We are looking for a merchandise management system with an integrated online shop for our southern German trading company in the field of measurement technology and measuring equipment with a small in-house production facility. We supply our customers throughout Europe.
The software should ideally meet the following requirements:
Customer data
- Multiple contact persons per customer
- Multiple delivery addresses per customer
- Shipping method + recipient can be defined generally for each document type and customer (and changeable in individual cases) (e.g., order confirmation by email, fax, or letter to ab@kunde.de, answering machine fax number, answering machine address, invoice by email, fax, or letter to rechnung@kunde.de, invoice fax number, invoice address)
- VAT ID number can be stored with integrated verification (for EU customers outside Germany)
- Various discount groups can be defined for customers - Comments can be stored for each customer (not visible to the customer)
- Free text can be stored for each customer (visible on documents)
Suppliers
- Minimum order value per supplier
- Order text per supplier (on every order, e.g., “Shipping via DHL Express with our customer no. XXX”)
Orders
Quotes, order confirmations, delivery notes, invoices
- Ideally, quotes with a delivery time of “X weeks” are transferred to orders with the week number specified (today + X weeks)
- Pro forma invoices (order confirmation with the designation “pro forma invoice”)
- Partial deliveries (delivery note or invoice with the addition “partial delivery” or “remaining delivery”)
- Direct deliveries (order + delivery note to supplier, invoice to customer)
- Free text can be added in individual cases or on a temporary basis (e.g., reference to company holidays, etc.)
- Reminders for scheduled customer orders via the system
Warehouse management
- Only 1 warehouse
- Fixed storage locations per item
- Minimum stock per item with automatic order suggestions when stock falls below this level and manual creation of orders per supplier (ideally taking into account minimum order value)
- Inventory (including counting lists with target value preset)
Item data
- Alphanumeric item number (max. 20 characters)
- Item description 4x40 characters
- Multiple suppliers per item (main supplier + other suppliers)
- Price scale (volume discount)
- Prices with validity date (“old price” valid until 06/30, “new price” valid from 07/01)
- Price changes (Excel lists from suppliers can be imported)
- Temporary special prices (time-limited) for purchase price and sales price
Production
- Simple parts lists for self-produced products
- Production orders with parts lists and storage locations and booking of individual parts or finished products.
Online shop
- Tree structure with images (“table of contents”)
- Article groups with the same image/text and different characteristics (e.g., size)
- Login with customer number and password and individual discounts or prices, or ordering as a new customer at list prices
- Items with manual additional text entry by customer (for special dimensions)
- Live availability display
- Easy transfer of online customers
- Existing customer? -> Assignment to customer number (automatic suggestion or manual assignment)
- New customer? -> Create customer data
- One-time customer? -> Do not create customer data
- Transfer of online shop orders, including customer assignment, to the merchandise management system
- Sending inquiries from the shopping cart
- Shipping cost calculation and additional shipping cost text depending on the value of the goods, destination country, bulky goods/freight surcharge
- Optional interfaces to shipping service providers
Finance
- Creation of outgoing and incoming invoice ledger (monthly)
- Automatic import of account statements (reconciliation + assignment to customer or supplier)
- DATEV interface for tax advisors
- Automatic reminders and customer blocking for overdue invoices.
General
- Windows Server, currently 4 clients (users)
- Online shop currently on external server, an integrated shop solution would be nice
- All documents multilingual (German or English) including email text
- Multiple currencies (EUR, USD) manageable (manual exchange rate entry sufficient)
- All data easily readable from database and processable with MS Excel
- Mass changes (e.g., item descriptions for 1,000 items) easily implementable
- Configurable statistics (sales, purchase volume, open orders, open contracts, open invoices, number of items sold or consumed, etc.)
- Document management system for electronic or scanned documents (e.g., assignment and archiving of a fax order from a customer to an order, customer inquiry email and supplier offer to customer offer, etc.)
- Interface to MS Excel
- A cloud solution is also possible
Five software workstations or concurrent users are planned.