2009 Product Brochure

8/14/2019 2009 Product Brochure

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Business &accounting softwareportfolio

consulting | software | solutionswww.theaccessgroup.com


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Business softwareportfolio Cut complexity

& increase

efficiencyDimensions and FocalPoint is a modular system thatcan be constantly tailored and expanded now and as

you grow. You can rely on us, the author, for athoroughly proven solution that is highly functionaland easy-to-use.

Our broad-based business software portfolio extends

from the accounts function into manufacturing,distribution, professional services, carbon emissionsmeasurement, document management and CRM, toname a few.

Our complete range of software will give you fullvisibility over all your business operations, helping you

to cut out complexity and increase efficiency.

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03Business software portfolio

Contents

System-wide benefits 4

Management reporting 6

Financials & accounting 8

Cash management 10

CRM & sales automation 12

Document management 14

Workflow forms 16

Payroll & HR 18

Project management

& costing 20Service & contractmanagement 22

Sales order processing& credit control 24

Inventory & stock control 26

Manufacturing& production 28

Procurement &supplier management 30


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System-widebenefits System-wide

benefitsFully multi-language and multi-currency, your systemcomes with ICAEW-approved audit trails that can bekept indefinitely.

With powerful drill-down, real-time updates andunbeatable integration, theres only one place to lookfor analysis and information.

Based on industry-leading technology, you can rely on us

for a solution thats robust and scalable, fast and secure.

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05System-wide benefits

SecurityBecause security is a top priority forany business, we utilise Microsoft SQLServer, widely recognised as the mostsecure platform for any business-critical software system. We deliverthis technology at a price that is cost-effective to fast and growingcompanies such as yours.

Speed & capacity

Microsoft SQL Server is designed tocope with large quantities of data andanalyse it in an efficient andintelligent manner. The result is a fast,secure and affordable system that youneed never outgrow - whether youhave just a few users or thousands ofemployees.

Web-enablement

Bring key business information to

everyone within your organisation,whether theyre remote or office-based.

Available through a standard webbrowser and subject to full control andsecurity, our web-based solutionsenable many more users to enter, viewand approve information withoutdirect access to the core businesssystem.

Integration

Reduce complexity, minimiseadministration and lower yourinfrastructure costs. All yourmodules, tools and externalapplications exchange data in real-time, creating a continuous flow ofhigh-quality information across yourorganisation with no duplication of

information or effort.

Corrections

Whether you need to refine yourcoding system, eliminate duplicaterecords or rectify a simple mistake, wegive you the flexibility to makechanges across your system. Everycorrection carried out is subject totight user permissions and is fullyauditable for total control andvisibility.

Auditing & enquiriesKeep your auditors happy and yourcosts down. VAT reports are provided asstandard and ICAEW-approved audittrails enable drill-down to sourcetransactions and document images.360 data views bring speed andefficiency to every enquiry and for fastfuture reference, every document canbe scanned and stored centrally.

Multi-currency & multi-language

From straightforward revaluations toautomatic exchange rate calculations,

your solution will handle any numberof currencies. And with screens thatcan display any script-based language,

youre fully equipped for global trade.

Accounting for carbon emissions

Working alongside carbon emissionexperts, we've created a fullyintegrated module that allows you totake control of your organisation'scarbon footprint without adding costor complexity.

The accounting for carbonemissions functionalitydemonstrates that anySME can both demonstrateenvironmentalcommitment, and cut costs,without extra expense.

Philip Dodd

Healeys Print GroupOne of the UKs leadingprint businesses

Sales & billing Procurement

Servicemanagement

Sales orderprocessing

Customerrelationship

management

Credit control

Purchase orderprocessing

Stock control& works orders

Projects

Nominal ledgercashbook

CIS

Payroll& HR

Sales ledger Purchase ledger

Accounting forcarbon emissions

Purchase invoiceregister

Consolidaterequests

Access solutions link every area of your business. Transactions in one area automatically refresh

the whole system, providing you with a constantly accurate, real-time source of information.


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Managementreporting Management

reporting

Cut through information overload and see high-level

critical data in a format thats right for you.

06

From boardroom basics to business intelligence, yourkey information is delivered to your schedule andavailable on demand - whether youre on the internet,in the office or using your iPhone.


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07Management reporting

Standard report formsSelect from the comprehensive rangeof ready-to-run reports and position

your favourites at the top of the list.From aged debtor lists to P&L andbalance sheets, every transaction fromthe lifetime of your system can besearched, sorted and subtotalled theway you want it.

Business forms, such as invoices andstatements, can be configured to meet

your individual requirements.

Powerful enquiries

Flexible enquiry screens provideinstant on-screen access to a hugearray of information. For example, youcan look up customer and suppliercontact details, study their terms andcredit position and viewbudget/actual costs on projects or

nominal accounts. Drill down todisplay or print source transactions -or drill across to find similar orassociated records using flexibleSmart Tag technology.

Whatever your enquiry, you have easyaccess to a 360 view of all relatedinformation.

Board pack reporting

Whilst many different reports arerequired by your staff on a daily basis,

your Board usually demands a specificset of reports produced to an agreedformat and delivered on a regular basis.

