Blue Link ERP Software Features

All-in-One Accounting Inventory ERP Software

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The Right Features for Your Business

Blue Link ERP  – an all-in-one accounting, inventory management and contact management software – offers robust functionality for Wholesalers and Distributors. Blue Link provides advanced functionality available out-of-the-box plus various optional components.  Blue Link can also be completely customized to meet your unique business needs. The following highlights software features included with Blue Link ERP out-of-the-box and optional components are identified towards the bottom.

Out-of-the-Box Features

  • Multi-user and multi-company
  • Robust and 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 for inventory, accounting etc.
  • API (application programming interface) facilitates seamless integration with 3rd party front end applications
  • User Defined Fields (UDFs) enable users 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 and data can be live-linked with 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
  • 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
  • Collections screen – reduced 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
  • 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
  • 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
  • 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)
  • Integration with PayMate payroll software
  • 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

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  • Out of the box, Blue Link allows for barcode scanning and barcode printing
  • Use verification scanning when packing product ready to be shipped
  • For more more advanced functionality, see Optional Component: Wireless Handheld Picking/Barcode Scanning
  • Multiple warehouses
  • Handles serialized inventory
  • Multiple units of measure
  • Flexible multiple pricing models – product and 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 material for use as kits or assembled products
  • Inventory counts – full and cycle counts
  • 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 ability to record payments and apply credits from within the sales order
  • Recurring sales orders
  • Create purchase orders linked to sales order 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 and discount rules (price lists)
  • All pertinent information about customers and products is available directly from the sales order screen
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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 progress (WIP)
  • Automated production from sales order for made-to-order assemblies
  • 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
  • Ability to create a report based on data within the system which can then be updated on an automatic basis for real-time insight into business health
  • 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)

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3 ways to use the system remotely:

  • Commission split and basic reporting (for more advanced functionality, see Optional Component: Advanced Commission Processing)

Optional Components

  • 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

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  • 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
  • Dedicated wireless barcode scanning solution for:
    • Inventory look-ups
    • Picking and packing
    • Receiving inventory
  • The solution is available as an iOS app for use on iPhones/iPods/iPads
  • Wireless handheld picking of sales order
  • Wireless PO receipt and wireless put-away
  • Perform inventory inquiry and update inventory locations for lot tracked items
  • Perform inventory counts

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  • 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 expiry and best before dates to help prevent obsolete inventory
  • “Where used” reports facilitate product recalls and health alerts
  • Assists with regulatory requirements such as FDA / ISO / CIFA
  • 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
  • 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 through non-matrix/standard purchasing and sales
  • Store and index electronic documents for easy retrieval
  • Link or view documents from within Blue Link related to a field and instantly get a list of documents associated with that field
  • Zoom, rotate, annotate and redact documents
  • Automatically index documents for quick storage and data population

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  • 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
  • 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
    • Also accounts for inter-company GL entries/disbursements
  • Transfers of serialized and lot tracked items between locations
  • Tracks items in transit between locations
  • Prints picking / packing slips for transfer
  • Blue Link’s shipping and receiving functionality 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”
  • 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)
  • 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
  • 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
  • Online order portal for use by business-to-business (B2B) customers and/or sales reps
  • Online product and price lookups (uses customer-specific pricing)
  • Customers can place orders online
  • Online order status tracking
  • Salespeople can sign in to place orders, view inventory, check pricing 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
  • Completely integrated in real-time with Blue Link’s back-end ERP (inventory, orders, shipments and payments)

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  • Facilitates complete two-way integration with B2C eCommerce webstores
  • Up-to-minute live updates between Blue Link and the webstore (inventory, orders, shipments and payments)
  • Includes pack-to-container allowing you to identify what products were placed into which containers for tracking purposes
  • Links to 3rd party sites (such as Purolator) to enable shipment tracking
  • Two-way integration requires implementation of web services on the eCommerce webstore

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  • Point of Sale Component integrates with Blue Link ERP 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 the use of gift cards
  • 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
  • Works offline

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

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  • 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
  • Part of the functionality offered by Blue Link’s webservices API
  • Facilitates integration with EDI translation services
  • Imports and exports EDI transactions between Blue Link and approved EDI service providers

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  • 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

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  • 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)
  • 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)
  • Ability to process payment runs electronically
  • Creates a payment file for transmission to your bank
  • Ask for details on supported banks
  • 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 (transaction history 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
  • Scheduling features allow users to keep track of which customers received specific groups of product and when they were received
  • Aids in DSCSA and FDA Compliance
  • Serialization
  • Suspicious Order Monitoring (SOM)
  • Classification capabilities enables users to restrict the type and quantity of controlled drugs that can be sold to specific customers
  • Note: lot tracking component must be present for Pharmaceutical Distributor Component to function
  • CSOS is built into Blue Link’s Online Order Portal for distribution businesses in order to allow pharmacies and other customers to place orders online for Schedule II drugs
  • Certified by the DEA
  • Functionality is based on regulations that allow CII items to be ordered electronically, assuming certain criteria have been met
  • Eliminates the need for customers to complete and mail/courier DEA Form 222
  • Eliminates the need for customers to submit separate sales orders for C2 and “other” products
  • Ability for supplier to submit mandatory CSOS Reports every 48 hours
  • Note: CSOS can only be used with Blue Link’s Online Order Portal component and as part of the hosted (SaaS) environment
  • Spreadsheet Server transforms Excel into a tightly integrated analytical tool for your ERP data
  • Access live GL information stored within Blue Link from inside Excel for reporting, budgeting and distribution purposes
  • Design, build and share a variety of financial reports in Excel such as Profit and Loss Statements, Balance Sheets and Statement of Changes with information pulled from Blue Link

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  • Empty bin and shelf availability – system will show available locations in the warehouse to add SKUs when receiving product based on what space is empty
  • Integration with barcode scanning devices
  • Ability to set up stocking and non-stocking locations to show the true count of inventory available in the warehouse – product will show as available or already allocated to an existing order
  • Stocking location priorities and ratings for more efficient picking
  • Movement tracking of product within the warehouse
  • Cross docking – ability to receive and ship product without putting it away

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