Enterprise Resource Planning – KeySoft ERP

Enterprise Resource Planning – KeySoft ERP - logoKeySoft ERP is part of a set of enterprise management applications promoted by our company as the Total Management System (TMS). The module can be purchased by itself.

KeySoft ERP is an enterprise management solution, a useful tool that brings a procedural system to staff at all levels of the organization. Our solution can help lower costs, increase labor productivity and satisfaction of employees.

Expanded set of predefined reports, cash-flow module and the module dedicated to defining and tracking financial indicators provide detailed information to base management decisions.

The option to define cost centers, projects and other specific segments of your business, bring better management of each element that comes into the company.

Enterprise Resource Planning – KeySoft ERP - Flux AchizitiiEnterprise Resource Planning – KeySoft ERP - Flux AchizitiiEnterprise Resource Planning – KeySoft ERP - Flux VanzareEnterprise Resource Planning – KeySoft ERP - Amplasamente

 

 

 

Items

Items classification allows the definition and organization of products and/or services. These items are:

  • Inventory: physical items that will be in stock;
  • Memo: Do not have a physical support – services.

Items are divided into groups of products, manufacturers and product lines and they can have attached a picture and an unlimited number of documents (eg – technical specifications) – features used in the B2C (Business to Consumer) module.

You can define configured items – items, consisting of several components (goods or services) and operated in a uniform manner. An example would be a device installation; a configured item that includes equipment and installation service.

Components can be mandatory or not and there may be additional components of “choice”, where you can choose between two alternative items. Components and options can be accompanied by restrictions – including a choice of certain components has to be accompanied by choosing/removing one of the options for another component. For example, a certain equipment requires a special type of installation labor.

Each item can be associated with an analytical general ledger account, and every service can have allocated the appropriate accounts.

Inventory

The module offers the possibility of multi-site inventory management and multi-warehouse/storage management. A site can be defined as a geographical and functional unit in terms of inventory management and may contain one or more storages or warehouses, hierarchically structured.

For example, a company has a head office with two warehouses and three branches, each with it’s own warehouse. The application will manage separately the stock, and the operations it is involved in, for each store/warehouse.

The application provides an immediate image regarding all the stock, or a broken down one, regarding one store/warehouse.

All inventory movements are identified:

  • entries based on receipt notes;
  • entries based on entry notes;
  • transfers based on transfer notes or shipping lists between sites/locations;
  • based on consumption notes;
  • based on shipping lists to the customer.

giving the user an accurate and immediate image of:

  • current inventory;
  • stock at a certain date (for verification);
  • transaction history (Inventory Transaction Report);
  • transaction history of a particular item managed by batch/serial (Serial Properties).

For each product and warehouse a safety stock can be defined, which will be used in computing the amount of merchandise needed to be supplied using the MRP/DRP module (Material Requirements Plan/Distribution Requirements Plan).

The application allows you to define per item, the barcode sequences to be allocated at reception (Receipt Note, Entry Note). These generated barcodes can be printed and applied to the product.

Purchasing

Based on customer requirements, on the definition of safety stock (MRP / DRP) and/or based on personal expectations about the future evolution of the company’s sales, you can manage purchase orders to suppliers. Once inserted, the purchase order will form the basis for generating other documents (Invoices, Receipt Notes).

Data is entered once and used throughout the entire process.

Any differences between Purchase Orders/Receipt Notes/Invoice can be found in a predefined report.

You can follow all the steps of a purchase process:

Purchase Order

The purchase process begins by identifying the ammount of merchandise needed to be supplied. The ammount of merchandise needed may arise from the MRP (Material Requirements Plan) or can be introduced directly.

Using approval flows for the ammount of merchandise needed, you can model a Purchase Management submodule.

The Purchase order is the document that aggregates the needs identified above, specifying the products, the quantities and the date when they are needed.

The status of a purchase order can be tracked at any time based on a preconfigured structure of phases/states. You can add a supplier to the Purchase order. Along with the supplier’s base information, the default payment terms, as well as prices and price discounts agreed with the supplier, are brought from the database.

