Ostendo FAQ’s
Custom Products
Do you provide Warranty for these products
Do you provide a Warranty against your Custom Products? Also do you wish to record any claims made against this Warranty?
Ostendo allows you to generate Warranty Definitions that cover: Warranty Name
Do you manufacture Custom Products
Custom Product manufacturing is where you have a ‘Product Theme’ (Example: Greenhouses, Balustrades,Kitchens, etc) that can have an infinite combination of Customer selections and sizes. Your business, therefore, is to produce the Customer specific end product in the minimum time possible. Ostendo has a Custom Product Configurator that uses simple scripting tools in which you can define the Configuration Variables
Customers
Does your Customers have Multiple Contacts
Do you require to record multiple Contact Names, Positions and contact details linked to any Customer record?
Ostendo allows a user to maintain unlimited number of Contacts and their details (Name, position, phone, fax,email, etc) against each Customer. One of these Contacts can optionally be designated at the ‘Default’ Contact at the
Does your Customers have Multiple Addresses
Do you have Customers who has multiple delivery addresses? (These addresses could be their (multiple) site addresses or even their Customer addresses for a drop-shipment.)
Ostendo allows pre-entry of unlimited Company Site Addresses. In addition you can also manually enter a delivery address for (say) drop-ship to their Customer
Do any of your Customers have a central Billing Customer.
Do any of your Customers have a ‘parent’ Customer to whom you send all Invoices and Statements?
Ostendo covers this requirement by letting you create both the order Customer and the Billing Customer as individual Customer records then going into the Order Customer record and nominating the Billing Customer as the recipient of
Do you Email your Invoices and/or Statements to Customers
Do you print your Invoices and/or Statements and send by Surface Mail or do you send by Email – or both?
In Ostendo the method by which Invoices and Statements are conveyed to the Customer is contained in the Customer Master record. The options are:
Do you get Customer Price Enquiries
Do you receive many price enquires (Telephone, Email, Fax, etc) from current and/or potential Customers?
Ostendo has a ‘Price Enquiry’ screen into which you can enter a Customer or Prospect and instantly make a quotation for a standard product (not a Custom Product). This screen also gives you a breakdown of any Price levels, Discounts
Delivery
Do you use a formal Picking and Despatching routine
Do you currently have a formal Sales Delivery process that Prints out a Sales Order Pick List, Provides facilities to record from where the stock has been picked, Assembles a Delivery Document including Despatch Weights and Volumes and Takes into account any Freight or Shipping costs?
Ostendo provides two main process flows for Sales Orders deliveries > Sale Order > Picking > Despatch > Invoicing
Do you Track Customer Orders
Do you have a requirement to track and report on Customer Orders in more depth than simply Order Received and Order Despatched? (This may include where it is in your organisation and what is happening to it in addition to where it is in the Despatch/Shipping process)
Ostendo allows you create your own Status Codes and amend the Sales Order status as required. Additionally Ostendo provides for recording of Sales History which enables you to have date and time stamped progress notes against
Do Customers allow delivery variance Tolerances
Many industries receive an Order and despatch an approximate amount. For example: A ‘mix’ has an anticipated process scrap of 10% but when produced the actual scrap was 6%. What happens to the surplus 4%? As ‘Mixes’ are made specific to Customer Orders then an agreement is usually made with the Customer for over-shipments of (say) up to 6%. Ostendo allows the establishment of a shipping tolerance such that if the delivery is within the order amount (plus or minus) then the order line is deemed to be complete and the line will automatically be ‘closed’
Financial Integration
Do you want to integrate with MYOB
Do you want your ‘Operational’ activities to fully integrate with MYOB by posting Sales Invoicing and Customer Payment activities, Stock Movements (Receipts, Issues, and Adjustments), Costs of all internal activities (Plant Maintenance, Employee non-charge, etc),Purchase Orders, and Receipts and 3-way match to Invoice?
