ERP Software Solution for Small and Medium Businesses

Evo~ERP Features

• Inventory - locations, bins, labels

  Tightly Integrated Inventory Control-The EVO-ERP Advantage.

  The Inventory module serves as the primary database for storing most product information. Both inventory items and non-inventory items that may be purchased or sold are set up in Inventory. Anything that will be processed on a Purchase Order, Work Order or Sales Order is required to be set up in the inventory database. A variety of fields are available to group items for reporting purposes. Evo-ERP provides comprehensive inventory reporting and also integrates seamlessly with 3rd party reporting tools.

  Transaction Tracking

  All inventory transactions (purchase order receipts, shipments, adjustments, issues to work-in-process, manufacturing receipts) are tracked by user login ID and available for review. Month end reports provide all information needed for month end inventory accounting.

  Physical Inventory Tracking

  The Physical Check report allows you to select items for counting, and the Adjust Physical Levels program provides a means for entering new balances and tracking the dollar effect of inventory adjustments. In addition to these simple physical inventory tools, Evo~ERP Software offers an entire Physical Inventory module which can be used both for cycle counting and complete inventory.

• Purchasing - receiving, RFQ, QC

  The Purchasing module links to Inventory, Work Orders, and Accounts Payable. Purchase Orders can be placed for stock or tied to Work Orders and vendor invoices can not be processed until Receiving and optional QC Inspection has accepted the items. Purchase receipts are ultimately processed for payment by Accounts Payable. Vendor part numbers, Lead Times, pricing and conversion factors can be entered with quantity breaks.

  Purchase Orders are fully integrated with the Lot Control and Serial Control modules. When items are received that are coded for lot control or serial control, entry of a lot number or serial number(s) is required. In addition, the Purchase Orders module keeps a complete history of all received and closed purchase orders for your convenience. You can display individual receivers on screen or print them within a specified range.

  A request for quote system (RFQ) allows you to print and send quote requests to vendors. When received, you can convert quote requests to live purchase orders. RFQ's can be tied to estimates from the Estimating module such that RFQ prices get incorporated in the estimate cost calculations.

  Reports & Forms

  • Open PO Report
  • PO Receipts
  • PO Received/Not Invoiced
  • Vendor Pricing
• Sales - quotes, variable pricing, customer notes

  Sales Orders Module

  The Sales Orders module provides a sophisticated and flexible way to track customer orders. Sales Orders is tightly integrated with the Inventory, Work Orders, and Material Requirements modules to help you manage your inventory and production planning more efficiently. Production work orders can be generated automatically from sales orders, sales orders can be processed for inventory at multiple locations, and an open sales order can have additional items added, or have products invoiced from it, at any time.

  Service and Repair Module

  The Service and Repair module in Evo~ERP Software provides a means of processing orders by a Service or Repair department maintaining inventory and costing independently from production. Thus, you do not need a special part number for repairing an item to keep the costs separate. Service or Repair orders are entered very much like Sales Orders and a Repair Location can be set up to segregate the inventory and keep the repair stock isolated from production. Once the repair is complete, the Releasing process allows a review of the costs, determination of price and selection of major components to be itemized on the invoice.

  The item being worked on can be the same part number as an item you manufacture. However, you may also have a service department that works on products originally made by other manufacturers. In that case, you can create one or a few type N items and designate them as Service/Repair items. You can then designate whether when an order for one of these generic S/R items is entered and processed, you want to allow or even require that the Make, Model and Serial number of the actual product being serviced be entered.

  Sales Analysis Module

  The Sales Analysis module consists of a series of sales reports derived from the invoice history file and the open sales order file. Reports provide analysis on sales, bookings, profits, customers, customer classes, salespersons, inventory items, and item classes. All reports can be limited by a variety of selection criteria.

• CRM & Contact Management - customers, vendors, notes

  The integrated Contact Manager within Evo-ERP Software offers a way to document communication wth customers and prospective customers, generate mailing and email lists, track activity dates and follow ups. Changes to customer and contact manager files are coordinated so that updates of address, phone number and email addresses need only be entered in one place.

