OSTENDO MODULES INFORMATION AND SCREENSHOTS

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1 OSTENDO MODULES INFORMATION AND SCREENSHOTS Prepared for <Name> <Staff Member Name> <Date>

2 CONTENTS Inventory & Purchasing... 2 MRP & Inventory Replenishment... Error! Bookmark not defined.3 CRM, Call Centre & Quoting... 4 Sales & Service... 4 POS Point of Sale... 6 Job Costing and Projects... 7 Labour, Timesheets & Job Tracking... 9 Ostendo Manufacturing, Engineering & Assembly Configured Custom Products & Services Features & Options Quality Control Reporting, Workflows & Technical Utilities PAGE 1

3 INVENTORY & PURCHASING Inventory includes stock controlled items (raw materials and finished goods) such as source on demand products, custom made products and assemblies. Non-stock items that are not stock controlled are called descriptors and supplier catalogues. Stock can be recorded and transferred against multiple warehouses and multiple locations. Stock takes can be organised by these or by product or category. The stock item code field is 50 characters long with a 100 character further description field. Extensive notes, images, documents, history and warranties can be linked to each item along with revision level, multiple stocking units of measure, serial number, batch or lot number, grade, colour, size, expiry date, barcode, manufacturer's name, brand, model and unlimited user definable properties. Comprehensive pricing levels, quantity breaks, discounts, full cost tracking and cost change logging are incorporated in Ostendo. Complementary add-on sales can be defined against the inventory item for prompting at sales order entry. You can create warranties automatically when items are sold and create regular customer asset servicing for after sales servicing of products. Ostendo allows negative stock. A projected inventory availability enquiry screen and inventory forecasting are included along with automated inventory replenishment MRP functionality (re-order quantity, re-order level, order multiple, lead time) based on supply, demand, forecast and inventory re-order policy. A mass global replacement facility is included for substituting items and alternative items option from the preferred supplier or list of approved suppliers with part number cross-reference and pricing information. You can purchase directly for stock, jobs, assembly orders or cost centres using inventory, descriptors or supplier catalogues. An unlimited number of supplier catalogues can be imported. PAGE 2

4 You can track drop-shipments directly to your customer's address or outworker's address and there is an optional purchase order approval control process. The purchasing process includes Landed Cost with Multi Currency and multi tax rates. MRP & INVENTORY REPLENISHMENT Expanded Bullet Point into one sentence. Single Level Replenishment or Multi-Level MRP replenishment routines employed. The Replenishment routine combines current stock level, Demands from Sales Job and Assembly Orders, Supply from Purchase and Assembly Orders and suggests Orders to maintain stock Levels. Optionally compare Item s Actual Demand to Forecast Demand to provide an assessed Gross Demand. Nett-off current stock and Supply Orders to arrive at Day-Dated Nett Demand. Progressively deduct demand from assessed stock level and, using Item s ROL, ROQ, Order Multiple, and Lead time, create Suggested Orders. Evaluation results displayed in Day-Dated schedule. Suggested Orders can be amended if required. Amended Suggested Orders can be confirmed and combined with Source-On-Demand requirements to provide a single Ordering List. Additional facility provided to Re-Stock at other locations based on stock level at that location (Example: Van Stock). Supply Order Expediting. Single Level Replenishment. Ability to expedite both assemblies and purchase orders. PAGE 3

5 CRM, CALL CENTRE & QUOTING Manage every aspect of your customer relationship from prospect to customer, quote, job and order tracking, invoice and payment history to activity log for s, calls, meetings, etc. The customer database tracks multiple contacts and delivery addresses, head office billing information, job and invoicing requirements, and so on. An integrated call centre management system gathers date and time stamped customer calls and initiates resource activities to monitor and progress the customer call through to its conclusion. You may choose to add the frequently asked questions to your business knowledge base in Ostendo. A complete call history and quote history is maintained including conversions to actual orders. Quotes can be converted into sales orders or jobs at any time. Quotes have an expiry date and must be converted to an order or changed to lost status with a reason code explaining the lost quote. Quotes can be prepared for products and services, made to order custom products and services through to complex labour, materials and sub-contracted jobs and projects. Special pricing rules can be automatically applied to quotes according to customer type and other pre-defined criteria. SALES & SERVICE There are 4 methods of processing sales through to invoices (i) Sales Orders to Deliveries to Invoice (ii) Sales Orders to Invoices (iii) Invoice only and (iv) Counter Sale more commonly known as POS Point of Sale. You can consolidate customer invoices for jobs, sales orders, deliveries and recurring invoices (contracts). PAGE 4

