The setup process allows your business and Stone Profit Systems to merge to create a seamless business process. The flexibility offered by the system options is unmatched and can be a great asset in bringing your company to the next level.
Change various system parameters to match the system's operation with way you run your company. The system allows you to specify business processes, day to day language, currency, and more.
Customize dropdown options in the system such as customer types, product types, categories, sales reps/employees, etc.
Setup units of measurement and picking units for each of your product lines. Also compose multiple currencies for all sale and purchase transactions.
Record delivery zones, routes, trucks, methods, and shipping carriers to set up the delivery module for easy delivery scheduling down the road.
Keep you warehouse(s) in sync with your system. Enter your warehouse bin number locations, or A-frame numbers to make it easy to locate merchandise.
Observe Marketing Patterns
How did you hear about us? Setup specific answers and questions so that you can evaluate which marketing strategies are reaching your customers.
Setup all your accounting properties including chart of accounts, payment terms, payment methods, etc.
Sales Tax Setup
Keep your sales tax organized by setting up the tax items, codes, and authorities. This will allow the system to calculate the sales tax effortlessly.
Letters and Communication
Communication with the people you do business with is essential. In this setup you can edit the text for letters such as: hold notifications, fabricator letters, and more.
Policies and legal Statements
Customize the disclaimers and statements on various documents such as: delivery orders, bills of lading, sale orders, transfer policies, return policies, etc.
One or Many
Stone Profit Systems can be setup to manage one or many locations. It's simple to track the progress of all your locations from one system.
We have built in the ability to manage and control multiple locations including: warehouses, showrooms, shops, factories, and more.
Set a parent location for each customer to better manage the customer service and accounts receivables. A customer can also be set to be serviced by more than one location.
Create and manage inventory transfers from one location to another without a hassle.
Users can be set to have access to the business transaction data of a specific location or all the locations.
User Security and Privileges
Not only is the system password protected for all your users, but it also offers internal security by limiting access to some users and granting permissions to others. This will help keep everyone on task and in the right place.
Sort system users into user groups based on their access privileges and job description. Access can be restricted or granted to view information, edit information, and/or perform specific functionalities.
Setup and reset passwords for each user. Character requirements or count restrictions can also be setup.
Track every user's login session time and the IP address of the computer from where the user logged on.
Allocate more than 200 user access privileges to view or make changes to various information throughout the system.
Customers come with a great deal of information that needs to be stored and accessible. With Stone Profit's customer management it's easy to access, edit, and add information for each and every customer.
Group customers based on their mode of operation: Fabricator, Homeowner, Designer, etc.
Manage a prospective customer database separately from active customers for marketing purposes.
Change customers' status from active to inactive if you no longer do business with them. This will keep older records while preventing new transactions.
Maintain internal notes and common delivery instructions for each active customer.
Multiple Shipping Addresses
Enter and manage multiple shipping addresses for each customer.
Set and manage credit limits for each customer. If a customer exceeds the limit the next transaction will not go through without additional approval.
Upload and manage documents such as contracts and tax forms for each customer.
If customers have an overdue account or are difficult to do business with, they can be locked from future sale transactions.
Create alerts for customers with overdue accounts so sales personnel are alerted when entering customer transactions.
Manage your customers' tax ID, tax exempt ID, and/or resale ID information.
Ability to apply finance charges to overdue accounts.
Mandate purchase order requirements for specific customers.
Print a report that shows the materials on hold per customer. This will allow you to analyze each customer’s holds to sales ratio.
Stone Profit Systems allows you to manage and catalog an itemized list of all the products that you offer. Keep track of images, countries of origin, colors, alternate names, and more.
Search products by product name, SKU/product code, alternate name, color of material, country of origin, product group, etc.
Catalogue Product Pictures
Store multiple pictures for each item in your product list. The images can be generic color pictures as well as installed examples.
Enter all alternate names for each products. The product search will allow you to search by the product's name and all of its alternates.
Base Colors & Country of origin
To create a detailed library of product specify the colors of each product, as well as the country of origin.