If the MRP (Material Requirements Planning) module is used, it will conduct a comparative analysis between suppliers on delivery dates and prices and will propose an “optimal” supplier. The filled in purchase order may be send on a flux of approval, and – if approved – can be printed or sent via e-mail to the supplier.

The apporved Purchase orders may affect the cash-flow (optional), even before the supplier’s invoices are receieved.

Received Invoice

The Received Invoice from a supplier can be entered directly or can be generated based on the approved purchase orders (if any), by operating any differences.

A Received Invoice is validated (based on access rights), an action which automatically creates a liability to the supplier, and that affects cash flow, according to the specified payment terms.

Receipt Note

Goods arrived from the supplier and received in the warehouse are marked into the system using a Receipt Note. It can be entered directly or it may be generated based on the Purchase Order or Received Invoice, by operation any differences. The Receipt Note will enter the merchandise in stock using the pre-configured cost method.

DVI

It will be used for imported merchandise. When receiving the merchandise, the entry cost will be affected by the taxes specified in the DVI.

Purchase Contract

Purchase Contracts specify certain standard conditions that govern your collaboration with the supplier. All the economic activity resulting from the execution of the contract can be found in documents recorded in ERP.

What KeySoft Enterprise Resource Planning  is offering in addition, is the unitary management of contractual terms: the period of validity, currency, delivery and payment terms, invoices, deliveries.

Each document can be assigned to a specific contract, automatically taking over the commercial terms specified in the contract (eg price lists). Additionally, a summary of the contractual situation is available at any time, that offers comparative charts and lists for:

  • value:
    • contracted;
    • invoiced;
    • delivered;
    • collected,
  • and quantity, respectively:
    • contracted;
    • invoiced;
    • delivered,
  • At these levels:
    • general – for the whole contract;
    • for each contract phase;
    • broken down by product lines for the entire contract;
    • broken down by product lines for each phase of the contract.

     

The allocation of contract documents is done either by specifying the appropriate contract, either by registering the documents in the contract management interface.

Subcontractor management

Working with subcontractors is based on a purchase contract. The whole evolution is reflected in the coresponding purchase contract.

In addition, the application allows you to specify the coresponding Sales Order – an order that shows the beneficiary of the services/deliveries the subcontractor has done – when a Purchase Order is created. Thus, the indirect relationship between Client and Subcontractor is managed.

Sales

The Sales module provides sales management, from creating and submitting a bid (quote) to the billing and delivery of products/services. You can follow all the stages of a sales process:

Sales Quote

The Sales Quote recorded in the application allows you to generate a document (html or doc) that can be transmitted (eg email) to the potential customer. Modelul de oferta utilizat poate fi personalizat cu usurinta (necesita cunostinte minimale de html). The sales quote model can be easily customized (requires minimal knowledge of html).

Sales order

  • Generated based on a Sales Quote or recorded directly in the application;
  • Can be sent on an internal flux for approval;
  • The Sales Order can be printed or sent via e-mail to the client for confirmation;

An approved Sales Order can be taken into consideration (optional) in the cash-flow module, even before the invoice has been generated – the functionality is important when the time between the generation of the Sale Order and the generation of the Invoice is significant (eg, contracts with well-defined phases, but staggered in time).

During the application implementation process, you can determine whether or not an approved Sales Order will book the items it contains in stock. With the aid of a report we will always know which is the Sales Order that has booked a particular item in stock.

Sales Invoice.

Based on an approved sales order (or directly) sales invoices can be entered/generated.

  • Invoices can refer to stock items or to memo items (services);
  • Invoices are printed according to legal specifications;
  • A printed invoice (and thus validated) will automatically generate a claim on the date/dates of maturity of the invoice;
  • The invoice can have one or more maturities (installments), equal or different (eg 50% cash, 25% within 5 days and the rest within 30 days).If multiple maturities are used (possibly installment system), the system will automatically update the debts with each situation as receivables due date;
  • For invoices that are overdue, invoices of penalty can be generated (on request) – under the conditions specified in the invoice’s payment terms.

Shipping list.

Deliveries of merchandise to customers are modelled trough shipping lists. The stock is unloaded by using one of the methods: FIFO, PAMP or by selection of batch/serial.

