Stone Profit Systems ERP Software User Guide

INTRODUCTION

Stone Profit Systems (SPS) has been working alongside the stone and tile industry since 2002. It has been our goal to create easy to use web-based Enterprise Resource Planning

(ERP) software that is capable of meeting the unique needs of the Industry.

The stone and tile industry is unique and dynamic, and we pride ourselves on being at the center of it. We understand the needs of the industry, and can deliver the tools necessary for managing your business.

The system is accessible anywhere there is an internet connection, and is operable from desktops, laptops, tablets, and smart phones. There are no installations required, and you don’t have to rely on an expensive, and unsecured network server in your office. With SPS all you need is an ordinary computer and an internet connection. SPS offers a comprehensive web-based enterprise management solution that provides all the features required to manage your stone and tile business.

Many distributors, fabricators, and manufactures alike already rely on SPS to optimize workflow and increase productivity. Features such as stream lined process flow charts, seamless navigation, and a sturdy database structure can help take your business to the next level.

You can sleep sound knowing that your data is safe and secure on protected servers that are accessible only by those you authorize. All data is backed up continuously and consistently; and software updates are integrated seamlessly and automatically.

Introduction / 01

CONTENTS

05 Why SPS

• We Know Your Business

• Exceptional Quality

• Best Overall Value

• No 3rd Party Software Cost

• Access Anytime, Anywhere

• Secure Data

• Multiple Access Levels

• IP Security

• Easy to Use

• Setup and Confi guration

• Easy Implementation

• Customized Confi gurations

• Training

• Research and Development

• Support

09 Features

11 Bar-coding

13 Accounting

15 Web Based

16 Scheduling

17 Security

18 Multiple Locations

19 Quotes & Sale Orders

24 Customer Management

26 Reports

27 Email & Faxing

29 System Modules

31 Master Lists

41 Purchasing

53 Inventory

65 Pre-Sales

75 Sales

85 Deliveries

87 Scheduling

89 Accounting

106 Reports

02 / Stone Profi t Systems

107 Addon Modules

109 Outward Consignment

113 Inward Consignment

116 Customer Login

119 Supplier Login

123 CRM Module

126 Mobile Module

130 Web site Connect

134 Guest Book

137 Virtual Designer

139 Requirements

141 Server

144 Client Computer

146 Tablets/Mobile Devices

147 Bar-code Scanners

148 Printer and Media

149 Data Migration

151 Implementation

152 Time Line

155 Tech Support

157 Annual

158 Hourly

159 Pricing

161 Pricing Factors

162 Option Comparison

Contents / 03

04 / Stone Profit Systems

WHY SPS

• We Know Your Business

• Exceptional Quality

• Best Overall Value

• Access Anytime, Anywhere

• Secure Data

• Multiple Access Levels

• IP Security

• Easy to Use

• Setup and Configuration

• Easy Implementation

• Customized Configurations

• Training

• Research and Development

• Support

Why SPS / 05

We Know Your Business.

SPS has been meeting the needs of some of the largest distributors, fabricators, and manufactures in the stone industry. With our experience we know the best practices in the trade.

Exceptional Quality

Our leading knowledge of the industry brings relevant and easy to use solutions of the highest quality to stone and tile businesses.

SPS does not host your application and data, but helps you find the right vendor for managing your applications’ server. We work closely with some of the best names in the business such as Rackspace, The Planet, Hostway, etc.

Best Overall Value

The value of SPS is demonstrated by an engaging user interface, exceptional quality, our continued commitment to service, and our corporate reliability and stability.

Further more, with SPS you can download your data anytime you like to make your own backup.

Access Anytime, Anywhere

If you can access the internet you can access your data.

That means you gain 24/7, anywhere on the planet, access to your information. You will always be up to date whether you’re on the road, or not. This benefit alone will open new doors to the ways you do business, we guarantee it!

Multiple Levels Of Access

The administrator controls which users have access to what functions/modules. Users can have access to multiple functions within the system depending on their access level and duties in the company.

IP Security log-in Access

IP Security log-in access gives the administrator the ability to allow or deny access to specific users depending on their location. Some users require access outside of the office, such as managers, salesmen, and drivers. Other users can be restricted to only have access when at the office.

Secure Data

When it comes to protecting your company be the antirisk taker. With SPS you gain excess to some of the best managed dedicated hosting venders in the world. You can rest assured knowing your data and information will be safe and secure. Once the system is in place, you are able to control possible threats against your server such as: disgruntled employees, data destruction, break ins, environmental damages, failed backups, hackers, etc. Our dedicated hosting venders offer the following:

Easy To Use

All of your data is organized into user friendly modules that allow you to search, review, and create transactions and data without breaking a sweat.

• 128 bit data encryption on all transactions

• Locked Server Cage with biometric access

controls

• Fire and flood prevention systems

• Continuous system redundancy (Optional)

• Daily data backup

•Complete nightly out-of-state backup. (Optional)

Why SPS / 07

Setup And Configuration

Once your service order is complete, you will get access to your pre-configured system within days, not weeks. Each new account includes as a minimum:

• Setup of all warehouse, showroom, shop, and factory

locations

• Complete set of pre-configured defaults

• Support for static data transfer of existing

customers, suppliers and materials

• Support for dynamic data transfer of

transactions and accounting components

• Training of various departments in your

company

Support

The quality of technical support should be one of the primary considerations when selecting an enterprise software system. Calls to SPS’s toll free telephone support lines are efficiently routed to the appropriate software or hardware specialist for expert assistance. Support calls are tracked to monitor the nature of the call as well as the response time.

SPS Remote Diagnostics reduces your support costs and enables immediate determination of the problem and an effective resolution for the client.

Easy Implementation

To run SPS you need a Computer or tablet with an internet browser, and an internet connection.

Implementation can be accomplished, on average, in less than half the time required by competitive solutions.

Customized Configurations

Because SPS is the most configurable solution on the market, you can rest assured that the system will work with your business the way you want it to.

Training

Prior to any formal training, SPS works with managers to determine the best strategies to implement and support employee training.

SPS offers online web-based training with each implementation and to any new employees that join at a later date. We make it easy for your employees to learn the functionalities of the system that are required to perform the tasks in their job description.

Research and Development

SPS is the largest IT company working with the stone and tile industry, so you can be sure your investment is protected. We continuously update our products and rollout new modules. SPS conducts feedback sessions to collect ideas that enhance the user’s experience with the product and simultaneously provide SPS with more rich functionality.

08 / Stone Profit Systems

FEATURES

Inventory Bar-coding

Accounting

Web-Based Software

Scheduling

Security & User Privileges

Multiple Locations

Quotes & Sale Orders

Customer Management

Reports & Analysis

Email & Faxing

Features / 09

Inventory Bar-Coding

Stone Profit Systems, unlike any other inventory management system, tracks information at the slab/item level. Slabs can be tracked by squre footage and number of slabs. This combined with bar-code labels and scanners can make the daunting task of managing a warehouse full of individually unique products almost effortless.

Inventory Search

Search inventory by product name, SKU/product code, alternate name, lot number, supplier reference, bundle number, bar-code ID, etc.

Bin Number Search

Search products based on the bin number or the A-frame number that corresponds with the location in the warehouse.

Selections for Transactions

Select and group inventory in a virtual cart for various transactions such as: sale orders, holds, transfers, and update bin numbers.

Sizes and Allowances

Record the purchased, received, sold, and return sizes for each and every slab, and enter allowances for blemishes.

SPS will calculate the price automatically.

Inventory Adjustments

Adjust inventory for broken, sold, or unwanted slabs or products. You can write off, revalue, reclassify, or split inventory.

Multiple Units of Mearure and Picking Units

Stone Profit Systems allows each product to have multiple or alternate units of measure, and picking units.

Features - Bar-coding / 11

Real Time Scan

Using the bar-code module, or a Bluetooth scanner paired with a tablet you can scan the inventory bar-codes and create any transaction or perform reconciliation live.

Batch Scan

A great tool for inventory reconciliation, a batch scanner will allow you to scan all of the slabs/products at once and process them in the system by uploading the scans from the scanner to a computer when finished scanning.

Bar-code Symbologies

SPS works with various barcode Symbologies such as

Code39, Code 39 Extended, Code 128, etc.

Bar-Code Labels

Label formats can be setup for different product types, and the information shown on each label can be configured.

Cycle Counts

Perform cycle counts by bin number or product. Our cycle count tool can make periodic counting easier.

Inventory Reconciliation

Inventory reconciliation sessions can be made so all the inventory can be scanned by multiple bar-code scanning teams, allowing them to combine their work and resulting in a report of missing products/slabs.

12 / Stone Profit Systems

Accounting

Stone Profit Systems has its own accounting module, making it easy on everyone by having everything in one place. Manage both accounts receivable and payable, along with your general ledger and financial statements. We have the tools to keep you on top of your finances.

Default Link Accounts

The default accounts to be affected for different transactions can be setup under default link accounts.

This allows the system to automatically adjust the general ledger as transactions are completed.

Accounts Receivable Management

View AR detail reports, AR summary, and AR flowchart showing all the different steps of the AR cycle.

Accounts Payable Management

View AP detail reports, AP summary and AP flowchart showing all the different steps of the AP cycle from POs to receiving inventory to supplier and vendor payments.

Journal Entries

Enter journal entries by selecting accounts from your chart of accounts and specifying the customer or vendor if needed. This tool will help you stay up to date with all your journal entries.

Bank Reconciliation

Make sure the system is in sync with your bank statements by selecting the cleared payments with the bank reconciliation tools.

Features - Accounting / 13

Reverse Entries and Periodic Journals

Ability to reverse a previously entered journal entry as well as periodic journals where a duplicate journal entry is made.

Non Inventory Vendor Management

Enter vendor bills and make payments on those bills. SPS keeps you organized by separating your vendors and inventory suppliers.

Receive Deposits

Receive deposits for sale orders before they are invoiced.

Each deposit is entered as a credit for the customer on the specifi c sale order.

Customer Payments

Have the ability to manage payments received from customers, and to split payments for the customer to pay in increments.

Payments & Checks

Make payments to inventory suppliers, non-inventory vendors, and customers; also apply payments to inventory purchases, bills and customer credit memos. The system can print checks in various check formats.

14 / Stone Profi t Systems

Web-Based Software

No installations required! Web-based applications are the ultimate way to take advantage of today’s technology, and to enhance your organization’s productivity & effi ciency. Web-based applications give you an opportunity to access your business information from anywhere in the world at anytime. It also facilitates you to save time & money, and improve the interactivity with your customers.

Mobility

Being web based, it is possible to use the system on tablets and laptops with no additional installations. Also available is a cell phone module that allows the use of the system on your smart phone. This makes SPS easy to use while you’re on the go.

