AccessDimensions

consulting | software | solutions www.theaccessgroup.com

Business softwareportfolio Cut complexity

& increaseefficiencyBacked by optional software such as HR, payroll, CRMand service management, we’ll demonstrate how ourcomplete solutions cut complexity and increaseefficiency across your whole business.

Welcome to Access. In this brochure, we explain the keyfeatures and benefits of our award-winning businessand financial solution, Access Dimensions.

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03Business software portfolio

ConsultingSoftware is a vital tool, but we believethe right partner is the most valuableelement of any software change. For20 years, our consultants have helpedorganisations like yours to improvetheir operations, utilising their first-class software expertise and marketknowledge to accurately assess anddeliver to your needs.

SoftwareOur modular business software willgive you a fully connected platformthat can be constantly tailored, nowand as you grow. From core financialsand reporting to project managementand credit control, you can rely on usfor a proven solution that’s highlyfunctional and easy to use.

SolutionsOur aim is to provide solutions thatmeet the needs of your wholeorganisation. By extending yourfinancial software to cover the rest ofyour business and administrativeprocesses, you will gain clarity ofinformation across every departmentand function.

ContentsSystem-wide benefits 4

Management reporting 6

Financials & accounting 8

Cash management 10

Sales order processing & credit control 12

Procurement &supplier management 14

Project management & costing 16

Inventory & stock control 18

Manufacturing & production 20

Document management 22

Workflow Forms 24

Access Mobile 26

Access Service Manager 28

SelectHR 30

SelectPay 32

GoldMine CRM & sales automation 34

“We felt confident thatAccess could provide thewhole solution for us andthey were a company wecould work with.”

Wayne SmithBirmingham Airport

System-widebenefits System-wide

benefitsFrom high-performance, scalable technology thatgrows with your business to in-built functions thatsimply make life easier, there’s many reasons to chooseDimensions.

When you choose Access Dimensions, you get a wholerange of benefits as standard.

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05System-wide benefits

Microsoft SQL-based securityData security is a top priority for anybusiness. That’s why we utiliseMicrosoft SQL Server, widely recognisedas the most secure platform for anybusiness-critical software system. User privileges can be set at variouslevels, from the database itself down toindividual staff and departments, allwith tight logon procedures.

Fast & scalableMicrosoft SQL Server has a hugecapacity store for historical data,providing you with fast, in-depthaccess to records and analysis withoutslowing processing. Access solutionscan be scaled to support an increasingnumber of concurrent users, makingour software the ideal choice forgrowing business.

IntegrationWith Access Dimensions, data nolonger has to be kept in ‘silos.’ Usingpowerful integration tools, all yourmodules, tools and applicationsexchange data in real-time, creating acontinuous flow of high-qualityinformation across your organisation.This single step can significantly reduceadministration and effort, providing acentral source of accurate informationon which to base your decisions.

Microsoft Ribbon look and feelAccess Dimensions is based on thelatest Microsoft Office user interfacecalled the ‘Ribbon’. This appears as ahorizontal strip within the userwindow, and lets you organise relatedcommands under tabs so that they canbe found quickly.

You can easily configure your ownRibbon, changing elements such asicons, names and tool tips, and definenew entries, giving you access toexternal applications, websites anddashboard reports. This makes AccessDimensions easy to navigate and quickto learn, regardless of your level of userexperience.

Auditing & enquiriesAccess Dimensions brings greatertransparency to all your tradingactivities. VAT reports are provided asstandard and ICAEW-approved audittrails enable drill-down to sourcetransactions and document images.Two years’ accounts can be kept openat all times, allowing transactions tobe posted forwards and backwardsfrom the current trading period.

Multi-currency & Multi-languageFrom straightforward revaluations toautomatic exchange rate calculations,your solution can handle any numberof currencies with ease. Screens candisplay any script-based language,allowing you to trade with confidenceanywhere in the world.

Accounting for Carbon Emissions(ACE)Embedded into the heart of yoursolution, this function enables you tocapture your business’ carbonemissions data at source and thenanalyse this information usingstandard reporting tools. Using ACE,you gain a wealth of statistics that canbe used as a basis for reducing yourcarbon footprint as well as supportingbusinesses who need to proveevidence of their ‘green’ credentialsfurther up the supply chain.

CorrectionsThis popular function enables you tomake changes to every part of yoursystem. Whether you need to refineyour coding system, eliminate duplicaterecords or rectify a simple mistake,every correction you make is subject totight user permissions and is fullyauditable for total control and visibility.

“Accounting for carbonemissions (ACE)demonstrates that anySME can both demonstrateenvironmentalcommitment, and cut costs,without extra expense.”

Philip DoddHealeys Print Group

Sales & billing Procurement

Servicemanagement

Sales orderprocessing

Customerrelationship

management

Credit control

Purchase orderprocessing

Stock control& works orders

Projects

Nominal ledgercashbook

CIS

Payroll& HR

Sales ledger Purchase ledger

Accounting forcarbon emissions

Purchase invoiceregister

Consolidaterequests

Integrated solutions: Access Dimensions links every part of your business. Transactions in onearea automatically refresh the whole system, providing you with an accurate, real-time source ofinformation for reporting and analysis.

Managementreporting Management

reporting

How would you like your reports? Whateverinformation you need, whenever you need it, AccessDimensions has the right tool for you.

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From hassle-free report packs and formal financialstatements to Excel-based analytics and graphicaldashboards, our reporting suite takes your complexreporting needs and turns them into a series ofintuitive steps. Read on to discover more.

07Management reporting

Standard reportsAccess Dimensions offers over 300

reports for every area of your business;simply choose your favourites and getaccurate, real-time information at theclick of a button. From aged debtorlists to P&L and balance sheets, everytransaction from the lifetime of yoursystem can be searched, sorted andsubtotalled the way you want it.Business forms, such as invoices andstatements, can also be configured tomeet your individual requirements.

EnquiriesEnquiry screens provide instant on-screen access to a huge array ofinformation. For example, you can lookup customer and supplier contactdetails, study their terms and creditposition and view budget/actual costson projects or nominal accounts. Drilldown to display or print sourcetransactions – or drill across to findsimilar or associated records usingflexible Smart Tag technology. Whateveryour enquiry, you have easy access to a360° view of all related information.

Report Pack CreatorThis module makes the whole processof preparing board reports quick andeasy. Analysis, prepared in differentsoftware packages such as MicrosoftExcel, can be easily collated alongsideyour core financial statements into onetemplate and ordered as you wish.

For ease of navigation, you can addlinks within the document and brand itwith your company logo. The finisheddocument is generated as a single PDF,which can then be distributed torecipients by email or published usingweb services such as SharePoint.

Consolidated ReportsProduce consolidated financialstatements at the click of a button.This time-saving tool comes with anin-built wizard to simplify the processof gathering information from acrossall holding companies/subsidiaries,reducing re-keying and errors.

Access Analytics‘Data cubes’ provide your staff with ahighly functional alternative to pivottables, enabling you to view differentelements of your data withoutcreating separate spreadsheets. Datacubes can be easily distributed todecision makers without the need tomake repeat reporting requests.

Access TaskCentreWe can apply alerts and workflow toany process within your business. This means you can now deployspecific reports to a chosen scheduleand to any number of specifiedrecipients. By eliminating the need forhuman intervention, you reduce costlyadministrative processes whilekeeping everyone in the loop.

