Credit Control

Credit Control is an integral part within our business management software. Having quick and easy access to overdue accounts is imperative to enabling your accounts department in becoming more efficient with their time. This solution enables accounts to identify whom to contact and then subsequently, chase payment whilst also ensuring to record each interaction via the integrated CRM functionality. Integrated credit controls are present and incorporated in all relevant procedures throughout the system. The great benefit to providing good credit control in this way, is that it eliminates any margin for error and allows personnel to have the correct information at the right time.

The outcome is a solution which allows management to control the risk surrounding the active and busy nature of a modern business environment. Also included are automated processes for sending out letters, emails, and SMS messaging making chasing debts much simpler. You can also place accounts on hold status, clear hold status, and send updates to colleagues as and when required.

Benefits

• Start credit control validations at order stage.
• Customer credit rating for a more meaningful aged analysis.
• Restrict dispatch of goods on overdue accounts.
• Credit pop-ups on overdue accounts.
• Extensive and flexible credit constraints on customers.
• Manage difficult accounts easily.
• Charge interest on selected overdue accounts.
• Automated personalised debtor letter functionality.
• Keep a record of all correspondence.
• Direct SMS function.

Purchase Ledger

Streamline and simplify purchasing activities with our fully integrated solution that ties into the stock and sales ledger and unifies all accounts payable data. Designed for the commodity and service industry, this solution simplifies the work and controls business processes for purchasing. This solution can support and manage the whole procurement process, starting from the purchase order stage, to invoicing, to payment, and any correspondence in between. Our solution makes it easy for your key purchasing personnel to make orders quickly and efficiently.

The ability to enforce authorisation controls on a user level make it easy for management to delegate and stay focused on more important tasks. Special pricing can be set for specific products and products can be grouped together into product kits. All historic activity is available at any time, and allows for comparisons for old and new orders.

Benefits

• Handles the whole procurement process.
• Comprehensive access to historical activity.
• Built-in supplier account management.
• Payment procedures with authorisation controls.
• Integrated stock and sales ledger.
• Keep a record of all correspondence and documents.
• Special pricing and contract facility.
• Back to back ordering.
• Product/supplier approval mechanisms.
• Automated VIES & INTRASTAT reporting.
• Touch screen kiosk interface for warehouse operations.

Nominal Ledger

At its core, our ERP software is supported by a strong nominal ledger. The main objective of this solution is to stop paper chasing and empower the financial controller with the key information they need at any time. Every aspect of the business can be linked back to the nominal ledger, and this has a dynamic and re-definable structure that is customisable to suit the specific needs of your business. Allows you to tailor and manage your ledger your way either by tree structure or by listing. The accounts structure incorporates our unique grid view system across the product, making sorting and filtering out information extremely simple.

This solution focuses on keeping your accounts received and accounts payable visible and in check. Multi-department support gives you more control and insight into each department fiscal expenditure. The end result is the ability to track and manage live information across business processes, and making sure all the money going in and out of the business is accounted for.

Benefits

• Real-time P&L.
• Quick edit correction utilities.
• Live Working Capital Analysis.
• Powerful security logs and user restrictions.
• Multi department support with budgets.
• Comprehensive range of standard reports.
• Re-definable and dynamic NL tree structure.
• Drill down to the original documents.
• Flexible business periods.

Sales Ledger

Our sales management features allow you manage aspects of the sales pipeline with ease, empowering your sales team with quick access to relevant information in real-time. Not only does it improve collaboration and communication between your sales team and the rest of your business, but also it adds to the overall experience of you clients and suppliers by providing account manager functionality.

Provides the ability to produce quotes and sales orders enabling the coordination of activities between your sales team, warehouses and plants, shipping and accounting teams. This solution facilitates efficient management of accounts, shipping, invoicing and commissions. Our sales management solution can also create efficiencies in the sales process by identifying and organising sales prospects and leads so you can take full advantage of potential opportunities.

Benefits

• Manage sales pipeline and on-going correspondence.
• Group, classify, and organise customers.
• Quote quickly and track status thereafter.
• Store external files and contracts with customer.
• Customise telesales interface for quick and easy order entry.
• Create exception views to show lapsed sales.
• Live dispatch details visible on customer account.
• Instant access to stock availability and related information.
• Targeted marketing of new products lines.
• Flexible and dynamic pricing systems.

Stock Ledger

Stock control, also known as inventory management is a key issue for many businesses today. What we offer is a powerful fully integrated stock management system, built to deal with a wide range and high volume of stock operations. This solution gives you the ability to manage your product life cycle and optimise inventory operations across the organisation, then linking this information in real-time directly with all of the other software features and business processes.