Security

With SPS you can be mobile and secure. The system is password protected, so only your employees can access the information. There can also be IP address securities in place to prevent unknown computers from even accessing the log in page. In addition to the external security, there are user rights, privileges, and user logs that make internal security easy to maintain.

Features - Web Based / 15

Scheduling

Whether you are a distributor scheduling deliveries, or a fabricator scheduling installs or templates, Stone Profit Systems can help. Depending on what your company does, SPS comes equipped to handle your scheduling needs.

Delivery Calendar

Plan and view all the deliveries in the area. With a click you can easily access details for each delivery.

Delivery Routes

With the use of delivery zones it is easy to map out multiple deliveries to various customers. After selecting the deliveries that will go out on a truck the system will map out the best route for your driver to take, and produce a packing list that shows the products in the order they should be loaded.

Job Scheduling

Schedule a resource, machine, truck or a template/install team to a job on a particular date or time. Limits can also be setup for each team or truck so you never over book.

Field Calendar and Shop Calendar

Two calendars are setup depending on the type of task needed for the job. The field calendar to show all your template and install appointments and the shop calendar for tasks such as digitizing, cutting, CNC machine work, polishing, etc.

16 / Stone Profit Systems

Security & User Privileges

Not only is the system password protected for all your users, but it also offers internal security by limiting access to some users and granting permissions to others. This will help keep everyone on task and in the right place.

User Groups

Sort system users into user groups based on their access privileges and job description. Access can be restricted or granted to view information, edit information, and/or perform specific functionalities.

Passwords

Setup and reset passwords for each user. Character requirements or count restrictions can also be setup.

Session Time

Track every user’s login session. The time and the IP address of the computer they used is recorded on every log in.

Access Rights

Allocate more than 200 user access privileges to view or make changes to various information throughout the system.

Features - Scheduling / Security / 17

Multiple Locations

Stone Profi t Systems can be setup to manage one or many locations.

It’s simple to track the progress of all your locations from one system.

Multiple Locations

We have built in the ability to manage and control multiple locations including: warehouses, showrooms, shops, factories, and more.

Parent Locations

Set a parent location for each customer to better manage the customer service and accounts receivables. A customer can also be set to be serviced by more than one location.

Transfers

Create and manage inventory transfers from one location to another without a hassle.

Location Access

Users can be set to have access to the business transaction data of a specifi c location or all the locations.

18 / Stone Profi t Systems

Quotes & Sale Orders

Whether you are a distributor, fabricator, or manufacturer

SPS has what you need to track sales, deliveries, quotations, estimates, jobs, and installations. With everything linked, your company will save time and prevent costly errors from double entry, also saving you money.

Quote Entry

Quotes/estimates can be entered into the system so that a formal quotation can be submitted to the customer; print, email, or fax directly from the system. The format and language on the quote can be customized using the system setup.

Quote Follow-up & Reminder Letters

Once you’ve followed-up with a customer, record the note to update the quote’s status, and quickly send out reminder letters to your customers with the quote details.

Conversion Reports

Conversion reports can be produced to review the number of quotes converting into jobs and the average number of days it is taking to convert a quote into a job.

Also reports can be fi ltered by each sales rep or each location.

Quote Attachments

Attachments such as DXF fi les or other scanned documents can be attached to each of the quotes.

Features - Locations / Sales / 19

Supplier Pricing

The quote page has quick access to supplier pricing so that various supplier pricing options can be explored before any price is given to the customer.

Inventory Availability

The quote page has quick access to inventory that is either available, in stock, or in transit to review before completing the quotation.

Quote Revisions

Quotes can be revised by generating a copy of the existing quote and making minor modifications such as prices or product depending on customer requirements. Revisions can also be used to show customers multiple options and the prices associated with each.

Total Measurement Calculator

An easy to use calculator that calculates the total square footage based on the dimensions entered for various kitchen and bathroom countertop shapes. It will also calculate linear footage for edges.

20 / Stone Profit Systems

Fulfillment Quantity

As sales orders are made the system automatically calculates the quantity you need to order/reorder, if any, to fulfill the sale order.

Print Various SO Documents

Each sale order generates various customizable documents that can be printed, emailed, or faxed directly from the system.

Receive Deposits

Receive a deposit on a hold or sale order from the customer as an advance or commitment to the product.

Special Orders

While creating a sale order you have the ability to process non-inventory special orders where the product is ordered only after receiving an order from the customer.

Features - Sales / 21

Job Contracts

Print out legal contracts for the confi rmed job to give to your customers. The language on the contracts can be setup with various options to print out based on the types of customers as well as the details you would like to show.

Job Tickets

Print job tickets to show your shop employees the detail of the job; each ticket is bar-coded to update the system quickly on the status of the job.

Deposits on tickets

Take deposits on a job contract and update the customer on their current balance.

Waste Factor Management

Ability to enter the waste factor percentage and get the waste cost added to the job cost.

Remnant Entry

Enter Left L, Right L, Rectangle and Round Remnants back into the system and print barcode labels for them.

You can also upload pictures of the remnants.

22 / Stone Profi t Systems

Job Reports

Reports such as: job costing report, quote to job conversion reports; and conversion reports by sales rep help you know how efficient your team is working.

Job Scheduling

Schedule a resource, machine, truck or a template/install team to a job on a particular date or time. Limits can be setup for each team or truck so you never over book.

Field Calendar and Shop Calendar

Two calendars are setup depending on the type of task needed for the job. The field calendar to show all your template and install appointments and the shop calendar for tasks such as digitizing, cutting, CNC machine work, polishing, etc.

Job Costing

The job costing report calculates the material cost and labor cost, thus showing the profit margin for each individual job.

Features - Sales / 23

Customer Management

Customers come with a great deal of information that needs to be stored and accessible. With Stone Profit’s customer management, it’s easy to access, edit, and add information for each and every customer.

Customer Types

Group customers based on their mode of operation: fabricator, homeowner, designer, etc.

Inactive Customers

Change customers’ status from active to inactive if you no longer do business with them. This will keep older records while preventing new transactions.

Customer Notes

Maintain internal notes and common delivery instructions for each active customer.

Multiple Shipping Addresses

Enter and manage multiple shipping addresses for each customer.

Customer Attachments

Upload and manage documents such as contracts and tax forms for each customer.

24 / Stone Profit Systems

Credit Limits

Set and manage credit limits for each customer. If a customer exceeds the limit the next transaction will not go through without additional approval.

Customer Locks

If customers have an overdue account or are difficult to do business with, they can be locked from future sale transactions.

Past Due Locks

When creating a sale order, SPS alerts you and your sales team when a customer has over due payments.

Tax IDs

Manage your customers’ tax ID, tax exempt ID, and/or resale ID information.

Finance Charges

Ability to apply finance charges to overdue accounts.

PO Numbers

Mandate purchase order requirements for specific customers.

Hold Summary

Print a report that shows the materials on hold per customer. This will allow you to analyze each customer’s holds to sales ratio.

Features - Customers / 25

Reports & Analysis

Get specific information about your company that you need in seconds. Stone Profit Systems generates numerous reports that can help you in making informed decisions about your day to day activities.

Customer Reports

View sales reports, customer profitability reports, top customers by sales value, export a customer list to excel, batch print customer statements, etc.

Inventory Reports

Inventory valuation report, inventory aging analysis report, fast moving products, reorder quantity reports, etc.

Sales Reports

Sales by sales rep. report, sales summary report, sales profitability report, sales commission report, etc.

Accounting Reports

Accounts receivable reports, accounts payable reports, bank reconciliation reports, GL trail balance, sales tax reports, etc.

Purchasing Reports

Purchases in transit, purchase history, accrued freight variance, etc.

Financial Statements

Balance sheet, income statement, cash flow statements, etc.

26 / Stone Profit Systems

Email & Faxing

With Stone Profit Systems your company can save both time and money. The system allows you to email and fax all of your purchasing and sales documents straight from your computer. This includes notifications, terms and conditions, purchase orders, quotations, sale orders, invoices, and much more. You will be happy with the time and money you save, and your customers will be glad to do business with an up-to-date company that can email the documents they need in a quick and economically responsible manner.

Features - Reports / Email / 27

28 / Stone Profit Systems

SYSTEM MODULES

Master Lists

Purchasing

Inventory

Pre-Sales

Sales

Delivery Scheduling

Job Scheduling

Accounting

Reports

System Modules / 29

Master Lists

The master list module allows storage and organization of the entities that are involved in your business. This includes a list of products, services, customers, vendors, suppliers, employees, resources, chart of accounts, etc. With SPS it is easy to search and view existing entries, as well as enter new ones. This portion of SPS allows the creation of transactions in other modules effortless and precise. The information you’re looking for will always be in reach.

Products

Customers

Suppliers

Accounts

...

System Modules - Master Lists / 31

Product Catalog

This is a listing of all the products that your company can sell. Record names, alternate names, origin, product type/category, unit of measure, selling prices/price levels, and supplier info. You can also upload an image for each product.

Customer

This is an organized list of all of your customers. Store their billing address, shipping address, tax codes, location access, price level assignment, credit limits, and more. Have all of the customer’s information at the touch of a button.

Employees

This is where employees can be listed, and made into users. Give each user specifi c access rights by assigning them to user groups.

Locations

One or multiple. SPS can track information for every location your company has. The locations list makes it easy to track company performance per location, as well as do transfers and multi location sales.

Chart of Accounts

Keep a detailed list of all or your company’s accounts. Record account numbers, account name, account type, tax information, currency, and more.

Tax Codes

Easily list and organize all of the tax codes for the athorities that you do business with. SPS helps you keep track of sales tax from state, city, county, etc.

32 / Stone Profi t Systems

Suppliers

This is a list of inventory suppliers. SPS allows you to store specifi c information such as name, contact, supplier type, port, markup multiplier, tax information, and more.

Suppliers and vendors are kept separate for ease of access to the information you need.

Services

This is where all of the services that you company provides to customers are recorded. This could include: delivery, installation, template making, plumbing, etc.

A distributor might only need one or two, Where as fabricators can list out as many services as they offer..

Packages

This feature is particularly handy to fabricators. Packages are combinations of product and services that are pre-determined at setup.

Fabricators can set up a package for jobs that they often repeat, such as a standard kitchen, or bathroom.

Vendors

Keep track of your vendors by storing the company name, contact, information, tax information, etc.

This will help keep your payables organized and stress free.

Associates

Keep track of any third party company that might be involved in your customer’s project(s).

Resources

This refers to employees or contracted workers that perform specifi c tasks for various jobs.

This could be truck drivers for distributors, and machinery operators for fabricators or manufacturers.

Consignments

List out the companies that either hold your inventory at their location, or that supply consignment to your location. SPS does a great job of keeping consignment inventory organized.

