Welcome to the Exciting World of QuickSilver!

The organization and content of this page is designed to provide a brief overview of the features and objectives of our Manufacturing, Distribution & Financial System...

From purchasing to receiving, order entry to shop floor, shipping, accounting, marketing, etc... QuickSilver implementation and procedures can provide the system conduit that enables efficient and effective processing to satisfy your single or multi-plant environment.

We have also recognized the fact that electronic commerce is even more necessary now to give you the edge over your competition, in fact E-Commerce is a requirement.

Our QuickSilver System is Internet Enabled/E-Commerce ready and will give you that edge over your competition.

Contact Us:
crti@crtint.com

QuickSilver Distribution
& Financials System Highlights

Distribution & Financials

Support Files - Define, maintain, and list master codes and files tailored to meet your business requirements.

Customers - Maintain and report basic information regarding customers including separate invoice-to and ship-to addresses, pricing levels, discounts, forms printing rules, and credit data.

Product Information - Inquire, maintain, and list manufacturing , distribution, and financial information specific to a part number. Mass change product prices. Check product availability.

Estimating - Design and develop a product estimate or cost simulation from scratch or from an existing Bill of Material or estimate. Convert an estimate into an engineering data base part number.

Quote Processing - Enter, maintain, re-open, and re-use customer quotes. Copy estimate information into a quote. Transfer a quote to a sales order without re-keying. Print, summarize, and analyze quotation performance.

Order Processing - Inquire, maintain, and analyze all aspects of sales orders. Features include mass entry of order lines, converting quotes to orders, printing of order forms, acknowledgments, and change notices. The system performs order pricing (discounts), credit checks, and product availability analysis based on your defined rules. Multiple inquiries by customer, product, P/O...

Shipments Processing - Create pick lists and/or tickets for orders due to be shipped. Print packing lists and bills of lading on demand. Shipments entry feeds invoicing. "Quick Process" a shipment to fast-path it through the system by eliminating normal processing steps.

Invoicing - Review and prepare shipments for invoicing based on date parameters or order numbers. Pre-print and audit invoices before actually processing them. Process and print invoices and debit/credit memos, which in turn will reduce inventory, feed sales analysis, A/R, and G/L. Quickly enter and process a non-QuickSilver sale (over the counter) as a short cut to normal processing.

Sales History - Inquire into and maintain sales history. Build and sort various sales reports based on your selection requirements. Reports can be detailed or summary, with or without margins, current vs last year, etc... Report on sales tax, sales tracking, customer service, charges, margin/ pricing, and commissions.

Return Authorizations - Enter, maintain, and track product returns for whatever reason. Convert return authorizations into credit memos.

Accounts Payable - Fully integrated to purchasing/receiving and G/L. It supports future and recurring payments, check reconciliation, project# control, and flexible aging periods. Perform online vouchering with user-defined terms/discount options. A check processing cycle permits you to select invoices for payment with system-generated checks (or manual checks). Numerous powerful/flexible inquiries and reports are provided, including 1099's, and vendor analysis..

General Ledger - Flexible to fit your account number (up to 15 characters/9 field elements). Account number search/lookup, inquiries to view account balances, history, detail journal entries. Powerful/ flexible financial statement writer; design your own balance sheet, income statement, plant/dept expense summaries, cash flow analysis, etc... It supports recurring and miscellaneous journal entries, reversing entries, distribution streams, and budgets .

SUPPORT FILES

	The purpose of the Support Files menu is to define base data elements used by the QuickSilver System, primarily the Distributions/Financial applications.
	There are three types of base data elements: User-Defined Support Files, User-Defined Master Codes or User Codes, and System Codes.
	Support Files:
	Support files contain values and information maintained by separate and individual programs in the QuickSilver system. An example is the salesperson's support file. Information of each salesperson defined includes salesperson name, address, city/state/zip, commission code, territory, region, etc...
	Seven of the sixteen support files contain fields incorporated directly into the Master Codes Definitions screen because they contain information that is part of a customer record or part number record. You may then define these support fields as either mandatory or optional and assign a default value if desired.
	The remaining nine support files are not included in the Master Codes screen because they are not tied to a customer or part number record and do not require a default value. The contract price overrides, terms codes overrides, commission code overrides, and customer product specifications/notes serve primarily as overrides during the order entry process. Standard notes and additional charges codes are used throughout the Distribution/Financial system as a source of data to be retrieved to either reduce key strokes or improve accuracy of data entry. The account numbers, account number link definitions, and accounting periods serves to edit information throughout the Distribution/Financial system.
	User-Defined Master Codes or User Codes:
	Master codes are user-defined values and associated descriptions. Unlike support files, there's no additional information in the master code file. For example, the master code file entry for a state/province is comprised of two elements:

(1) Field Value ex: 01

(2) Field Description ex: Wisconsin, Waukesha County

	The valid values for all of these fields are maintained in this module. You, the users, per your requirements, define them. Remember that each and every one of them can be defined as optional or mandatory fields with the exception of the state/province code, which is mandatory.
	System Codes:
	System Codes represent conditions and operating rules maintained within the QuickSilver system. System codes are different than master (user) codes and support files because the values and descriptions are system defined. The user selects one of the system-maintained options.
	For example, "print acknowledgments" is a system code. The two alternatives for this code are "Y-Yes" or "N-No". "Flag for partial shipments" is another system code. Here there are four system-maintained alternatives to select from: - "S" - Short Ship Quantity Allowed (by the customer) - "I" - Short Ship Items Allowed - "B"- Short Ship Both Allowed - "N"- Short Ship Not Allowed
	The user of the QuickSilver system must designate each of these master codes as either a mandatory requirement or an optional requirement. If a field is defined d as optional, a value will not have to be entered.
	For each master code, a default value may be assigned; whenever the master code is left blank, QuickSilver will automatically use the default value if one is specified.

CUSTOMERS

	Maintains all Customer Master file records including suffix address lists (ship-to/bill-to addresses).
	Creates Customer Master reports, customer credit and status reports, and prints customer mailing labels.
	Provides Inquiries about customer credit status.
	Provides the ability to mass delete "old" customers.
	The extent of customer information is based on the use and definition of support file codes. Address suffixes include separate invoice-to and ship-to address files. Customer data is further defined by pricing levels and discounts, forms printing rules, credit history and status, and sales territory.

PRODUCT INFORMATION

	The purpose of the Product Information module is to:
	Inquire, add, and maintain Distribution/Financial product information in the Part Master file.
	Generate reports on Part Master file information based on user-selected options.
	Mass change product prices.
	View time phased activity about a part number including "available to promise", requirements, and future production and/or purchase orders.
	The Part Master file is made up of four elements:
	Engineering type information (maintained in the Engineering Data Base)
	Inventory / Production Control data, (maintained in the Engineering Data Base)
	Costing Information, (maintained in the Standard Product Costing module)
	Distribution/Financial product information, (maintained in the Product Information module)

 

The Part Master data has been segregated due to security. This way Engineering, Production Control, Costing, and Accounting can each maintain the data they are responsible for.

ESTIMATING

 

	Use the Estimating module to design and develop new products or to make revisions to existing products. This module was developed to perform as a separate data base aside of the Engineering Data Base.
	Existing products can be copied into the Estimating module. (Bill of Material and Routing) The "same as" copy can be performed for a single level or fully indented bill of material structure.
	Once an estimate has been initialized, you have the ability to change the bill of material or routing, or add new products or delete existing components from an existing bill of material.
	After a new product has been developed, you have the ability to transfer it to the Engineering Data Base.
	When initializing a new estimate, in addition to bringing in an existing structure from the Engineering Data Base, you can also copy from a previous existing estimate or design and build a new product from scratch.
	The Estimating module may also be used as an analysis tool to determine affects labor or material cost changes have on the total cost of a product. For example: An across the board wage increase is negotiated for workers. The cost of selected manufactured products can be recalculated based on the labor cost increase.
	An estimate number is assigned to each product definition that is initiated. The QuickSilver system automatically assigns estimate numbers based on the last number used as retained in the System Control Record. All associated part numbers, bills of material, routings, work centers, and standard operations are defined within each estimate number.
	The system also provides the ability to initialize the Part Master or Work Center Master file, per estimate number "000000". This can serve as a source, for example, to retain next year's pricing for a series of common or all purchased part numbers for next year's rates for all of the work centers. In setting up an estimate "000000" for parts and work centers, you may then retrieve costs to be maintained for estimate "000000" for multiple new estimates as they are initiated.  The normal sequence of events for an individual estimate would be the following:
	Initialize the estimate.
	Perform maintenance, as desired, to the bills of material and routings - one level or all.
	Cost the estimate.
	Perform whatever inquiry and print functions, as desired.
	If this is for a new product, transfer it back to the Engineering Data Base.
	Through the proper use of this module, which costs newly designed products with the same formulas as the QuickSilver manufacturing system, you will receive a more accurate cost for new and revised products, reflective of what the cost will be when the estimate is transferred to the Engineering Data Base.
	The likely candidate for the individual who would utilize this module is someone who has design and engineering skills, as well as the ability to maintain bills of material, routings, etc... This person will be entering the data for the design to develop the product, performing a cost roll up, printing various routings and bills of material, and finally verifying the design and correcting it, as necessary. This candidate should also have costing and customer sense so that the final cost margin/markup determined can be used to determine the list price to be printed on the estimate document to be forwarded to the customer.