Manage safety stock levels and reorder quantities by number of slabs and by square footage/units of measure of the product. Never be short of a popular item again.
Size and Weight
Manage information on the size and weight for each unit.
Define specific picking units e.g., Number of Tile per box or sqft per Box.
Define up to 6 selling price levels for each product.
Customer Specific Special Pricing
Each customer can be given an exact price for every product which overrides the default price level.
Define a preferred supplier for this product.
From the chart of accounts, assign the default accounts affected during various transactions on the product.
Manage the supplier pricing for each product where the FOB prices and landed costs per supplier are defined.
Upload and manage attachments per product such as material specification sheets.
Stone Profit Systems, unlike any other inventory management system, tracks information at the slab/item level. You can store the size/square foot and take note of allowances for each slab in your warehouse; granting exact adjusted prices automatically.
Search inventory by product name, SKU/product code, alternate name, lot number, supplier reference, bundle number, bar-code ID, etc.
Bin Number Search
Search products based on the bin number or the A-frame number that corresponds with the location in the warehouse.
Selections for Transactions
Select and group inventory in a virtual cart for various transactions such as update bin numbers, sale orders, holds, quotes, transfers, etc.
Reconcile inventory by using the bar-code module for automatic cycle counting.
Adjust inventory for broken, sold, or unwanted slabs or products. You can write off, revalue, reclassify, or split inventory.
Our inventory management combined with bar-code labels and scanners, can make the daunting task of managing a warehouse full individually unique products almost effortless.
Real Time Scan
Using the bar-code module, or a Bluetooth scanner paired with a tablet you can scan the inventory bar-codes and create any transaction or perform reconciliation live.
A great tool for inventory reconciliation, a batch scanner will allow you to scan all of the slabs/products at once, and process them in the system by uploading the scans from the scanner to a computer when finished scanning.
Works with various barcode Symbologies such as Code39, Code 39 Extended, Code 128, etc.
Label formats can be setup for different product types, and the information shown on each label can be customized.
Perform cycle counts by bin number or product. Our cycle count tool can make the the periodic checks easier.
Inventory reconciliation sessions can be made so all the inventory can be scanned by multiple bar-code scanning teams allowing them to combine their work and resulting in a report of missing products/slabs.
Quotations and Estimates
Save time and omission errors during the quotation process by customizing your own packages for frequently fabricated jobs, a standard feature with the fabrication module!
Quotes/Estimates can be entered into the system so that a formal quotation can be submitted to the customer; print, email or fax directly from the system. The format and language on the quote can be customized using the system setup.
Quote Followup & Reminder Letters
Once you’ve followed-up with a customer, record the note to update the quote's status, and quickly send out reminder letters to your customers with the quote details.
Conversion reports can be produced to review the number of quotes converting into jobs and the average number of days it is taking to convert a quote into a job. Also reports can be filtered by each sales rep or each location.
Attachments such as DXF files or other scanned documents can be attached to each of the quotes
Quote page has quick access to supplier pricing so that various supplier pricing options can be explored before any pricing is given to the customer.
Quote page has quick access to inventory that is either available, in stock, or in transit to review before any pricing is given.
Quotes can revised to generate a copy of the existing quote with minor modifications such as prices or product depending on customer requirements. Revisions can also be used to show customers their options and the price associated with each.
Total Measurement Calculator
An easy to use calculator that calculates the total square footage based on the dimensions entered for various kitchen and bathroom countertop shapes. It will also calculate linear footage for edges.
Create sale orders to track orders made by your customers. Specify the customer's exact information and attach products and inventory to the order. Directly create a sale if you have the inventory, or create a PO from the sale order that will insure the right product is ordered.
As sales orders are made the system automatically calculates the quantity you need to order/reorder, if any, to fulfill the sale order.
Print Various SO Documents
Each sale order generates various customizable documents that can be printed, emailed, or faxed directly from the system.
Receive a deposit on a hold or sale order from the customer as an advance or commitment to the product.
While creating a sale order you have the ability to process non-inventory special orders where the product is ordered only after receiving an order from the customer.
