The fully integrated applications give IBS DIStrIButIon full collaboration possibilities that extend information processing from both within and beyond your company. Well-defined data interchange connections ensure both powerful and flexible communication with business partners.

Tailored for distribution customersGood distribution starts with customer service, which relies on accurate, real-time information about your customers. IBS DIStrIButIon brings all customer information to your fingertips on a single screen. The solution makes sure that the right customer data – address, credit informa-tion, sales, service and other data – is instantly available. The software’s customer information panels can be easily tailored and personalized, enabling users to work with customer informa-tion in faster and smarter ways.

General featuresIBS DIStrIButIon is composed of a comprehensive range of functionality that helps your business optimize its distribution. The software includes the following features, which are integrated into a total solution for distribution:

Assortment handling – Product grouping with user-defined codes including customer/ supplier unique assortment.

Attachment – Connect different documents; PC documents, web addresses and email addresses can be attached to items and customers/suppliers.

Back-to-Back orders – Purchase/manufacturing order lines are automatically created from the sales order line, if no warehouse within the sourcing policy has available stock. Users define if the system should check for available stock in all warehouses, before creating BtB orders.

Batch handling – Logs all events for every batch from reception to shipment. Stores information for each batch regarding country of origin, manufacturing date, incubation date, use-by date, stock take status, etc. It is also possible to enter multiple batch-numbers against one sales/purchase order line.

Electronic Data Interchange (EDI) – IBS EntErprISE includes a general data interchange (di) database and a data interchange motor (di motor). The di motor can communicate with varying external software through di methods.

Inquiries – Extensive information capabilities give easy, online access to the whole system.

EuroVAT – Provides automatic control against the EuroVAT rules for the generation of statistics such as Intrastat, quarterly sales reports, etc.

Item code segmentation – The 35-character item code with segmentation facilities, includ-ing fixed length and delimiters, provides an extremely flexible foundation for tracking, follow-up, assortment handling and statistics. The value in each segment can be validated.

Item cross-reference – The cross-reference function is implemented throughout the system. Different types of cross-reference records are available: alternative, competitor, customer, generic, manufacturer, prospect, replacement, substitute, vendor/supplier and alias.

Landed cost – Landed cost covers additional costs such as freight, duty, and insurance that are over and above the price paid for the goods.

Multi-dimensional – The system has extensive

Functional overview - ibs enterprise

IBS DIStrIButIon is a powerful sales and logistics system for supply chain management

and lies at the core of IBS EntErprISE. Its extensive sales, inventory and replenishment

functionality provides a strong and flexible foundation for lasting growth in collabora-

tive performance and efficiency.

IBS Distribution

• Improve sales order fulfillment, performance and efficiency• Cut costs and reduce lead times• Create and link purchase orders to sales orders automatically• Cut inventory costs and optimize stock between warehouses.

multi-currency, multi-language, multi-company and multi-warehouse functionality.

Multiple warehouse handling – Allows an almost unlimited number of warehouses per company. Deliveries and purchases can cover several warehouses on the same order. Functions for stock analysis and control, with calculation options.

Non-conformity handling – Non-conformity certificate (NCC) handling with full traceability on products stored separately in usable or unusable stock. Allows depreciation of goods set aside as non-conforming stock.

Performance evaluation – Evaluates service levels and quality rates from suppliers and to your customers.

Serial number handling – Logs all events for every single serial number from reception to shipment. Possible to enter multiple serial numbers against one sales/purchase order line. Full traceability. Serial number based item costing is available.

Text editor – With this functionality, you can easily re-use and copy old text. Includes powerful multi-language text handling functionality.

Time axis – The time axis indicates what is available for sale by product/warehouse per day. Customers can be given firm delivery commitments based on future stock availability.

User-defined order types – Supports different order flows in your company, with flexible parameters. Governs key information such as availability checks, bookkeeping and statistics.

SalesCash sales – Cash sales receipts can be printed and journals updated daily, offering you complete control.

Commission handling – Commission records are generated automatically from

sales order lines. Unlimited number of commission records can be related to an order line.

