Improved efficiencies, tighter controls and reducing wasted paper provides your company with an industry specific application with a short return on your investment. Adding value to your customers’ products allows you to operate your job shop using all of the fully integrated business down to the accounting and financial statement preparation. Having all of the cost details pertaining to previous jobs, allows you to assess your margins and adjust your strategies on future jobs when this becomes appropriate.

Some Background

BIS’ Heat Treating and Brazing job shop process operates all of the business functions of a multi-location operation that adds value to a customer’s product – includes a number of distinct, yet fully integrated modules such as Order Processing, Inventory Control, Purchasing, Customer Service and all Accounting functions including Financial Statements.  Operates via browser over the Internet.  Access to data via wireless notebooks, tablet computers and smartphone.  The time savings contained within this system is multiplied for you many times, day in and day out.

Product is targeted to small to medium sized firms who want the type of functionality offered by top of the line products but who do not have the budget to be able to implement these significantly more costly applications.

For over 45 years this application has been enhanced with the input from our users as well as some of the inventory management concepts and modern distribution tools which noted experts in the industry bring forth.

Functions and Features

Generic features include such things as:

  • Certificates automatically generated based on data that has been entered throughout the various stages of the process.
  • Using handheld devices, speeds up the work process – start and end date/time is captured for each process step.
  • Can interface directly to your machines that generate specs output such as heat settings and duration at various heat levels.
  • Multi location and multi-company
  • Inventory lots or serialization
  • Integrated with BIS’ Document Imaging system for certifications and other documents
  • Closed Loop system from Receiving Step Inspection to Shipment – nothing can fall through the cracks – all data at each step of the operation is captured
  • Real time Business Activity monitoring with auto-triggered email notifications identifying specific call to action; even to wireless handheld units
  • Print and track Operations Steps within your Travelers via Bar Codes
  • Extensive use of templates for reorders
  • System uses wireless handheld units to track all products as they move along the various processing stages
  • Integration with UPS, FedEx
  • Outside Vendor tracking of steps that are not undertaken by your firm – items go out and can return as different stock codes
  • Hours tracking for payroll
  • Reports are previewable on screens before needing a hard copy
  • Month-end processes made easy – no lengthy updates while your users have to wait to start a new month
  • Ad hoc database query and reporting

Order Processing

The Order Processing system manages the day-to-day details of the business.  It organizes and continuously follows orders through the production cycle, from product receipt to shipment and to invoicing.  Certifications, Shipping Documents and Invoices print promptly.  Complete transaction accounting takes place automatically.  A big bonus includes operational analysis – an extensive body of information that gets updated with every shipment automatically.

Integrated with templates for reorders or similar order processes to minimize setup time.

Customized forms that are generated based on user entry provide easy quotes and other order documents that can be set up to automatically get e-mailed or auto-faxed.

Job Shop

The Job Shop system performs four basic functions:

  • Product costing
  • Production scheduling
  • Material requirements planning, and
  • Production accounting.

The engine of the system, the “driver” for all four functions, is a traveler with labor identified for each step – the collection of all parts and processes that go into the manufacture of a product.

Certificates of Specification Compliance are automatically generated based on data tracked at the various processing steps.

With this structure in place, the system can then:

Retrieve and accumulate all of the product’s value elements for costing.

Schedule for production all necessary sub-assemblies whenever a final assembly is to be manufactured.

Report, in detail, the parts and labor required for processing in a given period.

Make accounting entries for every completed schedule, to record: direct labor, raw material, applied overhead, work in process, and finished goods.

Quotation Module

The Quotation module makes it easy to issue, review, and update product price quotes.  It produces letter-sized quotations in a columnar format that reads well and looks smart, and are formatted for window envelopes.  These can be auto-emailed as well.  It provides for on-line quote query in several ways, as well as automatic price updating and periodic review of expiring quotations.

Inventory Control

The Inventory Control system provides answers to the important questions of disposable supplies: what is stocked; where is it stored; how much is it worth; what kind of movement has the item experienced; and how many are there ­on hand, on order, scheduled for production, committed for sale?  Items that have Expiration Dates are highlighted for users to pull first.  Two sub-systems operate in tandem:

Perpetual inventory – interfaces with the purchasing / manufacturing / selling cycles to maintain an accurate record of what is in place and scheduled to come in or go out, and to maintain a moving average cost of stock on hand.

Automated Merchandise replenishment tools help you identify what is needed for reordering based on history.  BIS’ forecasting routines match each item’s historical sales to a best fit statistical curve and use that to project needed stock based on known parameters.  Seasonality is automatically detected or can be indicated by you.  Purchase Orders are automatically generated for review, approval or changes.  One click, and the PO is e-mailed to the vendor’s destination, faxed or printed.

Physical inventory – provides for taking an actual item count, valuing that count, and comparing those figures with the pre-count records to identify instances of shrinkage or unrecorded transactions.

Warehouse Management

The Warehouse Management system allows integration between the backend functions and the mobile handheld units on the Shop Floor.  Shop Floor efficiency and accuracy is the goal here.

