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Blue Link Inventory and Accounting ERP Software Features

Blue Link ERP Software Features

Integrated Accounting & Inventory ERP Software

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Blue Link ERP - integrated accounting, inventory management and contact management software - offers robust functionality for Wholesalers and Distributors. The following is a highlight of the software features included with Blue Link ERP. Optional components are identified in the left column.


Common/Overall Feature Highlights Click to interact

  • Multi-user and multi-company
  • Robust & Reliable -  Microsoft SQL-Server database
  • Multi-currency (unlimited number of currencies)
  • International – configurable for Canada, USA, the Caribbean and other jurisdictions, including sales taxes and terminology
  • Real-time system - provides up to the minute information
  • Drill down interface – easy to access information
  • API (application programming interface) facilitates seamless integration with 3rd party front end applications.
  • User Defined Fields to add custom details and notes to Customers, Vendors, Sales, Products and Purchases
  • Detailed screens have individual user controlled columns, ordering and filtering
  • Change-logging of key fields noting before and after values as well as who and when changed
  • System-wide security restrictions based on user-login
  • Centralized Customer and Vendor notes that are available wherever Customers and Vendors are used
  • Reports can be exported directly into Microsoft Excel
  • Open database structure supports end user reporting with 3rd party tools such as MS Excel and Crystal Reports based on security
  • Quick Lookup Toolbar – instant access to specified orders, invoices, quotes, etc.
  • Uses SQL Reporting Services for scheduled / emailed exception and management reporting

General Ledger

  • Financial Report Writer – unlimited financial statement formats, with the ability to consolidate multiple companies on a single report
  • Reversing and recurring entries
  • Executive Summary – snapshot of key financial information, including ratios
  • Unlimited profit centers / departments
  • Drill down to transaction detail
  • Restrict transaction dates based on user-definable sliding window
  • Posting integrity rules prevent trial balance or control accounts from going out of balance

Accounts Receivable

  • Collections screen - reduces collection period, eliminates paper and includes ability to email PDF invoice copies and statements
  • Detailed or summary aging – current or retroactive
  • Payment history report – shows how payments previously received were applied to outstanding invoices
  • Customer Groups – facilitates head office / branch scenarios where head office pays branch invoices
  • Customer-specific language and pricing rules
  • Credit checking and credit hold functions

Accounts Payable

  • Detailed or summary aging – current or retroactive
  • Vendor payment history – provides detailed history of payments made against invoices and discounts taken
  • Alternate Vendor Payments – for credit cards, and for transferring liabilities from one vendor to another
  • Recurring transactions
  • Vendor prepayments and offsets
  • Sales tax remittance screen for reconciling and paying sales taxes

Bank Management

  • Unlimited bank accounts – all currencies
  • Bank Reconciliation function
  • Deposit processing – prints deposit summary and maintains deposit history
  • Quick payment functions – for miscellaneous items, vendor prepayments and customer refunds
  • Transfer funds and track exchange differences

Payment Processing

  • Single screen for almost all payment processing
  • Multiple open payment runs
  • Payment authorization/segregation of duties options
  • Date and discount sensitive ‘items to pay’ lists
  • Support for online payments and Electronic Funds Transfer (EFT)

Payroll

  • Integration with PayMate payroll software

Contact Management

  • Single point of entry for all names and address information
  • Tracks prospects as well as customers and suppliers
  • Create quotes for prospects or customers
  • Quotes respect customer contract pricing rules (price lists)
  • Convert quotes to orders – one click
  • Tracks multiple contact persons per company and multiple companies per individual
  • Log verbal and email communication for prospects, customers and vendors

CRM (Lead Opportunity Management) Optional Component

  • Comprehensive, flexible lead opportunity tracking and management
  • Steps and processes are user-defined according to your workflow
  • Marketing list management
  • Microsoft Office integration, including emailing via Outlook and merging with Word templates
  • Acts as a sales dashboard for next actions and follow-ups complete with task scheduling

Inventory Management

  • Multiple Warehouses
  • Handles serialized inventory
  • Multiple Units of Measure
  • Flexible multiple pricing models - product & customer driven
  • Automated Reorder Management - multiple methods to determine order levels and quantities with auto creation of Purchase Orders
  • ‘Available to Promise’ to display future quantity availability based on currently recorded open purchases and sales
  • Inventory Configurator – flexible and easy to use – available from sales order, quote and purchase order screens
  • Easy setup of Bills of Materials for use as kits or assembled products
  • Inventory counts - full and cycle counts