The purpose of this solution is to completely automate your stock control procedures. With the sales and purchases ledgers being fully integrated, stock levels are easily maintained and tracked as this data connects directly with the stock levels. Additionally, this solution gives you real time insight into the current stock levels and allows for actionable information you can use to keep your business running efficiently at all times. Our touch screen kiosk software is also available to use in warehouses to facilitate real-time management of stock.

Benefits

• Multiple units of measure per product.
• Back to back ordering.
• Flexible and quick price changing functions.
• Integrated kits, BOM, and assembly.
• Multi bar-codes and QR code support for handhelds.
• Automated manufacturer and customer part numbers.
• Automatic delivery and insurance charge features.
• Manage outstanding orders and create picking lists tools.
• Real-time free and actual stock visibility.
• Simplify procedures with re-ordering and stock take.
• Procurement wizards.

Assembly and Manufacturing

Assembly tools to formulate, schedule, capture, track and manage your manufacturing processes within your business. Managing the day to day manufacturing processes can sometimes be a difficult process, with various issues from fluctuations in the cost of materials, stock control, and accurately creating a bill of materials. This is where our solutions can help you keep your stock levels to a minimum, and help you manage your complete manufacturing processes from beginning to end with a software platform that covers all aspects of your business.

Enabling the controls you require to ensure manufacturing efficiency, this solution allows for greater autonomy and automation. We want to make sure that time is saved where it is essential, and an integrated solution with assembly manufacturing is your ideal solution for doing just that.

Benefits

• Schedule work orders
• Automatically incorporate cost of materials.
• Bill of materials with version control.
• Integrated ingredients batch tracking.
• Integrated parts planning.
• Touch screen Kiosk interface.
• Capture labour costs.
• Integrated report writer.
• Yield analysis (normalisation option).
• Actual stock projections.

Budgets & Targets

In a modern and dynamic business environment, being able to manage finances and create advanced reports easily is an important part of strategic planning. What you get with this solution is completely integrated with the core business management system, and one that can report the variations between actual and expected performance benchmarks through to management. It also provides valuable and actionable business information that gives you an edge when it comes to forecasting and meeting sales and production targets.

One of the benefits from advanced budgets and targets is the automation of key processes related to planning and budgeting, offering the complete elimination of spreadsheets that you would have to reply upon previously. We give you all of the tools required to help organise your business information into focused, coherent data that can be acted upon.

Benefits

• Budgets/targets are set to business periods.
• Nominal budgets can be set at a departmental level.
• Set quantity, margin or value amounts.
• Comes with standard reports and report writer.
• Budgets/targets can be assigned to managers.
• Set budgets/targets to specific suppliers and customers.
• Nominal budgets do not conflict with sales targets.

Customer Relationship and Management

In a hectic sales and marketing environment, the ability to record and control the day to day activities is a requirement for any business. What we offer is a customer and supplier relationship management solution that gives easy access to relevant information from any ledger. This information can be used to identify opportunities to drive follow up sales and categorise companies based on their relationship to your business. This enables your marketing team to aim effective marketing communications at specific customers and focus marketing efforts on the most profitable markets.

Having a deep understanding of your customer’s needs and wants is essential to keeping your business customer focused. More than just your standard CRM, this is a marketing and account management tool that empowers your workforce with the capability to build long-lasting business relationships with clients and develop those over time. By keeping your customers up to date on topical industry matters and new developments that are relevant to them, new opportunities can be unlocked. Satisfied customers have the potential to become repeat buyers and be first in line to trial new products.

Benefits

• Manage sales pipelines through customisable grid views.
• Effective account management tools.
• Record, track and retrieve correspondence easily.
• Targeted campaigning via email, fax, or snail-mail.
• Ability to forecast budget and analyse performance.
• SMS promotions to send details to relevant customers.
• Organize customers to identify new opportunities.
• Differentiate between different types of correspondence.
• Use real-time data to highlight lost sales.
• Follow up, schedule, and map activities on a shared calendar.

Discount Control

Herbst Discount Control module is designed for a B2B trade environment and allows for simple and proactive management of discounts and pricing adjustments…with permissions, of course.

Often, discounts and large scale purchases are handled in a subjective manner by Managers and Senior Executives. Worse, they are inconsistent and can create issue with clients if not controlled carefully. You want to be able to protect the retail cost while empowering your sales team to meet the needs of high volume and long term clients.

The Discount Control module supports escalated approvals and POS activities needed to fulfil orders and discount requests. Negotiations are just part of doing business, so why not make the process easy and reportable.