Ostendo has two levels of operation when integrating with MYOB. These are Base Setup with pre-defined Cost Centres – This requires minimal setup
Inventory
Do you have Colour / Size segregated Items
Many Apparel industries segregate their Product Styles by Colour and Size. Additionally they may also segregate by Fit and/or pack size. The objective of Colour and Size control is to segregate the end product into their ‘variant’ configuration. All ‘Colour’ and ‘Size’ Controlled’ Items must have both Colour and Size recorded against it. This provides facility to hold stock of any Item and track them through the Sales process. Note: Some industries only record ‘Colour’ or ‘Size’; other both. Some Apparel industries also record Colour/Size/Fit. Ostendo allows you create Colour, Size, and Fit (By using the ‘Grade’ variable) against any Item. Each combination is separately identified in Inventory. You can (optionally) pre-specify Colour, Size, and Fit (Grade) to be used by the
Do you convert sold Items into a serviced Customer Asset
Many products go beyond being just sold to a Customer.They may also have an ongoing servicing schedule or a specific Warranty. When sold they become the Customer’s property but you still need to know when it was sold, what and when regular service events are required and what Warranty applies to the sold product. For specified Items Ostendo generates a Customer ‘Asset’ record when despatched to the Customer. This contains all information about the Product such as Serial Number, Customer Name, Current Location, Servicing Schedule,
Do you have ‘From Stock’ Items
The term ‘Supply from Stock’ means that you the Item is normally retained in stock to a user-defined stock level.Any demands for the Item from Sales Orders or Jobs will be withdrawn from this stock. Within Ostendo the term ‘Supply from Stock’ applies to nominated Items. The maintenance of Stock Levels is determined by the Re-Order Level and Re-Order Quantity fields held against the Item record. A separate ‘Inventory
Do you record and use Non-Stock items and services
Non-Stock Items can cover Travel, Accommodation, One-Off Charge, etc but can also refer to physical products that are not stocked in you Warehouse. This differs from Stocked Items in that these are physical products that are purchased or manufactured and are then stored in a Warehouse. Ostendo calls these ‘Descriptors’. A Descriptor can represent anything that you wish to Invoice that is not an Inventoried Item. Examples of Descriptors are:
Do you use Multi Warehouses and Locations
A Warehouse can be defined as a building or enclosure in which Inventoried Items are stocked. Locations are defined places in the Warehouse. The Location can simply be a storage area but is – more often – a physical Bin Some Businesses don’t user either Warehouses or Bins whereas others use Warehouses only; many ‘high Inventory’ Businesses use both. In Ostendo you can maintain multiple Warehouses and multiple Locations within each Warehouse. These Warehouses can be linked to a Company Site and – if required – Inventory value by Warehouse can be maintained
Will you be using multiple Units of Measure per Item
Many businesses stock the same item in different Units of Measure. For example you may want to record an Item (say) normally stocked in ‘Bottles’ but you also stock it in:
Case – 24 Bottles per case
Carton – 240 Bottles per carton
You may also want the flexibility to transfer between one Unit of Measure and another whilst still retaining the same Item Number. Quite often the Sell Price of the alternate Unit of Measure is not directly proportional to the unit Sell Price. For example: Using the above example: A single Bottle may sell at $10 but a Case may have a sell price of $220.
Ostendo allows you create multiple Units of Measure specific to the Item. Additionally you can specify the conversion quantity and a Sell Price factor. You must pre-specify the Unit of Measure and then link to this Item along
Do you use Revision Level controlled items
During the life of an Item it can go through many changes. During the course of these changes the product is still being produced. The result of this is that many iterations of the same product can exist. A Revision Level provides facility for a user to determine the specific Iteration of the Item. The Revision Level is a trackable ‘characteristic’ of the Item and all stock should be segregated by its Revision Level. Ostendo allows you create Revision Levels by Item and annotate whether the Revision Level is ‘Active’ (I.e. The Item can be made to that revision level) or ‘Inactive’ (Cannot be made to that Revision level).
Do you have Serial Number controlled Items
The objective of a Serial Number is to provide facility to track a specific Item through its life. If a Product is defined as Serial Controlled then each individual Item with that Product Code must have a unique Serial Number. This enables tracking of that specific Item wherever it is located. Quite often a Warranty is also linked to a specific Serial Number. Ostendo allows you create unique Serial Number by Item. Each Serial Numbered Item is separately identified in Inventory. Duplicate Serial Numbers within the same Item Code is not allowed. The Serial Number is allocated upon
Do you have Items that are Lot or Batch controlled
The objective of Lot (or Batch) control is to segregate ‘batches’ of production so that if anything is found to be wrong with any Item in the batch then all Items in the Batch can be suspect and recalled. All ‘Batch Controlled’ Items must have a Batch Number recorded against them. This provides facility to track any Item through to the Batch from which it originated. This differs from Serial Control in that the quantity per Batch Number can be any quantity whereas the Quantity per Serial Number can only be 1. Note: An Item can be both Batch and Serial Controlled at the same time if required. Ostendo allows you create Batches against an Item. Each Batch is separately identified in Inventory. You can (optionally) pre-specify Batches to be used by the Item in addition to defining if the batch identity is restricted to those.
Do you have Expiry Date controlled Items
The objective of Expiry Date control is to define a date beyond which use of the product should be addressed.This could refer to a ‘Best Before” or “Use By” date, etc. All ‘Expiry Date” Controlled Items must have a Date recorded against them. This provides facility to track any Item in stock by their date of expiration. Ostendo allows you attach a Date to an Item in Stock. Each Date is effectively a Batch and the Batch number is a Date. The Expiry Date is allocated upon receipt into stock and thereafter follows it throughout stock movements within.
