MODULE DATA SHEETS

Optimise Systems Ltd is a provider of sophisticated suites of software to the fresh produce, catering, seed, trading, construction, engineering and clothing industries, with a powerful end-toend solution, from the start of a process through to the financial accounts.

Our software provides users with solutions that can start in the field, a factory or on a contracting site. The software allows our customers to progress from the initial stages, to full integration into a comprehensive accounting package.

Asset Manager

Asset Management

The Asset Manager is designed to calculate and charge depreciation on a period basis, referencing the 'Purchase Date' in Asset Maintenance to determine the starting period. It is fully integrated with the Nominal ledger for the transfer of depreciation on a period basis.

Cash Book

Cash Book

The Cash Book is designed to record transactions for cheques and cash in and out of each nominal bank account in any currency.

Transactions posted from other modules are posted to the cash book control account prior to reconciliation against bank statements. Once transactions have been analysed, reconciled, etc, they can be posted through to the appropriate nominal bank account.

Foreign currency accounts can be re-valued at any time.

Catering/Food Services

Catering/Food Services

The Catering and Food services module is designed to deal with the industry specific requirements of the Catering, Wholesale and Food Service industries.

This module is a totally integrated system. It caters for the whole process from Sales, through Picking (with links to weighing scales), Delivery and Invoicing to include Procurement and Stock control.

All these programs integrate fully with our standard Accounting suite of software making this a very powerful suite of Software.

Construction Industry Scheme (CIS)

CIS

The HMRC changed the reporting procedures for the Construction Industry Scheme in 2007. The Prodigy sub-contractors module accommodates these changes.

1. Under the new scheme cards, contractors must verify sub-contractors with the HMRC.
2. Contractors must provide a statement to sub-contractors from whom they have made a deduction.
3. Contractors must make a monthly return to HMRC detailing payments made to sub-contractors.

All HMRC Tax Treatments are catered for and the module handles the electronic links to the HMRC Gateway for verification of sub-contractors and monthly returns.

The module is equally suited to the control of contracts with suppliers whose business is not within the HMRC Construction Industry Scheme.

Consignment Trading

Consignment Trading

Consignment trading is designed for open and fixed priced account sales.

Costs for a specific sender's consignment are accumulated with optional posting from pre-pack production. Supermarket sales orders can be allocated against consignment stock, together with traditional open price wholesale market transactions. Deduction routines from the sales price for handling charges and commissions are offered with remaining monies that are returned to the consignee.

Contract Costing

Contract Costing

Contract costing is intended for building and engineering contractors, for the purpose of recording and controlling the costs of performing specified jobs. It can be run as a stand-alone system, or integrated with Prodigy accounts, stock, purchase order processing, sub-contractors, contractors sales and third party payroll and time sheet systems.

Contractor's Requisition

Contractor's Requisition

Optimise Web Based Stock System allows for remote access by Contract and Site Managers to Head Office.

It has been designed with Contractors and Site Managers in mind.

This application provides Site Managers with the functionality required when on remote sites to place orders from stock and to advise of returns into stock.

Contractors POP

Contractors POP

Contractors Purchase Order Processing is intended for Building and Engineering Contractors for the purpose of recording and controlling the purchasing and hire of goods and movement of on hire equipment between contracts.

Fully integrates with Contractors Module to provide accurate costs by contract/job.

Contract Sales

Contract Sales

Contractors Sales allows Building and Engineering Contractors to record revenue received against the jobs being performed for customers. It can also be used to record revenue that is not associated with a job, thus obviating the need for a separate non-contract sales ledger.

Contractors Sales handles applications, certifications, invoices, credits, cash sales and payments.

Electronic Data Interchange (EDI)

EDI

Developed to allow users to manipulate EDI purchase orders transmitted by customers and process them into sales orders, placing them into their respective modules. Both provisional forecast orders and normal orders are handled. The system also allows sales invoices from SOP systems to be sent to customers via EDI.

Customers send and receive data through EDI in different fields, so the package allows conversion details, for orders and invoices separately, to be set up for a specific customer.

The order processing component of the system also allows orders to be entered manually, in addition to allowing the viewing and amendment of orders transmitted via EDI. This provides a sales order processing 'front-end' to SOP systems for all customers.

Exports

Exports

The export module offers accurate control of containers being transported by ship or truck.

Various loads may be assigned to a container and a container assigned to a ship or truck.

'Drill down' options are common throughout the system to reveal greater levels of detail.

Fleet Management

Fleet Management

Fleet Management records and analyses all costs associated with the maintenance and running of the company's vehicles.

The system will maintain service records, produce reminders for MOTs, vehicle inspections and Excise Tax together with the production of internal invoices.

As Fleet Management interfaces with the Sales Order Processing, Stock Control, Purchase Ledger, Nominal ledger and Payroll modules of the Prodigy System, full cost and revenue comparisons are available against each vehicle to provide accurate and timely information to the Transport Manager.

Imports

Imports

The Procurement and Trading interface is designed to handle the purchasing of produce from abroad.

The system provides comprehensive facilities covering the ordering, delivery and invoicing of imported produce.

Costs of consignments can be accumulated by reconciling invoices received for haulage, import, commission, and clearance duty as well as unlimited additional or miscellaneous charges.

Multiple currency control allows invoices to be posted in the currency of the service supplier.

Nominal Ledger

Nominal Ledger

Integrating with commercial modules, the Nominal Ledger provides a seamless flow of financial data.