6 Orders can be invoiced in multiple foreign currencies per customer. Customer payments can be received in a different currency to the original invoice. Customer statements can be generated by currency and the Customer Aging report is based on the exchange rates for the report As at Date. Ostendo supports multiple delivery addresses, branch or head office billing, head office month end statements amongst many other options. Your billing customers can have customised invoices and delivery dockets that meet their specific internal audit requirements. To assist you with the sales order process we have included: - An extensive pricing matrix with easy updates and multi tiered discount matrix - Sales kit sets - Configuring items on the fly for custom products - Current and projected stock availability - Alternate item option - Add-on sales options by item with warranty codes Warranty tracking commences at the time of product or service sale and continues through its lifecycle, recording all service, maintenance, and repair activities. This includes manufacturers' warranties and extended warranties that you have sold to the customer. For product or service sales with a future ongoing service commitment with service level agreements, you can automatically create a customer service asset upon selling the product or service to a customer. These service assets can have warranty records and preventative maintenance service agreements setup against them that will automatically schedule and create the service jobs required. A complete sales and service history for the customer and the customer's service. Service reminder letters can be generated and sent by or printed. Ostendo supports rentals and equipment hire. PAGE 5

7 POS POINT OF SALE Counter Sales or Point of Sale caters for retail, lay-by orders, workshop orders and supports multi terminal and multi branch. POS orders can be identified as one of these five; Retail Counter Sale, Pickup from Warehouse, to be Delivered, Workshop order or laybys. POS Orders can be taken as Workshop Orders for repair and service work. Customer required dates can be recorded; reference notes and instructions can be entered before printing a simple Workshop Job Sheet. Lay-by orders (laybys) have lay-by periods, terms and progressive payments. On Account Sales option allows you to raise a POS Order and issue the goods immediately. The invoice is posted to the Customer s Account for subsequent payment. POS orders can be placed on hold and a new order commenced. New sale sign in option is available for retail staff with opening cash. The Alternate operator facility allows supervisors to override a price for example. Prices can be shown including tax or excluding tax in the POS screen and on the receipt or invoice printout. Images, product messages and customer messages can be displayed on the POS screen at the time of POS order entry. Quotations can be given within the point of sale screen. The main difference between a Quote and an Order is that a Quote doesn t book stock out and a Quote can t be paid for. Ostendo POS has a simple mouse / keyboard / scanner interface designed for fast entry. The Scanning Mode can be setup with Automatic Defaults such as Quantity equals 1. Cash Drawer, scanner, receipt printer and pole display enabled. PAGE 6

8 Multiple barcodes per product eg serial numbers. Barcodes can be setup and defined for product attributes such as colour and size types of combinations. Full POS End of Day processing and Blind End of Day cash up and reports are available in Ostendo. Cash-Drops covering office drops and expenses are handled. The Cash Drop function enables four key operations to be carried out during the course of the day-to-day activities - Cash Drop Out: A Cash Drop (Out) is where monies are taken from the Till. - Cash Drop In: A Cash Drop (In) is where the Till Float is being topped up from the Office. - Pay Out: A Pay (Out) is where a cash withdrawal has been made from the Till to purchase miscellaneous items or services (like Petty Cash). - Pay In: A Pay (In) is where cash is added to the Till. This allows for return of Cash or Change from a previous Petty Cash withdrawal. JOB COSTING AND PROJECTS Job costing is Ostendo's strength, from simple to complex job estimating and quoting, to work in progress tracking at all levels, to after job costing and actual job profit reporting. Jobs can be from simple do and charge to multiple stages within a job and each stage can be invoiced out or job can be invoiced out at a fixed price with no regards to the contents of the job. Cost methods include standard, average, actual, last, buy price, or calculated cost. These are used in the jobs and projects to provide detailed and accurate budgeted planned, actual and projected costs at the various task, job, and project hierarchy levels. PAGE 7

