The Quotation Control module does the following:
Lets you create customer quotations quickly and efficiently.
Turns open quotes into sales orders or lost history.
Tracks outstanding quotes and lets you follow them up.
Maintains historical quotation information.
The Quotation Entry screen lets you enter and edit customer quotations, including expiry and next contact date. You may copy quotes from an existing quote, an historical quote or from a master quote previously prepared. You can access the Sales History Inquiry from the entry screen to display past sales for a customer and then print or fax quotes directly.
You can also enter purchasing or manufacturing requisition details, customized kits and see quoted gross margins.
When a customer chooses to go ahead with an order, transfer the quote directly to a sales order and avoid retyping. You can then modify the sales order if required.
If a customer chooses not to purchase, transfer the quote to lost history and designate a reason code for the loss (e.g. price too high) and enter a short memo.
You can monitor outstanding quotes through screen inquiries and reports. The Open Management Inquiry provides a snapshot and drill down into the number and value of quotes by location, salesperson and customer. The Open Detail Inquiry lets you scroll through outstanding quotes by customer, location, salesperson or next contact date, and update quote notes. It also facilitates transferring the quote to an order or lost history. The Expiry Date Inquiry sorts outstanding quotes by expiry date.
The system stores quotes won and lost in a history file. You can print historical reports either by order or by item and show the total number of quotes, and the number and percentage of quotes won and lost. The historical reports also break down lost quotes by reason code.
This module integrates with Order Entry & Invoicing.
The Rental Billing module does the following:
Lets you create rental quotes and transfer open quotes to rental orders.
Makes rental orders to print pick/pack slips for warehouse staff to ship from.
Creates rental contracts either from rental orders or directly.
Handles rental returns and prints customer return slips.
Invoices outstanding contracts automatically or manually.
Maintains rental history information.
Rental entry lets you enter contract information such as: contract date, start and expected return dates, and billing frequency (either weekly, monthly or on demand). It displays rental sales notes by asset (if they exist) and retrieves previously entered pricing information.
Inventory items can be sold on a rental contract they will then be removed during the first contract billing. All new contracts are subject to a credit check before printing.
The system assigns pricing based on the customer’s price level and the corresponding price specified for each asset. You can also apply quantity breaks and percentage discounts to the selling price.
You can automatically bill contracts on a weekly or monthly basis using the contract start and return dates.
You can monitor outstanding contracts through a number of screen inquiries and reports. The Open Management Inquiry provides a drill down snapshot into the number of open contracts by location, salesperson and customer. The Open Detail Inquiry lets you scroll through outstanding contracts by customer, salesperson or location and then lets you update contract notes and expected return dates (either by line item or for the whole contract). Another inquiry sorts all outstanding contracts by expected return date.
The system stores details of all rental invoices in history. The Invoice History Inquiry lets you scroll through previous rental invoices by contract or by invoice number for a particular customer. This is valuable if you want to provide customers with the same unit they had the last time.
Reports list open contract information as well as sales history. The Rental Contract Summary Report summarizes all billing against a contract by asset and item, which provides an excellent check before closing any contract.
The rental quotation system lets you track open quotes, transfer quotes to orders or to lost history and then report on lost history by reason code.
This module integrates with Fixed Assets, Accounts Receivable and General Ledger.
The Accounts Payable module does the following:
Provides an easy way to maintain vendor related files.
Lets you create and post vendor invoices and credit memos efficiently and select them for payment.
Prints cheques and aged listings and accommodates reconciling outstanding cheques.
Gives you an excellent means to answer vendor collection calls.
Tracks and provides vendor payment analysis information.
Information is stored for vendors and vendor ship-from locations. Files are kept for vendor types, payment terms, vendor purchase and payment notes, shipping instructions and cheque history.
Contact name, payment terms, payment notes, year-to-date purchases, last purchase date, last payment date and a default G/L account are all kept by vendor.
Invoice entry lets you enter invoices, credit memos and manual cheques, which can then be disbursed to multiple G/L accounts, multiple jobs and multiple assets (if applicable). The system calculates due dates and payment discounts as well as holdbacks (if required) and handles temporary vendors and multiple currencies.
Unpaid invoices can be selected for payment by due date or by invoice number. The system accommodates partial payments and lets you put an invoice on hold so that it cannot be selected for payment.
You can print cheques along with a cheque register. All payment information is recorded for you to access through inquiries and reports. The bank reconciliation feature lets you reconcile a range of outstanding cheques to generate an outstanding cheque list, which is then used to balance cash. You can also void a cheque reinstating the invoices and reversing the payment journal entry.