Order Entry & Invoicing

  • Powerful order entry includes backorder processing
  • Flexible product lookups by class, description and other attributes, with ability to quickly add multiple items to an order
  • Ability to reverse posted invoices and reinstate as sales orders – with complete audit trail
  • Credit check and credit hold rules with the ability to record payments and apply credits from within the sales order
  • Recurring Sales Orders
  • Create purchase orders linked to sales orders with optional drop ship functionality
  • Multiple shipments/invoices per order with backorder management
  • Flexibility in display of items on sales orders and associated documents
  • Crystal Reports option for invoice allowing full end-user customization of Printed Invoice with multiple language support
  • Sales Analysis – flexible sales reporting
  • Unlimited customer contract pricing & discount rules (price lists)
  • All pertinent information about customers and products is available directly from the sales order screen

Pricing Rules

  • Contract pricing — specify prices by product/customer with contract expiry dates
    • Multiple contracts / price lists per customer, with contract priority or “best price” options for each customer
  • Volume discounts
  • Define price matrices for automatic price discounts dependent on “categories” of customers
  • Make global price changes across products by amount or percentage and for given ranges or categories of product

Workflow / Review Screens
  • Sales Orders
  • Quotes
  • Purchase Orders
  • Production

  • Single list access to all open Sales Orders or Quotes etc.
  • User-defined layout controls what is displayed, including the order it is displayed in and what subsets of data to display
  • Create multiple, task driven ‘views’ or 'filters' of the list that can be available to all users or just the individual, supporting workflow and segregation of duties for users
  • Perform tasks based on selected orders such as print documents, update statuses or post

Purchase Orders

  • Default pricing from vendor records or last purchase (optional)
  • Track job costing at the detail level on Purchase Orders
  • Print, fax or email purchase orders
  • Handles backorders – over or under receive
  • Receive purchase orders with or without supplier’s invoice
  • Linked Sales Orders with backorders are automatically updated by received POs.

Purchase Order Returns

  • Records/reserves items to be returned and removes them from available inventory
  • Track Vendor RMA numbers
  • Print Picking and Packing documents
  • Record restocking charges
  • On shipping, reduce inventory and record accounting transactions
  • Create Accounts Payable credits

Job / Project Costing

  • Integrates with sales orders, purchase orders, accounts receivable and payable, etc.
  • Create estimates and track changes via change orders
  • Compare estimates with actual to date, report variances
  • Job profit and loss, and detailed cost reports available
  • Time card entry tracks employee costs directly to jobs and optionally integrates with Payroll solution
  • Allocate Inventory (and related costs) directly to a job as used

Bill of Materials / Production Control

  • Production control supports assembly and build to specification production
  • Track “soft costs” such as labor and overhead
  • 3 step assembly process, which can optionally be run as a single step for “after the fact” recording
  • Print work order document for production department
  • Tracks and posts Work in Process
  • Automated production from Sales Order for made-to-order assemblies

Return Merchandise Authorization (RMA)

  • Track expected product returns from customers
  • Issue RMA number to receive against
  • Handles serialized and Lot tracked items
  • Return to stock, or scrap
  • Handles re-stocking charges

Automated Report Management

  • Sends documents and reports by email, fax or to printer on an automated/scheduled basis
  • Used for automatic emailing of invoices, order confirmations and many other documents and reports
  • Reports may be sent to external recipients (such as customers) or internal recipients (such as salespeople)

Remote System Access / Remote Sales Reps

3 ways to use the system remotely:

View more RepZio information

  • Take orders with our online customer ordering portal (Business-to-Business eCommerce software)
    • More information on our customer ordering portal is available further down this list

Commission Processing

Base Feature: Commission split & basic reporting
Optional Component: Advanced commission processing

  • 4-Way Commission Splits per order
  • Commission Schedules allow granular definition of percentage paid -  depending on both salesperson and products sold
  • Commission Payment Processing Screen calculates commissions to be paid, generates Accounts Payable transactions automatically
  • Holdbacks can be retained, and paid out at a later date.
  • Handles adjustments plus delay / accelerate commission payments
  • Support for “effective dates” for commission percentage elements.
  • Split timing between Invoiced and Paid
  • Optionally restrict salespeople to their own accounts

