Pro Galaxy ERP System

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This is an application for use in multi branch, multi location, and multi user operations. The system is designed to monitor and keep track of important data.

Comprehensive

The system maintains a database of customer, vendors, inventory items and components where applicable. Information that is tracked includes description, reference number, contract period, the location and much more.

Reliable

The system maintains accurate and precise records of items/products procured as well as issues, adjustments and transfer details. Audit trail for all transactions are available. Detailed reports are on hand.

Flexible

The system accommodates any combination of components, locations and branches/cost centers.

Reports

A host of reports are available from the system: The reports contain data collected in the system for the previous and current periods.

The reports are filtered by the item type, location, dates, department/cost centre etc.

DETAILED PRODUCT FEATURES:

SECURITY AND CONTROLS

Access rights and permissions extensive per module.
Access rights to Reports.
By pass of any document restrictions must be through Login / Password.
Ability to switch between logins for higher access users.
Locks on transaction dates processing.
Audit trail in order to view any postings done by any Login / Password.

INVENTORY MANAGEMENT

Automated inventory coding based on Manufacture’s initials and next available number.
Categorizes inventory into Groups (Electrical, hardware, consumable, free issue) e.t.c
Categorizes inventory into Bins (shelves arrangement)
Able to store highest, lowest, latest and average item costs. Most important is average cost.
Have different Cost Centers/departments
Multiple Warehouses/Stores
Ability to include extra item information i.e. manufacturers name, e.t.c.
Ability to pick out in reports, items with same information i.e. same components, grouping e.t.c.
Pick up activity of item based on ordering, usage, purchasing during a particular period.
Ability to record stock take activity. Random stock take (done daily. This type of stock take (Random) does not update differences between physical and system quantities, but keeps a snapshot/memory of the particular variances at that particular time.
Slow movers at a particular period. Calculations done over period activity and not just recent activity.
Ability to create an order from the report showing items’ activities.
Drill down items of items to get further activity information.
Show reordering activity i.e. compares current period reorder of an item with reorders done another period.
Ability to pick out particular dates / times / periods when a particular item is sold most or least.
Ability to import Suppliers’ invoices straight into system from email, excel or any other compatible program. The supplier invoice should have a column for ticking confirmed items and also confirmation on who did the invoice and who checked it.
Ability to differentiate between quantities in stock and quantities on hand.
Create Inter branch transfer facility. This enables branches to transfer items between them.
Create Inventory Opening balances

GENERAL LEDGER

Standard functionality i.e. Chart of Accounts, Cashbooks, Journals.
In the HQ system, the ability to collect and compile all the branches GL reports and remove reports based as one entity.
Ability to export and import GL reports / Balances
Ability to create budget items / Departmental items.
Drill down and Detailed Ledgers of GL accounts
Audit trail of GL postings
Count inventory function for stock take
Expiry / Damaged inventory function.
Use of Accounting periods (Security / Rights) and also Year Ends. Minimum of 5 year ends.
Assets computation in GL system. This includes automatic coding of assets.
Automatic asset Deprecation. Also includes ability to show assets transfer between branches.
GL charts / Graphs and Ratios.
Bank reconciliation is automated by importing bank statement to the system

ACCOUNTS RECEIVABLES

Categorizes account customers for whom work is done.
Automatic coding of customers based on their category, last name initials and next available number.
Ability to capture contract sums, contract components, contract periods and other such related information.
Ability to generate contract input schedules and ongoing project inputs and hence contract profitability reports
Contract status, Custody of keys and stock issues etc,
The HQ system is able to consolidate all customer balances from all branches and remove appropriate reports on balance levels.
Journals for Customers
Drill down and Detailed Ledger for customers
Allocation of payments per invoices.
Linking credit notes to invoices

ACCOUNTS PAYABLES

The system is able to track the movement of stock items from supplier and in the store thus:-

Entering requisitions
Entering requests for quotation and sending them to selected creditors using a user-defined letters
Entering of orders by line-item detail. The value of the order is recorded as a commitment in the system.
Printing of orders is facilitated
Standing or repeating orders
The processing of Goods Received
Purchase Returns to suppliers
Goods issued from stores to production and various department and the cost of each production
Returns to the store
Stock transfers between stores
Stock adjustments
Stock take
Price adjustments
Period procedures and EOY procedure

SYSTEM

Back up facility with time stamp and security passwords. This allows normal users to backup but restoration of any backup requires a higher access password.
Exportation and importation utilities.
Linkage to other systems and software.
Compatible with email programs.

REPORTS

The system has a host of reports available. These include:-