FlexPoint ERP System

A multi-module management system designed by Spensa Business Applications for distribution/wholesale trade companies.

About FlexPoint ERP System

Increase the efficiency and profitability of your business through the strength of the FlexPoint business system. Simplify your operations with a complete system that integrates your activities by effectively managing your business information.

General Features Include:

  • Standard Windows User Interface
  • Application Launch Menu and Multiple Environments
  • List Filtering and Searching
  • Email Integration
  • Reporting
  • Security
  • User Defined Fields
  • User Defined Categorization
  • Multimedia Attachments
  • Processing Rules and Options
  • Real-time Processing
  • Documentation – HELP


The Account Master file contains address information for virtually every place in your business. Some sample address records are your customer sites, vendor sites, employee homes and warehouse addresses.

You store all of the address related information in FlexPoint in the Account Master. Account codes are user-defined. You can tie these account codes to other master files, such as billing and vendor accounts, without re-keying the address information or creating new account identifiers. Since the system accesses all of the address information via one unique code, address information is complete and accessible anywhere in FlexPoint.

Using the integrated account concept solves many business problems. One common problem with traditional systems is keeping complete accounts payable and accounts receivable balances. If you have a customer who is also a vendor, you may want to see both A/R and A/P balances, preferably before sending a dunning notice. In FlexPoint, since you use the same account code for both the billing account and the vendor account, you can print a report with A/R and A/P totals side by side.

Features Include:

  • Standard customer and vendor address information definition including account code, name, street, city, province/state, country, postal/zip code and notes
  • Unlimited additional user defined fields Unlimited bill to vs. ship to relationship definitions
  • Multiple tax / tax exemption definitions (up to 5) per account
  • Credit line definition and balance tracking
  • Unlimited account contacts
  • Account / material relationship information definition e.g. if customer or vendor uses different material codes
  • Multimedia attachment links
  • User defined searching and account lookup capabilities
  • Online audit trail of account definition changes


The FlexPoint Asset application has two main purposes; to identify fixed assets and to help you track inventory of those assets.

Fixed assets are any serialized equipment, such as trucks, forklifts and office computers, which are used internally in a business. Internal asset usage can be tracked throughout the system and linked to orders and invoices.

Serialized inventory includes all of the items that are tracked by serial number when rented or sold by your company. An asset record can be created for serialized items that require more control than regular items in the Material application to track the serial numbers you have on order, in stock, on rent or after sale to customers for maintenance and after-market support.

Features Include:

  • Standard equipment information definition including equipment ID, description, serial number, weight capacity, volume capacity and notes
  • Unlimited parent-child asset component relationship definitions for equipment and attachment support
  • User defined warranty program definition
  • Post sale service and warranty history tracking
  • Unlimited user defined fields
  • User defined asset categorization
  • Ability to change usage between rental, internal and inventory
  • Multimedia attachment links


The Calendar Application provides the definition of work days and work hours. Multiple calendars can be defined. The Calendar application then uses these definitions to provide service functions for other applications when managing dates and schedules.

Features Include:

  • Ability to define calendars, working days and working hours used in date determination and capacity planning functions
  • Date Validation
  • Adding calendar or working days to a date
  • Calculating the days difference in calendar or working days between two dates
  • Determining the day of the week for a specific date
  • Conversion of date formats
  • Determining the work hours for a specific date
  • Calculating days and time difference between to dates and times
  • Adding hours, minutes and seconds to a time


The Carrier application defines information about shipment carriers and their types of service.

Features Include:

  • Standard carrier information definition including carrier ID, name, address, type and notes
  • User defined carrier categorization * Unlimited user defined carrier service types e.g. land, next-day-air, etc.
  • Definition of shipping constraints
  • Flexible order carrier and service mode assignment based on account, material, weight, pieces, service type requirement and priority


A well-organized sales effort follows a step-by-step plan that is flexible enough to meet diverse selling situations. The FlexPoint contact management application provides the Customer Relationship Management (CRM) support necessary to systematically monitor and control the sales cycle. The contact management application also provides comprehensive sales history analysis for making informed decisions and planning effective sales strategies.

In FlexPoint, a salesperson can enter prospect information on-line and then track call activity against each prospect. Individual contact information for each prospect can be maintained. This information forms the basis for direct mail support. Specific information about each contact may be recorded on-line and used as a reference for tailoring sales presentations to the prospect.