Reward your best customers with trackable, categorised discounts and incentives and keep their business now and in the future.

Benefits

• Made for the B2B environment Negotiation.
• POS -> Till has availability to give auto discount depending of the user permissions.
• Manage who has & how much discount (Cattegorize users permissions).
• Don’t tell your retail the cost.
• Discounts based on customers Vs. Product.
• More deals.
• Mangers would have more power for more discounts.
• Reward your best customers with more auto discounts based on their behaviour.

Factory Jobber

In a plant or factory, many people may be working on a variety of projects, each with unique resources and timelines. Keeping track of this information via manual timesheets is problematic, time consuming, and often wrong.

Your front line Admin staff can likely attest to this. But it does not need to be this hard. With Herbst Factory Jobber, clocking in and out of tasks which are associated with a contract or job, it is a manner of simply securely logging in on a commonly available tablet and indicating what is being done, for what project/contract and how long it took.

This data can then be disseminated by the Project Management team and billed/invoiced as needed, efficiently and expediently. This also allows the plant to run mu8ltiple, complex jobs from a single location. All data is held securely in the centralised ERP and available to those with permissions to view and report on it and gain a precise understanding of what a job actually costs and how long each task takes.

Benefits

• Clock in & out of a job.
• Integrated with ERP.
• Many jobs.
• +Info & +value to the management.
• Cost the Job.
• Good analysis because of the details.
• See the Data in many different angles.
• No timesheet – More accuracy.
• Real-time.
• Better management reports.

Haulage & Carriage

An integrated haulage solution simplifies and automates the management of this business process. If you’re a business that deals with hauliers, this is the perfect solution for you. When managing your haulage and carriage needs, we provide a powerful tool for dealing with and managing your haulage costs. Simplify and automate you haulier activities, saving valuable time like chasing hauliers for invoices, calculating the costs for different zones, tracking radial miles, catering for depots and dealing with multi- client site environments.

Our haulage solution is one that improves accuracy, eliminates any existing duplication and gives real-time information at the push of a button. Not to mention the ability to create back to back haulage orders, reports by haulier and driver, automated self-billing reports and keep coordinates of all locations which are valuable additions for any business involved in distribution of product.

Benefits

• Back to back haulage orders.
• Keep coordinates for every location.
• Zone, radial miles, depots, and multiple client sites.
• Compare all your hauliers with one another.
• Reports by haulier and driver.
• Automatically apply additional haulage charges.
• Tracks waiting time and minimum load.
• Assign a default haulier to customers.
• Automated self-billing reports.

Job Costing

An integrated order-specific costing technique, used in situations where each job is unique and is performed to the customer’s specifications. In our ERP solution, job costing software activities like purchasing materials and services, issuing materials to a job, collecting labor, and entering any miscellaneous or special charges all impact job costing.

Accumulate all your costs for the individual jobs in real-time. Categorise, group and compare actuals versus estimates. Pivot real-time information such as work in progress as required with complete drill down to the original documents. Automatically apply cost to job at time of goods received note (GRN) entry rather than waiting for purchase invoices. Supports Android devices on factory floor and location that allow workers to catch job activities wherever they are.

Benefits

• Fully integrated with stock and nominal ledger.
• Record coordinates and job contact details.
• Assign and manage purchase orders and goods received.
• Accumulate correspondence and attach files to jobs.
• Supports internal jobs and research projects.
• Customisable user fields (optional and mandatory lists)Facilitates fixed price, cost plus, and time & materials.
• Assign hours to each job with descriptions.
• Assign cost to Bill of Quantities (BOQ)Group, categorise and analyse information as required.

Kiosk Checkpoint

Doing inventory can often be a cumbersome process, often wrought with errors and discrepancies. Being able to reconcile your products, stocks and batches against your suppliers’ records will save time and obviously, money.

Herbst Stock App allows your team to use a Smartphone or rugged tablet/device to scan barcodes, batch codes and even validate the product by serial number or product ID/description. The UI is simple and highly intuitive. All data is available in real-time from the central ERP solution. As long as the device is Wi-Fi or internet capable and accessible, validation is instant.

From both the perspective of the supplier and VAR, invoicing is accurate and timely, as all stock details are readily available. This is especially important when products have a limited shelf life and need to be moved out in a timely manner.

Like all Herbst solutions, security is critical. By using a Role Based model for secure access, only the information a User is required to see and manage is presented.

Manage your inventory and stock securely, effectively and proactively.