Microsoft Office IntegrationCarry out your daily activities andmanagement reporting tasks withoutleaving Microsoft Excel, Outlook orWord. This easy-to-use feature enablesyou to attach documents to records,view and approve invoices, search yourentire database and much more.This not only makes your standardtasks quicker and easier to carry out,but delivers key decision-makinginformation to everyone that needs it.

DashboardTrack KPIs and trends as they happenwith Dashboard. This highly intuitive,graphical tool delivers dynamic dataviews of your changing businessposition straight to the desktop.

A wide range of charts and graphs areavailable, making it quick and easy totrack bank balances, top 10 performers,debtors – in fact any KPI of yourchoice. Entirely browser-based,Dashboard is the perfect complementto the comprehensive reports providedwith your Access Dimensions system.

“Microsoft OfficeIntegration has beenabsolutely brilliant. I justpress a button to export toExcel, manipulate the dataand then send the updatedinformation back to theaccounts in one go.”

Peter ThomsonJade Communications

Report Pack Creator: create professional board packs in minutes and distribute to any numberof your specified recipients. The module makes it easy to collate documents from numeroussources into one easy-to-use template.

Financials &accounting Financials &

accountingAt at the heart of your solution, powerful Core Ledgersprovide instant access to your essential information.

This is supported by a wide range of tools designed tomake every one of your routines faster and moreeffective, from asset management to budgeting andforecasting... even doing your VAT return.

With a heritage that goes back 20 years, you can rely onour financial software to offer you the very best infunctionality, reliability and ease of use.

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09Financials & accounting

Core LedgersFully integrated to every other module,the Sales, Purchase and NominalLedgers store a lifetime oftransactions for your whole business.Multi-period and multi-currency, thisfinancial core powers the analysis andpresentation of data across your entireAccess Dimensions solution.

Nominal LedgerYour Nominal Ledger is automaticallyupdated by every other module in thesystem to give you precise informationof your financial position, with aflexible structure that allows you tocater for the most complex ofdivisional and cost structures.

Sales LedgerAccess Dimensions enables you toeasily maximise the value of yourSales Ledger, featuring instant,detailed information on yourcustomers’ individual requirements,trading terms and histories. Analysesales by every demographic that’simportant to your business and buildstronger relationships whilemaintaining tight credit control.

Purchase LedgerA central store for all your detailedsupplier information, AccessDimensions gives you the tools tocarefully analyse performance at themost detailed level and negotiate thebest possible prices and payment terms.

360° ViewsThis unique facility works alongstandard enquiry screens to revealhow the chosen item fits into the flowof your accounting activity. Simplyclick on any transaction within the360° View (such as a purchase order)and you’ll be able to see goodsreceived notes, associated stockmovements and all other relevantinformation – bringing speed andefficiency to every enquiry.

Budgeting in ExcelTwo-way integration with Excel makesit easy to create and revise budgets forevery part of your business. Setbudgets and revised forecasts forcustomers, suppliers and projects;even budget for your business carbonfootprint by project, department andindividual using ACE (see page 5).

Sales/Purchase Ledger ContrasThis standard feature reduces adminfor companies that trade as both acustomer and a supplier.

By enabling customer/supplier codes tobe matched, outstanding transactionscan be ‘contraed’, reducing the overallnumber of invoices/orders that requireprocessing. You can also link multiplecustomers to a single supplier and viceversa, increasing efficiency in a holdingcompany/subsidiary environmentwhere many inter-companytransactions take place.

Asset ManagerWhen assets are valued, it’s importantto have a precise breakdown of the lifecycle of events. With the AssetManager module, you can record alldepreciation, disposal and revaluationhistory associated with each individualasset in the system.

This information is presented in easy-to-use summary screens thatshow an asset’s value for the currentyear at-a-glance and a history for allprevious years that the asset has beenin existence. With a huge range ofdetailed reports and powerful drilldown facilities, you can tracetransactions from the lifetime of yoursystem in the click of a button.

VAT reports & VAT returnVAT reports can be produced on amonthly or quarterly basis, andreprinted at any time for flexibility. TheVAT return is generated in the standardHMRC format for ease of submissionwith a full corresponding audit trail.

"Since installingDimensions, we’ve alreadymanaged 20% morebusiness without taking onany more people, so I’mconfident that Dimensionswill keep up with us."

Richard BriereHolt JCB

Enquiry screens: see how a chosen item fits into the flow of your daily activity and get fromsummary level to source in just a few clicks. You can open an Enquiry window at any time andview information relating to both single records (shown here) or a collection.

Cash management CashmanagementDaily routines such as bank reconciliation andpayments can now be handled with the minimum ofmanual intervention, while our Cash Flow Forecastingmodule frees you from laborious calculations to delivera detailed understanding of your future financiallandscape.

In the current climate, cash is king – so you need to besure that your money is working as hard as possible for you. Access Dimensions does exactly that.

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11Cash management

Cash BookFlexible day-to-day cash managementis provided by the Cash Book module,which updates the Nominal Ledgerinstantly, whether you’re initiatingtransactions direct or posting in theSales and Purchase Ledgers. A fullhistory of receipts and expenses iseasily available via drill-down, whileeverything from petty cash to bankreconciliation is easily managed.

Automated Bank ReconciliationIdeal for companies with large volumesto reconcile, this time-saving tooleliminates re-keying by enabling you toload large volumes of statement datadirectly into your system. Excel, textfiles and multiple bank formats aresupported for flexibility.

Once you’ve uploaded unreconciledtransactions, simply select from theuser-definable matching routines andAccess Dimensions will automaticallyprompt matches for you. Single ormultiple transactions are thenreconciled with a single click, bringingadditional speed to your daily routine. You can also generate nominaltransactions where the transactionexists on a statement but is generatedoutside Access Dimensions. Inaddition to generating a full audittrail, Automated Bank Reconciliationenables you to clearly track, store andfollow up any actions.

The process flags up mismatchedinformation in seconds, enabling youto quickly reverse and correct usermistakes.

Cash Flow ForecastingOur Cash Flow Forecasting solutioncontains a mathematical engine thatbuilds financial models entirelyelectronically and delivers them inExcel. By eliminating the use ofmanual spreadsheets, you not onlysave time but reduce the risk of errors.

Using the software, you can createcash flow forecasts for everythingfrom the simplest profit and lossmodel to the most complex cashflowanalysis. You can compare budget toactual performance at P&L, balancesheet and cashflow level.

Robust, time-saving, modellingtechnology brings together yourhistorical data with current businessdrivers, calculating and delivering adetailed understanding of your futurefinancial landscape.

Historical data might be drawn fromthe financial modules for example, andcombined with your ‘business drivers’(business goals, KPIs). The softwarethen outputs the model in a series ofcharts and/or reports which can beused within everyday decision-makingand presented in your report pack.

Models are quick to create and can beadjusted in seconds so you can instantlysee the impact different ‘what if’ factorshave on the end result.

Multi-currencyAccess Dimensions enables simplerevaluation of debtors, creditors andbank accounts and cash can behandled in any number of currencies.Cash is easily consolidated into anycurrency at today’s exchange rate, soyou’re always up-to-date. Keepingtrack of multiple current and depositholdings and moving money in andout of different currencies is also verystraightforward.

