BAS Trade Management

Terms of work with clients

To register the standard conditions of sale applicable to the segment of partners (wholesale customers, distributors, chain stores, etc.), standard agreements with customers are provided, the use of which will allow to establish:

• price conditions (prices and discounts)
• financial conditions (currency, schedule, form of payment, payment procedure)
• logistic conditions (composition of shipment, delivery time);
• other (organization, taxation, customer segment, nomenclature segment and other conditions).

The model agreement is suitable for working with an unlimited number of customers.

It is possible to form various standard agreements if the conditions for the sale of different groups of goods (nomenclature segments) differ. The main task of fixing the conditions of sale in a transaction is the automatic control of their compliance with the sale of goods.

For those customers with whom work is carried out on special conditions, you can set individual conditions of sale. Individual sales conditions are recorded using an individual transaction for a particular customer. An individual agreement can be formed on the basis of data from a standard agreement with a client. An individual agreement can clarify the terms of a model agreement. For example, the organization, counterparty, composition, schedule of payment may be indicated if they are not defined in the standard conditions of sale.

An applied solution monitors compliance with the sale rules: a sale with a deviation from the established rules can only be carried out after additional approval by the head or other responsible persons. Coordination of transactions is carried out using the business process “Coordination of transactions with customers”.

To display the data of a specific legal document, it is possible to conduct contracts with clients. Accounting under contracts can be maintained in any case, regardless of whether or not agreements are used to register sales rules at the enterprise. The contract is concluded between the specific organization of the enterprise and the organization of a third-party enterprise (counterparty).

pricing

Applied solution allows you to determine the different types of prices of goods. For each type of price, the currency of the price, calculation rules, rounding method and other characteristics are determined.

For each type of price, its own calculation rules (method of setting prices) are determined.

It is possible to assign price calculation algorithms:

• based on data stored in the infobase;
• in the form of arbitrary formulas.

Pricing rules can be detailed to price groups of goods. For each price group of goods, a different calculation formula can be set. You can use the formula constructor to create calculation formulas.

Pricing based on data from an information base provides various possibilities. For example, you can get data on the minimum market price based on registered data on the prices of competitors and suppliers.

Terms for discounts (extra charges)

It is possible to assign manual and automatic discounts (margins). Discounts (margins) can be applied both in wholesale and retail trade.

Discount (mark-up) can be assigned:

• to a specific client in accordance with the terms of sale (in the case of an individual transaction with the client) or a group of clients in accordance with the terms of the sale (in the case of a standard agreement with clients);
• on a certain type of loyalty card presented by a client;
• in case of registration of sales from a specific staff (store).

The purpose of both percentage and total discounts (margins), as well as the provision of bonus discounts (gifts, discounts to quantity). The quantity discount is applied if the same product is provided as a bonus (gift). A gift is applied if, when buying a certain amount of goods from a certain segment, it is necessary to provide a different product as a gift. The discount (mark-up) can be assigned on a specific segment of the item, on any item from the list. The percentage and amount of the discount can be specified for each price group.

The application solution provides various standard schemes for the conditions for the provision of discounts (margins) (for a one-time sales volume, for a form of payment, for a sale, etc.). Discounts (margins) can be combined into groups, for each of which the rule for the general application of discounts (margins) within a group is determined. There are various options for the joint use of discounts (margins):

• Minimum – in case of joint action of discounts (margins) in one group, a discount with a minimum value will be selected;
• Maximum – in case of joint action of discounts (margins) in one group, the discount with the maximum value will be selected;
• Addition – in case of joint action of discounts (margins) in one group, discounts (margins) will be added, that is, a discount (margin) will be applied equal to the sum of discounts or margins;
• Multiplications – in case of joint action of discounts (margins) in one group, discounts (margins) will be applied sequentially;
• crowding out – in case of joint action of discounts (margins) in one group, only the discount will take effect, which has the highest priority in the group.

Valid manual discounts for sales may be limited. Limitations can be defined for specific managers (users) or for specific customers (in agreements on sales conditions). The restriction of manual discounts (margins) can be detailed to price groups.

