at a Glance Integrated collateral inventory management and accounting
MarketingPilot provides comprehensive inventory management functions specially designed to meet the needs of marketers. MarketingPilot provides a comprehensive inventory management system for marketers that need to manage inventory levels of promotional items, collateral, paper, supplies and consumables and who need to allocate costs of these items to specific jobs, campaigns, events and programs. Track Inventory MarketingPilot tracks inventory automatically. MarketingPilot adds available inventory when you purchase more and automatically subtracts inventory when you use it in a campaign, event or job. Create Items MarketingPilot makes setting up inventoried items such as brochures, flyers, pamphlets, inserts, business reply cards a snap. Once they are setup they are easy to work with. Project Costs MarketingPilot makes it easy to add the costs associated with using Inventoried Items to projects. MarketingPilot supports both FIFO and Weighted Average Cost inventory valuation methods. Vendor Quotes Track requests for quotes, proposals and prices. Send RFQs to vendors via email. Associate RFQs with campaigns, locations, brands, etc. Send reminders to staff and vendors when responses are due. Purchasing Purchase inventory like any other item or service. MarketingPilot automatically updates the inventory count and does all the expense tracking. Vendor Management Add vendors, suppliers, contractors, etc., once and use them again and again without rekeying their information. Track detailed vendor information including Tax ID, terms, etc. Manage vendor approval. Manage complex discount programs. Create vendors to-do lists. MarketingPilot's builtin reminder system ensures nothing is missed. Vendor register tracks expenses, payments and balances due. Purchasing Track an unlimited number of purchase orders. Purchase orders can have an unlimited number of line items. Associate purchase orders with campaigns, locations, brands, etc. Page 2 of 6
enables you to track inventory usage costs and it automatically tracks labor costs for a complete picture of the profitability of every project. Expense Management Track an unlimited number of expenses for inventoried items, non inventoried items and services. Send purchase orders to vendors via email. Route purchase orders for approval. Track purchase order variance. Send reminders to staff and vendors when responses are due. Management and track cooperative marketing payments. Track production charges. Track make-goods and credit memos. Track work in process and billable expenses. Track Sales tax, VAT, GST and other taxes paid. Setup multiple Accounts Payable accounts. Place Vendors on hold; set Accounts Payable priority for vendors. Associate expenses with jobs, clients, vendors, media outlets, campaigns, locations, brands, etc. Integrated approvals functions: route expenses and purchase orders for approval. Track expenses by expense account. Track accruals and accrual dates. Estimating MarketingPilot makes estimating easy from start to finish: Create an unlimited number of Estimates. Include inventory items in Estimates using their cost and price. Estimates are displayed on the Client Dashboard. Link Estimates to Jobs, Campaigns and Events. Automatically track estimate versus actual cost/price and time. Estimate costs, prices and time. Create invoices and proposals with a few clicks and no re-keying. Attach working papers and backup documents to each estimate. Include estimated time in scheduling. Job Costing & Profitability MarketingPilot provides up-to-date job costing and profitability analysis for every project. MarketingPilot makes it easy to track project costs, billing, profit margin and unbilled expenses. MarketingPilot Invoicing and Billing MarketingPilot makes invoicing easy by providing integrated workflow tools: Create standard items and services, whether inventoried or not. Automatically deduct sold items from inventory; automatically track the cost of goods sold. Associate invoices with jobs, clients, campaigns, locations, brands, etc. Create sales orders so that you can review and change information before it is posted to the general ledger. Track sales, VAT, GAT taxes. Track receivables and payments. Track refunds and credit memos. Online credit card processing. Page 3 of 6
Print client statements. Powerful Discounting/Surcharges MarketingPilot provides advanced features to help users manage complex discounting and surcharges: Setup complex order discounts and invoice surcharges. Set standard discounts for each client/vendor including multiple 'sub' discounts. Setup percent discounts, flat fee discounts and item caps. Apply discounts to service and media invoices and orders. Apply discounts and surcharges to gross or net costs/prices. Automatically post discounts and surcharges to the appropriate general ledger account. Use discounts and surcharges in Media Plans. Vendor Payments Pay vendor invoices in full or make partial payments. Setup multiple payment accounts, including banks accounts and credit card accounts. Send email reminders when payments are due. Track cash and coop payments. Handle prepayments, retainers, deposits, advances and credits correctly without adjusting entries. Budget Management MarketingPilot provides a solution to many of the problems associated with spreadsheet-based budgets: MarketingPilot does the math: there are no formulas to update or spreadsheets to keep linked; budgets