While CSS specializes in providing industry specific turn-key solutions, we do provide our software modules for licensing by individual module. Most of our software modules will work fine in a stand-alone environment although some do require other supporting modules to work. Consult our offices for the required modules.
Our Accounts Payable system provides all the tools you need to manage your company's expenditures. This system handles multiple companies, multiple cash accounts, 1099 printing and choice of alpha or numeric vendor numbers. Voucher entry works with our P/O module to provide inventory receipt validation and automatic generation of vouchers. Check printing is quick and easy. The system supports pin feed, laser or a CSS customized blank check form for printing. There is a manual check and void check facility as well.
The Vendor Master Maintenance will allow quick and easy entry of all vendor information. The system provides extensive search and selection of vendors. Vendor numbers can be computer generated or user assigned. They may be alpha or numeric. The system supports unlimited comments as well as a complete vendor contact system. The Vendor Master Inquiry will show detailed information about each vendor including all voucher and payment history at the vendor, voucher and check levels. An unlimited number of years purchasing and payment history can be maintained for each vendor.
This system allows quick and efficient voucher entry. The system checks for duplicate invoice numbers as vouchers are entered. The program handles voucher discounting and prepayments. Vouchers can be combined on one check or printed on separate checks. The system allows unlimited G/L account distributions for each voucher. An optional interface with the purchasing system will allow receipt verification of all merchandise before payment.
The system handles voiding voucher and checks. When voiding checks you have the option of returning the vouchers to open payables or not.
The system includes the following maintenance procedures:
Open vouchers can be maintained after creation if desired. You can change select information on the voucher as well as the G/L distribution entries. This procedure will allow voiding of a voucher as well.
The heart of any good A/P system is its check writing process. Voucher payment selection needs to be quick, easy and forgiving. The system allows selecting vouchers for payment by date, vendor or voucher. When selecting by date you can include an earlier date to pick up any available cash discounts. The selected vouchers can be edited as well. So if you select to pay everything due by the end of the month, then run a pre-check register you can still make changes if you spot any errors in your selection.
Checks can be selected, printed, deleted or reprinted as many times as needed, no updating is done until post time. The system supports two options for printing checks: a standard pin feed check or laser check. CSS can customize the check layout to any design you need including creating a custom layout to print on blank check stock.
Once checks are posted they remain on the open check register until they are processed. The A/P module has its own processed check entry, but for a more complete bank reconciliation system we suggest using our Cash Reconciliation module.
No A/P system is complete without the ability to process 1099's. Our system will capture all 1099 information at the year-end close. You may print your 1099's anytime you choose after the year-end close. The system will allow vendor updating before printing. 1099's can be reprinted as many times as needed. Our software supports pin feed or laser 1099 forms as part of the base package.
This system comes with the ability to print, archieve, fax or email any statement, invoice or report that is generated by the system. You have several options on how the reports will be produced including paper, PDF, Excel spread sheet or other formats.
In addition to reporting that comes out of the processes, the system offers the following reports:
The Accounts Payable module will create all the required general ledger entries for every transaction processed. If you are using our G/L module all entries will be passed to that module automatically, otherwise you may use our transaction file to feed your G/L.
The Accounts Payable system will pass all check payment information to the cash reconciliation system so users can balance their cash accounts. When the cash account is balanced Cash Reconciliation will update the A/P module by clearing the checks and removing them from the outstanding check register.
The Accounts Payable voucher entry process is interfaced with our purchasing system. It allows cross referencing of purchase orders to invoices to ensure product was received correctly before paying the invoice. Cost and quantities can be updated during the payment process.
Accounts receivable is one of the most important assets your company manages. This system provides all the tools you need to track and monitor all your accounts receivable activities. The strength of any A/R system must be measured by it's ability to allow quick and easy entry of cash receipts, easy lookup of customer history, prevent shipping to past due customers and provide the tools needed to help collect past due accounts. Our accounting software does that and more.
The A/R system is designed to allow you total control over your most valuable asset, your customer files. Whether you want to search for a customer, enter a cash receipt, view a customer's invoice history or fax them a copy of an overdue invoice, this system can do it all. Our A/R system provides an extensive customer search and selection program that will allow you to find the desired customer both quick and efficiently. Our Customer Master Inquiry can provide a wealth of information about your customers. All sales information is available at the invoice summary and item detail levels. You may view current period and current/prior year sales by customer or item categories. The system will keep a complete log of all activity for each customer. You are also allowed unlimited years sales and payment history.
This system allows quick and efficient entry of invoices via the manual invoice system. Invoices can also come from order entry if you have purchased it or be imported from another system.
