Acumatica ERP – Comprehensive Distribution functionality
Sales and Distribution Management Suite
The Sales and Distribution Management Suite, referred to as simply Distribution Management in Acumatica, is an add-on module to the Financial Management Suite for managing the complexities of distribution such as purchasing, ordering, tracking inventory, filling orders, and delivering customer support.
Our distribution software is integrated with our core financial modules to deliver real-time measurements of profitability by warehouse, product line, location, and business unit. Integration with CRM ensures that your entire organisation, from sales to support, has visibility into your distribution processes.
Integration with other Acumatica modules provides your entire organisation visibility into your ordering and fulfillment processes. Since Acumatica requires no client software and is priced by server, you can keep costs low while involving everybody.
Acumatica provides integrated workflow so you can automate order processing and eliminate unnecessary steps. You can configure order statuses, status transitions, notifications, alerts, and actions that should be automatically triggered during order processing.
Configurable Order Types
Acumatica includes a predefined set of Order Types for common distribution operations and allows you to define custom order types to meet specific order processing requirements. For each order type you can specify inventory allocation rules, workflow scenario, and the type of document that will be generated in the accounts receivable and inventory modules.
Flexible Discounts and Promotions
Acumatica’s order management software allows you to manage complex pricing and discount policies. You can setup quantity and volume discounts as a discount percent or an absolute discount amount. In cases where multiple discounts apply, you can specify the rules and sequences for applying discounts or allow the system to automatically apply the best discount combination. Discounts can be maintained in single and multiple currencies. You can establish rules and policies for price overrides.
Acumatica allows salespeople to convert CRM opportunities to sales orders without re-entering pricing and discount information. Customer service can easily locate customer orders to verify the delivery status. Order fulfillment personnel can associate tasks and activity history with each order.
Acumatica allows you to link sales orders with purchase orders so received items can be allocated to orders. Orders can automatically generate purchase orders or linked manually. Sales orders which are linked to purchase orders can be placed on hold until the purchase order is received. Drop shipment purchase order functionality is also supported.
Multiple and Partial Dispatching
Acumatica allows you to fill a sales order with goods from more than one warehouse and specify if partial deliveries are acceptable. Based on warehouse availability and costs, Acumatica can split a sales order into multiple shipments from different warehouses. For incomplete orders, Acumatica will track the remaining sales order balance and manage back order delivery if required.
Acumatica allows you to specify a different delivery date for each line item on a sales order. For orders of this type, Acumatica will generate shipment orders according the delivery schedule and item availability.
Pick List and Replenishment Orders
Acumatica prepares a pick list for each shipping order according to item availability and the pick priority for each warehouse location. If a pick location has insufficient stock to fill an order, Acumatica will search for a warehouse with quantity on hand, issue a replenishment order, and place the sales order on hold until the replenishment is fulfilled.
Acumatica provides real-time inventory data, including information about inventory that has been allocated. During the entry of a sales order, Acumatica will notify the user if the quantity is not available or over allocated. You can configure the inventory allocation rules for each step of sales process.
Credit Limit Verification
Prior to releasing a sales order, Acumatica verifies that the customer’s credit limit has not been exceeded. Orders placed on credit hold are automatically released if a customer payment is entered or if the order amount is decreased. Authorised users can override the credit hold status and force order fulfillment.
Multiple Shipment orders can be consolidated into the single customer invoice. Consolidation can be done automatically or orders can be combined manually. Once the consolidated invoice is prepared it can be reviewed so that price and discount information can be amended before printing the invoice and updating accounts receivable.
RMA and Reason Codes
Acumatica includes RMA (return merchandise authorization) features which are required for receiving goods from customers. RMA orders can be processed as a credit to a customer balance or as a replacement of damaged goods. Every line can be marked with an inventory reason code to specify the return or replacement reason.
Acumatica’s inventory management software is a key component of the Distribution Suite and is integrated with the Financial Suite as well as the Order Management and Purchasing Management modules.
Multiple Valuation Methods
Acumatica allows you to value your inventory using standard cost, moving average, FIFO, and item specific methods. You can select a different valuation method for each inventory item. A set of report and inquiry screens provides up-to-date valuations and allows you to make direct adjustments to cost and physical inventory count.
