Accounting / MIS for Office Machine Dealers (OMDs)

Inventory / Sales Series

If your company also sells a volume of equipment, as do many OMDs, you may need the functions provided by the Inventory Sales Series. This Series includes Inventory, Order Entry, Assemblies, Point of Sale, UPS Shipping, and Purchasing. SouthWare supports cash drawers, bar code printing and scanning, credit card verification, and scales.

• Multiple warehouses
• Freeform notes on any item
• Ability to enter order for non-stock item, possibly from vendor catalog
• Serial / lot / color / user definable / tracking
• Tracking of floor plan vendor
• Stock numbering including alternates, substitutes, obsolete, related, vendor, and customer
• User definable search indexes
• Multiple units of measure
• Cost inventory by last, average, standard, LIFO, FIFO, serial or tracking unit
• Multiple pricing schemes with extensive override capability (with security)
• Provision for data gathering for route management and physical inventory automation

Other modules and functions that may interest equipment sales and service companies are Service Orders and Service Invoicing. Optional modules that may also be useful are Contract Management, and in larger companies, Equipment Servicing.

A standout feature of this system is its ability to keep elaborate histories of all activities. These can be used to produce reports, or simply to provide for inquiry into who bought what model and serial number; when and at what price. This information may also include warranty information, RMA info, and service histories.

Service Orders -- Take Telephone Orders for Service Calls, Make them Happen!

For services that originate from service orders, the Service Order Module will provide for scheduling and dispatch, as well as driving the invoicing. Service Orders provides the help you need to record, dispatch, schedule, track, assign, and close service orders with a minimum work and maximum results.

• Quickly record the important facts about every request for service
• Efficiently handle both your regularly scheduled and your on-demand service requests
• Get the right technician dispatched
• Know the current status of each service order
• Record the parts and services used on a service order
• Ensure that contract rates, limits, and coverages are correct

Service Invoicing -- Invoice for Service Work, Track Sales, Taxes

Service invoicing provides the billing system for your sales and services. It works the way you work. Provides streamlined entry and printing. The invoicing is driven automatically from Service Orders and from Contract Management, when these options are installed.

• Standardize billings
• Integrate with Accounts Receivable
• Sell parts and services (with taxes as appropriate)
• Streamline complex sales situations
• Standardize pricing and miscellaneous charges
• Track details of invoice history

Contract Management - Track Earned / Un-Earned Revenue, Coverages, Expirations

Contracts Management helps to propose, record, track, renew, service and bill service contracts accurately and efficiently.

• Automatically track earned and unearned contract revenue
• Check all service work done against a contract
• Make a proposal on every lapsing contract
• Track profitability of each contract
• Follow coverages closely to assure no errors in billing

General Accounting

The General accounting core for supporting your selling and collection activity is especially strong. The account number structure can be as long as 15 digits and may contain as many as four parts. It has the ability to post into past and future periods. It is technically sound enough to satisfy the most finicky of CPA's. Includes budgeting, AR, AP, Collections, Payroll, Fixed Assets, and Cash Flow.

If you work as a contractor, Job Cost provides for contractor job cost or for light manufacturing.

Let us design a system for your business!

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