Do you have ‘Source on Demand’ Items
The term ‘Source on Demand’ means that you do not normally stock this Item but order it, when required,specifically for the Sales Order or Job. Within Ostendo the term ‘Source On Demand’ applies to nominated Items. This does not mean to say that they cannot also be stocked but Ostendo will automatically create a Suggested Supply requirement every time a demand is.
Do you have Grade segregated Items
The objective of Grade control is to segregate the end product into any user-defined Quality standard. A Grade controlled Item must have its quality level recorded against it. This provides facility to hold stock of any Item by Grade and track them through the Warehouse to either Sales or Disposal. Ostendo allows you create Grades against any Item. You can (optionally) pre-specify Grades to be used by the product in addition to defining if the Grade is restricted to those defined in the lists. The Grade is allocated upon
Do you record an Item’s Manufacturer and/or Brand
Some Businesses need to specify the Manufacturer of the Item (I.e. can be unrelated to the Supplier). End Products can contain components or equipment that is restricted to Items from specific Manufacturers and/or Brands. Ostendo allows you to indicate the Manufacturer and Brand against any Item. This provides facility to analyse all Items that are from a specified Manufacturer/Brand.
Do you currently have a Stock Replenishment routine
A Stock Replenishment Routine is a formal methodology to maintain Stock at a minimum whilst at the same time achieving a high level of stock availability whenever a demand is made. There are many versions of a ‘Restock Policy’ ranging from a ‘visual restock’ (I.e. when the stock looks low then let’s reorder it) through to quite complex Forecasting -v- Actual demands along with multiple Ordering policies. Ostendo provides a Re-Order Point Control level of replenishment based on a combination of actual Demands and (optionally) a Forecast. The length of the future demand period to take into account can be either a fixed period for all.
Invoicing
Do you raise a single Invoice per Sales Order
Do you raise a separate Invoice for each Sales Order received from a Customer. Ostendo allows you to either combine all deliveries to a Customer into a single Invoice or create a separate Invoice for each sales order delivered. Note: When raising an Invoice by individual Sales Order and the order has had more.
Do you use Cost Plus style Invoicing
‘Cost Plus’ Style Invoicing is where the value of the Invoice is derived from the Cost of the Actual work done multiplied by a User-defined Cost Markup or Sales Margin percentage. Ostendo has a specific Job Type ‘From Actual Entries’. Jobs that use this Invoice Style will have their Invoice Value derived from the actual Labour, Material and Descriptor bookings to which is applied a Cost Markup % or Sales Margin
Do you raise invoices covering a delivery period
Do you raise a single Invoice to a Customer based on deliveries over a period of time?
Ostendo allows you to either combine all deliveries to a Customer into a single Invoice or create a separate Invoice for each sales order delivered. Note: When raising an Invoice by time period the length of the period is determined.
Do you have a regular Invoicing Schedule
This is where you have (say) a contractual agreement to provide a routine service to a Customer’s Asset or premises. This can be – for example – Garden maintenance, Air conditioning, etc. Ostendo allows you to create a Customer ‘Contract’ under which you can have either a predefined Invoicing schedule for a fixed period or an ‘open ended’ recurring invoice. The Batch Invoicing process will pick up any scheduled ‘fixed
Do you create Invoices without a prior Sales Order
Some businesses do not raise a Sales or Job Order but merely raise an Invoice to cover work done. Examples of this are Accounting Services, Legal Services, etc. Ostendo allows you to create a direct Invoice against a Customer. The Invoice can contain Items, or Descriptors who’s Sales Price is taken from that set up within Ostendo.
Do you have Invoice Retentions
Retentions (or Holdbacks) are a description of the process where the general contractor of a construction / renovation project invoices for the work they have performed to date, less a “retention” amount of, say, 10%. This ‘Retention’ amount is paid at a later (agreed) date based upon performance guarantees. Ostendo you can define a percentage amount that will be applied to all Invoice and held against ‘Retention’. A separate ‘Retention’ Invoice can be generated at a pre-defined date.
Do you use Percentage Invoicing
A ‘Percentage’ Invoice uses the total ‘Planned’ Job Value as the basis for Invoicing. I.e. The work that you ‘Plan’ to do on the Job is used as the basis for generating the Invoice. Quite often a single (100%) Invoice is raised but you could also have an Invoicing Schedule that totals the Planned Amount. Note: During the course of the Job you may encounter additional ‘planned’ activities. If these are added to the Job (with/or without formal Change requests) then they become part of the ‘Planned’ Job and are added to the Scheduled Invoicing Amount. Ostendo has a specific Job Type ‘From Schedule’. Jobs that use this Invoice Style will have their Invoice Value derived from the Job’s ‘Planned’ Labour, Material and Descriptor prices. Against each Job you can set up a schedule of
Job and Labour Tracking
Do you create Jobs in line with Resource availability
Have you a requirement to create and schedule your Jobs in line with the availability of Resources (Employees or Equipment) to do the Job. Equipment to view their current loading?
