What they say about us 03 Customers 05 Sales Orders 07 Purchase Orders 09 Invoicing 11 Price Lists 13 Purchase Invoices 15 Analysis & Marketing 17 Stock Control 19
Introducing PulseOffice
PulseOffice is the most popular dedicated management system for the office products trade, with over 200 installations across the UK and Ireland. It is born of almost 30 years experience and ongoing development with, and for, our customers. PulseOffice helps manage and process orders, holds detailed records of your customers and controls prices and details for tens of thousands of products. It does what you need it to do efficiently, and intuitively provides you with scope to channel customer buying information for proactive marketing campaigns. In keeping with our mission to support your development our web ordering system, PulseStore, will help you grow your business via the internet, extending your service to existing customers whilst also attracting new online custom.
What they say about us!
We think we are doing a great job but hear
what some of our customers say about us....
“Having used Pulse for a number of years now, we have been impressed with the adaptability of the system & back up. Because of its knowledge of the industry it has various beneficial opportunities. This has enabled us to increase our gross profit by 1.2%. Also we are a multi branch company but with the need for group image. Heart introduced us to terminal server and remote access. This has revolutionised the way we operate and has improved our communication internally, plus externally with all our branches and sales executives. It has now become a back office system we would recommend to any size of dealer, with or without I.T. knowledge.
Tony Baker, The Roman Group.
“We have a 12 user system with over 1200 customers, invoicing over £1.5 million a year and growing. Pulse is very much a part of our future and I’d highly
recommend it to any-one.”
Stuart Thompson, Intec office Systems.
“Pulse is an excellent tool in our armoury that shows us where we can make a better margin.”
Roy Haynes, R.B.S office Supplies
“Over the last 13 years, with Helen’s help, we have grown in a service industry where you have to harness technology or stagnate. Heart Systems are very much a part of our business family.” Iliane Edson, Euro Business Services
“I just thought you ought to know that having come up with another slightly unusual request
for the front page of our PulseStore your crew have made it happen.” Stuart Broadhurst, BCB Central
Customers
There is no such thing as a
“normal” customer!
The list of customers can be filtered to show a specific selection, which can then be used for reports, letters and labels. The filters can also be saved for later use. For example you could create a filter to show all the customers for a particular rep.
Various terms and order criteria allow you to set up the customer’s account to suit you and them.
Tell the PulseOffice system which catalogues and mailers they take and how to apply pricing – for example, do you want the cheapest price or do you want to use a mailer price if one is available?
Decide how to invoice the customer – by delivery, by customer order, consolidated or just print a total value and provide a report detailing the breakdown. Extensive contract pricing allows; individual prices, mark down from retail, mark-up from cost and margin-based contracts. Contracts can also have the capability of quantity break pricing and special cost prices from the wholesaler.
• Multiple delivery addresses with extended information such as delivery contact and phone number • Delivery Charges by rate or amount with a
threshold • Full account details • Flexible contract pricing • Branch accounts • Cost Centres • Discount Levels for quantity discounting • Catalogue selection by customer • Notes with priority, status and type criteria • Analysis by rep, area and 3 user-definable codes,
which can be changed when creating an order • Account contact details • Customer Import / Export of contracts • Invoices by delivery note customer order,
consolidated, or just a total figure • Customer activity with selection criteria • Various terms including standard and
settlement discount • Customer Labels Print option • Include your logo on the
Customer order Form
Sales Orders
The Pulseoffice Sales order screen
is laid out to look like an invoice so
that you can see where
everything will go.
Create an order and store the delivery note (which you do not have to print), confirm the delivery and raise an invoice. Simple? Of course!
To Follows can be raised manually or from information received back from wholesalers. These can be viewed and easily highlighted to transfer them to a new delivery note. Quotes can be converted to an order or an invoice, and stored as contracts if required.
The PulseOffice system can optionally stamp the notepad when documents are raised so a full record of the customer’s activity is created.
A useful “Info Tab” within the order line gives additional information on how the product was selected and which price was used, as well as informing the user about the product, such as whether it has been discontinued (dependent on wholesaler pricing information).
• Separate Sales orders and Delivery Notes • “Back to Back” Purchase order(s) • Collections • Quotations • To Follows • Confirm for Invoicing • Order Import • Order and Quote number Prefix
(if required) • Last order recall • Extensive order Search • Clever Item Look-up • Free Items on next order
over threshold • Linked Items to add to order • Switch selling • Delivery charges • Delivery instructions • View delivery notes, invoices and purchase orders raised from the sales order • Amend or add a customer • History and cross-reference items
can be viewed and selected • Multiple delivery points with phone number and contact details
• Delivery Label printing • Sales order comments and notes • Custom order acknowledgement
and Quotation if required • Email Quotes, Order Acknowledgments and Delivery Notes • Check Supplier Stock Facility • Automatic arrival of web orders
from PulseStore
Purchase Orders
Suppliers and Purchase orders
have similar screens to Customers
and Sales orders, with a filter
to allow selection criteria to be
entered and stored.
From sales orders an on screen shopping list is generated with prompts to show if an item is cheaper from another supplier, or is available from your preferred supplier. Items you stock are identified separately. “Ugly” items (i.e. those which are heavy or on long lead times) are flagged as these may need to be ordered by telephone. Click a button and the stock levels at the main suppliers can be checked to help you decide where to buy from.
Purchase orders are generated from the shopping list, and these can be altered or added to before being sent via oPXML links to Vow, Spicers, Antalis and other suppliers.
From order acknowledgments, To Follows are created or items may then be ordered from another supplier if required. Purchase History is available by item or supplier.
• Stock check with some suppliers
• “Alias” codes to allow imported Price Lists to be assigned to a supplier • Shopping Lists
• EDI oPXML link with suppliers such as Vow, Spicers and Antalis to send orders and receive
purchase invoices
• Order acknowledgments to create To Follows
• Prompt for cheapest supplier
• Multiple suppliers for an item (and cross-reference group of items)
• “Stock Switch” to identify which items you stock • Purchase order Link can accumulate the same products onto one line • ‘Ugly’ item recognition • Invoice received button for non-EDI suppliers
• “Receive in” the deliveries • Facility to put the purchase order line automatically on back order at the
same time as the sales order
• Match price and quantity on a purchase
order line with the purchase invoice line (Spicers, Vow and antalis) • Custom Purchase order document if required • Email facility
Invoicing
We can design your invoice to
show the details you require in a
style that suites you. For example,
cost centre sub totals could
be shown.
You can display the invoices by customer or invoice number. This type of sorting is also available for the other filtered lists.
All the hard work in creating an invoice is done when the order is entered into PulseOffice.
Once a note has been confirmed it’s ready for invoicing. But you don’t have to invoice everything that has been confirmed all at once. Invoice filters allow you to select invoices using a wide selection, such as customers requiring a consolidated invoice, for example. But if you want to invoice everything that has been confirmed a click of a mouse will allow you to do just that!
Selections can also be made when posting to Sage to update the customers’ accounts. You might want to hold back some invoices for a new month whilst completing month end procedures in Sage for example.
You can send every line, nominal code totals or a total amount only to Sage (additional lines are sent when different VAT codes exist).
Being able to create a new single invoice or credit on-the-fly also gives you flexibility on when to invoice.
• Single Invoice and Credit on the fly or from confirmed notes • Automatic Invoices / Credits from confirmed notes • Automatic 2-way Link to Sage Accounts software including a facility to
view Sage account balances • Invoice by single note, customer order,
sales order or all notes (consolidated) • “Total only” option where individual lines are not shown • Colour coded screens (green for invoices, red for credits) to avoid confusion • All the features of sales order entry (where applicable) • Invoice factor number held per customer • Print in Euros if required • Settlement discount • Delivery charges by rate or amount • Custom Invoice document
if required • Email invoices
Supplier Price Lists
Any number of catalogues or
pricing files can be stored in
Pulseoffice.
The same item from different price lists is shown for price comparison.
The “Import wizard” makes life easy when pricing files are updated. Mailers are stored as a separate price list so price comparisons and cross-referencing between multiple mailers is available. All changes to an item’s details are recorded for future reference.
Where a group of items cross-reference they can be automatically switched to an item of your choice. Linked items can be prompted to be added to the order e.g. suspension files could be linked to a filing cabinet. The clever Item Search facility allows you to type in any number of descriptive phases, such as “JIFFY 2 pk10”. Each word is searched for separately – quite unique, and it is not case sensitive!
Where an item is net or terms are available from the wholesaler these are identified.
The “Pulse Calculator” will show you how much profit and margin is available and allows you to ponder “what if?” – what if I gave you 15% discount? The new profit, margin, discount from retail and mark–up from cost are calculated and displayed.
The Price Lists have a start and end date so you can load the new prices before they become effective.
• Import wizard for catalogues, price lists, terms files and mailers and cost price changes
• Mailers are stored as separate Price Lists
• Cross-referencing between price lists
• Trade, cost and retail prices. • Own List(s) for your own products
• Images and extended descriptions
• Searching by page, price list, code/description, manufacturer name,
manufacturer code and brand, and item groups
• Loyalty Points
• “Pulse” Calculator to show profit/margin
• 5 Quantity breaks and prices per item
• Assign customers to Price Lists en masse or individually
• Start and End Dates for Price Lists
• Multiple suppliers for each item if required
• Auto Switch to default Price List if required • Analysis by item groups, price bands, colours and Boss codes
• ‘Ugly’ item recognition • Price List Merge • Lead Times
• Quantity Break pricing for buying as well
• Whole price lists or individual items can be designated for the web and details
saved automatically
• Web special offer items can be flagged easily
Purchase Invoices
Pulseoffice holds purchase invoices
received automatically from
wholesalers and suppliers with
whom you have an OPXML EDI link.
Using Purchase Invoice EDI can literally save hours of work each month as PulseOffice can check your purchase invoices against purchase orders. You only have to manually check any lines which do not agree.
• Send Purchase orders direct to Vow, Spicers, Antalis and other suppliers
via OPXML • Read in Vow, Spicers, Antalis and
other suppliers purchase invoices automatically and post to Sage • Auto-match purchase orders against purchase invoices with a tolerance amount or rate • On-hold facility on Purchase Invoices • Match carriage on amount or % of
invoice total • Optionally update sales and/or purchase order lines with the cost
price on the invoice • “Find” the purchase order for orders which were faxed or phoned to the wholesalers
Analysis & Marketing
By typing in an order you can get a
note, an invoice, a purchase
order and indirectly a purchase
invoice all without retyping the
details. As a by-product of this
every line of every invoice is
stored in PulseOffice and this can
be reported on in a wide
variety of ways.
Being able to accurately analyse the types of products you sell helps in negotiating with your suppliers to maximise profit. Keeping a check on what your customers buy and when they buy will enable you to see if they have stopped buying, or indeed will allow you to offer them a wider range of products. After all it’s easier to sell to an existing customer than to gain a new one!
• Top Customer Report by Value, Profit or Margin • Top Products Report by Value, Profit, Margin or quantity • Gap analysis – who buys what
and who doesn’t buy • Customer Contact selection e.g. list furniture buyers who don’t buy furniture • Customer Analysis by line, by invoice, by customer and by period • Item Analysis by line, by item, by boss group and by period. • Rep and Area Analysis by line, by customer, by area /rep and by period, and Rep Nominal Code totals • Analysis Group (e.g. business type) Analysis • Branch Analysis • Cost Centre Analysis • Customer Weekly Spend Trend Report • Contract Price Spend Report • Export facility
In PulseOffice you only need to create stock codes for the items you physically stock as all other items will be automatically presented to the Create Purchase order screen. Alternatively, PulseOffice will create stock codes as each order line is saved giving the option of printing delivery notes just for the items in stock.
As soon as an order is created the Quantity on Sales order figure is adjusted to give accurate Free Stock information.
Direct Delivery orders are handled as though the items are not stocked, thus allowing the items to be purchase ordered at the end of the day.
A separate order for Stock screen will display items where the Free Stock figure is below the Re-order Level. You can easily swap from the preferred supplier to another of the multiple suppliers held for
each stock code.
Stock quantities can be adjusted in or out and stock can be moved to different locations.
The laborious Stock Take is easily handled using tabular reports where the operator can fill in the actual stock amount. Enter this amount in the Stock Take option and Pulse will calculate the movement in or out for you.
Once you ‘Go Live with Stock’ Pulse will start to record the stock movements and quantities on sales and purchase orders. Until this time you can set up stock codes, alter the quantities and perform a stock take, without stock being adjusted during the normal day to day processes.
Stock Control
Stock Control is an optional module in Pulseoffice
which can be turned off if required
• Up to 5 Stock Locations • Move stock between locations • Create Stock Codes just for the items you stock or create stock codes automatically
• Stock Take Facility. Just enter the new stock quantity and Pulse will calculate the movement for you
• Multiple Suppliers for each Stock Code • Order for Stock using Re-order Level and Re-order Quantity, based on Free Stock Quantity
• Average or Last Stock Cost held • Adjust stock quantity automatically on the creation of delivery notes and receipt of purchase orders
• Stocked items on Direct Delivery orders
are purchase ordered (i.e stock levels not checked) • Stock Movements held
• Manual Goods In and out option • Month-end and Year-End options • View stock quantities as you type in your order lines
• Prompt when not enough stock available • ‘Go Live’ option allows you to set up all your stock codes prior to going live
STOCK CONTROL FEATURES
We pride ourselves on the level of support we provide. There are
no maximum number of calls. Our call logging system helps us
to manage your query efficiently but you won’t be given a log
number and then called back. Where possible we will answer
your query there and then.
Once your order has been placed, our training and implementation team will prepare your database here at our office, taking away a lot of work, so you are ready to go “Live” in most cases, once the software set-up is complete. Minimal training is required so you can get up and running very quickly.
We can train your staff one-to-one, in small groups, or on-line as required. Your Heart trainer is usually on-hand at our office the next day after you go live to talk you through any queries you may have.
Support & Training
• Unlimited number of calls • Support desk open 9-6* • Remote Support via web
• Off-site data preparation before installation
• Customization of documents (e.g. Quotes and Invoices) • On-site or on-line training customized to your requirements • Implementation of software by our trained staff
• Maximize your investment with ongoing training as required • Training hand-outs included
• “Bite-size” on-line training by the hour available
PulseStore
PulseStore is our fully e-commerce online
shop which you can use to market your
business to both end users and your
trade customers.
• Great for your staff (there's no easier system to manage). • Great for your trade customers (they can login to place orders whenever it suits them).
• Great for Sales (open your business to internet customers). There is Pulseoffice and PulseStore. The perfect combination for progressive Stationery businesses.
INTRODUCING PULSESTORE
PulseStore allows you to take orders (and if you wish, payments) via the internet. You may have a current website and prefer to link to your new ‘shop’ site. Or you may prefer it to be a separate entiry living at a separate web address. It may be primarily as a valuable new service for your existing customers, or it might be a consumer site attracting all new business.
PulseStore is extremely flexible. It is designed to give you great control over the way your site looks and fresh content you wish it to ppresent. From the colour or graphics used on the site, to special offers or features you would like to ‘switch on’ - the flexibility is all yours.
It is also designed to mesh perfectly with PulseOffice so what you update is mirrored on the website - no duplication, no need to invest in lengthy system training (because you already do much of the hard work in PulseOffice).
• Fully integrated 2-way link to PulseOffice • Multiple sites per PulseOffice database • B2B, B2C or both • Full E-Commerce including on-line payments using SagePay, PayPal and Realex • Self-updateable pages in easy-to-use management area • Customer Budgets • User Levels • Authorisation • Requisition Pad • Quick Product Search • Special offers • Favourites • Quick order pad • Stock checking • Loyalty points • Voucher codes • Choice of headers and colours • Widget Control (incl. Page Links, View Compatibles, Case Studies, Featured Products, Cartridge Finder
and many more) • Full design available
Heart Systems personnel will
work with you to determine your
system set-up and its ability to
run PulseOffice and integrate
with your existing hardware and
software systems.
The software has been written in Visual Basic Version 6, C#, VB.net technology and uses Microsoft databases. The software has been tested on Windows XP, Vista, Windows 7 and Windows 8 operating systems. For 4 or above users we recommend a dedicated server. For 7 users and above we recommend running Pulseoffice through Terminal services (may not be available with Microsoft Small Business Server). Pulseoffice will work with older versions of Sage providing a direct link to the accounts is not required. Pulseoffice maintains a separate database to Sage so the two systems could be run on separate computers. If Sage is not used or a non-direct link is required, Pulseoffice will still produce a invoice export file for use with other accounts packages. For the direct link to Sage we normally support linking with the last 3 versions of Sage (in line with Sage’s end of life policy).
Pulseoffice does not include an integrated accounts system as it has been designed to work directly with or alongside Sage. If you choose to not link with Sage normal day-to-day accounting functions such as statement production and receiving cheques etc is not provided.
System Requirements
• Peer to peer or network with dedicated server with Microsoft Server 2000 or above. Supports windows 7 and 8 • Minimum 1 GHz 32-bit (x86) or 64-bit
(x64) processor, 512 MB of system memory, 20 GB hard drive with at least 5 GB of available space, Support for DirectX 9 graphics audio output, Internet access
• Recommended 1 GHz 32-bit (x86) or 64-bit (x64) processor, 1 GB of system memory, 40 GB hard drive with at least 5 GB of available space, Support for DirectX 9 with 32MB free, Internet access
• Broadband connection for EDI transfer • Laser printer. we do not recommend
dot matrix printing
• Microsoft office 2000 or above including Microsoft access for data manipulation
• Sage Accounts latest 3 versions for a direct link or version 9 and above for an indirect link
The requirements specified are a guide only. Please discuss your hardware and software requirements with us before contemplating any upgrades to support Pulseoffice
• Peer to peer or network with dedicated server with Microsoft Server 2000 or above. Supports windows 7 and 8 • Minimum 1 GHz 32-bit (x86) or 64-bit
(x64) processor, 512 MB of system memory, 20 GB hard drive with at least 5 GB of available space, Support for DirectX 9 graphics audio output, Internet access
• Recommended 1 GHz 32-bit (x86) or 64-bit (x64) processor, 1 GB of system memory, 40 GB hard drive with at least 5 GB of available space, Support for DirectX 9 with 32MB free, Internet access
• Broadband connection for EDI transfer • Laser printer. we do not recommend
dot matrix printing
• Microsoft office 2000 or above including Microsoft access for data manipulation
• Sage Accounts latest 3 versions for a direct link or version 9 and above for an indirect link
The requirements specified are a guide only. Please discuss your hardware and software requirements with us before contemplating any upgrades to support Pulseoffice
MAIN NO.
01568 617 600
SALES NO.01568 617 611
[email protected]
Heart Systems Ltd Unit 3 Burnside Court Brunel Road
Leominster Enterprise Park Herefordshire