Payment authorisationA flexible and configurable workflowprocess helps you control andauthorise who is paid and when.Once invoices are authorised they canbe selected for inclusion orautomatically proposed fromremittance lists. Once authorised forpayment, the system will print orsend remittance notes and eitherprint cheques or post BACS payments.

“The Access cash flowforecast and mappingprocess enables me to findthe optimum point tomake new assetacquisitions rather than‘Finger in the Air’ as we didpreviously.”

Bob BarnardDBD Distribution

Automated Bank Reconciliation: electronic data import brings significant speed and securityto your routine activity. Simply upload your bank statements, select from any number ofmatching routines and Access Dimensions will automatically prompt any matches.

Sales orderprocessing &credit control Sales order

processing &credit controlOur Sales Order Processing (SOP) module helps you dojust that. Accompanied by a range of easy-to-use tools,you have the visibility of information you need to takeevery order quickly and efficiently, control pricing, andidentify when profit can be made.

At the other end of the process, our interactive CreditControl module is specifically designed to reduce yourdebtor days and improve cash flow.

When it comes to sales, you want to know that everyeffort is being made to maximise sales opportunities,increase profit and improve customer relationships.

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13Sales order processing & credit control

Sales Order Processing (SOP)Convert quotes and estimates intosales orders with a single click thenfind customers by their postcode,customer code or name, or pick from alist sorted by region or salesperson. Toadd hundreds of detail lines, simplyselect multiple items from a list orduplicate part of a previous order.

Advanced Price MatrixThis standard function allows you toset a unique price and discount forevery combination of customer andstock, enabling you to createpromotions at a moment’s notice andtrack profitability for every item sold.Advanced Price Matrix ensures thatpromotional prices are restricted tospecific windows and can be quicklywithdrawn or overridden if necessary.

Colour/size MatrixIdeal for the fast-moving distributionindustry, this tool presents stock andpricing information for productvariations (e.g. colour, size) within asingle screen, from which you canrapidly create multiple entry lines.

Cross/Up-sellingAccess Dimensions helps maximisesales opportunity, proposing alternativeitems for out-of-stock goods orenabling you to search by attributes ifthe highlighted items do not suit.

You can also create a list of associatedproducts and services for any stockitem and prompt your sales staff tocross-sell them.

Sales Order TemplatesThis feature further speeds up thesales process by enabling youroperators to retrieve templates basedon historical customer informationand quickly repeat and edit asnecessary. Sales Order Templates canalso be used on a promotional basis toinclude sale or slow-moving items.

Repeat BillingFlexible billing templates have the two-way benefit of providing yourcustomers with flexible paymentmethods that attract their businesswhile automating and streamliningyour billing schedules, cash receiptsand BACS collection.

Validating ordersTo ensure that every line item is pricedcorrectly, Access Dimensions will checkavailability, prices, discounts andspecial offers. Customers are validatedagainst their credit limit and paymenthistory, automatically flagging orderson hold where the customer is overtheir credit limit (or where the ordervalue will take them over it).

Picking & despatch Orders are picked to your criteria, fromorder date, size and value to cost-effective delivery routes and cartonsize. Picking lists can then be used asthe basis to generate delivery notesand instigate invoicing. Order progressand status is tracked through flexibleenquiry screens and we can alsointegrate with your online trackingapplications if required.

Credit ControlOur fully integrated Credit Controlmodule provides all the tools you needto reduce debtor days. A central ‘AgedDebtor’ view puts essentialinformation at your fingertips,empowering your staff to re-senddocuments, such as invoices andstatements, and quickly enterinformation such as next contactdates, payment promises and valueswhile on the phone.

Credit Control comes with a full rangeof reports, enabling you to constantlymonitor your changing debtor situation.An in-built escalation process allowsyou to change the status of specificdebts and create ‘debt parcels’ whichcan be quickly picked up by a colleagueand handled at the relevant level. We’ve also included an automatedroutine for write-offs, ensuringminimal time and cost is spentadministering bad debt.

“The Dimensions CreditControl module hasenabled us to take aproactive, rather thanreactive approach to thedebt chase... even better,we’ve seen a reduction inDSO of around 15% in justsix months.”

Marion ShawMichael Sheridan & Co

Credit Control: Access Dimensions delivers all the tools needed to chase debt in one interactivescreen. Simply drill-down from header level to view detailed source documents such as invoicesand statements and email them to debtors in a single click.

Procurement& suppliermanagement Procurement

& suppliermanagementA powerful Purchase Ledger acts as a mine ofinformation, enabling you to easily monitor supplierperformance at every level.

Key tasks, such as raising purchase requests, can beinstigated by any authorised user, subject to tightlycontrolled approvals. Purchases can be viewed at anystage of the lifecycle, completing a secure audit trail tobuild up the widest possible picture of your purchasingactivity.

Access Dimensions provides a structured workflow forthe entire procurement process, from purchaserequests to remittance.

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15Procurement & supplier management

Purchase LedgerWith instant access to detailed supplierinformation and full, flexible purchaseanalysis, you can interrogate supplierperformance at the most detailed level.Once posted, invoices update the CoreLedgers automatically for the most up-to-date picture of your purchasingactivity.

Purchase RequestsComprehensive forms capture all theinformation required by your businesswith rules to ensure that requests donot exceed your chosen limits. To savere-keying, Purchase Requests can beconsolidated by your purchasingmanager, with rules allowing your staffto identify key elements such as‘preferred supplier’.

Purchase ControlThis module builds an extra layer ofcontrol into the purchasing process byautomatically checking PurchaseRequests and orders against your pre-set budgets. If either fails to meetthese rules, then Access Dimensionswill instigate an alternative workflow(e.g. allowing the originator to re-submit their request).

Purchase OrdersAccess Dimensions speeds up the entryof new purchase orders by automatingthe selection of analysis codes and thenominal category they feed into. Oncecreated, an electronic copy can be sentto your supplier direct from the system.

Invoice RegisterThis function adds further security byregistering all invoices arriving at yourbusiness, whether received as an Exceldocument, PDF or hard copy scan.Within the module, you can seewhether quantities match what’sbeen delivered, eliminating the risks ofunauthorised payments.

Configurable workflow ensures thateach invoice is verified by the correctmember of staff, so there’s no need tochase paper around the office orbetween sites. Alerts keep the processmoving, notifying approvers whentheir input is required.

Suggestions for paymentInvoices can undergo two levels ofsign-off before being sent forpayment, giving you total visibility ofyour commitments.

Remittance advance notes, chequesand BACS payments are all automated,and you can handle advance andpartial payments with ease.

Purchasing in Access FocalPointAccess Dimensions offers fullintegration with our online solution,Access FocalPoint. By extending thepurchasing process to the widerbusiness, you can empower manymore staff to instigate tasks such asentering and approving purchaseorders and requests – saving timewithin the purchasing team.

A further advantage is the ability toembed workflow into the software.This ensures the correct information iscaptured, authorised and updated toAccess Dimensions before impactingthe Purchase Ledger.

Access FocalPoint also provides accessto the Invoice Register via the web,enabling remote-based staff to updategoods received and approve invoicesanywhere with the internet. For moreabout Access FocalPoint, visit ourwebsite.