Whats more, Board reports frequentlycomprise a wide range of information,

not all of which originates from youraccounts. This might include analysisprepared in different softwarepackages, spreadsheets or wordprocessors.

We make it easy to collate all thesedata sources into one professional-looking PDF thats easy to navigateand fast to deploy.

Dashboards & KPIs

Track your bank balances, top ten

performers and any KPI of your choicewith dynamic data views of yourchanging business position.Your predefined information ispresented in easy to understand tables,grids and speedometer-style graphicswhilst trends can be identified viagraphs, charts and a simple traffic lightsystem.

Highly flexible, the dashboard is easilytuned by user and role. People across

your business monitor meaningfulinformation at-a-glance and areempowered to take immediate actionwhen its needed.

Analytics, trends & businessintelligence

Gain a better understanding of yourbusiness with powerful analyticaltools. Data cubes, our easy-to-usebusiness intelligence functionality,enable decision-makers in everydepartment to monitor performance,spot trends, and identifyopportunities.

Alerts & automatically distributedinformation

Distribute targeted, real-timeinformation across your business with

a workflow-based alerting system.

From business snapshots to detailedreports, time-critical information canbe delivered when you want it andpicked up via your iPhone, BlackBerry,and at your desktop.

Our Access solutioncontinues to provide uswith the accurateinformation I need toreliably inform ourbusiness decisions, andfrom a managementinformation perspective,

has taken a lot of the painaway.

Peter ThomsonJade CommunicationsLeading mobility solutionsprovider

Board packs are swiftly created and easily tailored to your chosen audience. Simply gather any

standard file type from across your business and tick it for inclusion in the final document.


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Financials &accounting Financials &

accountingWith in-depth reporting and drill-down, comprehensiveaudit trails and full multi-currency, you have everything

you need for informed decision-making.

A powerful financial core provides instant access toyour essential information, making key tasks, such asasset management, budgeting and forecasting, fast

and easy.

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09Financials & accounting

Core ledgersFully integrated to every other module,the sales, purchase and nominalledgers store a lifetime of transactionsfor your whole business. Multi-yearand multi-currency, this financial corepowers the analysis and presentationof data across your entire solution.

Management accountsThe nominal ledger ensures that up-to-the-minute managementinformation is instantly available. Itsflexible structure and powerfulreporting caters for the most complexof divisional and cost centre structureswith 360 views for total visibility.

Budgeting

Two-way integration with Excelfacilitates fast entry and revision ofbudgets for every part of your

business.

Set budgets and revised forecasts forcustomers, suppliers and projects. Youcan even budget for your businesscarbon footprint by project,department and individual.

Customer accounts

Maximise the value of your salesledger with instant, detailedinformation on your customers'

individual requirements, their tradingterms and histories.

Analyse sales by every demographicthats important to your business andbuild stronger relationships whilstmaintaining tight credit control.

Supplier accounts

A central store for all your detailedsupplier information, you have thetools to carefully analyse performance

at the most detailed level andnegotiate the best possible prices andpayment terms.

Workflow is punctuated by flexible,automated payment andauthorisation routines. A fullyintegrated invoice register scans, addsbarcodes and circulates invoices formatching and approval.

Asset management

This powerful tool provides a precise

breakdown of the lifecycle of everyasset in your system. Depreciation,disposal and revaluation history arehandled automatically whilst detailssuch as maintenance costs andinsurance valuations are easy to track.

Access provided us withexcellent levels ofinformation and powerfulin-built search facilitieswhile the speed andefficiency of the overallsystem was veryimpressive.

Peter OdwyerDeAgostini UK

The worlds leadingpublisher of partworkmagazines

Fast, effective enquiry screens enable you to see how a chosen item fits into the flow of your

daily activity. Get from summary level to source detail in just a few clicks.


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Cash management CashmanagementFlexible, robust forecasting tools make light work ofeven the most demanding cash flow scenarios - so youcan get away from report production and focus on thebigger picture.

Automation makes bank reconciliation fast andaccurate, whilst everything from cash collection to

payment authorisation is easy and straightforward.

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11Cash management

Cash collectionA fully interactive debt collectionscreen makes cash collection moreeffective and easy to manage. You candelegate individual lists to specificstaff and maximise their time andeffort by enabling copy invoices andstatements to be emailed whilst onthe phone.

An automated debt escalation processensures timely attention and fewerdebt write-offs, improving cash flow inthe business.

Payment authorisation

A flexible and configurable workflowprocess helps you control andauthorise who is paid and when.

Once invoices are authorised they canbe selected for inclusion or

automatically proposed fromremittance lists. Once authorised forpayment, the system will print or sendremittance notes and either printcheques or post BACS payments.

Cash book

Flexible day-to-day cash managementis provided by the cash book module,which updates the nominal ledgerinstantly whether youre initiatingtransactions direct or posting in the

sales and purchase ledgers.

A full history of receipts and expensesis easily available via drill-down, whilsteverything from petty cash to bankreconciliation is easily managed.

