Cube Service Suite II
Functional Description
The Service Suite II is a modular application specifically designed for the copier industry featuring Inventory (Serialized and Non Serialized) within a multi-warehouse environment, Debtors, Contract Management and Call Center functionality. Some additional modules include document archiving, bulk email of debtors documents (Invoices & Statements) and a Pastel (Partner) Export Utility.
Some of the additional modules such as the Pastel and Document archive are paid-for-modules and are not inclusive in the standard application.
The application is built for the Microsoft environment implemented on a MS SQL Server backend. Unlike many SME applications that rely on batching, the Service Suite is a live transaction application, meaning transactions are processed to the database immediately.
Inventory & Warehousing
Mutil Warehousing exists as a standard, each warehouse can be managed to house serialized or non serialized items, security access to an individual warehouse will control technician consignment stock or a users abiltiy to transact within the warehouse.
The system being a debtors book only means there is no creditors module in the system.
Serialized and Non Serialized items are managed seperately, each serial item is individually tracked, costed and audited for client or internal movement. Non Serialized items costs are averaged and resale is determined at time of sale or by product group markup percentage.
Non Serialized items feature a yield property, this property when set to a numeric value greater than zero, will result in the specified item being analyzed for usage per sale (irrespective if on contract), this is ideal for toner and drum usage control where manufacturer yields are dictated.
A more stringent control for toner and drum allocation is where a toner and its generic will be allocation to a specific serialized item model. Once these allocations have been set, only the allocated items will be alowed for sale to the specific model.
Debtors
Debtors (Customers) can have either “Open Item” or “Opening Balance” statements. A full audit trail exists for each account, with transactions including Invoices, Credit Notes, (optional vatable) Journal Credits or Debits and Receipts.
Suspended debtors can be reactivated from the receipting process, an additional manual suspension process also exists, an automated suspension occurs at time of month end roll over whereby a customizable procedure allocates the suspension status.
The system restricts Service and Sales on suspended accounts. See suspended contracts for other suspension options.
Sales representatives are linked to the debtor for representative base allocation, this does however not limit a sale to the same client from another representative.
Contract Management
The application caters for flat rate and tiered copy charge contracts. Upto 4 copy charge contracts can be added to a serialized item. Industry standard features such “Inclusive Minimum Billing”, “Three Tier” billing structure, “Rental Integrated Minimum Billing” and Master Contracts.
Contracts automatically escalate based on an escalation date, the alternate non automatic escalating contracts can be manually escalated (i.e A corporate client where the contract escalation is negotiated.) Also possible is the ability to escalate the entire base by the contract default percentage, a specified percentage or a specified cent/rand value. This is especially useful in the current volatile Rand/US market to make service base wide adjustments.
The non automatic escalating contracts can be grouped by an “Escalation Type” for ease of management.
Contracts can bill in any combination of 1 to 12 monthly frequency, allowing for that obscure corporate with strange billing requests. Multiple contracts on the same device will by default consolidate to the same invoice, similarly several contracts can be consolidated to a single invoice with the exception of a master contract which will always always create it own invoice.