Monthly Archives: July 2024

Are You Having These Problems with Distribution?

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Are you struggling with rising fuel prices and increasing transportation fees?

Do you find it challenging to manage your orders and order forecasts meet your customers’ delivery expectations due to unpredictable vendor lead times?

Is your inventory either piling up or running out too quickly?

Are your delivery routes optimized for efficiency?

Are you struggling to keep up with the ever-changing regulations in your industry?

Are you dealing with frequent product damage or loss during transit?

Is your distribution network suffering from a lack of technological integration?

Are there communication breakdowns between your warehouse / distribution center, suppliers, and customers?

Is your distribution system struggling to keep up with your business growth?

Are you aware of the environmental footprint of your distribution practices?

Distribution is a critical element of any business that deals with physical products. While it ensures that your goods reach your customers, it also brings a unique set of challenges that can impact your bottom line. Do any of these issues sound familiar?

It has been found that these factors can be pain points in any distribution business that can be greatly improved through end-to-end automation, reporting and communications.

The Solution

If any of these problems resonate with you, it’s time to act. Optimizing your distribution processes can enhance customer satisfaction, reduce costs, and improve overall efficiency.

AccountMate is the backbone of your information management system that provides the base accounting and other crucial functions to run your business.  Pared with deeply integrated third party add on products, AccountMate can be a deeply automated distribution business management system for your business.

INFOtrac SQL for AccountMate

INFOtrac is a front end add on to AccountMate that starts with Customer Relationship Management (CRM) and Sales Force Management. But this is just the beginning of what INFOtrac will provide in a distribution or any other business.

Customization

Like AccountMate, INFOtrac’s main strength is the ability to customize the system to do exactly what you need, how you need it done.  Customization in INFOtrac is fast and cost effective, where 1 hour of INFOtrac programming, is equivalent to as much as 15 hours of traditional programming.  This means INFOtrac can deliver fast, affordable solutions.

Enter Data Once

Our focus is on ensuring that you never enter data more than once.   This means that all aspects of your workflow are accounted for in INFOtrac and AccountMate so there are no islands of data or software.  This is achieved through the INFOtrac Integration Engine and its deep roots into AccountMate.

Integration

Your business runs on a number of software applications that are all independent.  INFOtrac will integrate these 3rd party applications, such as shipping systems, warehouse inventory management, Microsoft Office, EDI, even CNC machine production and any web-based systems you need to use.  INFOtrac brings these applications into the INFOtrac / AccountMate environment through its own sophisticated Data Broker, eliminating any duplication of data entry and providing for more complete reporting and communications.

Distribution Workflow

INFOtrac with AccountMate will handle your distribution workflow, including the above-mentioned 3rd party applications.  As example, a quotation done in INFOtrac (with product configuration abilities), becomes an order in AccountMate, while it produces all the production orders / work orders / picking and packing, customs export, compliance or any other documentation.  This is communicated to the shipping system, with internal communications and reporting and finally invoicing from AccountMate, which can even be done without human intervention, if required and appropriate.

Dashboards

Key to distribution with INFOtrac is the production dashboard system that allows for a customized view of all your orders in process, color coded to meet your requirements for timelines, inventory availability and exposure of each orders place in the order lifecycle.  These dashboards provide management, order executors, sales and customer service people full visibility of orders and delivery time to ensure customers are taken care of properly.

Reporting

On demand reports as well as automated report delivery allow INFOtrac to automatically send or produce reports to keep key people informed of both status and issues with orders in process.  Reports to help set delivery expectations and to help ensure inventory levels are maintained and managed ahead of any issues that hold up production or delivery.

Communications

INFOtrac provides the ability to automate communication to your customers based on any elements of the process that you define.  Send emails for milestones of the order life cycle to keep customers informed as their order is being processed.  When customers ask about their order, INFOtrac provides all the information needed to answer their questions without having to check on things or speak to anyone.  This is extended into our activity management that allows for all customer and supplier communication to be documented so everyone knows what is going on.

History & Documentation

At the end of the process, invoices are produced in AccountMate and are also in INFOtrac, all the communications and order process history is in INFOtrac.  The full history of all transactions is maintained, and all documentation remains in the system for any future reference, compliance requirements and accounting audit functions.

INFOtrac with AccountMate can provide your distribution business with a full production management / order fulfillment system that eliminates any duplication of data entry, provides effective communication internally and externally and maintains a full history or all information for future reference, powerful reporting and any general inquiry.

It’s essential to work closely with experienced ERP consultants and vendors who can guide you through the selection and implementation process, ensuring that your ERP system aligns with your business’s immediate needs and long-term vision.