Customer credit control – Multiple credit profiles can be defined and attached to groups of individual customers, defining

credit limits and maximum values for overdue receivables, measured in amounts and days. If credit limits are exceeded during order entry, orders are held for manual authorization.

Customer structure – Existing business partners can be arranged in tiers. A customer structure is used by the system in order to determine the best search routine for obtaining a sales price as well as monitor the credit usage of either individual companies, or the group as a whole.

Currency clause – Adjust fluctuation between the purchase currency and sales currency, from the time of sales order creation to the time of invoicing.

Division handling – Cost centers are connected to divisions. All sales orders are automatically given a cost center.

Efficient consumer response – Supply chain management provides the option to implement efficient consumer response, handling forecast information provided by customers.

Freight documents – Can be created based on every pick list.

Gross profit workbench – Users can change the gross margin at order and quotation entry. If the margin is changed, the sales price is re-calculated.

Lost sales tracking – Captures lost sales statistics during sales order and quotation maintenance, as well as statistical report-ing functions.

Order structures – Based on parent products and components, simplifies order entry. Flexible price and statistics handling. Critical component handling.

This panel shows the sales order entry screen. It is possible to tailor move, add and hide fields according to each user's need.

Order configuration – Based on a parent, a set of configurable structure components can be selected either independently or dependently of one another. Available components are both material components and work centers. The configured order line will automati-cally create a manufacturing work order.

Order summary and settlement – Stream-lines sales and A/R. Includes handling ofcash customers paying by multiple checks or credit cards, cash or on account.

Profit check – Compares the sales and cost value during order entry to see if the profit mark-up percentage is correct – at both line and order level. If too low or high, a warning is given.

Proof of delivery – Gives the customer the opportunity to accept the delivered goods before you print the invoice.

Quotation – Create quotations with profit warning, a streamlined method for match-ing won lines, offering an infrastructure

in which to create an order based on a quote. Quotations that are about to expire are highlighted, so as to ensure follow-up. Provides capture of lost sales statistics during quotation maintenance, as well as statistical reporting functions.

Request for quote – Customer requests for quotes can be interactively received, through data interchange.

Restricted sales – A dynamic table-driven tool allows users to set restrictions on sales. Rules can apply to which items are restricted, based on ‘who, when, were and what’ rules.

Route handling – Destinations are ar-ranged in sequence for a given route, connected to customer addresses on file. Sequencing can be done via a destination table, route table or route list.

Sales order allocation – Maintain the order stock for an item with shortage or for items with mandatory order alloca-tion. Distribute the available quantity

online according to the priority code, by fair share or manually.

Sales order delivery – From stock, direct from supplier or transit delivery over your warehouse. All three can be combined in one sales order.

Sales order invoicing – Merged and/or periodic invoicing. VAT inclusive or exclu-sive at order line level. Option to alter VAT default code.

Sales order line discounts – Unlimited number of line discounts can be attached to each order line. Users can identify the reason for all discounts applied at line level.

Sales order line scheduling – Allows the sale of products on a scheduled delivery basis.

Sales order priority – Priority handling makes sure that your most important customers get the best service.

Sales order statistics – Extensive options for reports on orders received, service levels and invoice statistics, with virtually unlimited possibilities.

Sales price handling – Extremely flexible pricing is performed using contracts, price lists or through the sales pricing and discount methods. A contract can be for individual customers, customer structures or business partner structures.

The price, as such, can be net price, discount, cost mark-up, quantity depend-ent, discount or free of charge. Different pricing keys can be related to customer fields, item fields and/or order fields. Net price can be defined on a higher level than item code, such as a group of items.

Sales tax handling – Full functionality for handling sales tax when goods are sold to ‘end users’.

Shipment preparation – Sales orders can automatically create a shipping request that includes orders and order lines per

To improve the work of the purchaser, IBS plannErVIEw allows the purchaser to tailor the whole panel with several views. In this example you can see supplier basic data in combination with supplier performance, open purchase order and purchase suggestion.

shipment, rescheduling, load characteris-tics and freight documents. Consolidated shipments with validation checks on load limits, transport characteristics and terms of transportation can be created, with full functionality for transport replanning and documentation including loading and delivery lists.