Tax Authorities

Keep track of all of the tax authorities your company is involved with.

System Modules - Master Lists / 33

Product Catalog

Accurate and Up-to-date Product List

SPS allows you to keep an organized, detailed, and current list of the products your company might sell. The information is easy to enter, easy to fi nd, and easy to edit.

Perform Accurate Searches

Search the products list by: item name, alternate name,

SKU, product kind, product type, category, preferred supplier, group or status. Also perform advanced searches to search by multiple fi elds at the same time.

34 / Stone Profi t Systems

Photo Archiving

Store pictures and easily create a library of images

Price Levels

Record up to 100 price levels by dollar amount or percentage.

Reorder Levels

Never run low. Enter a safety stock, and reorder level for each product.

Up-to-date Information

Quickly see information that involves the product. View holds, sale orders, and purchase orders that the product is attached to, and also see what is currently in stock.

Units and Packaging Details

Update units of measure and packaging details for products other than slabs such as: tile, landscaping, and/or cladding.

System Modules - Master Lists / 35

Purchased As:

White Dunas Silk

Purchased As:

Ecuador White

Supplier Y

Supplier X

Stored As:

Bianco Romano

Alternate Names:

Ecuador White

White Dunas Silk

Star White

Diamond Royal

Sold As:

Bianco Romano

Customer A

Sold As:

Star White

Customer B

Customer C

Sold As:

Diamond Royal

Alternate Names

In the stone industry everyone has a different name for the same product or color, and your company might have a specifi c name in order to gain an edge on competitors.

With Stone Profi t Systems you can store and organize all of the alternate names that you, your suppliers, and customers use for one product.

When purchasing inventory, avoid confusion by sending a purchase order with the product name that your supplier refers to, while keeping your records clean with the name you refer to.

When it is time to search through your Inventory, it is possible to search by the name you use or the alternate name to get the same result.

When selling to customers who demand a specifi c name,

Stone Profi t Systems allows you to mark it as a "sold as" name on their invoice in order to make the sale and keep your customer happy at the same time.

36 / Stone Profi t Systems

Customer List

Assign Payment Terms Assign Price Levels Store Tax Codes

Live Customer Balance

Always know how much your customer owes.

Each customer page has a live running balance.

Special Pricing

Each customer can be setup to have special pricing for specifi c products. SPS will let you know when you when you should use it.

System Modules - Master Lists / 37

Customer AR:

Easily access the opened aged receivables for each customer, complete with totals and due dates.

Customer Receipts:

Also, quickly see any payments the customer has made. SPS allows you to link directly to the information you want.

38 / Stone Profi t Systems

Contacts:

Keep track of all the contacts associated with each customer. SPS allows you to record multiple names, addresses, and phone numbers. You can also specify which addresses are for shipping, and which one should be the default shipping address.

Customer Relationship Management:

If the CRM Add-On Module is installed, you can record notes and conversations in the CRM tab. Your customers will be impressed with the things you and your team will remember.

System Modules - Master Lists / 39

Adding New Customers:

SPS makes it easy to quickly and effectively add new customers or edit existing ones. In one page you can record the addresses, assign payment terms, set credit limits, etc.

40 / Stone Profi t Systems

Purchasing

Keep your warehouse/store in stock with the products you need. Stone Profi t

Systems generates reports to let you know what you need and how much!

It remembers past orders and the best supplier prices so you don’t have to.

The SPS purchasing module was designed specifi cally for the stone industry.

It allows for the entry of multiple dimensions, and will calculate landed cost automatically.

Suppliers

Purchase Orders

Supplier Invoices

...

System Modules - Purchasing / 41

Pre-Purchase Request

This feature allows you to check with your suppliers to see if the product you need is available without creating excessive purchase orders that might never be fulfi lled.

Purchase Orders

This is where you will fi nd all of the

POs you have ever created, and also where you can create new ones. SPS makes it easy for you to fi nd, add, and edit all of your POs.

Inventory Suppliers

This is quick and easy access back to the master list of your suppliers.

When purchasing material it is important to have quick access to the information you need.

Product Master List

Another quick link back to the master list, this time for the products.

Unapproved POs

SPS can be confi gured so that POs have to be approved if they are over a certain amount, or if they are domestic or international. All of the unapproved POs go here until they are approved. If your company does not do this, it can be turned off.

To be Purchased/Allocated

This section acts as a staging area for material that needs to be ordered due to either low quantities or sale order requirements. From here you can easily start a purchase order.

42 / Stone Profi t Systems

Inventory Returns

On occasion there is the need to return the product you purchased to the supplier. With SPS, purchase returns are no problem. This section lists out all of the returns that you have made and creates a credit memo so you don’t forget. The returned amount can be applied to other invoices.

Supplier Invoice/Packing List

Once the deal is made, SPS allows you to enter the packing list your supplier sends. Once the product arrives you are able to update the packing list with what was actually sent. If the product is slab material you can enter the dimensions for each slab in the container.

Inventory

After you receive the product from the purchase it becomes your inventory. This is a quick link to the inventory list/details.

Sales home

This is a quick link to the sales home so that you can immediately start selling your new inventory.

Freight Bills

Within each supplier invoice/packing list you will enter the freight bills associated with that order. With this information SPS will calculate the landed cost for each item so that you can show an accurate profi t margin.

Accounts Payable

This is fast access to your Accounts

Payable list so you can be quick and effi cient in paying your vendors and suppliers.

Freight Vendors

This is a quick way to see your master list of vendors. Specifi cally those associated with freight.

System Modules - Purchasing / 43

Suppliers & Purchase Orders

Record Print Name for Checks Keep Track of Payment Terms

Supplier Details

Record and access the important information relevant to all of your inventory suppliers. Easily access live data that lets you know current orders, outstanding payments, and past dealings/purchase history. Don’t rely on your supplier to keep things straight. SPS gives you the tools to be organized.

Export and Print

Click these icons to export the current list to a spreadsheet or print.

Within the print options you can choose to email or fax.

44 / Stone Profi t Systems

Email PO to Supplier

SPS makes it possible to send the

PO in an email or fax directly to your supplier

Special Orders

If the purchase order was created to fulfi ll a sale order, it will be clearly marked with customer info and SO number.

Purchase Orders and Order Permissions

Effortlessly combine supplier and products to create a PO to send to your supplier. Limitations on cost or supplier type can be set that holds the PO until an administrative user approves the order.

Create Supplier Invoice/Packing list

From the PO click the add supplier invoice button to turn the PO into a packing list for the next step in the purchasing fl ow.

Material Quantities

Add material, quantity, and prices so your supplier can send you what you need.

System Modules - Purchasing / 45

Inventory Availability

Quickly see what is in stock, in transit, or on another PO. This button will help reduce mistakes and increase productivity by preventing double orders for the same product.

46 / Stone Profi t Systems

Supplier Pricing

In one click view all the suppliers and their pricing from past purchases for the product in question. This feature will help make decisions quick and precise.

Supplier Invoices/Packing List

Quick Links and Reminders

Follow the steps to receive the order into inventory.

Important Information

Always see important dates, terms, and amounts at a glance.

Supplier Invoice

When your supplier confi rms an order, and sends an invoice, SPS allows you to enter it into the system, and allows you to list out the products and quantities that they are sending.

System Modules - Purchasing / 47

Convert Centimeters to Inches

Enter the packing list measurments in

Centimeters or inches. SPS will convert the centimeters to Inches.

Enter Packing List

When a packing list is received from your supplier, open the previously entered invoice and enter the slab information by selecting add slab.

After Entry

As the slab’s info is entered SPS generates a unique serial number and a bar-code number.

Enter Multiple Slabs at Once

Using the fi eld beside the “add slabs” button you may enter the number of slabs that might have the same information.

48 / Stone Profi t Systems

72”

Purchased

Size

110”

73”

Received

Size

111”

71.5”

Sold

Size

111”

70”

Returned

Size

110”

Enter Dimensions

Stone Profi t Systems gives you the ability to track the ever changing slab size each time the slab changes hands.

When receiving, Stone Profi t Systems will generate a receiving worksheet so your warehouse employees can easily record the size of the slabs when they are unloaded.

Instead of replacing the purchased sizes, the received sizes are recorded separately so you have a clear record of the changes in your order.

The system will also allow you to record new dimensions when the slabs are sold, and even if the slabs are returned.

System Modules - Purchasing / 49

Upload Pictures

Take pictures of the received slabs. You can have an image for each slab or choose to upload one to represent an entire lot.

Allowances and Notes

Enter in allowances and notes for defects on an individual slab. The allowance entered will stay with the slab while it is inventory and when it is attached to a sale.

Print Bar-Codes

When the items are received, print bar-codes for each slab/item on the list. Bar-codes can be confi gured to show the information you need.

Bar-Code Information

-Material Name

-Slab Sizes

-Lot Number

-Unique ID

-Quantity

-SKU

-Bar-Code ID

-Company Logo

-Supplier Code

-Supplier Reference

-Picking Units

-Bundle Number

-Packaging Details

50 / Stone Profi t Systems

Freight Bills & Landed Cost

Enter in freight bills specifi c to the purchased materials.

After all have been entered, SPS will automatically calculate the landed cost for each item/slab in the order.

This will give you insight for your selling price, as well as provide you with an accurate profi t margin.

System Modules - Purchasing / 51

52 / Stone Profit Systems

Inventory

Stone Profi t Systems, unlike any other inventory management system, tracks information at the slab/item level. You can store the size/square foot and take note of allowances for each slab in your inventory; granting exact adjusted prices automatically.

Inventory

Transfers

Cycle Counts

Selections

...

System Modules - Inventory / 53

All Inventory

This will lead you to an easy-to-use searchable list. SPS allows you to search by name, alternate name, base colors, type, category, origin, and much more. Finding items in inventory has never been easier.

Inventory in Transit

SPS can show you in a list and calendar view all of your inventory that is on its way to your location.

This allows you to pinpoint the day material will arrive.

Inventory by Type

This is a set of quick links that will instantly sort your inventory by type.

It can show you slabs, tile, cut-to size, landscape, or any other type that you defi ne during setup.

Inventory by Location

This set of quick links will sort your inventory by your locations. You can view all your inventory from all locations on one screen, or you can view one location at a time.

Transfers

SPS transfers allow you to move inventory from location to location without leaving the systems inventory count, this allows you to be fl exible and accommodating for your customers.

Product Catalog

The product catalog is essential to keeping your inventory organized. That’s why SPS has a quick link to it from the

Inventory Home.

54 / Stone Profi t Systems

Selections Cart

The selections cart is an easy-to-use tool that quickly connects your inventory to any transaction such as: a hold, transfer, or sale order. From the selections cart you can also perform inventory adjustments, change bin numbers, and print bar-codes.