Acumatica allows you to manage multiple warehouses with location specific inventory quantities, allocations, and costs. For each warehouse you may specify the access rights to determine the group of people who can access warehouse information and enter inventory transactions. In order to trace inventory valuation in the GL, you can assign multiple warehouses to specific inventory accounts.
Lot and Serial Numbering
Acumatica allows you to track inventory by lot or serial number. Lot and serial numbers can be assigned or entered manually when you receive, issue, or assemble inventory items. Serial numbers can be linked with item specific valuation methods to account for the cost of inventory per lot/serial number. Inquiry screens and reports will provide you an option to find out the lot/serial item history.
Inventory Bin/Location Control
Acumatica allows you to create a physical and logical warehouse structure using inventory bins and location controls. For each warehouse location you can specify the types of items and transactions that are allowed, the picking priority, and the cost of the items. Report and inquiry screens allow you to see available inventory and allocation details for each inventory location.
Acumatica allows you to separate items into sub-categories so you can track inventory characteristics such as size, color, and style. You can associate separate cost and quality information with each subitem. Inventory management software reports and inquiry screens allow you to see detailed segment information as well as aggregated inventory totals.
Acumatica allows you to assign an expiration date for each lot and serial number so expired items can be deducted from your list of available inventory. Acumatica can automatically issue items with the earliest expiration date to minimise losses. Reports and inquiry screens allow you to monitor expiring items.
Acumatica allows a negative inventory balance for an individual item or group of items. Over-issued items will use most recent historical cost until the item is received. When received, the inventory management software will match the receipt cost with issue cost and generate a cost adjustment for the difference. Negative quantities and values may apply to one site or location while aggregated inventory is positive. Appropriate warnings are issued on transactions that will result in negative inventory.
Multiple Inventory Accounts
Acumatica allows you to create multiple inventory accounts and subaccounts for different groups of items so you can maintain a detailed balance of your inventory on the GL. Inventory account and subaccount codes can be derived from the warehouse or the inventory item. When you change an inventory account, newly received inventory will be assigned to the new account while issued inventory will be deducted from the old account until the inventory is depleted.
Transaction Reason Codes
Acumatica allows you to assign reason codes to inventory transactions so you can measure trends and spot problems. Reason codes can be linked to both GL accounts and inventory levels for financial and operational reporting. Subaccounts can be assigned automatically depending upon the type of operation, the warehouse, or the person who enters the transaction.
Two Step Transfers
Acumatica completes inventory transfers in two steps so you can track goods in transit between locations. The first step deducts inventory from the warehouse of origin and increases the Goods in Transit GL account. When goods are received the Goods in Transit GL account is reduced and the destination site quantity and value is increased.
Acumatica maintains detailed cost allocation information on all inventory related transactions. Allocation information is constantly updated for all transactions as well as anticipated receipts and issues. You can drill down the allocation details and navigate to the original documents that results the allocation.
Using the physical inventory count features you can organise your goods based on ABC codes and movement classes and conduct regular cyclic count of your inventory. Items that are included in the count are locked in inventory and no operations that affect warehouse quantity are allowed. Once the count is completed you can continue the operation and enter the count result later. Once the count results are entered system will generate appropriate inventory adjustment based on historical snapshot.
Drill Down to Original Document
Acumatica’s inventory management software provides a complete set of inquiry screens and auditing reports that helps you analyse your stock and reconcile your inventory balances. Most reports and inquiry screens allow you to drill down to the original transactions.
Inventory and Warehouse Security
Acumatica allows you to control which users and roles can view and create transactions for inventory items and inventory warehouses in order to improve the accuracy of the data entry and enforce inventory control.
The Inventory Management software provides a complete audit trail of all inventory transactions. After a transaction is released it cannot be deleted – to correct mistakes, you must enter a correcting transaction to reverse the incorrect entry. The system keeps the details of all Inventory transactions, including the user who entered the transaction and the user who modified the record. The auditing process is simplified by having notes as well as supporting electronic documents attached directly to the transactions.
Web-based functionality makes it easy to deploy throughout your entire supply chain, and server-based pricing makes it economical to involve everybody in your organisation.