You can generate a new Job linked to a Resource within the Job Calendar Planning Board by:
Do you use a Planning Board
A Planning Board is a visual presentation of Planned and Actual Jobs along with Resources allocated to carrying out those Jobs. The Planning Board generally allows manipulation of the Resources and/or Jobs to provide a ‘best fit’ to improve Customer Service whilst still achieving maximum Resource utilisation. Ostendo’s Job Calendar has a drag and drop facility whereby you can allocate Jobs to the labour force in a Planning Board style presentation. This facility includes:
Do you schedule Labour to support Job Loading
Have you a requirement to schedule your Labour force to support the current Planned and Actual Jobs?
Ostendo’s Job Calendar has a drag and drop facility whereby you can allocate Jobs to the labour force in a Planning Board style presentation. This facility includes:
Do you schedule Key Equipment to support Jobs
Many industries have a critical piece of hardware around which hinges the throughput of the whole business. Other businesses rent expensive Plant that requires detailed scheduling. Both of these require up-to-date scheduling down to (possibly) the nearest minute. Ostendo’s Job Calendar has a drag and drop facility whereby you can schedule Jobs to this critical piece of equipment in a Planning Board style presentation. This facility includes:
Jobs and Job Costing
What is your Cost Method for Labour
How do you cost your Labour when an employee books time to a Job? Is this a fixed Cost or does it vary depending upon any overheads ncurred?
In Ostendo an Employee has a standard Unit Cost. However, option is provided to uplift that cost by taking into account Fixed and Variable Overheads. These Overheads can be a fixed value or can reflect the ‘Labour Code’
What is the Cost Method for Non-Stock Items
What is the current Cost Method that you use non-stock Items (Descriptors)?
This is the cost that will be applied to evaluate Costs for Jobs, Cost of Goods Sold, etc. Ostendo allows you to use one of the following Cost methods when issuing to a Job, Sales, or Assembly Order. Standard Cost: As held against the Descriptor Master
Do you use Job Task Bills
Do you have a requirement for maintaining Task Bills?
A Task Bill is a definition of Material, Labour and Other requirements that will be used to perform a pre-defined Task. This Task can be selected and added to a Job as a complete Bill rather than individually selecting each line within the Bill. Ostendo has a simple screen for creating and maintaining Task Bills. You have the option to define the Sell Price of the Task Bill as coming from:
Do you use Job Templates (aka Schedule of Quantities)
A Job Template comprises of Activities and Durations and provides a simple means of adding a complete Job’s requirement to a Job Order in a single action. The Job Template can comprise of a single or multiple Tasks; each Task, having a Task Bill, Resource requirements, and duration. When adding the Job Template to a Job you can (optionally) select those specific Tasks that are to be used in a Job. This provides a very quick way of creating ’standard’ Jobs. Ostendo allows you to create Job Templates that are constructed using Tasks in sequence. Each Task can either have multiple lines covering Items, Descriptors, Labour, Kitsets, Task Bills or can have a single line covering a Task Bill.
Do you have many Jobs linked to a parent Authority
If you have multiple Job that are linked to a common Customer, Authority, etc then, in addition to monitoring individual Jobs, you can group them together and assess the progress of all the Jobs relative to an overall Budget. Against individual Jobs you have a field called ‘Project’. You can use this field to group Jobs from the Same Customer, Authority, and assess their overall progress. In Ostendo you can create a Project along with:
What is your Cost Method for Inventory Valuation
What is the current Cost Method that you use to value Inventory. Many ‘Manufacturing’ systems enforce a ‘Standard’ Cost regime whereas Sales and Distribution environments (and SME’s) normally use Average Costing?
Ostendo has three cost types constantly maintained against all Items. These are: Standard Cost: As held against the Item Master.
Order & Inventory Requirements
Do you Forecast future demands for Inventory
If any one Item is found to be unavailable then a whole Job could be brought to a halt. Similarly, in the Sales environment, non-availability can result in the loss of the whole order. To prevent this happening Forecasts are used. These are ‘anticipated Demands’ and provide a means of maintaining Inventory Levels to satisfy future Sales, Jobs, or Assembly Order requirements. A very flexible Forecast entry function is available in Ostendo. For each Item you can specify a total demand for each month. These demands can be ‘Day Dated’ within each selected month into
Do you maintain Inventory Levels
To ensure that stock is available when required do you have a requirement to maintain inventory levels whilst at the same time not overstocking. Ostendo uses Re-Order Levels set by the user (based on knowledge and past history) and when stock reduces to this level a ‘Suggested’ order is raised. The reduction of stock is based on current and anticipated (Forecast) demands for
Do you have Non-Inventory Ordering requirements
Do you raise Purchase Orders for Products or Services that are not kept in Inventory. For example; Cleaning Services, Sub-Contract Labour, Stationery, etc?