• Work Orders/Manufacturing - work centers, equipment, labor

  Actual manufacturing takes place in the Work Orders module. Work orders are generated automatically from either sales orders or estimates, can be generated by MRP or are entered manually. Work orders can be for specific customers or for stock. Work orders can have multiple start and finish dates, or a program is available which converts each set of dates into a separate work order.

  Work Orders collect costs as materials and labor are issued, track product status as labor is reported either through manual entry or electroncally using bar coded Data Collection, and ultimately transfer finished goods to stock for shipment to customers or issuing to higher level assemblies.

  Job Costing

  The Job Costing Module in Evo~ERP Software is a series of reports that provides detailed analysis of activities performed in the Work Orders and Purchasing modules. Reports include a job cost report, profit projection, reports on labor, overhead, materials, and outside purchases transactions, labor efficiency, work order history, and production by work center, machine, and tool. Summary reports provide summarized information on period work-in-process activity.

• MRP & Scheduling - forcasting, PO/WO generation

  The MRP (Material Requirements Planning) module assists in planning purchasing and production requirements closely fitted to your shipping schedules and desired stocking levels. Material Requirements can insure that materials and subassemblies are available when needed down through all levels of the bills of material. You can optionally enter forecasts of demand for finished goods as far into the future as you wish. Forecasts can be combined with actual sales orders to create overall requirement for finished goods.

  Besides suggesting new purchase orders and work orders, MRP will issue DELAY or EXPEDITE messages on existing orders that are either coming in too early or are arriving later than needed. Suggested work orders and purchase orders can be converted into live orders automatically eliminating manual entry.

  The Scheduling module provides a variety of programs to assist with scheduling work orders through the factory. To use the Scheduling module you must use routings and collect and report labor. Four methods of scheduling are available: finite scheduling, infinite scheduling, lead time scheduling and manual scheduling.

  MRP works hand in hand with the Scheduling module, which translates the Material Requirements plan into actual work center schedules and compares the schedule with existing plant capacity. Scheduling can be generated using a number of different methods, depending on your operatng procedures.

• Bills of Material & Routings - labor, multi-level

  The Bill of Materials and Routings provide extreme flexibility in defining the manufacturing parameters for any item. Bills of Materials can contain any number of components per level and up to 35 levels of structure within a top level assembly. Labor can be defined as a component in the Bill of Material ("Labor" type inventory item) or it can be defined based on labor standards in Routings which are step by step manufacturing instructions including labor standards, vendor processing instructions, and internal work instructions satisfying ISO requirements. If Routings are used, detailed labor reporting can be performed collecting Labor data by employee and task, either by manual entry of tme sheets or real time Data Collection using bar code.

  Reports & Features

  • BOM at Average, Last or Standard Cost
  • Where Used (reverse BOM)
  • Routing cost rollup
  • Work Centers
  • Scrap and Rework Codes
• Warehouse Management - bin control, physical invemtory

  Evo-ERP Software allows up to 250 different warehouse locations and maintans stock levels, order status and parameters such as reorder level and minimum order quanity per warehouse. Within each warehouse, any number of bin or shelf locations can be tracked by item. Warehouses can be designated as "Segregated" so that stock levels are ignored by reorder reports and MRP. Quantity tracking per shelf or bin can be turned on or off by warehouse or at the item level enabling extreme flexbility in the degree of control and data entry required when processing transactions.

• Shop Floor Data Collection - terminals, scanners, handhelds

  Data Collection enables labor and production reporting from the shop floor as parts on Work Orders are moved from operation to operation, ensuring real time status of each order is accessible to other users. Bar coded forms eliminate keypunch errors and streamline processing. All Data Collection programs are available in small screen versions for use on hand held wireless scanners such as Motorola Symbol scanners.

