Quotes, Sales Order, and Invoices

Almost daily (as we speak to prospective OneSource customers) we hear comments like "Our business is pretty simple. We buy and sell things and collect money... But we can't seem to find a software program that really makes that simple process...simple!"

Does that sound familiar? If so, we guarantee you'll love the numerous time-saving, common-sense, "real world" features included in the OneSource Sales System used for creating and managing:

Quotations
Estimates
Proposals
Sales Orders (Work Orders)
Jobs, Projects, Service Contracts
Invoices
Credit Memos
Customer Statements
Etc...

A Better Way to Check Price & Availability

Using the Check Price & Availability pop-up form, after selecting a customer and/or an inventory item, you can immediately view:

Qty in stock
Qty on order
Expected shipment arrival date of the item (& # days from today it is)
The retail price of the item
The selected customer's unique price for the item
The selected customer's buying and pricing history for the item

Generate New Quotes, Sales Orders & Invoices With Ease

Auto begin & pre-fill customer info on a Quotation or Sales Order with a single click from the Check Price & Availability pop-up form
Auto begin & pre-fill customer info on a Quotation or Sales Order with a single click from the Customers & Prospects form
Create a new Sales Order or Invoice by converting or duplicating an existing Quotation, Sales Order or Invoice
Create a batch of Invoices from a listing of open Sales Orders with a single click
The ability to create a batch of recurring Sales Orders / Work Orders based on frequency, etc with a single-click

Flexible, Simplified Line Item Entry.

Items are auto filled as they are located in an alphabetized drop down list
Item list can be narrowed down to a list by item category type
Item prices are auto calcuated and inserted, based on selected customer, job, item grouping, etc
Item descriptions are auto filled and can contain 100's of extra lines if desired
Items can be auto shipped/reserved to save time
Add new inventory items to the inventory list on the fly
Assembly Items (sometimes referred to as a "finished good" or inventory "kit") can be auto assembled (with each sub-component being depleted from inventory) and/or "edited" on the fly
Multiple Line Item Templates are available to instantly change the line item display to 1, 2, 3 or 4 lines of detail--per line item (effectively showing or hiding additional fields such as qty previously shipped, qty on back order, supplier, GL account, Job, item cost (fifo/lifo/average), profit margin, item grouping, sort order, etc.)
Quotes can be auto converted into a Sales Order or an Invoice
Multiple invoices can be created with one click--based on the sales orders that have been fulfilled

Extremley Flexible & Automated Customer Pricing.

Each customer used on a Quote, Sales Order or Invoice can have their own Custom Pricing and/or Default Pricing--per item or type of item, based on the following options:
- Retail Price (inserts the Retail Price by default)
- Discount (20% discount, 30% discount, etc)
- Multiplier (.80, .73, etc.)
- Mark-Up (Mark-up 10% above cost, 20% above cost, etc)
- Margin (Create a 10% Margin above cost, 20% above cost, etc)
- Matrix by Qty (If buy 1-5 charge $4.95, if buy 6-10 charge $3.95, etc)
- Matrix by Code (This customer always gets our B price or C price, etc�)
- Matrix by Choice (Displays a pricing matrix to select desired price on the fly)
- Specific ("Special") Price (select a specific price for an item for a customer)
- Unique Custom Pricing Template--Per Customer (Each customer record can have its own Custom Pricing Template based on an combination of any of the pricing types above for an unlimited number of individual items and/or user defined groups of items. The pricing can also include limiting criteria for the price to take effect, such as quantity breaks, special sale prices during a given date range, locked prices that override grouped template prices, prices only good for a particular job, etc)

Automated, One-Click Purchase Orders (PO's)

Suppose you've created a Sales Order that included 5 different non-stock "Special Oder" types of items, from 5 separate MFR's/Suppliers. Using OneSource, you can create (and fax*) 5 separate PO's to 5 separate Suppliers with 1-2 clicks!
Suppose you have 5, 25 or 100 Sales Orders like the Sales Order that include 5 differenent non-stock "Special Order" types of items, from 5 separate MFR's/Suppliers. Using OneSource, you can combine and create a batch of PO's with a single click for all unordered "Special Order" items on Sales Orders with a single click
(Coming Soon) Create a batch of Auto PO's (to replenish inventory stock levels based on Past Sales Trends or Min/Max Level re-orders) PLUS combine all unordered "Special Order" items on all open Sales Orders into the same batch of Auto PO's!
Each auto created PO Numvber will be auto inserted in the Special Order line item that required the PO. Clicking the link to the PO (in the line item) will automatically display the linked PO created for the line item
You can create Drop Ship Special Order PO's as well

Track Costs and Commissions in Real Time.