Smart sales order entry – Enter orders by means of previous orders, product and sales history, product search, warehouse balance and product lot search.

Sourcing policy per customer – Sourcing policy determines how the system should allocate inventory when a sales order line is created. This can be defined per customer delivery address and contains a warehouse hierarchy that will be checked if insufficient stock is found in the pri-mary warehouse.

Sourcing policy per item – Exceptions to a customer’s sourcing policy can be made at item level for specific items.

Surcharge handling – Functionality for easy handling of various surcharges such as eco tax, package fees, copyrights etc. Includes surcharge statistics and reports.

Vendor Managed Inventory – Vendor Managed Inventory (VMI) is supported. The customer sends transactions with gross forecast min/max/actual inventory and the vendor supplies the customer with the necessary goods.

InventoryCost price per warehouse – The cost for goods can vary, depending on which warehouse the goods are stored in.

Internal replenishment – Internal sales/purchase orders provide full handling and follow-up of all internal replenishment activities between warehouses.

Inventory adjustments – Almost unlimited user-defined transaction types. Adjust-ment-related postings are automatically generated in accordance with pre-defined transaction types.

Inventory evaluation – Three types of inven-tory evaluation are supported: FIFO (First In First Out), average cost and standard cost. Cost method can be defined per item. Serial number handled items can also have unique, serial number-based item costing.

Stock analysis – Possibility to analyze different stock values, such as stock turn over, average stock quantity, stock on hand, number of movements, service level, for each item in stock.

Stock count – Produces stock take lists based on user-definable selections such as combinations of products, product groups, last stock take date, stock on hand levels etc. Prints recount instructions with selection possibilities on difference value limit, product, product group or volume value.

Advanced warehousingFor information about IBS advanced warehousing, see the separate functional overviews for IBS WarEhouSE ManagEMEnt or IBS DynaMIc WarEhouSE ManagEMEnt.

ReplenishmentInvoice/order matching – Supplier invoices are matched to purchase orders with received goods using complementary IBS FInancIalS.

Purchase requisition – Purchase requisition is an internal document that can be used for approval/attest and pre-accounting. With this functionality, the IBS purchase module can be used for other kinds of purchasing, e.g. consumables and office furniture.

Purchase suggestion – Creation of purchase suggestions manually or auto-matically, with optional selections when stock level drops below reordering point, gives proposed economic order quantity or actual demand.

Purchase orders, pre-accounting – Pre-accounting can be performed at purchase order line level.

Purchase orders, limits and approval – Defines whether attest control and/or limit control must be performed for a purchase order.

Quality assurance support – Quality control, with measurement details, can be mandatory for certain deliveries.

Request for supplier quote – Requests for quote can be created, maintained and printed, sent by fax, email or EDI to the supplier.

Supplier quotation – A supplier quotation can be entered manually or received by EDI, and can be maintained. When accepted, it can be copied to purchase order, contract or purchase prices in the item file.

Supplier agreement – Central supplier agreements can be received through Data Interchange and local agreements can be created manually. The supplier agreement is the base used to calculate the best possible price when a purchase order is entered, and used in combination with the business partner structure.

Supplier structure – A supplier structure is used by the system in order to devise the best search routine for obtaining a purchase price when an order is created for a supplier within a structure.

IBS North America: 1-800-886-3900 • info@ibsus.com • www.ibsus.com

The materials contained in this document are summary in nature, subject to change and intended for general information only. For updates of this information, please contact your local IBS representative. v2006-08 © IBS 2006

IBS, International Business Systems, is a world-leading supplier of supply chain management software and professional services for large and mid-sized companies. IBS has some 5,000 customers in more than 40 countries, including ABB, Ciba Vision, Galexis, Nautor’s Swan, Nintendo, General Electric, Honda, Maxell, Scribona, Miele and Volvo.