Purchase ordersPurchase requests Invoice register Payment

Generate POfor supplier

Approveorder

Approveinvoice detail

Approverequests

Consolidatepurchaserequests

Back to backorders

Stockreplenishment

Suggest invoicefor payment

Receive invoice,register invoice

Approve payment& allocate

Match invoiceto order

Remittanceadvice

Pay supplier byBACS or cheque

Salesorders

Stock

Projectcosting

Projectcosting

Internal purchaserequests

Worksorders

Receive goods in;match to order

Create purchaseorder

Update invoiceto ledgers

Worksorders

Purchasing workflow in Access Dimensions: whatever stage of the buying cycle you’re at, Access Dimensions builds in all the controlsto ensure purchases are made within budget, that the relevant stock updates are made,and that payments are made in-line with yourspecific routines.

Project management& costing Project

management& costingEverything from project initiation to implementation,tracking and analysis, can all be carried out from thiscentral, easy-to-use system.

As information flows into your business, it automaticallyupdates the finance function for the most timely andaccurate picture of your project-based activity.

You need complete visibility of information to makeprofessional management decisions. Project Costingprovides everything you need from one fully integratedmodule.

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17Project management & costing

Project preparationCreate multiple projects from a centralpoint of reference. Records, projectsand job bags are highly configurableand can be set up to capture theprecise information you need. Eachrecord holds detailed customerinformation such as start and finishdates, budgets, actual and committedcosts, as well as income received.

Actual/committed costsPurchase orders allocated to projectsimmediately update the relevantproject with a committed cost. Thevalue of the order is included in thecomparison to budget. As purchaseinvoices are matched to the order,values are reduced and thecorresponding actuals increased.

Compulsory CostingTighten your grip on projects andbudgets even further. This featureallows you to apply costing controlsacross the entire system, in which caseevery selected transaction type(including sales and purchase orders,stock movements and VAT journals)must be updated to a specific projector projects. Alternatively, you can limitCompulsory Costing to specificanalysis codes. In either case,allocation is carried out on a line-by-line basis.

Stock/project allocationStock can be allocated to individualprojects, and, once booked, the freestock is automatically reduced and canbe included on sales invoices to thecustomer.

Indirect costsCosts not directly related to projects,such as gas, electricity, and non-timesheet information (e.g. NationalInsurance and pensions), can all bequickly ‘journalled in’ from anywherein the system, instantly updating theNominal Ledger.

Project trackingCustomer billing is quick and easy usingthe Project Costing module. Any numberof invoices can be created andconfigured to your precise requirements,helping you manage your budgets andcash flow. For example, part paymentsand staged invoices can be quicklycreated, based on the cost transactionsposted to each job, project and costcode. For flexibility, costs can be sortedusing a variety of methods (e.g. dateand type) and compiled into a singleinvoice covering a variety of projects.

Work in progress (WIP) Project Costing significantlystreamlines the processes required tocalculate WIP, dispensing withlaborious month-end calculations.

Values are continuously re-calculatedwithin each project, giving you a truepicture of costs incurred versusrecognised value. Cost transactionsthat cannot be invoiced are removedfrom work in progress, to be analysedas extra or unrecoverable costs.

Comprehensive reportsA range of flexible reports andsummaries make it easy for you tocarry out profit analysis at any time.Flexible cost centre codes provideanalysis and sub-analysis in as muchdetail as you require, using real-timedata that can be used to instigatebudgets for similar projects.

Project management in AccessFocalPointAre you looking for a simple and cost-effective way to capture projectinformation such as timesheets andexpenses? Access FocalPoint allowstransactions such as timesheets,expenses and purchases to be enteredonline and updated to the ProjectCosting module.

Configurable workflows ensure thecorrect information is captured andapproved, while easy-to-use screensand online access speeds up the flowof information between finance staffand the rest of your business.

“Access Dimensions has itsown costing feature withinthe financial packagewhich is crucial for theoperational side of ourbusiness – other productsdo not offer this level offunctionality.”

Andrew ChaplinFreedom Group

Project Costing: manage any number of projects and quickly view detailed information at-a-glance. Here, we have instant visibility of anything that will affect profitability such asunrecoverable work, WIP and invoiced values.

Inventory &stock control Inventory &

stock controlAccess Dimensions provides you with an easy way tooptimise your stock levels, re-order product lines,manage returns and distribute deliveries in the mostefficient way possible.

From pinpointing stock items to forecasting your futurerequirements, fulfilling sales/works orders and shiftingslow-moving stock, Access Dimensions ensures you canmake delivery promises you can keep.

With a high volume of transactions, the risks of holdingtoo much, or too little stock, can place intense pressureon your cash flow.

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19Inventory & stock control

Visibility of informationOur Stock Control module gives youinstant visibility of what you’ve got,where it is, how long it’ll last and whatit’s worth. Physical and free stockquantities are continually updated bysupplier and customer orders, bills ofmaterials, deliveries and returns acrossany number of locations.

Sub-analysisFlexible Sub-analysis facilitates stockgrouping to handle sizes, colours andany other product families of yourchoice, providing an intuitive systemfor analysis and reporting.

Real-time updates Each time an item of stock is bought,sold or moved, Access Dimensionsupdates the Nominal Ledger, making iteasy to maintain an accuratevaluation of your stock position andtrack cost of sales and accruals.

Landed CostsAccess Dimensions makes it easy totrack costs such as import charges,duties, transport and storage, as wellas actual, standard and supplier costs.This ensures your valuations arealways up to date, whether you chooseFirst in First Out (FIFO), WeightedAverage or Average Cost methods.

Traceability & stock takesTransactions both in and out can bestored for the lifetime of your systemand allocated flexibly over multiplelocations, giving you full traceability.Serial numbers can be picked orallocated individually or automaticallyby the system. Everything you buy orsell can be identified with bar codes,flagging up where goods are damagedor stolen. We can also integrateseamlessly with handheld devices tocomplete a fast and efficient stocktake process.

EC-SSD & IntrastatEach stock and price record withinAccess Dimensions stores its owncommodity code, country of origin andnet mass, providing all the datarequired to create full Intrastat reportswhich can be submitted electronicallyto HMRC.

Stock ForecastingThis powerful module lets you easilyforecast your physical stock position byday, week, month or quarter, up to 26

periods ahead. Completed forecasts canbe translated directly into purchasingschedules and output to Excel for easydistribution with non-system users. By using live data held in your Accesssystem, you can be sure your forecastsare always accurate and up-to-date.

As you play out different scenarios(e.g. new sales and purchase ordersand supplier lead times) the predictedfree stock is instantly re-calculatedand displayed in a visual grid. Colour-coded indicators represent wherestock quantities fall within your pre-defined parameters, showing yourentire stock status at-a-glance.

Returns ManagementThis module facilitates themanagement of returned goods,originally purchased via Sales OrderProcessing (SOP). Each time a requestis created, a unique authorisationnumber and document is generated,enabling you to log and track itsprogress.

Only once the customer has beengiven a number can they return theirgoods into stock. Goods can beflagged as being in quarantine untilthey are inspected. Once inspected,goods may be returned to stock orwritten off, and then a credit note forthe returned items is issued, and/orreplacement goods are placed onorder. Alternatively the customer mayalso request a credit note withoutreturning any goods.