Ostendo allows you to nominate any ‘non-stocked’ product or services as ‘Descriptor’. These can be ordered ‘as required’ then tracked, received and Invoice matched throughout the whole Purchase ordering process.
Do you create all Replenishment Orders manually
Is you current method of raising Assembly and Purchase Orders very labour-intensive and are you seeking a faster and easier way of doing this?
Ostendo’s conversion of Replenishment Orders routine combines demands from: – Suggested Order from the Replenishment run
Do you have an Inventory Replenishment Routine
Do you currently have a formal routine to replenish Inventory or is it based on a visual assessment or stockouts?
Ostendo uses parameters (Re-Order Level, Re-Order Quantity, Order Multiple, and Leadtime) set up against each Item record and goes through the following process.
Other Functions
Do you have a need for an Image Management system
An Image Management system allows you to keep a central Library of all Photos, Maps, Drawings, etc. This library could also point to the location of Image if it is located on your computer network. Ostendo allows you to create and maintain a Library of Images covering the following areas: Item
Do you want links to your other systems to be available
Would you like to be able to call up other systems (Example: Microsoft Word or Excel, MYOB, or even your old ‘Operational’ system) whilst still in Ostendo?
Ostendo allows the user to point to any other executable (or file extension recognised by the computer) on the network and have is appear under menu ‘Custom’ on Ostendo’s main toolbar. Clicking on the menu item will run the
Would you have a need to import data from your old system
You may have built up a lot of base information in your current system that you want transferring to Ostendo. If this is a requirements then ‘check’ this question. Master File Data such as Customers, Suppliers, Inventory Items, and Sales History can be imported using Ostendo’s Data Importing routine. This routine requires field mapping from your ‘old’ system to Ostendo’s data format.
Do you have a need for a Document Management system
A Document Management system allows you to keep a central Library of all Documents such a Supplier Warranties, Manufacturers Spec sheets, Drawings, etc. This library could also point to the physical document if it is located on your computer network. Ostendo allows you to create and maintain a Library of Documents covering the following areas: Item.
Would you find System Alerts helpful
System Alerts are messages that ‘pop-up’ on your screen when whenever a certain condition arises such as: Job Order over Budget, Purchase Order raised with no Buy Price, etc. Ostendo has a series of pre-defined alerts. A User can define which Alerts are active and when the Alert condition is reached:
Do you require User-definable fields
User-Definable fields are fields that are unique to your business that may not be in the standard package. This feature allows you to include your specific field requirements and display them as if it was part of the product. Ostendo offers 16 fields for adding to each of the following main record formats – Assembly Orders
Product Sale and Service
Do you maintain records of ‘Assets’ sold to Customers
Many Sales Lines go beyond being sold to a Customer. They may also have an ongoing servicing schedule or be covered by a specific Warranty. When sold the Sales Line becomes the Customer’s property but you still need to know when it was sold, what and when regular service events are required and what Warranty applies to the sold ‘Asset’. The ‘Asset’ may originate from a product that you have in stock or can be an external Asset such as a piece of land. For stock Items Ostendo generates the Customer ‘Asset’ record when despatched to the Customer. A non-stock Asset can
Do you have a Service schedule by Asset
Do you maintain and carry out ongoing Servicing of your Customer’s Assets. If so do you have a regular (or standard) schedule of service events to be carried out?
Ostendo allows you to create both a pre-defined Service Plan and attach this to selected Assets or generate a service event for an Asset as – and when – required. A Service Plan comprises of one or more regular Service Routines. For
Do make Service Notifications (Email or Print options)
Do you require confirmations from the Customer that you can carry out the Service. Some services (like Garden Maintenance or Window Cleaning) don’t require this feature whereas going into a Customer’s residence or property?
Ostendo has a checkbox against a Customer Asset record denoting that the Customer requires notification that a service is scheduled to be carried out and that confirmation is required before the service can proceed. This status is
Do you record Breakdown Service Events
Breakdown Service Events are unplanned Jobs that are required to repair a Customer Asset and restore it to a functional condition. Ostendo allows you to create a Job and link it to a Customer Asset. Labour, Material and other costs are recorded against the Job and an Invoice raised. The ongoing history of the Customer Asset will include both panned and
Production
Do you have Fixed and Variable Overheads in your Job Costs
Some Businesses ‘break down’ the Standard Labour Cost into three elements. These are:
- Direct Labour Cost
- Fixed Overheads
- Variable Overheads
This feature allows the Accountant to determine more accurately what ‘Actual’ recovery costs are and then adjust the Planned recovery costs accordingly. In Ostendo the Labour Code’s Standard Cost can be entered directly as a single cost. You have the option to click on the ‘Standard Cost Breakdown’ button and segregate this cost into the three elements
Do you segregate Set Up and Process requirements
Setup is done in preparation for carrying out the actual assembly. Many Businesses do not have a ’setup’ step and therefore have no requirement for defining this separately. In Ostendo you can ‘hide’ the setup step from appearing anywhere in the Assembly Job. This is a system-wide setting so if any jobs have a setup step then this should not be hidden.
