System Features
More Flexible
Syntrac supports many types of business; ranging from wholesalers, builders & building suppliers, trade & service companies and repair shops. During installation and training, our consultants will assist you in configuring system settings to ensure that you have access to the appropriate features and modules you need, and that the ones that don t apply to your business are turned off.
The ability for Syntrac to easily adapt to your business operation makes the training of new users extremely easy because they will be shown how to use what's needed and not be confused by options that aren't required.
In addition to customizing system features, Syntrac incorporates a comprehensive user security system. You can define your own roles that users belong to and then control which tasks each role is allowed to perform.
For example : While most staff will be able to look up customer information and create quotes & invoices you may want to restrict those users from payments to suppliers, salary and wages figures, not to mention financial reporting such as your balance sheet or profit and loss statement.
Fast Quoting
Syntrac's Quoting, Job & Invoicing Management system is very powerful. To begin with, Templates can be configured so that creating a detailed Quote for a Customer can be achieved in under 1 minute.
Up to 50 Templates can be pre-configured in the system. Each Template can contain all the standard charges and materials associated with a particular type of service that your business does every day. If you find that typing up quotes is very tedious, this can save you an incredible amount of time.
For example, if you were a plumber you may configure a template called "Repair Burst Pipe", containing :
Service charge or Landing Fee
Hourly charge for leak location & detection
Hourly charge for labour (ie. breaking up concrete & performing repair)
Sundry materials and fittings
Complex Templates can also be configured, for example, to calculate and convert labour & materials required per square metre. This allows you to simply select the template, enter a square metre amount and Syntrac will work out the required quantity of each item.
Forget looking up suppliers price lists, Syntrac allows you to import the price lists on disc or CD from your suppliers. The system can handle imported price lists ranging from just a few hundred to over 100,000 items in just a few minutes and then search and retrieve the item information in seconds. This allows you to attach the correct costing directly to each quote every time!
Once a Quote has been created it is allocated a unique reference number, once work begins, switching between Job or Invoice can be done "on the fly" and the same reference number is maintained.
Should you need to give a customer multiple quotes for different scenarios for the same works, you simply create the first quote then COPY it and make the necessary changes for subsequent quote options.
Quotes & Invoices can be sent directly to customers via e-mail.
Customer Management
The key aspect of any Business Management System is having contact details and sales history at your finger tips.
Syntrac's Quick Search Function ensures that with a couple of "clicks" the information you require is on the screen in front of you within seconds. To save time, it even keeps track of the customers/suppliers you work with regularly and keeps them on a "hot list" so you never need to search for them.
Once the Customer or Supplier Details are on the screen the system highlights all items that require your attention. ie. Outstanding Invoices, Jobs in Progress or Quotes to be followed up on.
There is also provision to record :
Credit limits, payment terms and discount structures
Detailed notes & comments
Additional contacts
Link external documents, images or emails
Create your own (user defined) fields specific to your business (Eg. Status, Category, Referral Source or even their favourite football team)
Advanced Search options allow retrieval by any piece of the above information, or basic information such as :
Address or Suburb
Work or Home Phone, Mobile or any other telephone number
Email or Website address
Your own custom (user defined) fields such as Referral Source</li>
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<p>In addition there is the ability to create <strong>mailing lists</strong> filtered by any combination of Customer Type, Sales Consultant (they are assigned to) or by Recent Activity.<br />For example, to send Christmas cards to all customers who spent over $1,000 in the last 12 months or to send a list of specials to customers in a certain category.
Job Tracking & Invoice Management
Syntrac makes creating and maintaining invoices a simple task, allowing you to concentrate on other things. You can create an invoice from an existing job order or just from scratch.
If an existing order is used to create an invoice, the system checks whether any invoices have already been created on that order, and suggest invoicing just the outstanding amount. The system will copy all invoice details from the work order, however you can add more invoice lines, special charges, and taxes.
