Date : 1st February 2013 Your Name Your Company Your Address Dear Prospect, Preliminary Quotation Further to our telephone conversation today I take pleasure to enclose details on Interprise Suite software. I hope the above meets with your approval and I look forward to your comments. Please note that all quotes are valid for 30 days. E & OE. Yours sincerely, Tony Parsonage Director Apex IT Ltd Suite 118 Courthill House 60 Water Lane Wilmslow Cheshire SK9 5AJ T 0161 387 7140 info@apexit.co.uk www.apexit.co.uk
Quotation 1. Interprise Suite Software License Upgrades in user licenses later on are the difference in price. The core product is licensed based on the number of users. 600.00 + VAT Per User (one off) Cost for 5 User Software License 3,000.00 + VAT 2. 1 Year Interprise Suite Software Maintenance This is so you receive updates and new features for your software. To ensure you receive the latest updates to the software you will need software maintenance. 100.00 Per User Per Year Cost for 5 User Software Maintenance 500.00 + VAT PA 3. 1 Year Interprise Suite Telephone Support This is unlimited telephone support based on a fair usage policy. Knowing quality people are at the end of the phone to answer your questions and provide proper advice is a valuable part of your user experience. However, please note that telephone support is not a substitute for training. If you or any of your staff are constantly on the phone over a long period of time do not be surprised if we insist they have some training. If you have regular staff turnover then do not expect telephone support to be your retraining plan. 650.00 + VAT 1 st User Per Year 100.00 + VAT Additional Users Per Year Cost for 5 User Telephone Support 1050.00 + VAT 2
General Comments - Important Database Interprise Suite can be used with MS SQL Express the free version but it should be noted that, dependant on your volume of data and usage, you may need to invest in full blown SQL 2005/8. For 5 Users the SQL Express version should be fine but even at this level we make no guarantees due to SQL Express limitations. It is effectively the same database so an upgrade later on is not a major job to do should it be required. SQL Express limitations are no scheduled backup, 4Gb database size, it only uses one processor in the server and 1Gb ram. Much better performance will be had by using full blown SQL and this can be purchased in a low cost way with MS SBS small business server. The Premium version comes with Exchange, Server and SQL etc. The larger your network the more likely you should be investing in dedicated servers for each application. Email / Fax Please note to email you will need a valid email account either POP3 or via MS Exchange. Note the email client should be used to send documents like statements, invoices, purchase orders etc. It is not designed to replace Outlook as your email client. Please note that to fax you will need to subscribe to the fax web service with Interfax. This is lower cost and a lot less hassle then having a modem in your server to send faxes. LAN or WAN Configuration There are a number of ways to run Interprise Licensed version: Option 1. Use a traditional Fileserver at your offices and the users at the office access Interprise (plus your other applications) over the LAN. Any remote workers or branches access the system over the Internet using web services. For this to work you will need a decent Internet connection and static IP at the office. If you intend to use the ecommerce web shop as well then you could also have on your LAN a web server (simple spec) in front of your firewall for security reasons. Your hardware company will need to configure this properly. The performance of your web shop will depend heavily on your internet connection at the office being up to the job. Option 2. Rent a server from a hosting supplier. We can supply Hosted Servers if you don t already have a provider. You need to pick a decent hosting company that will backup your data, maintain the server as well as have power backup, 24/7 security etc. If you have a lot of users in one location then you will need to have a decent internet connection or their experience will suffer. If you have a busy web shop then this is a reasonable option. 3
