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e-DISTAC

An accounting software system designed by Management Software Systems for distribution/wholesale trade companies.
Questions about e-DISTAC? Call (800) 827-1151 and talk to a software expert now.

FIRST PLACE AWARD FOR BEST SOFTWARE!! Awarded at International Trade Fair (ISH North America)in Toronto Canada.

e-DISTAC is a comprehensive global business system developed for the wholesale distribution industry. It is industry specific for Electrical, HVACR, Plumbing and Industrial companies.

Available in both ASP (server located in MSS offices) and conventional options (server located in user site).

Accounts Payable

Vendor invoices can be entered via one of two screens. Those that support purchased ordered items are easily matched to the original purchase order, such that only the exceptions have to be entered. When the vendor’s invoice is the same as the purchase order, only the invoice number and payment date are entered. Those invoices not related to a purchase order, such as rent or utility bills and are entered via a simple screen organized specially for these type vendor invoices.

  • The user can pay vendor invoices related to purchase orders, as well as those not related, such as utility bills.
  • Purchase-ordered items may be paid by individual line item or group of line items on the entire purchase order.
  • A vendor’s invoice can include the charges for a single purchase order, or cover many purchase orders. It may cover some complete purchase orders and certain line items on others.
  • Vendor payment can be by vendor invoice or a part of an invoice.
  • When a vendor’s invoice is entered and posted, all affected parts of the system are updated through and including the General Ledger.
  • The posted vendor’s invoice updates the current or latest cost of an item in the inventory database.
  • Vendor invoices can be recalled on-line at any time, even after they are posted.
  • Accounts Payable, not unlike the rest of e-DISTAC, is integrated into the total system to function as one system.

Accounts Receivable

A/R Features:

  • Accounts Receivable is updated when the sales invoice is posted in the Order Entry module.
  • Customer Accounts can be managed as Open Invoice or Balance Forward.
  • Deposits containing both customer payments, cash receipts and miscellaneous income can be entered via a single deposit screen.
  • Customer payments are entered into the customer’s account as each deposit is posted. Even though payments may not have been applied to individual invoices as they are received, the customer’s account balance is always correct.
  • Customer payments can be applied automatically by invoice age or applied manually to specific invoices. Either is accomplished by function key. A combination of automatic and manual application of payments is allowed.
  • To un-apply a payment a single function key is used.
  • Statements show invoices with open balances, credit memos, customer payments and adjustments.
  • Statements can be printed at any time.
  • Late charges can be waived at any time with proper Security.
  • When a deposit is posted, all customer account details are updated, the cash receipts journal is updated, and the necessary general ledger accounts are all posted.
  • Each customer can be assigned a price class that is used with the inventory module’s matrix pricing.
  • Each customer can have their own terms of sale, assigned salesman, salesman’s commission, freight number, high credit limit, trade discount percent, statement payment discount, if customer accepts backorders or accepts item substitutions.
  • A customer’s total account activity can be reviewed on a single screen using separate windows to see payments, charges and account history. Unpaid balance is aged by current, 30, 60, and 90 days.
  • Information on customer sales by product number, salesman, location and other grouping can be reviewed on-line with profit dollars and profit percent.
  • When deposits are posted, all accounts including Customer and General Ledger are updated.

Analysis & Forecasting

e-DISTAC includes a complete Sales Analysis and Forecasting module.

  • Exponential smoothing and Trends Analysis are two of the many methods used. Contact sales rep for detailed explanation of this module.
  • e-DISTAC uses a modified Gordon Graham method for inventory and customer ranking to assist in forecasting and analysis.

General Ledger

Another major difference between e-DISTAC and it’s competition is in the area of General Accounting. General Ledger in e-DISTAC is updated at the same time all other related databases are posted. This eliminates the subsystem balancing, running a trial balance and the separate entry of transactions into journals and the General Ledger.

Because the General Ledger is updated during posting, it always reflects a financial condition that is as current as the last posted transaction. Financial reports can be run at any time. You no longer have to wait until the end of the month or end of the quarter to see accurate and meaningful financial information.

Inventory Management

The Inventory Management/Purchasing/Receiving subsystem provides both control and information relative to all inventory and purchasing activity. Information, such as quantity discounts, seasonal trends, stock movement and vendor selection allows the purchasing agent to make buying decisions based on facts. All vendor information, material cost and inventory status, as well as the most current issues and receipts data are available on-line and instant-time.

