Financial and Inventory Management

Beyond the robust sales, marketing and customer service features, CRMonCall provides invaluable financial information as part of its unified approach to business management. Optional modules provided at no additional charge (and controlled by User Permissions) enable these capabilities surrounding Order Management and Inventory Management:

• Create and organize a product and services catalog, and then prepare customer quotes, sales orders and invoices from that catalog. Once sold, products may be tracked by serial number on service contracts, with their associated case history. If desired, each customer can also have a list of all products or services they have purchased linked to them.
• Payments may be received and allocated to open invoices, and receipts may be printed as PDF documents. Accounts Receivable statements may be created and printed both at the invoice level, or as full account statements showing A.R. balances.
• The optional QuickBooks integration module permits the catalog and accounts data, plus invoices and payments, to be synchronized with QuickBooks at regular intervals.
• Purchase Orders may also be generated and emailed to suppliers, and received Bills may be entered and linked to P.O.s. Outgoing payments may be tracked and allocated to Bills to derive Accounts Payable balances.
• An Acrobat PDF may be generated for any document (Quote, Invoice, Sales Order, etc..) - using the Create PDF button. Each document may also be automatically generated and emailed (as a PDF attachment) in a single action. Your company name and address details (as well as your company logo) on the PDF come from Company Information data entered in the administration screen. There is support for multiple company addresses plus the appending of large blocks of text for standard terms and conditions, and there are three attractive layouts to choose from. PDFs support multi-byte character sets, and so character sets such as Thai, Chinese and Japanese are supported.

• The Quotes module manages the creation of customer quotations. Quotes are created by defining a quantity to be sold for each of a number of products or assemblies (complex products), and an account to which they are being quoted. Quotes may also include services and support line items, as well as comment lines for clarification.
• Each quote consists of one or more product groupings, and each product group may have one or more product, services, or support line items in it. Each group has a name, and a stage, and may also have a group level discount, taxes and shipping cost.
• Each quote also has a Stage, a Valid Until date, a contact, an account, a shipping provider, and an address - for both bill to and ship to. For each quote the currency and the terms must also be selected.
• A wide variety of group and line-item level discounts may be defined, and options exist to control user access to non-standard pricing and discounts, and to set pricing by margin or markup percentages. If desired, quotes above a certain total value, or with gross margin below a specified percentage, may require approval. The Quotes detail view illustrates the information captured by a quote within CRMonCall.

• Invoices may be created by converting a Quote to an Invoice, by creating a new Invoice in much the same way as described above for a Quote, or by generating the Invoice from a Sales Order. Invoices include a Due Date, which is automatically calculated using the terms selected. The Invoices list view highlights any overdue invoices, and an Open Invoices Report lets you track all outstanding invoices.
• Quotes, Sales Orders, Invoices, Payments, Purchase Orders and Bills may all be customized by selecting the starting number for each, and by specifying a prefix to be used. For example - specifying a prefix of "TLR09-" and a starting number of 1000 will generate an initial Invoice number of TLR09-1000. Payments, Receipts & Statements:
• Payments may be received and allocated to one or more invoices. Receipts may be generated and printed or emailed.
• Partially paid invoices may have a statement generated and printed or emailed.
• Account statements may be generated and printed or emailed. These statements may be created individually or automatically for all accounts with a non-zero balance.

• If desired, Sales Orders may be created as an intermediate step between Quotes and Invoices. Packing Slips and Order Confirmations may be produced and emailed as PDFs.
• Sales Orders may be used to generate one or more Invoices.

• Purchase Orders may be created and automatically emailed to suppliers. The Purchase Orders list view highlights any overdue items, and an Open Purchase Orders Report lets you track all outstanding POs.
• Outgoing Payments may be tracked and allocated to one or more Bills. Payment Advice notes may be generated and printed or emailed.

Inventory Management:

CRMonCall includes a full inventory management capability. Two key modules perform the bulk of inventory management - Shipping and Receiving. In addition, the Sales Orders and Purchase Orders modules, as well as the Invoices module, evolved to support the tracking of partially received Purchase Orders, and partially shipped Sales Orders or Invoices (depending on how your business operates).

Receiving:

The Receiving module lets users in shipping/receiving document the receipt of a shipment, list the items and quantities received, and link to the related Purchase Order (and Sales Order if any). It documents the inbound shipping provider, number of packages and weight, the supplier's packing slip number, and the date received. For businesses with multiple warehouses, each shipment of products received record will be linked to the warehouse where the products were received, and inventory is adjusted appropriately for that location.

Shipping:

The Shipping module lets users in shipping/receiving record the shipments they send out. As well, it links to the FedEx and UPS shipping and tracking web services to automate those activities when using these shipping providers. It documents the outbound shipping provider, number of packages and weight, the packing slip number (it can also produce PDFs of packing slips), and the date shipped. For businesses with multiple warehouses, each packing slip will be linked to the warehouse from which the products were shipped, and inventory is adjusted appropriately for that location. Note: Serial numbers are tracked from receiving, through the Sales Order and Invoice and on to the Packing Slip. Additionally, Supported Products are linked to client accounts, and also track product serial numbers.