Are you considering a new ERP system? Contact our experts! We have local solution providers who can help you navigate the process. Contact us now or call 707-774-7537 to talk to someone about your specific needs.

Are You Having These Problems with Shipping?

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Are your customers frequently complaining about late deliveries?

Are you grappling with soaring shipping expenses that eat into your profits?

Do your customers often receive products that are damaged during transit?

Are you dealing with the headache of lost shipments?

Are you finding it challenging to manage international shipments?

Do you lack real-time visibility into the status of your shipments?

Are you struggling with handling returns efficiently?

Are your shipping cost estimates often inaccurate?

Are you concerned about the environmental impact of your shipping practices?

Shipping is a vital component of any business that deals with physical products. However, if not managed properly, it can lead to numerous issues that affect your bottom line, customer satisfaction, and operational efficiency. Do any of these shipping problems sound familiar?

Delayed Deliveries

Delayed shipments can frustrate customers, leading to negative reviews and lost business. This problem can arise from poor carrier selection, inadequate order processing, or unexpected disruptions in the supply chain.

High Shipping Costs

High shipping costs can result from inefficient logistics, lack of bulk shipping discounts, or choosing the wrong shipping partners. This can make your products less competitive in the market.

Damaged Goods

Damaged goods not only lead to returns and refunds but also harm your reputation. This issue can stem from inadequate packaging, rough handling by carriers, or poor quality control measures.

Lost Shipments

Lost packages can result in additional costs and dissatisfied customers. This problem can occur due to errors in labeling, mishandling by carriers, or insufficient tracking systems.

Complex International Shipping

International shipping involves dealing with customs, varying regulations, and additional fees, which can complicate the process. These complexities can lead to delays, unexpected costs, and compliance issues.

Inefficient Order Tracking

Inefficient order tracking can make it difficult to provide customers with accurate updates and manage expectations. This problem can be caused by outdated tracking systems or poor communication with shipping partners.

Returns Management

Managing returns can be costly and time-consuming, impacting your bottom line. Inefficient returns processes can lead to customer dissatisfaction and increased operational costs.

Inaccurate Shipping Estimates

Inaccurate estimates can lead to unexpected expenses or overcharging customers, both of which can harm your business. This issue may arise from not accounting for all variables, such as package dimensions, weight, or destination-specific surcharges.

Environmental Impact

Shipping can significantly contribute to your business’s carbon footprint, and customers are increasingly valuing eco-friendly practices. Failing to address this can harm your brand’s reputation.

The Solution

If any of these shipping problems sound familiar, it’s time to take action. Optimizing your shipping processes can enhance customer satisfaction, reduce costs, and improve overall efficiency.

AccountMate works with some of the best application developers in the industry.

ShipIt for AccountMate

AccountMate integrates all Shipments and Invoices seamlessly via web connector to ShipStation, which is one of the most robust and popular cloud shipping solutions on the market – both easy to use yet extremely powerful. This integration sends all Orders and Shipment information from AccountMate to Shipstation, where the user can process the packages, print labels, shop for the best rates, and even allows for users to utilize a mobile iOS or Android device to process and print labels. Over 100,000 ERP and eCommerce merchants chose ShipStation, since no other shipping software makes Order Fulfillment quicker, easier and more affordable.

Many businesses use different carriers like UPS and FedEx, which can be cumbersome to manage with multiple software solutions. ShipStation removes these barriers by integrating all these platforms. It supports different engines for shipments and allows users to utilize negotiated rates, making it suitable for companies of all sizes, including those with international shipping needs. The system generates electronic documentation for international shipping and automates repetitive orders, enhancing efficiency. Additionally, it integrates with electronic scales and shipping label printers, supports perishable and hazardous materials, and offers rate shopping with multiple carriers, ensuring businesses can choose the most cost-effective shipping options.

By addressing these common shipping challenges, you can enhance your business operations, improve customer satisfaction, and ultimately, boost your bottom line.

It’s essential to work closely with experienced ERP consultants and vendors who can guide you through the selection and implementation process, ensuring that your ERP system aligns with your business’s immediate needs and long-term vision.

Are you considering a new ERP system? Contact our experts! We have local solution providers who can help you navigate the process. Contact us now or call 707-774-7537 to talk to someone about your specific needs.

Are You Having These Problems with Inventory Management?

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Are you struggling with piles of unsold inventory taking up valuable warehouse space?

Do you frequently find discrepancies between your inventory records and actual stock levels?

Are your customers experiencing delays in receiving their orders?

Are you spending too much on storing and maintaining your inventory?