The system includes the following user updatable utilities:
Entering and posting cash receipts and adjustments should be easy, fast and most of all flexible, This system allows multiple users, multiple cash accounts and any user-defined payment types including cash, checks, wire, credit cards, debit cards and non A/R cash. The system will accept multiple payments and payment types for the same invoice. You can choose between open invoice or balance forward payment methods. Edit and posting reports are provided with the ability to reprint lost or misplaced posting reports.
To be a successful business, you not only have to sell your product, you have to collect your money. Since a steady stream of cash is vital to the well being of any company, the ability to manage cash flow through A/R collections becomes a paramount concern. This system provides all the tools you need to manage your A/R while aggressively collecting on past due accounts. The system is capable of generating a set of past due letters with increasing levels of aggressiveness based on the age of the overdue invoices. A past due call list can be generated to aid in collections. Collection comments can be maintained at both the customer and invoice levels. Bad debt customers can be removed from open A/R and turned over to outside collection agencies when the internal collection process has failed.
This system comes with the ability to print, archive, fax or email any statement, invoice or report that is generated by the system. You have several options on how the reports will be produced including paper, PDF, Excel spread sheet or other formats.
The Accounts Receivable module will create all the required general ledger entries for every transaction processed. If you are using our G/L module then all entries will be passed to that module automatically otherwise you may use our transaction file to feed your G/L.
The Accounts Receivable system will pass all customer payment information to the cash reconciliation system so users can balance their cash accounts.
Not all general ledger systems are created equal, ours is proof of that. We offer the latest features not found in other packages. This system allows you to post to current, prior or future periods. Financial statements are user defined and can be run by company, department or sub-account. A consolidation file can be created to produce summarized statements for selected companies or departments. Users may enter recurring entries, setup account distributions, reverse accruals and view financial statements on-line.
Financial reporting is the most critical function of any general ledger system. The ability to create what you need, when you need it, is what we had in mind when we developed our general ledger package. This system comes with all the features you would expect from a fully integrated general ledger package. Whether you do financial reporting for one company or fifty, you will appreciate the flexibility of our system's financial reporting capabilities.
The Account Maintenance program will allow quick entry and updating of accounts. The system provides extensive search and selection of accounts based on number or description. The system includes an account inquiry that will show balances by year and period and allow you to see the entries for a period.
Most of the entries coming into the G/L system will be from other modules. This system will pool all these entries for posting. Entries can be edited and posted as often as desired. The system will verify all entries before posting. Entries can be posted to the current or prior year. Users wanting to interface outside software packages can drop transactions into this file and the system will do the rest.
The system allows the users to define financial formats to use for printing statements. The formats allow the user to design the statements to their own specifications. Users can set up as many as 99 custom formats. When producing statements each format can be run for any number of companies.
The posting process can be done by company, by module or for all open entries. This procedure will be used to post all the G/L transactions to the chart of accounts. This procedure will edit all transactions before posting and will print a transaction final report showing all transactions posted to the general ledger. If errors are found a report showing the invalid data will be printed. The user may correct the errors and then retry the post again. The user can print a recap by account or by batch. You can also summarize the entries if you desire.
The recurring entry system allows the user to create batches of entries and recreate them as often as needed. The system includes a maintenance to work on the entries, a listing to print them and a load procedure to move the entries into the open G/L maintenance. When loading a recurring batch to the open transaction file the user can change the transaction date. Once in the open file the batch can be edited and closed.
The accrual system allows the user to reverse accrual entries in the next period. A batch can be entered as an accrual in one period and automatically reversed out the next period.
The redistribution system allows the user to redistribute all entries from one account to other accounts. The account can be setup with a list of accounts and the percent that goes to that account. At the end of the period all entries to that account will re-distributed based on the accounts setting.
Nearly all modules create entries for the G/L system.
Reconciling your cash account does not have to be a frustrating experience. Unlike many other systems, our cash reconciliation system will reconcile all your checking and savings accounts quickly and accurately. The system is automatically fed the checks created by the A/P system, deposits/payments from the A/R system and checks from the payroll system. You can make additional entries for bank charges, manual deposits, transfers or interest payments. Cash position reports can be generated on demand.
This system allows quick and efficient reconciliation of cash accounts. The entry program allows you to enter the ending balance from the statement and then check off cleared entries until that balance is met. The program allows modifications to both debits and credits in case something was recorded incorrectly. You can also quickly add bank charges and interest as well as any other adjustments that need to be made. Interest, fees and adjustments update the G/L module when closed.
The system includes a deposit entry in case you are not using CSS'S accounts receivable or POS systems. This allows you to quickly enter deposits for each account.
Interest earned, bank fees and adjustments create the appropriate G/L entries.
Accounts payable adds check entries to the account transaction file. The cash close also updates the A/P system by flagging checks as cleared so they are no longer on the outstanding check register.
Payroll adds check entries to the account transaction file. The cash close also updates the P/R system by flagging checks as cleared so they are no longer on the outstanding check register.
