Managing information and its affects on accounting transactions

Gone are the days when customers start their financial automation projects on a modular basis. Now one can find many OTS accounting software's which are within the affordability range of users. Try searching for "erp for small and medium sized companies" and a plethora of search results will appear on your screen. After going through the salient features and the price levels, you are left even more confused, than you were, when you started the search.

Typically, there are two aspects to recording of accounting transactions. One is the debit or credit treatment which will be reflected in the financial accounts of the company. The other is the information aspect, where users want various reports. OTS products do not cater for this information aspect generally unless you are buying the "Pro" versions adding dollars to your costs. 

OliveERP has made an effort to strike a balance, where both aspects are covered. For example, if a customers subscription is going to expire at the month-end, the system will generate an alert at a pre-defined time, say a month before the expiry date, with a list of all such customers. This information may be sent across different stakeholder departments, e.g., Sales Department and Customer Services Department. Both departments while they interact with the customer in that last one months period can remind the customer for renewal of the subscription.

Looking at another example, imagine where the Purchase Department has placed an order for certain items to be used in manufacturing. If the order is delivered on the due date, it will be processed in time, and the manufactured item will be ready for shipment in time too. This information will be used by Accounts Department and an invoice be sent in time and hopefully if everything has gone well, the cash will come in on time again. But, what if the delivery of the order gets late by a week?

OliveERP does all this and much more. We help our customers in fine-tuning the processes which are specific to their companies. Take the example of educational institutions, where generally the processes are quite similar in nature. Despite the similarities in these processes, there are differences in processes e.g., some schools require parents to deposit the monthly fees into a bank. The bank transfers the deposits into the schools account on a daily basis, but this information is reconciled with the school on a weekly basis. Then, there are some schools which require that the fees should be paid in the school's Accounts Office in cash only. In one case the bank becomes the collection agent, and it charges a fee for this service, whereas in the other case the school is the collection agent itself. These are two different processes and OliveERP handles both.

Currently OliveERP caters to customers in Pakistan only.

Converting sales quotations into sales orders is not a problem anymore!

If you are sending out around ten to fifteen invoices per day, things can become truly nerve-wrecking after some time. Imagine, looking up invoice prices for all those items that you want to put on the quotation. Just this one activity can be quite cumbersome not to mention the time it will take a person to dig up this information from customer files.

The sending of a quotation to a customer marks the start of a sales process. This is the correct point in time to document activities related to a customer.

OliveERP, helps you not only to make numerous sales quotations, but to record them n such a way that lets you track them easily. The sales department wants to know how many sales quotes have been issued and to whom, and ofcourse how many of them have been converted into a sales order. Not only OliveERP lists all the pending Sales Quotations, but you can also easily see how many sales quotes are outstanding for each customer.

And when that lucky day arrives, when the customer calls to inform you that the sales quote has been accepted by him, all you need to do is convert that sales quote into a Sales Order on just one click. This information is automatically sent across to the Warehouse Department, where items are packed and shipped to the customer, together with a copy of the GRN, or as some of our customers like to call it, GDN (Goods Dispatch Note). Once goods have been despatched, the customer can be invoiced on a press of a button, as all sales quotations are matched with GRNs by OliveERP automatically.

OliveERP is an Enterprise Resource Planning and Accounting software for the SME sector.