Benefits

• All platforms (even specialised devices).
• Secure manner.
• Validity Check (Identify a problem straight away in the production manufacturing. Save time and money).
• Manage the info further.
• Doing an Invoice.
• Manage when an Item is ready to be sold.
• Integrated with ERP.

Point of Sale

A touch screen electronic point of sale system (EPOS) suitable for the warehouse or retail environment, integrated with accounts and stock control. With an integrated EPOS, automation is a big advantage and a key differentiator over a traditional POS system that isn’t fully integrated with accounts. This solution allows for real-time updates of sales and transactional information that’s recorded live within the core software package. It also supports multi-branch capabilities, stores account information and pricing for individual customers, while allowing for special pricing and discounts as well as document authorisation for transaction approval.

Herbst EPOS is designed and tailored to suit your specific needs, featuring a fully customisable interface, with the ability to hide and reposition UI elements and features – only seeing what is required at any given time. Having live data and only one system allows for quicker access to key information that enables better decision making during the transaction process. In addition, this solution allows for full user flexibility and enables management with the ability to limit certain functionality on a user by user basis, at their convenience.

Benefits

• Specialised features for B2B trade counter.
• Enforce delivery details for cash sales when required.
• POS fully integrated with stock ledger.
• Supports signatures at POS.
• Checks credit limits of account customers.
• Barcode and scanner support.
• Quick access to detailed product and customer info.
• Live P&L in back office.
• Supports special prices and promotions.
• Handles batch traceability.

Traceability

Eliminate paperwork and improve accuracy with integrated batch traceability. Enforce full traceability on a batch level while dealing with all relevant stock movements within your purchasing, mixing, and selling business processes. Detailed customer recall letters at the press of a button, referencing every product and delivery docket containing the contaminant batch. Details can be mail merged (email, post) based on either the supplier batch numbers or your finished product batch numbers.

The system facilitates all of your farm-to-fork requirements in order to stay compliant, meet supplier standards and follow legal requirements. The food industry is a great example of where batch management can be a laborious task in an expanding business. In fast moving and always changing environments, keeping active and on top of valuable information in real-time is imperative. Optimise your business processes while fostering inter-company cooperation by reducing duplication and sharing the relevant information in real-time.

Benefits

• Use existing batch numbers or create new ones.
• First in first out’ batch allocation approach.
• Track ingredients used in end products.
• Batch recall reports and letters.
• Manage inspection dates.
• Control dispatch based on expiration dates.
• Multiple units of measure per product.
• Select and manage stock by batch.
• Multiple batch numbers supported on document line level.
• Goods inwards control points.

Web Portal

Complete online self-service web portal for your customers where they can login, reprint historical transactions, order new products and make payments at any time. This solution adds value to your services from a customer’s perspective, allowing for more flexibility in their purchasing processes.

Due to the integrated nature of the solution, products can be linked and synchronized directly from within the core system, making it quick and easy to add new products or edit existing ones. The ability to customise the web portal based on your own company branding, having the ability to re-order past orders, and view past statements and invoices gives you the tools you need to have a fully featured web shop for your business.

Benefits

• Customer specific password management tools.
• Sales orders and payments go directly into the system.
• Share files and contracts securely online.
• Products Ledger 100% synchronized with web portal.
• Customer special prices supported.
• Last statement and previous invoice available in real-time.
• Display product availability, pictures, safety details, etc.
• Customisable interface with branded logo and colours.

Weighbridge

Our integrated weighbridge solution includes an easy to use interface which is completely connected to the back office, with the benefit of having direct control across the weigh-in and weigh-out procedure. This solution allows you to delegate without losing control and helps prevent some of the frequent and costly mistakes that can happen in a busy weighbridge environment. The weighbridge can be customised to manual or automatic and from there, the weighbridge fully integrates with the core software system and your accounts. With this solution, you’ll be able to convert weigh documents to invoices, automatically enforce credit control, check and authorise weight documents for invoicing and much more. Additionally, you can also use our weighbridge solution for sales, purchases, weigh only, as well as for updating the warehouse.

A unique feature for Agri Business is the ability to relay date/time stamped events back with the video footage of what occurred throughout the day including: delivery and receipt documents, vehicles in and out, weighbridge events, and more.

Benefits

• Automatically enforce credit control at the weighbridge.
• Real-time management information.
• Check and authorise weight documents for invoicing.
• Take live snapshots and video using built-in camera support.
• Easily convert weight documents to invoices.
• Facility to restrict access to sensitive information.
• Simple weighbridge interface for fast data entry.
• Supports mandatory fields, test results, and haulage.
• Invoices drill down to original weight documents.
• Specialised driver operated touch screen kiosk interface.