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The Polymathic interactive Inventory/Order Entry Control System is solution-oriented and provides an effective tool for processing orders, analyzing sales, and controlling inventory. It offers an affordable system that captures data and generates management reports. Interactive lead-through simplifies the operation and puts information at the fingertip of the people who have a need to know. The applications include Order Processing, Inventory Management, and Sales Analysis. They operate as an integrated system and interface with general accounting applications such as Accounts Receivable, Accounts Payable and General Ledger.

Order Processing

Consists of the following functions: order creation, order release, maintenance, reporting, and inquiries. It controls backorders and provides automatic pricing.

Inventory Management

Maintains minimum levels of inventory to ensure profitability while still satisfying management consideration for customers service. It provides for recording and reporting stock movement.

Sale Analysis

Maintains sales history, reports sales activity, and provides decision-making information.

The integrated system provides efficient data processing and maintains up-to-date information.

It enables management to:

  • Provide fast order turn-around
  • Offer flexible, automatic pricing and discounting
  • Make timely price changes
  • Reduce inventory costs
  • Speed accounts receivable collections
  • Improve cash flow
  • Increase profit margins
  • Reduce back-orders
  • Improve customer service
  • Maximize return on investment

ORDER PROCESSING

ORDER ENTRY

The system is simple to operate and easy to learn. It simplifies order entry processing… it permits operation by current personnel.

The system features an interactive video display that allows the operator and system to be constantly in contact with each other. Displayed instructions lead the operator through each step of the order entry process. For example, the video screen prompts the operator to enter the customer number, item number, and quantity and displays data entered for visual verification.

The system automatically….

  • Validates data entries immediately upon input
  • Finds the customer’s name and address in the customer master file and writes it to the open order file
  • Checks customer’s credit limit and informs the operator whether the credit limit has been exceeded or whether this order will cause it to be exceeded
  • Finds item in inventory master file, displays the item description for visual verification, and writes item description to the open order file
  • Checks for availability of stocked items, displays these items to the operator and reserves them in the open order file
  • Calculates prices, discounts, quantity breaks, and taxes

The system also:

  • Provides for entry to ship-to-address if different from bill-to address
  • Provides for special descriptions that may apply to the entire order or to an individual item
  • Provides for entering special charges, such as freight and handling charges
  • Provides daily transaction register and totals for input control
  • Provides a printed journal
  • Provides an exception report as orders are being entered
  • Produces pick tickets to facilitate picking items in the warehouse

ORDER ENTRY ACTIVITY

Immediately available, this report is produced as orders are entered. It pinpoints exception conditions and provides a complete audit trail. Warning messages are printed for any item that requires action due to below minimum or out of stock conditions. The report also indicates other conditions such as credit limit exceeded, price overrides by the operator, and cost deviations.

PICK LIST

This easy-to-read pick list, showing item number, description, and warehouse location, increases picking productivity. The marked-up-copy serves as a turnaround document for order release.

INQUIRIES

The Order Processing system displays inquiry information on video screens. These screens provide the user with an up-to-date picture of orders and price exception information.

OPEN ORDER

This inquiry screen shows all line items that are associated with an order in the open order file. This condensed version of the Open Order Status Report provides quick access to an order record.

CUSTOMER PRICING EXCEPTIONS

The system also allows inquiry into the special pricing given to an individual customer.

INVOICING

The invoicing menu screen indicates options that lead the operator through a series of easy-to-follow instructions. Using the pick ticket returned from the warehouse as shipment notification, the operator is prompted by the video display to enter the order number and to indicate a completed or partial shipment. The system automatically validates items entered and updates Order and Inventory information such as on-hand and reserved balances.

Provisions for processing partial shipments, backorders, repricing, additional special charges, credit memos, etc., add flexibility to the system.

From the invoicing menu screen, the operator selects the invoice operation and the system automatically:

  • Produces the invoice
  • Prints customer name and address
  • Prints ship to address, if different from sold-to
  • Details all items shipped and indicates back order quantities
  • Calculates and prints, by item, selling price and cost price
  • Applies appropriate discounts
  • Calculates gross margin amount and percentage for each line item and for the total invoice
  • Prints an asterisk to identify taxable items
  • Calculates tax by line item
  • Calculates and prints invoice totals
  • Provides for interface to update accounts receivable and sales analysis files
  • Prints cost of sale and gross margin percentage, for each item, on a tear strip on the right side of the invoice

In addition to the invoice, the system prints a detail or summary invoice register and item margin analysis report, and removes invoiced and cancelled orders from the open order file.

ORDER PROCESSING REPORTS

Various control reports and detailed registers and produced to provide audit trails for all data entries and establish control totals for general ledger accounts. Other system reports include:

  • Order Entry Activity List
  • Order Hard Copy Inquiry
  • Customer Pricing Exceptions Change Register
  • Open Order Status Reports
  • Back Order Status Reports
  • Customer Pricing Exception Master List
  • Daily Business Summary
  • Item Margin Analysis

DAILY BUSINESS SUMMARY

The daily business summary shows gross margin for the day, month-to-date, and year-to-date. It may be printed on demand to provide a comprehensive management analysis of orders received, cancelled, invoiced, the cost of sales, and gross margin. It helps management:

  • Make better management decisions
  • Improve profits
  • Provide better customer service

ITEM MARGIN ANALYSIS

This report shows profit or loss of all invoiced items both stocked and non-stocked. It provides valuable information for analyzing item profitability.