A/R creates deposit entries into the account transaction file.
The POS system creates deposit entries in the account transaction file.
Tracking your company's fixed assets does not have to be a time consuming and costly task. Our Fixed Asset management system is designed to allow full control over the entry, assignment and depreciation of any asset you wish to manage. You may track internal assets and /or serialized inventory assets. The system comes with optional barcode printing and allows depreciation of assets with integrated updates to the general ledger system. This fixed asset system was designed to help you control and manage your company's fixed assets.
The asset maintenance program allows entry and update of all assets. The program allows searching for assets by serial number, description, model, brand and asset number. Each asset has its own comment section and depreciation table. The system logs certain changes to an asset automatically. Users can add entries to the log as well.
The system handles standard depreciation schedules. Addition schedules can be added if needed. Tables can be manually changed for each individual asset. The depreciation can be posted as often as needed. You may choose to do it monthly or weekly or at any time you need. Depreciation entries can be edited before closing them. Once posted the system creates the appropriate G/L entries and updates the depreciation schedule and current value of the asset.
The system handles depreciation pools as well. Depreciation pools are often used when a company has a large number of small assets. Instead of deprecating each asset individually, they are added into a pool and the entire pools is depreciated.
The Fixed Asset System can be combined with Inventory Control to make a serialized inventory system. Serial inventory requires entry of serial numbers whenever inventory is being adjusted. If using CSS's order entry and purchasing the inventory assets can received, sold, rented and leased.
The fixed asset system updates the general ledger when items are acquired, disposed of or depreciated.
If using serialized inventory each serial inventory asset will be included under an item in inventory control. The assets will be included in the inventory inquiries and physical inventory procedures.
If using serial inventory serial numbers will be required when receiving items flagged as serialized. When received an asset will be setup in the appropriate location.
If using serialized inventory, asset numbers will be required when selling serialized inventory. When sold the asset will be flagged as disposed and the assets location will change to the customers address.
Your company's inventory is without a doubt, one of the largest and most difficult assets most companies must manage. Correctly managing inventory can be the single most effective way to improve your bottom line. Reducing inventory, while increasing order fulfillment ratios is the goal of our inventory control system. This system handles multiple locations and comes with a serialized inventory option. A complete physical inventory process is provided with the ability to do cycle and serialized counts.
Our inventory maintenance allows quick and easy entry of new items. The program allows searching for items by number, description, UPC, Model, Vendor Item and parameter. The program also allows the user to view all details about the item from within the maintenance program, see the sections on inventory inquiry to see what details are available.
The inventory system includes many inquiry options. Users can view all transactions that have adjusted item quantities. Most type of transactions can bring up the transaction detail as well. For instance if you have order entry and sell an item, the sale will be listed in the history inquiry and from that inquiry you can view the invoice it was sold on. The system includes quantity inquiries, usage inquiries, kit inquiries and many others.
Items flagged for lot tracking require lot numbers to used whenever inventory transactions are made. The system integrates with order entry, purchasing and manufacturing. The inventory inquiries include the lot information and a lot report shows any place items for that lot came from or went to, including if they were used in productions.
The transaction system allows users to adjust quantities of items. If inventory purchasing is not include it allows recording of receipts. If order entry is not used it allows relieving inventory when it is sold or removed. When adjusting inventory there is an option to update the general ledger as well. The system includes a transaction report that lists all adjustments made.
The kit system ties in with order entry. A kit item never has inventory on hand. When you sell a kit item the component items that make up the kit are printed on the picking list and the kit item is printed on the packing list and invoice.
The bin system allows the user to setup each bin in the warehouse. When it is used all inventory transactions must include a bin number. The system can be setup for the system to tell you where to put inventory as it is received and where to pull inventory from when it is picked. The system uses sales information to determine what inventory moves the fastest and suggests putting that inventory closer to the front of the ware house. If using order entry the system tells the picker what bin to pull the inventory from. This promotes cycling the inventory in a FIFO order. The system includes several programs designed for handheld scanners which can be used to make the warehouse completely paperless.
The system includes several options for physical inventory counts. It provides for a full inventory count, a cycle count and a facility to counting serial inventory if it is used. Counting can be done from count sheets or tags. The entry program is designed for rapid entry of the counted items. Once counted variance reports can be run to look for problems before the counts are applied.
The inventory system updates the general ledger when inventory transactions are done. There is an option to update G/L when physical counts are applied as well.
When using order entry the inventory system is heavily used. Items sold update the inventory quantities and the audit file. The inventory inquiries can be used to view all sales data for the item, in most you can drill down to the actual invoice detail. The inventory system also includes sales summary by items and categories. The sales data from order entry can also be used to calculate min and max quantities used for inventory ordering.
