info@hand Order Management

Overview:

As part of its unified approach to business management info@hand provides excellent order management capabilities. You can create and organize a product catalog, and then prepare customer quotes, sales orders and invoices using line items from that catalog. Once sold, products may be tracked by serial number on service contracts, with their associated case history. If desired, each customer can also have a list of all products they have purchased linked to them.

Payments may be received and allocated to open invoices, and receipts may be printed as PDF documents. Accounts Receivable statements may be created and printed both at the invoice level, or as full account statements showing A.R. balances.

The optional info@hand Finance for QuickBooks module permits the catalog and accounts data, plus quotes, invoices and payments, to be synchronized with QuickBooks at regular intervals.

Purchase Orders may also be generated and emailed to suppliers, and received Bills may be entered and linked to PO's. Outgoing payments may be tracked and allocated to Bills to derive Accounts Payable balances.

An Acrobat PDF can be generated for any document (Quote, Invoice, Sales Order, etc..), and each document may also be automatically generated and emailed (as a PDF attachment) in a single action. Your company name and address details (as well as your company logo) on the PDF come from Company Information data you enter in the administration screen. There is support for multiple company addresses plus the appending of large blocks of text for standard terms and conditions, and there are three attractive layouts to choose from. PDFs support multi-byte character sets, and so character sets such as Thai, Chinese and Japanese are supported.

Details About Quotes:

Quotes are created by defining a quantity to be sold for each of a number of products or assemblies (complex products), an account to which they are being quoted, currency and terms, a Valid Until date, a contact, a shipping provider, and an address - for both bill to and ship to. Each quote consists of one or more product groupings, and each product group may have one or more product, services, or support line items in it, as well as comment lines for clarification. Each group has a name, and a stage, and may also have a group level discount, taxes and shipping cost.

A wide variety of group and line-item level discounts may be defined, and controls exist to manage user access to non-standard pricing and discounts, and to set pricing by margin or markup percentages. If desired, quotes above a certain total value, or with gross margin below a specified percentage, may require approval.

Detailed Invoice Info:

Invoices may be created by converting a Quote to an Invoice, by creating a new Invoice in much the same way as described above for a Quote, or by generating the Invoice from a Sales Order. Invoices include a Due Date, which is automatically calculated using the terms selected. The Invoices list view highlights any overdue invoices, and an Open Invoices Report lets you track all outstanding invoices.   

Quotes, Sales Orders, Invoices, Payments, Purchase Orders and Bills may all be customized by selecting the starting number for each, and by specifying a prefix to be used. For example - specifying a prefix of "TLR11-" and a starting number of 1000 will generate an initial Invoice number of TLR11-1000.

Payments, Receipts & Statements:

• Payments may be received and allocated to one or more invoices for full or partial payment. Receipts may be generated and printed or emailed.

• Account statements may be generated and printed or emailed. These statements may be created individually, or automatically for all accounts with a non-zero balance.

Sales Orders:

• If desired, Sales Orders may be created as an intermediate step between Quotes and Invoices. Packing Slips and Order Confirmations may be produced and emailed as PDFs.

• Each Sales Order may be used to generate one or more Invoices.

Purchase Orders and Outgoing Payments:

• Purchase Orders may be created and automatically emailed to suppliers. The Purchase Orders list view highlights any overdue items, and an Open Purchase Orders Report lets you track all outstanding POs.

• Outgoing Payments may be allocated to one or more Bills. Payment Advice notes may be generated and printed or emailed.