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PRO$IT Business Suite

A web-based multi-module management system designed by RCI.
Questions about PRO$IT Business Suite? Call (800) 827-1151 and talk to a software expert now.

PRO$IT Business Suite, is your complete solution to automating (with security and consistency) many of your business practices, No matter where or how they are situated. PRO$IT is perfect for any of the following industries:

  • Distribution
  • Resort
  • Insurance
  • Banking
  • Retail
  • Military
  • Process
  • Payroll Service
  • Lumber

PRO$IT is completely customizable and (as you can see from the list above) is flexible enough to fit a wide array of industries. This web-centric software application, will meet the business and regulatory requirements of your company regardless of industry. PRO$IT is complete scalable and able to grow with your business. PRO$IT consists of the following four modules: Infrastructure, Sales & Inventory, Accounting & Banking, and Human Resources.

Accounting & Banking

The Accounting & Banking module features many accounting functions. This module will give you access to the following features:

  • Accounts Receivable & Payable
    • Complete audit trail compiled
    • Highly flexible data options allow you to store information on: Customer markets, territories, Regions, Groups, Classes, Warranty classes, Account types (e.g. active, occasional, high volume, etc.)
    • Highly flexible service charge multi-options including: Buying groups, Brokers/salespersons and their marketing area, Statement cycles e.g. for selected customers generate statements for a specific cycle (e.g. 30 day cycle), and Automatic credit checks
  • Customer Profile
    • Allows you to identify and store a customer’s trading currency, credit limits, credit types, credit limits per order, internal credit rating and next review date
    • PRO$IT allows you to take the balance forward or open item approaches.
    • PRO$IT also allows you to put statements on hold, specify statement printing cycle.
    • You are able to completely define and control customer pricing. Multi price levels are supported, as are separate business terms for each customer.
    • You are able to control the grouping of customers, e.g. sales market, territory, credit ratings, distributor, manufacturer, retailer, selling price groupings etc.
    • You are able to link your customers to a Cooperative Marketing Assistance (CMA) vendor programs
    • Supports links such as customer to a warehouses), sales person/broker, percentage commissions
    • Permits multi-vendor code as used by customer
    • View payment history and on-order amounts
  • Invoicing & Payments History
    • Permits manual invoices, manual credit notes, debit memo or debit note plus multiple detail lines
    • Can apply funds from checks, credit notes or bank deposits to one or multiple outstanding invoices.
    • All unpaid invoices are displayed immediately and automatically.
    • Allows you to accept multiple advance payments
    • Fully supports partial payments with options such as write off difference, apply a discount or apply a CMA (Cooperative Marketing Assistance) credit with reference to the appropriate vendor
    • Calculate cash flow projections with aging interval probability settings for Accounts Receivable past due collections
    • Complete Audit Trail of all transactions and adjustments
    • Provides automatic reversal of deposits due to non-sufficient funds.
  • Actual Costs & Invoicing
    • Actual costs are all linked to a job number, phase, task and operation as well as division, branch and center codes. User-defined non-chargeable codes allow for accountability differentiation
    • Actual labor cost is assigned by employee and skill code. Allow for actual and billing hours per type (normal/over time etc.)
    • Actual material cost is captured by item number and quantities as well as billing quantities. Item cost and detail is linked to the Inventory module but can be overridden. More on Inventory Items
    • Actual equipment cost is captured by hours and billing hours with their respective rates
    • Actual sub-contractor cost is captured by user-defined units of measure and rates per unit
    • Invoice selectively on actual costs by selection of date range, phases, tasks, operations, classes and class codes to be included on invoice
    • “Cost“ may be defined as direct only, direct plus overhead, or direct plus overhead plus markup, etc, and is specific for each class line item
    • No period-end closing procedures are required. Past and future period posting is possible, which automatically adjusts period and/or year end balances in actual and budget ledgers
    • “The costing module produces a “work-in-process estimate” report. This report generates an editable work-in-progress amount which is the basis for a period-end journal entry and next period reversing entry. No posting from W.I.P to Finished Goods or other GL accounts are necessary

Fixed Assets

The Fixed Assets features of PRO$IT, are actually embedded in the Accounting & Banking module. The general ledger gives you the following features:

  • Property & Equipment Profiles
    • Complete Audit Trail
    • Track non-depreciating, depreciating, and intangible assets
    • Multiple statuses allow you to classify your assets appropriately. Statuses include: Active - not fully depreciated, Active - fully depreciated, Active - not depreciated (land), Disposed, Inactive, not fully depreciated, Inactive, fully depreciated, Retired, and Senior active - fully depreciated
    • The system will link costs, accumulative depreciation and depreciation expenses to account codes
    • You are able to link assets to higher order asset (part of another asset)
    • You can link assets to an alias asset number
    • Asset attributes include: Class, Group, Type, Set, Custodian Name, Location, Utility Code, Date in Service, and Warranty Expiry Date
    • Disposal gains/losses and proceeds amounts are linked to a disposal code and account
    • Determine asset replacement cost (may use replacement cost index %), insured value, and estimated lie
  • Depreciation
    • Depreciation for an asset can be any present of next period
    • Each asset can have its own depreciation method defined for it (diminishing balance/no depreciation/straight line/double declining balance/sum-of-the-years digits/etc.) based on cost or net of salvage value.
    • Depreciation for any asset is designed to perfectly fit any of your required specifications
    • Post journal entries for depreciation for a selected group of assets (or all assets) with fiscal year and period range
    • Depreciation journal entries may be reversed
    • Create the annual depreciation schedule for a selected range of assets or all assets
  • Retirement, Disposal & Transfers
    • Retire assets when fully depreciated
    • Capital asset disposal takes the value of the asset and moves it to the disposal account
    • Transfer assets from one department to another. The remaining balance of the asset is switched
    • Adjustments can be made without losing the audit trail or history

General Ledger

The General Ledger features of PRO$IT, are actually embedded in the Accounting & Banking module. The general ledger gives you the following features

  • Journal Entries
    • You are given extensive journal entry (J/E) options which allow you to setup standard journals, and permits the editing/reversing of entries
    • Journal entries accommodate: Actual Cost, Budget Cost, Committed Cost etc.
    • Details provide information on account code, account extension, division, branch and center
    • The General Ledger is fully Multi-currency enabled.
    • Complete control of Inter-division, Inter-subsidiary and Intra-subsidiary transaction details
    • Allows you to further breakdown your accounts into divisions such as unit of measure and description
    • Allows you to view, cancel, post or store (for re-use) any journal entry.
    • Permits multi-budgets for reporting of variances for either a single or range of periods in current or prior periods
    • Supports daily accounting periods
    • All balanced transactions are posted instantly
    • Adjustments to prior periods automatically recompute the next fiscal year opening balances as well as all forward balances from the adjustment date to actual and budgeted ledgers
  • General Ledger Reports & Queries
    • General Ledger Report detail by date, net change, account detail information across different entities
    • Trial Balance/Worksheet
    • Display historic values (actual/budget etc.) for specific or various fiscal years
    • Use Report Writer to generate custom reports
    • Any number of reports can be ‘stacked’ for printing in batch
    • Can analyze to the day for charting or comparative statistical trend analysis
    • Prepare consolidated statements with correct elimination of inter company accounts

Human Resources

The Human Resources module of PRO$IT gives you the following features:

  • Payroll
    • Since this module is designed for fully integrated real-time processing with all other PRO$IT modules, all information within the system is instantly updated
    • Allows you to setup multiple types of pay periods (e.g. weekly, biweekly, semi-monthly, monthly or any other user-specified periods)
    • Pay Periods do not have to be closed, adjustments can be posted at any time
    • Gross-to-Net calculations are maintained at all times
    • You are able to define your company’s business rules on three levels: Enterprise wide: apply to all employees; Group wide: apply only to certain user-defined groups of employees; Individual: apply only to certain individuals
    • Business rules may be made time driven
    • No month-end procedures need to be run. Totals are always up to date and monthly, pay period and year to date totals are calculated in real time
    • Allows for background processing of reports and batch tasks in order to provide maximum availability and accessibility of the system to the user
    • Prints all the necessary government forms e.g. ROE, T4, T4a etc.
  • Employee Data
    • Search for your employees in the system by name or internal system number.
    • The plant/center code, area code, function code and product/sub-function code can be combined into a labor code. This enables a very flexible direct labour cost allocation mechanism. All payroll overhead such as employee benefits and employers portion of taxes can be charged to the specific workstation (e.g. job, process, work order, department etc.) of every employee for every time period by one composite burden factor by employee
    • An employee is assigned a default labor code.
    • An employee is dynamically assigned a status.
    • Multiple addresses can be linked to an employee.
    • Direct deposit account detail is maintained along with a complete employee audit trail
    • Data values for one person can be replicated to another person and then edited.
    • All parameters for an employee are retained indicating which person changed/added data, on which date and at what time
    • Personal messages can be printed on cheque stubs
    • Keeps track of human resource planning and development, including: Personnel attributes (initiative, problem solving, team work, etc.), special skills and education/training
    • Complete HR Package, incl. job performance, attendance, vacation, reviews, resume, applications safety, etc.
  • Payment Methods
    • Payments can be disbursed by: Immediate hand written checks, Continuous form checks, Electronic funds transfer, and Direct deposit
    • Laser MICR encoded checks can be generated
    • Payments are assigned a system generated source code to identify the source of the transaction
    • Payments can be made to multiple direct deposit accounts
    • Payments can be made in foreign currencies
    • Payments can be in the form of blended direct deposits/checks etc.
    • Direct deposit proof report is created and printed for authorization
    • Multiple advance payments can be made for any pay period
    • Checks can be reversed without losing the audit trail
    • Re-calculate year-to-date totals if opening balances are changed without affecting data integrity
    • An Annual Savings Plan pay-out procedure can be run for an employee or all employees
    • An Add-on Pay (bonus scheme) pay-out procedure can be run for an employee or all employees
    • Define sort order for cheque print run (by plant/area/employee code or employee number) for ease of cheque distribution

Infrastructure

Features of Infrastructure include:

  • Multi-Location
    • Complete audit trail is tracked
    • Data Replication for Point of Sale
    • Triple Redundancy Backup
    • Multi-entity capability
    • Multi-warehouse capability
    • Multi-division capability
    • Add warehouses/divisions/entities easily
    • Move data without losing history
    • Set different pricing/costing by location
    • Integration into reporting system to eliminate double handling
  • Menu Level Security
    • Access control on menu item level
    • Easy to understand user-interface, logical hierarchy of menus and intuitive design reduces errors.
  • Entity Level Security
    • Enable separate work environments for management control over cost/profit centers, subsidiaries or independent business units.
    • Control on entity physical location and detail
    • Register default values for currency unit, Minimum interest charged for Accounts Receivable, profit margin % for costing, aging intervals
    • Control by fiscal operating periods or subledger account
    • Use training entities where users are allowed to train and experiment without affecting the integrity of live data
  • Security Management
    • User Class definition and security group definition, limiting access to certain parts of the system on an employee by employee basis.
    • Restrict user class level access to certain operating periods
    • User level: Access by day of week; Access by time of day; Access to origin/location
  • Key Data
    • Business units are defined within an entity
    • Register valid warehouses for each business unit
    • Define country/location codes and exchange rates
    • Define unlimited number of discount/interest rates
    • Specify warehouses with address, contact persons and Division, Branch and Center allocation
  • System Level Security
    • Set user preferences for check printing
    • Allocate tasks to specific printers
    • Control default values - credit limits, currencies, interest rates, interest types
    • Control automatic options - payment applications, journal entries
    • Control field update/add mandatory options
    • Set valid inventory classes per area/process/product
    • Set pricing standards & types and costing rules
  • Background Process Level Security
    • View all failed background process transactions including data, error messages, date/time, module and process
    • Monitor background process with status update
    • Keep a history of changes for each profile and reference table field on an audit trail. Every change transaction entry is time, date, and operator ID stamped
  • Hardware Level Security
    • Define printer paths, locations, models (and control codes for each model), and permissible form types
    • Define terminal emulation modes
  • Replication Management
    • Define system origins with settings for data transfer/replication and peer-to-peer/master-slave communication
    • Replicate data by entity and data table
    • Replication can be set by mode (add, edit and/or delete), table name and entity
    • Bi-directional replication in asynchronous mode
    • Replication with different data reference numbers between systems are allowed and managed. Two systems may therefore be integrated and replicated although they use different inventory codes for the same item or different account numbers for the same account structure
  • Database Level Security
    • Standard utilities to dump and load data
    • Utilities for the transfer of masses of data between systems which are or are not binary compatible
    • Relative ease of database administration as a result of many tools and utilities
    • Remote system support
    • Integrity save environment with before image, after image, mirroring and two phase commit functions
    • Performance tuning tools
    • Supports system back-up during processing