Multi-currency

This feature enables simplerevaluation of debtors, creditors andbank accounts and cash can be

handled in any number of currencies.Cash is easily consolidated into anycurrency at todays exchange rate, so

youre always up-to-date.

Treasury managementKeeping track of multiple current anddeposit holdings and moving moneyin and out of different currencies isvery straightforward - so your moneyalways works hard for you.

Cash flow forecasting

Robust, time-saving, modellingtechnology enables you to bringtogether your historical data withcurrent business drivers, calculatingand delivering a detailedunderstanding of your future financiallandscape.

What if scenarios display instantresults which can be presented in arange of graphical formats and rolledforward and back for seamless

updates to your forecasting model.

Automated bank reconciliation

Simply upload un-reconciledtransactions from any of the majorclearing banks, select from the manymatching routines and the system willautomatically prompt matches for you.Single or multiple transactions arethen reconciled with a single click,bringing additional speed to your

daily routine.

The Access cash flowforecast and mappingprocess enables me to findthe optimum point tomake new assetacquisitions rather thanFinger in the Air as we didpreviously.

Bob BarnardDBD DistributionThe leading distributor ofkitchen appliances in theUK

Electronic data import brings speed and security to bank reconciliation. Matches are clearly

highlighted and any un-reconciled transactions immediately visible.


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CRM & salesautomation CRM & sales

automationTight integration of customer relationshipmanagement (CRM) with all your other business andfinancial applications enables detailed customerprofiling and targeted cross-selling.

Visibility of all customer-related data through a singleinterface combines key information to ensure all yourcustomer-facing staff have all the information theyneed.

Manage your full prospect/customer lifecycle, througheffective marketing campaigns, field sales, telesales and

account management.

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13CRM & sales automation

Account managementCRM holds every detail of everyinteraction between you and yourcustomers and makes it easilyaccessible to authorised staff.

From initial enquiry to full purchaseand service history, all the information

you need to help gain new business

and maximise customer value is foundfrom one central point.

Marketing campaigns

From integration with call centretechnology and e-marketing toallocating and prioritising telesalesactivity, you have the ability togenerate, capture and distribute newsales opportunities and maximise theperformance of your team.

Build action lists based on each of

your ideal customer profiles.Streamline responses from multiplesources and get the facts and figures

you need to continually analyse andimprove campaign performance basedon previous results.

Improve and enhance the corporatebrand, messaging and image of yourorganisation through the use ofcentralised email and mailing materialand associated marketing collateral.

Reporting cost-per-lead, cost-per-sale,conversion ratios and sales successrates all help shape the use of futurebudgets.

Sales force automation

Everyday tasks such as sending emails,updating lead information andscheduling activities can be

automated, reducing administrationand defining clear ownership overleads and projects.

Powerful forecasting gives youestimated timings, values andlikelihood of closure and total visibilityover your sales pipeline. KPI reportinghelps sales managers ensure that theteam keep on top of next action andfollow-up dates.

Live update to sales orders

Enquiries and quotations areprogressed to sales orders, pro formasand invoices with no data duplicationand in alignment with your stringentprocedures.

In-built controls ensure orders areplaced in accordance with stockavailability, agreed pricing andcustomer terms, whilst workflowprocedures ensure orders are fullyauthorised prior to release.

Service & support

Integration with service managementcompletes the picture. When yoursales and service staff share the sameinformation, you can be sure that yourcustomer will receive a first-rateservice - whoever answers the phoneor goes out on-site.

Lead qualificationCampaigns Prospect to orderCustomer

management

Campaigns

Telesalesfollow up

Lead qualified?

Receive enquiry

Createdatabase

Targetsuspects

Tasks

Multiplecontacts

Meet / needsanalysis

Prospect

QuoteMicrosoft

Word

MicrosoftOutlook

Projectcosting

Pipeline /estimate orders

Servicemanager

Create customerrecord

Convert tolive sales order

Financialledgers

Customermanagement

A central view on the key stages of the sales and marketing process adds maximum value each time you interact with your prospects

and customers.


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Documentmanagement Document

managementDigital documents generated by computer need neverbe printed and can be added automatically to the store,which is password-protected, easily backed-up and alsoaccessible via the web.

Every document, from board packs and purchaseinvoices to certificates of conformity, graphics andcorrespondence, can now be scanned, indexed and filed

into a space-saving electronic archive.

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15Document management

Support your entire organisationManage all your key information froma central storage point and boostproductivity across your entireorganisation.

With no practical limit on capacity, youcan easily free up floor space. Anynumber of electronic documents, from

scanned hard copies to spreadsheetsand PDFs, can be easily uploaded forfast and secure retrieval.

Secure storageDigital data provides the safest formof storage. Duplicates are easily madeand saved in multiple locations,protecting against disasters such asflood and fire.

Theft, both internal and external, isprevented with multi-level password

security. Multiple indexing and thepower of SQL-based search technologyensure that every file can be retrieved,even if the author is unknown.

Retrieve documents fast

Every authorised member of staff cansearch and retrieve files from theirdesktop. This boosts collaboration onprojects, contracts andcorrespondence and helps provideinstant answers to customer andsupplier queries.

