As a market operator, we are looking for software for our administration to bill our services. The existing software is partly outdated and partly inconvenient. Six employees are responsible for billing in the administration department. Between 20 and 150 invoices (regularly recurring—monthly, quarterly, or semi-annually) are processed for each of the invoice types listed below.
The software should meet the following requirements:
- Create rental invoices for retail space and storage space on a monthly basis.
- Create electricity invoices for retail space and storage space on a semi-annual basis.
- Invoice advertising fees on a monthly basis.
- Cooling cost invoices: These are apportioned invoices for energy costs and provision costs (maintenance, repair, depreciation). Excel is used to prepare the costs before the billing run, and the program allocates them to the users/bill recipients using a rule of three. Different user periods must be taken into account. Recurring quarterly.
- Create vehicle space invoices. Overview of free and occupied spaces desired (previously Excel list), recurring monthly.
- Proportional invoices: These relate to shares in the cooperative. The basis is the number of shares subscribed, corresponding to the rented square meters of retail space. The number of invoices and credit notes is balanced, with between one and 20 invoices per month.
- Individual invoices: Advertisements in the customer magazine.
- Credit notes: For all types of invoices.
- Sales: Trade in flowers, plants, and accessories. Often only a few hours or days pass between the purchase and sale of goods, so the “merchandise management” function is not used. Delivery notes must be freely customizable. Packing slips must be printed in large font and be easy to read. Two tax rates must be shown on an invoice. There must be a management system for load carriers and returnable pallets so that the inventory can be tracked. Deposit credits must be able to be created for customers and suppliers.
- The software must be operable with restricted user rights.
- Daily cash collection: Recording of space usage that is not covered by a permanent rental agreement. Performance is recorded using a mobile device, which records running meters during market hours and on which the stand tenant confirms the accuracy of the recording with a digital signature. This data is transferred daily to a workstation computer and exported for monthly invoicing.
- Mail merge or serial email with PDF attachment
- 2 tax rates on one invoice
- Empty container management
- An on-premises solution is required.
Six software workstations are needed.