Sales quotes, Sales Orders and Invoices will take into account price and discount lists configured according to company policy. Prices and discounts will be taken automatically, depending on the client type, quantity sold and payment terms.

A sales agent can change the prices and discounts – based only on access rights.

Invoices and Shipping Lists generate automatically general ledger accounting notes that will be found in the Accounting module.

The sales contract

Sales contracts specify certain standard conditions that govern your collaboration with the client. All the economic activity resulting from the execution of the contract can be found in documents recorded in ERP.

What KeySoft Enterprise Resource Planning is offering in addition, is the unitary management of contractual terms: the period of validity, currency, delivery and payment terms, invoices, deliveries.

Each document can be assigned to a specific contract, automatically taking over the commercial terms specified in the contract (eg price lists). Additionally, a summary of the contractual situation is available at any time, that offers comparative charts and lists for:

  • value:
    • contracted;
    • invoiced;
    • delivered;
    • collected,
  • and quantity, respectively:
    • contracted;
    • invoiced;
    • delivered,
  • At these levels:
    • general – for the whole contract;
    • for each contract phase;
    • broken down by product lines for the entire contract;
    • broken down by product lines for each phase of the contract.

     

The allocation of contract documents is done either by specifying the appropriate contract, either by registering the documents in the contract management interface.

Sales commission

Each sales document (Sales Quote, Sales Order, Sales Invoice, Shipping List) is attached to a sales agent – in charge of that specific sale. It is possible to calculate monthly sales commission for each sales agent, based on:

  • sale value;
  • sale margin;
  • quantities sold;
  • collected ammounts, etc.

The algorithm for calculating sales commission is set by a user with administrator rights and can take into account any of the above values:

  • for the current month;
  • for the previous months (eg: the average for the last months);
  • any combination of the above.

You can take into account the value/margin/total quantity, or these values can be broken down by product lines, products and types of customers (for example, there may be a different percentage of commission for a line of products that are in promotion, etc.).

If the Payroll module is implemented, sales commissions will be calculated automatically considered for calculating payroll function.

Cost estimates

The cost estimate may be regarded as a work order with a single phase. In this document will be found articles and operations (labor) that have associated costs and revenues. The cost estimate is a document that contains the same information as a Sales Order, and additionally provides the following features:

  • The ability to view the costs associated with articles and/or operations;
  • The ability to automatically generate Consumption Notes (or to allocate Consumption Notes);

As the work unfolds, costs can be updated by adding Comsumption Notes and operations.

At anytime you have a clear situation on the bidded amount and the afferent cost.

Material Requirement Planning(MRP)

The MRP module (Material Requirements Plan) determines the needed supply with articles, based on stock information and on sales forecasts for the following period of time.

We will assume that, at first, there is a certain amount of stock of an item.

Material Requirement Planning (MRP) - KeySoft ERP The sales department will receive orders from customers for that article. As these orders are satisfied (invoiced and delivered), the quantity decreases, and, at some point, the situation in which customer orders can not be met due to lack of stock can occur. The MRP module avoides this situation.

Taking into consideration a minimum safety stock and the timing of sales (approved sales orders), it determines the requirements for each item stocked. This need is staggered in time (with a certain margin of safety), to minimize the possible blocking of the firm’s financial resources in stocks.

Based on the requirements phased over time, you can generate Purchase Orders to suppliers. In order to do this, the following information is taken into account: the purchase price negotiated with the supplier, the time agreed for delivery of the goods, as well as other elements (for example, there may be a preferred supplier for certain products).

Distribution Requirement Planning(DRP)

There may be companies that have a single point of supply from suppliers, but who have more geographically dispersed warehouses (which are supplied from the single point of supply).

In this case planning/tracking the distribution of articles between points of supply and storage is required – a functionality provided by the DRP (Distribution Requirements Plan)sub-module.

Purchase is made at the supply point after which, based on commands issued by each location, as well as safety stock per location/warehouse, internal distribution is made.