Key:

Optimal level

At risk of becoming under-stocked

Unable to fulfill existing orders

At risk of over-stocking

Stock Forecasting: manage your stock more effectively byrunning detailed predictions based on the most up-to-dateinformation. Colour-coding enables you to see the instantimpact of your modelling scenarios and carry out therequired purchasing activity.

“We’ve all the informationwe need in order tooptimise our stock andorder at the right time.”

Alan BraidenStorage Planning & Sales(SPS)

Manufacturing& production Manufacturing

& productionThese modules in combination with a range of practicaleasy to use tools and set-up ‘wizards’ make the tasks ofplanning and controlling your production operationboth easier and more efficient.

And, as with all Access solutions, your manufacturingsoftware is tightly integrated with the core financialledgers, providing the timely, accurate information youneed to maximise your margins, even in a rapidlychanging market.

We offer exceptional integrated solutions for small andmedium-sized manufacturing organisations, coveringBill of Materials, Stock Control and Works Orders, as wellas comprehensive management reporting.

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21Manufacturing & production

Bill of MaterialsSee instantly whether there’ssufficient materials to build an orderand then create assemblies from anystock records or price lines, referringto any text that’s been entered todescribe the process. With AccessDimensions, you can easily managecomplex builds by nesting oneassembly within another,automatically tracking componentserial numbers. Pricing of rawmaterials is always reflected in yourmargin, enabling you to closelymonitor profit at all times.

Creating Works OrdersThe Works Orders module allows you toset minimum and maximum buildquantities, ensuring you simultaneouslyavoid producing unprofitable orderswithout exceeding your stock holding.

You can easily increase the efficiency ofyour production run by combining, andsubsequently merging, sales andWorks Orders. All rules and options canbe overridden when required, subjectto full authorisation and control.

Managing Works OrdersSee at-a-glance which orders areawaiting components and allocate fromany of your pre-defined alternatives toensure orders aren’t held up. Instantlycreate back-to-back orders where youhave shortages, subject to full purchaseorder authorisation. Using Sub-analysis,you can easily pinpoint precise stockitems and allocate serial numbers fortraceability. Issued stock can be reversedto ensure correct components areavailable for each order.

Production controlThis area within Works Orders allowsyou to give each order a priority,ensuring that your best customers aresatisfied first and rush job deadlinesare met. Factory routing gives youexcellent visibility of progress andearly warning of bottlenecks, whileestimates are created automaticallyand tightly tracked against cost oflabour and materials as the jobprogresses. You can also run WIPanalysis on-demand, helping you seewhere process improvements orpricing adjustments can be made.

Economies of scaleAccess Dimensions takes account ofdesired stock levels and buildquantities, prompting you to takeadvantage of economies of scale.Utilise back-flushing for any or all ofthe goods used within yourmanufacturing process and for akanban supply system, if required.Damaged materials and unfinishedgoods can be written off.

To complete the process, AccessDimensions enables you to quicklycreate certificates of conformitywhich can be tailored to reflect yourown quality standards, and those ofyour customers.

Are you a large-scale manufacturer?If so, then consider Access Supply Chain.Ideal for larger operations with full ERPrequirements, this proven solutionoffers capacity planning, warehousing,full traceability, load planning, pallettracking and much more.

For detailed information, request ourAccess Supply Chain brochure.

“Introducing Access to ourproduction process hasgiven our three separatelocations transparency andfluidity.”

Mark SteelAdvanced ConstructionSystems

Works Orders: one ‘control desk’ gives you centralised information about all yourmanufacturing activity. Quantities, start/end dates, routes and detailed componentinformation is available at-a-glance, enabling fast identification of stocking issues.

Documentmanagement Document

managementAccess Document Management (ADM) meets thechallenge by providing an end-to-end process formanaging your business-critical correspondence.

Using this one central system, ADM provides an easyand cost-effective way to reduce storage and paper,improve visibility and increase efficiency.

Fully integrated with Access Dimensions, ADM can alsolook up documents held within any Microsoft SQL-baseddatabase, giving you complete visibility of your businessinformation.

The amount of data entering your company is growingevery day. So how you store, access and manage thisinformation is becoming increasingly critical.

22

23Document management

Flexible, secure storageADM supports all standard fileformats, meaning you can store Wordand Excel documents alongsidereports, emails and images. Scannedfiles are fully supported, decreasingthe risk of copies going missing orbecoming damaged. This also allowsyou to dispose of original hard copieswhere appropriate. All yourinformation is automatically backedup, and you can apply viewingprivileges to specified users, groupsor a combination of both.

Auto-filing & scanningOur optional Network Services moduleenables you to process large volumesof documentation with ease. Barcodesproduced in Access Dimensions can beprinted and attached to documentssuch as purchase invoices and be leftto scan. Each scanned file is depositedon a network folder, which isconstantly monitored. ADM readsdocuments coming in and determineswhere they should be sent, forexample, a specific user inbox or acertain folder.

Tagging toolsOnce in ADM, the simple process ofapplying ‘tags’ make documents quickto file and easy to retrieve.

Using intuitive drop-down menus, youcan add tags in just a few clicks,ensuring that mandatory informationis captured (e.g. company name)alongside any optional data (e.g.company geographic). A large list ofdefault tags are supplied with eachdocument, which can be added toand/or edited as you choose.

Document IdentifiersThis function enables you to buildadditional information into barcodesand filenames to further refine thefiling process. For example, you couldapply set values to specific barcodesso that when filing purchase invoices,the system automatically populatesthe ‘Database Name’ field and fills outthe ‘Purchase Ledger Primary’ tag.

File PrefixesUsing the File Prefix function, you canalso code documents so that similardocuments are automatically storedtogether. Similarly, adding a Prefix tobarcodes will ensure that only specifiedbarcodes are read by the system.Adding a Prefix in this way means thatonly the correct information is pickedup, and eliminates the time-consumingprocess of redacting irrelevant barcodeinformation prior to scanning.

Version ControlUsing this function, you can trackevery change made over a document’slifecycle and ensure that you only viewand edit the most recent version. Forexample, users can ‘check out’ adocument, make changes to it and‘check it in’ as a new revision. Eachrevision can be accompanied bydetailed notes.

For example, the user could recordwhen they anticipate checking thedocument back in and each revisioncan be marked as either ‘minor’ or‘major’ to give the user an indicationabout the work carried out.

Integration with Access FocalPointUtilising web services, authorisedstaff can also view and approvedocuments linked to projects held inAccess FocalPoint. This means thatinstead of having to wait for adocument such as a purchase invoiceor contract to come into the office,staff can simply go online to view thedocument, then approve and/oramend it if necessary.

ADM can also incorporate a workflowusing alerts, increasing collaborationand speeding up the project lifecycle.

“Currently we don’t haveany visibility of invoicesthat arrive into our USoffice; DocumentManagement will enableus to scan the informationand make it availablecentrally, which will reallyspeed things up. ”

Helen SeamanRapiergroup

Document Management: store and retrieve any electronic document from one central,secure location. Using web services, remote users can also view documents storedagainst transactions – such as this invoice – via the internet.

Workflow Forms WorkflowFormsTasks that would normally require intervention fromyour accounts department, such as requesting a newsupplier code, can now be instigated by any authoriseduser.