Call information for each prospect may be recorded and follow up call may be scheduling manually or automatically as defined by the Contact Follow Up Rules. The system records sales calls for prospects by user-defined call types and call dates. The system records the sales area and sales person responsible for the call to enhance call reporting. Call details such as the product classes and sales activities associated with the call may be recorded, as well as notes to describe the call and the results of the call.

The system maintains call history as you enter calls. The sales sub-system provides a summary of call activity for user-defined sales call periods by sales areas, salespersons, call types, product classes and activity types. This information is available on-line or in report format.

Features Include:

  • Employee workbench used to schedule and complete calls
  • Online account call history with drill down capability
  • Rules based follow-up call generation and scheduling
  • Flexible qualification criteria including account, account group, call type, last contact date and call interval time in user-defined rules used to create and schedule follow-up calls
  • Prospect and prospect contact entry
  • Prospect to customer conversion
  • Unlimited user defined call campaigns
  • Unlimited call type, call activity, call purpose and result codes
  • Call campaign media attachments
  • Call event media attachments
  • Call entry facility for recording correspondence details including call date, time, duration, account, account contact, employee, description & resolution notes, expenses and orders
  • Links from call activity to related transactions e.g. quotes, orders, payments


Each employee using the FlexPoint system must be defined in the employee application and is known by the user id established in the security application. Identification and authorization information is defined for each employee. Employees may be categorized and grouped.

Features Include:

  • Standard employee information definition including employee ID, name, user ID, contact information and default warehouse
  • Transaction authority definition for order classes, warehouse operations, invoice classes, settlement transactions (payments) and journal entries
  • User defined categorization


If the Order Management Application is the heart of FlexPoint, the Finance subsystem is the backbone that ties the entire enterprise model together. It is here that all business transactions in FlexPoint end up for recording, classifying and summarizing.

The Finance subsystem is integrated with the rest of the FlexPoint application suite. This integration ensures all transactions created in the system appear in the general ledger, in real-time, and are available for decision support in a convenient and timely fashion.

Flexible account and cost center structures allow users to interpret financial data online in ways not possible in traditional systems. Cradle to grave drill-down and auditing capabilities shift accounting from a clerical to a more qualitative, analytical role.

The user-defined Journal Entry Creation rules are used to determine the accounting entries for all processing activity in FlexPoint applications. Shipment lines, inventory adjustment tasks, invoice lines, and settlement transactions are the sources for interfaced journal entries.

Features Include:

  • Unlimited user defined general ledger accounts
  • Hierarchical general ledger account relationships for summarization of balances e.g. assets drill down to current assets drill down to cash, bank, receivable, etc., accounts
  • Unlimited user defined cost centers
  • Hierarchical cost center relationships for summarization of balances e.g. company drill down to branch drill down to department
  • User defined account distribution tables (for automatic overhead entry posting)
  • User defined budgets
  • User defined accounting periods
  • Date-based currency conversion tables


The Materials application defines the information about materials or products that are bought, warehoused and sold in the organization. FlexPoint uses the term materials for products or items that are bought and sold in the business.

Materials are referenced in many applications and are used to control many business processes in the organization.

Features Include:

  • Standard material information definition including material code, description, weight, volume, dimensions and notes
  • Unlimited additional user defined fields
  • Unlimited additional user defined categories / groups
  • User defined units of measure
  • Definition of material owner to support 3rd party warehousing and consignment inventory
  • Multiple packaging quantities / UOMs for same material code e.g. pack, case, pallet
  • User defined package ID definition per package UOM e.g. UPC, EAN13, DUN14, etc.
  • Inventory vs. buying vs. selling vs. reporting UOMs
  • Lot and shelf life subsidiary control
  • Serial number subsidiary control
  • Assembled goods subsidiary control
  • Single level bill of material definition for kitting activities
  • User defined searching and material lookup capabilities
  • Multimedia attachment links
  • Label printing support
  • Online invoice history with drill down capability
  • Online Shipment (cost) history with drill down capability
  • Online audit trail of material definition changes
  • Quantity tracking by warehouse (on order, committed, backordered, allocated)


The Warehouse Operations application provides the terminal based functions to confirm tasks in the warehouse. As planned operations are released in the Planning application, the corresponding inventory-related warehouse tasks are created. When a warehouse task is completed, the inventory system is updated to reflect the actual results of the task. Planned and actual activity is recorded on each task record, which provides a complete audit trail of warehouse task performance.