QUOTE PROCESSING

	Quotes allow entry of possible orders coming in from customers. Once entered, follow up communication with the customer regarding the status of the possible order can be initiated and quotation forms can be printed. Analysis reports can be run to track statuses/trends in quotes. Margins can be analyzed.
	The Quote Module is integrated with the Estimating module. Estimates, previously defined to the system, can be selected and added into quotes.
	The Quote Module is also fully integrated with the Order Processing module. Once confirmation comes through for conversion of the quote into an order, this process may be easily accomplished through Order Processing.
	The ability to reopen quotes to modify and use again is provided. By utilizing a "dummy customer" technique, quotes for potential customers can be set up under a common customer number until the time comes to convert the quote into an actual order. This eliminates excess data entry into the Customer Master for those prospective customers who have a quote established, but never actually follows through with an order.

ORDER PROCESSING

The functions involved in Order Processing include order entry and maintenance, which includes order header and line item additions, changes and maintenance, the mass entry of orders or order lines, the conversion of quotes to orders, the conversion of one quote or one order to another order, re-pricing order lines, browsing customers, suffix addresses, line items, and available to promise screens.

In addition, Order Processing involves order credit status maintenance, customer order inquiry, and the ability to print forms, acknowledgments, change notices, and other order sets, and also to produce order status and other listings and reports, as well as shipments history, a margin/pricing analysis, and shipments and invoice discrepancy reports.

SHIPMENTS PROCESSING

	The Shipping module provides the ability to create pick lists or tickets for orders due to be shipped. Once the pick list process has been completed with items being "picked", shipment entry will complete the process and feed invoicing.
	Packing lists and Bill-of-Lading documents can be printed on demand.
	A "quick process" option is designed as a fast-path through the system by eliminating selected steps between order and shipment. You could use the "quick process" for over-the-counter types of orders.
	QuickSilver functions in a manner that you may find different from many other systems you have seen in that picking lists and packing lists are not printed at the time of order entry but rather printed at the time of shipping. This approach helps to reduce paperwork in that revisions to orders do not affect Shipping Department paperwork because none has been printed up until the point that it is needed to ship the transaction. Typical sequence of events:
	An order is entered with a scheduled ship date. At the time of order entry, acknowledgments or sales order forms are printed, as necessary.
	Before the order's ship date, the Shipping Department would request a pick list of items scheduled to ship through a selected date (including this order's ship date).
	At that point, a pick list would be generated to serve as a "turnaround document" for items ready to be shipped.
	Shipping Department personnel would write on the pick list the quantity that exists to be shipped.
	From that document, someone would use the shipping entry program from the QuickSilver system to inform the system of the order/items being shipped.
	It's only after that point that the packing list and/or bills of lading can be generated/ printed. These documents can be reprinted if changes need to be made.

INVOICING

The invoicing module provides selections to:

	Review and prepare shipments for invoicing based on date parameters or a select order number. This function extracts processed shipments and includes them in the next invoicing cycle
	Print a Shipments Register, if required.
	Run pre-update invoice edits that may be printed to review invoices before actually processing them. This function provides the option to print a report and a preview copy of each invoice.
	Make corrections and rerun the pre-update invoice edits, if desired.
	Print or reprint invoices and debit/credit memos. This process also performs updates.
	Quickly enter a sale and process the invoice as a short cut to the normal QuickSilver order entry/invoicing process.
	Invoicing reduces inventory and feeds Accounts Receivable, Sales History, and General Ledger.

SALES HISTORY

The Sales History module is a user-determined record retention for historical reporting. It includes sales history inquiries and maintenance. Some of the numerous sales history reports include detailed and summary, with and without margins, and current versus last year. Some of the other reports available are based on sales tax, sales tracking, customer service, freight/misc charges, margin/pricing, and commissions.

