Distribution Management System – Equipment
DMS3 is a sophisticated, yet user-friendly software package specifically designed to automate all aspects of business operations for: Equipment Distribution and Warranty Repair.
DMS3 will run on a variety of Technologies.
DMS3 is fully integrates with Accounting and Decision Support applications that are leaders in sophistication and flexibility. It is also tightly integrated with WOMS, to allow for the maintenance of Repair Work Orders related to warranty repair and parts inventory. Refer to WOMS3 for a complete description of system functionality. Together, these two products provide the administrative and operational support facilities needed to manage small to very large multi-national distribution businesses. These systems cater to quite large part inventories, 22 digit part codes, multiple part coding references, multiple part code replacement options, purchase to order, direct purchase to work order, sales invoicing, work order invoicing, extensive accounting interfaces and many other architectural design features specific to this particular business area. DSR offers an alternative to very expensive ERP systems, by providing a comprehensive product suite that will require minimum or no customization.
The system architecture provides for the introduction of a knowledge based management process which has been developed after years of experience in the automation of distribution environments. By transferring the administrative process control to an automated system, DMS3 users will experience an exceptional productivity increase, reduce the learning curve and costs resulting from staff turnover and be able to focus management attention to outside market trends and overall direction of their business.
DMS3 system components are inter-related to eliminate the redundant use of man-power and to establish a high level of management control that will ensure that management operating style is fully observed. All system options are distributed to the various operating areas and can be used by non-technical end users as a normal administrative support tool, that soon becomes an inherent part of each user’s contribution to the centrally controlled system.
DMS3 was designed to automate operational areas related to Order Processing, Billing, Inventory Management and Accounting and its architecture extends far beyond into advanced decision support capabilities that companies now find essential to respond to a dynamic operating environment.
QUOTE PROCESSING and INQUIRY SUB-SYSTEM
This sub-system contains various on-line programs designed to allow for immediate access to critical information, as follows:
Quote Processing and Inventory Inquiry
Interactive inventory inquiry
Displays PO status for selected parts
Displays quantity on-hand, allocated, scheduled and back ordered
Displays most recent quotes
Allows for the ENTRY/UPDATE/INQUIRY of quotes information
Quote Inquiry by CUSTOMER/PART#/REFERENCE#
Purchase Order Status Inquiry
Displays open purchase orders for selected parts
Displays multiple receipts schedules per purchase order
Displays PO active details (received/returned) per schedule
Source Find Inquiry
Displays vendors that can provide a selected part
Displays a user specified special source
Sales History Inquiry
Displays all sales details for a selected part
Shows most current sales first
Shows price/quantity, purchase order and dates
Customer Master Inquiry
Allows for the inquiry into the customer database
Allows inquiry by customer number
Allows for alphabetical name search
Sales Order Activity Inquiry
Allows search by Sales Order#,Bill to#,Ship to#,Part#
Displays open and closed orders
Displays backorders
Displays credit memos
Allows for full review of entire order details
ORDER PROCESSING SUB-SYSTEM
Provides for the Interactive Entry/Update/Delete/Inquiry of Order Information
Allows for automatic or manual assignment of order numbers
Provides on-line error detection and correction
Allows for automatic pricing with user controlled override option
Allows multiple line items input per screen
Performs immediate inventory allocation
Performs credit limit checks with password controlled override option
Allows for customer name search during order entry
Tracks sales commission percentages at line item level
Tracks discount percentages at the line item level
Allows for unlimited comment lines
Allows for standard comments associated with the customer
Allows on demand generation of Shippers/Invoices/Credit Memos
BILLING PROCESSING SUB-SYSTEM
Provides for the initial input and subsequent update of billing information
Allows for full or partial shipment of orders
Provides password security for credit memo approval
Allows for credit memos to be automatically applied to a given invoice to reduce Accounts Receivable maintenance
Allows for on-demand invoice generation
Automatically generates new backorder numbers and establishes the cross-reference between orders
Automatically computes backorder quantities
Maintains system integrity security checks by managing the value of the order’s database and reporting fluctuations resulting from new orders (+) shipments (-) and interactive order maintenance (+or-) and reporting all activity on daily management reports.
REPORTS
Standard reports generated by DMS3 are assembled, for easy selection, into daily, weekly, monthly, quarterly and yearly menus. From these menus users may elect to print “ALL” or selected reports. The following reports are available:
Daily Order Summary
This report shows all daily orders entered after the last billing cycle and is used for optional verification of total order values prior to each billing cycle.
Daily Order Entry Verification
This report shows all order detail information for open orders entered after the last nightly process.
Credit Memo and Direct Bill Verification
This report shows all credit memos and direct bills that have not yet been password approved.
Order/Billing Edit Verification
This report shows all orders identified as “to be billed”.
GENERAL MANAGEMENT REPORTS
Daily Invoice Register
Month-to-Date Invoice Summary
Daily Backlog Report by Location and Item Number
Daily Sales Journal by Area/Territory/Salesperson
Daily Backlog Aging Report by Location/Category
Daily Sales Status by Customer Type
Daily Sales Status by Major Product Group
Quote Analysis
Inventory Management
Purchase Order Follow-up
SALES ANALYSIS SUB-SYSTEM
DMS3 provides up-to-date information reflecting sales activity data resulting from the daily billing process. To assist with the efficient management of sales performance and overall Decision Support, a large selection of reports reflecting daily, weekly, monthly, quarterly and/or yearly history, can be requested on demand. Daily activity reports, also known as Daily Management Summary reports, are automatically produced by the system for routing to management staff members.
Sample Reports
Sales by Area/Territory/Salesperson
Sales by State
Sales by Customer Group/Type
Sales by Product Group
Sales by Item#
Daily Backlog Management
Daily Backlog Aging (cash flow study)
INVENTORY MANAGEMENT SYSTEM
DMS3 is fully integrated with DSR’s Inventory Management System, a cell structured database management system developed as a specialised tool for inventory management purposes. IMS provides an enormous level of flexibility on both the overall data management and inventory reporting by giving the user the ability to expand the system capabilities and respond to unforeseen requirements without costly programming.
IMS FEATURES
Allows for the definition of input transaction formats and “posting” instructions by end-users, without the need for programming.
Allows for the definition of up to 99 report formats containing up to 13 columns of information that can be selected from the IMS database reflecting activity for a selected month or year.
Allows for the definition of mathematical computation formulas.
Allows for the definition of transaction formats that use the IMS database as both input and outputs therefore giving the authorised user the ability to perform system maintenance without conventional programming.
Allows for multiple closings of a given inventory month or year.
DSSI – DECISION SUPPORT SYSTEM
DSSI is a cell structure Data Warehouse and Analysis System designed to allow for the tracking of historic information and provide management with Advanced Decision Support capability and to extend the Sales Analysis capabilities of DMS3 to a virtually unlimited level.
DMS3 contains the automatic interfaces required to maintain a Sales Analysis Database within DSS-I to reflect all “ACTUAL” sales and cost activity. Users may define hundreds of statistical reports by defining data extraction and report layout instructions without conventional programming. In addition to having access to the “ACTUAL” histories, users can also define and maintain parallel databases containing sales forecasts at multiple levels (area, salesperson, products etc.) and integrate this information to produce statistical reports to monitor sales performance, at a more sophisticated level. Reports can be produced at multiple levels of consolidation, with unlimited key selections (customer, products etc.) and can contain up to 20 columns of extracted or computed information.
Optional Interfaces to Following Sub-Systems: