ERP - Enterprise Resource Planning System

The enterprise management system developed by Rate Software Licence Ltd. is a software that helps businesses and organizations to operate. This IT system is a great solution for organizing data and information within an organization, unifying processes and managing the available resources of the company.

In ERP, any activity can be modelled as a process, so that the work done by the company’s resources can be automated – to do this, we have broken our system down into modules using a design tool called BPMN (Business Process Management). The advantage of BPMN is that it makes the system fully process-oriented, so that data can be easily accessed, modified and tracked. Furthermore, the advantage of modularity is that new functions and modules can be added or removed from the system in the future.

Home Office options

Considering the current virus situation, the main feature of ERP is that employees can access the necessary interfaces via a browser from anywhere, so they can work from their smartphones and tablets, avoiding physical contact and reducing the chance of infection.

Modules of the Enterprise Resource Planning System:

  • Administration module
  • Sales module
  • Billing module
  • Dispatch module (specific)

Administration module

In the administration module, the system collects and stores information about the company’s customers, subscriptions and subscribed services. This data can be updated or modified at any time. During the integration of the system, a policy can be used to set which changes are associated with possible contract modifications, terminations or even the addition of a new contract. The pre-set policy helps to ensure that the creation of contracts is fully automatic in the future.

Sales module

The sales module allows salespeople to make offers to potential customers and, once a customer has been established, to manage a process called customer lifecycle. This module is a great way for employees to record all the details of the sales process, even from any location. This module also provides the possibility to work from home or even employ people with reduced working capacity.

Customers can be assigned several statuses that indicate their lifecycle – Potential Customer, Awaiting Acceptance, Offer Rejected, Contract Awaiting, Contract Rejected, Customer, Cancelled.

The main task of the module is to record, store, offer and create contracts for potential customers. Here you can record all the data that are essential for making an offer. After adding the appropriate status, salespersons can make offers to prospective customers. The interface used here is fully customisable. The accepted offers are loaded into the contract acceptance interface, where users only need to enter the necessary data. The contract can then be sent to the customer, who can scan the signed copy and return it. Once finalised, the system automatically generates an invoice to the customer, which must be paid before the service can be launched.

This module also includes the recording and assignment of tasks – these options make the sales staff’s job easier by allowing them to assign different tasks and events, such as meetings and appointments, to a customer’s data sheet. Such tasks are notified by the system and the parameters can be customised as required. Tasks can be easily shared or transferred between users of the system. The sales module also includes a reporting function, which allows easy creation of reports and charts.

Billing module

The invoicing module makes your work easier by automatically generating invoices, a process that relies on the administration module. It can also be used to generate invoices manually if required. Depending on your needs, it is possible to generate one-off, monthly, quarterly, half-yearly or annual invoices, based on pre-defined prices and services for a given period. When generating invoices on a regular basis, it is possible to set various parameters to ensure that everything runs smoothly in the future. The billing module is designed to automatically and electronically invoice the company using the system. The data required for the system to work is provided by the administration module – based on the data, the system algorithm generates invoice plans in the format requested by the customer, which only need to be approved. If there is no need for automatic invoice generation, it is also possible to create manual invoices, which can be provided with any specific items and parameters.

The module can even monitor the client’s bank account – after authorisation from the user, of course. This enables our system to automatically process invoices, statistically analyse the financial behaviour of customers and perform cash-flow analysis.

Dispatcher module

The dispatch module is a fault management system where staff can perform dispatching tasks. The idea is that employees can easily manage calls, error reports or any customer reported data from a single interface. With just a few clicks, employees can forward any incoming information to the relevant staff member. The module also includes a real-time communication interface where employees can quickly exchange information.

This one-page interface is also a great way to quickly search through the complaints and data received.

The dispatch manager has additional functions to empower him or her. These functions include, for example, the ability to check on the performance of his subordinates and, if he sees that there may be a problem with a member of staff, he can easily send a warning message to them via the system.

Reference

One of the users of our ERP System is Jármű Kontroll Magyarország Kft. (https://jarkon.hu/hu), who are already using the above mentioned modules in a live situation!