Holds

This is a quick link to the Pre-Sales module. You can quickly create holds on inventory or search and fi nd existing holds.

Sale Orders

This quick link leads to the sales module allowing you to create sales orders as well as fi nd existing ones.

Physical Count

This inventory tool makes the task of physical counts easier to conduct.

Using a bar-code scanner, your staff can scan your full warehouse or specifi c sections. Once the scans are captured this tool will compare the scanned inventory to the system count, and help you make the appropriate adjustments.

Inventory Adjustments

This tool makes it possible to easily write off unwanted inventory, it will also allow you to revalue, reclassify, and split inventory.

Inventory Walkthrough

This feature allows you to view a list of inventory, past and present. This gives you a status for each item and lets you see any past adjustments.

System Modules - Inventory / 55

Inventory Search

Search Options

Search inventory by name, alternate name, color, location, type/form, product code, origin, lot number, and more.

Sort Alphabetically

Use these buttons to quickly sort the inventory alphabetically.

Available Inventory Summary

When searched, the results will show below in order of relevance. Each item will show a summary of what is available to add to a transaction.

56 / Stone Profi t Systems

Expanded Details

Select a product and SPS will expand to show each slab that is in inventory. This list will show the serial number, lot/block number, location, bin number, and received size.

Selection Cart

Select items in the selection cart to quickly perform transactions such as transfers, holds, and sale orders.

Slab Availability

Look to the right to see if a slab is available. If it is not available the icons will instantly let you know why. Click on the icon to get a quick view of the transaction that it is attached to.

System Modules - Inventory / 57

Detailed Slab Information and History

Stone Profi t Systems stores detailed information for each and every slab/item in your inventory. Now it is easy to know purchasing history, holds, sales history, return history, costs, selling price levels, and much more. Simply click the information icon and see all the information you need.

58 / Stone Profi t Systems

Selections Cart

Selection Cart

The selections cart works similar to an e-commerce web-site’s shopping cart. Simply select the items from inventory, and once in the cart you can start operations such as transfers, holds, and sale orders. From this page it is also possible to make adjustments, print bar-code labels, and update bin numbers. Items that are added to the cart will stay there untill a transaction is completed, or the items are removed by the user or administrative user.

Adjust Inventory

From the cart SPS allows you to adjust inventory in four different ways keeping the inventory records clean and precise.

Write Off:

Remove item from Inventory. SPS allows you to specify the account that is affected.

Revaluation:

Adjust the value for items that you feel have depreciated over time.

Reclassifi cation:

Change the item’s product name.

Split Inventory:

Split inventory into 2 or more separate pieces.

System Modules - Inventory / 59

Positive inventory Adjustments

Add Miscellaneous Inventory

Make quick additions to your inventory without creating a purchase order. This will make it easy to correct any mistakes, or enter in found inventory.

60 / Stone Profi t Systems

Inventory Transfers

Inventory Transfers

Make transfers from location to location. Also do the same from your location to consignment locations. This feature allows you to move inventory around, and have the convenience of viewing all the inventory despite it’s location in the inventory search.

System Modules - Inventory / 61

In Transit/ETA Calendar

In Transit Calendar

SPS makes it easy to keep track of incoming shipments.

View a calendar that shows the purchases by estimated arrival date, or one that shows by ship date. Click on a purchase number to quickly view the order’s contents.

62 / Stone Profi t Systems

Inventory Reconciliation & Cycle Counts

Inventory Reconciliation

With the use of the bar-codes and a scanner, cycle counts and inventory reconciliation can be made easier to perform. In the system, create counting sessions that allow you to specify all or parts of inventory that you want to count. When you create a session the system takes a snapshot of the inventory subset you are tring to count.

As the inventory is scanned the system compares those scans to the data in the snapshot. SPS will tell you what items should and should not be in your warehouse, and assists you in correcting any issues.

System Modules - Inventory / 63

64 / Stone Profit Systems

Pre-Sales

The pre-sales module includes all the tools you will need for recording customer visits, sample orders, holds, and quotations. When you are able to be effi cient in the pre-sales phase you are guaranteed to close more sales.

Holds

Quotes

Samples

Visits

...

System Modules - Pre-Sales / 65

Associates List

Third party companies that are associated with customer projects are important to keep track of. This is a quick link to the associates master list.

Opportunities

This term defi nes the opportunity of doing business with any customer on a specifi c project. In SPS, it encompasses customer visits, sample orders, quotations, and holds. Within one opportunity a customer can have multiple visits, quotes, or holds; that could potentially become a sale order.

Products, Services, and Packages

Quickly access the products, services, and packages in the master list.

These items are essential to the presale process.

Sale Orders

This is a convenient link to the sale orders from the sales home. After the opportunity has been settled, a sale order is created.

Customer List

Access all of your customer information in a couple clicks.

This is a quick link back to the customer master list.

66 / Stone Profi t Systems

Customer Visits

Record information about customer visits. You can track the date and time they came, the sales person involved, and also specify products that the customer was interested in.

Sample Orders

If a customer is not sure about a product they will probably ask for a sample. SPS allows you to track these request. SPS also allows you to enter shipping information if the sample is to be shipped.

Visit Calendar

View the customer visits in a calendar view that allows you to quickly see the date of the visit.

Quotations

Quotes/estimates can be entered into the system so that a formal quotation can be submitted to the customer; print, email, or fax directly from the system. The terms language on the quote can be customized in the system setup.

Holds

Keep track of specifi c selections made by your customers and homeowners by creating product holds. When a product is placed on hold, the system records who the hold is for, the date it is created, the date it expires, and the exact slab(s)/ item(s) the customer might want. The system will also generate hold letters to send out to the customer and homeowner/consumer.

System Modules - Pre-Sales / 67

Opportunities

Opportunities

Opportunities allow you to track the pre-sale activity of each customer per project. From an opportunity you can enter multiple customer visits, sample orders, quotations, and holds. This grants you a quick view of all the activity pertaining to one customer project allowing you to make informed decisions about the possibility of a sale.

Create Sale Order

Create a sale order directly from any activity in an opportunity. It doesn’t matter if it is a visit, sample request, hold, or quotation, all of them can be converted directly to a sale order.

68 / Stone Profi t Systems

Holds

Inventory on Hold

Created On: 10/15

5 More Days Expires 11/15

4 Slabs on Hold

121-55 3CM Uba Tuba Lot# 122 115” x 69”

121-56 3CM Uba Tuba Lot# 122 115” x 69”

121-57 3CM Uba Tuba Lot# 122 115” x 69”

121-58 3CM Uba Tuba Lot# 122 115” x 69”

Hold For:

Customer B

Jim Homeowner

Architecture Inc.

Designer Co.

Print hold Notification

Without prices for Homeowner

With prices for Fabricator

Hold Lables for slabs

Inventory Holds

Keeping track of customer holds can be frustrating, but with Stone

Profi t Systems it’s easy. When a product is placed on hold, the system records who the hold is for, the date it is created, the date it expires, and the exact slab(s) the customer might want. SPS can also track the homeowner, designer, and/or architect that might be associated with the project. Once the hold is created, SPS can assist in printing hold labels for the slabs; as well as printing/sending hold notifi cations with prices for your customer, and without prices for the other parties involved.

On the administrative side, Stone Profi t Systems produces reports that allow you to see the inventory that is on hold with the lead time for each. Say goodbye to forgotten holds taking up space in your warehouse. With Stone Profi t Systems your sales team will be more productive and proactive with holds.

System Modules - Pre-Sales / 69

Holds and Hold Letters

Create holds for customers by specifi ng the product your customer wants. Once created, your team can print, email, or fax hold letters to your customers, and the homeowners. Your customer’s letter will show pricing details, and the homeowner’s letter will not.

70 / Stone Profi t Systems

Quotations

Product Selection

Uba Tuba $25.00/sqft

Edge Profile

Bullnose $15.00/linear ft

Quotations and Estimations

This tool is great for fabricators. Quotes/Estimates can be entered into the system so that a formal quotation can be submitted to the customer. The system stores all of your products, services, edge profi les, and cut-outs with prices, so building a quote is quick and easy.

To save time and omission errors during the quotation process you can customize combinations of products and services into packages for frequently fabricated or common jobs. It is a standard feature with the fabrication module in which the format and language on the quote can be customized during the system setup.

Services

Templating $120.00

Install $225.00

Other Services

Demolision $120.00

Plumbing $150.00

Cut Out

Undermount Rec. $45.00

System Modules - Pre-Sales / 71

Creating Quotations

Combine products and services from the master list to create accurate quotations for your customers. While creating, SPS allows you to search the products and services that you offer. You are also able to input project dividers to clearly differentiate multiple parts of one job.

Predefi ned Prices

When you select a service or product to use,

SPS will display the predefi ned price. When you enter the quantity needed SPS will calculate the extended price. The pre defi ned price can also be overridden at this point.

72 / Stone Profi t Systems

Packages

For high frequency jobs, SPS has a feature that lets you pre-defi ne specifi c combinations of service types and product types called packages. If you create a quote using the packages all you have to do is plug in the quantities, and you’re done. It’s like ordering a combo meal at a fast food restaurant.

Creating Packages

Creating packages is done in the system setup, and they can be edited at anytime.

System Modules - Pre-Sales / 73

Lead Tracking

Probability to Close

Once a quote is created, it will be added to the follow up tab where you can track follow up conversations, and rate them with a probability to close percentage. If a customer seems hesitant about the quotation they can be rated at

10%, but if they seem content they can be rated at 50% or 70% so your team knows to put some extra work into closing the sale.

CRM Follow Up

Click the follow up button to record notes from a conversation about the quote. You can note specifi c products from the master list, assign the notes to a specifi c user, and schedule appointments too.

74 / Stone Profi t Systems

Sales

This module will track all of your company’s sales and sales related activities.

This includes sale orders, pick tickets, packing lists, job scheduling, delivery scheduling, returns, and invoices. Also, take advantage of features such as credit locks and past due alerts to keep your AR healthy.

Sale Orders

Pick Tickets

Packing List

Invoice

...

System Modules - Sales / 75

Customers

This is a quick link back to the customer master list making it easy to see information, or enter a new customer.

Opportunities

This is a link to the Pre-Sales home’s opportunities. In SPS, Opportunities encompasses customer visits, sample orders, quotations, and holds. Within one opportunity a customer can have multiple visits, quotes, or holds; that could potentially become a sale order.

Products Master list

Quickly access the product master list to view information about your products.

Services

This is a convenient link to the services in the master list home.

Dashboards

If a sale order involves services, those services will need to be scheduled and managed. The dashboard is a way to view all of the tasks associated with each job/sale order. The tasks are subdivided into departmental groups allowing a quick view of what is completed and what needs to be completed.

