4MOST Wholesale System

• Order Entry
• Invoicing
• Purchasing
• Inventory Control
• Accounts Receivable
• Sales Analysis
• Reports
• Accounts Payable
• General Ledger
• Payroll
• Other Features

 

Order Entry

Customer Information
• Scan by customer name for correct account
• System will check credit and aging balances
• Accommodates multiple shipping locations for a customer
• Manual ship to information can be input
• Customer PO number recorded on order
• Shipping & special instructions recorded on order
• Memo information pertinent to account is displayed

Item Information
• Scan for the item code by alpha code, category code or vendor code
• Multiple warehouse can be accommodated
• Memo information pertinent to an item is displayed
• System checks and displays availability as the item is input
• Pricing can be automatic, with overrides allowable
• Pricing can be list less discount; cost plus markup; quantity break options by customer type option
• Contract pricing by customer is available
• Items will be flagged if over or under preset gross margins; option to have order approved by management, or printed on an exceptions list for review
• Item availability is immediately updated as orders are processed
• Item history for this customer can be displayed during order processing
• Non-stock items can be input manually with a list at end of day

Order Completion
• Order may be reviewed; items may be added, edited or deleted on the order
• Information in header and shipping address may be edited
• When order is complete, it may be printed immediately

Order Maintenance
• Order edit allows you to continually view, edit or reprint an order in the system
• Availability is updated immediately as changes to orders are made
• Order log may be printed for all open orders, backorders, by product by date
• Standing orders may be turned to regular orders automatically, or deleted if customer cancels

 

Invoicing

• Invoicing from work orders; changes in orders can be made as the invoice is processed; add, edit or delete line items where necessary
• Ability to backorder all or partial quantities on a line item
• Sales tax to be calculated and added automatically; taxable and non-taxable items on an invoice
• Freight, labor, handling charges added to complete an invoice
• Customer credit is checked again: credit limits and age balances
• Invoices are batch printed
• Day end processing updates all accounts receivable information as well as sales history; posting to General Ledger is automatic
• Direct invoicing capabilities; not necessary to create a work order for each invoice
• Credit memo preparation; option to affect control on returned items

 

Purchasing

• Purchase order preparation
• Scan by vendor name
• Vendor terms can be automatic from their master file; ability to override terms on a single p.o. basis
• Expected date of receipt may be assigned for the entire p.o. or by individual line item
• Scans for item code can be by alpha code, product category, vendor code
• Costing can be predetermined in the item file, calculated using list less discount or cost plus markup
• Costing can be input at time of p.o. using list less the vendors predetermined discount percentage
• Costing can be manually input in the case of 'specials'
• Item will be updated with vendor on order quantities immediately
• Purchase order will be batch printed
• Open purchase order log will be printed upon demand
• Receipts to stock may be posted by purchase order no.; an entire p.o. may be received; select line items to receive; may receive partial shipments
• Receipts to stock may be posted for direct shipments without issuing a purchase order

 

Inventory Control

• Item availability is affected immediately as orders or invoices processed
• Vendor on order quantities are updated immediately as purchase orders are processed
• Physical reporting available by product category or by vendor
• Physical posting can be done while orders are still being processed
• Receipts to stock and adjustments update quantities on hand and available immediately as processed
• Average cost is recalculated as items are received to be used for gross profit analysis and cost of goods sold updates
• Stock status reports available by product category or by vendor
• Minimum level reports available for item below minimum; a factor may be used to adjust minimums
• Suggested order report by vendor may be processed using lead times and sales history to calculate the suggested order
• Transfers between warehouses can be maintained

 

Accounts Receivable

• Open item accounts receivable - all invoices are retained in the current balance customer screen until paid
• Payments can be applied to a specific invoice or automatically to the oldest invoice(s)
• Unapplied payments to an account may be made
• Write-offs to general ledger accounts may be made
• Automatic posting to General Ledger when journal is processed
• Age Analysis report may be done by statement type; detail (showing all transactions) or summary (showing aging period totals only)
• Accounts may be aged to the current date daily or upon demand
• Statements may be printed monthly or upon demand
• Option to charge late charges; ability to set the percentage and the period to be calculated on
• Payment/Check history is maintained in the system

 

Sales Analysis & Reporting

Sales totals are kept in the system for 2 years; 12 months of the current year, and 12 months of the previous year. Sales reports can be printed for any month of the current year, showing month-to-date and year-to-date through that month, or comparative this year to last year showing the variance.