Do you often struggle to predict customer demand accurately?

Are your inventory management processes cumbersome and time-consuming?

Are you losing inventory due to damage or administrative errors?

Do you feel like you lack control and visibility over your inventory?

Inventory management is a critical aspect of any business that deals with physical goods. However, if not handled properly, it can lead to numerous problems that affect your bottom line, customer satisfaction, and overall business efficiency. Do any of these inventory management issues sound familiar?

Complex and Time-Consuming Processes

Manual processes and lack of automation can lead to inefficiencies, errors, and increased labor costs. Streamlining and automating inventory management can save time and reduce errors.

Inefficient Order Fulfillment

Inefficient inventory management can slow down order fulfillment processes, leading to longer lead times and dissatisfied customers. Inefficiencies may stem from disorganized warehouses, lack of automation, or poor coordination between departments.

Overstocking and Understocking

Overstocking ties up capital and incurs additional storage costs. On the flip side, understocking can lead to missed sales opportunities and frustrated customers who turn to your competitors. Finding the right balance is crucial but often challenging.

Lack of Visibility and Control

Without real-time insights and control over your inventory, making informed decisions becomes difficult. This lack of visibility can hinder your ability to respond quickly to market changes and customer demands.

Inaccurate Inventory Records

Inaccurate inventory data can lead to misinformed purchasing decisions, stockouts, and overstock situations. This problem often arises from manual data entry errors, lack of real-time tracking, or outdated inventory management systems.

Poor Demand Forecasting

Poor demand forecasting can result in either excess inventory or stockouts. It can be caused by relying on historical data without considering current market trends, seasonality, or changes in customer preferences.

The Solution

AccountMate works with some of the best application developers in the industry.

SwiftCount is an inventory management system designed to help businesses manage their inventory more efficiently. Here’s a checklist of benefits associated with using SwiftCount:

1.      Mobility and portability: Fully web and mobile. Works on any device (Phone or tablet)

2.      Real-Time Inventory Tracking: Provides up-to-date information on inventory levels, reducing the risk of overstocking or stockouts.

3.      Automated Stock Updates: Updates inventory counts automatically as items are added or removed, saving time and reducing errors.

4.      Improved Accuracy: Minimizes human errors associated with manual inventory management, leading to more accurate stock records.

5.      Reporting: Offers analytics on inventory movements

6.      Cost Reduction: Helps optimize inventory levels to reduce carrying costs and minimize losses due to obsolete or excess stock.

7.      Streamlined Operations: Integrates seamlessly with AccountMate to improve efficiency.

8.      User-Friendly Interface: Features an intuitive interface that simplifies inventory management tasks and reduces the learning curve for users.

9.      Barcode Scanning: Supports barcode scanning for quick and accurate inventory tracking and data entry.

10.  Multi-Location Support: Manages inventory across multiple locations or warehouses, providing a unified view of stock levels.

11.  Additional features for outside the warehouse: Salespeople can create orders and delivery staff can confirm with signatures and images.

12.  Security: Offers robust security features to protect sensitive inventory data and restrict access based on user roles.

13.  Scalability: Grows with your business, accommodating increasing inventory volumes and more complex inventory management needs.

Clients who use SwiftCount save so much time; a job that used to take days only takes hours. Here are some examples of how SwiftCount worked for others:

A client who had huge problems with properly packing and shipping orders used SwiftCount and it solved their problems because of the order picking and validation feature.

A service distributor lost a huge amount on missing inventory because they refused to trace inventory through the warehouse. SwiftCount traces every order through your loading dock. Correct stocking is crucial for business success.

Inventory barcode systems used to cost much more and require a big investment, but that’s why AIS developed SwiftCount for AccountMate. It is risk free, has a low SAAS fee, and can run on a phone.   

If any of these issues resonate with you, it’s time to reevaluate your inventory management practices. Investing in a robust inventory management system can help you maintain accurate records, optimize stock levels, improve order fulfillment, and reduce costs. Embrace technology, automate processes, and work closely with your suppliers to build a more efficient and responsive inventory management system.

By addressing these common inventory management problems, you can enhance your business operations, improve customer satisfaction, and ultimately, your bottom line. Don’t let inventory issues hold your business back – take proactive steps to streamline your inventory management today.

It’s essential to work closely with experienced ERP consultants and vendors who can guide you through the selection and implementation process, ensuring that your ERP system aligns with your business’s immediate needs and long-term vision.

Are you considering a new ERP system? Contact our experts! We have local solution providers who can help you navigate the process. Contact us now or call 707-774-7537 to talk to someone about your specific needs.