A Vendor Inquiry shows all outstanding transactions for a vendor and lets you update any invoices due date and payment status. The Vendor Cheque Inquiry lets you drill down into the invoices paid by a particular cheque and then into invoice details.
Management reports include an Aged Payables Report (which shows your position on a vendor’s aged receivables). This report lets you backdate, so you don’t have to close off one month before starting the next. A Vendor Payment History shows all paid invoices over a particular date range and shows the amount paid, cheque number and days taken to pay.
This module integrates with Purchasing, General Ledger, Job Costing and Fixed Assets.
The Accounts Receivable module does the following:
Provides an easy way to maintain customer related files.
Lets you efficiently create and post customer invoices (if an AIMS Invoicing module is not being used) and apply payments against customer accounts.
Provides an excellent method of collecting money and managing customer credit.
Prints customer statements and aged listings
Generates finance charges.
Tracks and provides summarized sales information.
Information is maintained for customers, customer ship-to locations, salespeople, branches, regions and customer types. Other files store payment terms, sales taxes, customer sales and credit notes, shipping instructions and sales history.
Credit information includes a customer credit limit, a red-yellow-green credit status, date the account was opened, date of last purchase and last payment, the customers average days to pay and highest credit balance ever extended.
Direct invoice entry lets you quickly enter invoices and credit memos, which can be disbursed to multiple G/L revenue accounts. (If an AIMS Invoicing module is used, invoices are created there).
Cash receipt processing allows fast and efficient entry of customer payments. This option includes the ability to store misunderstood payments as unapplied cash and to adjust invoices up or down while creating a corresponding journal entry.
Customer Inquiry lets you collect overdue accounts or approve sales orders on credit hold. It displays total due amounts for the customer and outstanding invoice information. You can then view actual invoices and fax them directly from this screen. You can also view and enter credit notes and display customer credit history. Use the Set Next Key feature to scroll through only those accounts with balances over 90 days.
All customer transactions are stored with a continuous running balance. This feature aids greatly to answer customer inquiries or reconcile accounts.
Customer statements can be printed for all or a selected group of customers. You can print a detailed or summary Aged Listing by customer or by salesperson and generate finance charges for applicable accounts.
Management reports include five sales reports: a Top/Bottom Customer Analysis, a Customer Sales/Profit Analysis, a Twelve Month Sales Comparison, a Sales/Profit Analysis by salesperson and a Customer YTD Sales by salesperson.
This module integrates with Order Entry, Rental Billing, Service Order and General Ledger.
The Payroll module does the following:
Maintains employee related files.
Provides an efficient way to enter employee time into the system and disburse time to job costing, work order costing or fixed assets (if applicable).
Prints employee cheques or transfers payroll data to the bank for direct deposit.
Lets you print record of employment forms and year-end T4s.
Provides useful inquiries and management reports.
Information stored on each employee includes: name, address, phone number, the province they pay taxes to, whether they are hourly or salary and if they are paid weekly, bi-weekly, monthly or semi-monthly.
The system stores up to 9 pay rates and 18 benefits and deductions per employee. Benefits may be taxable or non-taxable and deductions can be defined as tax reducing. Employees may pay extra tax using the tax boost option and can have their vacation pay taxed when paid or when earned.
You can use employee classes to default pay rates along with benefit and deduction profiles to speed up administration for new employees.
Hours for hourly employees can be disbursed to jobs, manufacturing work orders or against fixed assets. You can also cost fixed asset time to jobs or work orders.
Benefits and deductions can be calculated or entered for each pay run. Calculated benefits and deductions can also be overridden.
The Payroll Processing Listing shows all details of the pay run before cheques are printed. After printing, the system generates a Payroll Cheque List, which gives details about each cheque and totals for the cheque run. Manual cheques are also accommodated.
Two inquiries give all information regarding employees and their pay history.
Union reports can be defined and printed. Other reports include month-to-date and year-to-date labour analyses, an Outstanding Vacation Pay List, an Employee Pay History Report and an Employee YTD Summary Listing.
The system calculates and tracks EI information and prints record of employment forms. It also prints year-end T4s and the Alberta WCB report.
This module integrates with General Ledger, Job Costing, Bill of Material / Work Order and Fixed Assets.
The Job Costing module does the following:
Facilitates fixed price or time and material jobs.
Lets you optionally enter original and revised budgets for each job.
Facilitates posting costs, billings and budget revisions to jobs.
Shows open P/Os as committed costs.
Provides useful inquiries and management reports.
Cost codes can be up to 9 digits broken into three sections: classification, category and sub-category. You can define them to have a costing method of either unit cost (e.g. labour) or lump sum (e.g. subcontracts).