Document automationEach digital file can be subject to aworkflow process before or after it iscentrally filed. Forms, documents andany other electronic file can be passedbetween departments within yourorganisation. You specify the route ittakes, and the people who can view,edit and approve documents asnecessary.

From boosting collaboration totightening credit control, every person

in every department will feel thebenefit.

The system is so flexibleand boasts so muchfunctionality, we know weare presently onlyscratching the surface.

Alan BrewsterHove YMCABranch of the leading

Christian charity

Innovative web services allow any document such as this invoice to be attached to transactions

and be made instantly available for others to view.


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Workflow forms WorkflowformsAny procedure can be replicated and improved using anelectronic form layout of your choice. Highly flexible,this functionality can support almost any businessprocess, regardless of complexity.

Automation ensures each form takes a pre-definedpath as it moves between your staff and managers forextra information, authorisation and sign off. Alerts aresent by email and SMS to advise if a procedure isdelayed, breached or ready to action.

Easy-to-use and fully integrated with the rest of yoursolution, workflow forms boost productivity, reduceadministration and save paper.

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17Workflow forms

Reduce paper formsRecreate every type of business-specific form and make themaccessible online to all your staff. Youhave flexibility to design the layout ofthe form and the information it holds.

This reduces paper waste and theassociated storage whilst making your

whole business more responsive andefficient.

Workflow & authorisation

Configurable rules automate the routeeach form takes as it travels through

your business. You specify theinformation that can or must beentered at each stage of its journey.

Alerts, sent to the desktop or mobiledevice of your staff, speed andcomplete the workflow process. Each

form can encompass unlimited levelsof approval and authorisation.

Central storage

Every authorised member of staff canenter and view information whereverthey are located, anywhere in the world.

Web-based tools empower your staffand release the burden on otherdepartments - you no longer need totrawl through paperwork or phone

around for information. Its easy toduplicate all your information to aseparate secure location.

Increased governance

Two-way integration with the corebusiness and finance system extendsvisibility to those hard-to-reach areasof your business.

Information can be drawn fromcustomer, supplier and employeerecords and analysed to provide a

wealth of statistics and reports.

Managers and staff are betterinformed, minimising the risk thatanything will be hidden, overlooked orforgotten.

Alerts keep approvers ontheir toes so they tend toapprove things far morequickly... Access hasdefinitely speeded up ourinternal processes.

Sue McDonaldCompetition Commission

Leading independentindustry regulator

AuthorisationForm creationNeeds analysis Report setup Implementation

Authorisationprocess designed

Consultancy

Agree formdesign

Form designedLink 3rd party

system?Design alerts

Assign users

Confirm designwith business

Publish formto chosen

applications

Link accountsdata

y

y

n

n

n

n n

n

y

y

y

y

Further actionsrequired?

Integration withaccounts data?

Integration with3rd partysystem?

Design furtheractions

Business needfor specialist

data collection

Design and addreports

Authorisationrequired?

Alerts required?

Reports required?

Our consultants follow these key steps to replace all your paper forms and spreadsheets with an

electronic web-based form thats fully integrated to any part of your business.


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Payroll & HR Payroll & HRIntegration with timesheets, expenses and third-partyapplications, such as key card entry systems, bringtimely, accurate data into one place for prompt

processing.

Password-protected e-payslips add efficiency to youroverall operation, cutting paper and reducingprocessing bottlenecks.

Detailed personnel information is enhanced with aseries of easy-to-use tools, enabling your HRdepartment to manage recruitment and absence,analysis and appraisals.

Fully HMRC-approved, your payroll can handle any

combination of pay types and deductions.

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19Payroll & HR

Payroll processingYour payroll application makes lightwork of the most complex payrollcalculations, enabling your team tocope with ever-changing businessdemands. Statutory requirements,multiple pay types, deductions andfrequencies are handled with ease andeverything from Directors NICs,

Student Loans, CIS and e-payslips aredealt with automatically.

Fully integrated solution

Online timesheets and expenses, keycard entry systems and spreadsheetscan all flow into payroll for processingwithout any duplicate entry. Withautomatic updates to the nominalledger and project costing, your payrollteam can work quickly and efficiently,processing complex shift patterns andovertime with ease.

Accreditation & legislation

All legislative changes areautomatically provided to you at noextra cost and in the easiest possibleformat for minimal disruption. Eachnew release is re-tested against thehighest level of accreditation madeavailable by HMRC, so you can be sure

your payroll is fully compliant at alltimes.

Speed & security

Run your payroll, period and year endprocesses in minutes, with technologythats designed to provide high-performance whether you have tenstaff or ten thousand. Inbuilt securityprovides role-based access andintegral database protection down todepartment and individual staff level.

Reporting & analysis

A comprehensive range of reportscover your statutory requirements andprovide detailed workforce and paytype profiling. Key data, such asabsence, leavers, ethnic mix andgender representation is provided inreal-time graphical formats, providingthe statistics needed to establish youremployer status and drive futurepolicies and performance.