Assets - Fixed assets

The module allows the management of tangible and/or intangible assets at a global and/or location level. Fixed Assets Module – features:

  • Taking into record the assets from their acquisition and reception (Receipt Note);
  • Emphasizing the immobilization operations:
    • commissioning;
    • improvements;
    • repairs;
    • reevaluations;
    • disposal.
  • The calculation of depreciation:
    • You can define an unlimited number of methods of depreciation;
    • The formula of calculation used for depreciation can be pre-configured by the user.
  • Generating general ledger accounting notes for amortization, and other accounting assets related operations;

The general ledger accounting notes generation can be done individually, on each asset, in part, or globally.

Accounting

The accounting module assures the processing of general ledger accounting notes and it generates the financial and legal reports regarding the business activity.

General ledger accounting notes are automatically generated based on primary documents (Sales Invoices, Purchase Invoices, operations with stock, fixed assets, wages, etc.) or may be entered manually. Features:

  • Multi-entity – several financial entities can be defined, each having attached its own general ledger accounting notes and generating it’s own financial reports.
  • Multi-currency – general ledger accounting notes can be expressed in base currency or in any other currency;
  • Main accounting reports (balance, account record) can be generated in the base currency or in the currency in which the account has been operated on.

From an accounting perspective, business activities can be followed at a synthetic or analytical level.

Accounting reports (balance, account record, ledger, etc..) can be generated with the desired detail level.

The predefined chart of accounts can be modified by adding analytical accounts, depending on the reporting needs.

In addition, to meeting the most detailed reporting requirements, the module provides a number of segments (account components) that allow the breakdown of activity on various criteria – cost center, project, or any other user definable criteria.

For example, if you want a breakdown of sales revenues and costs associated to a geographical area, it is sufficient to define such a segment and to assign it to the primary documents that refer to that geographical area. Thus, you can obtain accounting reports (indicators) that emphasize the activity on each geographic area separately.

When generating reports it is possible to combine segments – for example: a breakdown of costs per each cost center and project.

The application allows the definition of accounting notes templates for easy operation of accounting records.

The application also allows the definition of automatic allocation of certain key values to the segments predefined accounts (cost centers, projects, etc.).

The application will automatically generate the standard general ledger accounting notes that will close the VAT and the fiscal month.

Financial

The Financial Module allows the operation and management of financial flows within the company.

The module allows you to perform tasks such as budgeting, strategic management, the definition of consolidated reports, the definition of economic and financial indicators that provide immediate information on the evolution of the business.

One of the immediate benefits provided by KeySoft ERP (through the access rights structure) is the ability to provide access to your employees to structured information, depending on the working area, eliminating the need to work with alternative calculation tools (tabular sheets).

Financial - current opperations

The Financial Module allows you to work with:

  • multiple bank accounts in the same currency or in different currencies;
  • multiple cash registers in the same currency or in different currencies.

Access to information is based on access rights (for example, a cashier will only see information pertaining to their own cash register, without access to other cash registers or to banking operations).

Bank records are inserted into the application, together with details of operations performed (receipts, payments).

The module performs an automatic allocation of receipts/payments (POs, CEC with the existing third party debt, using the FIFO principle (a collection is automatically allocated to the oldest debt)). The proposal can be accepted by the system user, or can be changed manually – if you want a different allocation.

The partial collection/payment of the claim/debt is possible.

Operations regarding the cash register (receipts or payments) are subject to the same features as those of the bank, regarding the possibility of allocating automatically/manually claims to the debt, and the possibility of cashing totally/partially the receipt/payment to a claim/ debt.

The module also monitors other related operations (interbank transfers, cash deposits and withdrawals) providing a complete and accurate view on the company’s financial activity.

Automatically updated reports are available on Accounts Payable and on Accounts Receivable respectivally.

By the press of a single button you can generate a warning letter (Dunning letter) to the person responsible within the client company. The warning letter is generated based on a model that can be customized easily.

Cash Advances

The Cash advances and reimbursements submodule allow tracking of the current activity and domestic borrowers (in base currency and/or in foreign currency).

The application allows the definition of domestic debtors and provides detailed reports on the situation of settlements per debtor.

Cashflow

Another feature offered by the module is the cashflow, allowing users involved in the business process to have a better estimate of the financial status of the company at some point in the future.

