We are an international trading company for paper products and are looking for an industry-specific ERP system for wholesale to avoid time-consuming customization.
The software must meet the following requirements:
- Customer management
- Centralized payment processing, currently not supported by SAP, approx. 350 invoices per year, desirable
- Sales channels
- B2B
- Specialist retailers
- Printing companies
- advertising agencies
- B2C
- Customer and prospect history (prospect history desirable)
- Materials management
- Bills of materials for contract manufacturing, raw materials are provided
- Items with a donation component, e.g., Christmas cards from aid organizations
- Purchasing
- Supplier management
- ABC analyses
- Order monitoring
- Generation of order proposals
- Storage of customer-specific prices
- Order history per item
- Framework agreements
- Multi-currency capability
- Certificates of origin
- FSC and other certificates
- Item number management
- Internal (automatic by the system – sequential – depending on the intended use), e.g., drop shipping
- External (manual – predominantly used)
- Batch management: batch origin, batch tracking (desirable)
- Merchandise management
- Warehouse management / WMS
- Inventory (permanent)
- Inventory management
- Multi-warehouse management / locations (also for contract manufacturers)
- Consignment warehouse
- Separation of receiving, storage, picking, and shipping areas (the system should support this, even if it is not currently practiced – desirable)
- Drop shipping
- Directly from the supplier to the customer
- Indirectly from the supplier via our ramp to the customer
- Returns management
- Barcode-enabled
- Sales
- Inquiry
- Quotation
- Order
- Customer order
- Suggestion for shipping method
- Parcel
- General cargo
- Export (other carrier)
- Recording of cutting orders (e.g., from A3 to A4)
- Availability check, negative stock levels are not permitted!
- Automated and individualized price management
- Manual/individual condition types
- Cutting
- Freight
- Printing costs
- Invoicing (outgoing invoices only in euros)
- Pro forma invoice
- Collective invoices
- Credit limit per customer, system must check the credit limit against open items, order backlog + the current order
- Framework agreements / contracts
- Bonus agreements
- Reports, e.g., gross profit per customer and item = sales ./. cost of goods sold
- CRM - storage of specific information about the customer
- Price lists
- Mail campaigns
- Sample tools
- Field service
- Mobile data entry, desirable
- Visit reports
- Storage of sales budgets
- Commission settlement, desirable
- Order picking, shipping
- Customer order
- Order picking, paper-based
- Delivery note
- Invoice only in euros
- Currently primarily paper by mail
- PDF by email
- EDI
- Freight cost calculation/optimization
- Tracking of backorders
- Returns, return tracking
- Complaints
- Export processing, worldwide, desirable
- Financial accounting
- Accounts payable
- Accounts receivable
- General ledger accounting
- Asset accounting
- 15 periods
- Open item lists, text field for information, e.g., complaints
- Balance lists
- Reminder system, 3 reminder levels
- Payment proposal list
- Direct debit procedure, direct debit procedure
- Automatic posting of account statements, reconciliation
- Multi-currency capable
- Freely definable reports
- P&L
- Balance sheet
- BWA
- Due date preview (cash FC)
- Accounts receivable
- Accounts payable
- Forms
- Balance confirmations
- Letters in case of invoice discrepancies
- Discounts
- Unauthorized deductions
- Payment notices
- Direct debit
- ...
- Connection to fax, e-mail
- OP-managed general ledger accounts
- Recurring entries
- Document pre-entry
- Posting with template
- CO
- Cost centers
- Statistical projects, cost collectors for projects/budgets, e.g., marketing measures
- Cost budgets per cost type and cost center
- Centralized management of consistent data on
- Customers
- Suppliers
- Articles
- Accounts
- Document management
- Management of e-mails, etc., now in Outlook
- Faxes, now printed out, paper filing
- Documents, incoming invoices, credit notes, now optical archiving with connection to SAP
- Contract documents (including scanned paper documents) in digital database
- E-commerce
- Support / administration, external
- Operation of a web shop, there is an interface to SAP R/3, no manual entry of orders in ERP!
- Individual card shop, in the future
- interfaces to Amazon, eBay, Mercateo, etc., desirable
- Maintenance of sales items and images within the article master (currently maintained in the e-shop)
- EDI
- Orders
- Delivery notes
- Freight documents
- Invoices
- ….
- Monitoring
- Tracking the actions of individual employees, evaluation only when necessary
- Price history
- Notifications (currently all manual)
- Intrastat
- VAT
- Summary reports
- ...
- Mobile access (mobile devices with iOS and Android)
- We do not have our own data center, i.e., a cloud solution is required
- Human resources – no need, external service provider
- ERP provider-side migration or data transfer from SAP R/3 to the new ERP system.
- Master data
- Customers
- Suppliers
- Articles
- Fixed assets
- Accounts
- Cost centers
- Transaction data
- Open accounts receivable and accounts payable
- G/L accounts
- Open orders
- ...
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Transaction data customer and article evaluations, quantities, prices, sales by customer and article for the last 3 years
The software is scheduled to go live on January 1, 2020. All work must be completed by October 31, 2019.