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de Facto S5

An accounting software system designed by De Facto Software.
Questions about de Facto S5? Call (800) 827-1151 and talk to a software expert now.

de Facto S5 incorporates integrated Financials, Logistics, Production, CRM, E-Commerce and Costing facilities, in one powerful, flexible, and easy to use solution. There is no other system on the market that provides such a powerful range of features and is as cost-effective as the de Facto S5 software suite. Deploying the system typically brings significant customer gains in such areas as productivity, cost advantages, management awareness, and competitive edge.

Banking

The Banking module provides key features from the Financial Suite, such as multi currency and proper Open Period Accounting. The suite also benefits from all of the System-wide features (shown on the left menu), such as easy Data Importing, Email and Fax integration.

Multiple Bank Accounts - The banking module provides multiple bank accounts, each of which is linked to a specified nominal ledger account. In common with all other account types, balances are maintained in real time for up-to-the-minute information. Different types of accounts can be specified for bank, cash and credit cards, for example.

Transaction Handling - The de Facto S5 banking module provides the facilities for handling payments and receipts for the Sales, Purchase and Nominal Ledgers. Flexible payment allocations provide many easy-to-use features such as oldest first and best fit matching. Facilities are also provided for over and partial credit allocation.

Runs - Comprehensive facilities are provided for the production and printing of cheques, remittances, combined remittances with cheques and various forms of BACS output files. The print runs provide alignment, reprint and reference updating options.

Reconciliation - de Facto S5 provides full reconciliation facilities on bank accounts. The feature provides a variety of functions such as the ability to search on any transaction field including values. Unreconciled entries can be added to a notepad option, so as to allow complete reconciliation printouts to be made. These unreconciled entries can then be matched off during subsequent reconciliations. The on-line banking option provides an additional feature that can be used to download bank statements for automatic reconciliations.

Financial Suite Overview

The de Facto S5 Financial Suite comprises the Nominal, Purchase and Sales Ledgers modules, with the Banking module providing an extremely flexible set of accounts software. These are fully integrated into the Logistics Suite and Production and Costing modules. Like all de Facto S5 modules, the Financial Suite provides built in Customer and Supplier Relationship Management (CRM) features.

All the modules of the Financial Suite inherit such key facilities as multi company consolidation, multi currency and proper Open Period Accounting. The suite also benefits from all of the System-wide features (accessed from the menu on the left), such as easy data importing and e-mail integration.

Key Benefits - Fast and easy access to financial information is crucial to the success of any business. The changes taking place in the business world make this ever more critical, and de Facto S5 Financial Suite provides the tools to give you the information you need efficiently, and accurately.

Change is a constant in today’s business world. de Facto S5’s flexible design enables you to set up and modify the system as and when you need. It allows you to automate a whole slew of tasks, and gives you the power to define the level of control your users need.

As trade becomes ever more international in scope, de Facto S5 is geared up to enable you to handle all the legal and financial issues involved in multi-currency trading and reporting.

de Facto S5’s powerful tools enable you to spot key indicators and trends in your financial operations that may otherwise pass you by. Armed with that knowledge, you have the information you need to create the business edge you want. The Financial suite enables full drill down capabilities, and filtering results by multiple criteria gives you further abilities to quickly deliver.

True Integration - The truly integrated nature of de Facto S5 is fully reflected within the Financial Suite, where all entries are automatically posted from the other modules, and update the Financials in real-time all the way through to the financial reporting.

A key strength of the system which demonstrates the superior integration, is particularly evident in the way stock, cost of sales, work in progress, on costs etc are handled. This is done via the sophisticated matrix which sits between the other modules and the Financial Suite. This true and complete integration will automatically account for all key prepayments and accruals, including landed, delivered and production costs.

Information Rules - As well as providing full transaction integration for postings, full drill down and around facilities ensure that every account balance can be exploded and immediately tracked directly back to source documentation. Conversely any source transaction can quickly be expanded to show the postings created from it.

The essence of a strong accounting system is information availability. de Facto S5 provides this via its comprehensive range of standard reports, each of which provides the ability for the user to customise the report search, sort and formatting criteria.

The standard reports are supplemented by our unique easy to use Vistas, which allow ad-hoc reports to be quickly built and reused throughout all of the modules. Where more sophisticated reporting is required, a variety of software can be used, such as Microsoft Excel, Microsoft Access or Crystal Reports.

Nominal Ledger

The Nominal Ledger module provides key features from the Financial Suite, such as multi company consolidation, multi-currency and proper Open Period Accounting. The suite also benefits from all of the System-wide features (shown on the left menu), such as easy Data Importing.