• Customer Sales Analysis: Sales & Gross Profit by Customer
• Customer Sales Analysis by Product Category
• Customer Sales Analysis by Vendor
• Salesperson Sales Analysis: Sales & Gross Profit by Salesperson
• Salesperson by Customer Sales Analysis
• Salesperson by Vendor Sales Analysis
• Territory Sales analysis
• Salesperson Sales Analysis by Customer by Product
• Customer Ranking: Rank by sales or gross profit high to low
• Product Sales Analysis by Product Category
• Vendor Sales Analysis by product category by product

 

Reports

• Open Order Reports: In date sequence; by customer; by product
• Open Purchase Order Reports: By expected date; by vendor; by product
• Stock Status Report: By product category; by vendor
• Minimum Level Report: By product category; by vendor; factor the % to available or on-hand
• Physical Report: By product category; by vendor
• Exception Report:
  Comparison this year to last year by: unit sales, dollar sales, cost of sales, gross profit, or percent of gross profit Compare high to low, or low to high. Ranking by MTD or YTD by: unit sales, dollar sales, cost of sales, gross profit, or % of gross profit. Rank high to low, or low to high. Option to rank product categories separately

 

Accounts Payable

• Purchases from are verified against receipts to stock detail, checking any variances; debit memos printed for discrepancies
• Other invoices are posted through purchase journal and expensed to the general ledger
• Cash requirements reporting: can be based on due date, or discount date
• Accounts Payable Age Report: in detail showing each open transaction, or in summary showing age totals
• Check writing: Automatically, paying all invoices due, or selectively by vendor by item; an item may be partially paid; check verification is printed and corrections made before checks are printed; Direct pay entry allows expensing an invoice to the general ledger and bypassing the purchase journal
• A/P Journals are automatically distributed to general ledger
• A/P Recurring entries may be setup for distribution each month
• Check reconciliation routines
• Vendor 1099's can be prepared
• Vendor ranking based upon purchases year-to-date

 

General Ledger

• Chart of accounts setup: up to 8 character account number
• G/L Financial Reports: may be formatted by user
• Detail for the year is maintained on-line
• Last fiscal year and budget information retained for each account
• Standard recurring entries posted automatically each month
• Journal Entry posting to any period of the current year
• Month-end General Ledger Report showing previous month's balance, all transactions and source, and the new balance
• Trial Balance
• General ledger is automatically updated from Accounts Receivable, Accounts Payable, and Payroll

Payroll

• Employees assigned to a department
• Wages may be hourly or salary or a combination of both
• Handles weekly, bi-weekly, semi-monthly and monthly payroll periods
• Track sick and vacation hours by employee
• Keep total hours, earnings, and deductions for each employ for the month, quarter and year
• Automatic check writing
• Hand written checks may be entered into the system for posting on journals and reports
• Quarterly earnings report
• Year-end W2 processing. Employees assigned to a department
• Wages may be hourly or salary or a combination of both
• Handles weekly, bi-weekly, semi-monthly and monthly payroll periods
• Track sick and vacation hours by employee
• Keep total hours, earnings, and deductions for each employ for the month, quarter and year
• Automatic check writing
• Hand written checks may be entered into the system for posting on journals and reports
• Quarterly earnings report
• Year-end W2 processing

 

Other Features

• Sales Tax Reporting by area showing taxable & non-taxable sales
• Customer Mailing List: ability to setup a mailing file separate from your regular customer file; ability to print mailing labels and lists from this file
• Password Protection: Ability to assign a password by job or series of jobs
• Dayend log: Maintains a log of jobs run for two days including any edits to files
• Backup Protection: The system will be backed up to a tape each night; this job will run automatically & unattended
• Vsi-Fax Package: This package can be added to the system; ability to fax memos, invoices, orders, quotations, purchase orders
• IQ Report Writer: Make your own custom reports with is handy tool!
• 'Hot-key' utility allows you to interrupt any job to look up information and return right where you left off to continue processing!