  Reports & Forms

  • Labor & Production status, Purchase Order Receiving, Material Issue to and Finished Production from Work Orders, Physical Inventory Counts, Pack and Ship
  • Prepost report to verify entries prior to posting
  • Reports & Forms
  • Bar coded Shop Traveler, Labor Ticket, Employee badge, Inventory and Shipping Labels
• Lot & Serial Control full traceability, reporting

  The Lot and Serial Control features in Evo~ERp Software are tied into all other modules that move inventory. Once Lot and/or Serial control is turned on for an inventory item, every transaction will prompt for the Lot and/or Serial number associated wth the transaction. Lot and Serial History is maintained at the individual transaction level, retaining "cradle to grave" history..

  Reports & Forms

  • Lot/Serial Availability
  • Lot/Serial History
• Estimating - BOMs and routings on the fly

  The Estimating module is designed for Job Shops and Manufacturers who need to be able to structure the BOM and Routing of a new product quickly and determine a cost, apply the appropriate margins and determine a selling price to quote the customer. Once the customer accepts the quotation and places an order, the informaton entered during the estimating process is retained and becomes the master BOM and Routing for the item. Estimates can be converted to Sales and Work Orders, eliminating redundant data entry.

  Reports & Forms

  • Print Estimate (Internal report containing cost rollups)
  • Print Quotation (Estimate as submitted to customer)
• General Ledger - journals, financial statements, trial balance

  The General Ledger module is fully integrated with all other transaction generating modules. Fiscal periods can be user defined and financal statements are available for the current year, budget, and up to six years past. All transaction detail can be retained indefinitely. Easy Bank Reconciliation program can be run monthly against printed statements or daily against on-line bank detail for multiple bank accounts. Transaction detail reports by account, by Journal Type and full Trial Balance, both summary and Detailed. Business Status program shows at-a-glance balances for varous GL and subsidiary data such as Inventory, Cash, AR & AP.

  Reports

  • Transaction Listing
  • Journal Listing
  • Detail or Summary Trial Balance
  • Standard or Custom Financial Statements
  • Chart of Accounts Listing
• Accounts Payable - vendor aging, 1099 forms, purchasing integration

  The Evo~ERp Software Accounts Payable module is fully integrated with the Purchasing module, ensuring that items ordered and received are compared against supplier invoices. Non-purchasing payments are handled as vouchers and recurring vouchers can be entered for repetitive items such as rent. Default GL accounts can be assigned by vendor, and templates can be entered defining the distribution by percentage of a payment across up to 10 different accounts. Payment inquiry program allows searching for invoice and payment detail by Vendor and drill down to the associated Purchase Order.

  Reports & Forms

  • Vendor Aging, including detail or summary, current or as of any prior date
  • Vendor Listing
  • Payment History
  • 1099 Forms
  • Mailing and File labels
• Accounts Receivable - split payments, aging, customer detail

  The Accounts Receivable module is fully integrated with the Sales and Commissions modules enabling linking payment of Salesperson Commissions to customer payments or posting of invoices. Each customer can have any number of associated Ship-To addresses. Aging report can be printed in detail or summary, either current or as of a prior date. Customer payment transaction history lists which invoices were paid by any check or credit card payment. Credit card information is encrypted within the database and user access to the credit card information can be restricted. even from users who otherwise have access to customer information.

  Reports

  • Aging - current or as of any prior date; detail or summary, all or a range of customers
  • Payment History
  • Mailing Labels
• Commissions - internal or external reps

  The Sales Commissions module is linked to Sales Orders, Accounts Receivable, and, depending whether the Sales Reps are employees or outside agents, Accounts Payable or Payroll. Sales Commissions can be assigned to the Rep, defined by customer or entered by order. One or two sales reps can get commissions on each order and commission posting can either process when invoices post or when customer payment is received. Once commissions have accumulated and are to be paid, they are transferred either to Accounts Payable or Payroll, as applicable.