Chart of Accounts - The de Facto S5 Nominal Ledger is built around a highly flexible multi-dimensional accounts structure. This is founded on a free format chart of accounts, which can be linked to multiple, multi-level analysis structures. This concept can then be mirrored for a cost centre based axis.

Financial Reporting - Given the importance of, and particular needs of report writing for financial statements, de Facto S5 provides a dedicated reporting tool especially designed for this task. This allows sophisticated multi-column reports to be easily built using the powerful analysis structures. The report writer includes a multitude of calculation facilities, such as balance sensitive account location within reports, key ratio facilities, variance calculations, etc.

Drill Down and Around - de Facto S5 offers easy navigation around the system, and you can quickly move all the way from nominal ledger account balance to originating transactions to such things as sales orders, and purchase invoices. Equally important is the ability to view the postings made from any transaction, and to be able to quickly and easily reproduce relevant documents such as invoices.

Multiple Company - Along with multi-company facilities, de Facto S5 also enables Nominal Ledger consolidation for multiple companies. The consolidation option can be automated if all the companies operate on servers based on the same local area network.

Multiple Budgets - The nominal ledger allows multiple budgets to be created in any currency, and also for quantity data, if required. Data can be spread and flexed within a budget; new forecasts can be based on existing data where needed. In addition, budget data can also be imported from spreadsheets.

Commitment Accounting - The de Facto Sales and Purchase Order Processing modules have the option of creating and maintaining commitments against nominal ledger accounts and cost centres. This data is then available for reporting within the financial statement reporting facility. The commitments are also maintained in parallel with those held on the Job Costing when this module is used.

Quantity based Accounting - This offers de Facto S5 users who work with what may be termed bulk products, the option of collating such things as tonnage, volume or quantities in the Nominal Ledger. This feature allows the reporting of sales in tonnes, average price per M3, or number of cases held in stock, for example. Budget and comparative data can also be held in quantities.

Reconciliation Facilities - The de Facto Nominal Ledger provides full reconciliation facilities on all accounts. The feature provides a variety of functions, such as the ability to search on any transaction field including values. Un-reconciled entries can be added to a notepad option so as to allow complete reconciliation print-outs to be made. These un-reconciled entries can then be matched off during subsequent reconciliations.

Transaction Handling - The nominal ledger provides all the facilities for Journal entries you’d expect, including recurring, reversing and template journals. In common with all financial suite transactions, journals can use quantities in their entries. VAT entries are also catered for directly from journals as either ‘net + VAT’, or ‘gross - VAT’. VAT inputs and outputs are also definable.

Purchase Ledger

The Purchase Ledger module provides key features from the Financial Suite, such as multi currency and proper Open Period Accounting. The suite also benefits from all of the System-wide features (shown on the left menu), such as easy Data Importing, Email and Fax integration.

Supplier Details - Detailed supplier information can be held, including unlimited numbers of addresses and contacts as part of the CRM module, as well as user-definable supplier profiles for procurement purposes.

Auto Payments - Automatic Payments are handled by a dedicated batch processing system. The system allows user-definable criteria to be utilized to identify transactions and suppliers who are due for payment. Options control the handling of bank accounts, settlement discounts and exchange rates used.

Transaction Handling - The de Facto S5 Purchase Ledger provides all the facilities for transaction entries you’d expect, including invoices, credits and adjustments. In common with all Financial Suite transactions, journals can use quantities in their entries. VAT entries are also catered for directly from journals as either ‘net + VAT’, or ‘gross - VAT’. VAT inputs and outputs are also definable.

Contra Accounting - Contra Accounting is provided between the purchase and sales ledgers, as is a useful back-to-back facility for converting a sales invoice into a purchase invoice including its standard margin facilities.

Self Billing - The Purchase Ledger also supports self-billing invoice procedures, either directly, or via the Purchase Order Processing module.

Goods Received Notes - Integration with the Purchase Order Processing module provides automatic reconciliation of ‘goods received awaiting invoices’ accrual accounts. Prices variances are also automatically handled.

Sales Ledger

The Sales Ledger module provides key features from the financial suite, such as multi currency and Open Period Accounting. The suite also benefits from all of the System-wide features (shown on the left menu), such as easy Data Importing, Email and Fax integration.

Key Features:

Customer Details - Detailed customer information can be held, including unlimited numbers of addresses and contacts as part of the CRM module, along with user-definable customer profiles for marketing purposes.

Credit Control - Credit Control begins with a comprehensive credit control profile section within the customer record. This provides flexible choices of credit terms, approval and chasing methods. Debtors’ lists and statement production are both easy to perform and have a multitude of options, for instance, statements can be sent to head offices as well as delivery points.