Inventory purchasing updates the inventory system with receipts and quantities on order. The inventory inquiries also allows drilling down to the P/O detail for receipts data.
Manufacturing updates inventory quantities when raw materials are used and finished goods items are produced. It also updates quantities on production and committed to productions. The inventory inquires will also include the BOM inquiry if manufacturing is installed.
Inventory purchasing is one of the most important functions your company will perform. With today's ever changing business environment, stocking too much inventory can be detrimental to a company's well being. Balancing your customers needs with your current inventory levels can be a complex and difficult process. Our Inventory Purchasing System provides a completely integrated, full functioning purchasing system with the ability to enter and maintain vendor specific purchase orders. The system will generate purchase orders based on several different criteria helping you to maintain a constant level of inventory that turns regularly.
The purchasing system relies on the inventory control system for its item maintenance. Please see the inventory control module for details on the item maintenance.
The purchasing system relies on the Accounts Payable module for vendor information. If the A/P module is not purchased, the vendor maintenance is included with purchasing. See the A/P Module for more information on the vendor maintenance. Each vendor setup in A/P can have a different address for purchasing. If this address is not entered the standard A/P address will be used. The FOB point, ship code, lead time and review time can be default at the vendor level. Each vendor also has a minimum order amount that can be setup by value, weight or size.
Purchase orders can be entered manually or via the scheduling system. CSS's purchase order entry program is designed to be quick and efficient. The program allows look up of most fields if the user does not know the specifics. It also includes inquiry options for the vendor, item and item usage information so the person entering the P/O can make informed decisions on what to order.
The purchase scheduling system automates the inventory purchasing process. It suggests what to order of each item based on min, max and safety stock quantity setup on the item. The min and maxes can be setup automatically based on item usage information, lead time, review time and a growth factor. The entry program allows users to view and change the suggested order quantities for each item before P/O's are generated. The data can be printed, reviewed and updated as much as needed. Once the user is satisfied with the items to order the system will generate and print the P/O automatically.
Inventory receipts are entered manually be the receiver. The system can print a P/O receiver sheet for the receiver to manually check of what has been received. This allows the entry of the receipts to be done in the office at desk instead of in the warehouse. The system includes a handheld terminal program that can be used instead to scan the receipts as they come in. This requires purchasing of the terminals and associated hardware. At receiving time lot numbers and serial numbers are collected if the item requires them. Receipts can be printed and edited before posting. The receipts data can be re-printed indefinitely both before and after the post. The posting procedure updates the P/O, inventory, fixed assets if serialized inventory it used, general ledger if the receipts interface is setup and lots if lot tracking is used.
The unbilled receipts program provides a check against A/P. When entering vouchers, users in the A/P department enter the P/O and item data from the invoice. In purchasing the receipts data is entered for the P/O. The unbilled receipts procedures print a report that shows any item invoiced that have not been received or received that have not been invoiced. This report shows if you have been billed for items you have not received. If using a receipts liability account in G/L this report allows you reconcile that account. The system also allows adjustments to made to remove errors from the report.
The system can be configured to print P/O's on demand or in batch mode. P/O's can also be emailed or faxed to vendors if either of those systems are purchased. P/O receiver reports can also be printed to the warehouse if you are doing the receiving on paper.
The purchasing system requires the inventory control module. The system relies on the I/C module for item information and inquiry options. Purchasing updates the quantity on order and on hand.
Purchasing can cross reference accounts payable via the unbilled receipts process. This system allows users to compare what has been received to what has been invoiced and look for any errors.
Purchasing can be setup to accrue inventory received liability. If using this option the receiving program updates the inventory account and puts the liability in the received inventory liability account. This erases the gap between being invoiced for an item actually receiving the item.
CSS has a manufacturing package that is designed to provide all the functionality you need to handle all aspects of the manufacturing process. The system will control the manufacturing process from the purchasing and inventory of raw materials to creating production orders and the entry of finish goods. This system comes with a bill-of-material system that handles multiple layers and sub-assemblies. You can enter and print production orders as desired and follow the production process using the interactive work in process system. The system will compute costing based on raw materials and labor used for each production process.
The production order maintenance allows the user to setup and schedule productions. Productions can also be created from the production scheduling system which adds them into the production order maintenance program. Productions start by using the bill of material for the item being produced. That BOM can then be changed just for the production. This allows the system to used for both standard and custom productions.
Bill of materials can be setup for specific items. Each bill of material handles up to 99,999 job steps. Each job step has its own list of materials and labor. Work in process can be posted one job step at a time or even for partial job steps. For rapid productions users generally only enter one job step, you can learn more about rapid productions under the processes tab.