It is possible to download new discounts (margins) with arbitrary terms of use, using external additional processing.

Automation of the business process of sale

To increase the efficiency of “long” sales, the system provides the ability to automate the entire process of managing the agreement. The steps of the business process are supported, starting from the moment the proposal is agreed on the basis of the customer’s primary interest in the agreement drawn up with him, continuing to formulate a proposal, agree on the cost, schedule of payments and deliveries, enter into an agreement to secure the transaction with goods, and ending with the control of fulfillment of the obligation ” payment and shipping obligations.

In addition, a simplified sales process control mode with manual stage movement has been implemented. Various types of processes are allowed, with different composition of stages. They support the storage of supporting documents – regulations, instructions, document templates and other materials needed during the life cycle of the process. All sales (transactions) processes are registered in the system. They combine into a single whole all the information accumulated in the system during the preparation and execution of the sale: e-mail, information about calls, meetings, ordering, invoices, invoices, additional files and the like. This helps to organize the work of sales managers as conveniently as possible.

Using regulated sales processes allows you to manage the quality of customer service, quickly receive information:

• terms of processing operations at the stages of sales processes;
• bottlenecks of processes (the number of losses and lost potential at the stages)
• probabilistic cash flow forecast;
• graphical (in the form of a “sales funnel” diagram) presentation of the state of sales processes;
• detailed status of the processes: the number of transactions (in the work, won and lost) and potential by the stages of the sales processes;
• deviations from average values ​​by managers, partners and types of transactions.

Based on the statistics of transactions, you can assess the likelihood of their successful implementation. So, the system automates and supports not only the implementation stage, but also sales preparation.

The system allows you to analyze the degree of satisfaction of primary customer demand. All these features make it possible to improve the work of the sales department.

Commercial offers

Commercial offers allow you to record the history of negotiations with the client to determine the composition and conditions of sales.

• The manager forms a commercial offer. A commercial offer can be formed in the formats .doc (Microsoft Word), .odt (OpenOffice), * .mxl;
• The manager sends the quotation to the client;
• The client sends a response, is recorded in the form of a commercial offer, entered on the basis of the original commercial offer;
• According to the results of the agreement, the manager indicates those positions for which conditions have been agreed with the client.

After the quotation is agreed and the contract is concluded, the delivery is carried out as part of the orders.

Sales order management

The order is the “control center” for all subsequent actions of its implementation.

The order process is managed through the corresponding statuses and document states. The order status is calculated automatically and reports on the current state of affairs on the order as you go through the sales business process.

At any time, the manager can get detailed information about the status of the order: how the paid customer’s order should be in accordance with the payment stages indicated in it, according to the state of payment for the order and the state of shipment for the order. To increase convenience, a visual display of the status of the provision of orders is provided.

The program automatically controls the compliance of orders with the terms of trade transactions, not allowing users who do not have the appropriate rights to deviate from them. To coordinate deviations from the terms of the agreement, the business process “Coordination of order” can be used. The system automatically sends the task to the authorized users for approval of the order and approves it subject to the availability of a positive decision of the persons responsible for the coordination.

It is possible to include separate cost accounting for any order. This accounting mode allows you to accurately determine the profitability of an individual order.

The solution provides an opportunity to specify the payment schedule for the order (both in terms of advance payments, and in terms of payments for the repayment of receivables). This allows you to plan revenue receipts by days, monitor customer compliance with the agreed payment deadlines, and allocate overdue receivables. Overdue debts can be analyzed in the context of those payment stages that are registered in the customer’s order. The program allows you to automatically prohibit shipments to customers with a debt period exceeding the established limit. In the case of registration of shipment without an order, an indication of the date of payment is also provided, if shipment is made on credit. In addition to planning funds and controlling accounts receivable, information on compliance with the payment schedule is taken into account when processing a customer order. Goods under the order will be purchased only after payment is received for the “Advance” stage, in order to start shipment of goods to order, in addition to paying the advance payment, payment must be received for the “Prepayment” stage. Information about the order by which goods can be shipped is automatically generated in the form of a list of orders for shipment. When forming the list of shipments, the dates of shipments indicated in the orders are taken into account. Monitoring the implementation of orders is carried out with accuracy to individual items of the order. The system prevents the “overfulfillment” of the order so that the quantity shipped does not exceed the order. The accounting of planned and actual debt in the context of orders, payment deadlines and settlement documents is kept. For sales in the affiliate network, optimization of work with groups of partners according to the same sales rules is provided. In order to quickly process the needs of partners in compliance with corporate rules of service, such a short business process of order processing, if necessary, can be used.