Transaction Handling - The Sales Ledger provides all the facilities for Journal entries you’d expect, including recurring, reversing and template journals. In common with all Financial Suite transactions, journals can use quantities in their entries. VAT entries are also catered for directly from journals, as either ‘net + VAT’, or ‘gross - VAT’. VAT inputs and outputs are also definable.

Contra Accounting - Contra Accounting is provided between the Sales and Purchase Ledgers, as is a useful back-to-back facility for converting a purchase invoice into a sales invoice, including standard mark-up facilities.

Group Credit Limits and Checking - This provides the ability to specify a range of accounts which can be considered as a group for overall credit checking purposes.

Cross Account Allocation - Cross Account Allocation allows groups of sales ledger accounts to be grouped for payment and allocation purposes. When receiving a group payment, this can be allocated across multiple accounts. The system will then automatically construct the required contra transactions.

Sales Order Processing

The Sales Order Processing module is critical in most businesses, as it controls your interface to your customers. This interface may be the result of either pro-active, or re-active Telesales, EDI, or E-Commerce. de Facto S5’s Sales Order Processing module can be easily configured to handle them all.

Back to Back Orders - This highly flexible facility allows products on a sales order to be easily ordered from suppliers and the stock receipts to be held specifically against the originating sales order. Options are provided for automating direct shipments, adding to existing purchase orders and for exclusively linking orders.

Contract and Call-off Orders - The sales order processing module provides a comprehensive way to handle large contract orders, which have multiple call-offs. Each time a call off is made from the original contract, it will inherit the pricing from that contract, although this can be updated if required. At all times the original and contract balances are maintained, and reports can be run on the state of the contract.

Scheduled Orders - The scheduling function offers another option for the handling of large orders; these differ from contract orders as they allow the forward deliveries to be planned. Each delivery will be given its own quantity, requested and promised date; these can then be used in the forward planning of stock levels.

Back Order Handling - The de Facto S5 sales order processing module provides facilities to handle the processing of back orders automatically; these orders are included within the batch process picking routine, and therefore all back orders can be shipped as soon as they are required and stock is available.

Prices, Price Lists and Discounts - The de Facto S5 price and discount structures offer a comprehensive series of options. Facilities include either quantity breaks or multiple bands within a price list. These can be set as net prices, discounts or mark-ups. There are additional facilities for total order volume, weight or value-based discounts or bands. Discounts or bands may also be applied to subtotals by product groups within an order, based on volume, weight or value.

Stock Control

The Stock Control module is the foundation of the whole S5 Logistics Suite, providing accurate and flexible control over inventory levels for any type of product. Powerful features allow the module to be configured to precisely manage and handle any type of product or business process.

Product Details - Product Details provide the ability to define up to 25 character product codes, 80 character short descriptions, as well as variable length long descriptions. EAN codes can also be defined for use with the EDI options included within the system. Product codes can use an automated check digit function. This can use either a user-defined calculation, or a number of available standard procedures for calculating the digit.

Product Creation Wizards - de Facto S5 offers user definable wizards for creating products. These enable the user to be guided through all of the relevant steps needed to create a product. The wizard includes the facility to define automatic calculations for structured product codes and descriptions, etc.

Multiple Product Codes - Each product can have any number of other product codes (aliases) held in lists linked to individual or groups of customers and suppliers. These codes can be used during sales and purchase order entry and also printed on customer or supplier paperwork. These product codes can also store alternative descriptions, which can be held in alternate languages for printing on customer or supplier paperwork.

Alternative Product Codes - Alternative Product Codes also allow the user to link to other products for easy access from anywhere in the logistics suite. The use of these can be automated by the setting of the product status to ‘discontinued’, which has the effect of automatically selecting the alternative.

Stock Types and Qualities - The de Facto S5 logistics suite provides optional methods of segregating stock, based on its current or intended usage. Types, for instance, can be used to differentiate saleable and loan stock within a single product code. Qualities could be used to select certain batches of product for customers based on their quality rating and respective requirements.

Associated Products - Allow complex links to be handled between products for automated additions to sales and purchase orders. These facilities can be used, for instance, to automatically add manuals to sales of computers, or plastic trays to orders for fresh produce.

Multiple Warehouses - de Facto S5 allows for the definition of multiple sites, which can then be allocated multiple warehouses, each of which can have multiple locations. Each warehouse can have its own ‘pick order’ defined for use with both picking and put away lists. Products can be either individually or automatically registered within each warehouse.

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