I have just returned from a conference at Hilton Head, SC, where I had the chance to meet with executives and owners of distribution companies of the paper supply industry. After a day and a half of meetings I came to the realization that most companies are unhappy with their software systems and are unaware of how to leverage it and make their business more successful. Many are wondering whether or not to replace their systems and that thought is a dreadful one for most. Many are confused if the Internet is something they should embrace and how.

The several articles below should help you make that decision:

How to better leverage your software investment

Keep It or Ditch It - Is it time to replace your business software?

The Confluence of Technology

Where is my order? How to avoid disappointing your customers

Many of our clients who specialize in the foodservice, equipment and Supply industry, have embraced the popular PC software named AutoQuotes. This is an electronic catalog that enables the sales force to easily enter their customer quotes with full detailed spec sheets. The challenge is in the processing of these quotes in the main distribution software system.

The way we resolve this challenge was to create an integration that takes the quote created in AutoQuotes, upload it into our distribution software and instantaneously populate the data in our software. This integration saves the user the huge amount of time of having to re-enter the quote in our system while protecting the data accuracy and integrity between the two system.

Click here for more information about this AutoQuote integration.

There has been a need among our wholesale distribution clients, to be able at times to bill a customer in advance of the shipment of the inventory while tracking the open order to the customer. The way we resolved this complicated logic in our account receivables software was as follows:

1. Allow the usual entry of an order into the system, yet flag it as a prebill order

2. When invoicing and posting this order to the customer, a detailed invoice prints with all the detailed items as usual, yet a special adjustment record is created in the account receivables system for the amount of the invoice which also debits the checking account and credits the accrual prebill account in the General Ledger system.

3. When the finalize invoice is processed after the inventory is shipped, the system credits the original account receivable invoice and posts the actual new invoice to the AR system. Any variance between the original prebill invoice and the actual one, is properly adjsuted to the General Ledger system.

Another simple and innovative solution to a complicated problem.

When approached by companies interested in my company’s ERP Distribution Software offering – Distribusmart, I often times hear them make the claim that all account payables modules are pretty much the same.
Although there are some similarities and basic rudimentary functions among such systems (processing invoices, credits and payments) there are some key differences that make some systems stand apart:

1. Cash forecasting tools that enable better aging and planning of required future cash.

2. Recurring charges which simply the entry and processing of transactions

3. Instant check request capability and proper interface to the system

4. Purchase Order seamless interface to enable easy post of POs into the AP system

5. Partial payment and tracking capability

6. Prepaid capability for deposits to be made and easy tracking or remaining balance

7. Electronic check forms and positive pay for greater security and flexibility