The work in process entry program allows the user to enter what has been completed on a production. This is done by job step, but allows for a step to closed in full, partially and for all steps to be closed. Actual labor time can be recorded or standard time can be defaulted when closing a whole step. Actual scrap and used quantities can also be recorded or defaults can be used. A production can have unlimited WIP posts. This allows for a job to completed in a day and posted in full or for jobs that takes months or even years to be closed partially as work is done. Closing a job as it is being produced allows the raw materials to be relieved and the labor to be accounted for before the production is finished.
While the manufacturing system allows for jobs that can take a long time to finish, some of our clients have short jobs that they do not need to manually close in sections. This is where the rapid production entry can save a lot of time. If you have one employee building a small product that does not take very long, it is more efficient to just enter what he produced each day. Using this system there is no open production. If an employee produces 100 widgets you just enter the item and the quantity produced and the date produced. The system will relieve the raw materials and scrap based on the BOM, add the finished item to inventory and make the appropriate G/L entries.
The production scheduling process allows the system to tell you what to produce. This works good for manufactures that make the same item over and over again. However this is not useful for custom jobs. The system looks at the min, max and safety quantities for an item and suggests that you make more when needed. The inventory module is capable of generating these values based on inventory usage, see the inventory module for more details. The entry program allows users to view and change the suggested production quantities for each item before production orders are generated. The data can be printed, reviewed and updated as much as needed. Once the user is satisfied with the items to be produced the system will generate production orders automatically.
Inventory Control is required with the manufacturing system. The manufacturing system uses the inventory control for many of the inquires for item usage. It relieves raw materials and adds in production quantities. The manufacturing system also updates the quantities on production and raw material commitments in the inventory control system.
The manufacturing system updates the general ledger for labor expense, raw material use, scrapped inventory and finished goods produced.
CSS designed our order entry system to be used in the wholesale-distribution environment. This system is fully integrated with the other modules in our system and can handle any number of users. The system allows each user the ability to enter orders, take payments, check the status of an open order, credit/re-bill an order or do any other needed transaction while talking to the customer on the phone. The system is responsive and easy to use, it comes with all the functionality you would expect from a state of the art order entry system costing thousands more. We handle multiple locations, multiple ship-to addresses and much more. Users can set the system up to print picking tickets and invoices on demand or by batch. There is a credit hold and approval facility as well. Interactive credit card processing is also available. Users can print, fax or email picking tickets or invoices on demand as well.
The order entry program is designed to allow rapid and efficient entry of orders. The entry program defaults as much as it can from the customer file, system settings and inventory files. Based on the settings it automatically calculates sales tax if needed. An order can be entered with nothing more than a customer number, an item number an quantity ordered, everything else will be defaulted. Of course the customer number, item number and many other fields can be searched for if the user does not know the correct number. While the system defaults the majority of the options, it still allows the user to update them manually. Let's say you enter an item but want the description to be changed, no problem just type over the default description. If a customer wants to ship to a different address, just change it, or add it to the ship to file for later use. The system also allows user defined transactions codes that can affect how the system functions. These can be used to setup quotes, to allows payment entry or to send the invoices to A/R. There are also options for tax location, effect inventory, drop ship, print picking tickets in batch or online and many other options. This allows users to setup transactions for POS style sales, wholesales sales, returns, quotes and much more.
The recurring order system allows users to enter an order that gets repeated automatically. The program uses the regular order entry program but adds the recurring options. These options allow the order to be sent to open orders monthly, quarterly, yearly or every so many days. The program also includes auto payment options for credit card or checking drafts.
The order entry system is setup to allow quotes. Quotes are entered like orders except with a quote transaction code. When entering a quote there is an extra screen to enter quote information such an expiration date and quoted to information. Quotes do not commit inventory. Quotes can be printed on demand or in batch, they can also be emailed or faxed immediately. If approved quotes can be converted to open orders at which time the inventory is committed and a picking list may be printed.
The system allows any line on an order be drop shipped. When a line is drop shipped a P/O is automatically created for it. The order can have multiple items go to multiple vendors, so one order may create multiple purchase orders. When the product is shipped by the vendor the items can be invoiced. Drop shipments do not affect inventory.
The system contains many options that affect the work flow. The orders go through several statuses but when they enter each status is configurable. Releasing the order changes the status to released which means it can or has been sent to the warehouse for picking. Orders can be released to the warehouse when entered or later through the order status maintenance or the pooled order system. The picking tickets can print directly in the warehouse or in the office for review. Using the pooled order system allows the warehouse to print released orders when they are ready to pick them. This system also includes a priority that can be set to move specific order up in the queue. Using the Order status maintenance to release orders allows the sales person to decide when orders get shipped. There is also an option to pick orders via a handheld terminal if a paperless warehouse is desired.
