Encore for Manufacturer/BOM

Encore-eBis Premier Plus has been designed with the Manufacturer/BOM in mind.

Assembly Processing/BOM

Allows you to define the components and costs of manufactured products. Among the features of the assembly processing are:

• An assembly may be built up from individual component parts and/or sub-assemblies
• No practical limit to the number of components in an assembly/sub-assembly
• Assembly record includes: 15 character alphanumeric reference, description, build quantity, fixed costs, material and labour overhead factors, and assembly hours
• Changes to component and labour costs are automatically reflected in the bill of materials
• Requirements list facility sorts an input production schedule into component order and shows the number required, in stock, on order and any shortfall
• Requirements list can be converted into a works order
• Product record shows a list of assemblies which include the item as a component
• Assembly labour cost can be built up from different labour rates in various departments
• Bill of materials report lists the component and labour costs to arrive at a unit assembly cost

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

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 & Purchase 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 ýon-stopý 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

Work Order Processing

The primary function of works ordering is to allocate stock for use internally in the manufacturing process. A works order comprises one or more assemblies, each resulting in the manufacture of a finished product for stock. Among the features of works order processing are:

• Orders can be a mixture of the components that make up an assembly plus one-off free issue stock and/or non-stock items
• Automatically updates the ‘in manufacture’ figure in the finished product stock record
• Works orders and requisitions can be printed as part of the process
• Stock movement records are recorded under the component and finished goods stock records
• Issue stock transaction books components out of stock and reduces the allocated figure
• Booking in the complete items automatically increases the physical stock and reduces the ‘in manufacture’ figure
• Can be automatically linked to the sales order process