read confirmation to be notified when the receiver of the email reads the message
    CheckmarkThe sender receives a response with: date time read, IP address, location, city and region that the email was read
    CheckmarkSystem notifications include:

    Employee Time:
  • Employee Clocks In
  • Employee Clocks Out
  • Time Off Request Awaiting to be Approved
  • Time Off Request Submitted
  • Time Off Request has been Approved
  • Time Off Request has been Declined


  • Quotes:
  • New Quote is Created (To Customer)
  • Quote is Edited (To Customer)
  • New Quote is Created (Internal)
  • Quote is Edited (Internal)
  • Quote is About To Expire
  • Quote Has Expired


  • Sales Orders:
  • New Sales Order is Created (Internal)
  • Sales Order is Edited (Internal)
  • New Sales Order is Created (To Customer)
  • Sales Order is Edited (To Customer)
  • Sales Order is Coming Due
  • Sales Order is Past Due
  • Sales Order is Created and Ready For Proces...


  • Purchase Orders:
  • New Purchase Order is Created
  • Purchase Order Has Exceeded High Limit
  • Purchase Order Has Broken Purchasing Rule
  • Purchase Orders Awaiting to be Approved
  • Purchase Order Has Been Approved
  • Purchase Order Has Been Declined
  • Purchase Order Back Orders Awaiting to be A...
  • Purchase Order Has Been Received
  • Product / Service Price Change
  • Direct Ship Purchase Order Awaiting to be C...


  • Shipping Tickets:
  • New Shipping Ticket Has Been Created (Inter...
  • New Shipping Ticket Has Been Created (To Sh...
  • Customer Order Ships Complete (To Customer)
  • Customer Order Ships Partial (To Customer)
  • Customer Order is Out For Delivery
  • Customer Order has Been Delivered


  • Invoices:
  • New Invoice is Created (To Customer)
  • New Invoice is Created (Internal)
  • Invoice has been edited (To Customer)
  • Invoice has beed edited (Internal)
  • Draft Invoice Awaiting Approval
  • Invoice Awaiting to be Factored
  • Invoice is Coming Due (To Customer)
  • Invoice is Coming Due (Internal)
  • Invoice is Past Due (To Customer)
  • Invoice is Past Due (Internal)
  • Target Has Been Met


  • Cash Receipts / CC-ACH Reminder:
  • Customer Credit Card or ACH Payment is abou...
  • Payment Has Been Received From Customer (To...
  • Payment Has Been Received From Customer (In...
  • Credit Card Has Declined


  • Customer Credits:
  • Customer Credit Account Has Changed (To Cus...
  • Customer Credit Account Has Changed (Intern...


  • Statements:
  • New Statement is Created (To Customer)
  • New Statement is Created (Internal)


  • Tasks:
  • New Task is Created
  • Task is Assigned to Employee
  • Task is Coming Due
  • Task is Past Due
  • Task Has Been Updated With Followup Informa...
  • Task is Completed by Employee


  • Expense Reports:
  • New Expense Report is Created
  • Expense Report Has Broken Rule
  • Expense Report Awaiting to be Approved
  • Expense Report Has Been Processed


  • Call Reports:
  • New Call Report is Created
  • Call Report Action Item is Assigned to Empl...
  • Call Report Action Item Due Within 24 hours
  • Call Report Action Item is Completed by Emp...
  • Call Report Has Been Completed


  • Sample Requests:
  • New Sample Request is Created
  • Sample Request Awaiting to be Approved
  • Sample Request Has Been Approved
  • Sample Request Has Been Declined
  • Sample Request Has Been Completed


  • Project Requests:
  • New Project Request is Created
  • Project Request Awaiting to be Approved
  • Project Request Has Been Approved
  • Project Request Has Been Declined
  • Project Request Has Been Completed


  • Inventory Transfers:
  • New Transfer Has Been Created
  • New Transfer In Route (To Receiver)
  • Transfer Awaiting to be Approved
  • Transfer Has Been Processed (Approved or De...
  • Transfer Has Been Received (To Sender)
  • Transfer Receipt Is Awaiting Confirmation


  • Vendor Contracts:
  • New Vendor Contract is Setup
  • Vendor Contract is About to Expire
  • Vendor Contract has Expired


  • Customer Contracts:
  • New Customer Contract is Setup
  • Customer Contract is About to Expire
  • Customer Contract has Expired


  • Vendor Credits:
  • Vendor Credit Account Has Changed (Internal...