Receiving & Putaway Features Include:

  • Multiple inbound shipment selection search / select option including order number, account and material during receiving
  • Rules based receiving parameters controlling over-receiving, unexpected receipt eligibility, cross-docking and label printing using flexible receiving rule qualification criteria including account group and material group
  • Receiving worksheet may be printed to facilitate receiving data collection
  • Flexible receiving rule qualification criteria including account group and material group
  • Product label printing
  • Warehouse Putaway rules are used to determine the optimum storage location for received materials using flexible rule qualification criteria including inventory status, package size, quantity and material group
  • Lot, serial and asset information is required based on material definition

Intra-Warehouse Activities Features Include:

  • Ad hoc inspection task creation
  • Ad hoc miscellaneous task creation
  • Ad hoc inventory movement and re-slotting task creation and confirmation support
  • Kit assembly confirmation (consumption of components to produce finished material as defined in the material components)
  • Intra-warehouse location replenishment based on location material replenishment parameters
  • Online warehouse activity history inquiry

Picking, Packing & Shipment Confirmation Features Include:

  • Automatic picking document print and cross-docking for pre-allocated inbound receipts
  • Rules based picking parameters controlling default picking quantities and subsequent checking / packing requirements
  • Flexible picking qualification criteria including order type, quantity, package size and material group
  • UPC and carton content checking
  • Loose pick shipping carton packing confirmation
  • Customizable, account specific packing list printing
  • Shipment confirmation rules determine Bill of Lading Printing, packing list printing, shipment data collection and shipment confirmation timing. using flexible shipment confirmation rule qualification criteria including carrier, carrier type, account group and account group
  • Customizable, account and carrier specific packing slip and Bill of Lading printing
  • Customizable, account specific shipping documents
  • Shipping Container materials are retained with the shipment after shipment confirmation


The Order Management application is the heart of the FlexPoint application suite. The Order Management application is a flexible order processing environment that facilitates the entering and monitoring of business transactions – from sales orders to purchase orders to warehouse transfers. Whereas traditional order entry systems rely on many independent applications for handling different types of orders, FlexPoint integrates all processing and record keeping in a single application.

Universal order entry improves data accessibility and accuracy. Data is stored and maintained in a single location. It eliminates the need to learn multiple software packages and reduces errors that occur when data is transferred between software packages. This streamlines order entry and increases access to information. The order list may be queried ad hoc or with user defined as save queries to satisfy customer inquiries. From the order list, the complete details and status of the order may be viewed.

Features Include:

  • Single order entry facility for purchases, vendor returns, sales, customer returns, warehouse transfers and kit assembly orders
  • Rules based order default assignment e.g. default current, payment terms, warehouse, allocation type, shipment consolidation method, invoice creation point, order and backorder cancellation dates and applicable override authority
  • Flexible qualification criteria including account, account group, employee, employee group and order type
  • Rules based pricing, costing, incentives and tax generation (see Pricing)
  • Optional retroactive or future date pricing via price date override
  • Order line entry using both inventory and packaging UOMs
  • Non-material order line support e.g. incentives, delivery charges, labor, rental fees
  • Online inventory position inquiry during order entry
  • Outstanding Material Orders inquiry during order entry
  • Order Line Material selection by material groups, query or search criteria
  • Security controlled order, order line override authorization
  • Order, order line notes
  • Flexible inventory allocation methods including immediate or system directed
  • Optional manual selection of specific lots, serial numbers or assembled goods during order entry
  • Optional ‘pegging’ of order lines to inbound purchase or transfer orders for allocation purposes and cross-docking operations
  • Tax overrides at order entry
  • Invoice preview prior to confirmation
  • Order printing
  • Customizable, account specific order documents
  • Optional point-of-sale invoice generation
  • Customizable, account specific invoice documents
  • Deposit payment entry
  • Payment receipt printing
  • Customizable, account specific payment receipt documents
  • Online, order lifecycle tracking
  • Order reports including outstanding orders, released shipments, unallocated non-stock items, price override audit and orders due for cancellation


The planning application defines warehouse operations for the processing of orders in the warehouse. Operations to assemble kits, as well as receiving and shipping goods may be defined. Each defined warehouse operation is associated with a specific type of task in the warehouse, and multiple operations may have the same task type. For example, a LOOSE PICK operation and a BULK PICK operation are both executed by a PICK task. The following types of tasks are supported;

  • Adjust+ - increment inventory quantity
  • Adjust- - decrement inventory quantity
  • Assemble - assemble a kit
  • Check - check material or container
  • Count - count material in a location
  • Inspect - inspect material in a location
  • Miscellaneous - user defined tasks
  • Move - move a material from one location to another
  • Pick - pick a material from a location
  • Pack - pack a material into a container (tote, carton)
  • Putaway - store received material into a location
  • Receive - receive material into a warehouse
  • Replenishment - replenish a forward picking location from a bulk location
  • Ship Confirm - confirm the shipment of material from a warehouse
  • Unpick - return a picked material to a warehouse location
  • UPC Check - verify material UPC codes


FlexPoint uses the pricing applications to define and determine the prices, incentives and taxes of orders processed through the order entry system.

