| Parent Company Settings: |
 | Customize colors, upload parent company logo as well as individual logos for each division |
| Setup restricted access to application by IP address |
| Set your own terminology for each individual module or screen |
| Set alias for project terminology: jobs, activity, assignment, area, event, job site, location just to name a few |
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User levels: |
| Add as many user levels as needed. Unlimited number of settings allowing admin to define very precise levels of security |
| Admin can grant or deny access to each individual module or module group |
| Set defaults for more accurate and speedy user level setup |
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Employees: |
| Import employees from spreadsheets |
| Set multiple user levels and multiple divisions allowing employee to toggle between user levels and divisions |
| Each employee can customize their own profile (dashboard, program or screen titles, performance indicators, graphs, Top 5) |
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Administer Sales Rep Network: |
| Customize your rep network. Setup rep hierarchy |
| Multiple levels supported |
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Product and Expense Report Categories: |
| Setup category hierarchy |
| Assign default ledger accounts |
| Set spending rules on expense report categories |
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Divisions: |
| Manage multiple companies by setting up additional divisions or sub divisions |
| Structure your data like your corporation having a parent company with sub or remote locations |
| Each division is completely customizable by uploading different company logo, setting unique document templates, linking unique gl accounts to products and services for different divisions |
| Grant or deny employees access to sub divisions allowing complete data security and isolation |
| Have different accounting methods for different divisions |
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Warehouse Locations: |
| Setup warehouse locations with sub locations |
| Create your virtual warehouse from the physical building down to the isle, box or pallet |
| Set zero cost locations for extreme flexibility |
| Grant or deny access to locations and sub locations |
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Customers: |
| Import your customers from excel spreadsheets |
| Customers can have sub customers |
| Set custom document templates for invoices, quotes or sales orders |
| Include mini statement on invoices |
| Set pay options, credit limits and payment plans |
| Load multiple ship locations and multiple contact types |
| Setup 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 |
| Grant your customers web access by initializing and sending them a portal link where they can view their invoices and make payments |
| Add default adjustments such as discounts that automatically get added to sales orders or invoices once entered |
| Upload supporting documents such as signed contracts |
| A history tab with sub tabs that allow quick access to customers': |
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Tasks
Projects
Invoices
Quotes
Cash Receipts
Purchase Orders
PO Receipts
Sales Orders
Contracts
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| From here; duplicate, re-order, edit, create new or view and print invoices, sales orders, purchase orders, quotes, etc. |
| Setup customer and / or division specific default document comments using wysiwyg editor |
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Notifications: |
| There is a notification for just about every transaction that can happen within the system |
| This allows for users to not have to constantly login to check what needs attention |
| If there is activity that needs your attention you will receive a notification and/or text message along with any details and supporting documents |
| Customize notifications by merging data fields into the subject and body of the message allowing for more personalized notifications |
| Add additional recipients to notices |
| Setup read confirmation to be notified when the receiver of the email reads the message |
| The sender receives a response with: date time read, IP address, location, city and region that the email was read |
| System notifications include: |
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Form Customization: |
| Customize 25+ forms |
| Create multiple custom templates for each form allowing customers to have unique invoice formats or setup multiple purchase order formats for different vendors |
| Customize appearance and colors of each form |
| Select header, data and footer items to show. Duplicate template settings to all other forms |
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Vendors: |
| Import your vendors from excel spreadsheets |
| Setup multiple remit to addresses for each vendor |
| Set and enforce minimum bill amounts and full freight allowances on purchase orders |
| Have unique purchase order and PO receipt form templates |
| Enable online bill pay and pay vendors via ofx in which your bank sends a check to the payee |
| A history tab with sub tabs that allow quick access to vendors': |
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Payables
Cash Disbursments
Purchase Orders
PO Receipts
Contracts
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Chart of Accounts: |
| Setup gl accounts and sub accounts with beginning balances |
| Link your PayPal, Authorize.Net or WorldPay merchant account |
| Enable automated bank imports and connect to over 250 financial institutions including credit card companies |
| Import deposits and / or withdrawals and debits |
| Specify exact time to connect and download transactions |
| When transactions are downloaded admin receives a status email with how many transactions were downloaded separated by deposits, withdrawals and checks |
| Optional account register attachment allows for viewing of downloaded transaction details and complete register information |
| Setup keyword mappings to ensure downloaded transactions are assigned to the appropriate ledger account |
| Summary also shows current system balance and available bank balance |
| Grant or deny employee access to GL accounts which keep data entry errors to a minimum |
