Kelowna, BC CANADA
V1Y 9L3
Tel: (250) 860-DATA (3282)
Fax: (250) 763-2964
| Suite 201,
1974 Moss Court, Kelowna, BC CANADA V1Y 9L3 Tel: (250) 860-DATA (3282) Fax: (250) 763-2964 |
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BLUE DIAMOND FLOORING APPLICATIONS
Inventory control and costing is the cornerstone of an organization's profits. Realizing this, Arctic Data Corporation has developed a software system, "Blue Diamond Flooring Applications" to handle the special needs of your industry. This software system has applications for financial reporting, Canadian payroll, accounts receivable, accounts payable, inventory control, invoice generation, job costing, report generation, and database management.
Designed to help in all phases of your business, "Blue Diamond Flooring Applications" is a completely integrated system. All financial entries from the Inventory Management, Accounts Receivable, Accounts Payable, and Canadian Payroll systems can be automatically transferred to the General Ledger system where custom designed financial statements and reports can be created to suit your specific requirements.
The quotation feature of the Inventory Management system allows you to enter potential sales, and track their progress easily and efficiently. An accepted quotation can be automatically converted to
an work order, and through the variety of inventory search methods offered, the correct product can be located, its availability, and possible alternatives can be quickly identified or the system can flag you on what material should be ordered.
Purchase orders can be generated to fill incomplete orders, using the measurements of the required flooring (IE: Sq Feet, Sq Yards, Lineal Ft, etc). This helps to eliminate ordering errors, and on receipt, only information specific to the order need be entered. The Arctic Data Inventory Management system allows you to create invoices or quotes based on a cost up or retail down method. By entering items at cost, and a total quoted amount to produce the correct margin. Whereas you enter in the retail amounts for each item, the system will calculate the margin based in these numbers. Multiple deposits can be entered through the invoicing module to track deposit amounts by either invoice or customer. The invoice can be printed in detail for internal purposes and in a summarized format for your customer.
Invoices can be held for future costing, as may be required if a purchase order is issued for the ordered goods. On receipt of the items, amounts can be applied to the customer invoice for correct margin calculation. Sales commissions can also be calculated, allowing the creation of both detailed and summarized commission reports based on your commission structures. These reports are available for immediate printing and use, or can be stored for future reference.
Blue Diamond Flooring Applications have been developed on the UNIX operating system which is a true multi-user, multi-tasking system with expansion potential. Should your present hardware be unable to handle sufficient users, an upgrade path to any major brand of hardware is available without changing software or re-entering data. With multiple users on the system, security may be important. The UNIX operating system has incorporated a sophisticated multi-level security system based on each user's privileges to deal with this concern. The hardware required for the Arctic Data Corporation System will depend on your individual needs.
With twenty years of experience, Arctic Data Corporation is committed to offering you our computer expertise to help maintain a functioning system for your business. To facilitate this assistance, a standard telephone modem or internet access is recommended, allowing Arctic Data Corporation to gain access to your system for software and operating system support, or to load program updates and enhancements. A qualified customer support representative will be assigned to your account for system training, offered at our training centre in Kelowna or at your location, and for help with telephone inquiries as may be required.
The Inventory Management System's menu driven design provides users with a simple and easy to learn means of managing all aspects of inventory-from initial purchasing and complete job costing to final billing.
The number of inventory items per client, which can be supported by the Inventory Master File, is limited only by available disk space. Each inventory file consists of several fields for data entry. The system allows for some of the field names, in particular those pertaining to the four selling prices, to be customized by the user. Standard fields in the inventory file include: supplier roll number, colour number and name, dye lot, unit of sale, product width, customer order number, and G/L account coding. Inventory items can be divided into user-defined product types. You can have as many product types as you would like. The inventory master file is updated from receivings and sales. In addition, the system tracks a complete history for sales, purchases and stock counts for each item in the system.
Product style sheets are used as a means of maintaining a price list for products which you offer for sale, as well as to record additional information about those products. Product style sheets can store information such as style numbers, private labels (if company's name is different from supplier name), standard width, cut and roll costs (as well as start and end dates for the cut and roll special pricing), G/L account distribution, underlay pricing, freight, administration cost, labour, and multiple selling prices (which can be easily changed, if necessary, via a "global changes" option).
Purchase orders are created and entered into the system
to maintain control of ordered inventory. When issuing a purchase order, you
may specify new or existing items. For new items, product information defaults
from the product style sheets; for existing items it defaults from the
inventory file. When ordering new items, the system provides vendor
cross-reference files to assist in selecting a supplier. When ordering rolled
goods, you may specify measurements as length and width or square dimensions.
In addition, a work order number can be assigned to each item recorded on a
purchase order for later assignment to an order.
The receiving module in the system allows for various conversion factors to be set up. These conversion factors can be utilized in both purchasing and receiving applications. Although most flooring products are billed and recorded as square feet, the system enables users to place orders in either imperial or metric length and width measurements, or as an area figure. To ensure that the correct amount of flooring material is received, the system also permits you to display more than one type of measurement for an item on a purchase order. When material is received, the system can automatically convert the measurements to best suit your requirements.
The system's receiving module is directly linked to the purchase order module. The system is capable of receiving items from purchase orders to packing slips and from packing slips to invoices, or directly from purchase orders to invoices. The system can accommodate multiple packing slips against one purchase order or invoice. Packing slip quantities and invoice costs can be adjusted "on the fly". When entering receivings from purchase order only exceptional or unique information such as dye lot, roll number, and the item's cost price needs to be entered into the system. Once the inventory items have been received, a purchase and requisition report can be printed. Any discrepancies between actual goods received and those ordered will be displayed on this report. If items are received in different currencies, the system automatically calculates the exchange and any applicable duties. After the items have been received the system will automatically update the receiving history file.