Barcode Scanning Optional Component

Out of the box, Blue Link allows for barcode scanning and barcode printing. Blue Link also has a dedicated wireless barcode scanning solution for:
  • Inventory look-ups
  • Picking and packing
  • Receiving inventory
The solution is available as an iPhone/iPod Touch app or as a Windows Mobile solution for Motorola scanners. Learn more by clicking below:

Wireless Barcode Scanning Solution

Lot Tracking (Traceability) Optional Component

  • Full lifecycle Lot Tracking (from purchase through inventory to sales history)
  • Tracks internal and external lot numbers
  • Auto or manual lot number assignment
  • Optionally use lot (specific) costing
  • Tracks additional information such as expiry and best before dates
  • “Where used” reports facilitate product recalls and health alerts
  • Assists with regulatory requirements such as FDA / ISO / CIFA

Landed Cost Tracking (Accruals) Optional Component

  • Define expected landed costs on purchase orders, and factor these into inventory costs – for accurate product costing
  • Ability to specify default landed cost factors by product
  • Ability to apply each landed cost factor to each line on a purchase order using one of several pro-rated methods - or enter individually
  • Ability to reassign landed cost components to different vendors after receipt of purchase orders
  • Complete sub-ledger system – reconciles with General Ledger control accounts, with variance reporting
  • On-screen lookups and drill down to landed cost details from inventory screen
  • Drill down to landed cost details from Purchase Order History

Product (Color/Size) Matrix Optional Component

  • Originally for apparel industry, useful for any industry that has a base product that varies in one or two elements
  • Simplified creation of Inventory items for the related group
  • Table-view quantity selection for matrix products on Purchasing and Quotes/Sales
  • Product availability views as a group
  • Products also available though non-matrix/standard purchasing and sales

Document Management Optional Component

  • Store and index electronic documents for easy retrieval
  • Cross reference documents to:
    • Vendor, vendor invoice, purchase order, lot numbers, serial numbers and more — Documents such as customs documentation, specifications, designs
    • Customer, sales order #, invoice #, quote # and more — Documents such as tax exemption certificates, credit applications, specs, customer purchase orders, proof of delivery (POD)
  • Link or view documents from within Blue Link related to a field (see examples above)
  • Instantly get a list of documents associated with that field
  • Zoom, rotate, annotate and redact documents
  • Full document management including a scanning solution is also available

Tablet App for Sales Reps & Tradeshows Optional Component

View more RepZio information

Sales Order Accruals Optional Component

  • Define anticipated selling costs with defaults
  • Attach selling costs (estimates / actual) to sales order
  • Costs may be factored into profitability and commission calculations
  • Ability to reassign sales accruals to different vendors after invoicing
  • Complete sub-ledger system – reconciles with General Ledger control accounts, with variance reporting

Inter-Warehouse & Inter-Company
Inventory Transfer Optional Component

  • Automates transfers between locations within the same company
  • If the inter-company feature has been enabled, then this screen will also allow for transfers between companies
  • Transfers of serialized and Lot tracked items between locations
  • Tracks items in transit between locations
  • Prints picking / packing slips for transfer

Warehouse Shipping Optional Component

  • This component allows a warehouse employee to select an order to ship, enter shipment details, print the documents required to accompany the order, and mark the order as shipped.
  • Based on rules defined in the system, the act of “shipping” the order may also result in an invoice being printed (that could accompany the shipment), and even posted.
  • Use this screen to:
    • Enter ship quantities
    • Record serial numbers
    • Print Picking Slips, Packing Slips and Invoices (based on security)
    • Mark the order as “shipped”

Backorder ManagementOptional Component

  • Comprehensive component for filling backorders, based on rules that can be user-configured.
  • Preview allocations based on your defined rules - user can edit before updating the actual orders
  • Backorders may be filled based on requested ship date
  • Optionally exclude (or include) orders on credit hold
  • Additional factors that may be specified include:
    • “Ready” orders
    • Fill priority
    • Ship Complete
  • Automatically print picking / packing slips for orders filled (optional)