Employee recordsRapid-entry tabbed records centraliseall your employee information for fast,efficient storage and retrieval.Navigate to appraisal summaries,re-print payslips, view attacheddocumentation and collectinformation on everything from poolcar requests to grievances, usingflexible form design and employeeself-service.

Recruitment

Track and manage the completerecruitment process, from vacancycreation through to applicationmanagement, offer letter and finalhire. Powerful filtering tools, sourceanalysis and tight cost-tracking ensure

you spend less time sifting throughapplications and more time getting

the right people into the right roles.

Absence

A colour-coded planner provides real-time resource information formaximum productivity. Configurableabsence types mean that everythingfrom dentist appointments to holidayscan be managed whilst unauthorisedabsence is easily monitored forinvestigation if necessary.

Appraisals

Streamline the staff evaluationprocess, from template creationincorporating specific documents,questions and KPIs through to multi-level evaluation and follow-ups.In-built wizards and processautomation reduce the administrativeload, so that your staff can focus ontheir goals.

Access Payroll handles ourcomplex needs well.Because we have multiplesites and have seasonalchanges in personnel, weneed the ability to allocatecosts individually. WithAccess Payroll, we can

easily analyse pay typesand cost them separately.

Philip NyeFinesse Leisure PartnershipNot-for-profit leisuremanagement

Clear screens and intuitive navigation make employee information easy to find. Select individual

records from a list and view comprehensive data at-a-glance.


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Project management& costing Project

management

& costingBudgets are quick to create and easily flexed, whilst oureasy-to-use, web-based solution provides efficientcapture of project costs, timesheets and expenses forfast and accurate billing.

Whether youre responsible for scheduling resources orassigning costs, managing income recognition oranalysing WIP, the system tracks associated costs at

every stage for total clarity on your financial position.

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21Project management & costing

Flexible project initiationCreate multiple projects from a centralpoint of reference with ease. Records,projects and job bags are highlyconfigurable and can be set up tocapture the precise information youneed. You decide how many fields yourequire for storing descriptions suchas names, dates, numbers and values,

and which terminology you use todescribe them.

Flexible cost centre structures provideanalysis and sub-analysis in as muchdetail as you require.

At-a-glance view of resources

View your future commitments for thedays, weeks and months ahead andschedule appropriate resources basedon skills, experience and capabilities.A graphical planner gives immediate

visual access to project detail andbookings, whilst white space andunbilled hours have nowhere to hide.

With total clarity of yourcommitments and easy-to-usebooking and scheduling tools, you canplan, prepare and juggle activitysmoothly and profitably.

Capture all time-based activity

Whatever your method for capturing

time-based activity, we have atimesheet to fit.

Data can be fed into hand-held PDAs,entered online, into a spreadsheet orany industry-specific application andtransferred seamlessly into aworkflow. On validation, the projectcosting system and payroll areautomatically updated in readiness fortimely, accurate reporting.

Expense managementEvery type of real-world expense isaccurately captured and reimbursedin-line with your specific approvalroutines. Easy-to-use, web-enabledforms enable your staff to enterinformation 24/7, and large volumes ofexpenses data, such as credit cardstatements, enter your approvalworkflow without any re-keying. Usingthe alert functionality, your approversare informed in real-time whenvalidation is required, via email or SMS.

Flexible posting rules ensure everytransaction incurred by the business isanalysed correctly before updating

your system in real-time.

Budgetary control & milestonesBudgets can be set for costs andrevenues at cost centre and projectlevel for flexibility and passed throughstakeholder signoff prior to going live.

To facilitate logical planning andcontrol, milestones can be set at any

stage, whilst weekly and monthlybudgetary analysis enables you to takeearly remedial action on over-spending and under-billing.

Simple cost & WIP analysis

All standard methods for WIPcalculation are catered for. In-builtworkflow ensures that every

transaction, from purchase orders,invoices and journals to onlinetimesheets and credit card expenses,is reflected in the most complete andrecent view of your actual andcommitted costs.

Integrated client billingHighly flexible billing means yourealways in tune with the needs of yourcustomer and the needs of yourbusiness.

Invoices can be raised based on costplus and contract price, with costsshown as line detail or a schedulebased on the estimate or a round sumamount. Uplifts can be applied on afixed or variable percentage, withphased or staged invoicing enablingapplications for payment andretentions to be handled with ease.

In every case, reports and alerts advisewhen billing is due or overdue, so that

youre always in control.

FocalPoint has deliveredpre-configured, easy-to-usetimesheet and expensesentry screens...wevereduced manual data entryby 90%.

Sandra RichardsonKern

Mailing and packagingsolutions provider,established over 75 years

Graphical representation provides instant visual impact of scheduled activity. One click takes you

to a pre-formatted client bill incorporating all associated costs.


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Service & contractmanagement Service &

contract

managementCustomer self-service over the internet contributes tosaving hours of manual processing by speeding theavailability and analysis of information.

You can now ensure that your engineers areappropriately matched to jobs and that chargeablework is accurately billed.

From invoicing renewals and managing complexschedules to tracking outstanding jobs, raisingquotations and providing call support - you have

complete control of your service contracts.

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23Service & contract management

Call centre confidenceFull call history is easily accessed fromone searchable screen ensuring yourcall centre gives a fast, confident service.