9 Real time work in progress and time and cost completion percentage are included at all levels. You can also use the planned/projected costs based on progress claim percentage to project job profitability. Progress claims and retention tracking can be done by job and consolidated invoicing by project. A graphical job calendar by task/resource will assist you with scheduling. Job Costing & Projects has a large range of functionality including: Job Quoting, Job Orders, Job Costing, Job Profit Reporting, Job Scheduling, Supplier Catalogues, in depth Inventory, Pricing, Purchasing, Serial, Batch & Warranty Tracking, Barcodes, Customer Relations Management. PAGE 8

10 LABOUR, TIMESHEETS & JOB TRACKING Job sheets, job lists and timesheets assist the job planning and reporting process. The business work time profile defines the available hours for scheduling purposes. A graphical job-scheduling calendar allows you to track your labour resources. This drag and drop-scheduling tool provides you with instant visibility of your resources and tasks including labour resources allocated to non-chargeable work. Ostendo supports varying labour charge out rates by customer and varying employee actual labour or direct costs linked to one labour code. You can also track labour percentage complete against a task, job or project showing planned and actual labour to date and projected labour time remaining. The custom data screens or more commonly called Data Collection can be used with barcode scanners, keyboard or touch interface simultaneously for such things as Shop Floor. Data Collection (Time & Attendance) or Job or Assembly Order Tracking. PAGE 9

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12 OSTENDO MANUFACTURING, ENGINEERING & ASSEMBLY Manufacturing incorporates making products to order or to stock from component items. You can choose the level of simplicity or complexity that you wish to use. This ranges from an assembly order with no details, through using simple Bills of Material, or simple routing, to full use of combined BOM, routing and resources with cost rollups. Orders can be generated on the fly, source on demand, from a prescheduled planned order, or as a configured custom product. BOMs include setup, scrap percentage, can be as many levels deep as required and include component items, descriptors, and labour. Co-products, by-products and phantom assemblies are also supported. Each line in a BOM can optionally be linked to a step in the routing, and each routing step can identify the detailed resource requirements. A mass global replacement facility is used for substituting items and a where used enquiry for BOMs. Manage every aspect of your customer relationship from prospect to customer, quote, job and order tracking, invoice and payment history to activity log for s, calls, meetings, etc. The customer database tracks multiple contacts and delivery addresses, head office billing information, job and invoicing requirements, and so on. An integrated call centre management system gathers date and time stamped customer calls and initiates resource activities to monitor and progress the customer call through to its conclusion. You may choose to add the frequently asked questions to your business knowledge base in Ostendo. A complete call history and quote history is maintained including conversions to actual orders. Quotes can be converted into sales orders or jobs at any time. Quotes have an expiry date and must be converted to an order or changed to lost status with a reason code explaining the lost quote. Quotes can be prepared for products and services, made to order custom products and services through to complex labour, materials and sub-contracted jobs and projects. Special pricing rules can be automatically applied to quotes according to customer type and other pre-defined criteria. PAGE 11

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14 CONFIGURED CUSTOM PRODUCTS & SERVICES This is a simple question and answer interface to design, cost and price customer specific products and services. You create the rules for your configured products. Rules can be simple with features and options, through to complex dimensional rules based configurations. You can also define rules for calculating prices. Based on the answers to the questions at the quote or sales order entry stage, the system automatically generates and stores a unique design to make the product or service at a later time specifically for that customer eg BOM and routing. Custom products or services that have a future ongoing service commitment can be automatically converted to a customer service asset at the time of sale. Customised Data Collection screens can also be used with barcode scanners and touch interface simultaneously for Touch Screen Product Configuration. PAGE 13

