BPO:RSI The business system of choice.

BPO: RSI is a comprehensive ERP system specifically designed for the office automation, telecommunications, security industry, and equipment rental.

BPO:RSI manages the following business processes within the office automation, telecommunicatins and security industries:

  • Contracts  Call centre and service centre 
  • Customer relationship management (CRM) 
  • Assets 
  • Warranties 
  • Maintenance 
  • Inventory 
  • Employees
  • Procurement 
  • Sales

CONTRACT MANAGEMENT:
This module is flexible and allows the building of unique contracts that meet the individual customer requirements. At the header level the contract module allows the following items to be set up as part of the contract:

1 Rental amount: This is the rental for the equipment item. The system can handle internally financed deals as well as externally financed deals.

2 Other fixed charges: Add as many fixed charges as required to the contract. For example admin fees, insurance, connection fees, license fees etc. These charges can be annual, quarterly, once off or monthly.

3 Other variable charges: Add as many meter-based charges to the contract as there are meters on the equipment being rented. These charges require meter readings to be collected.

Evergreens: The system handles evergreen contracts. These continue to run after the end of the contract. The system can handle these contracts irrespective of whether the asset is financed internally or externally. 

Client billing: The system can email invoices to customers directly, print them to a standard windows printer, or send them to a fax printer.

Back to backs: “Back to backs” are being built into the system. These will allow the user to configure a contract that has a back to back arrangement with another party, for example, insurance, or license fees. These are billed to the customer and then a creditor is raised to a third party for the payment of the back to back cost. 

A contract addition wizard is used to simplify the process of adding contracts. 

Meter reading clicks: The capability is being developed to automate meter click collections.

Contract credit notes: The system allows the user to edit the meter reading for the contract credit note. This ensures that the meter readings are adjusted properly so that ensuing periods are also accurately

Contract inclusions: The system has contract inclusions and exclusions. This will prompt users to bill customers for parts and labour not included in the contract.

Attach documents: The user can attach documents to the contract in the system. These can be viewed by an authorised user.

Hold: A contract or a customer can be placed on hold. This will prevent calls from being raised for those customers.

Ad hoc escalations: The system can process ad hoc escalations to contracts.

Contract-based escalations: The system can manage period based escalations related to contracts.

Billing cycles: The system can handle flexible billing cycles, for example monthly, quarterly, annual or 6 monthly charges. Each contract can have different charges billed at different intervals.

Customers: The system can handle different customers on the same contract, for example, a charity will pay for its own meter clicks usage, the copy company head office will pay for the rental, and a third party pays admin fees.

Customer contacts: The contract can store multiple contacts, for example, the admin person, the customer manager, the meter clicks person and the end user.

Machine profitability reporting: The system can generate reports on machine profitability, so that comparisons can be made by the client, by hardware model etc right down to the actual profit per machine.


CALL CENTRE AND WORK ORDERS: This module is designed to control the calls raised by customers. The objectives are to manage the closure of the call and to ensure that any time or materials spent on the job are recorded. These inputs are also brought into the overall contract profitability information reporting so that a user can assess whether contracts are profitable or not.

Service level agreement management: The system will help you manage

Inclusions: Where the contract has inclusions of certain labour types or spares, then the system will automatically flag these as billable or not billable.

Customer notification: As work progresses on a call, the system can notify the client by email of the progress on the call. This can also be set to SMS and then the SMS gateway will send an SMS to the customer.

Remote access: A remote access module is being developed so that technicians can access the server using web technology on a mobile phone or other types of handheld device.

Technician utilization management: The system will be able to provide you with utilization per technician.

Integrated invoicing: Once the work is complete the system will be able to automatically decide which items are to be invoiced. The preparation of the invoice is a simple process.

Warranty notification: If assets on the call are covered by a warranty then the system will ensure that the user is notified of the warranty.