are always accurate. MarketingPilot integrates spending, budgeting and forecasting: There is no rekeying of actual expenses; spend less time managing budgets; answer questions faster and more easily; budget vs. actual information is always accurate. Multiple users can update budget and expense information at the same time. Set up a budget in a few minutes: Create an unlimited number of budgets. Create budgets for clients, campaigns, jobs, products, locations, channels, media outlets, markets, departments and vendors. Combine budgets, and roll them up. Create daily, weekly, monthly, quarterly, annual or seasonal budgets. Roll budgets up by week, month, quarter, season or year with a mouse click. Drill down into a budget to the most detailed level. Lock budgets so they can t be changed. Restrict budget access to specific users. Attach emails, correspondence, quotes, faxes, spreadsheets, documents and other files to budgets. Attach notes to budgets. Copy entire budgets with one click. Enable individuals to create parts of a budget and automatically roll up their work into a consolidated budget. Comprehensive Financial Reporting MarketingPilot provides a full set of reports to help manage finances. Accounts Payable Aging Account Receivable Aging Balance Sheet Check details Client Statements Collections Report Deposit Details Expenses by Vendor Income Statement Item Price List Page 4 of 6
Job Profitability Journal Open Invoices Purchases by Vendor Sales by Client Sales by Item Sales by Rep Trial Balance Unbilled Costs by Job Unpaid Bills Excel Integration Microsoft Excel integration means that most displays and all reports can be exported to Excel for further analysis. Custom Reports MarketingPilot enables users to transform valuable marketing data into shared information for insightful, timely decisions. MarketingPilot provides a comprehensive reporting solution that enables the creation, management, and delivery of both traditional, paper-oriented reports and interactive, web-based reports. Users can create custom reports and explore MarketingPilot data using a report designer with a familiar Microsoft Office user interface. Users can: Create standard reports or cross-tabs, and charts. Add text and formatting to reports. Create new fields and calculations. Preview, print and publish reports. Export report data to formats such as Microsoft Excel, Adobe PDF, HTML, etc. Powerful report management features enable a high degree of control. Custom reports can be added to the MarketingPilot shortcut bar; and/or deployed to a report web site for access by non-marketingpilot users. Organizations can deploy interactive Webbased reports to deliver information to clients or partners over extranets or the Internet. MarketingPilot's flexible, role-based security protects reports and information. Available Licensed or On Demand MarketingPilot is available as a licensed product that can be installed on in-house servers, or as an On Demand service available to users via the internet. MarketingPilot is available in three editions: standard, professional and enterprise. Visit the MarketingPilot web site to compare editions and features. Advanced Technology MarketingPilot incorporates the latest Web 2.0 technologies. MarketingPilot s industry standard SQL database makes it easy to integrate MarketingPilot with existing software. Multiple Languages MarketingPilot Enterprise Edition is designed to support multiple languages, allowing each user to select the appropriate language, currency, time zone, and numeric display option. Customize Every Field with the Enterprise Edition MarketingPilot enterprise edition enables users to customize the name of every field on every page in every language, to enable the use of your own terminology. Security Built-in security features manage user privileges and control access. MarketingPilot provides a layered approach to security. Deploy MarketingPilot on a corporate server behind a firewall, or use SSL encryption for even greater security. Services That Make It Easy Every MarketingPilot client is assigned to a dedicated account management team professionals who are on call to help in any way possible. Our team will help your organization gain and maintain a real competitive advantage. A range of services is available to get the most out of MarketingPilot: Online and onsite training led by professional marketers who are MarketingPilot experts. Custom report design. Software development and customization. Integration of MarketingPilot and existing systems. Process improvement consulting. Page 5 of 6
Find out More In the US, call +1.847.864.4777, or contact us via email at sales@marketingpilot.com and request a demonstration. Visit our web site at www.marketingpilot.com for more information and for contact information in other countries. About MarketingPilot MarketingPilot Software LLC is the leading provider of marketing information systems collaborative systems for improving marketing effectiveness and productivity. Every day thousands of marketers at hundreds of companies in more than 30 countries use MarketingPilot. 2009 MarketingPilot Software LLC, all rights reserved. MarketingPilot, MarketingPilot Software and The Marketing Information System are trademarks of MarketingPilot Software LLC. This brochure describes the features of MarketingPilot Web Server 9. Not all features are included in all editions. MarketingPilot Software LLC Suite 210 1822 Ridge Avenue Evanston, IL 60201 USA +1.847.864.477 Page 6 of 6