Do you use Phantom Assemblies
A Phantom Bill of material can be:
A fictitious Bill of Material created for common subassemblies that you do not want to produce as separate items.
A non-fictitious Bill of Material that you do not want to produce as separate sub assemblies but do want to produce as Spare Parts in it’s own right.
Ostendo allows you did annotate a Bill Of Material as being a ‘Phantom’ when it is called up as a component in another BOM. In this instance any Assembly Order will ‘blow-through’ the Phantom Sub-Assembly and replace it with the Phantom Bill of material
Do you have Order Routings
Whereas a Bill Of Material tells you materials you require the Routing tells you how to put them together. This is similar to your favourite Food Recipe which contains the Recipe (Routing) and the Ingredients (Bill Of Material). In Ostendo the Routing in embedded in the Bill Of Materials screen. I.e. The BOM screen contains routing information such as:
Do you use Bills of Material
A Bill of Material lists components or ingredients required to produce an end product. Other information such as scrap factors may also be included in the BOM. In Ostendo a single level Bill Of Material can be defined against any Inventory Item. The BOM maintenance function also contains routing information such as:
Do you require Bill of Material Cost Roll-Up functionality
A Cost ‘Roll-Up’ allows you to get the computer to calculate the planned Cost of any Sub Assembly or Finished Product from the Labour and Material costs required throughout the full product structure. Bills Of Material are used in Assembly Jobs to make standard products for stock. BOM Costing allows the user to carry
out a multi-level Cost Roll-up using the Standard Cost for Items, Descriptors and Labour plus Fixed and Variable
Projects
Will you require Project/Job/Task/Resource tracking
Have you a requirement to create User-defined Tracking Codes and then monitor Jobs and Tasks by these codes. And/or to track Resources against these Codes via a drag-and-drop Job Calendar (Planning Board)?
Ostendo has functionality whereby the User can define Tracking Codes and then allocate the Code to Jobs and Tasks relative to their status. This will allows analysis of Jobs and Task by this Code. As a Resource is linked to a Job Task
Do you have or require Project control
Project Control is usually (but not always) associated with the Construction Industry. It covers large Projects that span many months and can have many smaller Jobs, Phases, Tasks, etc. Indicative of this environment is:
Ongoing Cost Control, analysis and projections
Ongoing progress assessment and projections
Day-to-day scheduling of key Resources
Incremental Claims and Invoicing
Forward Planning of anticipated activities
In Ostendo you can create a Project along with: Planned Start/End Dates
Will this include multiple Jobs per Project
Normally it is sufficient to record and monitor activities against a single Job at the Job Level. However you may wish to put a Budget Cost with and Start/Finish Dates and then monitor the Job against these Budgets. If you are monitoring a single or multi-Job Project then this should be checked. Ostendo lets you create a Job and then, in the main Job screen, link it to a Project. The Project itself will contain Planned Start/End Dates, and Budgeted Income and Costs. It is against these that you can monitor the Project
Purchase Orders
Do you have Order allocations against Purchase Order Lines
Whenever you raise a Purchase do you make prior allocations to where the Purchase Order Receipt will be used. For example: Sales Order, Service Order, Inventory, etc. Ostendo allows you to make prior allocations of Purchases to the demand source. These allocations are ‘Soft’ in that you can use the received Item on other – more urgent – demands if necessary.
Do you track Purchase Orders
Do you have a requirement to track Purchase Orders that have a long leadtime? Example: For orders that are being delivered from another country you may need to track Port of Despatch, Estimated and Actual Departure Date Estimated/Actual Arrival Date, Customs Status, etc. User-define tracking codes can be maintained in Ostendo and the appropriate code allocated as required. You can also maintain a full history (by Date/Time) of all tracking activities.
Do you need to specify item characteristics when ordering
Certain Items can have varying characteristics such as Grade, Colour, Size, Unit of Measure. If you have these do you normally record them on your Purchase Order and check them at order receipt. Ostendo covers ’sub-level’ specific variants against a single Item Code. These are:- Units of Measure
Do you need purchase deliveries to your Site Addresses
Do you want your Purchase Orders to be delivered to a site address that is different to the address where the Purchase Order was raised?
Ostendo has a default delivery address and that prefills all Purchase Orders raised. If the delivery is to another address then you have the option to select another Site Address or manually key in the address.
Do you require Drop-shipments to Customer’s Address
Drop Shipments are where you order goods from your Suppliers but you indicate that the Delivery Address is that of your Customer from whom you received your Sales Order. Ostendo keeps track of the demand source of any Purchase Order you raise. For example: You receive an order from a Customer and generate a Sales Order in Ostendo. That Sales Order Line generates a matching Purchase Order from
Do you Email Purchase Orders
Do you print your Purchase Orders and send by Surface Mail or do you send by Email – or both?
