We deal in medical devices and are looking for a new merchandise management system with invoicing.
We have the following requirements for the software:
Order processing
- Order confirmations
- Create and record (partial) delivery notes (IMPORTANT: several input fields must be available (item no., description, quantity, UDI, batch no., comments field, TL no.))
- (Partial) invoices
- Option to add additional text to invoices and delivery notes
- Option to enter cash discounts or discounts, with the system calculating these automatically
- Cancellation documents
- All documents must be available in German and English and must be both savable and printable
- Search function (order no., customer, item no., etc.)
- Easy correction of incorrect entries
- It must be clear whether an order is outstanding or has already been paid (payments must be visible)
- Current status of the respective order visible (order canceled, (partially) delivered, open)
- It must be possible to enter items and prices manually and individually and to change them in the existing order if necessary
- Comment field for each order
- Automatic Intrastat report
- Dashboard
- Unpaid customer orders
- Orders not shipped to the customer
- Goods not received from the supplier
- Other freely configurable
Customer management
- All documents must be available in German and English and must be both storable and printable.
- Any number of delivery addresses per customer
- Individual customer and promotional price lists
- Printing of customer, price, and item lists
- Payment and delivery terms
- Fixed text
- Freely configurable text
- Free fields in master data masks and order wizard
- Store any number of contact persons
Warehouse management
- Current stock levels
- Warehouse entries and exits
- Delivery notes from suppliers are recorded on an order-specific basis “just in time”
- Partial deliveries can be carried out on an order-specific basis
- Goods receipt invoices, delivery notes, and supplier credit notes – stock levels always in view
- Delivery lists in Excel
Pricing
- Display whether prices are current
- Comparison between invoice and delivery note based on item number, not text
- Customer-specific discounts and price scales
- Evaluation in Excel: all prices older than 6 months
- Option to import prices individually
- Import purchase prices and sales prices with Excel file; here the option individually for each supplier and customer; and perhaps also the option to import a price for several customers and several suppliers
- It must be possible to import the same item numbers with different manufacturers so that the data record is not overwritten; as it may happen that two different manufacturers use the same item number for two different products
- and the option to delete and change prices; manually and with Excel
- Display of the import date behind the prices in an extra field and possibly also when importing Excel files (also display with orders when purchasing wants to order, so that it is visible when the price is from)
- Possibly colored marking or similar if prices have recently been requested from suppliers; or general visibility that the price for this item has been requested from the supplier but a response is still pending
- Option to note when a supplier does not carry a manufacturer at all (so that we know there is no need to inquire) – this could possibly be stored with the supplier, and this supplier would then be grayed out or similar for items from this manufacturer.
Evaluations/General
- Which items are bestsellers?
- Which customers generate the most revenue with which items?
- Key figure overviews, sales evaluations, and customer, price, and item lists
- Fast access to information thanks to full-text and keyword searches
- Automatic logging of changes to documents
- Option to centrally store all digital invoice documents, individual access per user, and mobile working
- Transparent processing of invoice checks and approvals
- Payments are made after approval
- With the help of document management, all invoice receipts are stored in accordance with the "Principles for the proper management and storage of books, records, and documents in electronic form as well as for data access"
- All evaluations and statistics as screen display, printout, or export
- Individual access rights for employees (user and rights management including password protection)
- Mobile solutions for working on the go (home office), therefore web-based preferred
- Multiple employees can work in the merchandise management system at the same time – software is multi-user capable – can therefore be installed in a network
- Extensive search and research functions
- Quick adaptability (e.g., change in VAT rate) Can be changed individually for each item and not just for the entire order
- Manage serial and batch numbers
- Yield calculation
- Structure should always be the same: Company; product description; item number; packaging unit; VAT; product comments; price; supplier or customer comments.
Accounting
- Open item management for customers and suppliers, including SEPA-compatible payment transactions
- Multi-level dunning process
- Reduced workload through one-time entry of recurring postings
- Option to split documents during processing
- Liquidity forecast for better decision-making and fewer bottlenecks
- Creation of SEPA direct debits and mandate management
- Easy creation of individual evaluations with the help of wizards
- Detailed queries for all key figures in order processing
- Option to make and enter prepayments
Interfaces
- to shipping service providers, freight forwarders, and fulfillment providers
- to accounting (e.g., DATEV)
- to bank accounts (e.g., via HBCI or EBICS)
- for customs clearance
- to Excel
Since we deal with medical devices, traceability must be guaranteed. Furthermore, the documents must be stored in accordance with the "Principles for the proper management and storage of books, records, and documents in electronic form as well as for data access".
Important: Introduction and training!!! Quick help with problems!! Possibly a permanent contact person.
Seven to ten software workstations are required.