Work Orders: The system separates calls and work orders. Reason being that a technician can work on a work order, complete the work, close the work order but the call could still be open as the problem has not been solved.

Warranty management: Where parts issued to a call are covered by a warranty, then the system has an integrated warranty claim module that will manage warranty claims to ensure that the time, expenses and materials are claimed from the supplier.

The system allows error code and call type as options for the call centre screen.

Live link to credit status: When a call is raised the system will check the accounting system for the current status of the customer’s account. If overdue then a warning is raised to the user that the account is overdue and the limits have been exceeded.

Customer or contracts can be put on hold. In that case, the system will prevent the user from raising the call.

The user can add free format comments to a call.

The call centre screen transcends sites and can allow the user to see the call activity for all sites.


INVENTORY MANAGEMENT AND PROCUREMENT:
This module is designed to manage all stock and inventory. All stock transactions are covered in this module including stock issues, stock returns, goods received notes, supplier returns, warranty claims, stock adjustments and stock counts.

Stock transactions: The system handles all major stock transactions, as listed above.

Serialised tracking: The stock module has full tracking capability for serialised components, as well as invoicing at actual purchase prices.

Parts requests: Users can raise requests for parts, and these requests feed into the demand management screen.

Audit ability: BPO always stores who issued the inventory and to whom it was issued.

Storage: Make use of the multi-site, multi-warehouse, multi-bin location functionality to record item storage and reorder data.

Bill of materials: A BoM can be set up on the system and related to an asset or a task. If linked to a task then each time the task is generated, the system will request these parts for the job. If set up against an asset then each time inventory is issued to the asset then the user will select from the BoM to prevent the wrong parts from being issued to the asset.

Batch control: Record inventory items in each warehouse and bin location against a specific batch number. Record the batch number in all issues to ensure an audit trail of all inventory items.

Re-order: Specify the re-order methodology as either re-order point or min/max level, per bin location to automatically create requisitions as item re-order levels are reached.

Vendors: List multiple vendors and vendor agreements per inventory item,  managing purchasing detail, lead-time and cost per vendor.

Transaction data: Retain a comprehensive transaction history against every bin location, including cost, type of transaction, issued to etc.

Substitution: Record substitute item data against every inventory item, to be used in the event of the item being out of stock.

Documents: Associate any number of documents per inventory item, which could include JPG’s, assembly diagrams etc.

Supplier part numbers: The system retains supplier part numbers, so that purchase orders are printed with the supplier part numbers.

Requests: All employees can request 3rd party expenditure of any nature. This will be forwarded to the procurement department. For example request courier services, stationery and maintenance contractors.

Routing: These requests are automatically and immediately routed to the procurement users so that these requests can be requisitioned as shown on the adjacent left.

Control: Once a requisition has been released then no adjustments can be made to the requisition unless the requisition is placed on hold. Once placed on hold the release and approval process restarts.

Imports:

  • BPO supports multi-currency purchasing including conversion of approvals back to ZAR and purchase orders produced in foreign currencies.
  • BPO supports foreign taxation calculations, including primary taxes and secondary taxes.
  • BPO supports the use of import and clearing agents that import and clear goods imported on your behalf.
  • BPO supports the use of forward currency transactions that hedge against exchange rate movements.

Supplier comparison: BPO supports the use of multiple suppliers. Each supplier can be compared on the requisition including price and lead time.

Supplier tracking: Compare actual supplier lead times with quoted lead times.


REPORTING: The BPO reporting module has a utility called RSI Explorer. This gives the user a flexible reporting tool that can be used to analyse data and make business sense of the data.

Sales analysis: The system has a sales analysis report. This analyses sale by customer, period or salesman.

Part sales analysis: There is a part sales analysis report to analyse sales by part or by salesman.

Machine profitability: The system has a report to analyse the profit by customer, contract model number or machine.

WIP: The system includes a report to analyse the Work In Progress. 

Service profitability: The system has a service profitability report that allows you to measure the profitability of the service department.