15 FEATURES & OPTIONS To understand the differences between the 3 different styles of configured Custom Products lets look at each in some more detail: Manual: This style allows the build up of a Bill of Material (BOM) unique to the Sales or Job Line. It basically presents the user with the ability to build a custom product via an enhanced BOM screen. The user can alter the margin / mark-up by component line, and therefore rollup the costs and prices to formulate an estimate for that distinct configuration. This method of configuring a custom product is ideal for industries that don t necessarily have fixed rules and potentially have an endless array of end products that can be manufactured (i.e. The sign manufacturing industry). Rules: This style allows for custom product scripts to be defined against the item and can facilitate pretty much any rules based product. In other words it wouldn t be suitable for environments where there are no rules (Manual style is designed for that), but because of the nature of scripting, it can support industries where there are complicated calculations, questions that are dependant on previous answers etc However, the main downside to this style is that it does require the ability to develop the custom script. Industries like joinery are well suited to rules based configuration because of their unlimited dimensional combinations. Features: This new style, as pointed out earlier, sits in between the Manual and Rules styles. It allows for Features & Options to be added to a standard Bill of Material (BOM). The idea is that the product has a number of predefined features, and for each of those features, a predefined list of options. Each option then has a defined price, enabling the user to configure which feature/option is required for that specific sales/job line. The end result (like the other 2 styles) is that a unique BOM is created and used to generate a linked Assembly Order. The big advantage of this new style over Rules, is that it is very simple to set-up and maintain. Industries like furniture or motor home manufacturers are well suited for this style of custom product. QUALITY CONTROL Specific Quality Control inspection funtionality will be released later this year in a quarterly Ostendo update. REPORTING, WORKFLOWS & TECHNICAL UTILITIES Ostendo runs on an SQL relational database and supports the multi user business from single to 100+ users. Ostendo is multi company ready. Database technology has been extensively used for improved performance eg triggers, stored procedures, generators and exceptions. An in-built Graphical Workflows Designer Tool enables you to create graphical representations of your business process flow and then display it within the Ostendo desktop for individual end users. The workflow can then be linked to programs, reports, views or even scripts, therefore providing a simple way of representing an end user s daily activities. The integrated high end reporting and analysis capabilities, query design and selection criteria have been stored in the database itself i.e. not in the executable file. The report writer and scripting engine gives you the freedom you need on top of the analysis, pivot and chart views. The graphical user interface GUI can be changed by the user to Windows 2000, XP, Vista or Windows 7 look and feel. PAGE 14

16 The user can customise the menus to add external programs and files to Ostendo within its security. The custom scripting engine allows customer specific routines to be created and added as a regular menu option also. The Ostendo script scheduler allows scripts to be run based on predetermined frequencies and times for example automatically pick up s and create timesheets and orders. Opening lists can be customised by the user, as can the quick launch toolbar for commonly used menu options. System wide alerts and reminders automatically trigger for urgent and important events as defined by the user. Daily Key Business Statistics are sent by to the business leaders and decisions makers. The customer can also define their own compulsory fields for their business that users must input. A complete transactional change audit log can be activated by user at any time. Other tools included in Ostendo are an integrated spreadsheet with SQL query tools, general data import and export utilities across the entire database, right click mouse option to print or export data from screen lists, global name and code changing and substitution, image and document management library and graphical calendar views with drag and drop facility for CRM and jobs. Ostendo uses the Firebird SQL relational database which automatically installs when Ostendo is installed. The Ostendo Database Utility allows the Backup, Restore and Validation (and if necessary, repair) of Ostendo Database files. Ostendo integrates directly with MYOB AccountRight Standard, Plus, Accounting, Accounting Plus, Premier and Enterprise using the MYOB Read Write ODBC Driver. This ODBC Driver is provided with Ostendo. The QuickBooks Qbi versions interface directly with Ostendo. The integration link for Sage Pastel Partner and Pastel Evolution is available through our Ostendo Consulting Partners in Australia and South Africa. A number of customers use other accounting systems with Ostendo for their business operations. Some businesses use Ostendo as stand alone operations software, some clients prefer to enter a few journal entries into their accounting system at the end of the month, while others have specific links developed for them using the scripting capabilities of Ostendo by their Ostendo Consulting Partner to directly update their specific accounting software. There is a range of options available to you in these circumstances. All you have to do is ask and make your needs known to your Ostendo Reseller. Web Services, Mobility, Remote Access and Third Party Software Integration. The Ostendo application itself can be run as a Web Server and when used with custom scripting the possibilities are endless for Web Services, Mobility, Remote Access and Third Party Software Integration. PAGE 15

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