The pricing application supports the set up and maintenance of multiple price lists or catalogs. You can create different price lists for individual customers, customer groups, buying groups and vendors. Each price list has a defined start and end date enabling the system to support price lists for time-sensitive promotions or flyers. Pricing by package quantity and order volume are also features in the pricing module.

Incentives can be defined to control any additional costs, charges or promotional considerations that may impact the value of an order, order line or invoice. In traditional systems, incentives, if handled at all, were limited to sales or marketing based promotions. Most of these promotions had to be specially programmed into the software code. In FlexPoint, you can define and implement all incentives, and the set of conditions that determine how and when they apply, without the intervention of system designers and programmers. Furthermore, the scope of what constitutes an incentive includes commissions, and extra charges that apply to transactions. Some typical types of incentives include free goods, discounts, service charges, freight charges and sales commissions.

Up to 5 different levels of taxation per invoice (account) may be defined using flexible taxation rules to determine the eligible tax jurisdiction of an account (customer, vendor or warehouse). Tax exemption rules are then used to define the conditions when a particular tax is not charged.

Pricing Features:

  • Rules based pricing schemes determine material prices on a generic, group and / or account specific basis
  • Period based discounted prices and best price searches supported
  • Flexible pricing qualification criteria including shipping account, shipping account group, billing account, billing account group, carrier, carrier group and source warehouse
  • Option to re-price materials at shipment time
  • Multiple price definitions per material by UOM e.g. unit vs. case vs. pallet prices
  • Multiple price definitions per material by order volume
  • Multiple price definitions per material by date range
  • Cost plus pricing
  • User defined categorization of price lists e.g. contract vs. msrp vs. supplier
  • Link to material media attachments
  • Mass price increases / decreases based on percent
  • Rules based controls for price overrides during order entry
  • Complete online audit trail of pricing definition changes
  • Complete online audit trail of order entry pricing overrides

Incentives Features:

  • Unlimited user defined incentive codes
  • Rules based incentive schemes for generation of discounts, free goods, rebates and payment terms
  • Flexible qualification criteria including order type, terms, price list, currency, account, account group, carrier, carrier group, material, material group, package size, price, cost, gross profit amount, gross profit percentage, volume, weight, unit quantity
  • Incentives may be created for an order, order line, invoice or invoice line
  • Multiple incentives may be created for an order or invoice
  • Volume level incentives may be defined
  • Pro-rated incentive awards may be defined
  • Definition of incentive targets or budgets and tracking of awarded incentives against the projection
  • On-line audit of generated incentives by incentive or account
  • Generation of Rebate Payments


Each user of the FlexPoint Application must be defined in the Security Application. The identification of each user is used to audit and control each user’s utilization of FlexPoint applications. Each user is assigned to an authority group, which is used to specify field and functional level authorization throughout the FlexPoint applications. Field and function level authorities may be displayed and updated in the Security application.

The Security application also provides access to all of the List Filters (queries) that have been created by users throughout the FlexPoint applications. The security administrator may remove unwanted filters.

The FlexPoint Applications license information is maintained in the Security Application. License key updates may be requested and applied.

Features Include:

  • User ID / password security per employee
  • Data update authority security by authority group controlling maintenance capability within system functions e.g. can display materials but cannot add, change, copy or delete
  • Field level security by authority group controlling data visibility within system functions e.g. ability to ‘hide’ sensitive data, such as material cost, on display screens
  • Transaction level authority security by employee group controlling types of transactions that may be performed by users within system functions e.g. eligible order types, settlement transaction types and warehouse task types
  • Optional auditing of user table
  • Filter maintenance
  • License maintenance


The Settlement subsystem in FlexPoint controls the accounts receivable and payable accounting functions in a business entity. It is fully integrated with the order processing system, the incentives subsystem and the general ledger. FlexPoint will automatically create the appropriate accounts payable and receivable invoices, debit or credit memos or notes resulting from activity in the order processing and incentives systems when the respective interfaces are run.