On Credit Hold

Customers can have predefi ned credit limits, and when that limit is exceeded, or they have past due invoices any sale order created for them will show here until credit is resolved or approved by an administrative user.

76 / Stone Profi t Systems

Sale Orders

Create and view sale orders for your customers. SPS makes it easy to add products, or combine products and services to create various types of sale orders. They can be made directly or they can be converted from holds or quotes.

Pick Tickets

When a sale order is completed,

SPS produces a pick ticket that assists your crew in picking material from the warehouse and moving it to the appropriate location for loading or fabrication. SPS allows the allocation of a specifi c slab, lot, or material depending on the customers preference.

Returns and Credit Memos

If a customer decides to return some items, the returns tool will help you fi nd the sale order, create a return, and create a credit memo for that customer.

Packing Lists

Once the product has been picked via a pick ticket, SPS will generate a packing list that will tell your crew exactly what needs to be loaded on a truck or is ready for install.

Invoices

This is a list of all of the invoiced sales orders. Once invoiced it will be added to the aged receivables, and payments can be received.

Calendars

Schedule deliveries, pick ups, in shop fabrication, installations, appointments, and more. SPS has scheduling covered whether you’re a distributor, fabricator, or manufacturer.

System Modules - Sales / 77

Sale Orders

Specify delivery, pick up, install, or manufactured.

Assign payment terms like COD, cash, or net days per sale order.

Sale Orders

With SPS sale orders can be created quickly and easily.

The system stores all the information you need for each sale, and lets you specify the items being sold by exact item, lot, or within the product name. When it comes time to move the product you can create pick tickets and packing lists. This activity is easy to see in the sale order detail page.

78 / Stone Profi t Systems

Distributor Sale Order

Sale Orders

Quickly view a summary of items, and the total/balance due in the sale order tab. If you are a distributor you will see a list of products, if you are a fabricator you would see a list of product and services.

Fabricator Sale Order

System Modules - Sales / 79

Allocate Inventory

If Inventory is not assigned when creating the sale order, or is converted from a quote it can be allocated in the

Inventory tab. This will show all of the available items/ slabs of the specifi ed product, and allow you to select the exact item/slab to use for this sale order.

Scheduling Tab

If there are tasks that need to be completed to wrap up the sale order use the scheduling tab to view pending tasks. If the items are not fi nished you can schedule them on the system’s calendars, assign resources, and mark as complete. Go to page 87 for more information.

80 / Stone Profi t Systems

Adding Remnants

A great tool for fabricators, SPS allows you to add remnant pieces of stone back into your inventory. Simply enter the shape and dimensions, and SPS will generate a unique serial number and bar-code for the remnant.

Remnant Slab - Right “L”

Material: Bin #:

3CM Uba Tuba Polished R-24

Unique ID: Lot #: Barcode #:

R256 UB 123

L1 x W1 L2 x W2 sqft:

72”x 48” 47”x 23” 15.64 sqft

L1

W1

W2

L2

System Modules - Sales / 81

Pick Tickets

Pick Inventory for Order

When it comes time to move the inventory for the sale order, SPS can produce a pick ticket for the order. Your crew can use the printed ticket to fi nd the inventory and make it ready for delivery, pick up, or fabrication.

Pick or Swap

If a customer is not concerned with having an exact slab, when picking the inventory, your crew may have the ability to swap an item for another item of the same product that might be easier to get to. See page 128 to see how this functions in the mobile module with a barcode scanner.

82 / Stone Profi t Systems

Packing List

Packing List

The fi nal stage of the sale order, the packing list, lets your crew know exactly what items should be loaded for delivery or pick up. Print the packing list with and without prices.

System Modules - Sales / 83

Sale Order Locks

Credit Logic

Stone Profi t Systems has locks and alerts built into the sales module that will stop a sale order if the customer involved has past due invoices or has exceeded their credit limit. SPS will check this criteria at each step, from sale order to invoice.

Past Due Lock

SPS will alert you when the customer on a sale order has invoices that are past due. It will not let the sale continue without the invoices being paid, or until an administrator overrides the lock.

Credit Limit Lock

This alert will show if the customer has exceeded the predefi ned credit limit. SPS will not let the sale continue until the customer is below the limit, or an administrator over rides the lock.

84 / Stone Profi t Systems

Delivery Scheduling

As a sale is made you can arrange for the material to be picked up or delivered. We have made it easy to schedule, load, and route your delivery trucks. With Stone Profi t Systems you can know exactly how much a truck can hold, what is loaded, and where each truck is going.

Schedule Deliveries

In one glance you can see what needs to be delivered today, tomorrow, and orders that are past due. Also, there are urgency ratings so your crew can prioritize. It is easy to select a load and add it to a truck. Customers can have predefi ned route groups to help with loading.

System Modules - Delivery Scheduling / 85

Truck Loading

As you select orders to be loaded SPS will calculate the amount you can load according to that trucks load limit.

Also, as you go, the loads are put into stops automatically.

If it needs to change it is easy to adjust this by clicking the arrows left or right to adjust the stop.

Print Loading Worksheet

Once the truck is assigned its load, your crew can print a loading worksheet to assist them in loading the physical inventory onto the truck. The worksheet lists the stops in reverse order so the truck can be loaded effi ciently using the “last in fi rst off” (LIFO) delivery model.

86 / Stone Profi t Systems

Job Scheduling

Two calendars are setup depending on the type of task needed for the job.

The fi eld calendar shows all your template and install appointments and the shop calendar shows tasks such as digitizing, cutting, CNC machine work, polishing, etc.

Shop and Field Calendar

SPS has a calendar for both shop and fi eld. In the calendar view it is easy to see the appointments that have been made, what is completed and what is not completed. If an appointment needs to change dates, SPS allows you to click and drag the appointment to the desired date.

Add new Appointments

Click on the date to schedule a new task. SPS will display the task and the resources available for each.

System Modules - Job Scheduling / 87

Tasks Dashboard

In this screen you can see all of the tasks per sale order, sorted by department. Your team will have an easy to use checklist of the tasks that need to be fi nished for each sale order. This screen is directly related to the scheduling tab in the sale order page, allowing you to focus in on one sale order.

88 / Stone Profi t Systems

Accounting

Stone Profi t Systems has its own accounting module, making it easy on everyone by having everything in one place. Manage both accounts receivable and payable, along with your general ledger and fi nancial statements. We have the tools you need to keep you on top of your fi nances.

Receivables

Payables

Banking

General Ledger

...

System Modules - Accounting / 89

Accounts Receivable

Customers

This is a quick link back to the customer master list making it easy to see information, or enter a new customer.

Opportunities

This is a link to the pre-sales home’s opportunities which encompasses customer visits, sample orders, quotations, and holds. Within one opportunity a customer can have multiple visits, quotes, or holds; All of which could potentially become a sale order.

Products Master list

Quickly access the product master list to view information about your products.

Services

This is a convenient link to the services in the master list home.

Customer Deposits

SPS allows for deposits to be received for the sale orders before they are invoiced.

Sale Orders

This is a quick link back to the sale orders, giving you access to the information you need for upcoming receivables.

90 / Stone Profi t Systems

Invoices

This is a list of all of the invoiced sale orders. Once invoiced it will be added to the aged receivables, and payments can be received.

Aged Receivables

All of your aged receivables in an easy to use searchable list. View the list in detail listing every invoice, or in summary which shows the customers total balance.

Customer Receipts

Enter in and view customer payments. SPS allows you to apply payments to multiple invoices.

Bank Deposits

Keep track of bank deposits. Track the date of the deposit, reference number, and select which account the deposit will affect.

Bank Reconciliation

This tool will help keep your system in check with your bank account.

Select the account and month, and compare the system transactions with the statement. Mark the transactions that have cleared to keep your records straight.

System Modules - Accounting / 91

Aged Receivables Detail

Quickly see all of the invoices per customer that have a balance due. Click on the customer name to go to the customer’s detail page. Click on the transaction number to see the invoice/transaction. Also, keep track of payment term due dates.

Advanced Search

Use the advanced search to search the list by multiple fi elds including: name, type, transaction number, invoice number, payment terms, and more.

92 / Stone Profi t Systems

Receive Payments

Select the customer and SPS will pull up all of the aged receivables posted for that customer. Simply enter the check’s information, the amount, and select the invoices that you wish to apply the payment to. Apply to one invoice or multiple invoices. It is easy both ways.

Receive from Invoice

For quick transactions receive a payment directly from an invoice.

System Modules - Accounting / 93

Accounts Payable

Supplier Invoices

This is a quick link to the supplier invoices of the purchasing home.

Inventory Suppliers

This is quick access to your inventory suppliers so you always have the information you need.

Bills and Credit Memos

Enter, view, and pay vendor bills. Any expenses that are not associated with inventory will be entered here.

Vendors

This is quick access to your vendors list so you always have the information you need.

Inventory Returns

Return purchases to suppliers. SPS will help you keep track of what was returned and the credits you have with your suppliers.

94 / Stone Profi t Systems

Aged Payables

This is a list of all your aged payables. In one click sort the payables by suppliers or vendors. In the list page, it is easy to see which payments are due and when they are due.

Also, view the payables in summary or detail mode.

Payments

This is a list of payments that your company has made. Finding past payments is easy when you sort the payments by supplier, vendor, or customer payments.

Batch Payments

This tool is a quick way to pay multiple invoices for one supplier/ vendor. Just select the invoices from the list, select the bank account, and press the pay button, and the payment is ready.

Quick Pay

This is a quick way to cut a check for something unplanned. Select the bank account and the vendor/ supplier, enter the amount and you’re done.

System Modules - Accounting / 95

Make Payments

Select the vendor or supplier to see all of the invoices/ bills that you company owes. Enter the amount and select which invoice you want to apply it to.

Pay This Supplier

From the supplier’s detail page you have the option to quickly enter a payment. When selected, the payment page will show with the supplier pre-selected and the invoices showing.

96 / Stone Profi t Systems

Batch Payments

This tool makes it easy to group multiple invoices into one payment. Select the invoices, and they will show in a layer where you can select the account and payment method.

It’s that easy.

System Modules - Accounting / 97

Banking

Bank Deposits

Keep track of bank deposits. Select a bank account, record the date of the deposit, and reference number.

Customers

This is a quick link back to the customer master list making it easy to see information, or enter a new customer.

Customer Receipts

Enter in, and view customer payments. SPS allows you to apply payments to multiple invoices.

Transfers and Cash

Keep track of transfers between bank accounts, cash payments, and receipts.

Aged Receivables

All of your aged receivables are in an easy to use searchable list. View the list in detail listing every invoice, or in summary which shows the customer’s total balance.

