ZETA. Business Software Defined INVENTORY & ORDER MANAGEMENT

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1 Business Software Defined INVENTORY & ORDER MANAGEMENT

2 Overview The order processing module of Zeta ERP offers a comprehensive set of best-of-breed component for both order and logistics management. This integration enables the mapping and supply of single-site or multi-site organizations. Developing precise logistics planning for just-in-time deliveries, this system can also generate replenishment orders by using defined warehouse requirements. Inventory Zeta can track your inventory in as much detail as necessary. You can create products or services establish minimum and maximum stock levels. Create any number of warehouses and grouping of items with multi-unit of measurement with serial and lot number tracking. STOCK ITEMS Maintain stock details for raw materials, assemblies, finished goods, spare parts etc. Specify a full inventory policy for each stock item including: Units of measure for stocking, buying, selling and despatch. Weight or specific gravity. Economic order quantity. Supersessions for obsolete products. Alternatives where stock is unavailable. Reorder level and safety level. Production lead time. Maximum stock holding. Preferred supplier. Purchasing reorder time. MRP ordering rules. Expected yields (purchased & manufactured product). Record technical descriptions for individual stock items including customer specification, quality control procedure, Certificate of Conformity, dimensions, drawing references and catalogue reference. Set traceability level for each stock item. Value stock by a choice of weighted average, standard or LIFO/FIFO costing. Record the current and expected costs of producing or purchasing each item. Break down the cost of each stock item by material, labour, overhead and outwork. Record percentage uplift to costs for use when costing bills of material. Record product group analysis codes for use in sales and purchase analysis. WAREHOUSES AND BINS Keep stock in multiple logical or physical warehouses and identify bin locations within these. Define hierarchical warehouses and zones.

3 PRODUCT GROUP CODES Define your own product groups for sales, stock and purchase analysis. For each group codes, set up the valid values. RECORD TRANSACTIONS Record the following transactions in either the Inventory Management module or modules within the overall integrated solution. Receipts from suppliers. Stock issued to production. Returns from suppliers. Write-offs. Returns from customers. Sales despatches. Adjustments. Transfers between warehouses or bins. Finished goods manufactured or assembled internally. MANAGE YOUR STOCK Automatically recalculate economic order quantities, reorder levels and safety stock via user-defined formula. Track receipt, production and issue of serial controlled items and batch tracked items. Issue stock in bulk for shop floor use. Perform A-B-C analysis for automatic classification of stock. Keep histories of: Movements in the current year. Demand and zeta(issues and sales) in current and previous years. MAINTAIN TRACEABILITY Define the level of traceability for each stock item. Choose from batch tracked, serial numbered or non-tracked. If tracking items by batch: Track by batch number, sell-by date, use-by date, expiry date. Specify the inspection cycle and inspection yield for each stock item that you want to inspect. Issue batches according to their expiry date, best-before date, sell-by date or date received. STOCK TAKING Carry out both continuous and cyclical stocktaking. Print bar-coded stocktaking cards, produce variance reports and update inventory records automatically if required.

4 STANDARD REPORTS Stock Status Report. Brief and Full Stock Detail Reports. Batch and Serial Number Listings. Stock Valuation Report. A-B-C Analysis Report. Inspection Status Report. Inactive Items Report. Stock Standard Price List. Transaction Audit Trails. Shipping Note Audit Trail. Stock History Report. Stock Movements Report. Reorder Proposal. Overstocked Items Report. Purchase Orders When combined with Accounts Payable, Inventory Control, and Order Entry, the Purchase Orders module provides a comprehensive, fully integrated purchasing system. You can combine multiple purchase orders on a single receipt and multiple receipts on a single invoice. SERVICES AND MISCELLANEOUS ITEMS Record services, maintenance, repairs and other non-stock items for use on purchase orders. Store comments that you use regularly, for instance delivery instructions. Optionally, hold separate units of measure for stocking and purchasing the goods and services that you buy. Keep price lists, tables of discounts offered by individual suppliers in their own currency. Record suppliers part numbers and descriptions. PURCHASE ORDERS For each purchase order, record the following information at the header level. Many of these items default from the Accounts Payable supplier file and can then be updated for each specific order: Supplier code, name and address. Date entered and date required. Three analysis codes and two memo fields. Supplier price list. Delivery address and instructions. Product or service and description. For products, delivery warehouse. Quantity and unit of purchase.

5 Required date, if different from the date on the header. Three analysis codes. List price, discount and net price. Comment lines. General Ledger cost allocation account. PROCESS PURCHASE ORDERS Enter new purchase orders interactively. Price purchase orders from a pricelist specific supplier pricing or from the stock. file converting to the supplier currency if required. Change the discount or net price of any item on a purchase order. In all scenarios short term promotional pricing can take precedence over blanket prices. Specify multiple delivery addresses for the goods on a single purchase order. Include notes and instructions (comments) on purchase orders. Print extended technical descriptions from inventory records on purchase orders. Print suppliers part numbers and descriptions on order documents if they are different from the details your company uses. Send purchase orders to suppliers on pre-printed forms. PROCESS GOODS RECEIPTS Match a single receipt with more than one purchase order and vice versa. Record partial deliveries against an order line. Record deliveries even if you do not know the final costs and enter the final costs when you receive the invoice. Print goods received notes for internal use. Allow product values to be uplifted by an estimated value or percentage for supplier/product combinations for posting to the Inventory module. Record the return of defective or unwanted goods to the supplier. Send a returns note to the supplier, showing the reason why the goods are being returned. Track orders by supplier, product and required date, providing a complete picture of outstanding, received and invoiced line quantities. PROCESS SUPPLIERS INVOICES Give each supplier s invoice an internal reference number for additional identification. Deduct from the invoice any settlement discounts offered by the supplier for early payment. Keep a comprehensive history of invoiced orders and analyse the information by order number, supplier number, product or product group. AUTHORIZATION AND CONTROL Define hierarchical controls by user, based on the activities that they may perform and the maximum financial values associated with transactions, i.e. purchase orders and purchase invoices. Place an individual supplier on hold to prevent people from placing purchase orders with that supplier. Optionally, prevent a purchase order from being printed until it has been authorised. Optionally, allow an invoice to be authorised automatically if the difference between the invoiced value and the order value is less than a specified tolerance.