Job Creation, Scheduling, and Installations
Create a job directly, or from an existing quote. After creation you can allocate inventory and start scheduling tasks such as tempalting, cutting, edging, installation, and more.
Print out legal contracts for the confirmed job to give to your customers. The language on the contracts can be setup with various options to print out based on the types of customers as well as the details you would like to show.
Print job tickets to show your shop employees the detail of the job; each ticket is barcoded to update the system quickly on the status of the job.
Deposits on tickets
Take deposits on a job contract and update the customer on their current balance.
Waste Factor Management
Ability to enter the waste factor percentage and get the waste cost added to the job cost.
Enter Left L, Right L, Rectangle and Round Remnants back into the system and print barcode labels for the dimensions; plus upload pictures of the remnants.
Reports such as: Job Costing report; Quote to Job Conversion reports; and Conversion reports by Sales Rep help you stay on top of your business.
Schedule a resource, machine, truck or a template/install team to a job on a particular date or time. Limits can be setup for each team or truck as well so you never overbook.
Field Calendar and Shop Calendar
Two calendars are setup depending on the type of task needed for the job. The field calendar to show all your template and install appointments and the shop calendar for tasks such as digitizing, cutting, CNC machine work, polishing etc.
The job costing report calculates the material cost and labor cost, thus showing the profit margin or each individual job.
Keep your warehouse in stock with the products you need. Stone Profit Systems generates reports to let you know what you need and how much! It remembers past orders and the best supplier prices so you don't have to.
Create purchase orders in reference to bundles as well as square footage. You also have the ability to generate multiple supplier invoices/packing lists from one PO, and attach various documents for record keeping.
Purchase Packing List
Enter supplier packing list information such as: material included, number of slabs, lot numbers, bundle numbers, and slab sizes.
Lot Specific Information
Record lot specific information including supplier reference, lot number, block number, bundle number, allowance, and slab notes, etc. to keep your slabs organized by color and patterns.
Print bar-codes for all the material in a container, and attach the bar-codes to the slabs as you receive them into your inventory.
Stone Profit Systems has its own accounting module, making it easy on everyone by having everything in one place. Manage both accounts receivable and payable, along with your general ledger and financial statements. We have the tools to keep you on top of your finances.
Double entry general ledger system accounting defaults can be setup for various journals made during transactions.
Accounts Receivable Management
View AR detail reports, AR summary, and AR flowchart showing all the different steps of the AR cycle from selections to holds/SOs to deliveries to invoices.
Accounts Payable Management
View AP detail reports, AP summary and AP flowchart showing all the different steps of the AP cycle from POs to inventory receipts to receiving inventory to inventory transactions.
General Journal Entries
Enter journal entries by selecting accounts from your chart of accounts and specifying the debits and credits. This tool will help you stay up to date in your general journal.
Reverse Entries and Periodic Journals
Ability to reverse a previously entered journal entry as well as periodic journals where a duplicate journal entry is made.
Non Inventory Vendor Management
Manage your non-inventory vendors, entry of utility/vendor bills, and payment of those bills.
Customer Payments and Deposits
Have the ability to manage deposits and payments received from customers and to split payments for the customer to pay in increments.
Payments & Checks
Make payments to inventory suppliers, non-inventory vendors, and customers; also apply payments to inventory purchases, bills and customer credit memos. The system can print checks in various check formats.
Make sure the system is in sync with your bank statements by selecting the cleared payments with the bank reconciliation tools.
Reports and Analysis
Get specific information about your company that you need in seconds. Stone Profit Systems generates numerous reports that can help you in making informed decisions about your day to day activities.
View sales reports, customer profitability reports, top customers by sales value, export a customer list to excel, batch print customer statements, etc.
Inventory valuation report, inventory aging analysis report, fast moving products, reorder quantity reports, etc.
Accounts receivable reports, accounts payable reports, bank reconciliation reports, GL trail balance, sales tax reports, etc.
Purchases in transit, purchase history, accrued freight variance, etc.
Balance sheet, income statement, cash flow statements, etc.
Sales by sales rep. report, sales summary report, sales profitability report, sales commission report, etc.