Unlike most traditional accounting systems that are modular in design, FlexPoint has integrated the accounting functions, optionally enabling users to maintain and process accounts payable and receivable from a central source file. A system that integrates accounts payable and receivable into a single file has several inherent advantages over systems that keep the files separate:

In FlexPoint, integration enables users to match a vendor’s invoice with a purchase order thereby eliminating the need to re-key the details of the invoice. It enables users to offset account the receivable against the accounts payable thus reducing the paperwork and time involved in processing these items in separate sub-ledgers. Integration enables users to track finance items such as invoices, credit or debit notes and payment transactions back to the original source for a true audit trail.

Since account payables and receivables are processed from a single application, users have the option of consolidating payables and receivables on the same Aged Trial Balance for a better view of the overall cash flow position.

Accounts Receivable Features Include:

  • User defined credit terms
  • Order Billing rules control invoice creation based on order class, account, and order type
  • Online, real-time invoice generation
  • Flexible invoice creation points including by order (at point of sale), by shipment, by accumulation and manual
  • Manual tax overrides
  • GL account overrides may be specified at the invoice line level
  • Open item receivable tracking
  • User defined aging periods
  • Aging by invoice date and due date
  • References to order line and shipment line for invoice lines created from shipments and orders
  • User defined settlement transaction codes
  • Manual payment entry and application support
  • On account payment application
  • Payment application to multiple invoices
  • Payment cancellations
  • Rules based finance charge generation using flexible criteria including account, account group, invoice age, previous late charges and invoice amount
  • Account statement generation
  • Optional ad hoc statement printing
  • Customizable, account specific statement documents
  • Customizable Invoice Register, Aged Trial Balance, and Payment Report
  • Multiple currency support
  • Invoice class and settlement transaction entry authority by employee

Accounts Payable Features Include:

  • User defined payment terms
  • Rules based invoice creation using flexible invoice creation points including by order (at point of purchase), by shipment, by shipment (upon receipt), by accumulation and manual
  • Online invoice vs. receipt matching
  • Manual tax overrides
  • GL account overrides may be specified at the invoice line level
  • Open item payable tracking
  • User defined aging periods
  • Aging by invoice date and due date
  • References to order line and shipment line for invoice lines created from shipments and orders
  • User defined settlement transaction codes
  • Flexible check batch creation and generation according to user defined selection criteria including account, account group, invoice amount and due date
  • Ability to indicate that an invoice should be paid in the next check batch
  • Optional ad hoc check printing
  • Manual payment entry and application support
  • Payment cancellations
  • Account statement generation
  • Customizable, account specific statement documents
  • Customizable Invoice Register, Aged Trial Balance, and Payment Report Bank reconciliation facility
  • Multiple currency support
  • Invoice class and settlement transaction entry authority by employee


The Warehouse application defines the warehouses and locations within the warehouse where and how materials are stored and processed. Location and Container contents can be viewed from high-level locations down to individual shipping containers. As well, individual lot and/or serial details may be view by location or container. Locations and containers are defined in a hierarchical fashion and inventory levels are maintained at each level in the hierarchy.

Flexible and sophisticated rules are defined to control how inventory is allocated, putaway and stored in each warehouse.

Physical inventory counting and cycle counts are defined and scheduled. Count discrepancy and reconciliation are performed to complete each schedule count.

Features Include:

  • Unlimited user defined warehouses
  • Unlimited user defined location types e.g. pallet racks, shelves, etc.
  • Unlimited user defined warehouse storage locations
  • User defined location categorization to group locations by aisle, zone, building as required to match the physical structure of the warehouse
  • Hierarchical warehouse storage location relationships for summarization of data e.g. building drill down to warehouse zones drill down to bin locations
  • Ability to associate specific products with specific locations for picking and replenishment purposes
  • Ability to define location storage characteristics and restrict material movement according to matching traits e.g. materials requiring refrigeration can only be stored in cold storage locations
  • Location availability status definition e.g. available vs. unavailable locations
  • Putaway and picking sequence definition
  • Location weight, volume and pallet capacity restrictions
  • Online inventory inquiry
  • Online shipment container inquiry
  • Real time inventory tracking of on hand, allocated, on order and incoming inventory quantities
  • Asset (serial number controlled) inventory tracking
  • Available vs. restricted vs. quarantined inventory segregation
  • Vendor consigned vs. owned stock support
  • Barcoded inventory and shipping container support

Product Overview

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