  Reports

  • Commissions Earned by Item or by Invoice
  • Commission Listing
• Payroll - complete functionality or integration with external services

  Evo-ERP Software Payroll

  The Payroll module is designed to speed up and simplify your payroll tasks and to make sure that payroll information is properly posted to the appropriate journals. You can enter new employee records, to change existing records, to enter standard deductions or user-defined deductions, to print your payroll checks, to void payroll checks, and to pay your withholding liability through Accounts Payable. You can maintain separate payroll divisions with different payroll defaults. You can also maintain a history of previous payrolls. If you are using the Work Orders module, you can collect direct labor hours through the labor menu, Data Collection, or Batch Labor Entry menu and post those hours into Payroll to avoid double entry. The Payroll employee file is optionally used by the job costing system to record actual labor costs.

  Payroll Link

  The Payroll Link module is a series of programs that integrates with the CheckMark Payroll software package from CheckMark Software, Inc. or the Canadian Easy Pay software. A demo version of CheckMark Payroll can be downloaded from CheckMark's web site (www.checkmark.com). A demo of Easy Pay can be downloaded from Easy Pay's web site (www.easypay.ca).

  All payroll processing, including the printing of employee paychecks and all forms and reports, are performed within CheckMark/Easy Pay. These payroll transactions are imported via the Payroll Link module into the General Ledger and check register.

  Employer payments for tax withholding and employer tax expenses are calculated within CheckMark/Easy Pay, but are transferred to Evo-ERP for tracking and payment through the Accounts Payable module.

• Barcode Support - forms, labels

  Bar Code Support is not an actual module but rather a feature available in all modules of Evo~ERP Software. The Forms and Report editor has the capability to encode any data field on a form or label as a bar code so you can use bar codes in any number of ways. Common applications include Inventory labels, Labor collection, stock room material issues, physical inventory counts, Shipping Labels per customer requirements, Lot and Serial Numbers.

• Electronic Data Interchange - orders, invoices

  Electronic Data Interchange (EDI) is a set of standards for structuring information to be electronically exchanged between and within businesses, organizations, government entities and other groups. The standards describe structures that emulate documents, for example purchase orders to automate purchasing. The term EDI is also used to refer to the implementation and operation of systems and processes for creating, transmitting, and receiving EDI documents.

  The EDI module in Evo-ERP enables the import of customer Sales Orders and export of invoices and other required documents per recognized EDI standards. Unlike other modules which are self-contained within Evo-ERP, due to the multiple variables involved in EDI, there is usually special programming involved to match the customer data map to the Evo-ERP format but we provide our format so that you can use any resource you would like to support the integration effort.

• Multi-National Settings - currencies, taxes, languages

  Evo-ERP Software can function in a multi-national environment when dealing with suppliers and customers around the world. It can also manage a multi-lingual employee base within the company.

  Up to ten different currencies can be defined and exchange rates maintaned to convert base currency to customer or vendor source currency for invoicing and payment. Various Sales Tax structures accommodate different country and local requirements for both sales and purchasing. Customs and duty fees are calculated based on both the product beng purchased and the vendor from whom it is purchased.

  Within the company, a translation table allows for the dsplay of program screens in different languages for different users. The transalton table can also be used to change descrptions of items on screens to match industry-specific terminology.

• Browser-Based Interaction - new and future developments

  A new set of browser-based tools are rolling out for 2009. Evo2Web Internal features reporting and data mining via web browser on your internal network (Intranet) and has many of the read-only features of Evo~ERP with the added functionality of cross-module hyperlinking, enhanced reporting, plus the speed and ease of use of a web application. It also offers a new Sales Quote feature and the ability to submit Sales Orders directly into Evo~ERP via the EDI module. Evo2Web is priced separately from Evo~ERP Software.

  An external (Internet) version of Evo2Web is under development. It will allow customers and/or vendors to access certain data associated with their accounts, such as invoices, history, purchase orders, stock levels, tracking info, etc.

  More web applications have been proposed, such as a catalog module that would port item description, availability, standard pricing, and images to your company web site in real time, and a point-of-sale module for field sales.