Customer Self-Service

The program provides for the possibility of self-registration of orders by customers via the Internet. The client is given access to the information base and the login password is indicated.

Working in a self-service system, the client can perform the following actions:

• View general information on your order.
• Place a new order, specify the delivery method. During the selection of the order, the client can view the product map with a brief description and photo of the product.
• View order status.
• Check the status of settlements, clarify your data.
• Register a complaint or claim, see the status of its processing.
• Register your return request.
• Issue a sales report if the client is a commission agent.
• Execute an act of disagreement when accepting goods.
• Register your procurement plans.
• Receive automatic notifications based on the results of events in the infobase or based on data analysis.

Information entered by an external user automatically appears in the infobase. Orders placed by an external user are processed like any other orders.

Automation of sales of a group of trading companies / holding

The Intercampani work scheme is supported: goods are purchased at one company’s organization, and sold on behalf of other organizations. In this scheme of work, according to the configured rules, the organization-owner of the goods sold is automatically selected, the resale of goods between the organizations within the company is made out.

Sales Representative Management

The program implements the functionality for managing sales representatives (sales agents): assigning clients to agents, assigning a visit schedule, planning customer visits, generating detailed tasks for collecting orders and solving other arbitrary issues. Based on the results of the completed tasks, customer orders can be automatically created in the information database. Information on the expenses of the sales representative (advance reports) is also recorded and customer information is collected.

There is also the possibility of independent work of sales representatives without registration of preliminary tasks: Information about goods and customers is transmitted to sales representatives. After working with customers, the sales representative fixes the order, clarifies information about customers or enters data on new customers, records data on expenses.

Analysis of the activities of sales representatives is carried out using various reports: you can compare the activities of sales representatives in terms of the effectiveness of their work, and also conduct a plan-fact analysis of the activities of sales representatives.

The program allows you to automate sales management through its own network of stores. For a chain of stores is the ability to:

• Formation of an assortment of goods in accordance with store formats (supermarket, convenience store, boutique, etc.).
• Establishment of quantitative restrictions (quotas) for product categories in stores of various formats.
• Determining the composition of the product category – which products will represent each category in each format.
• Defining the role of the product in the assortment, the assortment stage and the assignment of the price type for assortment goods.
• Conduct assortment analysis.

Depending on the format of the stores, various automation schemes are used.

Integration with a specialized solution installed in stores

To manage sales in a retail network, it is recommended to use BAS Trade Management in conjunction with the BAS Retail solution or one of the industry solutions based on BAS Retail. Such a scheme provides:

• In the office – the maximum capabilities of warehouse management, supplier relationship management, sales planning and analysis in various sections, organization of promotions to increase customer loyalty;
• In the store – autonomous work that does not depend on the reliability of the communication channel with the office, a convenient, functional workplace of the cashier.

Sales in a store that is automated with BAS Trade Management

Retail operations can also be performed directly in the BAS Trade Management. In this case, you can use various trading equipment and payment transaction registrars (RROs): fiscal registrars, barcode scanners, electronic scales, data collection terminals, and the like.

When making retail sales, the cashier uses a specialized workplace that allows you to perform all the operations related to the sale of goods on the trading floor:

• opening a cash register shift;
• check processing;
• accepting payment from the buyer;
• cash register shift closures;
• transfer of retail revenue to the cash desk of the enterprise.

Payment for the check can be made in cash or using payment cards.

