Creation of reports for cost units e.g. orders in cost unit.

Cost units reports

Only ordered goods or services can be invoiced (No PO - no Pay). Invoicing refers to the process of creating and sending invoices to customers or business partners. It involves compiling all relevant information about services rendered or goods delivered, including prices, quantities and payment terms. Proper invoicing is crucial to receive payments and manage a company's accounting.

Invoicing

A collective invoice is an invoice that combines multiple orders, transactions, or customers into a single statement. It allows a company to manage multiple transactions efficiently and provide customers with a clear statement. A collective invoice typically lists the total amount of all transactions, as well as the details of each item.

Collective Invoice

Incoming payments refer to the amount of money paid to a company by a customer or business partner. They represent the revenue generated by a company through the sale of goods or services. Incoming payments are usually recorded and documented to monitor a company's financial position, balance invoices and track cash flow.

Incoming payments

Reminder refers to the process of sending overdue notices to customers who have not made their due payments on time. It is used to remind customers of their outstanding payments and to ask them to settle their debts. Dunning usually involves written communication in the form of reminder letters or messages with increasing urgency to get the customer to pay and follow up on outstanding debts.

Reminder

Credit notes are documents issued by a company to a customer to grant a refund or deduction from amounts previously invoiced. They are used to correct errors, defects or other discrepancies in an invoice. Credit notes can also be used to reimburse customers for returns or cancellations and to maintain confidence in the business.

Credit notes

Stocks and orders are used to calculate the order recommendation by article and variant on the key date. Here, the available stock is set in relation to the open orders with the expected stock levels from goods receipts and stock transfers.

Disposition List

Billing and Accounting

Possibility to export necessary data for further analysis in Excel, such as disposition list, orders placed, etc.

Data export

Enabling reporting and export to Excel for further analyses (such as quantities, cost centers, organizational units, etc.)

Reporting (e.g. quantity, cost centers, units)

Showing the equipment ordered and the equipment in the possession of the respective employee.

Equipment controlling

Management of employee budgets and rules (e.g. points systems, wear times, order frequency, etc.)

Employee budgets

Management of the budget history and automatic points runs (e.g. who has used how much budget?, rules for the expiry of points at the end of the year and much more).

Budget history & automatic scoring

Definition of order periods (e.g. annual orders may be placed in November and December)

Order periods

ZUGSEIL offers the option of integration into existing IT solutions. The integration can be obtained via the extension packages (e.g. HR-Hub, P2P-Hub, FI-Hub).

Integration into the existing IT landscape

Support of stocktaking processes (immediate stocktaking is carried out on an ad hoc basis or on a specific date and stocks are corrected directly; rolling stocktaking is carried out continuously, sometimes randomly)

Inventory processes (immediate, orderly, rolling)

Execution of stock forecasts (e.g. based on developed parameters) enable an estimation of future article requirements.

Inventory forecasts

Stock movements of items are calculated for the selected period of time and displayed with the corresponding movement type. The movement type indicates the reason for the stock movement, e.g. outbound delivery, inventory, goods receipt, stock transfer, etc.

Stock movement

The current points account balance of the employees is output on the selected key date. The evaluation is divided according to organizational unit, account assignment element, employee and employment type.

Cost center evaluation

For suppliers, the deliveries to be delivered are displayed based on the customer orders. In the case of a personal order from employees or a personalised order for employees, the respective employees of the customer for the order and their data (such as delivery or invoice address) are displayed.

Deliveries to be made

For the company, the internal orders of the individual employees are issued and can be further analysed to optimise the equipment management.

Internal orders

Controlling and Reporting

Management of employee data and information e.g. name, address, size in compliance with DSGVO and nDSG.

Data management employees (DSGVO, nDSG)

Employee-related ordering is carried out by the respective employee based on the stored set of rules.

Order with employee reference (personal order)

Option to import the relevant employee data from Excel into ZUGSEIL.

Excel employee import

Account assignment elements can be stored with two levels as a tree structure and thus represent the company structure. The first account assignment element is the respective cost center in the company and is necessary for account assigned purchase orders. 

Team-specific quotas and team ordering processes

Management of employee appointments (e.g. fitting and measurement appointments, etc.)

Employee appointment management

Human resources

Procurement option for items without sizes and variants, e.g. radio equipment, shovel, etc.

Ordering articles without sizes / variants

Procurement possibility of articles with sizes and variants e.g. jacket with size - S/ M/ L and color - black/ white/ yellow, smartphone with GB 64/ 128/ 256 and color - black/ white/ blue, etc.

Ordering articles with sizes / variants

Ordering via a cost center for orders that do not relate to or require an employee. 
These can be projects or consumables.

Impersonal purchase order (account-based purchase order)

Execution of returns either by the employee themselves or by a team lead. The return is credited back to the employee and a return is triggered with the supplier.

Returns registration

Daily, weekly and annual backups

The procurement portal can be configured according to individual company requirements.

Highly configurable procurement portal

Management of on-hand inventories as decentralized, small warehouses in the company, e.g. as local buffer: small clothing stocks in production or for employees to equip themselves.

On-hand inventory

Enabling the localization and status determination of assets

Asset tracking

Management of storage areas and warehouse structures (e.g. mapping of warehouses)

Management of storage areas / warehouse structure

Management of setup stations and enabling picking control

Setup stations & picking control

Mapping of virtual warehouses with any warehouse structures

Virtual warehouses/ custom warehouse structures

Support for returns management in the warehouse (e.g. booking out stock)

Warehouse returns management

Supporting the operation of your own clothing store (e.g. what is the process?, where is the pick-up station?, etc.))

Operation of our own clothing store

Digital output capture (SignPad)

An immediate inventory is carried out on an ad hoc basis and the stocks are corrected immediately. An immediate inventory can be carried out at any time or during the annual inventory.

Immediate inventory

Allocation rules with the warehouse coordinates of the item are stored for each item. With each goods received, the item is automatically assigned to the respective stored warehouse coordinate and booked in. This ensures correct booking at all times.

Allocation Rules

In the event of a complaint about the goods sent, the corresponding order will be cancelled. A return and a credit note will then be created automatically.

Complaints and returns

At goods receipt, the goods or materials are received by the company. A physical check is carried out, the goods are taken over and the warehouse stock is posted. With the stored allocation rules, the item is assigned to the correct warehouse coordinate and the stock is posted with the goods receipt.

Goods receipt

Logistic, Warehousing and Distribution

Current messages about appointments, reminders, updates on approvals or orders are sent to employees by e-mail in addition to being displayed in the dashboard.

Messaging to employees

Definition of release processes for orders such as material release, financial release by stage or delegation of release processes for absences.

Approval processes (freely configurable)

The ingredient list includes all necessary items and also services, such as embroidery or printing, to produce the customized product.

The ingredient list 

Production templates detail the production orders and provide employees with further information on how to carry out the individual steps and what to look out for during execution.

Production templates 

With the production order, the necessary steps for production are recorded and the capacities are planned. The start, planned and setup times are taken into account. Furthermore, necessary articles and raw materials are stored with a bill of material.

Production order

Planning and Production

Management of articles including storage of all data and information, e.g. article prices and description, files, variants, storage location, etc.

Article management

Definition of product group-specific characteristics and properties (e.g. water-repellent, cut-resistant, cotton, polyester)

Product group-specific features & properties

Management of product groups according to your own product group structures incl. mapping to standardized structures (e.g. UNSPC, eCl@ss) or supplier-specific structures

Management of several own product group structures

Mapping of product group structures (external to internal and vice versa)

Management of serial numbers and lot numbers in inventory management

Serial- & batch numbers in the inventory system

Support for RFID and barcodes: Combination of RFID transponders or barcodes with clothing item and serial number. For example, the number of times a piece of clothing has been washed can be documented and tracked. This function is available in the "Wash-Tool".

RFID / barcode support (lifecycle management)

Depositing used garments as second-hand goods to circulate resource and material flows in a closed loop and to reduce the need for virgin resources.

circular economy (Second Hand)

Enables the management and planning of services for certain articles (e.g. when do fire extinguishers need to be serviced?)

Article service planning

The possible customizations are created in the customization templates, e.g. sleeve length change, leg length change, waist width change, etc. These templates are then used when creating customizable items. These templates are then used when creating customizable items and simplify the creation process.

Customization templates

ZUGSEIL uses the article-product concept and basically distinguishes between articles and products. An article is the internal view and has a 1:1 relationship to a supplier. An article can therefore only be supplied by one supplier. If an article is supplied by several suppliers, a separate article is created for each of the supplier. In addition, the article is detailed with a maximum of two variants such as "size" or "colour", and any number of individualisations such as "sleeve shortening" or "logo application".

Article

ZUGSEIL uses the article-product concept and basically distinguishes between articles and products. A product is the external view to the customer and consists of one article. A product can also consist of several articles, if the article is supplied by several suppliers or is customized, e.g. with a print or embroidery of the customer's logo.

Product

Variants such as colors and sizes are maintained for the article and displayed as a two-dimensional variant combination. For each variant, variant-dependent data such as price, article obsolete, article sold out, blocked for delivery, etc. is maintained and enables process control in purchasing and logistics at variant level.

Variant

Customizations are specifically recorded on the item according to the respective customer requirements. This can involve adjustments to the item, such as changes in sleeve or leg lengths, or something customer-specific, like applying customer logos, attaching name badges, etc. Any number of customizations can be created and made available for selection. The corresponding price can be set for customization.

Individualisation templates

The article-product concept enables the application of supply chain concepts. Thereby customer specific rules for procurement or delivery are defined. Example: In the case of a changeover of articles or inclusion of new suppliers, a rule is defined that the old stocks are consumed first and only then the new stocks. This way, sales and batch separation are ensured. Another possibility is to the application of a multi-supplier-strategy with the usage of e.g. two suppliers depending on the variants, such as different sizes. Depending on the selected size, the appropriate supplier is set based on the set of rules in ZUGSEIL.BEST. The product as an external view to the customer always remains the same and in the background the different concepts are defined and implemented with the articles and the sets of rules.

Supply chain rules and regulations

For several articles with the same variant system, e.g. glove sizes, it makes sense to create variant templates. These are used as support for the initial creation of articles or products. The desired variant template for the article is loaded and the variants are further adapted during creation. 

Size chart/ Variant system templates

With the availability traffic light rules, desired rules for certain groups of articles, e.g. fast-moving items, are defined and applied. Three status with the traffic light colors green, yellow and red are available and for each status the necessary rules with e.g. stock quantities and the expected deliveries are set and placed in a dependency. In addition, an information text is possible for each traffic light color.

Traffic light / Availability Rules

Search terms are used to find the desired article or product. The search terms can be stored for the internal company search as well as externally for the search in the store. For the external numbers, the respective external numbers from other systems are stored for linking.

Search terms and external number types

"Article groups simplify the creation of new articles: Various article groups preset parameters as defaults that can be used when creating new articles, such as warehouse, supplier, etc."

Article Groups

With the product groups, the products are assigned to company-specific product groups, such as e.g. trousers, jackets, gloves, spare parts, disposable products etc. For product groups it is possible to store different price rules and give the customer additional discounts or surcharges for the respective product group. 

Product groups

An article can be set to be traceable. This results in further conditions for article management in the logistics process based on the following options: Serial number, batch number, expiry date, maintenance date, or year of manufacture.

Serial numbers, batches, and expiry date

Price lists are created for sales (products) and for purchasing (suppliers). Various price lists can be created, e.g. standard, export, etc. Price lists can be created either in a currency or in points for the customer specific ordering portal.

Price lists

Price rules can be stored either directly with the customer or with customer groups. The price rule is named and a price rule type is selected, e.g. order value, general price rule, products, product groups, etc. and the prices are stored either statically or relatively.

Price rules

The customer-specific classification scheme is created and maintained in the product classification management. A code and the corresponding name are defined for each product group. With characteristics as further characteristics or care instructions or standards, articles and products are further detailed and optimize searching and finding in the order portal for the customer and internally for necessary evaluations.

Material group management

The classification scheme is created and maintained in the material group management.  In ZUGSEIL.BEST it is mandatory that a material group is assigned to each article and each product. The assignment of an article or a product to a material group allows a better search and find and forms the basis for evaluations.

Material groups/ classifications

Your own company-specific material group can be mapped to other material groups, such as a standardised material group structure like eCl@ss, UNSPC or a supplier-specific material group structure. This enables to find same articles and products and makes it easier to assign them to the own material group. 

Material group mapping

Product features detail the description of the product and map the search facets in the customer store. On the top level, the product is specified first, e.g. gloves. Product features that are valid for all products such as manufacturer/ brand, standards, etc. are created as global features. Further characteristics to describe the product, e.g. cut-resistant, oil-resistant, heat-resistant, water-repellent, etc. are created as additional characteristics and assigned to the individual products.

Product features

In the product management, all linked articles for the selected product are displayed and the article can be opened directly via a link.

Article Links

In the article-management, all derived products of the selected article are displayed and the product can be opened directly via a link.

Product links

Documents are stored at the relevant points such as "article", "product", "customer" or "supplier", as well as specifically for offers and orders in relation to the process. Documents can be pictures, videos or files like PDF, Word, Excel, etc.

Documents

Videos are uploaded as a file on the item or product and used for detailing in the quotation or order process.

Videos

Variant-dependent images are stored for each article and product. If the article is offered in different colours and sizes, the respective images can be stored for each colour and size.

Variant-dependent images

Creation and provision of customer-specific catalogs based on the products with variants and individualizations. Product group-specific product features support the search and finding of the desired product.

Catalog management

Solution space for the configuration of customised products. All possibilities of variants and individualisations are stored and detailed with exclusion criteria. This provides the customer with a configurator and supports him in finding the right customised product. In addition, it is possible to link the respective suppliers in order to request the configured product from the supplier or to manufacture it directly.  

Design Studio

Body sizes and necessary measurements are stored by the employees and preset when ordering a desired, body-size-related product. Data on body sizes and other personal data are only shared with the supplier if inevtiable, the data remain with the customer. Thus you are compliant to the data protection regulation (DSGVO) and swiss nDSG.

Body sizes

Manage body sizes, patterns, figurines, wearing preferences, and customer feedback. Enrich textile products with the necessary information to suggest the right product sizes when measuring employees.

Body Sizes Management

An equipment account is an object for which a transaction account and an associated transaction history are kept. Equipment accounts can have the following characteristics:
- Employee equipment accounts, e.g. for clothing or work protection
- Workplaces e.g. for inventory management such as computers, mobile phones, furniture, etc.
- Projects e.g. construction sites
- Units e.g. cost centres or organisational units"

Equipment accounts

Different depreciation rule sets evaluate the article. The depreciation rate is entered as a percentage and can be calculated when the item is issued, per day in use of the item or per predefined item condition (new, used, no longer usable).

Depreciation Rule Sets 

A serial number is assigned during production, so the item is batch-managed and the serial number is used to track the item along its life cycle. This makes it possible to determine how old the item is, how often it has been repaired or washed, or when a necessary inspection is due. The serial number is a unique number and is only assigned once.

Serial number

Product Information Management

Offer the purchaser fully configurable products in the store. The system guides the user through the configuration process, taking into account for the product the solution space, appearance and stored rule sets defined in the Design Studio.

Configurator


3rd level support refers to the highest level of technical customer service. This can be provided for software problems, for example.

3rd level support

In the customer administration the specific information about the customer is stored. These are: main data, delivery and invoice addresses, documents, price rules, price overview, orders, revenues, open invoices, contracts, catalogs up to process control in logistics and billing settings.

Customer Administration

Before or during the ordering process, activate the body scan function for automatic size recognition with a smartphone and AI. The system measures the customer anonymously, collects the body measurement distances and consolidates this data with the product data collected in the size recognition management. This eliminates the need for employees to be measured by a tailor/ studio: The employees can be measured independently by the system.

Body scan for measurement

Quantities for the initial equipment are stored in the order proposal for initial orders and the employee can thus order the initial equipment. This may or may not be credited to the points account.

Initial equipment

Wearing times are entered in months and differentiated into new and used goods. It is also possible to adjust the wearing times that are already used by the employees.

Wearing times

Budgets for equipping staff are managed according to points and ensure that budgets can be planned and adhered to. A points account is kept for each employee and the employee can order with the given points.

Points accounts

The employee orders independently and location-independent using the ordering portal based on the company's rules and regulations. The respective products are stored according to the employee's employment type and can be placed directly in the shopping basket. In addition, the selection of quantities and sizes from previous orders is saved and displayed for a direct re-order.

Assissted Buying

In an account-assigned order, the order is not placed on an employee-related base, but with an account assignment element. An account assignment element is usually the respective cost centre or organisational unit in the company. In ZUGSEIL it is also possible to store the account assignment elements in a tree structure to display the different levels. 

Account assigned order

A points history is kept for each employee and the orders are booked against the points. In order to receive new points, a so called point runs are carried out at fixed times or manually, e.g. once a year at the beginning of the year. Depending on the company's rules, points are carried over into the new year or expire.

Points History

Commission models are assigned to the sales employees and form the calculation base for the commission of the respective employees. A commission report is created for each employee individually and is made available to all in a ZIP file.

Commission models

The equipment history shows every transaction that has been carried out for the respective equipment account, e.g. employee equipment account. The following different transaction types are displayed: Order, Return, Points Run, Manual Change, Expired or Shipping Item.  

Equipment history

Sales and Customer Relation

Advanced Guided Buying Assistant enables employees to place orders independently of their workstation. 
Only those products are displayed and ordered that are relevant and permitted for employees according to the rules and regulations.

BEST.Lexicon

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