Pornind de la situatia curenta (disponibil in banci si casa), sunt luate in calcul toate documentele primare care pot afecta disponibilitatile financiare: Based on the current status (available in banks and cash registers) are taken into account all the primary documents that may affect the funds available:

  • Invoices;
  • Purchase Invoices;
  • Approved Sales Orders (optional – you can specify on the commercial document whether or not it will be used in calculating cash flow);
  • Proforma Invoice;
  • Approved Purchase Orders (optional);
  • Other operations that do not have a back supporting document (eg payroll).

In addition, the application allows the definition and recording of any possible transaction with a potential impact on reserves, transactions that may be single or repetitive. These transactions, by their nature, are not found in primary documents.

Examples: wages payment, installment payments and interests, potential revenues from the sale of unused assets, etc.

The application provides information in both graphical and tabular form, and there is the possibility of tracking the evolution of both consolidated availabilities as well as at bank account (cash register) level.

The module provides an extensive list of all documents used in the construction cash flow for the period specified. Access to documents is made through a simple click.

Adjusting delicate situations can be easily made by recalculating the collection date and payment respectively. Note: To view the Cashflow submodule you require a KeySoft BI module license.

Economical and financial indicators - KPI

Build using a very friendly graphical interface, the economical and financial indicators provide information based on data found in general ledger accounts (turnover, balance).

You can define an unlimited number of financial indicators that provide overviews of the situation/evolution of you company, as well as specific indicators that address only certain areas of activity (eg sales, payroll).

With the ability to segment the business into multiple parts (cost centers, projects, locations, etc.) the economic and financial indicators may reflect the situation / evolution of each defined segment.

By means of the access rights, each of the managers can have instant access to information enabling them to improve decision-off results.

At any time, based on information regarding the firm’s activity, the system will calculate each component of the indicator, which will be presented in both graphical and tabular form; the indicator’s evolution in time is also presented.

In addition, you can predefine the corresponding reports information requirements set forth at the corporate level. Note: To view the Economical and financial indicators you require a KeySoft BI module license.

Budgets

A simple tool at your disposal to define the budget – on any time frame, at a monthly, quarterly or annually level. Budget execution data is extracted by the application from the general ledger accounts.

At anytime there are available on a comparative display (tabular and graphical) the realized values compared with the estimated ones.

The budget may be defined in any currency, and the comparison will be made through currency conversion based on exchange rate history. Information on the budget situation can properly be made available to each department responsible.

Note: To view the budget you require a KeySoft BI module license.

Production

The Production Module monitors the production processes at company level, in terms of materials and resources involved, as well as costs.

Technology is the central element, defined as a sequence of technological phases through which the material is then transformed into intermediate products and finished products. For each technological stage you can be preset:

  • estimated consumption of raw materials;
  • performed operations (whose number can be virtually unlimited). Operations are grouped by type (labor, subcontract, overhead, etc..) And have associated costs;
  • workfloor where they perform work on that specific technological phase. The workfloors have calendars associated where you can view their loads according to work orders planned or in execution.

Based on technology you can achieve a antecalculus process, resulting in an estimated cost for intermediates/finished results.

The antecalculus process allows parameterizations for simulation (what-if) at the cost level of various types of resources  (material, labor, etc..) recepies variations, etc.. A very useful tool for more accurate estimation of the production costs.

The launch in production is based on work orders. A work order goes through several states:

  • primary data entry about the work order;
  • allocation to a technology;
  • customizing standard technology as needed;
  • planning:
    • instantiating recipe for each technological phase (inclusion / exclusion of options, choice of alternative components, etc.).
  • explosion:
    • allocating the necessary materials in stock;
    • timing of technological steps, based on work schedules points.
  • execution:
    • passing through each technological phase;
    • reporting of actual consumption of materials;
    • reporting consumption of resources (labor, subcontract, etc.);
    • reporting intermediates / final results of that phase.
  • completion.

The cost of intermediate products/finished products is automatically calculated based on actual consumption reported.

It is possible to run a process that presents postcalculus cost breakdown of its components (material, labor, etc.).

