Wholesalers looking to upgrade their management software, as well as those moving from a manual to a computerised system for the first time, generally arrive at a shortlist of four or five systems they want to look at more closely. The team at Progressive Solutions, whose bisTrack software is used across the UK by wholesalers and builders merchants, say customers often draw up a wish list of features crucial to their business.

Typical wholesaler wishes are cable drum control to log what is left on each drum and therefore avoid wastage. Problem-free integration with the Luckins product database is also always hugely important as sales staff need to access it constantly to create special orders. Many customers prefer a system which integrates with their existing accounts packages, especially if experience has taught them that using a system with its own integrated ledgers can cause problems for temporary staff and accountants.

They usually want to know if the software will handle specials and automatically create a purchase order for back to back items. Will it convert quotes to orders to save time? Can it handle kits? Does it work out rebates? Will it suggest prices to your sales staff to help them achieve the margin you want – and warn them whenever they are about to sell something too cheaply? These are all important functions which some systems take in their stride but others simply don't offer.

Another important function to consider is how software displays important management information. Some systems can be set up to show your staff only what they need to see, whilst management is able to access far more. Most wholesalers will also want a system which can keep them informed about their 'live' sales position, with the information presented in a format of their choosing, at any given moment. It's useful to have a system which can show you how much you've sold today – by branch, or by sales person. How much profit have you made this week? Who owes you the most money? Who are your best customers? Which product line is the most profitable? If you're not used to having this type of information at your fingertips. the answers are often not what you expected. Armed with accurate, up to date information like this will help you develop better and more profitable business strategies for the future.

Planning deliveries

You may also want your new software to help you plan deliveries. Some systems interface with route planning software. Do you want to use bar code scanners or other hardware such as hand held computers? If so you need to check your new software will support these.

Progressive Solutions' bisTrack software ticks all these boxes as well as offering the full order processing and inventory control which is essential to any wholesale business. The system can also generate instant and bespoke reports from any of the data it holds and it integrates seamlessly with other Microsoft Office applications such as Outlook and Excel. Wholesalers find its Microsoft based functionality is always a big benefit, as their staff are working within the familiar Windows environment which is so intuitive to use. Another major plus point is that, unlike many other modern systems, all data held in bisTrack is stored in an open and accessible Microsoft database. This means that it's easy to extract information into an Excel spreadsheet for example, to work on as you wish for reporting purposes.

The Progressive team say sales managers like the way you can set up bisTrack's order monitor screen to view the information which is important to them, such as margin, whilst warehouse staff can choose a different view which includes weights and other information more pertinent to their role.

Tracking orders from these screens is made simple by using the related documents feature.

Related transactions

Scan Track is a new bisTrack module which enables wholesalers to scan any paperwork into the bisTrack system and relate it to other transactions. Its key application being to address the perennial problem of customers requesting proof of delivery — often used as a method of stalling payment. If the signed PoD is scanned into the system on its return to the branch, it can be easily and instantly retrieved and emailed or faxed directly to the customer by the credit control team. A further capability is to print an image of the signed PoD on invoices before they are sent out. Some wholesalers use Scan Track to scan in purchase invoices so they can be kept in the system rather than having to file the originals.

bisTrack users are able to produce a variety of reports from the data held in bisTrack. Reports such as sales by supplier, margins, staff performance, the breakdown between collected and delivered sales, can all be produced in a matter of minutes and previewed on screen or printed out.

Because of its scalability, bisTrack is as relevant for a single site operation with half a dozen users as it is for a national company with 200 plus branches. Additionally, because it's such a flexible system, it can be configured to suit each company's individual needs and implemented in the most effective and ultimately the most profitable way.

The product

No less than 300 enhancements were recently incorporated into bisTrack 2, the latest software release from Progressive Solutions. This powerful system, designed for use by wholesalers and merchants, is developed completely in Microsoft architecture and comprises sales, purchasing, pricing, stock control and financial integration.

Amongst the new standard enhancements, the new Smart View function lets users tailor standard views themselves to make them more relevant to their role. For example a rep might only be interested in seeing just his or her customers.

The Dashboard is what managers and business owners say is their favourite feature of the system as it gives a snapshot view of how the business is performing. Now a new Dashboard Designer has been incorporated which means managers can set up their own dashboard to show whatever key performance indicators they want.

bisTrack now also links seamlessly with GPS embedded into individual vehicles so a sales team can pinpoint the actual location of a vehicle carrying a customer's order and advise accurate delivery times.

The software also integrates chip and pin handling for credit cards too, which works by piggy backing on the existing network and eliminates the need for the dedicated phone lines required by PDQ machines.

New optional modules include an easy to use EDI module – eBusiness – and Web Track, which can be used either as an online trading device or simply as an area where account customers can check prices or the status of their account. The bisTrack Mobile module enables reps or remote workers to make decisions off site as it gives them access to real time bisTrack data via smart phones. This can save providing field sales teams with a laptop and the full bisTrack system. Data Warehouse is another new module which collects data from every transaction performed in bisTrack for in depth reporting and business analysis. The data is stored on a separate server to isolate the reporting function and prevent any impact on operational performance.

Progressive's Director of Operations, Arthur Duffy, believes that, although software is just a tool, if used with the right mindset, it can help wholesalers tackle important business challenges such as maximizing stock value, optimizing warehouse operations, streamlining order fulfilment and providing the insight for profitable growth.

_{© 2008. Kindly reproduced courtesy of Electrical Wholesaler.}