6 MEASURE SUPPLIER PERFORMANCE Monitor quality with goods inspection cycles defined by supplier/product combination. Define approved supplier/product relationships and enforce them within the requisitioning and purchasing process. Overall supplier performance can be recorded based on three user defined ratings per supplier. MANAGE COSTS Analyse the variance between expected costs and the actual (invoiced) costs of each purchase. Optionally, full variance analysis is provided for purchase prices (invoice versus standard cost), Exchange rate variances (invoice versus order), and purchase quantity variance(invoice versus received). Define a landed costs matrix with up to four add-on values or percentages per supplier/product category To be added to the product value. Comprehensive purchase analysis enables companies to monitor business volumes and supplier/product trends, providing all the necessary information for price negotiation. REPORTING Order Status Report. Order Product Analysis. Supplier Information Listing. Receipts Audit Trail. Invoice Audit Trail. Invoice Audit Register. Cost Variance Report. Purchase Analysis Report. Landed Costs Report. Sales Orders The Order Entry module allows you to enter orders and sales returns and print invoices, credit notes, order confirmations and picking slips. You can track transaction details and sales information on-screen and in printed reports. Order Entry integrates fully with Inventory Control and Accounts Receivable, so you always know your inventory levels and the status of your customer accounts. PRICING AND DISCOUNTING Maintain special price lists for specific customers. Apply different discounts to combinations of customers, products and price lists. Calculate discounts or surcharges on the quantity or value of order lines, quantity or value of products in same category or total order value. Offer settlement discounts for early payment. Hold details of promotional pricing within promotion dates. Manage customer portfolios, each listing all the products that a customer can order and the most recent prices paid.

7 SERVICES AND MISCELLANEOUS ITEMS Record services, delivery charges, insurance, carriage charges, repairs and other non-stock items. Hold separate units of measure for selling, despatching, pricing and stocking the products and services that you sell. SALES ORDERS For each sales order, record the following information at the header level. Many of these items default from the Accounts Receivable customer file and can then be updated for each specific order: Order number, customer code, name, address and customer s order number. Invoice customer and statement customer or payer. Date received, date required and date promised. Six sales analysis codes for example industry code and representative. Pricelist and settlement discount terms. Shipping information including carrier and delivery terms. Language to be used for customer documentation for instance the invoice. Currency code to be used for pricing and invoicing. Order discount information. Number of shipment labels required. Order status, for example credit stopped or despatched not invoiced. After despatch is confirmed, despatch date and optionally vehicle reference total weight and number of packages. After invoicing, invoice number and due date. The Sales Order Entry and Sales Invoicing modules provide a complete order processing system. For each order line record: Product or service, quantity, unit of sale and despatch warehouse. Unit price, discount, nett price and line value in local currency and order currency. Stock allocated to this order line or, where relevant, a manufacture indicator. Six analysis codes. Number of product labels and format required. If the Contract Management module is installed, information to allow details of the shipped. Product to be automatically added to an existing maintenance contract. Project and expense codes or General Ledger posting codes for both the revenue and the cost of sale values. An unlimited number of comment lines, optionally linked to specific product lines. DESPATCH GOODS Record despatch of the order, optionally recording details of the batches or serial numbers despatched. Produce shipping notes, optionally including details of the batches or serial numbers despatched. Produce labels for a batch of items for each order or for each consignment. PRODUCE INVOICE Issue invoices individually or in batches. Consolidate multiple orders, by customer into a single invoice. Repeat billing at set intervals.

8 PRODUCE CREDIT NOTE Optionally return the products to stock. MANAGE PRICE LISTS Prepare updates to price lists in advance and automatically apply them at a later date. Calculate prices from existing prices and product costs, applying uplifts by product group. TRACE PRODUCTS Keep details of batch numbers or serial numbers for each order line shipped to. Meet quality standards on traceability. TRACE PRODUCTS Sales Order Status. Sales Order Product Analysis. Sales History Details. Sales Analysis Summary. Order/Delivery Date Comparison.

9 UK Middle East India Zeta Softwares UK Ltd. Zeta Software - Middle East Zeta Software Solutions Pvt. Ltd. 43 Blackford Close, South Croydon, Surrey, CR2 6BT. Tel: P.O.Box: 35634, Dubai, United Arab Emirates Tel: P.O.Box: 4240 Kerala, India Tel: The content of this publication is for information purpose only. It is not intended to form any contract for computer software with Zeta Softwares, its subsidiaries or business partners. Features may vary based on the version release. The application should be verified to check the availability of the required features. No liability for errors will be accepted.

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