After an order is released and picked there is an optional packing/shipping program. This program can be setup as one step or two depending on the configuration of the software. The first step is to enter the packing data. This is done by either entering full cartons or by packing mixed boxes. The system allows bar code scanning to make this process more accurate and quick. Each item can have a bar code for an individual item(UPC), for an inner carton, for a master carton and for a pallet. The system will detect what the user is scanning and make the appropriate entry. For instance if a pallet is scanned it will add the total number of masters on the pallet to the shipping file. Going through this process validates that the order was picked correctly it also provides all ASN information if needed for EDI. After the order is packed a packing list can be printed. At his time shipping can be processed or it can be done at a shipping station by another user.
If the shipping process is used orders are flagged to invoice automatically. If a manual process is used then user can flag the orders to invoice. The system can be configured to print invoices automatically or in batch based on the transaction code. If using a POS style system you would have them print when the order is closed to give to the customer, otherwise they are normally printed in batch mailed at the end of the day. If using a POS style system is desired a receipt can be printed instead of an invoice, a payment can taken in order entry and the order can be set post immediately.
The system can be setup to post orders at several times. Posting normally relieves inventory and updates A/R, general ledger and sales analysis. However the system can be configured to close orders when completed and post them later. This process just updates inventory when closed, it is used for transfers and a few other custom situations. Full posting can be done automatically in the nightly routine, manually at the end of the day or immediately when an order is shipped or closed. Do to the different configurations posting report can also be run after the post is complete or with the post. Some users post manually and want the reports to come out with the posting while other users post automatically and have reports produced at the end of the day.
The system allows any line to be backordered. It can be partially shipped or fully back ordered. The items that do ship are invoiced then and the remaining items are invoiced when they ship. The customer file has an option to only ship complete.
The system is complete customizable when it comes to the order entry flow. As listed under invoicing in the processes section, invoices can be printed at multiple times. However they can also be faxed or emailed automatically to multiple numbers or addresses. Any contact setup under the customer can be flagged to receive an automatic invoice.
The order entry system requires the inventory control module. The order entry system commits inventory quantities when items are entered on an order. When an order ships the quantities are removed from inventory. The kit system also works with Order Entry which means the component items are committed and removed from inventory instead of the kit item. If using the packing program items are committed and when released added to the on pick quantity.
The order entry system requires the accounts receivable module. The system uses values from the customer master file to handle ordering. When invoiced the system updates the open A/R with the invoice information.
When invoices are closed or posted the system creates the appropriate G/L Entries.
All sales data is used to drive the sales analysis module.
If using drop shipments, order entry creates P/O's in the purchasing system. Items can also be custom ordered which creates P/O's and changes the receipts program to release the order when the items come in.
Sales Analysis reporting is one of the most critical measurement tools managers have to address the performance of products and marketing strategies. Accurate and prompt information is crucial for making good business decisions. Our sales analysis system is designed to put the information you need at your fingertips when you need it. Reports can be run anytime of the month for any period; just select the date range and which reports you want to run. Cost figures can be included or omitted from any report as desired. The system comes with several inquiries to allow viewing of sales by salesman, customer, category or item.
The sales analysis offers many on screen inquiries that provide data at a glance. Most inquires Include this month's sales, this quarter's sales and this year's sales as well as monthly and quarterly data. Most figures also lists sales details to provide quick lookup of figures that have anomalies, for instance if one month's sales is abnormally high for a customer you can drill down to that months individual sales to see if they had an extra large order, you can then view the specific invoice on the screen.
The following is a list of the sales inquires provided:
While the system comes with many stock reports, it also comes with the ability to print custom reports at the item and order level. The order level reports print one line per order, while the item level reports print one line per item. Each of the two options allow for a custom date range selection as well as many other selection options including customer, transaction code, A/R location, inventory location, customer category, item category, sales rep, sales person, item type, model, brand, family and many more. There are also a total of 27 sort options that can each be summarized. So if you want to know what clients bought blue widgets and how many in the month of may, no problem just enter the date range for May, the item for blue widgets, select sort by customer and summarize. Each report also has the option to include cost which will include the margin and percent as well.
The sales analysis module gets sales data from order entry.
The sales analysis module can get sales data from A/R manual invoices.
Our payroll system has a wealth of features that make running your payroll a quick and easy process. It is designed to provide all the functionality you need to process any size payroll. Whether you are running payroll for five employees or hundreds, our payroll system will provide you all the options you need to get the job done. The system will handle multiple companies and multiple states. You may setup multiple companies, departments or work centers. The system tracks up to twenty-four user-defined deductions, with up to six different shift differentials. The system accumulates vacation, sick and personal accrual hours available and taken. The system also comes with several user-defined pay types.