The system is not limited to the number of steps your processes go through, the number of specific traveler points or the number of items that can be on a given order.  The system even assures that steps are not accidentally missed.

The PURCHASING system complements both the sales and inventory control efforts, closing the loop in the buying / stock-keeping / reselling cycle.  It anticipates the material needs of the company, directs attention to low-stock conditions, facilitates fast and accurate order placement, continuously tracks open requisitions, flags problems, updates receipts to the on-hand inventory, and contributes to the cost data base so that budgeting and pricing decisions can be founded in fact.

The SALES ANALYSIS system provides management with crucial information about what items or services have been sold, to whom, by whom, when, and in what geographic area.  Both short-term (monthly) and long-term (yearly) results are reported, in detailed and in summary form.  Because cost data is captured along with the revenue from every transaction, profitability plays a prominent part in these analyses, as it does in most marketing decisions.  And, because each invoice is logged when billed, detailed commission statements can be produced at month-end for each salesperson, as a basis for review and payment.

The ACCOUNTS RECEIVABLE system organizes and manages the invoices a company sends to its customers, records payments when received, and provides the credit department with instantaneous access to a vast amount of historical and current information – such as how long they’ve been doing business with a customer; what that company’s highest balance has ever been, and when that occurred; what the balance was a month ago, and two months ago, and what amount was overdue then; how promptly the last five payments have been made; when the last payment was, and for what amount; and, of course, what the current balance is, in detail.  And what the system does on an individual account basis, it does in the aggregate as well.  Being able to print a complete receivable ageing at any time makes it possible to monitor the total credit volume and any changes in the collection cycle.  And being able to print aged, addressed customer statements as a by-product of the invoice/receipt process takes the pain out of month-end closing.

Cash Receipts are applied in an easy to use screen by selecting the transactions that are being paid.

The ACCOUNTS PAYABLE system organizes and manages invoices received from outside vendors.  It records the expenses, produces ageings and other information about open payables, selects invoices for payment when due (with provisions for different management decisions), calculates and takes cash discounts, prints checks, and maintains a bank account reconciliation.  In the process, an extensive body of purchasing and payment history gets created, for use in a variety of applications.

The GENERAL LEDGER system summarizes and reports accounting activity.  It produces worksheets, entry journals, trial balances, and account audit trails specific as to date and posting source.  It sets up reversing and recurring entries for automatic journalizing (under management control), and provides an unlimited number of periods before closing a given fiscal year.  No need to close a month!!  It prints, at any time, user-formatted financial statements, with a wide variety of format and comparison options, including:

Actual, budget, and variance; this month, last month, and variance; this quarter, last quarter, and variance; this month, this month last year, and variance; this year to date, last year to date, and variance; % of sales or other referenced amount; and so much more.

The SECURITY system makes sure that all accesses to the computer are by authorized personnel, and provides an audit trail of every approved access, so that even these can be monitored.  It lets a company determine exactly who can do what within the application, and lets all users know that nothing can be done without leaving a record behind.  Users are assigned to various roles that are pre-set for the areas and functionality that specific users can accomplish.

The MESSAGING MANAGER, an automated Business Process Notification module, is designed to provide your staff with automatic email notifications based on triggered events for you them to take actions – triggers identifying jobs that are running behind schedule, require additional resources, need supplies reordering, just to mention a few.

You will start running your business by exception, rather than by combing through volumes of data looking for ways to improve and grow your business.

The system produces many reports reflecting transactions on a daily, monthly and yearly basis.  The reports produced through these modules have been predefined and can easily be customized for you.  Forms and other documents contain your logo and name and address information.  Through the operating environment in which the application has been developed, the user also has an extensive AD-HOC REPORT and QUERY GENERATION capability.

The benefit of having an ad-hoc report generation facility is so that when special needs arise they can be dealt with easily and in a timely fashion without the need of a programmer. The ad-hoc query/report generation capability is quite easy to use by following pre-defined sets of questions.

The integrated DOCUMENT IMAGING MANAGEMENT module automatically stores documents and forms which you generate internally for future review and lookup.  Up to 13 indexes allow you to search the huge volume of your documents and pinpoint the documents you are looking for since all documents are automatically .  You may scan in paper documents and have them indexed as well.  This would include ISO 9000 bulletins, Vendor and Customer specific documents specific to an item that you wish to go out with your customer’s orders, 3rd party vendor certifications, customer designated attachments, and so on.

E-MAIL DIRECTOR is an automated e-mail capture and indexing system which recognizes email addresses, keywords or business rules you have defined.  The in- and out-bound emails and any attachments are fully searched by the E-Mail Director as they arrive or are sent and are automatically indexed within BIS’ Document Imaging system.

E-mail Integration with Document Imaging is achieved as the E-mail Director uses a process to “crawl” through the e-mails and identify indexes to use, or move the e-mail to an area that needs manual follow up.  E-mails are searched for e-mail address, subject and message content.  Attachments are also searched, including MS Word, Excel and .pdf files.  Multiple indexes for each e-mail can be set up.