In the process of operational work, it is possible to process returns during the cash register shift. After the cash register shift is closed, the document “Retail Sales Report” is generated. Information about all the checks are broken after the cash register shift is stored in the information database in the form of archived checks.
After the cash register shift is closed, on the basis of archival receipts, it is possible to complete the operation of returning goods to the retail buyer.

The program allows not only to pay by credit cards (acquiring operations), but also to track the process of transferring funds from the bank.

The process of loading data on acquiring operations, implemented reports to control the passage of acquiring payments, is automated. Sales using payment cards can also be carried out in trade.

Sales at human (remote) locations

The program automates the work with remote retail outlets in which access to the information base is not provided. For example, it can be small shops, trade pavilions, fair places and the like.

At the point of sale, settlement transaction registrars (RROs) are used only to register the amounts received from customers, sufficient to comply with the current rules for the use of RROs in Ukraine. It is assumed that at the time of the sale, this sale is not registered in the program. At the end of the period, the outlet transfers to the cash desk of the trading company the funds received as a result of the sale of goods to customers during this period.

If a detailed account of the sale of goods is maintained at a point of sale, the point of sale also reports on the quantity of goods sold. This information is recorded using the Retail Sales Report document.

In the event that the point does not keep detailed daily records of the goods sold, the outlet conducts an inventory and receives data on the current balances of the goods. Deficiencies identified by the inventory will mean sales volumes for the period after the previous inventory. Shortages and surpluses of goods revealed by the inventory and are not related to sales in a non-automated retail outlet can be registered in the information base with the documents “Write-off of shortages of goods” and “Posting of surplus goods.” These documents can be generated as part of an inventory campaign.

At any time, the program allows you to verify the correctness of the delivery of retail revenue and compare the volume of retail revenue received from the point information about the sale of goods. Using various reports, you can conduct a comparative analysis of the retail sales of goods in various outlets, and analyze the optimal stock of goods in them. In retail, you can use all those methods of inventory management to calculate the optimal stock of goods, and apply to wholesale sales.

The key objectives of the inventory management process are:

• stock availability in the required quantity;
• achieving the desired level of customer service;
• reduced need for working capital;
• improvement of goods circulation indicators;
• reduction of enterprise costs for the purchase and storage of goods;
• stock removal.

To fully achieve the above goals, the application solution allows you to maintain stocks in the warehouse, to ensure the quantity of goods on current orders for shipment and to meet the needs of procurement plans.

Simplified stock maintenance

The simplified maintenance of stocks in the warehouse is associated with the fulfillment of the tasks:

• control of the current balance of goods in stock;
• determination of the maximum and minimum volume of stocks;
• calculation of average daily consumption of goods;
• definition of the supplier and conditions of work with him;
• formation of orders for suppliers for the quantity of goods that is necessary to maintain stock.

Simplified inventory maintenance is carried out in accordance with the parameters:

• Minimum balance – the desired quantity of goods, which is determined by the delivery time;
• Maximum balance – the desired amount of goods, determines the level of stocks and the frequency of delivery.

The minimum and maximum balances can be set manually or calculated automatically based on the average daily consumption of goods.

You can maintain inventory in the case of choosing a simplified inventory management option by placing orders with suppliers. The maximum and minimum balances, as well as the actual balances of goods in warehouses, are taken into account when calculating the quantity of goods that is recommended for ordering from the supplier to maintain stock. The quantity of goods that must be ordered from the supplier is calculated for all goods. At the same time, the system issues recommendations to the supplier’s order only for those goods whose inventory levels are less than or equal to the minimum balance (“To order” box).

If the balance of the goods in the warehouse is less than or equal to the minimum balance, then it will be offered to order the goods to bring the balance of the goods to the level of the maximum balance. The calculated order value is reduced by the quantity of goods that was ordered earlier.

Extended stock maintenance

Extended stock maintenance in the warehouse is associated with the fulfillment of the tasks:

• control of the current balance of goods in stock;
• determination of the maximum and minimum volume of stocks;
• defining a method and method of meeting needs;
• source of needs;
• calculation of average daily consumption of goods;
• definition of the supplier and conditions of work with him;
• the formation of terms and schedules for the delivery of goods (delivery date, date of shipment)
• the formation of various orders (order to the supplier, collection order, transfer order).