  • Payables:
  • New Payable Has Been Entered
  • Payable is Coming Due
  • Payable is Past Due
  • Payable Has Been Paid
  • Budget Has Been Exceeded


  • Projects:
  • New Project is Created
  • Project Has Been Edited
  • Project is Coming Due
  • Project is Past Due
  • Project Has Been Completed
  • New Milestone is Created
  • Milestone is Coming Due
  • Milestone is Past Due
  • Milestone Has Been Completed On Time


  • Email Campaigns:
  • Email campaign has been entered


  • Email Ads:
  • Email Ad has been entered
  • Email Ad has been sent out



  • Form Customization:
    CheckmarkCustomize 25+ forms
    CheckmarkCreate multiple custom templates for each form allowing customers to have unique invoice formats or setup multiple purchase order formats for different vendors
    CheckmarkCustomize appearance and colors of each form
    CheckmarkSelect header, data and footer items to show. Duplicate template settings to all other forms


    Vendors:
    CheckmarkImport your vendors from excel spreadsheets
    CheckmarkSetup multiple remit to addresses for each vendor
    CheckmarkSet and enforce minimum bill amounts and full freight allowances on purchase orders
    CheckmarkHave unique purchase order and PO receipt form templates
    CheckmarkEnable online bill pay and pay vendors via ofx in which your bank sends a check to the payee
    CheckmarkA history tab with sub tabs that allow quick access to vendors':
  • Payables
  • Cash Disbursments
  • Purchase Orders
  • PO Receipts
  • Contracts


  • Chart of Accounts:
    CheckmarkSetup gl accounts and sub accounts with beginning balances
    CheckmarkLink your PayPal, Authorize.Net or WorldPay merchant account
    CheckmarkEnable automated bank imports and connect to over 250 financial institutions including credit card companies
    CheckmarkImport deposits and / or withdrawals and debits
    CheckmarkSpecify exact time to connect and download transactions
    CheckmarkWhen transactions are downloaded admin receives a status email with how many transactions were downloaded separated by deposits, withdrawals and checks
    CheckmarkOptional account register attachment allows for viewing of downloaded transaction details and complete register information
    CheckmarkSetup keyword mappings to ensure downloaded transactions are assigned to the appropriate ledger account
    CheckmarkSummary also shows current system balance and available bank balance
    CheckmarkGrant or deny employee access to GL accounts which keep data entry errors to a minimum
    CheckmarkSetup threshold alerts (at any frequency) to monitor gl account activity
    CheckmarkAdd as many threshold alerts as needed
    CheckmarkChoose alert method (cash, accrual) to target a specific point in the transaction life cycle. Ex: choose accrual to key off of invoices created and choose cash to key off of payments received
    CheckmarkA couple of examples for implementing threshold alerts would be:
  • You want to monitor your net income on a weekly or monthly basis If it drops below $5,000. Create a threshold alert on net income account and set option to only send alert when net income drops below $5,000
  • You want to be notified if your open payables at any point exceeds $10,000. Set up a weekly alert on the accounts payable account and set option to only send alert when payables due exceeds $10,000. The system will check on a weekly basis payables due and if exceeded threshold the alert will be sent

  • As you can see in the above examples, threshold alerts are very useful when it comes to monitoring overall accounting activity
    CheckmarkSet alerts to only send when a specific threshold is met or send unconditionally. Attach PDF, excel or word details as well
    CheckmarkSpecify alerts to run at any time of the day. Alerts can also be sent as text messages


    Shippers:
    CheckmarkSetup your own custom shipping methods or use real-time rates
    CheckmarkThird party billing support
    CheckmarkRate options include: free, flat rate, percentage or order total, by weight or link to real time shipping rates with FedEx web services
    CheckmarkDownload shipping labels with multi package shipping support
    CheckmarkAdd additional surcharges and markup factors


    Services:
    CheckmarkSetup your services to be imported directly into invoices
    CheckmarkAdd sub services
    CheckmarkLoad customer specific services which would only show for that customer


    Folder Administration:
    CheckmarkAdminister folder security
    CheckmarkWindows look and feel for easy familiar navigation
    CheckmarkUpload and store your documents and files
    CheckmarkCreate new folders, cut copy and move files from one folder to another, pack and send files to other users


    Customer Service, Sales Rep and Shipper Groups:
    CheckmarkLink customers to internal employees via groups
    CheckmarkOnce linked as orders come in they get automatically assigned to linked employees queue


    Email send Log:
    CheckmarkAll notifications sent out are logged into a database
    CheckmarkAlways be able to go back to an email that was sent to a customer, vendor or employee
    CheckmarkSearch email send log


    Products:
    CheckmarkAdd one or import thousands of products at once
    CheckmarkVery detailed, in-depth product entry form
    CheckmarkEnter HTML rich descriptions
    CheckmarkSetup items to auto create POs when orders come in if no inventory is available
    CheckmarkDuplicate product details for faster data entry
    CheckmarkMultiple price columns
    CheckmarkLink items to multiple categories and initialize to multiple warehouse locations
    CheckmarkSet gl account defaults for income, expense, cogs and inventory
    CheckmarkUpload supporting data sheets such as msds or product images or enter URL location to images for remote referencing
    CheckmarkLink items to other items by cross referencing
    CheckmarkThis allows you to have a similar products list when selling on your e-commerce site
    CheckmarkA huge time saving feature is the bulk update products module
    CheckmarkSelect 5 or 1000 items to update at once
    CheckmarkNot only can you update but run string functions as well such as search and replace, append to the beginning and append to end
    CheckmarkBulk update product pricing by mark up or mark down multiplier, add to or subtract values
    CheckmarkComplete auditing of any changes or bulk updates as well as prices changes that are logged and reported on
    CheckmarkCreate default packaging groups (for shipping product) that automatically get added as orders get created saving time on data entry