The COST of each item sold can be automatically entered on each individual line item based on the following costing methods:

(FIFO) "First In First Out"
(LIFO) "Last In First Out"
(Average) Average cost of all items received
Supplier default cost (if no items are currently in inventory to sell)

Add/Edit the cost of each "Special Order" item on the fly
View the gross profit margin and company or salesperson commission for each line or the entire order in real time

Real Time Inventory Tracking.

View the retail price and quantity in stock before selecting an item
View multiple charactoristics about an inventory item selected--on the same screen--including:

Full item description
Picture of the item (if desired)
Quantity in stock
Quantity on order
Quantity on back order
Next expected shipment date
# Days from today the shipment is expected to arrive

Items that are out of stock can be auto Back Ordered (or "over sold", if desired)
Billing and Back-Ordering is automatic. When a Sales Order is converted to an Invoice (with the click of a single button), if one or more items are on Back Order, all shipped items will be automatically converted to an Invoice. The rest of the Back Ordered items are automatically transferred to a new Back Order (with the same Sales Order # followed by a B1, B2, etc)

Get Paid Faster / Reduce Accounts Receivable.

Receive Sales Order or Invoice "deposits" in advance
OneSource auto checks and displays the credit standing of the customer selected in the following two ways:

The customers' credit limit is displayed along with the total outstanding credit available
The total of all past due invoices is displayed, along with the total number of invoices past due and how old the oldest past due is

All outstanding invoices can be immedietely displayed with a single click
Full or partial payments made by check or credit card can be made directly on the Invoice form. The payment history can also be printed on the Invoice.
"Paid" or "Past Due" is printed on Invoices automatically
Batch print a group of Monthly Statments, based on user defined criteria, with only a few clicks
Choose to automatically print all outstanding invoices along with monthly statments
Assess and create a batch of finance charge invoices (based on user criteria, displayed by customer invoice) within seconds

Job Tracking / Activity Tracking / Delivery Scheduling

A job/project can be auto created with little or no data entry required
A job/project can be linked to the order/invoice for job costing
A history of the order can be auto posted in customer activity history
A follow-up call or activity can be auto scheduled (with or without any data entry required)
View a summary of all deliveries, by driver on a single screen
View a "map" of the shipping location with a single click (using auto integration to MapQuest)
Create a detailed list of all driving directions (street by street, turn by turn) for all deliveries for a range of time, complete with automated sorting based on user defined parameters, such as shortest route by time, shortest route by milage, shortest route based on traffic, etc (using OneSource auto integration to MapPoint*)

Contact Management

With a single click on an open Quote, Sales Order or Invoice "Bill To" or "Ship To" customer address you can view:

All customer contact names
All customer calls, meetings, deliveries, letters, e-mails, faxes, etc
All customer Jobs, Projects, Service Contracts
All customer mmary of all Quotes, Sales Orders, Invoices, Invoice Line Items, Invoice Payments
All customer Pricing Defaults and Custom Pricing Template(s).
All customer and contact notes
All customer delivery route info

Automatically add new customer Bill To or Ship To records on the fly (based on user defined rights)
Immeditely link a "Bill To" type of customer to one or more unique "Ship To" customers.

Printed Forms & Reports

Customize the look and design of the printed Quotes, Sales Orders & Invoices 100% to your preference, including the ability to easily adding your own logo
Simulteneously print up to 4 separate forms/reports at once. For example, you may want to automatically print: 2-Sales Orders, 1-Picking Ticket, 3 Packing Slips, and a Thank You note all at once
Using the Report Selection Screen, choose from over 50 sales reports, including reports that display total sales by customer, item, date range, unshipped items, best to worst by invoice # or customer--sorted by gross profit or total sales volume, etc...

* Requires an inexpensive 3rd party software application that integrates seamlessly with OneSource.

For more information on the automated Quotes, Sales Orders & Invoices features in OneSource, please contact a sales or customer service representative at OneSource Software Solutions at (866) 204-4997.