The quotation system enables users to create cost, retail, labour and installed quotes. Quotes can be derived from data in the product style sheets and main inventory, but non-inventory quotes can be created as well. Each quote can be given an expiry date which ensures that sales staff always know a quote's status. The quotation system is equipped with a separate customer file which can be used to record data about those customers who were given quotes. When a quote is accepted it can easily be converted to an order, and the specific items can be entered. Users can specify different "sold to" and "ship to" data. A report can be created which displays the material to be ordered for the contract.
The order entry module was designed to allow for complete job costing for retail, cost, point of sale and installed jobs. It can display the profit dollar and profit margin both before and after commission is applied. This module is particularly effective for multiple dwelling contracts; allowing entry of flooring and installation data for multiple units. The location at which the floor covering is to be installed and the dimensional measurements and cut status of the material can also be recorded. The order entry module can accommodate complete, split, and progress billing as well as handle deposits. Split billing enables invoices to be split between two payees (i.e. a contractor and a customer). Progress billing is beneficial in the case of multiple dwelling contracts. Invoices can be sent as each unit or section is built or a single invoice can have certain materials and labour tagged for billing on a progress basis. At completion of the contract, a final invoice can be generated.
While specialized invoicing options such as the order entry system are available, a batch-invoicing module can be used for such things as retail custom orders. In both the order entry and batch invoicing modules, users can customize invoice layout to suit individual requirements. The module offers the ability to enter invoices at cost or retail. Invoices at cost use the total invoice amount and thereby enable exact margin calculation. Deposits can be entered directly onto the invoice, and invoice payment can be processed through a cash screen option. A hold option enables invoices to be modified--additions, changes, or deletions can be applied to invoices at a later date. As deposits are entered for specific invoices, a complete audit trail of deposits is maintained for each customer. Invoices can be printed in summarized or detailed form. Summarized invoices display only the information required for your customers while detailed invoices display all pertinent data for internal purposes. The posting of the invoices from the inventory management system updates all appropriate accounting modules. This ensures that accounts receivable and financial reports are always current.
The point of sale option is a front end or counter sales invoicing application. Individuals who have been entered in the salesperson database can only access it. Once a salesperson has entered their sales identification, invoices can be entered, deposits applied, and payments processed for any given customer. The system provides a standard name search feature, which facilitates customer entry. If permissions have been granted in a salesperson's file, new customers can be added to the Arctic Data Accounts Receivable records from within point of sale. Items can be added to, changed, or deleted from an invoice using the point of sale's edit mode. This eliminates the need to re-enter the entire invoice if a mistake has been made. Provincial sales tax and goods and service tax can be automatically calculated and applied to invoices if this has been specified in the tax status of the Accounts Receivable customer files. A variety of different payment categories such as cash, cheque, VisaŇ, MasterCardŇ, etc can be defined to suit your requirements. At the end of each day, a cash report can be printed which displays the subtotals within each payment category, and a grand total of all payment categories.
A user-defined markup and discount structure can be set up for each Accounts Receivable customer. A specified percentage can be deducted from any of the five available retail price levels or added to the cost price. Discounts and markups can be applied to specific items or product groups.
The stock transfer feature can track the physical movement of inventory from one location to another and record any financial entries for such transfers to the G/L. The stock transfer feature thus helps to ensure that stock records match the stock amounts at each location.
Despite all efforts to ensure that stock records match the actual stock on hand, this is not always the case. Discrepancies can and do appear when a physical inventory or stock count is taken. The stock count feature allows the quantities in the inventory file to be adjusted to the actual figures as necessary. Any related financial adjustments will then be made through this program.
Should you decide to write down the value of the inventory, the system allows you to adjust the cost of a specific item and have all necessary financial entries made in the system.
As you make cuts off your rolled goods inventory items, you typically get left with a small piece of material which you want to sell as a roll end. The “Make a Roll End” feature in the system is designed to easily convert a rolled good item to a new roll end. As this is done, you have the ability to write down the cost of inventory and enter in the new sales price for the item. With this one simple step you will have a new roll end item in stock while still maintaining the complete sales and purchase history of the item.
The inventory management system provides users with both standard and custom inventory file reports. Available reports include:
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Master Inventory List Daily Sales Report Valuation Report Monthly Sales Report Re-Order Report Monthly P.O.S. Report Labels Work Order Status Back Order Report Monthly Receivings Report Stock Count Transaction Listing Monthly Sales by Item |
If the inventory management system is used in conjunction with Arctic File III, all data can be manipulated to create a variety of custom defined reports.
The cutting system is used to keep track of cuts off of rolls. When cuts have been verified, the system can flag items to be billed, or flag completed orders. With Arctic File III, specialized cut reports can be designed.
Commission reports can be custom designed with Arctic File III thus allowing the end-user to have their unique formulas added to the system. The system will allow you to add the commission directly into job costing or have it calculated once the job has been invoiced.
Every transaction makes an entry to the G/L posting file. The system allows for user-defined posting to the G/L. For example, you can post on a daily, weekly, or date range basis.
As a number of users are getting personal computers on their desktops, Arctic Data now allows certain DOS/Windows bases applications such as spreadsheets, word processors, etc. to import the data created in the system. This now gives the user the ability to do such things as graph sales by salesperson or calculate profitability by product line.