Server & Workstations Minimum Hardware Specifications apply to run Interprise Suite. Depending on number of users you will need a Fileserver that is at least Dual Processor, 4Gb Ram or preferably better, at least 20Gb Free disk space and a backup device that will backup all the data and application onto one tape. Workstations will need Windows XP Pro/ Vista / Windows 7 and have at least 6Gb free disk space and be a minimum of P4 or preferably Dual Core Processors (Not Celeron) with a minimum 2Gb Ram. The speed of the application will depend on the processor and ram like any.net application. Workstation screen resolution of 1250 x 1024 or better is also recommended but not essential when using the product. Apex IT Hosted Servers (Server & OS Only) Description Server Level 1 2 CPU Cores, 2Gb Ram, 50Gb SAN Storage Fully Managed & Backed Up. MS Server OS License on a Per Month License Basis Cost Per Mth 200.00 Other Specifications on Request POA Additional 1Gb Ram 21.00 Additional 100Gb Disk Space 40.00 Additional Processor 33.00 MS SQL Workgroups on a Per Month License Basis 60.00 Apex IT Hosted Server Advantages: OPEX not CAPEX. The cost can be accounted for against profits as its an operating expense and not a capital expense. Of course the same benefit could be got by leasing the software license however this is a commitment of 3-5 years rather than on a monthly basis. Elastic or Scalability. As you need more a better server specification with more Ram, CPU etc you can change your requirements on a monthly basis. There are no upgrade costs or costs for unused licenses or capacity. If you did a promotion and expected a lot of traffic then you could up the specification of the server for the period this was happening and then change it back after. Backup & Security. Your offices are probably secure but not as secure as a data centre with 24/7 security and power backup generators. Backups are also kept in 2 separate locations in case a location is destroyed. No need to have to swap tapes every day and replace expensive server media. 4
Reliability. The servers we use are on a Storage Area Network (SAN) device. Its very rare for such a system to actually go down. SAN is a self healing system where additional server capacity can be added and taken away while the system is up and working. So if hardware fails it keeps on working. SAN type storage is more expensive but worth it. You are able to get BIG system benefits for no extra costs. No Notice or Long Contracts. If you want to cancel stop paying its that simple. No tricky long winded contracts to think about or stings in the tail. Internet Connection If you want to run the system over the Internet as well as on your LAN then you will need a static IP address linked to a url address. This is so the web service can work. You will also need ADSL or SDSL Internet connection. Depending on the number of remote users the better the bandwidth should be. You may decide to host the whole thing. Existing Network Hardware It would be a good idea to provide us with a list of any existing hardware specifications and software operating systems that are already in place so we can help spot any upgrades that will be required. 4. Installation of Software License onto Server and Workstations This assumes that the network is already configured. The cost does not include network setup or configuration. This will be the loading of the software on the server and the workstations. Your hardware supplier on site at the same time would be a good idea. We would also require a hardware list before attending so we can highlight any potential issues before we get there. Cost 750.00 + VAT 5
5. On Site Training, Consultancy & Implementation of Interprise Suite We should identify 1-3 main people in the organization that will be responsible for the implementation and can make decisions on the setup preferences. This time can be used for training, consultancy and implementation. The trainer may be on site for a day and do a bit of each as it will be geared towards what you want to achieve. I would budget for about a day per module that you want to use. A normal site will need between 5-8 days training spread over time. If more training is required then this can be arranged at the normal rates as below. After each day we expect you to sign a satisfaction note. Interprise has a lot of features and if you want to gain the maximum from the system then consultancy time will be needed to set them up and show you how to use them. The less you want to use like CRM, fax/email, BI etc etc then the less training you will need. You cannot expect to implement everything in a few days. If you book 2-3 days don t expect to set a go live date as part of it as its just unrealistic. An investment in the training / consultancy time will mean you gain more benefit from the massive feature set of Interprise. If more training is required then this can be booked at the same rate as required. Cost per day 650.00 + VAT Within Manchester Area Cost per day 800.00 + VAT Including Travel Expenses 6. Self Study Workshop Manual & Videos The self study guide is a complete self study workshop course. You can go at your own pace. It goes through the whole process