Be in control and gain insight into the key Financial information you need to control your business.
Rostering and Scheduling
In business, people are the key resource needed for the operation to succeed and therefore, effective staff management is required. Syntrac Business Management System steps up to this task with its own in-built Job Roster. This function alone often sets Syntrac apart from other small business accounting software.
Syntrac makes rostering, scheduling and resource booking easy. Once a new Job is registered in the system, staff or resources can be assigned in seconds. The colour coded grid displays information in any time frame you select.
It is simple and intuitive to use, appointments can be moved, copied, re-scheduled or re-assigned via a single mouse click or drag-n-drop operation - just like copying or moving files & folders with Windows Explorer. The system also warns you if you have double booked or over committed staff during the same time period.
Efficient Management
To meet the needs of a wide range of people who have to manage time or schedule resources, Syntrac provides further flexibility by allowing you to organize staff or service teams into geographical or skill based groups. You can also choose to display the appointments assigned to a group in one calendar or display a separate calendar per person, this is excellent for visually checking your roster. From there, you can print out individual employee schedules/timesheets for your staff or print the complete roster for reference.
To ensure that no job or task slips through the cracks and never gets done, Syntrac's Job Roster incorporates a "Jobs to be Scheduled" list. At a glance, the system will display all of the unassigned jobs that have not been scheduled to any exact time yet. This important list reminds you about which jobs are coming up or have been postponed.
Ultimate Flexibility
There is no limit on the number of staff or resources you can roster or schedule. Even with unstructured rosters, Syntrac effortlessly manages short-term and long-term tasks. Using the selector buttons you can easily switch from daily, weekly or monthly time frames. The time slots on the grid can then be displayed anywhere from 5 minutes to a 1 hour time-scale. There is also provision to record time periods when staff are unavailable. Eg, for when they are on annual leave or away on training.
With the click of a button, Job & Appointment details can be sent via SMS to a workers mobile phone. Note : This feature requires registration with an SMS gateway provider
Stock & Inventory Management
The secret to a well run business is accurate inventory control. If stock runs out, it can result in lost sales. If stock levels are too high, it may cause too much strain on your cash flow.
Syntrac's state of the art stock controller tracks inventory in "real time" and alerts you if stock levels get too low, allows you to track stock levels continuously and print reports at the click of a button.
Manage your inventory
Syntrac allows you to maintain a list of standard parts and other inventory you use for your services. You can split your items into different groups for easier management. You can quickly browse your inventory list, review purchase/sales history for any item, track prices, and so on. When you add items to a job order or invoice, its description and price is copied, eliminating double entry.
The Syntrac Stock Control module allows you to track inventory more precisely than ever before. This task is broken into 4 main areas to enable the detailed monitoring of stock appropriate for your business.
Back Order : what you're waiting on from suppliers and its planned arrival time.
Fulfillment : what you need to order from suppliers or allocate from stock to process sales orders.
Dispatch : what is scheduled to go out and highlighting of potential just-in-time inventory conflicts.
Stock on Hand : what should be left in stock and where it is located.
Maximized Performance
To maximize the benefits from just-in-time inventory in conjunction with order processing, Syntrac centralizes information. To keep precise control of inventory, item tracking, reduced paper work and increased productivity in the warehouse, Syntrac's inventory management solution should be just what you need for shipping and distribution purposes.
Improved Control
Rather than pouring over detailed stock reports, the colour coded Dispatch Schedule can be displayed several weeks in advance. This advanced analysis capability allows for up-to-the-minute decisions to be made evaluating stock availability.
It has the flexibility and control to provide instant access to stock information of even the most complex inventory structures. The first level involves the particular warehouse for multi-site warehouse locations. Each warehouse can also be viewed separately for inspection and stock-take purposes.
Once the warehouse location is determined, the Bay/Bin number in which a particular item is stored can be quickly ascertained. Finally, each stock item can be broken down into batch/pack or serial number.