Automatic Creation of Purchase Orders
Acumatica automatically generates purchase orders based on the inventory stock level and the inventory replenishment algorithms. Orders are placed with the vendor that best meets the price and delivery time requirements that you specify. Drop shipment purchase orders can be automatically prepared based on the information in open Sales Orders.
Purchase Order Approval
Create different approval rules based on the type of order, vendor information, order amount, and other order specific information. Purchase orders must be approved by a designated person before they can be printed and sent to the vendor.
Partial and Consolidated Receipts and Vouchers
Acumatica tracks when purchase orders are received. Orders can be partially filled, completely filled, or consolidated from multiple purchase orders into a single receipt. Acumatica automatically creates accounts payable vouchers when goods are received for complete, partial, or consolidated orders. Multiple receipts can be consolidated into a single voucher and multiple bills can be entered for a single receipt. Pricing information can be modified during the bill entry in Accounts Payable and the difference will be posted to the designated variance account.
Blanket orders allow you aggregate several orders to receive a volume discount or stock hard-to-get items. After creating a blanket order, you can create several purchase orders that refer to the blanket order and reduce the amount of the blanket order balance. As you enter purchase orders, Acumatica automatically checks for open blanket orders and provides the option to link to them.
Acumatica allows you to create drop shipment orders for goods that should be delivered directly to a customer location. Drop shipments can be created automatically from sales orders or entered manually by linking to a sales order from the purchase order entry screen. After the bill is entered for the drop shipment order, the corresponding sales order will be released and an invoice will be generated for the customer.
Landed Cost Functionality
Acumatica allows you to include additional shipping and receiving costs with your purchased items. Costs can be allocated across several goods using custom allocation methods. Landed cost bills can be entered directly in Accounts Payable and associated with received items. Landed costs are automatically included in the inventory costs for stocked items.
Vendor Selection and Performance Analysis
Acumatica allows you to upload vendor price lists with product descriptions, prices, and delivery times. Each uploaded inventory item can be mapped to existing inventory or a new item can be created. Inventory information such as cost, quantities, and lead times can be automatically updated each time inventory is received. Statistical information is used to automatically produce purchase orders and analyse vendor performance.
Integration with other Acumatica modules eliminates paperwork while providing sales, service, shipping, receiving, management, and others with visibility into your requisition process. Since Acumatica requires no client software and is priced by server, you can keep costs low and while involving everybody.
Acumatica saves time and eliminates paperwork by automating the process of collecting and fulfilling requests for internal consumption and for external distribution. You can authorise users to select from a your entire catalog, limit requests to specific items, or require users to enter descriptions. Acumatica automates the entire process including collecting orders, obtaining supplier bids, sending sales quotes, approving quotes, issuing purchase orders, receiving goods, fulfilling orders, creating invoices, and collecting payments.
Workflow and Approvals
Acumatica organises how your departments and team members participate in the requisition process. Approval maps and authorisations ensure that the right people are alerted when they need to perform activities to deliver orders promptly while maximising margins.
Eliminate paperwork and speed the bidding process by emailing requests for proposals to multiple vendors. Award the entire proposal to a single vendor or select multiple winners for different line items on the request.
Create sales quotes based on catalog pricing or cost plus algorithms. Print or email quotes to customers. When the quote is approved, automatically generate sales orders and purchase orders to fulfill your sales requests.
Predefined Request Lists
Limit requests to a specific list of inventory items so users can only select items from a predefined list.
Hide Inventory Items
Acumatica gives you the option to hide your product catalog from users. When hidden, requestors need to enter items manually.
Collect and Organise Requests
Gather requests from multiple sources and bundle them together in a single requisition. Create rules to approve requests based on a variety of criteria such as quantity and request amount.
Create request classes to set requisition defaults in order to simplify data entry and reduce error rates. You can limit selection to a specific list of items, create customer only requests, hide vendor information, hide inventory catalog information, allow multiple vendors per request, and set promised lead times.
The requisition module integrates with purchasing, order management, inventory management, and all financial modules to automate all processes, eliminate duplicate data entry, and properly account for all transactions.
Once you approve a requisition quote, Acumatica automatically creates a purchase order that can be tracked within the purchase order management module.
Sales Order Integration
After a quote is approved, you can create a sales order with one click. Sales orders are managed by the rules within your sales order module and linked to your requisition for rapid access.