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Encore for Wholesaler/Distributor

A full ERP system designed by Anagram Systems Limited for accounting/legal/professional and distribution/wholesale trade companies.
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Encore-eBis Premier has been designed with the wholesalers and distributors in mind.

Budgets

Among the many features of budgets are:

  • Facility to set budgets by period for individual customers, suppliers, nominals and products
  • Product budgets can be set for value or quantity
  • Budgets can also be set for the analysis groupings of customers, suppliers, nominals and products
  • Actual to budget comparison, for both individual records and analysis groupings, is both on-screen and printed

Cash Book

The Cash Book is designed to make the processing of customer, supplier and sundry payments as easy as possible. Its features include:

  • Allows for full or part payments both from customers and to suppliers, with the facility to give discounts
  • Option to produce printed remittance advice
  • Bulk supplier payment option, based on invoice date or pay-by date
  • Facilities to transfer amounts between different types of money account i.e. bank, cash and petty cash; convert amounts from one currency to another; and re-value foreign currency accounts
  • Facility to post sundry payments, sundry receipts, and wages and salaries
  • Bank Reconciliation facility
  • Standing orders/direct debits can be set up using the automatic payments facility. Payments can be posted to named a supplier/customer account or direct to purchase/expense nominal accounts

Comprehensive Printed Reports

ENCORE-eBIS includes a comprehensive range of standard reports already configured. Different versions of these reports can be created using the existing format as a template. Full training in the use of this facility can be given if required. New reports can also be created using a report writer which is able to access the FoxPro database.

E-Business

Encore’s e-Business functions allow you to communicate directly from the system with your customers and suppliers, for example:

  • Purchase Orders, Quotations, Sales Order Acknowledgements, Sales Invoices and Remittance Advices (for BACS payments) can be transmitted electronically via the Internet to your trading partners.
  • If your trading partner’s business system is compatible with the BASDA eBIS-XML standard, you can import Purchase Orders and Purchase Invoices thus avoiding the need for re-keying

Multi-Currency

ENCORE-eBIS allows you to trade with your customers and/or suppliers using as many different currencies as you like:

  • User defined file of foreign currencies with daily exchange rates
  • All transactions for each customer/supplier are in the currency designated for the account
  • Facility to set up foreign currency bank, cash, and petty cash accounts
  • Facility to revalue the foreign currency debtors/creditors and money accounts
  • Exchange rate gains and losses accounted for automatically

Multi-Location Stock Control

ENCORE-eBIS was designed with stock control as one of its key elements. It allows the user a great deal of flexibility in the way stock is handled and gives you fast and accurate stock information. Among the features of stock control are:

  • 15 position alpha-numeric stock reference
  • Allows stock to be recorded at multiple locations and, within each location, in multiple bins
  • Records physical stock, on order, allocated and free stock levels - all by location
  • Min/Max stock levels plus re-order level and quantity can be recorded if required
  • Allows package variants and alternative stock references
  • Displays usage per period for current and previous financial years
  • Allows multiple suppliers per stock item, with a supplier/ manufacturers stock code and barcode plus cost price/quantity breaks
  • Multiple selling prices per stock item with quantity price breaks
  • Stock record search by reference, description or supplier’s reference
  • BS5750/ISO9000 Batch Traceability with system generated, or manually input, batch numbers
  • Facility to record serial numbers
  • FIFO, weighted average or last cost stock valuation
  • Product notes and warning message facility
  • Allows for non-stocked and service items

Nominal Ledger

Among the many features of the Nominal ledger are:

  • Nominal Account codes are alphanumeric. The full code for a nominal account is 10 characters/digits. The first 3 of these are used to indicate department, the next 4 are the main (or header) code for the account and the last three can be used to sub-divide the account
  • No limit to the number of accounts and transactions per account
  • Unlimited number of Bank, Cash and Petty Cash accounts - in different currencies if required
  • Accounts can be transferred, merged or closed
  • Accounting periods may be calendar monthly, 4-4-5 week periods, 13 four week periods, weekly or defined by the user
  • The nominal ledger can be kept open for all periods in the current financial year plus the previous one
  • Accruals and Prepayments can be entered
  • User defined VAT rates with effective dates
  • Compatible with EC VAT regulations

Purchase Ledger

The purchase ledger is a file of open-item supplier accounts that allows you to process and monitor purchase transactions. Its features include:

  • 15 character alphanumeric supplier index name (account code)
  • No limit on number of supplier accounts
  • No limit on number of invoices on an account
  • Allows for settlement discounts
  • Unlimited number of analysis headings for reporting purposes
  • Supplier notes facility
  • Separate file of contact names and phone/fax numbers
  • Supplier search by account code, name, address or postcode
  • Hold/Dispute codes, plus notes for internal use, at invoice level
  • Individual payment and/or settlement discount terms per supplier
  • Invoice Register gives on-screen display of authorised/ unauthorized invoices
  • List of products purchased from supplier
  • Records product purchase history
  • Each account is for a designated currency
  • Purchase invoices can be imported from trading partners with an eCommerce compatible system
  • Activity notes feature allows you to record and follow up daily supplier contacts

Purchase Order Processing

The purchase order process in Encore-eBIS is designed to allow as much flexibility as possible in ordering goods from your suppliers whilst ensuring that accurate stock control is maintained. Its features include:

  • Separate file of purchase orders with choice of automatic or manual numbering
  • Purchase Orders are recorded against the supplier account and can be viewed/amended via the account
  • No limit to the number of line items per order
  • Allows for call-off orders
  • Automatic updating of on-order quantity in the stock record
  • Purchase Orders may be for stock and/or non-stock items
  • Allows for part deliveries
  • Updates both the on-order and in-stock levels when goods are received
  • Purchase and stock provisions nominal accounts are posted on receipt of goods
  • Facility for automatic purchase orders based on comparison between free stock and re-order level
  • Facility to raise a new order using an existing one as a template
  • Allows notes - for internal use - to be recorded against the order
  • Back to back ordering allows purchase orders to be raised automatically from one or more sales order

Quotations

A Quotation on Encore is effectively the precursor to a Sales Order. Although an entirely separate transaction, a quotation can easily be converted to an order when required. Features include:

  • Separate file of quotations with automatic or manual numbering
  • Quotations may be for stock and/or non-stock items
  • No limit to number of items per quotation
  • Quotations are recorded on the customer account
  • Quotations may be printed as pro-forma invoices
  • Facility to raise a new quotation using an existing one as a template
  • Simple conversion of quotation to sales order
  • Allows notes - for internal use - to be recorded against the quote

Sales & Purchasing Analysis

Among the many features of the sales and purchase analysis are:

  • Complete on-screen customer and supplier invoice history
  • Customer/supplier account history displays quantity, cost/ selling prices and margins by product - for a period or financial year
  • Customer/supplier turnover can be displayed as figures or bar-chart
  • Product enquiry screens show the full movement details, by period
  • Sales turnover can be viewed by product - showing quantity sold with sales value, margin amount and percentage - for each period and YTD
  • Product activity screen shows - per period – a breakdown of stock usage by movement type
  • User-defined analysis facility allows you to set up your own criteria for analyzing and reporting sales by customer, supplier, product or nominal account

Sales Ledger

The sales ledger is a file of open-item customer accounts that allows you to process and monitor sales transactions. Its features include:

  • 15 character alphanumeric customer index (account code)
  • No limit on number of customer accounts
  • No limit on number of invoices on an account
  • Easy printing and reprinting of invoices and credit notes
  • Allows for line, trade and/or settlement discounts
  • Unlimited number of analysis headings for reporting purposes
  • Customer notes facility
  • Activity notes feature allows you to record and follow up daily customer contacts
  • Separate file of contact names and phone/fax numbers and email addresses
  • Customer search by account code, name, address or post code
  • Customer “on-stop” facility
  • Dispute codes, and notes for internal use, at invoice level
  • Individual payment and/or settlement discount terms per customer
  • Facility to define two default price lists per customer - normal and special
  • Multiple delivery addresses per customer
  • Separate statement and/or invoice addresses
  • Facility to post invoices to a separate account
  • Records product sales history
  • Each account is for a designated currency
  • On screen debt analysis
  • Facility to print debtors letters
  • Document routings can be defined for each customer (to printer, fax or e-mail)

Sales Order Processing

The sales order process in Encore-eBIS is designed to allow as much flexibility as possible in selling goods to your customers whilst ensuring that accurate stock control is maintained. Its features include:

  • Maintains a separate file of sales orders with choice of automatic or manual numbering
  • Sales orders may be for stock and/or non-stock items
  • Sales Orders are recorded against the customer account and can be viewed/amended via the account
  • No limit to number of items per order
  • Allows for call-off orders
  • Automatic updating of allocated quantity in the stock record
  • Order acknowledgements, despatch notes and picking lists can all be printed as part of the sales order process
  • Allows for part despatch of orders with unlimited number of deliveries per item
  • When goods are despatched the in-stock and allocated stock figures are automatically updated
  • Batch invoice printing for all orders where goods have been despatched if required
  • Facility to put orders on hold either manually or automatically (if credit limit exceeded)
  • Facility to raise a new order using an existing one as a template
  • Allows notes - for internal use - to be recorded against the order

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