We are an IT contract manufacturer and service provider, developing control solutions and software for special-purpose machines. These are handled in customer projects, which may also consist of several sub-orders or sub-projects. A project order includes engineering, project management, and production, including the procurement of materials and external services - or just individual parts thereof. To date, orders have been billed on a fixed, budget-based, or cost-plus basis, as well as a combination of these (fixed, budget-based, and cost-plus).
To automate our business processes, we are looking for a modern, forward-looking complete business solution or ERP system. The ERP system must map the value chain from project sales to support, including procurement and project controlling, cost allocation through employee expenses, travel expenses, etc.
Functional requirements:
- Sales
- CRM
- Quotation preparation
- Sales planning
- Revenue planning
- Price determination
- Framework agreements (not many yet, but will increase)
- Field service
- Mobile data entry
- Order processing
- Framework orders: none yet, but planned for the future
- Orders (orders with subcontracts)
- Shipping planning
- Delivery notes
- Freight orders (required from time to time)
- Export processing (required from time to time)
- Notifications on goods traffic (required from time to time)
- Intrastat (required from time to time)
- Invoicing
- Invoices
- Electronic invoices
- Collective invoices
- Pro forma invoices
- Credit notes
- Purchasing
- Order proposals
- Contract manufacturing proposals
- Stock transfer proposals
- Tenders
- Enquiries
- Framework agreements (none yet, but planned for the future)
- Orders
- Supplier analysis
- SRM (Supplier Relationship Management)
- Materials management
- Warehouse management
- Multi-warehouse management
- Consignment warehouse
- Batch or serial number management should at least be possible as an option.
- Inventory
- Disposition in the course of our project orders
- Material requirements planning in the course of our project orders
- Manufacturing
- Production planning and control in the course of our project orders
- Capacity planning in the course of our project orders
- Bottleneck planning as part of our project orders
- Product configuration
- Variant management
- Production lists
- Production proposals
- Operating orders
- Feedback
- Contract manufacturing
- Extended workbench or external manufacturing
- Joint production
- APS
- Graphical detailed planning
- Project management
- CAD integration
- PLM integration
- Service
- Service management
- On-site service
- Regular services and maintenance
- Repairs
- Calculation – must be possible per order and also staggered over several orders
- Preliminary calculation
- Concurrent calculation
- Post-calculation
- Financial accounting (partially in-house)
- Postings
- Payment transactions
- Foreign payment transactions
- Dunning
- Open item management
- Advance sales tax return
- Tax
- DATEV interface
- Asset accounting
- Depreciation
- Asset history
- Fixed assets
- Cost accounting
- Actual and planned cost allocation
- Full and marginal cost allocation
- Cost type accounting
- Cost center accounting
- Cost unit accounting
- Contribution margin accounting
- Project cost accounting
- Group accounting
- Consolidation of multiple companies
- Mapping of group structures
- Exchange of financial data
- Human resources / HR
- Payroll accounting
- Time recording
- Personnel resource planning
- Travel accounting
- EDI (Electronic Data Interchange)
- EDIFACT
- ANSI X. 12
- VDA
- ODETTE
- DMS (document management system) audit-proof
- BPM (business process management)
Additional requirements:
- Extendibility with API to external systems to ensure adaptability and future viability (for bidirectional connection + automation of other tools and services)
- Option for external access to database (to enable optional evaluations)
- Measuring equipment management
- All actions (e.g., quotes, invoices) should be sent as PDFs + attachments if necessary (e.g., terms and conditions, work contracts, etc.)
- Individual forms and reports can be customized by us
- Single sign-on with Microsoft AD, ideally also possible with Azure AD
- Seamless integration and interaction with the O365 world
- Multiple processes can be opened or edited in parallel
- Fast program response without latency
- Import & export options via XLS, CSV, etc.
- Customization of the UI look Adaptation of the software to the company, including logo for user loyalty to the company
- Simple, user-friendly operation
- Dashboards for users or user groups (Users can create their own dashboards)
- Implement and comply with GDPR (including TOM-GDPR)
- Multi-client function should be provided (for independent business units planned in the near future that can also be spun off)
Non-functional requirements:
- Internationality
- The system should be localized for the following countries: AT
- The system should be available in the following languages: German
- Multi-currency capability yes/no: not important
- Customizing
- Customizations can only be made by the ERP provider - yes
- Customizations can be made by users - yes
- Other
- Backup solution: what backup mechanisms are provided by the manufacturer?
- Does the manufacturer offer support? At what cost?
Five to eight software workstations are required, depending on the license model (growing).
Note from SoftGuide: A detailed specification sheet can be requested from SoftGuide if required.