The employee maintenance is designed for quick and easy entry of new employees and maintaining existing employees. Each employee record includes personal data and a lot of defaults for earnings calculation. The taxes can be overridden with a fixed percent or amount or an additional tax amount. The employee can be setup as hourly or salary with the salary mount, default hours per pay period and hourly rates. The file can also be setup with direct deposit information, voluntary deduction information and much more. The system also includes user defined dates and flags. All information can be printed in the employee reports.
The system handles multiple companies each with their own set of departments. At the company level to the user can configure things like the tax rates for FICA, Med, FUTA and SUTA, user defined field descriptions, accrual maxes, shift differentials, voluntary deductions, direct deposit origination info and A/P cross reference information for taxes and deductions. The department level mostly handles the G/L interface and work mans compensation information.
The tax table system handles all tax calculations. There are codes for federal and for state taxes. The tables can be changed manually by the user. Tables can also be setup for marital status and multiple methods.
The system allows for automatic time card generation by company and/or department. It can be done for salary employees or hourly employees. Hourly employees default the hours from values entered in the employee file. Once generated the time cards can be changed in the time card maintenance to add things like vacation usage. Time card can also be manually entered one at a time in the time card maintenance. The system includes a time card list for quick verification of time card data.
CSS can provide a customer import utility if a time clock system is being used. CSS can also provide a time and attendance program that allows employees to clock in and out of our system.
Once time cards are entered, the check cycle can be done. It begins with the calculate earning procedure. This program calculates all voluntary deduction and taxes for the checks. It prints a list that includes error reporting. Errors can include not enough income to withhold standard deduction or overridden tax amounts. Time cards can be updated and the earnings recalculated as many times as needed until all issues are taken care of.
After all earning have been entered and verified the checks can be printed. The checks can be reviewed, corrected and reprinted if needed. CSS has default check print programs for blank laser checks, pre-printed laser checks and pin feed checks. Blank laser check forms can be set up to use multiple accounts and have the MICR font printed directly on them, relieving the need to change check stock for multiple companies. Full direct deposit employees can either be provided with a voided check form or an earning slip printed on regular paper.
Once the checks have been verified they can be closed. This updates the employee records, creates the history records, creates the outstanding check file and sets up the direct deposit information. Once closed a direct deposit file can be generated for uploading to the bank.
If a quick check needs to be done, for instance for a terminated employee, it can be entered in the manual check program. The manual check program provides a quick entry process to doing one check at a time. The program can be set to print the check or you can opt for a hand written check. The program still does all the tax and deduction calculations that the check cycle performs.
If, or more like when, errors occur checks can be voided and re-entered. It never fails someone will eventually record vacation time to the wrong employee or miss-key something and not catch it when reviewing the time card list, the earning list and the actual checks. If that happens a check can be voided and re-entered. The void system allows entering in batches, printing and then posting.
CSS has default check print programs for blank laser checks, pre-printed laser checks and pin feed checks. Blank laser check forms can be set up to use multiple accounts and have the MICR font printed directly on them, relieving the need to change check stock for multiple companies. Full direct deposit employees can either be provided with a voided check form or an earnings slip printer on regular paper. Direct deposit slips can also be emailed directly to employees or to department or company managers to be handed out.
The payroll system include a detailed quarterly reporting system that provides all required reports for quarterly reporting.
The W2 system allows update to every field on the W2. All data is defaulted from the earning for the year. Users can enter the appropriate code and box for each voluntary deduction at the company level. Each employee can be maintained manually so you can add things like third party sick pay or any earnings that came from outside payroll. The system includes a W2 register to verify all data that includes some error reporting. Once everything is verified you can print laser or pin feed W2's on pre-printed forms. CSS handles the default forms provided by the IRS, if alternate forms are used CSS can provide a custom program to handle them. The payroll system also generates the W2 file to be uploaded to SSA.
This system comes with the ability to print, archive, fax or email any statement, invoice or report that is generated by the system. You have several options on how the reports will be produced including paper, PDF or other formats.
The check cycle close and voided check system create the appropriate G/L entries. Accounts can be configured at the department level providing G/L reporting by department.
The payroll system adds check entries into the cash reconciliation system.
The payroll system has the option to create vouchers in the A/P module. These can be done for taxes and voluntary deductions. This eliminates the need to manually create tax checks.
The payroll system includes a full 125D system. Deductions can be flagged to enter the system then checks can be printed. The system includes its own reporting, check voiding and check reconciliation.
CSS offers an ACA reporting system that pulls data from the payroll module.
Keeping up with employee information is time consuming and expensive. Our human resource system will help you track any type of information you wish to collect. You can track union dues, disciplinary actions, employee evaluations, attendance records or any other type of data using a set of user-defined codes and categories. Calendars can be setup showing meeting dates and times for employee evaluations and other tasks. The payroll system is required to use this module.