Features:

  • Each Stock Item carries four sale prices.
  • There are three Stock Item Costs Available: Weighted Average, Latest Cost and Vendor Quotation Cost.
  • Both the Weighted Average and Latest Cost field are updated each time an item is purchased.
  • For each item, the last four purchases show Vendor, Purchase Order Number, Quantity Received, Date Received, Cost Each and are displayed on-line.
  • Separate Unit-of-Measure for Issues and Purchasing.
  • The system does automatic conversion between these two Units-of-Measure.
  • Stock Number is 16 alpha-numeric characters.
  • Stock Description consists of five lines each 24 characters long.
  • First Line of Stock Description is a Stock Key Name used throughout the system for SEARCH function.
  • Classify Inventory by 99 stock categories with each category having 99 classes.
  • Inventory item may be “Stock” or “Non-Stock“.
  • Each Stock Item carries color, weight, cubic volume, tax rate, bin locations, etc.
  • A No-Discount flag inhibits discounting low profit items.
  • Profit-check flag ensures desired margin at time sales order is prepared.
  • Critical dates for each stock item include: Date Entered System, Date Last Order, Date Last Received, Date Last Physical Count, Date Last Sale Price Change and Date Last Sale.
  • Each item has a Primary and Secondary Bin Location of 8 alpha-numeric characters.
  • Sales Cost YTD and Total Sales YTD profit gross margin and percent profit are displayed for each stock item.
  • Perpetual Inventory Control is maintained by tracking issues and receipts.
  • Unlimited item description available via special ”note “ feature for Purchase Orders and Sales Order.
  • A single Vendor database is used by Inventory Control, Purchasing and Accounts Payable.
  • Physical Inventory Count documents are prepared in sequence by Bin Number, Stock Number, Vendor Number/Stock Number and Key Line of Description.
  • Physical Counts can be entered directly into On-Hand field or stored and later algebraically added to On-Hand Quantity.
  • Non-Stock items can be automatically removed from the system once their On-Hand and On-Order Quantities reach zero and the Purchase Order is closed. Such automatic clearing collects Cost, Sales Price, Quantities and stores by stock category and stock class.
  • Item assembly and subassembly relationships can be given to any level without limits (parts explosion).
  • Matrix Pricing using stock category and stock class along with customer price class can be used in addition to the four separate sales prices.
  • ”Specials“ pricing can be used to over-ride all other pricing for those items being offered at reduced prices for a specific period of time.
  • Sales activity is retained on-line by month for sales dollars and sales quantity. Full detail from actual sales transactions is available to support these monthly summaries.
  • Serial numbers can be maintained along with standard items and non-stock items.
  • Bar Code Labels can be printed at the time item is purchased or on demand.
  • Vendor bar codes can be mixed with company unique bar-coded items.
  • Unlimited number of vendors can be established from whom a stock item can be purchased.
  • A separate stock description, Unit-of-Measure and Unit Cost may be retained for each vendor supplying a given stock item.
  • Sales prices and cost can be updated by range of Stock Numbers, Category range and other groups, using a multiplier or divisor.

Order Entry

e-DISTAC is the most comprehensive yet flexible Order Entry System on the market today. A single screen does it all! Only one screen to learn and the user can create an order, a quotation, a picking list, a shipping ticket, or a sales confirmation. Credit Memos, as well as all types of adjustments to the inventory and receivables, are entered through this same “Single“ Order Entry screen. Every piece of data or data field on this screen may be initially entered, changed and changed again without limitation or having to go to any other screen. With the multi-window capability, the customer as well as the inventory Databases, may be used to make Order Entry even more simple. This is no ordinary Order Entry screen. It is a special layout designed specifically for the transactions encountered in the distribution business.

Features:

  • Sales Quotations and Picking Lists can be printed with or without prices.
  • All sales transactions can have unlimited quantity of pages.
  • A single invoice can have unlimited line items.
  • Order Entry is accomplished via one screen that contains three windows, one for the invoice itself, a second for customer information and the third for Inventory information.
  • The sale invoice heading information and bottom line totals are always displayed with correct totals, even though changes are made to one or more of the seven detailed items displayed at one time.
  • All stock detail items may be viewed simply by continuing the search of a given invoice with the SCAN function key. Scanning of detail may start at any line items number and stop at any other number.
  • Sales transactions may be open account credit, cash, COD, credit card and credit memo.
  • All sales invoices are numbered by the system.
  • All that is necessary to create a Sales Invoice is the customer name or account number and the first line of description or the stock number for each being purchased. The system does the rest including item pricing, line extensions and invoice totals.
  • Line item pricing defaults to Inventory Price1, or may be directed to ”Specials“, Customer Quotation, Matrix Pricing or Price 2,3,4, or manual entry override.
  • System allows unlimited tax collection. Tax for three taxing authorities may be collected through the use of a single tax code.
  • Tax is calculated by line item, which allows an invoice to contain both taxed and non-taxed items.
  • Discount can be by line item and/or trade discount calculated at the bottom of the invoice.
  • Line item discounts and trade discounts are in addition to the different pricing methods available via the Inventory Control and Customer databases.
  • Preparation of invoice is assisted by multi-windows; one is to search for customer information and a second for searching the inventory database.
  • Selection by function key causes an Inventory Stock item displayed in the inventory window to be added to the invoice, thereby eliminating the need to enter stock numbers for each invoice line item.
  • A price code field displays the source of a line item price, such as ”S“ for the Specials pricing, ”C“ for Customer pricing, etc.
  • Line item code is used to indicate special activity such as item backorder, create a stock number for an item, and place it in an inventory file, or return an item, and place it in an inventory file, or return an item to stock on a Credit Memo.
  • Special invoice add-on charges include Tax, Freight, Insurance, Special Handling and Misc. Add-on.
  • For special orders or non-stock items, the system will automatically create a stock number, as well as entering the item into the Inventory Database. This eliminates the need to go to some other screen to handle special orders.
  • When directed by function key, the system places all special order items into the Purchasing Reorder file ready for issuing a Purchase Order. It also places these special order items on open invoices waiting for the ordered items to be received. When the ordered items come in the open invoice can be completed.
  • Each customer can have 99 different addresses with each having separate tax codes, salesman commission rates, freight rates, trade discounts, invoice terms and zone freight.
  • For each customer address there can be separate shipping or delivery instructions.
  • Each line item can have five lines of description and only the actual quantity of lines used are displayed or printed on the invoice.
  • Comments can be entered at any line item position and there is no limit to the quantity that can be used on a sales transaction.
  • If neither the customer’s name or account number is known, the partial key search provides assistance by allowing a continuous search of the Customer Database via the customer window. Enter as much of the name or account number known. The system will start at that point and allow continuous searching until the correct information is displayed. All of this on the same screen as that used to create a Sales Invoice.
  • When the stock number and the key line of description are both unknown, the key name and partial search features assist through the use of the inventory window to display the appropriate information. By entering as much known of either the stock number of the key line of stock description, the partial search will start with the given information and continue until the exact information is located.
  • Any invoice, either posted or open, can be recalled at any time and used as the copy for a new invoice.
  • Orders can be recalled and changed any time prior to being posted.
  • Customer credit is automatically checked and when preset limits are exceeded, a warning message is displayed.
  • A customer’s purchases can be reviewed in detail by stock item or in summary. When a stock item is reviewed in detail, every sale of that item is given with the invoice number, date of sale, quantity purchased, price each and facility where purchase was made.
  • When purchases are displayed in summary, the sale of each stock item is summarized showing quantity of times item purchased, average price paid, total quantity purchased and date of last purchase.
  • By selection, orders having Quotations or orders having Sales Confirmations can be displayed.
  • Customer standard terms of sale can be modified, as needed for any given invoice; this includes discount quantity of days discount applies and net payment days.
  • The function keys supporting the order entry screen include: SEARCH SALES INVOICE, SCAN SALES INVOICE, ENTER ORDER, CHANGE ORDER, PRINT ORDER, PRINT SCREEN, DELETE ORDER, SEARCH CUSTOMER Database, SEARCH INVENTORY Database, CHANGE ACCOUNT NUMBER, BACK ORDER or SPLIT INVOICES, ADD INVENTORY FROM WINDOW.
  • Sales Invoices can be printed separately, by range of invoice numbers, all open orders, all orders marked and by invoice date range.
  • A customer quotation is converted to a sales invoice or sales confirmation notice by function key selection, the sales invoice maintains the same identification numbers as the quotation.
  • Quotation listed items can be selected separately to be copied to a sales invoice, which is then processed in the normal manner. Items so directed are marked on the quotation as having been shipped.
  • Edit produces a warning if an item is priced below the preset profit margin.
  • When an invoice is posted, all associated databases through the General Ledger are updated. This includes the Inventory , Accounts Receivable, Sales Journal and the General Ledger, databases.

Purchasing

See FEATURES in Inventory Management

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