Betolink Enterprise Main Features
SALES MANAGEMENT
• Creation of offers for potential or existing customers by rapidly registering their requirements and automatically receiving a suggestion by the system based on the certified mix designs. Potential customers are registered on the database but remain inactive until the offer is accepted.
• Price lists, discounting policies and historical data from previous offers for the same customer are readily available to determine the offer prices.
• Easily fill-in the parametrically calculated added charges (e.g. transportation zones, pumping, additives) as well as the company’s special sales terms and conditions (payment methods, etc.) into each offer.
• Quickly format and print your offers using Microsoft® Word Templates
• Ability to maintain revisions as well as incorporate comments regarding the reason for rejection by the Customer
• After acceptance of the offer by the customer, it is automatically converted into a contract, can be printed in hard copy and signed contract can be archived in digital format. The client is converted into active (if new) and all factories are automatically updated to be able to receive daily orders for that customer.
• The concrete qualities that the company will produce and deliver to the Customer / Job, cannot be different from those of the contract as they are locked with the company's corresponding recipes used on the batching plants.
• Definition of tracking indicators for the specific project / customer such as credit limit, open account limit, etc., as well as the price validity period. The contract allocates the budget amounts of the project so that the company is constantly aware of the outstanding balance.
• Ability to define on the contract the invoicing method of the customer, for example by project, by date, by delivery note etc.
• Automated processes of updating the price lists with grouping options for certain client groups or contracts, product groups, starting and expiring date of updated prices.
MIX DESIGN MANAGEMENT
• Fully supports Mix Design management according to the latest requirements of the European Concrete Technology Regulations EN206-1 provided. Ability to manage multiple production recipes per Customer / Factory / Concrete strength.
• Keep log files of each mix design’s modifications while automatic versioning is created.
• Cost analysis per mix design / order / costing period.
• Whenever the Betolink® Laboratory software is used on the company’s laboratory, the mix designs are handled by the quality control department. Each new recipe or any modification to the existing one is made by the quality manager. At the same time the other circuits such as the Betolink® Enterprise and Betolink® Pro are updated in real-time.
ORDER MANAGEMENT AND DAILY SCHEDULING
• Registration of each daily order with the requested date and time of delivery, quantity for each concrete category provided by the particular contract, use of pump or not, requested delivery rate.
• On-line customers credit control and depending on the policy of the company, the system may prohibit or not to receive new orders.
• The orders are scheduled from which factory they will be executed and the daily program is send to each factory either on or off-line.
• The dispatcher can enter important instructions for the plant’s operator of each factory (ex. directions for easily accessing the Job, delivery rate, etc.). He also registers the number of samples that must be taken at the plant for internal quality control purpose or according to local legislation.
INVOICING
• Invoicing is a very simple and quick process. It becomes completely automated and without any possibility of omissions, unintentional mistakes or prices changing of those defined in the contract. All registered vouchers (mainly Delivery Notes) issued by the Factories are automatically inputted into the system on the next working day and only 3 simple steps required until the invoicing is completed:
• Step 1: Automatic coupling of the delivery notes with the contracts or the price lists. Except for the exceptions that may exist, the system approves all other vouchers for the next processing step. Vouchers that are not approved remain in a standby state until further actions are taken.
• Step 2: The invoices are automatically generated and approved. The system automatically calculates the prices of the items as well as any additional charges agreed upon in terms of contract, such as pumping, additives used on site, mileage compensation or any other surcharges such as incomplete loads and purring delays due to customer’s responsibility.
• Step 3: Printing and sending. All invoices can be printed sequentially (one after the other) with a single command. Invoices can be sent electronically via the system or by post with the ability of automatically printing stickers for the envelopes.
• Selectable invoice printing mode:
• A. Detailed printing that includes each Delivery note with the delivered quantity and the total invoice value.
• B. Summary printing of the total delivered quantity by each strength category as well as the rest surcharges. The corresponding Delivery Notes number are referenced at the end of the printout.
• A single invoice can be issued to the customer, regardless of whether the Delivery Notes were issued by different factories of the company.
• Automated procedures for dealing with and resolving all extraordinary cases, such as:
• - Change of route and place of delivery after mixer truck leaving factory.
• - Change of pump on site.
• - Invoicing of handwritten Delivery Notes
• - Loading and billing (upon supervisor’s approval) to a non-contract customer
• When the Betolink® GPMATIS 2 has been integrated in to the system, the actual values of additives quantities used on site can be automatically recorded and charged in the invoice.
CREDIT CONTROL AND COLLECTIONS MANAGEMENT
he Betolink® Enterprise software has the right tools necessary to manage the customer credit and company cash flow effectively. It also handles payments, taxes, owed expenses or unassigned payments.
• During orders entry, the system checks whether or not the customer has failed their credit check. This is done by checking to see if the given customer’s total open orders plus outstanding receivables exceed their available credit limit and by checking to see if their accounts receivable aging has caused an exception based on specific parameters.
• Ability to check customer’s credit in three levels:
• a) In total for all his projects.
• b) Separately for each project (interest when the overall image of the customer is good but may a specific project exceed its available credit limit.
• c) In respect of the Master Payer which can be a different entity. The system checks in real time when a multi-customer Master Payer has exceeded its credit or open account limits.
• From a collections management perspective, the system provides easy functionality to monitor and manage the accounts receivable collections process. The system evaluates outstanding receivables by customer to see what items have aged to past due plus a grace period, and the system automatically generates a series of daily collection reports so the person making the collection would not have to do so manually.
• Real-time Aging monitoring per Customer / Project / Master Payer.
• Possibility to share a collection, either cash or check, or a combination of both in different projects.
• Easy discount management in case of additional agreements.