By enabling users to create their own, more efficientworkflows and linking them to your core processes, youcan see greater return on investment in every part ofyour organisation.

The Workflow Forms module within Access Dimensionsenables you to recreate any process electronically, usingautomation and alerts to speed up the capture andflow of information around your organisation.

24

25Workflow Forms

Flexible designAny paper docket and form in yourbusiness can be replaced with anelectronic version, tailored to yourchosen layout. Using Workflow Forms,labour-intensive processes such asrequesting a new supplier or receivingsign-off for specific requests can bereduced to a series of defined steps,making lengthy emails, printouts andhard copies a thing of the past.

Central storageWorkflow Forms can be associatedwith any record within AccessDimensions – making it easy forauthorised members of staff to enterand view information. Using AccessFocalPoint, you can view WorkflowForms via the web, giving you instantaccessibility any time, anywhere inthe world.

Whatever version you choose,Workflow Forms empower your staffand release the burden on otherdepartments – you no longer need totrawl through paperwork or phonearound for information.

Workflow & authorisationYou can embed configurable rules intothe system to automate the route thateach Workflow Form takes around yourbusiness. This can also incorporatesingle or multiple-level approvalroutines to suit your requirements.

For example, some procedures mayonly require a one-step sign-offroutine while others may need to gothrough a range of different managersand directors.

AlertsWorkflow Forms can trigger emailalerts to specified users, advisingwhen their input is required. Such arequest might be to add or amenddetail within the Workflow Form or toapprove the information in it. You canalso instigate follow-up actions byreplying to the alert if appropriate,and indicate details that need furtherclarification by entering notes.

Save time searchingWorkflow Forms bring information toyou rather than than the other wayaround. Each user has their own ‘inbox’,meaning you can quickly see all thosetasks awaiting your input and quicklyaction them without having to searchfor any additional information.

Improve data securityUser permissions are easy to setwithin the software, giving you tightcontrol over your business-criticalinformation. For example, you canassign security levels to fields on aWorkflow Form so they’re only visibleto the appropriate users and/ordepartment at the right stage withinthe workflow.

Increase visibility Two-way integration betweenWorkflow Forms and AccessDimensions extends visibility into newareas of your business. For example,information can be shared withcustomer, supplier and employeerecords and analysed to provide awealth of stats and reports. Digitallystored information can be sharedmore effectively and staying up todate takes less time and effort.

Highly flexibleWorkflow Forms are flexible and canbenefit users in all areas of yourbusiness. Our consultants will workwith you to create the functionalitythat benefits you, based on a detaileddiscussion of your needs.

Just some Workflow Form examplesinclude the ability to:

• set or increase a credit limit

• create a new supplier/edit supplierdetails

• request a project code

• validate additional fields within acustomer record (e.g. ‘directions tosite’ which have been checked).

“Alerts keep approvers ontheir toes so they tend toapprove things far morequickly... Access hasdefinitely speeded up ourinternal processes.”

Sue McDonaldCompetition Commission

AuthorisationForm creationNeeds analysis Report setup Implementation

Authorisationprocess designedConsultancy

Agree formdesign

Form designed Link 3rd partysystem? Design alerts

Assign users

Confirm designwith business

Publish formto chosen

applications

Link accountsdata

y

y

n

n

n

n n

n

y

y

y

y

Further actionsrequired?

Integration withaccounts data?

Integration with3

rd partysystem?

Design furtheractions

Business needfor specialist

data collection

Design and addreports

Authorisationrequired?

Alerts required?

Reports required?

How we do it: following a detailed needs analysis, we can design Workflow Forms to replace anyof your paper-based processes. Using tools such as workflow and alerts, this function cansignificantly streamline the collection and analysis of generic business information.

Access Mobile Access MobileThis unique platform provides powerful two-wayintegration between your mobile device and your Accesssystem – so you can be at your most productive, 24:7.

In today’s busy world, being out of the loop just isn’t anoption. You want to be connected to your businessconstantly, wherever you happen to be. That’s why wedeveloped Access Mobile.

26

27Access Mobile

My TimesheetsUsing Access Mobile, it’s easy to enterand submit timesheets on the go. The intuitive interface features pre-configured lists and drop-downmenus, allowing you to quickly tap ininformation such as dates, values andproject codes. To save time, existingtimesheets can be duplicated andedited to speed up repeat or similarsubmissions.

My ExpensesScrollable lists and intuitive drop-down menus allow you toquickly tap in expense claims, with fulldetail of values, dates, project codesand additional notes. Images taken onyour mobile, such as receipts and railtickets, can also be attached tocomplete your submission.

My AppointmentsLive integration with AccessDimensions lets you see all yourupcoming appointments at-a-glanceand drill-down to detailed contactinformation. Using the map function,you can also see how close client sitesare to appointments, and view alllocations within 40 miles of a specificpostcode. This helps you plan journeysmore effectively and maximise timeout of the office.

Integration with CRMTwo-way links with CRM systems suchas Access Dimensions and GoldMineEnterprise Edition give you an instantpicture of all your customer andprospect information. For ease ofnavigation, your accounts, contacts,activities, opportunities and cases aredivided into fully customisable‘workspaces,’ each of which is fullylinked so that you can quickly jumpfrom one to another and drill down onthe information you need.

These functions also integrate withthe Google navigation tools, allowingyou to utilise the map and journeyplanning software described above.

Multi-level approval workflowTimesheets, expenses, absence andpurchase requests can undergo anapproval procedure, ensuringinformation is properly authorisedbefore updating the Core Ledgers.Authorisation can be configured tosuit your business, from simple one-step routines to complex proceduresinvolving many members of staff.

Accounting for Carbon Emissions (ACE)Integration with the AccessDimensions ACE functionality extendscarbon reporting to your mobile.

Simply enter the required values whensubmitting expenses (e.g. milestravelled) and Access Mobile willautomatically incorporate thecorresponding ‘carbon values’ intoyour overall business carbon footprint.

Reports & KPIsAll the reports you’d normally get fromyour desktop, such as Aged Debtorsand P&L, can be viewed and emaileddirect from your mobile, giving youreal-time, on demand access to yourKPIs wherever you are.

Benefits• Enter and approve timesheets and

expenses on the go

• Approve absence and purchaserequests sent to you by staff

• View and email key reports fromyour mobile

• Account for your business carbonemissions

• Get instant, up-to-date customer &prospect information when on theroad

• Multi-level approval workflow tosuit your needs.

“This app is great... I canapprove varioustransactionsdirectly from my iPhoneensuring an effectiveworkflow and control inthe business.”

iTunes reviewer

Access Mobile: enter/approve expenses, fill out timesheets, view KPIs and get live customerinformation at your fingertips. Powerful integration with your Access system means you canwork more efficiently 24:7, using mobile devices you already hold such as iPhone or BlackBerry.

Access ServiceManager Access Service

ManagerAvailable as part of Access Dimensions or seamlesslyintegrated with your existing financial packages, thispowerful solution provides excellent functionality forevery area of service.

So whether you’re taking calls, allocating resources,attending sites or billing, we’ll give you the visibility youneed to increase customer loyalty and attract newbusiness.

From invoicing renewals and managing schedules totracking outstanding jobs and providing call support,Access Service Manager gives you total control of yourservice contracts.

