EpsilonSys Software Inc.

Quotes, client order slips, receiving slips, client delivery slips, client billing and vendor are integrated concepts in the “distribution” section. The client quotes and vendor do not affect the system at the inventory level or accounting while the client order and vendor reserve the stock in the inventory and can have an accounting link in the application of a deposit on an order.

At the stage of the client Receipt or Delivery, a provision is then made in order to enter in an account the related costs or receivable income revenues while applying the inventory data (if permanent inventory). The client billing and the vendor billing confirm then the delivery or receiving by purchase or sale adjustment according to the exact billing price. In case of a different  exchange rate between the two process, an adjustment is also made according to the billing exchange rate. A Management of the versions document is integrated within the process  allowing visualisation on all modifications that have been made in the various versions in addition of seeing the user, date and hour of the modifications.

A Delivery Assistant Chart allows you, in real time, to check the status on the ready to be delivered, new orders entry, quotes and deliveries in progress. This tool can save you an enormous Management time…this screen puts together the information for a global view of the sales operations. As for the deliveries, a Purchases Assistant Chart is also available allowing this time to plan your purchases in relation of the subscripted criteria concerning the sales, the minimum/maximum, the minimum purchase and the most savings quantity.

Here are the main characteristics Voici les principales caractéristiques :

• Quotes
• Client Order
• Client Delivery
• Client Billing
• Quote Création/order/delivery/invoice from any other transaction (no matter which client)
• Management of the versions documents
• Modifications logs Management
• Delivery Assistant Chart
• Incurred Costs Management
• Vendor Price List Request
• Vendor Order
• Vendor Receivable
• Vendor Invoice upon repeipt
• Management of Incurred Costs payable
• Update of Inventory upon receipt
• Update of Inventory upon receipt of a vendor invoice
• Exchange Rate Management
• Purchase Assistant Chart
• Management of links between client invoice and receiving/vendor invoice for specific cost
• Management of links between client and vendor process
• Complete and Precise tracking
• Real time accounts payable and receivable
• Real time Ledger accounts entries (except for carryforward entries in batch)
• Real time Inventory

Inventory Products and ComponentsOur inventory management includes the products management of stock types, non stock, labour, subcontracting, FGF, machines, etc… We
offer the cost management according to the  mid-cost, FIFO (First In First Out), specific according to the serial number, batch number or purchase related. By product, you can determine its batch or serial number method but the decision of the cost type for the standard products is
determine for the overall of the company.

Here are a few charateristics of our inventory management:

• Multi categories (validated)
• Multi additional fields (non validated)
• Multi warehouse
• Multi tracking
• Permanent or periodical inventory to the general ledger
• Permanent inventory to the inventory management
• Average cost, FIFO ou specific (according to the criteria)
• Batch number (automatic or manual)
• Serial number (automatic or manual)
• Kits management
• Additional fees management on products (ex : environmental)
• Core management
• Leasing
• Multi measurement units
• Conversion tables
• Price management
• Rounding cost decimales
• Product picture
• Multi languages

The accounting management offers the possibilities of a management by activities. The activity notion or sub accounts allow to analyse the accounting data by branches, divisions, department, etc. It depends on the information you wish to extract and the desired groupings. The management methods by batch/real time are simultaneously offered as they have been twinned. We have selected the best assets for both
solutions to make only one. It makes the system higly secured and flexible.

The following aspects are our financial system strengths:

• Simultaneous batch/real time
• Accounting periods that can go up to 52 per year
• Multi financial statements
• Ledger accounts (25 characters)
• Activities (sub accounts)
• Printing of financial statements with combination by activities
• Financial statements analysis
• Bank deposit
• Bank reconciliation
• Correction of accounting entries (trace kept by reversal)
• Cheque cancellation or cashing (trace kept by reversal)
• Journal entries reported to the general ledger (batchs-verification)
• Cancellation of a batch entry (trace kept by reversal)
• Drill down of entries towards transactions
• Drill down of transactions towards entries
• No limits at year end, you can work in the following year even if the preceding on is not closed

Receivables and payables management

The management of the receivables and payables consist on the management necessary files to ensure efficient functionalities: client, vendor, terms, payment form, taxes, currencies, etc. The two menus offer nearly the same possibilities such as:

• Folders client /vendor
• Receivables/payables invoices
• Cashing / payment
• Terms management, taxes, payment form, currencies
• Multi client categories (validated)
• Multi additional fields (non validated)
• Reports created with the report generator
• Drill down
• Aging of accounts

Furthermore, on the vendor side, a payment assistant is available in order to process your payment either by cheque or by EDI file on a pre selected quantity of vendors. User friendly and accessible it allows you to:

• Chose the payment method
• Pre select the vendor invoices to be paid according to the payment method
• Save the pre selection by assigning a batch number
• Print an approval document or visualize the payment on the screen
• Recuperate a batch to make corrections if necessary
• Issuance of cheque or EDI file
• Make payments on invoice (accepting cheque and EDI file)

THE MAIN FEATURE IS THAT YOU CAN MAKE A PAYMENT FOR A VENDOR EVEN IF A BATCH
IS IN PROCESS.

The system submit the cheque number only when it is printing so that it allows the user to submit a payment for a vendor either by payments or by the assistance of a batch with another batch number.

Our financing module offers the possibility to manage financing contracts from the starting point (request for financing) until complete payment.
This exceptional module speeds up the process of credit approval as well as the client service during the financing process.

A web application, Epsilon Web Leasing (Web2 (Ajax)) is connected on the management software allowing the client to make their request
for financing directly online. A very efficient follow up step process offers to the client and the financing institution/company a real time follow up on their requests. Online chat or tasks module saves a tremendous amount of time preventing calling time and discussion to make the correspondence between the financial analyst and the client for case approval as fast as possible. At the contract printing for the client signature, the contract becomes available for verification by the financing management to insure conformity of the information and approval to start the financing process. The contract is then activated and an accounting entry is generated for FINANCING RECEIVABLE along with a financing chart (grid) for payments structure in accordance with the contract agreement.

The financing chart (grid) is an excellent tracking tool. It allows the user to extract a precise balance at any moment for a client requesting it. Many tools have been developed to allow an accurate management of the agreements between the client and the financing institution/company as well as necessary actions taken on a file:

• EDI file for pre authorized payment
• Manual cashing of a payment
• Payment cancellation (correction of an entry)
• NSF management
• NSF cancellation (correctionof an entry)
• NSF additional fees
• Management of carrying forward payments (with or without additional fees)
• Cashing on the capital reducing the number of payments
• Cashing on the capital reducing the payments amount
• Payment splits
• Adding a supplementary payment (fees)
• Contract seizing
• Contract closing (cancellation)

All process are integrated to the accounting system in real time.
An account aging by assistant is available to allow the financing charts to balance as opposed to the receivables. An inventory list is available providing either equipements or vehicles that have been financed. A multitude of reports are also available allowing investors and shareholders to analyse the financing in progress. These reports also allow a drill down by displaying the requested analysis results on the screen.