of setting up a new company dataset with opening balances and running through a normal companies transactions. It includes import files, logos, 30 minute + per module demo videos, a 250+ page workshop training document split into exercises and video of each exercise so you can see how its done. This is free and can be downloaded from our website. There are different types of users who will buy Interprise Suite. Those that put a value on training and consultancy will invest in it. The more users you have the more you should invest in proper consultancy days as the benefits become bigger, the bigger the system you have. For example, if you can improve a way to enter sales orders that saves a couple of minutes or you sell more product because of a procedure put in place or you get better information out of the system etc then the more users you have the more this will save or make you. So investing in some consultancy can pay dividends in these types of instances. We are not here to sell you on the benefits of consultancy you either believe its worth paying for or not. However, we want you to get the most from implementing Interprise Suite so you can chose based on your budget and perceived benefits from consultancy or the self study guide routes. Maybe you do the self study guide and then have some consultancy. Cost FOC.00 6
7. Conversion of Data This will depend on the files you can provide from your existing system. This can be done in training time as you may decide to re-setup some account codes and structures. Basic information is offered for the following areas: Customer Names & Addresses Customer Opening Invoices & Credits Customer Outstanding Sales Order Supplier Names & Addresses Supplier Opening Invoices & Credits Supplier Outstanding Purchase Orders Bank Accounts Bank Opening Balances Inventory Codes & Descriptions Inventory Opening Qty in Stock Accounting Nominal Codes Accounting Opening Trial Balance Import or Manual Entry Import or Manual Entry Manual Entry Import or Manual Entry Import or Manual Entry Manual Entry Manual Entry Manual Entry Import or Manual Entry Import or Manual Entry Default Template (Recommended) or Import or Manual Entry Manual Entry If you have Sage Line 100, Line 50 or MMS/200 we have already created import documentation and spreadsheets to extract the data already in place to speed the process up. Please note that should you want to import files yourself you will need Excel 2003 usually part of MS Office software. 7
Example Interprise Implementation Schedule. This is Subject to change based on user requirements. This is purely a guide as what can be done with the time and no guarantee of achieving what is listed in the time is implied. If you need more consultancy time to achieve the result then this is chargeable at the usual rates. It may be that some things take longer and others a shorter timescale. Each users requirements will be different. Installation of software Installation on server and client pc s and setting up of Web services (if applicable) Day 1 - System Manager Am - Create live database and set parameters Payment Terms, Shipping Methods, Multicurrency, User Roles, User Accounts. You will need to know your nominal structure that is required at this point, the Default is similar to Sage L50. If the defaults are accepted there is no need to create financial statement layouts saving implementation time. People Required Finance manager. Day 1 - Accounting Pm - Accounting Preferences & Setup. Prepayments, Accruals, Journals, Bad Debt Write Off, Creating and Amending Nominal Accounts. Review Financial Reports - Profit & Loss and Balance Sheet and amending if needed. People Required Finance manager. Day 2 - Inventory Am - Inventory Preferences & Setup. Creating & Amending Inventory Items, warehouses, Stock Adjustments, Stock Take & Transfers. Inventory Reports. People Required Finance Manager & Warehouse Manager. Day 2 - Supplier Pm - Supplier preferences & Setup. Creating & Amending Supplier Accounts, Creating Requisitions, Orders, GRN s & Bills. Auto generate purchase orders. Doing a supplier payment run and general day to day use of the supplier ledger. Supplier Reports. People required Finance Manager, Bought Ledger Dept Purchase Order Processing Dept. Day 3 - Customer Am/ Pm - Customer Preferences & Setup. Creating & Amending Customer accounts, Creating Quotes, Orders, Invoices & RMA s. Allocating stock for orders and confirming despatch. Drop Ship Orders, Posting & Allocating customer receipts & refunds. General day to day use of the customer ledger. Customer Reports. People Required Finance Manager & Credit Control Dept, Sales Order processing Dept. 8