The employee detail maintenance program lets you enter and maintain all details for an employee. The system contains some basic information that is shared with Payroll, such as the birth date, marital status, address and more. Then there are user defined fields that allow for company specific employee details to be entered. On top of these basic details the system can be setup to have an unlimited amount categories that can each have their own list of information. Each record in these categories has the option to be put on the calendar.
The power of the H/R System lies in its ability to be configured to track any data that is needed. This means that the user can setup actions for whatever they need. An example would be setting up an action code for Employee Reviews. The Action code allows the user to enter what data they want to track, in this example this may be the review date, person doing the review and outcome. Under the Employee reviews action there can be multiple types, these may include Annual Review and Quarterly Review. Once the action is setup each section will appear in each employees detail screen for the action. Under that section details can be recorded for the employee. So following the example an H/R user could setup and annual review for John Doe on a specific date. The entry also allows for a calendar code, date and time. If this is entered the entry will appear in the calendar system. The detail entry also allows for comments on the outcome of the review.
The calendar system allows H/R Employees or supervisors to schedule and print off anything that needs to be done. Each detail record entered for an employee can be added to the calendars. Each entry will have an calendar type as well. The calendars can be printed off or viewed by supervisor and/or calendar code. This allows each user to just view their own schedule or to see all upcoming items for one type, such annual reviews.
Human Resources and payroll share the same employee file. This keeps some of the information consistent in the two modules. For instance if you change an employee's address it updates both systems.
Our Customer Relations module helps prevent loss of sales by assisting sales people in keeping track of their customers. The system generates reminders and suggestions based on each customers sales history and on input from the sales person. The reminders and suggestions are displayed in order of importance. Sales people can also add their own reminders to contact customer via the comment system. Any comment can include a next contact date that will be shown in the list of suggestions. The system also includes a prospect system and a prospect quoting system. Prospects and quotes can be converted to customers and orders if they are accepted.
The heart of the CRM package is its opportunity generation. The goal is to provide customer service representatives with opportunities to increase sales. The system looks at many features and creates several different types of entries. Entries can come from sales data, outstanding orders, quotes and the comment system. Most entries are displayed for prospects and for customers. Sales data is used to see if a customer has ordered items several times in the past to suggest that a new sale may be likely. Also if a customer has ordered several time with any items the system predicts when they should order again and lets the CSR know if they have not. Customer and prospects quotes are added if they are nearing the expiration date to allow the CSR to try to close the sale. Items on back order show up after a while so the CSR can see why their customers are not getting items in a timely order. Orders that have not shipped in a timely manner are shown. Every comment in the system also has the option to add a next call entry so the CSR can leave themselves message to check on things in the future.
The system includes a prospect file. CSR's can add prospects as they need to. They can also create quotes for the prospects. Prospects also include a comment system that allows the CSR to enter a next call date to create future opportunity entries. Prospects can be included on the contact lists. Prospects can also be converted to customers if they place an order. Prospect quotes can be converted to orders as well.
The opportunity Inquiry allows the CSR to dismiss or ignore any of their opportunity entries. It also allows them to update some depending on the type. Most of the entries allow the CSR to view all details, often with the ability to view the order or quote that generated the entry.
The prospect quote facility allows the CSR to give quotes to their prospects. Quotes can be printed, emailed or faxed. Quotes can be converted to orders if the prospect accepts them. If quote is getting close to expiring the CSR will be warned via an opportunity entry so they can try to salvage the sale.
The prospect conversion program allows the a CSR to convert a prospect to a customer. It includes an option to convert any quotes to sales orders.
The contact listing allows users to create call sheets, mailing lists, email lists and fax lists. Contacts can include customers, contacts entered for customers, prospects and contacts entered for prospects. They can be run for an individual sales person. The output can be printed or sent to a CSV file that can be opened in Excel. This option means you can use the lists for a mail merge to print envelopes or labels or can be used to send automated emails.
The CRM package interfaces with Inventory Control so users can see inventory data and research why an order may be backordered, or just check on product usage.
The system uses data from the A/R system so CSR's can view payment and order history for their clients.
The system interfaces Order Entry to show quotes that are going to expire or orders that are not being shipped.
Our email system will allow emailing of any system generated report or document. All reports and documents will be sent as a PDF attachment with the ability to add comments and copy to other email addresses. You may use our standard email forms or have CSS customize an overlay to give your email attachments a customized professional look. You may email invoices, shipping confirmations, purchase orders, customer statements or any other system generated report. All emailing is outbound only.
In today's business world, time is money. Countless hours are lost each day manually pulling and faxing invoices and other documents. This system is designed to allow faxing of documents and reports without ever leaving your desk. You may use our standard fax forms or have CSS customize an overlay to give your faxes a customized professional look. You may fax invoices, shipping confirmations, purchase orders, customer statements or any other system generated report. All faxing is outbound only and requires a dedicated phone line.