| Setup threshold alerts (at any frequency) to monitor gl account activity |
| Add as many threshold alerts as needed |
| Choose 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 |
| A couple of examples for implementing threshold alerts would be: |
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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
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| Set alerts to only send when a specific threshold is met or send unconditionally. Attach PDF, excel or word details as well |
| Specify alerts to run at any time of the day. Alerts can also be sent as text messages |
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Shippers: |
| Setup your own custom shipping methods or use real-time rates |
| Third party billing support |
| Rate options include: free, flat rate, percentage or order total, by weight or link to real time shipping rates with FedEx web services |
| Download shipping labels with multi package shipping support |
| Add additional surcharges and markup factors |
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Services: |
| Setup your services to be imported directly into invoices |
| Add sub services |
| Load customer specific services which would only show for that customer |
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Folder Administration: |
| Administer folder security |
| Windows look and feel for easy familiar navigation |
| Upload and store your documents and files |
| Create new folders, cut copy and move files from one folder to another, pack and send files to other users |
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Customer Service, Sales Rep and Shipper Groups: |
| Link customers to internal employees via groups |
| Once linked as orders come in they get automatically assigned to linked employees queue |
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Email send Log: |
| All notifications sent out are logged into a database |
| Always be able to go back to an email that was sent to a customer, vendor or employee |
| Search email send log |
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Products: |
| Add one or import thousands of products at once |
| Very detailed, in-depth product entry form |
| Enter HTML rich descriptions |
| Setup items to auto create POs when orders come in if no inventory is available |
| Duplicate product details for faster data entry |
| Multiple price columns |
| Link items to multiple categories and initialize to multiple warehouse locations |
| Set gl account defaults for income, expense, cogs and inventory |
| Upload supporting data sheets such as msds or product images or enter URL location to images for remote referencing |
| Link items to other items by cross referencing |
| This allows you to have a similar products list when selling on your e-commerce site |
| A huge time saving feature is the bulk update products module |
| Select 5 or 1000 items to update at once |
| Not only can you update but run string functions as well such as search and replace, append to the beginning and append to end |
| Bulk update product pricing by mark up or mark down multiplier, add to or subtract values |
| Complete auditing of any changes or bulk updates as well as prices changes that are logged and reported on |
| Create default packaging groups (for shipping product) that automatically get added as orders get created saving time on data entry |
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Data Linking: |
| Products and Vendors: |
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Link products to secondary vendors
Set cost multiplier and secondary vendors catalog number if unique
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| Products and Categories: |
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Use this screen to bulk assign products to multiple categories
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| Products and Customers: |
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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
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| Customers and Sales Reps: |
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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
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| Choose multiple ways to link your sales reps to customers: |
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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
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| Customers and Customer Service Reps: |
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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
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| Customers and Shippers: |
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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
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| Divisions / Products / GL Accounts: |
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For those divisions with unique gl coding for products use this screen to set default cogs, income, expense and inventory accounts
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| Divisions / Products / High - Low Limits: |
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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
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| Divisions / Employees: |
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Grant or deny employee access to divisions or sub divisions
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| Divisions - Warehouse Locations / Approvers: |
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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
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| Divisions / Vendors: |
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Link divisions to vendors via and account number eliminating the need for duplicate vendors
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| Warehouse Locations / Employees: |
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Grant or deny employee access to warehouse locations or sub warehouse locations
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| Pricing Levels / Default Adjustments: |
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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
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