Issue 1 - August 2007

"CIA - Not just an Accounts Package"

As you are aware CLiP IT Solutions Limited are constantly updating the CIA software, we are introducing this newsletter to keep you informed of the extra Features and Ledgers that can be part of your system.

Please read on for more information!

Extra Fields

Extra Fields are a very diverse and powerful tool which can enable you to record information specific to your companies needs.

If there is any information that you want to be able to record against a supplier, subcontractor, customer or job then the extra field ledger will allow you to add these extra fields.

This has proven to be very effective for various different companies.

Key Benefits

• Managing Maintenance Contracts
• Sales Lead Tracking
• Customer Relationship Management (CRM)
• Human Resource Management

Document Production

Document Production allows you to produce standard letter templates in Microsoft Word which can be generated for a specific customer, job, supplier, subcontractor or sales lead e.g. change of address notification.

Key Benefits

• Document Generation will save time sending the same information to a number of customers, suppliers or subcontractors

Work Tasks

Work Tasks can be set for individuals or departments within your company, with an option for the task to set a reminder that automatically pops up on your screen.

Key Benefits

• Work Tasks Create workflows within the organisation
• Work Tasks can set reminders to appear on individuals screens at preset dates and times
• Work Tasks can create entries on the calendar
• Work Tasks can be created automatically upon saving Customers, Suppliers, Subcontractors, Jobs or Sales Leads
• Never forget a phone call/visit

Report Designer

Report Designer allows you to build custom reports for Contacts including Customers, Suppliers, Subcontractors, Jobs, Sales Leads and Work Tasks containing any of the standard or extra fields.

Key Benefits

• Report Designer allows you to manage/view the extra data you are holding for your contacts
• Report Designer allows you to keep track of the Work Tasks within your company

Stock

Stock ledger allows all stock movement to be recorded, from booking the invoice into stock to recording when the stock has been used on a job. It even covers booking items back into stock that weren't used on a job.

Key Benefits

• Stock links to job costing
• Stock allow you to manage stock levels
• Stock allows automatic stock valuation

Purchase Orders

Purchase Orders improve your job costing, and provides timely information to your Contract Manager by issuing a committed cost to a job when the order is raised rather than waiting for the invoice. This will link to your current Purchase and Job Cost Ledger.

Key Benefits

• Purchase Orders issue a committed cost to a job
• Purchase Orders can be matched or part matched to invoices
• Purchase Orders can be printed, faxed or emailed directly
• Match multiple orders to one invoice

Calendar

The Calendar allows you to update either manually or from work tasks.

Key Benefits

• The calendar can be accessed and viewed by all users

Works Orders

Works Orders allow orders to be recorded as they are received, manage the work by recording all the relevant information and monitor the progress.

This is particularly beneficial to companies working for Housing Associations, Local Councils, Insurance Companies and Property Management.

Key Benefits

• Works Orders can be recorded and allocated to any number of employees and subcontractors
• Works Orders can be issued allowing operatives to record comments, mileage, materials and a signature from the Customer
• Works Orders can prioritise orders and show the status of an order to allow reports to be produced showing items such as completed orders this week or high priority orders not completed

Plant Hire

Plant Hire allows you to record what plant is currently on hire and at which job. It can also be used to book internal plant to jobs at pre designated rates.

Key Benefits

• Plant Hire can record what plant is on hire
• Plant Hire can cost internal plant to jobs
• Plant Hire can create a register of what plant is booked with an employee

Property Ledger

Property Ledger allows a list of properties to be set and managed for Property Maintenance contractors.

Key Benefits

• Property Ledger can report on all work carried out on a property
• Property Ledgers save you from re-typing the same address

Schedule of Rates

Schedule of Rates allow a standard set of rates to be established per customer, contract or for the entire company. The rates can be for labour, plant, materials or any other items that are used for sales invoices or application for payments.

Again this is particularly beneficial to companies working for HousingAssociations, Local Councils, Insurance Companies and Property Management.

Key Benefits

• Schedule of Rates can be booked to a Works Order
• Schedule of Rates can be used to directly update any sales invoice if they have not been booked to an order 

Fixed Assets

Fixed Assets allow a register of all assets to be maintained, CIA can then calculate depreciation and update all appropriate nominals.

Key Benefits

• Fixed Assets can automatically depreciate assets and update the nominal ledger 

Currently in Development

• Southern Ireland VAT allows you to have business with Customers and Suppliers in Southern Ireland
• Linking Purchase Orders to stock allows orders to be raised using stock codes to obtain prices
• Euros allow you to interact with Customers and Suppliers working in the Euro Currency
• Timesheets allow you to pay employees using timesheets which automatically update the Job Costing as you enter them
• Advanced Analysis Codes (easy way of breaking a job into multiple levels) allow users to set targets that are checked when labour or subcontractor costs are booked to the job. This is very useful for house builders or subcontractors that work on large sites

Did you Know?

• CIA allows you to verify all new subcontractors online
• CIA can link purchase orders to jobs to give up to date "committed costs" reports
• You can pay all invoices in one run through using the "Auto Payment" option, sort all by a due date then run payments automatically
• PAYE Plus allows costs such as holidays and sickness to be pro-rated throughout the year automatically
• Backups can be run within CIA
• CIA can automatically email your Sales Invoices and Remittance Advices to your Customers and Suppliers

If you require any more information or a quote on any of the above, please contact our Sales Line on 01935 434435.

Look out for next months Case Study on how Extra Fields, Document Production, Work Tasks, the Report Designer and the Calendar have helped Barnet Window company increase their turnover by 30% and manage their company more effectively without employing any more office staff!

Here is a pdf version of the Newsletter CLiP IT Newsletter - August 2007.pdf

Category: Newsletters