• Automatically generates mass remainder letters regarding late accounts receivable. These can be send in electronic or in printed form, along with the invoices.
PROCUREMENT
• The Betolink® Enterprise software offers numerous capabilities to the Procurement Department, so that all necessary operations are performed quickly and easily, minimizing errors by avoiding duplicate entries.
• Quick entry of any kind vouchers and possibility of on-line or post-date creation of General Ledger entries.
• Automatic cost allocation when registering the purchase voucher at specific Cost Centers and linking to General Ledger.
• Easily check open or pending items.
• Special circuit for registering purchase vouchers of aggregates-cement, with the option to rapidly register multiple delivery notes from the suppliers and simultaneous updating of the raw materials warehouses.
• When the Betolink® Weighing Station software has been integrated on the factory, the Accounting Department is automatically updated for the deliveries of raw materials without the need to double-register the vouchers. Each delivery is weighed on the weighbridge and the supplier’s data are registered at the same time (Delivery Note Nr., item, quantity), thus exempting the Accounting Department from this task.
• Ability to track orders to vendors and automatically convert orders into purchase vouchers.
INVENTORY MANAGEMENT
The Betolink® Enterprise Warehouse Management System is a powerful tool for RMC industries to manage the storage and the movement of inventory. The system tracks the movement of every stock item of each company’s factory such the raw materials received and consumed in the production of concrete. Thus, the inventory of each factory and of the company as a whole are always up-to-date in real-time.
• The actual quantities consumed by the plants are automatically uploaded through Betolink® Pro.
• Automatic updating of inventory for intra-moving materials from one factory to another.
• Incoming Raw material weights, as recorded by the weighbridge, automatically update the stock inventory.
• Plenty of statistics and printable templates such as journals, balances, storage, production and costing daybooks, traffic speed, etc. are available.
GENERAL LEDGER
General Chart of Accounts Management
The account form can be parameterized in many different levels, with the option to develop each category differently after the second grade of its identification code.
On-line displaying of Credit, Debit and Balance on the account indexes.
The Analytical Accounting information models are defined (Analytical Account / Reversed Account) with alternative partition scenarios (Total value, percentages).
Articles Management
Generation of template articles for fast filling-in.
Checking whether the articles are balanced when saving.
Locking articles when they have been finalized for a certain time period.
Creation of Analytical Accounting articles during the finalization of the General Accounting article, when the account has been selected for cost center updates.
Connecting & On-line displaying the vouchers from which the accounting articles have emerged by Betolink® Enterprise’s sub modules (Sales, Purchases, Revenues, Etc.).
General Tasks – Period Closure
All Resulting accounts are assembled on the General Use category.
The balances can be moved onto the new period by the user, either as a whole or in lots.
Finalization of articles per calendar / time period.
A periodic statement of V.A.T. is calculated and printed.
The Balances are inserted and consolidated.
Articles can be inserted from a third-party ASCII archive.
Reports
The General Accounting circuit includes all Tax Code reports (General Ledger, General Balance Sheet – Analytical Ledger, etc.) in Dot Matrix or A4 Laser form. All printing data is also available in electronic form (ex. Excel, Word) for further processing.
Analytical Ledger
It is possible to register cost center accounts and parameterize them for generating General Accounting articles with different scenarios.
Generation of automatic partition types for generating articles for the Accounting Group (6) of the General Ledger.
The user sets partition percentages or custom value for each account on the corresponding open costing centers.
The Analytical Ledger is being synchronized with the General Ledger in predefined time periods (Pricing Periods).
Prediction articles are generated
Automatically generates articles up to the final analysis level (Distribution and Reallocation of the accounts).
Automatic process of negating part or all of the articles generated.
Costs
Exact cost calculation per material / product category.
Automatic cost calculation of the product transportations between plants.
Credit management with different ways of partying their value
The cost can be calculated by using the Average Value, the Last In First Out (LIFO) or the First In First Out (FIFO) method.
The Analytical Ledger articles are generated automatically by taking into account the raw materials cost / General Industrial Expenses / Direct Labor.
Production and Pricing Book – Technical Features.
Monthly overview of the Inventory Book – Analytical Ledger
MIS INFORMATION SYSTEM
The software comes with a large number of information and statistical reports, in order to allow managers to take informed decisions. For all reports, previews are possible on the screen to avoid unnecessary prints. To help users find quickly their favorite reports, it is possible to define a custom report name except the standard one used by our software.
Ability to create easily additional journals incorporating all registered transactions in the system.
Quickly process and display even the most complex reports through specific algorithms that process the data in the background without affecting the system’s operating speed.
Ability to use an external program (e.g. Crystal Report Generator, Click View, etc.) to create any additional report that may not be included in the standard software.
Companies with high level IT department can also have access to all data stored in our MS SQL database.
INTERNAL AUDITING
Internal Selective Recording routine of Input - Deletion - Modification made in critical subsystems per user and per field.
Quick and safe management of the recorded tracks with selective display of changes caused by field and per user.
It is possible to track all changes of a record by displaying the user, the date as well as the changed values (previous - current).
CONNECTION WITH THE SAP®
For the connection with the SAP® ERP software, PROTEM GROUP has developed and delivered an added plug-in software called Betolink® PI, which acts as a connective hoop with the Betolink® ERP suit software.
The Betolink® PI has been designed by using Java / SQL and supports three types of communication with the SAP:
Via SQL ZTABLES
Via XML files
With the use of SOAP Calls via WSDLs.
Betolink® PI is a flexible platform of communication between two systems and is capable of fully managing and displaying not only the information flowing between the systems but also the possible errors that may occur. The final parameterization is performed by PROTEM’s technicians and in accordance with the client’s specifications