If payments of commissions are not based on cash received, you likely will only need to utilize the Commissions Due/Owed report.

 If your commissions are based on receipt of cash, three reports provided can be used in conjunction with each other. These include:

	The Commissions Accrued Report, which identifies the new amount of commissions that have been incurred based on sales. It indicates which eligible commissions are being added to "the pot".
	The Commissions Due/Owed Report, which identifies the amount of commissions you can pay based on cash received during the month for current and prior periods' invoices. It indicates which commissions can be taken out of "the pot".
	The Commissions Pending Report, which identifies all invoices from current and prior periods that have not yet had cash received. It indicates what's left in "the pot".
	These reports can be used as worksheets to determine details regarding the cutting of commission checks.

RETURN AUTHORIZATIONS

	Return Authorizations can be processed through this module for sales orders entered through the Order Processing module.
	Create return authorizations for customer orders and enter restocking charges, when applicable.
	Process the receipt and disposition of the returned items. Note: The term "disposition" represents the fact that the products have been returned and reviewed by someone (i.e. Quality Control Department) who has made the determination as to whether or not the reason for the authorized return has been satisfied. This "quality control" person also determines what should be done with the product. Example: The "disposition" may represent the determination that the product is good and unused. It could also confirm the customer's reason for the return in cases where they indicated the product was defective. The "disposition" can also be based on the return of products your company may be using for demonstrations or shows. In this instance, it tells the system the products have been returned.
	Once the receipts have been dispositioned, convert the return authorization into a credit memo.
	Inquire into previously entered return authorizations.
	Run various listings of the activity performed within this module.
	This module is designed to provide visibility to returns that have been authorized so at any point in time a list of anticipated dollars of returns on the horizon can be inquired into. This serves to support a routine of processing credits in a timely fashion versus letting them pile up. It provides you with the control in creating return authorizations, printing documents to forward to customers, processing receipts of the returned material, dispositioning the returns, and automatically feeding the return into a credit memo. The features provided help provide for a smooth consistent flow of information resulting in better management of returns, dispositions, and credit memos.
	In addition to providing control over return authorizations, this module can help keep track of product shipped to customers for demonstration purposes or keep track of product shipped to shows. In these cases, the product shipped out is still processed through the order entry system. This enables the packing list, bill of lading, etc... to be generated. The Return Authorizations module can then be used to generate the appropriate information to keep track of what products are outstanding (expecting to be returned at a later date) at various demonstrations or shows across the country. A unique R/A type can be defined for these products shipped out (but to be returned) to help keep track of what's where. These products would normally be defined as a non-stock type. The products are initially taken out of inventory, but are shipped out and returned numerous times. Once the product is used, it should not be considered part of the normal inventory.

ACCOUNTS RECEIVABLE

	The A/R System is a collection of interrelated software programs that automate activities and transactions affecting a company's receivables.
	Reports detail A/R activity and provide comprehensive readouts of open accounts, especially past due ones.

 The Accounts Receivable module is fully integrated to the Billing and General Ledger systems. It provides:

	Online cash application posting by individual invoice or cursor 'check off'.
	Powerful/flexible inquiries and reports of receivable and payment history.
	Supports early payment cash discounts, user-defined aging periods.
	Ability to print statements and dunning letters.

ACCOUNTS PAYABLE

	The A/P System is a collection of interrelated software programs that automate payable transactions. The system monitors vendor invoices and provides notice when they are due for payment. A check processing cycle permits you to select invoices for payment with system-generated checks.
	The Accounts Payable system is fully integrated with the Purchasing/Receiving system in that vendor numbers and account numbers are validated during purchase order entry and as items are received, they are fed to a pending voucher file.
	Vendors are entered and maintained. The definitions established for the vendors in the Vendor Master file are used throughout the A/P system.
	Security can be placed on vendors using a "secured vendor" field to limit the access of who can or cannot view this vendor's data. This security is typically used when cutting checks for employees set up as vendors (ex: misc. business expenses). Purchasing is not allowed to view their information when this field is set to Y-yes. Inquiries and reports within the Payable system will inhibit access to secured vendors.
	Payables are created automatically when vendor invoices are recorded in the A/P system. The system simultaneously generates the appropriate journal entries.
	When invoices are entered into the A/P system, they are directly entered into the open A/P file as a record of unpaid invoices.
	Each invoice is identified by the batch number, company number, vendor's invoice number and date, and the six-digit number assigned to the vendor. If the vendor number is unknown, the A/P system's vendor number search feature is able to retrieve it for you.
	Voucher numbers are optional within the operation of the Accounts Payable system based on the setting of a switch in the System Control file. If the voucher auto assign switch is activated, the system will automatically assign a voucher number. If it is not activated, the system presumes that you want voucher numbers but you're going to enter them. If the auto assign switch is set as optional, the system presumes you do not want to use voucher numbers and it will not assign a voucher number even though it still allows you to enter one, if desired.
	The A/P system includes a future due file to record and monitor invoices that are not due until future fiscal periods. Example: Monthly leases or rent expenses for which you do not typically receive invoices.
	This second main menu for the Accounts Payable system contains selections for activities, codes, or reports not generally needed in the daily A/P cycle. For example, check reconciliation may only be done once a month, 1099's will only be processed once a year, terms and bank codes, once set up, need only be maintained as necessary.