Service - Post-sale tracking

In the classification of items you can set items that must be followed after the sale. You can define the types of warranty with the following characteristics:

  • warranty period;
  • response time for a request for technical support;
  • coverage. Examples:
    • Normal – (8 hours/24, 5 days / 7, no holidays);
    • Particular – (24 hours/24, 7 days / 7, with holidays);

     

For each item that is intended to be followed in terms of service you can establish atype of waranty.

When the item is sold (after the validation of the Ship List) you will be able to issue the certificate of guarantee, where the warranty conditions will be found, and the item will be automatically entered into a service list.

During the warranty period the item is subject to change. Examples:

  • the warranty period will be extended;
  • it suffers an up-grade with or without serial number modification;
  • the owner is changed;
  • various servicing interventions, etc…

All these changes will be recorded in the product’s service sheet, so we will have a history of specific article.

Service calls

An operator will answer calls for service/support that come from clients. He will easily identify if the service request is valid:

  • if the article is in the list of service;
  • if it’s still under warranty;

The operator will be able to record a description of the symptoms of the article or the solicitation of support, and to generate, according to them, a service type projects based on predefined models. Models be defined so that, depending on the nature of the service call, the project responsible will be a proper service engineer.

In turn, the service engineer plans and reports the activities done in order to complete incident. The operator is notified regarding the completion of the allocated project. He will then announce the customer. Automatically, all service calls will be recorded in the service sheet of that specific article.

KeySoft B2C (Business-To-Consumer)

Current business strategies put in the center of the activities the client.Under these conditions, an expanded set of services as may be diferentiatorul leading to accelerated growth of the value offered.

To do this, Key Soft offers a web module, in order to optimize customer relationships by providing a well fundamented, compleate and rapid response, suited to customer’s needs.

The B2C module is in the form of a web-site, fully integrated into the application, which enables customers to see that information in the Enterprise Resource Planning that are of interest and to which access is granted.

All information provided is managed Keysoft Enterprise Resource Planning database.

Product Catalog:

  • a part or all of the products contained in the database can be displayed on the site, grouped by manufacturer, category and product line;
  • you can add descriptions, images, as well as technical specifications documents to the products;
  • the module has an extended search machanism, that offers the client the possibility to rapidly find the information they need.

Shop:

  • You can attach prices, based on price and discount lists, to the desplayed products;
  • You can define specific exchange rates for the web-site, used for the price conversions from one currency to another;
  • The client (potential) has a “shopping cart” where he can add the desired products. Based on the shopping cart the client can place a Sales Order, that will be automaticlly found in the ERP/Sales module of the application. This order will be processed by the sales agent just like any other order (approval, invoicing, delivery, etc.);
  • The client can visualize a set of information, like:
    • Placed orders and their status;
    • Statement of Account – unpayed invoices, due dates, etc.;
    • Current stock for certain products. Using configurations, based on access rights, certain clients (resellers for example) can visulize the current stock situation (this information helps them in selecting a certain volume of merchandise to be added to a immediate delivery order).

     

The B2C module is completely integrated with the other KeySoft TMS modules, assuring high data consistency and an eficient activity (by avoiding the situation when the same data is entered twice):

  • Any article information, price and discount lists or exchange rate application modification will be found instantaneously on the web;
  • A new client can register on the web and the information will be automaticaly inserted in ERP (configuration option);
  • A web placed sales order will be found instantaneously in ERP, where it will be processed in a standard manor (just like any other sales order);
  • The client’s information (orders and their status, debts, collections, etc.) modified within the application will be reflected instantaneously, without user intervation, on the web.

 

Most common KeySoft TMS functionality, becomes available when purchasing KeySoft Enterprise Resource Planning.

For aditional info, please read: KeySoft TMS – Common Features and Technical Details.

Product details

Name: , v 5.0.1
Author:
Category: Finance
Description: KeySoft ERP is an enterprise management solution, a useful tool that brings a procedural system to staff at all levels of the organization. Our solution can help lower costs, increase labor productivity and satisfaction of employees.
Languages: English, Romana
Published:
Operating systems: Windows Server 2000 and up, Windows XP and up,
Requirements: SQL Server Express 2005 and up, SQL Server 2000 and up, MySQL 5.1 and up, PostgreSQL 8.0 and up, Oracle 10 and up