Opening a job includes entering the job name, address, description, start date and original contract amount. The system then tracks the number of contract revisions and billings.
You can budget jobs and assign a mark-up factor by cost code for time and material work.
Costs can be entered directly or interfaced from other AIMS modules such as Payroll (labour), Accounts Payable (non-stock material, subcontracts, rented equipment), Inventory (stock material), Fixed Assets (equipment), Accounts Receivable (billings) and Purchasing (non-stock material, subcontractor costs). Budget and contract revisions are entered within the Job Costing module.
Committed costs are automatically calculated from open purchase orders.
The Suggested Billing Report prints labour and material posted against the job for a specific time period. It then multiplies labour times a selling rate and marks up material.
The Period-To-Date Analysis prints job revenue and costs for the month, year and job-to-date. Use this report to balance your Income Statement. The Work In Process Report simplifies your month end journal entry by detailing over- and under-billings for each job. The report total then becomes your monthly journal entry for WIP.
You can track percentage-complete amounts for each job and the system will forecast over- and under- budget items. Enter completion amounts as a percentage (by job or cost code) or as units remaining or dollars remaining.
The Job Summary Inquiry displays contract amount, billings to date, revised budgets and actual costs for any job summarized to any of the three cost code levels. The Job Detail Inquiry shows the details that make up these numbers.
Two Job Cost Analysis Reports show original budget, revised budget, spent to date (job and period), budget remaining, committed costs and a forecasting section based on percentage complete information.
The Purchasing module does the following:
Lets you create purchase orders quickly and efficiently.
Maintains changing and adding vendor prices while entering P/Os.
Tracks outstanding P/Os and lets you follow them up.
Provides a fast and efficient way to receive items and convert prices into landed costs.
Accommodates purchase returns.
Maintains historical purchasing information.
The Purchase Order Entry screen lets you enter and edit purchase orders. You can enter the expected delivery date by order or by individual line item. And you can enter a vendor ship-from if the suppliers warehouse address is different from the pay to address in the vendor file. The screen displays individual purchase notes by item (if they exist) and purchase notes by vendor.
You can then print or fax P/Os directly from the system.
Purchase requisitions from Order Entry, Service Order, Rental Billing, Job Costing and manufacturing work orders can be added to P/Os. Costs are then posted to source modules when P/Os are received.
Received P/Os automatically add landing factors to the vendor price (e.g. duty, brokerage, freight and exchange) to arrive at landed cost. G/L is updated accordingly and an entry is made to Accrued Payables (which will later be reversed by the A/P invoice).
Purchase returns can be entered and a return packing slip printed. Posted purchase returns then await vendor credit memos.
You can monitor open P/Os through screen inquiries and reports. The Open Management Inquiry provides a snapshot along with drill down into the number and value of P/Os by location, purchaser and vendor. The Open Detail Inquiry lets you scroll through outstanding P/Os by vendor, purchaser or location and then lets you update the P/Os notes and expected delivery dates (either by line item or for the whole P/O). Another inquiry sorts outstanding P/Os by expected delivery date.
The system stores all received P/Os into history. The Purchase Analysis Inquiry is invaluable as it lists each time the item was purchased within a particular date range, along with the vendor and the price paid. Another report shows vendor delivery performance by comparing expected delivery dates to actual.
This module integrates with Inventory, Bill of Material / Work Order, Job Costing, Service Order, Rental Billing and General Ledger.
The Fixed Assets module does the following:
Maintains equipment/asset related files.
Automatically generates monthly depreciation entries.
Facilitates posting cost and revenue transactions against assets.
Accommodates posting asset charge transactions against work orders and jobs.
Acts as an item file for Rental Billing.
Provides useful inquiries and management reports.
The asset master file stores useful information such as unit number, make, model, year, serial number, purchase date, original hours, original mileage, original cost, estimated life, value of capital improvements, net book value, replacement and salvage value along with disposal date and amount.
This module automatically generates depreciation charges against each asset and makes the appropriate journal entries.
You can track material, inside labour, outside labour, interest and depreciation costs as well as repair time against each asset.
The system facilitates charging equipment against jobs and work orders. It tracks the quantity of units charged and internal revenue accrued, month by month, for this year, last year and since new.
If used with AIMS Rental Billing, this module maintains pricing for each asset by unit of measure (e.g. hour, day, week, month) and tracks units billed and revenue earned by asset, month by month, for this year, last year and since new.
One inquiry shows the master file information maintained for each asset along with a summary of repair time, material costs, inside labour costs, outside labour costs, depreciation and interest. Another shows the details for every transaction posted to or from each piece of equipment. The third inquiry shows the revenue associated with a piece of equipment.