On-screen alerts, colour-coded prioritystatuses and call centre KPIs drivecontinually improved response rates.

Job schedulingManage multiple calls, allocations andall day-to-day office activity from yourgraphical diary. Maximise yourresource allocation and promoteeffective collaboration between theoffice and the field-based team.

Workshop

See what works due in, how long itstaking and how much itll cost. Theworkshop provides visibility ofchargeable parts, stock and labour

together with detailed WIP analysis forcomplete clarity over your profit line.

Parts management

Always have the right parts and spareswithin easy reach. Set minimum andmaximum stock levels for each van,and the system will prompt anappropriate re-order quantity whenthese levels are reached and automatethe purchase order to suppliers.

Planned Preventative Maintenance

Boost your reputation for reliabilitywith tailored Planned PreventativeMaintenance (PPM) schedules thatminimise customer downtime andreduce your replacement costs.

Choose from a fixed-term contract orgenerate schedules on a job-by-job

basis and build in additional extras,such as pre-paid breakdown call-outs,with ease.

Contract management

Contracts can easily cater for multiplepieces of equipment across multiplesites.

Key criteria, such as cost price andwarranty information, resource costsand serial numbers, can all beaccessed and analysed, providing the

information needed to make informeddecisions regarding contract pricing,uplifts and profitability.

Billing & contract renewals

A flexible rates schedule,encompassing everything from call-out charges and labour rates down tofitting and travel enables you toaccount for all renewals andchargeable activity.

You can easily see the renewals due inany given period and deploy renewalnotices and invoices in your chosenformat, ensuring no contract isoverlooked or forgotten.

Meter billing

Ideal for the copier or frankingmachine industry, this feature enables

you to track meter charges with ease.

An unlimited number of meters arecatered for, both for rentals andpurchase models. One-time datathroughput from machine to invoicemakes the process fast and accurate.

Self-service

With internet access, engineers canretrieve the very latest job information24/7, passing details back to headoffice via inexpensive hand-held

devices or their laptops.

Customers can log calls directlythrough a secure website and check

job progression, shifting the pressurefrom your call centre whilst enhancingthe service experience.

The move to ServiceManager gave us completetraceability of allinformation beingprocessed and acomprehensive view ofhistorical information byserialised product.

Peter JarvisCyberTech UKQuality management andperformance improvementsolutions

EngineerService deskOut in the field Post service Accounts

Call raised inservice manager

Job allocated toengineer &dispatched

Inbound call

Engineerattends site

Problemencountered

Job updated

Job downloadedto PDA

Job detailscompleted

on PDA

Invoice printed& posted

Follow uprequired?

Details retrievedfrom PDA &

checked

One integrated system administers best practice across all your key contact points, enabling

proactive service, whether your people are on or off site.


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Sales orderprocessing &credit control Sales order

processing &

credit controlFull visibility of stock and availability allows orders to beprocessed efficiently, with customer-specific templatesand repeat-billing tools prompting smarter salestechniques. Purchase history and special terms areavailable at-a-glance and in-built validation ensures

your margins are protected at all times.

Picking routines assist packing and cost-effective routemanagement and all orders are tracked from entry,estimate or pro forma through to delivery and sign off.

Fully integrated credit control provides the tools youneed to chase debt easily and effectively, empowering

your staff to maintain a steady flow of cash into thebusiness.

From initial order through to credit control, one tightlyintegrated process ensures customer relationships arestrengthened at every level.

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25Sales order processing & credit control

Rapid order entryFind customers by their postcode,customer code or name - in fact, usingany information that speeds yourselection. Similar flexibility enablesfast entry of each line item and stockcode on the order.

Multi-selecting many items from a list

or duplicating part of a previous orderadds hundreds of detail lines withinseconds. Customers enter their ownorders on websites and self-serviceforms, which are brought into yourcentral system without any re-keying.

Quotes and estimates are convertedinto sales orders with a singlecommand, and immediately reservestock as they enter your workflow.

Validation

Customers are validated against theircredit limit and payment history. Thesystem checks stock availability, prices,discounts and special offers for you, sothat every line item is priced correctly.

Price matrixes can provide a uniqueprice or discount for everycombination of customer. Promotionalprices are subject to full date control.The system constantly checks andwarns you if your profit is placed

at risk.

Picking & despatch

Orders are picked to your criteria, fromorder date, size and value to cost-effective delivery routes and cartonsize. Picking lists can then be used asthe basis to generate delivery notesand to prompt invoicing.

The progress and status of every order

is tracked through flexible enquiryscreens and integration with onlinetracking applications.

All documents can be sent digitally orprinted as hard copy and an electronicversion automatically stored centrallyfor immediate reference.

Credit control

Fully integrated credit controlempowers your staff to reduce debtordays and increase cash flow.

Payment promises are immediatelyvisible, and debtors who breach theircredit limit are tracked and analysed.Whilst on the phone, your staff candrill down to source documents suchas invoices and statements and emailthem direct for on-the-spot resolution.

In-built escalation procedures ensurethat action is taken on urgent casesand that debts are handled with an

appropriate level of expertise.