    Data Linking:
    CheckmarkProducts and Vendors:
  • Link products to secondary vendors
  • Set cost multiplier and secondary vendors catalog number if unique

  • CheckmarkProducts and Categories:
  • Use this screen to bulk assign products to multiple categories

  • CheckmarkProducts and Customers:
  • There are multiple ways to create special pricing agreements
  • For simple pricing structure use this screen and enter a multiplier for each item targeting a specific price column to mark up or mark down the product
  • If customer request use of their internal part numbers you can enter those as you create custom pricing

  • CheckmarkCustomers and Sales Reps:
  • There are multiple ways to create special pricing agreements
  • For simple pricing structure use this screen and enter a multiplier for each item targeting a specific price column to mark up or mark down the product
  • If customer request use of their internal part numbers you can enter those as you create custom pricing
  • Setup complex or simple commission structure
  • Set commissions based on sales ranges with validity dates
  • Target gross or net sales
  • Set commissions multipliers for reps up line as well
  • View and filter current customer and rep links

  • CheckmarkChoose multiple ways to link your sales reps to customers:
  • Link rep direct to the customers or multiple customers
  • Link rep to division or multiple divisions
  • Link rep to customer via sales rep group (when you add new customers you can simply select that reps group on groups tab and the customer is now linked)
  • Link based on zip code range

  • CheckmarkCustomers and Customer Service Reps:
  • Linking reps to customers allows for sales orders to automatically get assigned to their proper csr when created
  • Choose multiple ways to link your csr to customers: link rep direct to the customers or multiple customers, link rep to division or multiple divisions, link rep to customer via csr group (when you add new customers you can simply select that reps group on groups tab and the customer is now linked) or link based on zip code range
  • View and filter current customer and rep links

  • CheckmarkCustomers and Shippers:
  • Linking reps to customers allows for shipping tickets to automatically get assigned to their proper shipper when created
  • Choose multiple ways to link your shipper to customers: link shipper direct to the customers or multiple customers, link shipper to division or multiple divisions, link shipper to customer via shipper group (when you add new customers you can simply select that shipper group on groups tab and the customer is now linked) or link based on zip code range
  • View and filter current customer and shipper links

  • CheckmarkDivisions / Products / GL Accounts:
  • For those divisions with unique gl coding for products use this screen to set default cogs, income, expense and inventory accounts

  • CheckmarkDivisions / Products / High - Low Limits:
  • Set unique inventory high / low limits for each division at once
  • Automatically create purchase orders when products hit a low limit and flag or deny purchase orders that will exceed high limits

  • CheckmarkDivisions / Employees:
  • Grant or deny employee access to divisions or sub divisions

  • CheckmarkDivisions - Warehouse Locations / Approvers:
  • Set approving authority for purchase orders, inventory transfers, employee time off request and expense reports
  • Approving authorities receive email and/or text msg notifications when there is transactions awaiting approval

  • CheckmarkDivisions / Vendors:
  • Link divisions to vendors via and account number eliminating the need for duplicate vendors

  • CheckmarkWarehouse Locations / Employees:
  • Grant or deny employee access to warehouse locations or sub warehouse locations

  • CheckmarkPricing Levels / Default Adjustments:
  • This very powerful feature allows you to setup very complex pricing structures as well as create default adjustments such as seasonal discounts or add surcharges
  • Functions include mark up or mark down by factor for sales orders, purchase orders and invoicing
  • Set adjustments by flat amount, multiplier of total or multiplier of subtotal
  • Enable range values to extend volume discounts
  • Set validity date to automatically start and stop on specific dates
  • Set filters to target specific transactions
  • Filter by multiple: customers, divisions, vendors, products or product categories or any combination there of
  • Apply markups or discounts across the board by leaving filters blank

  • Setup main menu



    Parent company customization



    User level setup



    Employee setup



    Employee setup - employee time settings



    Division setup



    Granting access to warehouse locations



    Customer setup



    Customer - transaction history



    Customer - add multiple ship locations



    Notifications



    Form customization



    Vendor setup



    Vendor - online bill pay



    Vendor - transaction history



    Chart of Accounts



    Chart of Accounts - threshold alerts



    Chart of Accounts - automatic bank imports



    Shipper setup



    Shipper - setting shipping rates



    Products - add / edit screen



    Products - assign to multiple divisions or categories



    Products - bulk updates



    Data linking - products and vendors



    Data linking - customers and sales reps



    Data linking - setting sales rep commission structure



    Data linking - divisions / products / GL accounts



    Data linking - divisions / products / high-low limits



    Pricing levels setup



    Pricing levels - range values



    Pricing levels - data filters


    Virtual Office | Accounting | Purchasing | Sales | Inventory | Employee Time



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    PorterSoft Solutions © 2017
    5408 Olden Porter Rd.    Pendleton SC, 29670    [email protected]
    Direct: 864.556.6962