Bank Reconciliation

This tool will help keep your system in check with your bank account.

Select the account and month, and compare the system transactions with the statement. Mark the transactions that have cleared to keep your records straight.

98 / Stone Profi t Systems

Bank Register

View all transactions that affect each bank account.

Use the advanced search to sort transactions by date, transaction #, type, debit amount, credit amount, and much more.

Aged Payables

This is a list of all your aged payables. In one click sort the payables by suppliers or vendors. In the list page, it is easy to see which payments are due and when they are due.

Also, view the payables in summary or detail mode.

Payments

This is a list of payments that have been made. Finding past payments is easy when you sort the payments by supplier, vendor, or customer.

Returns and Credit Memos

If a customer decides to return some items, the returns tool will help you fi nd the sale order, create a return, or create a credit memo for that customer.

Checks

Print checks directly from the system.

View checks pending and recently printed checks. With this list you can be sure a payment was sent, and that it was not sent twice.

System Modules - Accounting / 99

Bank Reconciliation

Keeping SPS up-to-date with your bank statement is no problem. With this tool you can select a bank account and it will show the transactions associated. Compare this list to your bank statement and check off the transactions that match. A pop up layer will keep a running total of the cleared items.

100 / Stone Profi t Systems

Print Checks

When a payment is entered, it will show in the list of checks to be printed. When ready just select the checks and print. To keep duplicate checks from printing mark a check as printed to remove it from the list.

Check Format

Print checks directly from the system. During setup your check format will be selected so you can print onto your business’s checks.

System Modules - Accounting / 101

General Ledger

Chart of Accounts

View a list of all of your company’s accounts each with a running balance. Search the list by account name, number, alternate name, and alternate number.

Journal Entries

Move money around to different accounts by making journal entries.

You can add entries specifi c to customers and vendors.

102 / Stone Profi t Systems

Trial Balance

List your accounts as of a specifi c date. Search the list by account name, number, alternate name, and alternate number.

Financial Statements

Know the fi nancial health of your company instantly. View a profi t and loss statement and a balance sheet. With all of the modules linked together SPS helps keep your business effi cient and profi table.

Period Closing

Keep your fi nancial records clean and accurate. SPS allows you to close monthly periods as well as a year end closing. Once a period is closed the transactions that occurred within that period cannot be changed.

System Modules - Accounting / 103

Income Statement Reports

Instantly know the fi nancial health of your company. SPS can give you a snap shot with the profi t and loss report and a balance sheet. Select a date range or time period to see just how well your company is doing.

104 / Stone Profi t Systems

Period Closings

Keep your fi nancial records clean and accurate. SPS allows you to close monthly periods as well as a year end closing.

Once a period is closed the transactions that occurred within that period cannot be changed.

System Modules - Accounting / 105

Reports

Get specifi c information about your company that you need. Stone Profi t

Systems generates numerous reports that can help you in making informed decisions about your day to day activities. There are reports for each module in the system.

Reports, Reports, Reports

SPS comes with reports for everything from inventory movement, commission reports, purchasing history, fi nancial statements, and much more. Every report can be printed or exported to Excel.

106 / Stone Profi t Systems

ADDON MODULES

Outward Consignment

Inward Consignment

Customer Login

Supplier Login

CRM Module

Mobile Module

Website Connect Module

Guest Book

Virtual Designer

Addon Modules / 107

Outward Consignment

Customer A

15 Slabs

800 SF

Consignee

Customer B

27 Slabs

1,500 SF

Consignee

Customer C

18 Slabs

1,000 SF

Consignee

Owner’s (Consigner’s) Inventory Count

Location(s) Inventory

Consigned Inventory

370 Slabs / 20,000 SF

+ 60 Slabs / 3,300 SF

Total Inventory 430 Slabs / 23,300 SF

Outward Consignment

Get your inventory closer to the consumer. With Stone Profi t

Systems your customers become part of your warehouse. Simply assign any of your customers as a consignment location, and transfer your inventory to them. The inventory remains your asset until it is sold to a consumer by the consignee.

This module keeps all of the consignment inventory very transparent to all your users. The consigned items are always available for sale when it is searched in the system.

There is also a powerful consignment analysis engine that reports the profi tability and average shelf life of items at each consignment location.

Addon Modules - Outward Consignment / 109

Consignment in Inventory Search

In the Inventory search, you can select to search by a consignment location. The results clearly show you what is available and where the product is.

110 / Stone Profi t Systems

Consignment Transfers

Quickly and easily create transfers to your consignment locations. This allows you to move your inventory to their location without it affecting your AR. The product on consignment remains your inventory until it is sold at the consignment location.

Transfer Locations

Select both your company locations and consignment locations for transfers.

Tracking Transfers

In a consignment location detail page every transfer is logged and easily viewed. View a list of outgoing, incoming, to be completed, and completed transfers. Click on a transfer in the list to get the complete detail of the products on transfer/consignment.

Addon Modules - Outward Consignment / 111

Consignment Customers

If a customer is made a consignment customer SPS will mark the customer clearly to let you know. In the customer detail page there will be a consignment balance summary so you can quickly see the quantity and value of the consigned inventory.

112 / Stone Profi t Systems

Inward Consignment

Supplier A

27 Slabs

1,500 SF

Supplier B

15 Slabs

800 SF

Supplier C

18 Slabs

1,000 SF

Consigner

Consigner

Consigner si gn ed

I nv en to ry

Consignee

Consignee’s Inventory Count

Location(s) Inventory

Consigned Inventory

185 Slabs / 10,000 SF

+ 60 Slabs / 3,300 SF

Total Inventory 245 Slabs / 13,300 SF

Inward Consignment

With inward consignment you can bring more options and products to your customers without the overhead costs.

The items that you have on consignment remain your supplier’s inventory until you sell them.

Stone Profi t Systems retains a distinct division of which payables are “consignment” and generates quick and painless reports that calculate the exact amount due to the supplier for the products consumed.

The system keeps a clear distinction between consignment and your inventory making it easy to manage both. The system’s inventory search will display both consigned and actual inventory as available for sale.

Addon Modules - Inward Consignment / 113

Inward Consignment Tracking

To bring consigned inventory into SPS you will create a purchase order just like you would for purchased inventory. When the product is consignment you will check a check box labeled “is consignment”. This action will allow you to make payments to your supplier as the consigned inventory is consumed by your customer.

114 / Stone Profi t Systems

Inward Consignment Reports

Quickly view what has and has not been sold for each consignment order. Once a product is sold, SPS will calculate the exact amount owed for the consumed products.

Addon Modules - Inward Consignment / 115

Customer Login

Give customers access to the information they need. This module allows your customers to access your available inventory, review current hold selections, request holds, view their account balance, and print documents such as invoices and statements. You control which customers have this access by assigning usernames and passwords.

Information Access

Customers with access can easily see the balance they owe, the payments they have made, and any open, quotes, holds, and orders.

Customer Access

Select customers to give access to by assigning them a username and password in the customer list module.

116 / Stone Profi t Systems

Holds

Customers can view historic and current holds that they have with your company. They can view a progress bar that lets them know the expiry date for each hold.

Reduces the number of phone calls and follow ups by allowing customers to print their own hold documents.

Opened Invoices

Customers, with approprate privileges, can see all of the opened invoices and the balances owed for each one.

Addon Modules - Customer Login / 117

Inventory Access

Customers, with appropriate privileges, can also search through your inventory to see pictures and available sizes.

This allows your customer to make preliminary decisions about the product they need before they call you.

Customers can also select material and request a hold.

118 / Stone Profi t Systems

Supplier Login

This additional module can make purchasing between you and your suppliers effortless. With this module your suppliers can log in and complete the necessary preliminary steps of your purchase order so that when the shipment is received your paperwork will be less.. This will save your company time and money.

Supplier Login Account

When a supplier is given access and logs in, they will be able to see information for business that they conduct with you. Along with their company information they can view a statement of the invoices and the balance due for each, the price sheet for the products they offer, and a contact list. They can also view purchase orders and pricing list for the orders you made from them.

Addon Modules - Supplier Login / 119

Viewing Purchase Orders

Suppliers with access can view purchase orders that you have entered for them. They can quickly see the product and the amount that you need as well as the payment terms and shipping terms.

Create Packing list

After the supplier reviews the information they can click “Add Supplier invoice/packing list” to update and fulfi ll the order. When this is done a new supplier invoice is made in your system automatically.

120 / Stone Profi t Systems

Create Packing list Cont.

When your supplier creates a packing list in the Supplier Login Module, that means that you don’t have to. Your suppliers are actually working for you. They can update the quantity of the order to the quantity of what they can send.

Updating Slab Info

Your suppliers can also go ahead and enter the contents/slabs of the shipment. They can enter the packing list size, bundle number, and any allowances. They can also upload pictures of the slabs, and print your bar-codes.

Addon Modules - Supplier Login / 121

Supplier Invoice/ Packing list

When the supplier enters the packing list, your system is updated automatically. When you receive the physical inventory all that is left to do is update the dimensions and receive the inventory.

122 / Stone Profi t Systems

CRM Module

The CRM module is the perfect tool for managing and nurturing your company’s interactions with existing customers, suppliers, vendors, and sales prospects. This module can help your sales team keep healthy relationships and create new ones.

CRM and Quotations

Once a quote is created, it will be added to the follow up tab where you can track follow up conversations, and rate them with a probability to close percentage. If a customer seems hesitant about the quotation they can be rated at

10%, but if they seem content they can be rated at 50% or 70% so your team knows to put some extrawork into closing the sale.

Addon Modules - CRM Module / 123

Follow Up and Messages

Enter messages, conversation notes, and events in the

CRM tab. This tab appears in the customer page, as well as Opportunities, Quotes, Sale Orders, and Invoices. You can note specifi c products from the master list, assign the notes to a specifi c user, and schedule appointments too.

124 / Stone Profi t Systems

CRM Events

As events are entered they will populate in the full events listing. An administrative user will be able to see all events entered, where as other users/employees will only see events that were assigned to them. As they complete/ review the events they can mark them as completed. If a date and time is entered for the event it will show in the event calendar where you and your employees can keep appointments and deadlines.

Addon Modules - CRM Module / 125

Mobile Module

(Smart Phones/Tablets)

The Mobile Module allows your employees on the road to have access to the information they need. This module works with any smart phone or tablet with access to the internet, and allows your team to stay connected which will improve sales and efficiency. Your warehouse crew can benifit too. The Mobile

Module paired with a bar-code scanner will allow your team to process pick tickets and loading worksheets.

Login and Go

Connect to SPS from anywhere you can access the internet.

The Mobile Module is easy to navigate, and can access the same information you can access from the office. From the home screen, depending on user privledges, you can choose to do warehouse processes, view transactions, products, customers, and more. It is your company in the palm of your hand.