The financial suite comprises the Nominal Ledger, Purchase Ledger, Sales Ledger, Fixed Asset Register and Cash Book. An extremely comprehensive suite, it caters for multi-company, multi-currency and group consolidation. It provides sophisticated coding structures with full audit trails.

Complete flexibility of setting period end dates for accounting periods is provided allowing for 12 or 13 month accounting transactions to be viewed at summary or detail levels in normal or inverted formats.

The report generator allows the user to create personalised financial and management reports, reflecting the company's own accounting structure.

Payroll

Payroll

EARNIE was launched in 1999 and has gone from strength to strength with over 8000 companies now using it.

Re-launched at Softworld in Accounting and Finance (October 2004) EARNIE Executive is perfect as a first payroll or for any companies looking to increase functionality without spending a fortune.

Links to Contracting and Nominal ledgers are part of the overall payroll package.

Procurement

Procurement

Procurement handles purchases from the UK and abroad, including multiple deliveries from local fields, covering ordering, delivery, labelling, quality checking and invoicing of all receipts.

Self-billing of growers and reconciliation of incoming invoices are both supported, including reconciliation of invoices for haulage, commission and other service charges.

Calculation of pooled grower payments for both vegetables and fruit is an integral feature. Support for bar code labelling of incoming produce is also available, as are direct links to weighing equipment.

Quality Control

Quality Control

QC is a fully integrated sub-module of the trading, sales order processing and procurement systems. It allows an unlimited number of QC schedules to be predefined, to be used as templates for various different QC checks, for example for different products at different times.

QC results can be recorded at various stages (e.g. in the field, at intake and at the processing line).

Results can be printed, summarised and queried on at any time.

Sales & Purchase

Sales & Purchase

The Sales and Purchase Ledgers incorporate comprehensive reporting and management tools to enable effective cash control.

An array of user defined fields enable the system to be readily tailored to meet specific reporting and operational requirements.

The Sales Ledger allows for invoices to be raised and printed or simply posted to the account and includes branch/head office and short term credit accounts.

Each transaction line can have notes added which can be viewed from enquiries and reports.

In addition, where appropriate, intrastats recording is dealt with in both the Sales and Purchase ledgers.

Sales Order Processing

Sales Order Processing

Sales Order Processing supports order intake and invoice transmission via electronic data interchange (EDI) and is compliant with all major multiple formats.

Also included are flexible invoice production options and user definable invoice layouts, plus provision for weekly forecasting, open price wholesale market sales, special promotions, own or third party vehicle planning and haulage cost reporting, thus ensuring that all sales channels are comprehensively covered.

Seed Potato

Seed Potato

The Seed Potato System is a sale and purchase contract management system, designed for the creation and maintenance of seed contracts.

Facilities to record chemical treatment, special contract terms & conditions, collection locations differing to invoice address, bag issues and faxed haulage advice notes are all catered for by the system.

In addition, the fluid nature of seed potatoes requires the user to match, free and re-allocate sale and purchase contracts easily. This is achieved by the aid of pop-up windows.

Standard POP

Standard POP

Offers flexible goods inward routines with full stock recording.

Standard POP handles purchases from the UK and abroad, including multiple deliveries and covers the ordering, delivery and invoicing of all receipts.

Reconciliation of incoming invoices is supported, including reconciliation of invoices for haulage and other service charges.

Support for bar code labelling of incoming goods is also available.

Standard SOP

Standard SOP

The standard SOP system handles UK and export sales destinations, multiple deliveries per order, invoice and credit production, pro-forma orders and invoices, order acknowledgement and back picking notes.

The system allows for the conversion of quotations to live orders and for seperate price lists to be set up for individual customers, if required.

The system's standard reports should cater for most company needs, but, if required, aditional reports may be created using the standard report generator. Data extracts may also be generated using the Informix ODBC tool, allowing for the downloading of information into a Microsoft environment.

Stock Control

Stock Control

The Stock module provides for multi-warehouse, multi location and supplies facilities for controlling raw material and finished goods stock as well as consumables.

The stock module integrates to the Price Book and Bill of Materials systems.

Full traceability of all movements is provided and the system retains all transactions for enquiry and reporting purposes.

Purchasing support is provided with product supplier, supplier product code and supplier cost prices being stored.

Sub-Contractors

Sub–Contractors

Designed to record and control the use of sub-contractors by building and engineering contractors, the module caters for recording of applications, certifications, payments and VAT returns and supports import of labour costs from Payroll systems.

All HMRC Tax Treatments are catered for and the module handles the electronic links to the HMRC Gateway for verification of sub-contractors and monthly returns.

The module is equally suited to the control of contracts with suppliers whose business is not within the HMRC Construction Industry Scheme.

Trading

Trading

The trading system is a fully interactive back to back sales and purchasing transaction system aimed at suppliers and processors of bulk products such as potatoes or other root crops. It incorporates contract sales and purchases, quality control, product storage, grading, packing and value added processing.

Haulier and grower self-billing are integrated, as is an array of documentation covering grower collection statements, delivery notes and sales invoices.

Trading QC

Trading QC

Trading QC is a fully integrated sub-module of the trading system. It allows an unlimited number of QC schedules to be predefined, to be used as templates for various different QC checks, for example for different products at different times.

QC results can be recorded at various stages (e.g. in the field, at intake and at the processing line).

Results can be printed, summarised and enquired on at any time.

Prodigy Software