Whenever a Purchase Order is to be printed you are presented with a simple panel containing the following three options:
Do you carry out three-way matching
3-way matching is where you initially match/validate your Purchase Order Receipts against the originating Purchase Order and then match/validate the Purchase Order Invoice Quantity/Value against your Purchase Order Receipts. Ostendo gives you the option to: – Have full 3-way matching (Receipts of Goods or Services then receipt of Invoice), or
Quoting
Do you Quote for Custom Products
Generating Quotes for Customised products can be very time-consuming. If you make numerous quotes for your Custom Products you should consider using a Custom Product Configurator. Ostendo has a Custom Product Configurator that uses simple scripting tools in which you can: – Define the Configuration Variables.
Do you produce and monitor Quotations
Do you make quotations that need to be monitored relative to their expiry date. Also do you require analyses of quotes by (say) Prospect, Lost Quote Reason, etc?
Ostendo enables you to make full quotations then retain and monitor the Quotes until either they are converted into an Order or they are given a Lost Quote reason code. A full Quote history is available for analysis using the ‘View’
Sales Support
Do you have a Customer Response process
Do you provide a Customer Relations Management (CRM) process that covers the full spectrum of ‘Customer Care’ ranging from prospect enquiries through to a complete ‘After Care’ service?
Ostendo allows you to take calls from Prospects and/or Customers to any pre-sale activities through to taking post-sale support calls, allocating responsibility for providing a reply and monitoring that allocation through to a conclusion. The
Do you require Warranty Control functionality
Do you offer Warranty or Warranties to your Customers and do you monitor that Warranty and apply this when receiving Warranty Claims?
Ostendo provides for the creation of a Warranty Definitions that cover Parts, Labour, Parts and Labour, (or even user defined) for a coverage period. These definitions can be applied to Products and/or Services and becomes effective
Do you maintain a Knowledge Base
A Knowledge Base is a general storage area of Frequently Asked Questions (FAQs) and other snippets of useful information which can be instantly interrogated in the search for an answer. This is commonly used in association with a Customer Relations Management (CRM) system. Ostendo has a Knowledge Base in which you can segregate the questions and answers into categories and sub categories. Using the Search facilities in Ostendo you can interrogate any field for a specific string
Sales
Do you apply Customer Credit Control restrictions
Have you any Customers to whom you apply certain restrictions dependant upon their past and/or current debt status?
Ostendo allows you to establish various credit control and warning levels – by Customer – as follows:
Do you have multiple Sell Prices/Discounts for the same Item
Businesses have varying levels of complexity relating to product Sell Prices. Some have a single Sell Price to all Customers whilst others have rather complex Sell Prices based on Customer specific or Customer Type. This is often further enhanced with quantity-based discounts, promotional pricing, etc. Ostendo contains a very flexible and comprehensive pricing structure covering the following: Inventory Items
Do you configure and sell Custom Products
Custom Products are end products that have been constructed to a Customer’s specific requirement. Custom Products can be at various levels of ‘Severity’. For example:
Features and Options – Selectable components that are assembled to make an end product
Engineered Product – Features and Options with user-specific dimensional variations
Designed Product – User-defined creations from Raw Materials
Ostendo has a Custom Product Configurator that will accommodate the most complex of Custom Products. It uses simple scripting tools in which you can:
Do you convert the sold product into a Customer Asset
You may wish to record, monitor and/or service the product once it has been sold to your Customer. This would enable you to record:
Any Warranties given with the product
Location of the product
Full Service and Breakdown History
Ostendo lets you annotate an Inventoried Item such that each Item sold is converted into an ‘Asset’ against the Customer. If required you can also record:
Do you use ‘Add-On’ Sales
Add-On’ Sales are promotional tools such that when a Customer orders a product you can offer other -
complementary – products or service at a special rate. Examples of ‘Add-On’ Sales are:
Would you like to ‘upsize’ your French-fries?
Would you like to take out an extended Warranty?
Would you like matching Napkins to go with the Tablecloth?
Etc.
Ostendo allows you to link unlimited ‘Add-On’ Sales Items or Services to any Product sold. The Add-On Items can have their own Sell Price when linked to this offer. Also, against each Add-On item you can add a comment that is
Do you provide Warranties with your Sales
Do you link a Warranty or multiple Warranties to any of you Sold Items or Services? Also do you match against the Warranty whenever a claim is made?