Easy to Search

Find the information you need in a flash. Search for transactions, products, and customers. Search by multiple fields to narrow down the results.

126 / Stone Profit Systems

Customer List

All of your customers’ information can fit in your pocket. Use the search to easily find who you’re looking for. Use the index to sort the customer list by the first letter of the name.

Customer Information

Instantly see the customer’s opened balance and contact information. Click on the phone number to make a call. You can also view the list of other contacts and any messages in the CRM.

Addon Modules - Mobile Module / 127

Product Information

View product information such as available inventory, product pricing, products on transactions, and more. This will allow you to make informed decisions while you’re on the road.

View Inventory

You can also see a list of inventory for any product. You will know the size of every slab in your warehouse. You can also add products to the selections cart to start holds or sale orders.

128 / Stone Profit Systems

Warehouse Bar-code Actions

Pair your device with a barcode scanner, and increase its functionality. Your warehouse team can perform tasks such as processing pick tickets, and loading worksheets.

Processing Pick Tickets

Paired with a bar-code scanner your team can scan a bar-code on the printed pick ticket instantly pulling information for the desired inventory. Your team can then select the inventory by scanning each piece as they go to complete the picking process.

Addon Modules - Mobile Module / 129

Web Connect

Website maintenance can be very time consuming especially when showing the products that you sell. The web connect module can cut the time and effort in half. This module allows your website to pull product information and pictures directly from your Stone Profi t System. It is not only convenient to you, but your customers also benefi t by seeing current and up to date information.

Products on Your Website

With the web connect module it is easy to group your products in a way that is easy for your customers to fi nd the perfect product. Set up types, categories, and subcategories in the system, and those divisions will refl ect on the website automatically.

Search Products

Set up a search menu that allows your users to search and sort by: material name, type, category/nature, origin, color, location, and more. They can search by multiple fi elds to narrow the search down even more.

130 / Stone Profi t Systems

Browsing

As your customers browse through the products on your website they can clearly see the name of products and what type of product it is. You can also confi gure the website to show average sizes and availability.

Confi gurations

The website can be confi gured to show all of the products all of the time, or only show products that you currently have available or in stock.

Addon Modules - Web Connect / 131

Detailed Information

Customers/users can click into a product to fi nd out more, such as: name, alternate name, available fi nishes, country of origin, available formats, average sizes, and more. The images for each product are pulled directly from your

Stone Profi ts System. Upload multiple pictures for each product so your customers can see a slab view and a close up view.

132 / Stone Profi t Systems

Full Website Design

Stone Profi t Systems can also take care of your needs for designing a full web site complete with a home, company, location, gallery and products page. SPS has the ability to make a web site that is well designed, and completely manageable by you.

Content Managment System

Stone Profi t Systems, if requested, can make your site completely content managable. This means you would be able to easily update text and images on every page of you website without contacting us, or hiring a web-site manager.

Addon Modules - Web Connect / 133

Guestbook

Make your show room interactive, and keep track of your visitors. SPS can provide a touch friendly digital guestbook where your customers or visitors can login, enter their information, browse through product photos, and make selections.

Digital Guestbook

Visitors in your showroom can sign into guest book to keep track of products they like and if your guestbook is equipped with the virtual designer they can save kitchen designs that they have made, and email the pictures to themselves.

134 / Stone Profi t Systems

Information Collection

When your visitors log in or enter their information in the guestbook it is automatically loaded into Stone

Profi t’s Opportunities Module as a “visit”. They can enter their name, email, company name, phone numbers, and address.

Addon Modules - Guest Book / 135

Saved Selections

While at the kiosk, customers can browse through a digital list before hiking through your warehouse. They can save what they like and compile a list of products they would like to see. As they create the list, it is automatically added to their “visit” so your sales associate can be prepared for the customer.

136 / Stone Profi t Systems

Virtual Designer

Help your customers decide what stone is best for their kitchen or bathroom with the use of Stone Profi t’s Virtual Designer. With this tool customers can see what specifi c stone colors can look like in a kitchen or bathroom setting.

Wall and Cabinet Colors

After your customers select a room to design they can customize the cabinet fi nish, and select a wall color. They can explore new colors or try to match their current kitchen.

Counter top Selection

For the counter top colors the Virtual Designer can link directly to your SPS product list. Customers can see your inventory in the kitchen of their dreams.

Back Splash and More

After they select the cabinets, wall color, and stone, they can continue to preview back splash and fl oor patterns and colors. The possible combinations are endless.

Addon Modules - Virtual Designer / 137

138 / Stone Profi t Systems

REQUIREMENTS

• Server

• Client Computers

• Tablet/Mobile Devices

• Bar-code Scanners

• Printer and Media

Requirements / 139

Minimum Hardware for Servers

The minimum hardware that is required to install and run SPS Quantum includes:

ITEM REQUIREMENT

Processor 2 CPU sockets filled with XEON Quad-core Xeon 3.0 GHz (or better for GHz and for core)

RAM

Hard drive Space

16GB RAM or More

For most environments, larger amounts of RAM will yield higher levels of overall performance. When purchasing RAM, consider future upgrade options and the

RAM limit for your server’s operating system.

2GB for smaller systems to over 10 GB for larger systems of free disk space for the database file. (Depends on number of users and transaction volume)

• Additional space requirements for uploading documents and files.

• For best performance, select SCSI Ultra Fast/Wide Disk Drives rotating at

15,000 rpm. Select a higher value of disk buffer size like 16 or 32 MB or more.

Tape Drive Backup

Equipment

SPS Quantum recommends your company invest in a reliable backup system. Your hardware vendor can provide a recommendation.

Actual requirements will vary based on the system configuration and the applications and features that you decide to install. Choosing appropriate hardware for SPS Quantum depends on many factors, including the following:

• Number of transactions per hour

• Number of concurrent users

• Number of locations

• Number of concurrent users for the customer log in portal

• Number of concurrent users for the supplier log in portal

• Number of concurrent users for the web-connect module

System Requirements - Servers / 141

Supported Server Operating System

The following server operating systems are supported for SPS Quantum.

REQUIREMENT Notes

Windows Server 2003 Standard Edition, Enterprise

Edition,

64-bit recommended, 32-bit works too.

Windows Server 2008 R2 Standard Edition, Enterprise

Edition,

Windows Server 2008 Standard Edition, Enterprise

Edition, with Service Pack 2

NOTE:

Although a server operating system is required for most SPS Quantum components, you can install some server components on supported client operating systems, as well. This type of installation is supported for demonstration or development. However, in a production environment, you must install on a supported server operating system.

Software Requirements for Database Servers

Servers where you install SPS Quantum must meet the software requirements listed in the following table.

REQUIREMENT Notes

Only 64-bit versions of SQL Server are supported.

Microsoft SQL Server® 2005,

Standard or Enterprise editions with service pack 4

-or-

Microsoft SQL Server® 2008, Standard or

Enterprise editions, with Service Pack 1

-or-

Microsoft SQL Server 2008® R2, Standard,

Enterprise, or Datacenter editions

View the minimum hardware requirements for SQL

Server at: http://www.microsoft.com/sql/default.mspx.

In a production environment, we recommend installing the latest Cumulative Update for the version of SQL Server that you are using.

To support e-mail alerts in SPS Quantum, an SMTP (Simple Mail Transfer Protocol) server must be present in the environment.

142 / Stone Profit Systems

Network Requirements

In the table below are the minimum network requirements for connection between the client and the SPS Quantum application server (QAS) as well as the connection between the SPS QAS and the database servers.

VALUE CLIENT TO QAS QAS TO DATABASE

Bandwidth DSL or higher quality connection 100mps

Latency Less than 5Milliseconds

We recommend that you consider the following types of connections when planning your system:

• For a system that uses a local area network (LAN) or wide area network (WAN), connect by using IP restricted access to the IP address of the server that is setup as a web site in Internet Information Services. SPS Quantum can operate on networks that use Internet Protocol Version 4 (IPv4) or Internet Protocol Version 6 (IPv6).

Domain Requirements

Consider the following domain requirements when you install SPS Quantum:

• Computers that are running SPS Quantum must have access to the server on which the SPS Quantum system has been setup in IIS.

System Requirements - Servers / 143

Minimum Hardware for All Client Computers

The minimum hardware that is required to install and run SPS Quantum includes:

ITEM REQUIREMENT

Processor Intel Pentium/Celeron family or compatible Pentium III Xeon or higher processor minimum 1.4 GHz or higher recommended

RAM 2GB RAM or More recommended

Monitor Super VGA (1024 x 768) or higher resolution monitor

Communications DSL or higher quality connection is required to access the application via an internet browser.

144 / Stone Profit Systems

Software Requirements for All Client Computers

The following software must be present on the computer for SPS Quantum to be accessed.

REQUIREMENT Notes

Internet Explorer 9.0

Mozilla Firefox 3.5 or higher

Google Chrome 10.0.612 or higher

Safari 4.1.3 or higher

2007 Office release, Service Pack 2 or

2010 Office release

Web browser clients can run on many operating systems.

However, those configurations are supported only for issues that can be reproduced when the browser is running on an operating system that is supported for SPS Quantum.

Supported Client Operating Systems

OPERATING SYSTEM Notes

Windows 7 Professional edition, Home Edition,

Ultimate edition, or Enterprise Edition

Both 32-bit and 64-bit versions of Windows 7 are supported.

Both 32-bit and 64-bit versions of Windows Vista are supported.

Windows Vista Business Edition, Home Edition,

Ultimate Edition or Enterprise Edition with Service

Pack 2

Windows XP Professional Edition, Home Edition Both 32-bit and 64-bit versions of Windows XP are supported.

System Requirements - Client Computers / 145

Tablet / Mobile Device Options

Apple iPad, iPad Mini, iPhone, iPod Touch

http://www.apple.com/ipad/

Google Nexus 4, 7, and 10

https://play.google.com/store/devices?feature=corpus_selector

Samsung Galaxy Tab and Note

http://www.samsung.com/us/mobile/galaxy-tab

Windows Surface

http://www.microsoft.com/Surface/en-US

146 / Stone Profi t Systems

Bar-code Scanner Options

Motorola CS3070

Batch mode http://www.motorola.com/

Motorola CS3070

Paired with tablet via Bluetooth http://www.motorola.com/

Saveo Scan RCCD-BH

Paired with Apple or Android Smart phone http://www.saveoscan.com

System Requirements / 147

Printer and Media Options

Laser Printers

SPS recommends the use of any laser printer. It can be black and white or color. Laser Printers are recommended for the speed in which documents can be printed, and because the ink/ toner does not smear on media.

