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MARINE SOFTWARE
Overview

The Arctic Data's Blue Diamond Business Applications is an integrated accounting system designed to provide full record locking, error handling, and print spooling for UNIX environment. With 99 simultaneous clients, it integrates with ADC's General Ledger, Accounts Receivable, and Accounts Payable to provide for the complete financial needs of your company now and in the future.

The Arctic Data System has been designed to facilitate the control of parts/accessories inventories, as well as, processing of service department work orders. Through the integration of various activities, such as, purchase orders, receivings of inventory, invoicing of inventory, order entry, and service work orders, you can control your inventory levels, as well as, maintain accurate accounting information to produce timely financial statements.

The inventory master file can support 15-digit alphanumeric part number allowing for virtually an unlimited number of items (depending upon your disk space). Partial part number or description is available to provide for quick searches, eliminating the need for manual look-up of complete part numbers or descriptions. The inventory master file also links to an enhanced boat and accessory data base file which will maintain detailed information about the boat, engine, transom, leg, and trailer.

Information included for each specific items includes, description, MFG number, sales/purchase codes, inventory grouping, 5 sell prices, costs prices, on hand/on order/reserved quantities, sales information, and inventory quantity requirement levels.

Notes can be entered into the system and access at anytime. These notes are typically used for internal information about the items. Receiving history can be accessed thought the inventory file with a single keystroke. The information is continually updated giving you a concise look at the purchase records.

Arctic Data also maintains an update program for price change diskettes for the following companies:

• Quicksilver
• US Marine Parts
• OMC Marine
• Westport
• Western Marine

ADC's Marine System is the hub of activity, which will update the General Ledger, Accounts Receivable, Accounts Payable, and Inventory files. Each type of transaction processed will be outlined in sequence of ordering inventory, receiving inventory, processing inventory (service work orders), and selling inventory.

The purchase order system allows for entry of inventory or non-inventory products to be ordered. Each purchase order is assigned it's own number by the purchase order system or you can maintain your own manual numbering sequence. Information, such as, parts ordered, vendor's part number, quantity, quoted price, arrival dates are entered onto the purchase order which can then be printed. As parts are entered onto purchase orders, the quantity ordered field in the inventory master file is updated.

If correct minimum and maximum levels are maintained in the inventory master file, the system can automatically create purchase orders for you based on vendor. Once these purchase orders are created, the user has the ability to modify or change the information. After this has been done, the system will create the purchase orders and update the appropriate information in the system.

Receivings input serves two purposes. Firstly, as parts arrive, they can be received by packing slip with reference to the purchase order. The system will display all items from the Purchase Order and the user needs only to enter in the exceptions on the packing slip. After this, inventory quantities are updated once the complete packing slip has been entered. Secondly, when the invoice arrives, it can be matched to the packing slip, which will then provide a check as to the price of the parts being received. The inventory master file will be updated for cost only if matched to a packing slip, as well as, updating the Accounts Payable vendor file for the amount of the invoice. It is not necessary to receive from a purchase order to a packing slip to an invoice; you can receive from an invoice directly, whether or not a purchase order has been created.

The work order system provides for transaction input of parts and labour entries processed on service work orders for both your customer's product, as well as, for the rigging of your own products. In the work order system, five different types of work orders can be created. The different types are works order are designed to handle the unique accounting requirements for the different departments with a marine company.

The types of work orders available are:

Other features of the work order system include:

1. Printed copy of a work order with detail of work to be done which the customer can sign and approve.
2. Cost file maintenance for non-inventory items (such as labour, sublet, fuel, etc.).
3. Ability to create "packaged" parts entry (such as tune-up special including oils, lubes, plugs, etc.).

There are two forms of invoicing, POS invoicing and Order/Batch invoicing. POS invoicing is used for over-the-counter sales of parts/accessories. This type of invoicing will print an invoice, as well as, a daily cash report to recap the cash taken in during the day. Order/Batch invoicing is used for the processing of such things as retail service work orders, order desk and sale of larger items such as boats, motors, trailers, etc. Some of the unique features of the invoicing program are the ability to process of trades and NTC tax credits. Both invoicing types update the inventory master file and the ADC's Accounts Receivable customer account for the amount of the invoice.

If you have an order desk, you have the ability to create an order in the system. Based on the order, you have the ability to create one or multiple invoices from the order. Back orders can be placed on either an order or invoice. Once the backorder is created, the system automatically updates the purchase order system. The next time you have the system create purchase orders, the back ordered items would automatically be added to order. Upon receiving the items, a picking report is created outlining whom the back order is for and which order/invoice.

When creating an order/invoice, the system will verify that the customer has credit and is within his credit limit. If the customer is currently over the credit limit, management can over-ride the system to process the order.

A G/L posting file is continually being updated by the system, which allows posting to the General Ledger at any time. Detailed reporting can be printed, as well as, there is a yearly G/L posting transaction file maintained for reference at any time. With the detailed G/L posting file, a link with the G/L is maintained to all a complete audit of the system.

The system is designed to automatically retain history of all sales, work orders and receivings, which happen in the system. With this information, the user has the ability to create their own reports within Arctic File III (ADC’ report generator) or use an ODBC compatible report generator such as Microsoft Access or Crystal Report writer to create unique reports.

Reporting can be directed to the screen (not available on all reports) or to the printer by menu selection. The following is a list of standard reports available:

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