GENERAL LEDGER

The General Ledger module contains numerous applications, all of which are essential towards the final outcome of producing financial statements. These applications include:

	Recurring and miscellaneous entries
	Entering and listing budgets
	Distribution Streams
	Posting of Journal Entries created from sub modules in A/R, A/P, and Sales History - both online and printed
	G/L is a collection of accounts into which all the financial transactions of the company are distributed after being classified. An account number identifies each General Ledger account.
	The QuickSilver system gives you the flexibility to define the format and structure of your G/L account number. Your account number definition is capable of including up to nine different elements with a maximum size of fifteen characters combined. Once you have defined your account number structure, the individual elements making up the definition of your system's account number will be brought forward on a number of G/L screens and print requests. They may then be used as sort capable fields or within a selection criterion for print requests or displays.
	General ledger account numbers must be set up to represent each type of asset, liability, revenue or expense appropriate for your company. These individual account numbers are entered through the Support Files module.
	Each general ledger account opened is added to a "Chart of Accounts". The Chart of Accounts lists all of a company's general ledger accounts, and type of account (asset, liability, revenue or expense). Print listings of the accounts set up for your company through the Support Files module.
	The fiscal year controls the G/L system. It keeps track of fiscal period beginning and ending dates and which periods have been closed. The accounting periods are defined through the Support File module.
	One of the main purposes of the General Ledger module is to produce financial statements, primarily the Balance Sheet and the Profit and Loss Statement. In addition, various other reports to support the Balance Sheet and Profit and Loss Statements can be user-defined to meet the unique requirements for your company. These supporting reports would normally be a more detailed disclosure of a portion of either the Balance Sheet or the Profit and Loss Statement. For example, an Operating Expense Schedule provides a more in depth analysis of types of operating expenses, while the Profit and Loss Statement may only show one combined amount for operating expenses.
	Use the Financial Report Writer to design financial statements the way you want them. The definitions will be saved until you revise them. Examples of financial statements you may choose to define are: Changes in Financial Position, Components of Working Capital, Statement of Cash Flows, and Sources and Applications of Funds reports.
	Financial statements can be run at any time although you will ordinarily want to print them at month-end after period close when they will be up-to-date. The two most important results of the accounting procedure are the Balance Sheet, which must always balance, and the Profit and Loss Statement.
	The Balance Sheet shows the Assets, Liabilities, and Equity of an enterprise as of a certain date. The Profit and Loss shows the Revenue and Expenses for a period, that is, between two dates.
	Management reports provide up-to-date analysis of current financial positions and operating results. Period-by-period summaries of general ledger account activities and journal entries serve as audit trails. You can review the accuracy of transactions immediately after they were recorded or at a later time.
	Budgets allow you to create monthly and annual expense budgets. You have the option of budgeting for each month or entering an annual total for each expense account.
	View a graphical view of a G/L account numbers by selected year and either by net per month or by monthly-accumulated balances.
	A journal is a record of transactions in date order. Journal entries are offsetting debits and credits that are applied to general ledger accounts. The system provides for both recurring journal entries as well as miscellaneous journal entries.
	Journal entry history can be compressed/combined for each account number by date or period, depending on the account number definition, for period/years older than the last closed period.
	Batching is a control feature for journal entries used to confirm the accuracy of system transactions. QuickSilver uses the date/accounting period-year to define the batch. To further define the batch, a batch code is available.
	Create Distribution Streams to define a number of automatic distributions that can be made to several accounts in one transaction. These can be defined as "clearing" entries or "counter-balancing" entries.

* S/36 and AS/400 are registered trademarks of International Business Machines Corp.