Day 4 - Banking Am - Banking Preferences & Setup. Creating & Amending Bank accounts. Bank payments & Receipts. Inter Account Transfers, Bank Reconciliation. Baking Reports People Required Finance Manager Day 4 - Accounting Pm - Review Accounting Multi Currency Revaluation, Stock Revaluation, VAT Return, Intrastat, EC Sales. Accounting Reports. People Required Finance manager. Day 5 - CRM Am - CRM Preferences & Setup. Creating & Amending Leads and Prospects. Creating Target Lists & Campaign Waves, Outbound calls & Opportunities and Logging Activities and Cases. Case Management. Email (Needs POP 3 account to connect to exchange) People Required Sales Day 5 - Stationery Layouts Pm - Amend Layouts as required. Invoice, Picking Note, Purchase Order etc. People Required Consultant/Trainer Day 6 - Export & Import data Export data from existing system for editing, deleting obsolete Customers, Suppliers, Items etc. If this will be used as the live import ensure any new accounts created after export are added to the spreadsheet or manually entered into Interprise. Export Customer, Supplier & Inventory headers. Transactions will be exported on the day of going live. People Required Consultant/Trainer Day 7 - Go Live Export Customer & Supplier Outstanding Balances from existing system and import (or enter manually). Enter Nominal Opening Balances (Manual) Enter Banking Opening Balance & Unpresented Items (Manual) Enter Outstanding Sales & Purchase Orders (Manual) People Required Consultant/Trainer Day 8 - Month End Go through first month end Other items People Required Finance Manager 9
8. Amendments & Customisation of Interprise Suite If any specific amendments are required then you will be provided with a specification and fixed price for the work. Our normal daily rate for an amendment or development work is 650.00 + VAT per day as required. 9. Optional Plugins Depending on your requirements you may want to purchase additional functionality. These optional plugins are listed on our web site and cover things like eshop Connect or Multi Channel integration options to ebay, Amazon, Magento, OSCommerce and Volusion etc. We also have an Interprise ecommerce module which provides an excellent B2B webshop and a simple B2C webshop. If your looking to have a serious B2C webshop though you are better sticking to something like Magento et al that can be developed easily as you want to. We also have modules for Project Costing, Asset Management, Counter Sales, Multi Company Consolidation, Batch Serial Traceability, Payroll and more. Optional Modules each have an additional price. 10
Sales Order Form Customer Name Customer PO Date Order Description Item Description Cost Total.00 + VAT Signed Name (Terms & Conditions of Sale - Next Page) Date 11
Terms & Conditions of Sale 1. All goods remain the property of Apex IT Limited until paid for in full. 2. Software is payable on order. 3. Consultancy & Training is payable on order. You will be expected to sign a satisfaction note for all training and consultancy that takes place as confirmation you have had the training or consultancy time. 4. Amendments as per a specification are payable on order. 5. Telephone Support & Software Maintenance (Support) are payable on order and yearly in advance at renewal. A Support invoice will be sent every year about 30 days in advance of the annual renewal date. Support will automatically renew every year unless 60 days written notice is given in advance of the annual renewal date. Notice to be sent by recorded delivery letter. Any increase in Support costs, if any, should be in line with inflation. 6. If you offer an Apex IT Employee a job and they accept the position then you shall pay to Apex IT an agency fee of 25% of their present salary before they start with your company. 7. If you are using a grant to pay for the software or training then we will invoice the government body as indicated by you in writing and help you to get the grant money as long as this places no onerous requirements on us. However, you will still have to pay us on the above terms. We will refund any monies when received from the government body within 7 days if paid to us. The reason for this is that they can take a long time to pay and/or may be dependant on things out of our control. 8. If you are leasing the above order then we will invoice the leasing company as indicated and we will expect written confirmation by email, fax or letter that they have a lease in place for you and will pay us out within 7 days of delivery on the activation key in the case of software or in advance of services. No delay for any reason will be accepted. 9. See software manufacturers license for all warranties, liabilities, limitation of liability and guarantee relating to any software product purchased. E & OE. Signed Name Date 12