28

29Access Service Manager

Call Centre Using this module, all your call historyis easily accessed from one searchablescreen so that you can provide a fast,confident service. With on-screenalerts, colour-coded priority statusesand call centre KPIs, you cancontinually monitor performance anddrive improved response rates.

Job SchedulingMaximise your resources, allocate theright engineers to jobs and tightenlinks between office and field. Thisfeature lets you manage multiple calls,allocations and all day-to-day officeactivity from a single graphical diary.

WorkshopSee what work’s due in, how long it’staking and how much it’ll cost. TheWorkshop module provides visibility ofchargeable parts, stock and labourtogether with detailed WIP analysis forcomplete clarity over your profit line.

Parts ManagementAlways have the right parts and spareswithin easy reach. Using this feature,you can set minimum and maximumstock levels for each van; AccessService Manager will then prompt anappropriate re-order quantity whenthese levels are reached and automatethe purchase order to suppliers.

Planned Preventative MaintenanceBoost your reputation for reliabilitywith tailored Planned PreventativeMaintenance (PPM) schedules thatminimise customer downtime andreduce your replacement costs.Choose from a fixed-term contract orgenerate schedules on a job-by-jobbasis and build in additional extras,such as pre-paid breakdown call-outs,with ease.

Contract ManagementUsing Service Manager, you can easilymanage multiple equipment acrossall your different sites. Key criteria,such as cost price and warrantyinformation, resource costs and serialnumbers, can all be accessed andanalysed, providing the informationneeded to make decisions regardingpricing, uplifts and profitability.

Billing & Contract RenewalsAccess Service Manager lets youcreate flexible schedules,encompassing everything from call-out charges and labour ratesdown to fitting and travel so that youcan account for all renewals andchargeable activity. You can easily seethe renewals due in any given periodand deploy renewal notices andinvoices in your chosen format,ensuring no contract is overlooked orforgotten.

Meter BillingIdeal for the copier or frankingmachine industry, this feature enablesyou to track meter charges with ease. Using Access Service Manager, you cancater for unlimited number of meterswhether rental or purchase models.One-time data throughput frommachine to invoice makes the processfast and accurate.

Self-serviceAccess Service Manager provides two-way integration with the internet,enabling engineers to retrieve andupload the latest job information 24:7via hand-held devices or their laptops.We can also create an online portalfrom which customers can log newcalls and check job progression – bothof which speed up service levels andshift the pressure on your call centre.

“Access Service Managerhas revolutionised the waywe work. I am confidentthat it will continue toprovide impressive returnson investment for us.”

Stephen TateCopy IT Digital Solutions Ltd

EngineerService deskOut in the field Post service

Call raised inservice manager

Job allocated toengineer &dispatched

Inbound call

Engineerattends site

Problemencountered

Job updated

Job downloadedto PDA

Job detailscompleted

on PDA

Invoice printed& posted

Follow uprequired?

Details retrievedfrom PDA &

checked

Workflow in Service Manager: this powerful solution gives you end-to-end visibility of your serviceobligations, providing all areas of your business with the ‘same view of the truth’ whether takingcalls, attending site orinvoicing customers.

SelectHR SelectHREntirely browser-based, this .NET solution features theMicrosoft 2010 Ribbon interface for ease of navigationand offers a wide choice of modules such as Learning &Development, Recruitment and Self-service.

By providing tools not only for your HR team but alsofor your job applicants, agencies, employees anddecision-makers, SelectHR will streamline thecommunication, collection and analysis of informationacross your entire organisation.

Available standalone or fully integrated with SelectPay,SelectHR will support you through every aspect of theemployee lifecycle.

30

31SelectHR

Recruitment and Selection Whether recruitment is largelyowned by HR or devolved tomanagers, SelectHR makes the wholeprocess streamlined and efficient.Workflows make vacancies quick tocreate and easy to track whileensuring all applicants undergo your pre-employment checks (e.g. CRB).

For successful candidates, SelectHRfacilitates the onboarding process,automatically creating contracts andupdating the relevant teams of newjoiners.

HR administration SelectHR enables you to hold allemployee information in one place.From work permits and employmentchecks to absence details and accidentreporting, this ensures thatinformation can be accessed quicklyand easily and that you can report onany aspect of it.

Learning and Development SelectHR brings together the areas oftraining, learning and development sothat you can easily monitor youremployees’ development andmaximise your understanding of theirneeds. All these details are held in oneplace, meaning you can easily analysecosts, attendance and effectivenesswhile enabling staff to manage theirown training activities via Self-service.

Self-service This is a secure, online portal whereemployees can view key informationand carry out a wide range of tasks.For example, using Self-service, staffcan view and print payslips, updatetheir bank and address details, entertimesheets and request holiday. Forsecurity, information requiringauthorisation can also undergo anapproval workflow. By encouragingboth staff and managers to takeownership of key tasks, Self-service is aproven way to significantly reduceduplication and paperwork within HR.

WorkflowSelectHR’s powerful workflow toolsallow you to build processes into thesystem to cater for activities such asadding new employees, booking andapproving holiday and managingappraisals. This is an excellent way ofstreamlining many of the paper-basedHR related processes in yourorganisation. Many workflows areprovided as standard and you have theflexibility to create/edit as required.

Document Management This function makes it easy to storedocuments held against employees orany other part of the HR system. Withpowerful content search capabilities, italso makes it easy to locate CVs andnon-employee specific documentssuch as policies and job descriptions.

DashboardsDashboards build on the manycomprehensive standard reportswithin SelectHR, bringing youimmediate, relevant information viagraphical charts and graphs. Usingthis module, managers across yourorganisation can view KPIs such asturnover, headcount, absence andtraining online, from their desktop, inreal-time – bringing speed and clarityto decision-making.

System configurability SelectHR is fully configurable, allowingyou to choose how information ispresented to specific groups of usersand which information they haveaccess to. Your system comes with ahuge selection of configuration toolsas standard, meaning that you can beup and running very quickly yet havethe ability to easily expand the systemas your needs change.

Payroll integrationSelectHR offers optional integrationwith our payroll software, SelectPay.This allows details such as job andsalary history to be shared, ensuringkey employee data is entered onlyonce. It also allows staff to view (andprint) their payslips and P60s via Self-service, improving communicationand freeing your payroll departmentfrom routine tasks.

“SelectHR has saved aphenomenal amount ofpaperwork and dataentry… it has becomesecond nature to everyone here!”

Joan WixeyCripps Harries Hall LLP

Instant visual impact: Dashboards in SelectHR transform raw data into easy-grasp charts andgraphs. Being web-based, decision-makers can now analyse KPIs, such as headcount and absenceonline, wherever they happen to be.

SelectPay SelectPayRegularly re-accredited to the highest standards set byHMRC, SelectPay streamlines a whole host of routinepayroll activities, from adding new starters andpaytypes to sending payslips and P60s via email.

To complete your solution, SelectPay also providesseamless integration with Access Dimensions andSelectHR, bringing even greater efficiency and accuracyto your payroll processing.

SelectPay simplifies payroll processing and provides thein-depth analysis you need to align payment with yourstrategic objectives.

