Tag Archives: customizable ERP software

Are You Having These Problems with Accounts Receivable?

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Are you constantly waiting for clients to pay their invoices?

Do overdue payments disrupt your cash flow?

Do you struggle to convert sales into cash quickly?

Are your invoices often lost, delayed, or disputed?

Do you spend too much time resolving billing issues?

Are you frequently dealing with bad debts?

Are you unable to get a clear picture of your outstanding receivables at any given time?

Do you struggle to monitor and track payments?

Are your collection efforts sporadic or ineffective?

Do you lack a structured approach to follow up on overdue invoices?

Are your customers unhappy with your billing and collection practices?

Do frequent payment disputes damage your customer relationships?

Managing accounts receivable (AR) is crucial for maintaining a healthy cash flow and ensuring the financial stability of your business. However, this essential function can also bring about numerous challenges. Are you experiencing these common accounts receivable problems?

Delayed Payments

Delayed payments can create significant cash flow issues, making it difficult to cover your expenses and invest in growth opportunities. This can lead to a cycle of financial instability.

High Days Sales Outstanding (DSO)

A high DSO indicates that your company is taking too long to collect payments from customers. This inefficiency can strain your cash reserves and impact your ability to meet financial obligations.

Inefficient Invoicing Processes

Inefficient invoicing processes can lead to errors, delays, and disputes. This not only frustrates customers but also delays payments, affecting your cash flow and profitability.

Lack of Real-Time Reporting

Without real-time reporting and visibility into your accounts receivable, it’s challenging to manage cash flow, predict financial needs, and make informed business decisions.

Inadequate Collection Strategies

Ineffective collection strategies can result in prolonged payment delays and increased bad debt. A structured and consistent approach is essential for timely collections and maintaining a healthy cash flow.

Customer Relationship Strain

Issues in accounts receivable can strain customer relationships. Unhappy customers may take their business elsewhere, leading to lost sales and a damaged reputation.

The Solution

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

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

Click-To-Pay

Click-To-Pay offers companies significant benefits by streamlining the payment process for their customers. With this feature, customers can conveniently pay their invoices online by simply clicking a link in their electronic invoices, which takes them to a secure payment portal. This portal allows customers to view their outstanding invoices, select the ones they wish to pay, and securely enter their payment information without sharing sensitive credit card or banking details with the company. This not only enhances the customer experience by providing a fast, easy, and secure payment option but also ensures that businesses receive payments more quickly and efficiently, reducing the time and effort spent on manual payment processing.

Click-To-Pay can lead to significant cost savings for companies, especially those engaged in business-to-business (B2B) or business-to-government (B2G) transactions. The feature supports Level 3 credit card processing, which involves transmitting detailed transaction data to credit card processors. This comprehensive data enables companies to benefit from lower interchange rates and reduced processing costs, translating into substantial savings on credit card fees. Additionally, the seamless integration of click-to-pay with existing sales order and accounts receivable systems further enhances efficiency by automating the synchronization of payments and reducing the likelihood of data entry errors, ultimately contributing to better financial management and streamlined operations.

By addressing these accounts receivable challenges, you can improve your cash flow, reduce financial risks, and enhance customer satisfaction. Is it time to take a closer look at your accounts receivable processes?

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 Accounts Payable?

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Are you frequently scrambling to cover payments to suppliers?

Do you often find your cash reserves depleted?

Are you constantly correcting invoice mistakes?

Do you find discrepancies between purchase orders, invoices, and payments?

Do you have stacks of paper invoices piling up?

Are you spending too much time tracking down invoices for approval?

Do you struggle to forecast your cash flow accurately?

Are you worried about unauthorized payments or potential fraud?

Do you struggle to stay compliant with financial regulations?

Are your suppliers unhappy with late or missed payments?

Do you lack a streamlined communication channel with your vendors?

Are you spending too much on processing invoices and payments?

Managing accounts payable is critical to running a successful business. However, accounts payable can often cause significant headaches. Are you facing these common accounts payable challenges?

Cash Flow Crunch

Poor management of accounts payable can lead to severe cash flow issues. Paying invoices too early can drain your available cash, while paying them too late can incur late fees and damage supplier relationships.

Manual Processing Errors

Manual data entry is prone to errors. These errors can lead to overpayments, underpayments, and a lot of time spent reconciling discrepancies. This not only wastes resources but also affects your financial accuracy.

Inefficient Invoice Management

Handling paper invoices (or poorly managed electronic invoices) can slow down the approval process, causing delays in payments, leading to strained supplier relationships.

Lack of Visibility and Control

Without real-time visibility into accounts payable, it’s challenging to make informed financial decisions. Lack of control over your payables can result in unexpected cash shortfalls and difficulty in managing your working capital.

Compliance and Fraud Risks

Accounts payable is a common target for fraud. Without proper controls and oversight, businesses can fall victim to fraudulent invoices and unauthorized payments. Additionally, non-compliance with regulations can result in additional penalties and damage to your reputation.

Disjointed Supplier Relationships

Poor accounts payable processes can strain relationships with your suppliers. Timely and accurate payments are crucial for maintaining good supplier relationships, which are essential for negotiating better terms and ensuring a steady supply chain.

High Processing Costs

Inefficient accounts payable processes can lead to high administrative costs. Streamlining these processes can reduce the need for a large team and cut down on processing costs, freeing up resources for other critical business areas.

The Solution

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

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

By addressing these accounts payable challenges, you can improve your financial health, strengthen supplier relationships, and streamline your business operations. Is it time to take a closer look at your accounts payable processes?

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 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.