The system comes with seven standard reports, including an Asset Valuation Report, which lists acquisitions, disposals, depreciation and net book value for any given period, by asset or tax class, and a Year to date Profit / Loss Report, which shows revenue (internal and/or external) and costs by asset for the month, year and since new.
This module integrates with Payroll, Accounts Payable, General Ledger, Job Costing and Bill of Materials / Work Order and is required by Rental Billing.
Order Entry and Invoicing
The Order Entry & Invoicing module does the following:
-Lets you enter sales orders and print pick/pack slips quickly and efficiently.
-Accommodates multiple pricing structures to automatically price orders.
-Facilitates creating purchase requisitions (for non-stock items), selling kits, charging core charges, selling serialized items and collecting customer deposits
-Provides for creating manufacturing requisitions (for manufacture to order).
-Includes an excellent system to manage customer credit.
-Handles back orders and cash sales.
-Gives you useful inquiries and reports.
Users enter and edit sales orders, which commit stock until orders are invoiced. If the order takes the customer over their credit limit or if their account is over 60 or 90 days, the system puts the order on credit hold. Available inventory for each ordered item is displayed along with whether the item is a kit, an assembly, has substitutes or is a non-stock.
The system prices sales orders automatically. Pricing allows for the following:
-five prices per item selected according to customer,
-customer percentage discounts and quantity discounts,
-contract pricing by customer, ship-to, customer type, location (branch), item code, product class, sub-product class, the items primary vendor, or any combination of the above. Prices can be a dollar amount, a percentage discount from another price or a markup from cost, and can be date-sensitive
Purchase or manufacturing requisition information is entered along with the item. This sends electronic notice to purchasing or manufacturing to ensure requests arent lost.
Kits and assemblies can be customized (modified) during order entry. Kit components can be included on the pick slip or printed separately. Both kits and assemblies can have special order purchase requisitions attached to them.
Back orders are created automatically when invoices are posted. There is then an Order Fill Report to manage shipping them.
You can access the Cash Sales screen directly from the Order Entry screen. Cash Sales works with bar-coding devices, cash drawers and small invoice receipt printers.
You can enter invoices directly into the system or generate them from an order. You can add items to an invoice that were not part of the original order. Numerous searches are available. The system calculates all taxes and prints invoices and credit memos either individually or in a batch. You can also enter manual sales (i.e. invoices not created by the system).
The Service Order module does the following:
Lets you create service quotes and orders quickly and efficiently.
Accommodates both fixed price and time and material service work.
Facilitates entering labour and material cost transactions against open service orders.
Turns completed service orders into invoices.
Maintains historical service information by invoice and customer unit.
You can define multiple work classes to store standard service descriptions and pricing (e.g. tune up engine $129). You can also define work codes to describe labour performed (e.g. changed spark plugs). A technician file maintains labour charge rates and internal costs.
The Service Order Entry screen lets you enter customer information as well as details on the unit to be serviced. The system comes with six user-defined fields to enter unit particulars (e.g. unit number, make, model, serial number). You enter work classes to describe the service work required and then indicate whether the line item is to be billed fixed-price or time-and-material. You can then print a hard copy of the order for the shop.
All new contracts are subject to a credit check before printing.
As work is performed, time and material can be posted against the service order. Labour and material transactions can either be recorded on the back of the service order and entered once the job is complete, or entered when issued and done. Purchase requisitions for non-stock items and subcontracts can also be created and costed against service orders.
Once a service order is complete, you can invoice it. Whether fixed price or time-and-material, invoices are properly costed and posted throughout the system. The billing program lets you add freight charges and shop supplies, perform cash sales and bill in foreign currencies.
If using Fixed Assets, internal service orders can be processed for servicing your companys assets.
Five inquiries let you monitor outstanding orders and inquire on historical work by particular customer unit. Full invoice details are kept including cost hours and purchase requisition information.
Management reports include open order reports, sales reports and a Work In Progress report.
The service quotation system lets you track open quotes, transfer quotes to orders or to lost history and then report on lost history by reason code.
This module integrates with Inventory, Accounts Receivable, Fixed Assets and General Ledger. It can also be interfaced with Payroll.
The Sales Analysis module provides management with useful inquiries and many management reports into sales history.
The Invoice Display shows the entire invoice and lets you view margin, kit details, requisition details (either purchase or manufacturing), serial numbers, how the order was shipped and source or base currency. The Customer Sales Display shows either a specified item or all items purchased by a specific customer and lets you drill down to invoice details. The Item Sales by Customer Display and the Customer Sales by Item Display show sales information in summary form with the ability to drill down to details. The Serial Number Inquiry retrieves invoices by serial number.