STATUS REPORTS

Order status reports may be requested and printed on demand. They enable management to:

  • Audit and maintain tight control over all orders, including backorders and cancelled orders
  • Analyze orders and items by customer
  • Eliminate manual files
  • Prevent loss of backorders
  • Provide better customer service
  • Reduce lost sales
  • Increase profits

BENEFITS OF ORDER ENTRY

  • Provides fast turnaround from order entry to invoicing
  • Offers improved customer service through early deliveries
  • Creates customer goodwill with automatic price, discount, and tax calculations
  • Increases productivity of warehouse personnel by providing additional picking information such as item description and location
  • Generates invoices and reports automatically, allowing employees to be more productive and providing the distributor with accurate and timely management information
  • Checks customer’s credit at order entry to avoid potential credit problems

INVENTORY MANAGEMENT

Effective inventory control is critical in order to maintain inventory levels that ensure maximum return on investment. The Inventory Management System provides the kind of accurate up-to-date information needed to plan inventory functions and control stock-movement transactions. By combining information recorded during invoice and shipment processing with receipts and sales data, the system provides a method of planning, controlling and managing inventory.

BENEFITS

  • Provides a means of recording and reporting stock-movement and inventory status
  • Assists in maintaining minimum levels of inventory without jeopardizing customer deliveries
  • Provides a central file inventory management capability
  • Provides an important tool for making timely purchasing decisions
  • Highlights under-stocked items requiring immediate action.
  • Automates prices, discounts, quantity breaks and product oriented tax data to maintain an effective pricing strategy
  • Accommodates individual and mass price changes
  • Interfaces with order processing to provide complete order control
  • Facilitates physical inventory count
  • Enables management to analyze vendor performance
  • Aids in planning cash requirements for payables

INVENTORY REPORTS

The system provides various reports related to inventory accounting functions, planning and control functions, and purchase orders. The basic form of output is a hard copy printed report, but many video screen inquiry and response displays are available. Inventory Management reports include:

  • Open Purchase Order Report
  • Product Analysis Reports
  • Inventory Item Master List
  • Inventory Status Reports
    • Stock Status Activity
    • Stock Status Analysis
    • Re-Order Review
    • Sales History
  • Transaction Reports
    • Transaction Register
    • Master Receipt List
    • Posting Summary
    • Cost Change List
    • Sales List
  • Physical Inventory Reports
    • Items to be Counted List
    • Reconciliation Report
    • Value Analysis

PHYSICAL INVENTORY

The Inventory Accounting function includes recording and reporting of physical inventory counts to ensure an accurate, up-to-date status of inventory quantities. The system provides:

  • Count tags, or a list of items to be counted, to facilitate the entry of physical count quantities and adjustment quantities
  • A reconciliation report showing current physical count compared to the inventory accounting on-hand balance
  • A value analysis that indicates adjustments posted to the inventory item file

PRODUCT ANALYSIS REPORTS

The Product Analysis Reports classify inventory item by high, medium and low values. Reports list items in descending dollar value.

  • Establishes item priority
  • Permits detailed examination of inventory investment
  • Assists in analyzing the impact of an individual item on the entire inventory movement
  • Pinpoints high and low profitability of items

SALES ANALYSIS

The Sales Analysis System provides analysis of sales activity, indicates sales trends and allows management to make timely decisions.

SALESMAN INQUIRY

REPORTS

  • Salesman Commission
  • Sales Analysis Report by Salesman
  • Sales Analysis Report by Customer by Salesman by Commodity
  • Sales Analysis Report by Salesman by Customer
  • Sales Analysis Report by Customer
  • Sales Analysis Maintenance Register
  • Conversion Control Report
  • Conversion Input Register
  • Salesman Master List
  • Customer Commodity Update Report

SALES ANALYSIS REPORTS

  • Aid in analyzing profitability by customer, salesman, and product class
  • Reveal customers who contribute most to the gross profit
  • Pinpoint customers frequently buying only low profit items
  • Permit evaluation of salesman performance
  • Provide sales data for paying salesman commission

FILE MAINTENANCE

Orders, master files, and prices are easily maintained by following simple instructions displayed on the video screen. Additions, changes, deletions, and inquiries may be made to orders and to master files. A hard copy inquiry function provides a printed response to assist the operator in the modification procedure. Pricing changes may be entered directly through the video display. A printed register provides a complete audit trail of all modifications.

SUMMARY

The Interactive Inventory/Order Entry Control System is processed on an affordable minicomputer that offers big computer benefits. The system enables management to effectively process orders, manage inventory, and analyze sales. It provides solutions to management problems.

BENEFITS

  • Fast order turnaround
  • Flexible automatic pricing
  • Increased employee productivity
  • Reduced inventory costs
  • Improved cash flow
  • Increased profits
  • Improved customer service
  • Maximum return on investment
  • Simplicity of operation

Other Applications

The following applications are designed to work hand-in-hand with Order Entry / Inventory:

"Order Entry / Inventory" is part of the Polymathic General Accounting line of products, developed by Polymathic Group.