32

33SelectPay

Payroll processingSelectPay provides a comprehensiveselection of the most commonly usedpaytypes and frequencies as standard.You can create and amend these asrequired, making it easy to handlechanges to staffing levels and varyingpay dates. You can also group specificrecords and ensure payment is madeon selected dates – useful when youhave a large payroll or when dealingwith multiple subsidiaries.

Full integration with existing systemsPayroll data produced withinapplications such as timesheets,expenses, key card entry systems andspreadsheets, can all flow into SelectPayfor processing without duplicate entry.Integrate with Access Dimensions andSelectPay will also automatically updatethe Nominal Ledger and Project Costingmodules for you, making it even easierto process complex payrolls involvingshift patterns and overtime.

Electronic submissionSelectPay is fully compatible with theGovernment Gateway, making it easyto meet HMRC guidelines onelectronic submissions e.g. P11D, P14,P35, P45 (1&3) and P46 (car).

Employee recordsUser-friendly wizards guide youthrough the process of adding newstarters, with tab-style record cardsthat allow you to quickly build up acomprehensive store of employeedata. Just some of the information youcan collect includes: employmenthistory and qualifications; holidaytracking; individual pay componentsand an employee photograph.

Reporting & analysisComprehensive reports are providedas standard, and exception reports arealso available to help you validate yourpayroll before it’s finalised. SelectPaykeeps full details of all paymentsmade, allowing you to prepare anddistribute management reports at theclick of a button.

EpayslipsThis popular function increasesefficiency and reduces paper byreplacing traditional payslips withelectronic ones. Tight security settingsmean that epayslips can only beopened using a password known tothe user and a wizard makes it easy toset up the required delivery andoutput options.

A final report ensures no one getsmissed off, and you can easily viewand re-send payslips from previousperiods.

P11D processingCompany cars and loans are dealtwith automatically while all othercalculations and reports are easy tomanage. P11D submissions can bemade using traditional printed reportsor online filing.

Integration with SelectHRSeamless links with SelectPaystreamline the entry and maintenanceof shared information. For example,new employees entered into SelectHRjoin as a starter in the payroll with anychanges fed through. Using SelectHR’sSelf-service module, staff can alsoupdate their personal details (e.g. bankand contacts) online. All information issent to you to approve before updatingthe payroll, giving you total control.

“Using SelectPay, we’veseen a ROI of six months bysimply eliminating bureaucosts... and reduced payrolladministration by 90%.”

Emma BestCeX

Employee records in SelectPay: all your staff information is stored centrally, available under tab-style cards for quick and easy viewing. Optional integration with SelectHR allows for authorisedemployee details (e.g. new starters) to be passed directly into the payroll, avoiding duplication.

GoldMine CRM & salesautomation

GoldMine CRM & salesautomationFor over a decade, we’ve implemented this market-leading solution alongside Access Dimensions into awide range of industries and sectors.

By partnering with specialist software suppliers such asFrontRange, we can extend our solutions further, andpass on even greater benefits to you.

GoldMine® CRM from FrontRange Solutions® is a worldleader in the development of powerful, business andcustomer relationship management software.

34

35GoldMine CRM & sales automation

Campaign managementWhether you need to send an email,perform a mail merge or capture webleads, GoldMine will help make yourmarketing campaign a success.GoldMine offers you a centralisedlocation to track activities andcontacts associated with a marketingcampaign or promotion. Marketingteams can easily define and track thestatus of campaign tasks and contactsto be touched. It can also be used toconfigure web import to capture leadsvisiting your web site as a result of acall to action or promotion.

Using GoldMine, it’s easy to segmentyour data and create action lists basedon each of your ideal customerprofiles. Extensive reports such asreporting cost-per-lead, cost-per-saleand conversion ratios are all producedin a few clicks, giving you the facts youneed to analyse and improveperformance based on past results.

Sales managementGoldMine offers you a view into youropen, closed, won and lostopportunities. Each sales agent canmaintain their pipeline in real timeand also leverage team selling effortssince any opportunity can be assignedto multiple sales staff with specificroles to help close deals faster.

GoldMine enables sales users tofollow a consistent selling practice tohelp improve chances of closing thedeal. For example, once opportunitiesreach a certain stage, users have theability to create projects convertedfrom opportunity information.Projects can be created and trackedfrom any opportunity, won or open.

Account managementGoldMine captures customer, contactand pros pect data, all in oneconvenient location. By enabling yoursales, marketing and service teams toenter and view consistent data acrossall facets of your company, youraccount managers can view customerrelationships, maintain account andcontact history, and manage theirdaily activities with ease.

Sales force automationDaily tasks such as sending emails,updating lead information andscheduling follow-ups can beautomated, reducing administrationand defining clear ownership overleads and projects. Powerfulforecasting gives you estimatedtimings, values and likelihood ofclosure and total visibility over yoursales pipeline. KPI reporting helpssales managers ensure that the teamkeep on top of next action dates.

Customer serviceGoldMine allows you to assign,escalate and resolve customer servicerequests the quickest way possible.Using this centralised system,customer service staff can quicklyaccess the problem, route the issue tothe service agent who can best solvethe issue, and communicate to theclient so they stay informed of theservice request progress.

GoldLink+Powerful two-way integrationbetween GoldMine and AccessDimensions empowers yoursalespeople to carry out tasks usuallyleft to finance, reducing duplicationand smoothing the sales orderworkflow. Tasks such as enteringquotes, updating active contactrecords, controlling invoice anddelivery address details and salesorders can be easily managed fromwithin the GoldMine interface.

Moreover, powerful integration withcustomer records provides staff withaccess to full order histories, making iteasy to identify sales opportunities.Stop status, stock records and creditlimit warnings are also accessible at-a-glance, ensuring that you always haveone eye on your profit.

Lead qualificationCampaigns Prospect to orderCustomer

management

Campaigns

Telesalesfollow up

Lead qualified?

Receive enquiry

Createdatabase

Targetsuspects

Tasks

Multiplecontacts

Meet / needsanalysis

Prospect

QuoteMicrosoft

Word

MicrosoftOutlook

Projectcosting

Pipeline /estimate orders

Servicemanager

Create customerrecord

Convert tolive sales order

Financialledgers

Customermanagement

CRM workflow: GoldMine lets you co-ordinate the entire marketing and sales lifecycle from one easy-to-use package. Optionalintegration with Access applications such as Dimensions further smoothes the sales workflow, allowing sales staff to take ownershipof tasks previously left to finance.

consulting | software | solutions www.theaccessgroup.com

Access UKThe Old School, Stratford St. MaryColchester, EssexCO7 6LZ, United Kingdom

T 01206 322 575

T 0845 345 3300

F 01206 322 956

E info@theaccessgroup.com

Access IrelandSky Business Centre,Port Tunnel Business ParkClonshaugh Industrial Estate,Dublin 17, Ireland

T +353 (1) 885 5577

E info@theaccessgroup.ie

© Access 2011. E&OE. Version 1.

Winner: Enterprise Accounting & Finance - Sift Media Business

Software Satisfaction Awards 2010

Winner: Software Package of the Year - Accountancy Age 2010

Winner: Construction Accounting Software of the Year - Construction

Computing Awards 2010

Winner: Green I.T. Awards - Environmental Accounting

Software of the Year 2010

Winner: SME Human Resources & Human Capital Management - Sift

Media Business Software Satisfaction Awards 2010