Bar-code Sheet Media

SPS offers a plastic tag material in letter size that has 22 pre-cut labels per sheet. Bar-codes can be printed on to media using any office laser printer.

148 / Stone Profit Systems

DATA MIGRATION

• Data Migration and Implementation

• Migration Time Line

Data Migration / 149

Data Migration and Implementation

Stone Profit Systems is implemented in four phases. During this time period the system is set up and configured for your business. All of your data, static and dynamic, is migrated from previous systems/methods to SPS, and your staff is trained on the use of the system depending on their job description. Please see the next page for a time line for data migration.

Server Hardware Setup

During this step, SPS representatives will assist you with server specifications. You will receive quotations for server hosting, and contracts regarding the server will be signed. Also, the server itself will be set up with the appropriate software including: Microsoft Server OS, SQL Server, email, and fax components.

Stone Profit Setup

At this point a system will be created, installed on a server, and configured for your company. A license file will also be installed on the server. We will also begin to setup your company’s locations, addresses, and setup your company logo for any printed documents. Accounting defaults, user access rights, drop-down items, terms, conditions and disclaimers will all be setup as well.

Data Migration

Data migration is completed in two parts. The first is the static data migration, which includes your list of customers, products, suppliers, vendors, and chart of accounts. SPS will give you a template file that will help you list the information needed for each item. Once SPS has the lists, your data will be pushed onto the server and into the system.

The second part is the dynamic data migration. This involves the push of the open accounts payable and receivables, as well as the current inventory. Your general ledger and trial balance will also be pushed at this time.

Training

While all of the items above are being completed you and your staff will be trained to use the system. Our training experts will make appointments with you and your team, and lead remote training sessions where we will connect to your computers and show your team step by step instructions to specific processes that they will perform day to day.

NOTE: Most of your data migration is completed by SPS for you. Data is expected in excel or CSV format. If necessary

SPS can be available for manual data input if your data exists only in hard copies.

Data Migration / 151

Installation Time Line

1 TO 4

WEEKS WEEK 1

Prep

Time

Server Hardware Setup

5-6 Days

Stone Profits Setup

3-5 Days

Static Data Migration

8-10 Days

Training

Throughout three weeks at designated appointments.

WEEK 2 nnnnnnnnnnnnnn

Setup Pre-live Post live

Server Hardware Setup

- Hosting Server Quotations

- Contracts and Paper Work

- Install Windows Server

- Install SQL Server

- Configure IIS and SQL Server

- Configure Email Server

- Configure Fax Server

Stone Profits Setup

- Install Stone Profit Systems

- Install license File

- Setup Locations

- Logos

- Addresses

- Print Formats

- Accounting Defaults

- User Access Rights

- Parameters

- Drop-Downs

- Print Disclaimers

Static Data Migration

- Chart of Accounts

- Customers

- Products

- Services

- Suppliers

- Vendors

- Associates

- Resources

- Tax Codes and Authorities

152 / Stone Profit Systems

WEEK 2 nnnnnnnnnnnnnn

Use Case Testing

4 Days

SPS Goes Live

WEEK 3

Dynamic Data

2 Days

Close Trial Balance

1 Day

Setup Pre-live Post live

Dynamic Data Migration

- Inventory in-stock

- Opened Accounts Receivable

- Opened Accounts Payable

Training

- Administration

- Purchasing

- Inventory

- Pre-Sales

- Sale Orders

- Accounting

- Reports

SPS Live

Date in which your company stops using old system/methods, and begins using Stone Profit Systems.

Post Live

- Close Trial Balance

Data Migration / 153

154 / Stone Profit Systems

TECH SUPPORT

• Annual Support Contracts

• Hourly Support Options

Tech Support / 155

Annual Support Contracts

Stone Profit Systems provides ongoing assistance under either a fixed price annual maintenance agreement or on an hourly basis. You can choose whichever approach would be most cost-effective for your company.

Annual Support Contract

The annual contract includes the following options:

INCLUDED OPTIONS DESCRIPTION

Product Refinement Feature enhancements, report changes, and refined functions are occasionally added to all SPS products. We have an ongoing list enhancement list collecting ideas from various customers. If you have suggestions for reports a support specialist will be able to advise and assist you.

System Updates

Training

System upgrades or patches are various periodic updates to your Stone Profit

System that insures its compatibility with the related software such as web browsers, database servers, and operating systems; as well as hardware such as phones, tablets, and bar-code scanners.

Whenever there is an update in the database server, SPS will get an update too.

If the Web Browser upgrades to a new version. SPS will be updated to insure compatibility. When new hardware is released, SPS will be updated too.

SPS provides remote training for all of your employees and to any new employees that start after your system goes live.

Unlimited Phone

Support

Back-up Integrity

Check

Unlimited SPS Technical Support is available via phone call, email, and the support center at www.stoneprofits.com. You can reach a support specialist about issues that may arise, or for advice or insight on how to make SPS work even harder for you. Having unlimited access means you can call or e-mail our specialist as often as you like no matter how big or small the issue.

SPS’s Technical Support Team periodically performs integrity checks on your backed up data to make sure all your database backup and maintenance procedures are in place and working properly.

Tech Support / 157

Hourly Support Options

Stone Profit Systems provides ongoing assistance under either a fixed price annual maintenance agreement or an hourly basis. You can choose whichever approach would be most cost-effective for your company.

Hourly Support

The following options are available for hourly support.

OPTION DESCRIPTION

Hourly Support

Pre-purchased 20

Hour Blocks

Hourly support is offered at a rate of $120.00 per hour. Support includes a wide range of services from training, consulting, new location integration, and technical support.

Blocks of 20 hours can be purchased for a discounted price of $100.00 per hour.

158 / Stone Profit Systems

OPTION DESCRIPTION

PRICING

• Pricing Factors

• Receive a Quote

• System Option Comparison

Pricing / 159

Pricing Factors

Stone Profit Systems’ pricing depends on the following factors:

• Type of System

- SPS Light:

(1 Location Company with 1 to 10 Users)

- SPS Standard:

(1 to 2 Location Company with 5 to 20 Users)

- SPS Enterprise:

(Multiple Location Company with more than 20 Users)

• Number of Users

• Number of Locations

• Data Migration / Data Entry Services

• Training Sessions Needed

• Custom Changes

• Add-on Modules Selected

Receive a Quote

In order to give you an accurate quotation SPS needs to collect information about your company and its dealings. The information we collect will only be used for quotation purposes and will not be shared.

To complete a quotation questionnaire please go to our web site www.stoneprofits.com

and select contact us and then select receive a quote. If needed a PDF version of the questionnaire can be sent to you via e-mail. Please fill out the form with as much detail as possible. The more information we have, the more accurate our quotation can be.

Pricing / 161

System Option Comparison

1. SYSTEM SETUP

System Parameters

Drop-Down Setup

Units/Currencies

Delivery Setups

Bin Locations

Customer Surveys

Accounting Setup

Sales Tax Setup

Standard Communication Letters

Custom Communication Letters

Policies and Disclaimers Setup

Bar-code Setup

Budget Setup

Print various Artifacts/Documents

E-mail various Artifacts/Documents

Fax various Artifacts/Documents

2. USER & LOCATION ADMINISTRATION

Predefi ned User Groups - 6 groups

Custom User groups

User Group Assignment

Passwords

Location Access

Session Time

Access Rights

IP Security

User Log

User Login IP Address Tracking

Details Transaction Log

SPS Feature Comparison Sheet

Multi Location Setup

Inter Location Setup

Parent & Multi Location Customer

3. CUSTOMER MANAGEMENT

Active/inactive Customers

Customer Types

Prospective Customers

Customer Notes

Multiple Shipping Addresses

Credit Limits

Customer Locks

Customer Alerts

Tax IDs

Parent/Multi Location Customer

162 / Stone Profi t Systems

Light Standard Enterprise

4. PRODUCT MANAGEMENT

Picture Catalog

Alternate Names

Base Colors

Countries of Origin

Reorder Levels

Sizes and Weights

Picking Units

Price Levels

Customer Specifi c Special Pricing

Preferred Supplier

Accounting Defaults

Supplier Pricing

Product Attachments

5. INVENTORY MANAGEMENT

Product Search

Inventory Search

Bin Number Search

Create Transactions

Inventory Reconciliation

Inventory Adjustments

6. BAR-CODE MODULE

Types of Scanning

Real-Time Scanning

Batch Scanning

Bar-Code Symbologies

Bar-Code Labels

Cycle Counts

Inventory Reconciliation

7. QUOTES AND ESTIMATION

Quotes Entry

Quotes Follow-up and Reminder Letters

Conversion Reports

Quote Attachments

Supplier Pricing

Inventory Availability

Quote Revisions

8. JOBS MANAGEMENT

Job Contracts

Job Tickets

Print Selections Letter

Job Attachments

Custom Job Documents

Remnant Handling

Piece Route Dashboard

Custom Dashboards

*

Additional Charges Apply

Light Standard Enterprise

* *

Pricing / 163

Template Scheduling

Install Scheduling

Job Field Calendar

Shop Scheduling

Shop Calendar

Route List

Cell Phone Text Engine for Route List

Signature Capture

10. HOMEOWNER VISITS

Homeowner Visit

Visit Calendar

Reopen Old Selections

Print Selections letter

11. HOLDS

Holds Tracking

Reference Information

Hold Information Letter

Homeowner Information Letter

Hold Expiry Letter

Homeowner Expiry Letter

Hold Summary Letter

Holds Archive/Log

Signature Capture

12. SALES ORDERS

Sales Order Tracking

Fulfi llment Quantity

Receive Deposits

Special Orders Managment

Print Various Sales Order Documents

13. DELIVERY HANDLING

Delivery Status

Delivery Calendar

Delivery Management

Sold as Name

Print Delivery Documents

Truck Scheduling

Truck Loads and Routes

Signature Capture

14. PURCHASING

Create Purchase Orders

Purchase Packing list

Lot Specifi c Information

Bar-Code Printing

164 / Stone Profi t Systems

Light Standard Enterprise

15. ACCOUNTING

General Ledger

Accounts Receivable Management

Accounts Payable Management

General Journal Entries

Reverse Entries and Periodic Journals

Non Inventory Vendor Management

Customer Payments and Deposits

Payments and Checks

Bank Reconciliation

Budget Analysis

16. REPORTS AND ANALYSIS

Customer Reports

Inventory Reports

Purchasing Reports

Sales Reports

Accounting Reports

Financial Statements

+ ADDON MODULES

Inward Consignment

Outward Consignment

CRM Customer Management

Cell Phone Module

Web site Connect

Customer Login

Supplier Login

Integration to Other System

Offl ine Reporting

*

Additional Charges Apply

Light Standard Enterprise

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

*

Pricing / 165

166 / Stone Profit Systems