Ostendo allows you to generate multiple Warranty Definitions that cover: Warranty Name
Do you sell Kits
A Kit is a collection of individual parts sold as a single entity. The Kit itself may not actually exist but merely serves as a means to group a standard set of parts. In Ostendo a Kit is generated by creating a specific type of Descriptor. Under this Descriptor you can hold an unlimited number of Kit Lines (made up of Items and Descriptors) each with a usage quantity. The Kit-Descriptor is
Suppliers
Do you have Preferred / Restricted Suppliers for Items
Some businesses restrict the purchase of nominated Items from a specified Supplier or from a list of nominates Suppliers. Do you have this requirement? Within Ostendo you can create a restricted list of Suppliers for nominated Items and (if required) a preferred Supplier
Do you maintain Supplier Part Pricing
By maintaining a history of previous purchases from a Supplier plus having their current price list readily available ‘on file’ you can create Purchase Orders with the latest purchase price. Within Ostendo you have the option to use a global ‘Base’ purchase price or record current Buy price from multiple Suppliers. Facility is also available to update these Buy prices either manually or from a Supplier provided Price
Do you use Supplier Catalogue(s)
Do you purchase Items directly from Supplier Catalogues as, and when, you require the Item?
Ostendo allows you to import and maintain Catalogues from multiple Suppliers. When you are in a Sales Order or Job Line these Catalogues can be called directly and an Item selected for the line. This can then be converted into a
Do your Suppliers have multiple Contacts
Have you a requirement to store multiple Contacts, Positions and contact details against each Supplier?
Ostendo allows unlimited number of Contacts by Supplier in addition to nominating a default contact is required.
Do you record Supplier Part Number cross-reference
Do you to have your own (internal) Item number and have many Suppliers for that Item. Then, whenever you raise a Purchase Order, do you quote the Supplier’s Item Number, your Item Number, or both?
Ostendo allows you to have your own (internal) Items number and have many Suppliers for that Item. Against each Supplier you can record that Supplier’s Item Number if different.
Title
Do you Assemble products to Order
ATO is an environment where a standard end product is made from a variety of inventoried purchased components and/or common sub assemblies after receipt of a customer’s order. This is commonly used to achieve a fast delivery Assemble to Order Manufacturer.
Do you offer Professional Services
This specifically relates to organisations that provide professional expertise such as Consultancy. No ‘Product’ is made or despatched; however time and materials need to be ‘billed’ at regular or specific intervals. Functions generally Professional Services
Company Details
Company Name:
Company Address:
Consultant’s Detail
Ostendo Consultant:
Are you a Process Manufacturer
A production environment that adds value by mixing, separating, and/or performing chemical reactions.This methodology is generally associated with chemical, pharmaceutical, and food & beverage industries. Functions Process Manufacturing
Do you configure Custom Products to Order
Similar in many ways to Assemble to Order, the configurable product differs in that the number of possible products is infinite. Typical challenges to managing this environment include the flexible configuration of products at order Configure to Order Manufacturer
Do you Remanufacture products
This covers an industrial process in which used products are disassembled, worn parts removed and refurbished, or new parts added, in order to restore the used product to a ‘like new’ condition. An example is the recycling of batteries. Remanufacturing
Do you Engineer products to Order
ETO businesses are not only focused on a product, but also on design, installation, outsourcing etc. Each product tends to be bespoke and manufactured from materials bought specifically for the job. Functions generally used are:Engineer to Order Manufacturer
Do you Make Products to Order
The MTO manufacturer specialises in converting raw materials into finished products that meets a customer’s unique requirements. Functions generally used are: Make-To-Order Manufacturing
Do you Make Products or Sub-Assemblies to Stock
This type of function covers three areas: The major Manufacturer who make large quantities of the same product for selling to Wholesale organisations Make-To-Stock Manufacturing
Do you offer Contracting Services
Contracting Services covers the regular servicing of a Customer’s product or Site. The term ‘Servicing’ does not necessarily refer to a product but can cover non-product related activities such as regular Security Inspections, Gardening Contracting Services
Do you cover large Projects and Construction
The Construction Industry carries our work ‘On Site’ and a Project can span several months/years. It is generally Project ‘Task’ driven with the focus on Cost and Timeline. Functions generally used are: Projects and Construction
Do you carry out regular Plant Maintenance
This area of a Business covers scheduled and breakdown maintenance of the Company’s Plant. Functions generally used are: Plant Maintenance
Do you sell Products from Stock
This is indicative of the Sales and Distribution environments and covers those businesses that buy and sell goods. There is generally no manufacturing involved although simple despatch assembly is sometimes used. Functions Sell Products from Stock
Do you sell Products and provide ongoing Service and Repairs
Product Sales, Service and Repair covers a wide-range of business operations ranging from sale of goods and their subsequent service (For example: Computers, Air Conditioning, Vehicles). Functions generally used are Product Sale, Service, and Repair
Your Business
Do you have multiple Report Formats for a document type
Some Business have different document formats (For example: Invoice Layouts) for defined groups of Customers. Do you require this flexibility with any of your documents?
Within Ostendo you can copy and save any document and then amend that copy as required using the Report Editing function. Whenever document is printed the option is given to select the alternative form.