We pride ourselves onbeing able to satisfy thewidest range ofenquiries...and getting theinformation is at-a-glancestuff.Stephen MartinControl AerIrelands leading supplier ofheating, ventilation and airconditioning products

Everything you need to manage debtor chasing is within easy reach. Simply click through from

summary level through to supporting correspondence and menus.


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Inventory &stock control Inventory &

stock controlLanded costs, bills of materials and integration to yournominal ledger provide effortless, up-to-the-minute,valuations using FIFO, Standard Cost and WeightedAverage Cost methods.

With multi-dimensional analysis, visual stock planningand full integration to CRM, the internet and ordering,

you have instant visibility of your current and future,

physical and free stock position.

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27Inventory & stock control

Availability & visibilitySee what youve got, where it is, howlong itll last and what its worth.Physical and free stock quantities arecontinually updated by supplier andcustomer orders, bills of materials,deliveries and returns across anynumber of locations, lots and bins.

Flexible sub-analysis facilitates stockgrouping to handle sizes, colours andany other product families of yourchoice, providing an intuitive systemfor analysis and reporting.

Real-time updates

Live updates to your nominal ledgermake it easy to maintain an accuratevaluation of your stock position andtrack cost of sales and accruals.

Each time an item of stock is bought,sold or moved, full details aretransferred in real-time, straight from

your sales and purchase ledgers andstock modules for visibility and up-to-the-minute information.

Cost & pricing

All your vital pricing information isavailable at a glance, enabling youto get the true cost of every stockitem and make a profit on everything

you sell.

Landed costs, such as import charges,duties, transport and storage, are easilytracked as are actual, standard andsupplier costs, facilitating valuationsincluding FIFO (First in First Out),Weighted Average and Standard Cost.

Easy-to-use price matrixes storeunique pricing structures for every

combination of customer and stock.Profitability is tracked for every lineitem sold.

Traceability & stock takes

Transactions both in and out can bestored for the lifetime of your systemand allocated flexibly over multiplelocations. Serial numbers can bepicked or allocated individually orautomatically allocated by the system.Everything you buy or sell can beidentified with bar codes and is fully

traceable. Stock takes can be assistedby handheld devices and specialtransaction types track damaged andstolen goods.

Advanced ordering methods

All ordering methods are designed tooptimise your stock and meetcustomer demand, whether triggeredautomatically by Just in Time andback-to-back processes, submitted viaan online purchase request or received

from the forecasting module.

Customer quotations can beseamlessly progressed into orders andpro formas or invoices, whilstprompting up-selling and cross-sellingopportunities.

Fast order entry is facilitated by ordertemplates, which can be duplicated ortailored to fit customer buying trends,

and the required items ring-fenced toensure your priorities are met.

Stock forecasting

Forecast your physical stock position,week-by-week for as many monthsahead as you wish and run what ifscenarios for the possible timing ofnew sales orders, purchase orders andsupplier lead times.

The system forecast is based on yourcurrent stock position plus and minus

known sales and purchase orders. Asyou play out different scenarios, thefree stock is instantly re-calculatedand displayed graphically,empowering confident forwardplanning.

Key:

Optimal level

At risk of becoming under-stocked

Unable to fulfill existing orders

At risk of over-stocking

Traffic light colours warn of impending under-stocking orover-stocking on a week-by-week basis and enable youto see the instant impact of your modelling scenarios.

A fully integrated systemwith one central source ofdata has greatlystrengthened ourforecasting and ourbusiness management.Liz WrightSacla UKUKs leading distributor oftraditional Italian cuisine


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Manufacturing& production Manufacturing

& productionEstimates are created automatically and all resourcesclosely tracked at all times.

With tight integration across your whole system, fromstock and works orders to purchasing, you have theaccurate, accessible information you need to maximise

your margins, even in a rapidly changing market.

From bill of materials through to post-production, yoursolution is designed to minimise waste and maximiseprofitability.

Orders are managed intelligently, based on stock

analysis, components available, priorities and routes.

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29Manufacturing & production

Bill of materialsSee at-a-glance whether there'ssufficient materials to build an orderand then create assemblies from anystock records or price lines, referring toany text that's been entered to describethe process. Manage complex builds bynesting one assembly within another,with automatic tracking of component

serial numbers. Pricing of raw materialsis always reflected in your margin,ensuring that you maximise profit,even in a rapidly changing market.

Creating works ordersMinimum build quantities ensure youavoid producing unprofitable orders.Maximum build quantities ensure youdo not exceed your stock holding.You can easily increase the efficiency of

your production run by combining, andsubsequently merging, sales and works

orders. All rules and options can beoverridden when required, subject to fullauthorisation and control.

Managing works orders

See at-a-glance which orders areawaiting components and allocatefrom any of your pre-definedalternatives to ensure orders aren't heldup. Instantly create back-to-back orderswhere you have shortages, subject tofull purchase order authorisation.

Pinpoint stock by multi-dimensional

analysis and allocate serial numbers fortraceability. Issued stock can be reversedto ensure correct components areavailable for each order.