You can select sales reports based on any combination of these criteria: date, customer, item, salesperson, branch, customer type, product class, sub-product class, location, customer ship-to, vendor, region, currency or billing source.
Customer-related reporting includes four reports that show a customer’s purchases, margin, and margin percent during a specified period of time, listed either by item or by product class. You can sort and sub-total the Sales by Item Report by each individual customer ship-to address. The Customer Type Sales by Product Class Report summarizes sales information by customer type, rather than individual customer, and lists sales for each customer type by product class. The Lost Sales Report shows items that were ordered but not shipped because the customer refused the back order.
Salesperson-related reporting includes three reports that show sales, margin and margin percent for a salesperson during a specified time period, listed either by item or by product class. The Commission Report lists customer name, invoice number, sale amount, commission rate and commission amount for each invoice. It also shows cost and margin percent if commissions are paid on gross profit.
Inventory-related reporting includes the Sales by Customer Report, which shows customers who buy a particular item. You can sort and sub-total this report by customer ship-to. This report is very useful when trying to sell overstocked goods.
An Order Fill Analysis Report shows your companys order-fill percentage by order and line item for a specified time period. The Item Fill Analysis shows fill percentage by item and the Invoice / Memo Register gives an invoice register by date or by customer.
Bill of Material
Bill of Materials defines labour, material and special instructions to manufacture assemblies. Work Order Control then lets you open and close work orders to build these assemblies.
This module does the following:
Lets you add, change, delete and copy bills of material.
Provides explosion and where-used inquiries and reports using the BOM structure.
Handles multi-level bills with sub-assemblies.
Facilitates opening and closing work orders to manufacture for stock or to order.
Lets you post costs against work orders including purchase requisitions for non-stock items or subcontracts.
Accommodates flushing actual labour or material costs using the W/Os revised budget.
Provides useful inquiries and reports for open and historical work orders.
The bill of material for each assembly and subassembly indicates the material items, labour operations (with set up and run time), equipment, subcontracts and special instructions for each assembly. To create Bills quickly, you can copy from one to another and then modify as required.
Opening a work order commits quantities of raw materials and subassemblies and puts the quantity of the assembly on order. The Bill is also used to create the work order budget.
A copy of the master Bill is stored with each work order so you can change it when opening a work order without affecting the master. You may generate a single work order for the assembly, or have the system automatically generate sub-work orders to manufacture all related subassemblies.
You can post labour and material transactions to the work order from Inventory and Payroll or, if desired, have the system flush actuals using revised budget. Purchase requisitions for non-stock material or subcontracts can also be generated and costed to work orders
Closing a work order increases the quantity on-hand for the assembly and decreases quantity committed and on-hand for the input items. The system also updates the assemblys average and last cost.
This module provides invaluable inquiries and reports. The Explosion Display shows the quantities of inputs required to build a given number of assemblies and compares them to inventory available; it also shows budget costs to manufacture. The Where Used Display shows all assemblies where a specific item or subassembly is used. The Transaction Display shows the cost / revised budget transactions for a specified work order over a given time period. The Work Order Status shows actual costs-to-date compared to budget.
The Schedule Display and Report are available to tell shop work centres which work order to start next and to give forecasted completion dates. Work order history is also available.
The Contact Manager module provides salespeople with a system to manage relationships with customers as well as prospects. It does the following:
Maintains contact information at the customer, ship-to and contact level.
Distinguishes between customers and prospects.
Provides links between contacts and relevant information within the AIMS system.
Facilitates entering and maintaining .to do. lists thereby providing employee daytimers.
Provides management statistics.
Multiple contacts can be maintained for each customer by ship-to. Contact info includes: first and last name, position, email, business phone, fax and cell. General notes can also be kept by company, ship-to or contact.
Additional customer data includes: web page, up to 6 user-defined sort fields (e.g. industry, size, region, ABC status) and up to 6 user-defined fields for other information.
A large number of criteria are available for searching including by customer number.
Contacts are integrated with your AIMS software system. This means that while you.re accessing a contact you can also enter and review their open orders, open quotes, display sales history for the customer and then view their open A/R.
To do entries are also maintained. All to dos are assigned action codes (e.g. phone follow up, on-site visit) and are stored by user (e.g. salesperson) or contact. The To Do Inquiry displays a user.s to do list in calendar format with the ability to view by day or week.
Once to dos are marked complete, they update history which provides management with activity-based statistics (e.g. how many calls did Terry make this month?).
The system integrates with Order Entry, Quotations and Sales Analysis. Links are supplied to all applicable AIMS menu options