Transformational Purchase Orders Optional Component

  • Enables the transformation of one existing inventory item, through the use of a third party Vendor, into one or more different items.
  • Transformed items have the cost of both the original root product as well as the incremental processing cost of the 3rd party Vendor
  • In multi-step transformations using multiple Vendors, new purchase orders and drop ship information can be automatically created
  • Payables for the incremental costs are created automatically
  • Transformation PO can be used to tear apart assembled inventory

Sales Budgets / Estimates Optional Component

  • Create sales budgets/estimates by Customer/Product/Salesperson
  • Record separate budgets by fiscal or calendar year, broken down into periods within the year
  • Maintain multiple years of estimates concurrently
  • Track current and prior historical estimates for each period
  • Compare actual to current or prior estimates for the period(s)
  • Organize data by Customer, Product, Categories or Classes

B2B Online Customer Ordering Portal Optional Component

  • Web-based business-to-business eCommerce component
  • On-line product and price lookups (uses customer-specific pricing)
  • Customers can place order on-line
  • On-line order status tracking
  • Salespeople can logon to place orders, etc. for their customers
  • Multiple language support
  • User-definable text, screen colors, images buttons and labels
  • Language specific product images and descriptions
  • Configured from within the user interface, no HTML required

B2C eCommerce Integration (Web Services)Optional Component

  • Facilitates complete two-way integration with B2C eCommerce webstores
  • Up-to-minute live updates between Blue Link & the webstore (inventory, orders, shipments and payments)
  • Two-way integration requires implementation of web services on the eCommerce webstore

Expense Tracker Optional Component

  • Component for recording and processing expense claims
  • Users may enter claims and submit for approval
  • Manager review approval routine
  • Automated transfer to accounting for payment and general ledger postings
  • Specify allowable expense types and limits per employee

Point of Sale Optional Component

  • Point of Sale component that integrates with the Blue Link Elite accounting data
  • Access to Inventory, Customers and Pricing.
  • Supports payments in multiple currencies including split currency payments.
  • Supports split payments between types of payment (Cash, credit cards and others)
  • Supports Payment on Account
  • Operates standard cash drawers, bar code scanners
  • Print to full page invoices or narrow column receipt printers
  • Configurable manager override options

Credit Card Processing GatewayOptional Component

  • Automates processing of credit cards from within Blue Link Elite
  • Generates credit card charge and returns the authorization number
  • Handles pre-authorizations
  • Requires 3rd party software

Credit Card Data VaultOptional Component

  • Useful when customers pay with the same credit card multiple times
  • Credit card information is stored in a triple-encrypted separate database
  • This component will assist with PCI compliance

EDI Integration ManagerOptional Component

  • Facilitates integration with EDI translation services
  • Imports and exports EDI transactions between Blue Link and approved EDI service providers

Service Manager Optional Component

  • Tracks Service Orders – ideal for in-shop service and repairs
  • Track multiple service requests per order
  • Assign service requests against specific equipment items
  • Track parts and labor against service requests

Scheduling for Service & Sales Optional Component

  • Schedule service technician appointments with the Service component
  •  Schedule sales meetings with the Lead Opportunity component
  • Allows you to create schedule groups (e.g. sales, technicians)
  • Allows you to send meeting notification to customers
  • Optionally integrates with Outlook/Exchange to sync calendars (requires 3rd party software)

US Sales Tax Integration Component Optional Component

  • For U.S. sales taxes only
  • Performs an online tax check and updates the applicable taxes on sales orders
  • Requires 3rd party software
  • Based on Zip Code (Zip2Tax) or based on address and product category (Avalara)

Electronic Funds Transfer Optional Component

  • Ability to process payrment runs electronically
  • Creates a payment file for transmission to your bank
  • Ask for details on supported banks

Pharmaceutical Distributor ComponentOptional Component

  • Sophisticated product tracking and management functionality to help meet industry standards/regulations
  • DEA features allows users to identify type of license, state, license number and expiry for each customer
  • Pedigree management enables users to enter information about a specific drug's route from the manufacturer to your company, in addition to automatic printing and emailing of pedigree documents
  • Note: lot tracking component must be present for Pharmaceutical Distributor to function
  • Pharmaceutical Scheduled Drug Add-On Component (Optional):
    • Scheduling features allow users to keep track of which customers received specific groups of product and when they were received
    • Classification capabilities enables users to restrict the type and quantity of controlled drugs that can be sold to specific customers
    • Note: Pharmaceutical Distributor Component must be present to use Scheduled Drugs Add-On Component
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