Production control

Every order is assigned a priority toensure your best customers aresatisfied first and rush job deadlines

are met. Factory routing gives youexcellent visibility of progress andearly warning of bottlenecks.Estimates are created automaticallyand tightly tracked against actual costof labour and materials as the jobprogresses. On-demand WIP andvaluation analysis make it easy to seewhere process improvements orpricing negotiations are required.

Economies of scale

The system takes account of desired

stock levels and build quantities,prompting you to take advantage ofeconomies of scale. Utilise back-flushing for any or all of the goodsused within your manufacturingprocess and for a kanban supplysystem, if required. Damagedmaterials and unfinished goods canbe written off. Certificates ofconformity can be configured andproduced on-demand and tailored toreflect your own quality standards,

and those of your customers.

Advanced features

For companies with larger and morecomplex requirements, we offer a hostof optional functionality. Ideal for usein all parts of the manufacturing anddistribution industry, this provensolution offers capacity planning,warehousing, full traceability, loadplanning, pallet tracking and much

more.

For detailed information, request ourManufacturing & distributionbrochure.

Introducing Access to ourproduction process hasgiven our three separatelocations transparency andfluidity.

Mark SteelAdvanced ConstructionSystems

Supplier of acomprehensive range ofproducts to theconstruction sector

Manage all open works orders from one centralised control desk. Colour coding enables fast

identification of stocking issues, while the precise information you need to closely monitor costs

and progress is available at-a-glance.


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Procurement& suppliermanagement Procurement

& supplier

managementPurchase requests can be submitted online by remotestaff and consolidated centrally to increase your buyingpower. In-built authorisation workflow ensures that allpurchases are budgeted for and approved, beforehitting your invoice register or purchase ledger.

Supplier records keep a lifetime history of what youve

bought and when, providing full analysis by purchasecategory and type.

Negotiating prime terms, retaining control overbudgets and handling your sub-contractors can all be

managed and analysed with speed and accuracy.

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more

To find out more about our consulting,software and solutions, telephone uson 01206 322575 or [email protected].

Alternatively, visit the Access web siteat www.theaccessgroup.com, where

you can download furtherinformation such as brochures, infoguides and customer case studies.

We look forward to helping you

achieve complete business clarity.

31Procurement & supplier management

Enhanced supplier relationshipsWith instant access to detailed supplierinformation and full, flexible purchaseanalysis, you have all the tools neededto interrogate supplier performance atthe most detailed level.

View your commitments at a glance,manage an unlimited number of

contacts, addresses and attacheddocuments, and enjoy instant nominalupdates for the most accurate pictureof your costs.

Browser-based procurementFully integrated, online procurementtools enable your staff, whether office-based or remote, to raise purchaserequests and verify deliveries fromwithin a single, easy-to-use screen.

Configurable templates enable swiftand accurate data capture, whilst in-built workflow rules ensure tightbudgetary control and traceability.

Purchase requests can be approved orrejected before being consolidatedinto purchase orders, with real-timeupdates giving you the most accurate

view on your buying decisions.

Invoice approval workflow

Flexible workflow rules, alertfunctionality and a browser-basedinterface put an end to paper-chasingand eliminate the risks ofunauthorised payments.

Any invoice, whether received as anExcel document, PDF or hard copy

scan, can flow directly into a secure,self-contained register and besubjected to your pre-defined approvalroutines.

Effective remittance management

From satisfying priority payments toanswering supplier demands, yourledger team has all the tools needed

to work smoothly and efficiently.

Remittance advice notes, cheques,credit card and BACS payment are allautomated enabling confidence inhigh-volume processing. Advancepayments, deposits, partial paymentsand all cash allocations are handledwith ease.

Purchase ordersPurchase requests Invoice register Payment

Generate POfor supplier

Approveorder

Approveinvoice detail

Approverequests

Consolidatepurchaserequests

Back to backorders

Stockreplenishment

Suggest invoicefor payment

Receive invoice,register invoice

Approve payment& allocate

Match invoiceto order

Remittanceadvice

Pay supplier byBACS or cheque

Salesorders

Stock

Projectcosting

Projectcosting

Internal purchaserequests

Worksorders

Receive goods in;match to order

Create purchaseorder

Update invoiceto ledgers

Worksorders

Flexible requests, in-built approvals and live system updates all ensure you have maximum control all of your purchasing - wherever

demand is generated.


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Access UKThe Old School, Stratford St. MaryColchester, EssexCO7 6LZ, United Kingdom

T 01206 322 575T 0845 345 3300F 01206 322 956E [email protected]

Access IrelandPlaza 212Blanchardstown Corporate Park 2Blanchardstown, Dublin 15, Ireland

T +353 (1) 885 5577F +353 (1) 829 3881E [email protected]

Winner: Green Software Provider ofthe Year - Sift Media Business

Software Satisfaction Awards 2009

Winner: Mid-Tier Software Package- Accountancy Age 2009

Winner: Construction AccountingSoftware of the Year - Construction

Computing Awards 2009

Winner: IT in Manufacturing -Manufacturer of the Year

Awards 2009

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2009 Product Brochure

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