When using the extended option, the maintenance of stocks in the warehouse is carried out in accordance with the parameters for meeting needs:

• ways to meet needs;
• methods of meeting needs;
• parameters of maintaining the stock in accordance with the methods of ensuring needs;
• delivery times and schedules.

To maintain stocks in the warehouse with an expanded version, you can meet the needs in the following ways:

• purchase from a supplier;
• moving from one warehouse to another;
• collection / disassembly.

To determine the ways of meeting needs, an application solution tool is called “Ways of meeting needs,” the use of which allows you to determine the rule for generating orders. Taking into account the rule of placing orders, delivery dates and shipping dates are automatically calculated.

Using methods of providing needs in order to maintain stocks in a warehouse allows us to solve the main problem – to form needs for ordering goods at a time when the balance of goods in the warehouse is less than or equal to the minimum balance. When the stock of goods is reduced to a minimum quantity, the system will recommend the quantity necessary for replenishment to the maximum stock to order. To maintain stocks at the level of the minimum balance of goods in stock, various methods for meeting needs and the corresponding parameters for maintaining stocks are available.

Maintaining the stock (min-max) – allows you to maintain the stock level in accordance with the desired minimum or maximum stock. Information on the minimum and maximum stock is indicated manually. The minimum balance is indicated on the purchase date, and the maximum – for the period, is provided.

Maintaining stock (normal calculation) – allows you to maintain stocks in stock in accordance with the rate of daily consumption of goods. Information on the average consumption of goods is taken into account simultaneously with the calculation of the minimum and maximum stocks.

Maintaining stock (calculation by statistics) – allows you to maintain stocks in stock according to sales statistics. Sales statistics are taken into account when calculating average daily consumption of goods, maximum and minimum inventory.

The maximum and minimum balances, as well as the actual balances of goods in warehouses, are taken into account when calculating the quantity of goods that the system recommends to order to maintain stock.

The quantity of goods that must be ordered to maintain stock in the warehouse is calculated for all goods. At the same time, the system issues recommendations for ordering only to those goods whose inventory levels are less than or equal to the minimum balance (the “To order” checkbox in the workplace “Ordering according to needs”).

Securing current shipping orders

To ensure current shipment orders, routine operations automation services are provided:

• defining a way to meet needs;
• delivery schedule adjustments;
• control the quantity of goods needed to meet needs;
• identification of source of needs;
• control of the quantity of goods already ensured for the shipment order;
• selection of the mode for securing shipping orders;
• the formation of various orders.

Ongoing orders can be provided in accordance with the requirements of the requirements:

• The method of providing “Order by order” – allows you to provide only the quantity that is needed to close the demand for current orders for shipment. This method minimizes the need for working capital and the low likelihood of excess stocks.
• Method of meeting needs – allows you to meet needs on order in various ways (buying from a supplier, moving from one warehouse to another, production by a processor, collection).

Securing orders for shipment can be carried out in the following modes:

• due to inventories – when calculating the quantity of goods that is necessary to ensure shipment orders, the current stock balances and all expected goods receipts (for example, expected goods receipts to maintain stock) are taken into account
• regardless of the maintenance of stocks – when calculating the quantity of goods that is necessary to secure stocks, the current stock of goods in stock and the expected receipt of goods are not taken into account.

Meeting procurement needs

If there are special requirements for the timing of the needs (for example, a long delivery time), volumetric scheduling is applied. Volumetric scheduling – provides for the needs by placing orders to suppliers based on pre-formed procurement plans.

To meet the needs of the procurement plans, the workplace “Formation of orders for suppliers according to the plans” is provided, the use of which allows

• analyze the needs of the procurement plans and specify the quantity of goods needed to order from the supplier;
• determine the composition and volume of the order to the supplier;
• determine the supplier, the conditions for working with him (agreement with the supplier) and the composition, you need to provide;
• place orders for suppliers for the quantity of goods necessary to ensure procurement plans.