Kits & Bill of Materials

The Kits and Bill of Materials (BOM) applications are actually included in the Sales & Inventory module. This application gives you teh following features:

  • Kits or BOMs can be priced as a unit OR as accumulation of items
  • The system permits individual shipping quantities editing
  • Completely handles backorders and partial shipments
  • Lets you print only the kit heading or all kit detail lines

Point of Sales

The Point of Sales functions of PRO$IT Business Suite are actually found in the Sales & Inventory module. These functions will give you the following features:

  • Point of Sales
    • Supports an unlimited number of Store Locations, Departments, Subsidiary Ledgers, Customers, Kits, Deals, Salespersons linked to every transaction, Commission Rates, Discount rates, POS stations, Cash Drawers, Lay Always, SKU’s, and Banks; making this one of the most flexible Point of Sale systems available
    • Provides up and down loading of customer, inventory or other data to and from remote POS stations
    • Interfaces to your already installed smart cash registers or PC components
    • Supports your company’s unique requirements by allowing you to setup user-definable Menus, Territories, Groups, Classes, Warranty Classes, Account types, Statement Cycles, Terms, Tender Types, Commissions, Default values, etc.
    • The system will automatically convert foreign currency and units of measure to your native settings
    • Allows you to discriminate prices by supporting custom pricing by item and customer with multiple price breaks
    • Supports price discounts for promotions during specified time periods
    • All cash registers can be closed out to a vault, which in turn can be cashed out to the bank
    • Allows you to use magnetic strip readers for electronic charge authorization and auto deposits
    • Supports: Cash, Multi-Currency, Accounts receivable, Credit cards, Deposits, Additional payments, Layaways, Gift certificates (issue and cancel), Coupons, Credit vouchers, Travelers checks, Split payments, Third party checks and Discounts
    • Prints credit card slips automatically for credit card sales
    • Records staff timing: date and time in/out
    • Machines can be moved to new stations for maximum flexibility
    • Links to the inventory module
  • Views, Reports & Listings
    • Multi-store lookup is fully supported
    • View substitute items with SKU or inventory items
    • View customer profile, transaction and credit history
    • View current monthly and cumulative sales, returns, gross/margin and other “key performance data”
    • Report on layaways for a specified date range - show customers, date of last deposit, balance, layaway listing for a specific customer
    • Report on gift certificates not yet used, active credit notes
    • Create a count summary for a selected station and store: amounts and number of transactions per tender mode, calculate net sales
    • Report on sales for a specific station, range of items and date range
    • Report on sales for a specific store , date range and list of stations
    • Report on sales for a sales person for a date and time range

Purchase Orders

The Purchase Orders functions of PRO$IT Business Suite are actually found in the Sales & Inventory module. These functions will give you the following features:

  • Purchase Orders
    • Purchase orders can be generated using quoted or estimated pricing
    • PO’s can be classified as Proposed, Released, Closed etc.
    • Indicators notify you if: a PO has notes or a memo attached to it, and if items have been received although they haven’t been posted
    • Create regular or blanket type PO’s
    • PO detail lines may be replicated from approved requisitions, greatly reducing the amount of data re-entry your staff engages in.
    • Multi-language support allows you to print PO’s in whatever language you desire
    • Receive or reject PO items individually, or in batches.
    • Generate accounts payable vouchers for received orders from estimate costs
    • Accounts payable vouchers are automatically generated for orders generated from quotes with the “posting“ of PO’s upon receipt
    • Generates order numbers by location to ensure uniqueness
    • Substitute vendors for inventory items can be stored and retrieved at any time, so if one supplier is out of a particular item, you always have a backup
  • Purchase Requisitions
    • Register requisitions and assign status proposed (P); to be approved (T); or approved (A). If a requisition is set as ”To-be-approved“ the system will automatically send an e-mail message to the user who has to approve the requisition
    • Attach notes to a requisition
    • Requisitions and PO’s can be deleted, edited, viewed, or canceled, depending on the status of the requisition/PO
  • Requisition Approval
    • Requisition approval is linked to an authority level (based on dollar amount). The authorized approver will then be prompted to approve the requisition. The system will automatically prompt for a different person if the selected person’s authority level is too low.
  • Purchase Reports & Listings
    • View tax amounts for individual PO lines or total PO
    • View item stock levels, stock values, vendor profiles, inventory profiles and cost factor tables
    • View receipts, rejects, or vendors for a PO
    • View ”due“ PO’s
    • Print a PO listing for a selected range of PO numbers, vendor code, order status and combinations (wild cards allowed)
    • Print listing of all PO’s on order and/or on order but not received/partially received, for a specific/all of vendor codes for a specific/all of inventory categories
    • Print an inventory re-order report for a selected criteria including warehouse, item classification and stock levels within a specified percentage from the re-order point. The report provides information including: ROQ - Re-order quantity, ROP- Re-order point, Quantity available, Quantity on back order, and Quantity on order
    • Print a report on non-inventory items on order
    • Print a purchasing analysis report - detail or summarized information on PO status, quantities, prices and dates
    • Print a report on purchases received
    • User defined reporting is supported
  • Flexible User-definition
    • Allows you to change calculated amounts manually, where permitted
    • Different costing can be entered for an item in each different zone
    • Bill Back option
  • Key Data & System Control
    • Complete audit trail maintained within the system, for information purposes
    • Suppress printing of selected data
    • You are give the option to apply discounts to an entire order total or individual line items
    • Send system e-mail to credit manager if sales order is placed on hold
    • Display/hide customer aging on sales order
    • Update warehouse stock totals with order entry process
  • History: View & Reports
    • View history customer history by period including: Sales, Returns, Cost of Goods Sold, Gross Margins, and Manual invoices, debit notes and credit notes
    • The system will maintain a complete transaction history for customer with aging, reference numbers and amounts
    • View order history
    • View items ordered per customer
    • View journal entries for order
    • Extensive range of standard reports and you can mine your data with the Report Writer. Mine your data with the “Report Writer”

Sales & Inventory

The Sales & Inventory Module gives you many abilities in controlling your inventory and sales processes. Some of the features you will receive with this module include:

  • Order Entry & Inventory
    • Automatically links orders to customer, warehouse, shipping, terms, salesperson, location, etc.
    • Multi-order’s are supported and have several different status levels: Regular, Book now - ship later, Quote, Standing order, Progress Billing, etc.
    • Handles Order options such as Release, Post-Date. Hold Order and Hold Order If
    • The hold order if order option, allows you to hold orders if: a customer or related customer is over credit limit; customer’s credit set to “hold“; customer’s account or any customer in a selected group is past due, etc.
    • Allows you to attach memos, notes, notifications and special instructions for order
    • Allows for special discount codes on an order
    • Link Credit Notes/RMA’s
    • Supports multi-ship to addresses
    • Lets you replicate information from other orders to new sales orders
    • Tracks progress of sales order
    • Keep track of Sales person/Broker performance (plus budget comparison)
    • Handles ”special“ discounts
    • Permits automatic assignment of inventory items to backorders/orders
    • Will automatically convert a quote to a sales order
    • Permits standing orders and allows for service and freight charges to be added
    • Will reserve inventory and recommend purchase orders for inventory, non-inventory, freight, service charges and various memo lines when processing order
  • Detail Line Types
    • Inventory items, Non-inventory items, Service charges and multi-memo
    • View a constantly updated inventory item detail, location, stock levels, selling prices, backorders and vendors
    • Choose from various pricing records for each selling unit
    • Items may be linked to Tax Id’s and discount amounts
  • Picking Lists & Packing Slips
    • Create a picking list for a sales order or range of sales orders.
    • You are able to link picking lists to multi-sales orders
    • Create and print separate picking lists and packing slips for multiple warehouses within the same sales order
    • Print Bill of Lading (BOL)
    • Create truck loads and link packing slips to truck loads
    • Option of allow/disallow stock levels to become negative
  • Invoicing
    • Create and print invoices) for range of packing slips
    • Lets you add print ”check payable to“ instructions on invoice
    • Allow/disallow post dating of invoices
    • The system will automatically create transaction records for Accounts Receivable (A/R) and journal entries
    • Create invoices in many different ways, e.g. direct invoicing (picking/packing slips created automatically) - order ready to ship immediately, picking/packing/invoice screens, combined picking/packing/invoice

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