Sage ERP X3

Distribution
Sage ERP X3 distribution functionality is comprised of three Sales
domains—Sales, Purchasing, and Inventory.
Business Partners and Products
Sage ERP X3 Sales enables you to monitor all information
concerning customers or prospects, manage sales force Sage ERP X3 Sales accesses the latest data about business
assignment, and monitor corresponding targets and partners and products. Sold-to, ship-to, bill-to, and pay-by
commissions. This module provides a quick look at information information is defaulted on sales documents while customer
concerning products, price lists, discounts, or carriers, among product-level information can be accessed to assure a
others. You can issue customer quotations, book orders and personalized, customer-driven order entry environment.
transmit order acknowledgements, manage contracts, display Supporting information—such as product substitutes and
and allocate goods from stock, and manage the dispatch and supersessions, notes, previous orders and prices, and special
loan of goods prior to invoicing.
customer packaging—can either be displayed automatically or by
Sage ERP X3 Purchasing covers the purchasing process from user request. Sage ERP X3 also supports sales kits with fixed
end to end, starting with management of requests for quotes components or as special configurations using variants and
(RFQs), input and follow-up of replies, and integration into the options. Shipping functions use customer-specific information
price list base. This is followed by purchase requests, orders to schedule deliveries on the right day and to enforce complete
raised and delivery monitoring, subcontract orders, buyer work- shipments of orders or line items as required.
loads, and management of signature circuits through to incoming
goods reception and verification of invoices. Flexible Pricing Rules
Sage ERP X3 promotes innovative, flexible pricing that helps
Analytical tools are used to monitor exchanges with suppliers
companies achieve an appropriate mix of customer value and
to meet the main objectives of the purchasing department in
profits. By combining key elements from customer and product
terms of quality assurance, compliance with delivery dates, and
master data, companies can exploit a wide variety of pricing
purchase cost.
methods like contracts, promotions, sales channel prices, and
Integration into the accounting system is automatic through variable kit pricing. Special features include the ability to price
preliminary and firm commitments. This provides operational by groups of lines and to add free products or quantities if
budget control from purchase requests to the issue of orders. predefined thresholds are met. Discounts and charges can
Actual data is integrated automatically through management be automatically factored into net price or broken out and
of invoices receivable and definitive invoices. Accounting tracked separately.
procedures involving averaging of expenses in relation to
Flexible Order Acceptance and Processing
service provision periods are also available.
Sage ERP X3 supports a variety of ways to facilitate building
Sage ERP X3 Inventory ensures optimum coherence and real- and optimizing long-term relationships with business partners.
time monitoring of inventory status data. Inventory control is fully Quotes can easily be turned into orders, contracts can be de-
user-definable on each site with the application of the multisite, fined, and releases scheduled for fixed and long-term planning
multiwarehouse and multilocation management. The module horizons. User-defined order types assure that only data
also incorporates some powerful quality control functions, also supporting the appropriate order mode is prompted, allowing
providing for total traceability of inventory quantities in real time, companies to vary order acceptance easily to phone, order form,
both upstream and downstream, by material flow management. counter sales, and electronic environments. Other productivity-
enhancing features include the ability to duplicate previous orders
The optional Freight Management Interface add-on enables rate easily and to revise existing orders by populating changes in order
shopping at order entry and seamless data exchange between date, carrier, or location across multiple line items.
Sage ERP X3 and the most popular parcel shipping systems such
as FedEx Ship Manager®, UPS Worldship®, USPS Shipping Secure credit card processing is provided through a seamless
Assistant, and LTL carriers. connected service utilizing Sage Exchange, Sage’s payment
solutions platform.
Inventory Allocation and Delivery Scheduling Contracts
Inventory can be allocated to orders immediately or deferred to Vary contract terms, validity dates, and prices by line
a separate process that allocates based on user-defined criteria. Schedule releases over user-defined firm and planning
Sage ERP X3 also supports the ability to reserve inventory for key time horizons
customers in advance of receiving their orders and to allocate
Automatically Generate Purchase Orders
by lot number as required. Ship-to addresses, shipping sites,
carriers, and delivery dates can be set by order line, eliminating Nonstock purchases
the need to create separate orders. Sage ERP X3 calculates the Automatically order predefined minimum quantities from
shipping dates needed to meet each customer’s delivery date and preferred supplier
automatically backorders quantities that are not available at the Supports direct and cross-docked orders
needed time. Users have easy access to time-phased, Available- Quotes
To-Promise information, as well as online visibility into different
Enter quotes for customers or prospects with full expiration
warehouses to help determine the most appropriate shipping
date control
point for filling orders. Alternatively, orders can be sourced by
shipping directly from suppliers, by transferring products from Produce hard copy quotations
other sites or by creating production orders. Sage ERP X3 Track probability of converting quotes into orders
provides the ability to create purchase orders (POs) to Easily convert quotes into sales orders
preferred suppliers automatically for prespecified products,
Sales Documents
such as nonstocks.
Order acknowledgements
Order/Shipment Preparation Sales quotes
Shipment Preparation provides a flexible process for managing Contracts
warehouse and customer order deliveries. Orders can be pro- Packing slips
cessed individually or grouped. These options allow customers to
Bill of lading
tailor the process to maximize their return on warehouse person-
nel and equipment. Certificate of analysis
Invoicing
Produced automatically or by user request
Features and Functions
Define invoicing rules according to customer preference—one per
order, shipment, bill of lading, or period
Order Entry Consolidate invoices based on customer-preferred frequencies—
User-defined order types for varying prompts, displays, and event daily, weekly, monthly, and more
sequencing Supports counter sale environments
Special orders for loans, transfers, and consignments Issue and track prepayment requests and payments
Fuzzy search customer locator Multiple payment terms and methods, including scheduled due
Add new customers online during order entry dates per invoice and recurring invoicing
Order products by customer product number and default Automatically use alternate payment terms if amount is less than
customer-specific information on order line predefined minimum
Order substitutes and products that supersede obsolete products Pro forma invoicing
Vary ship-tos, shipping sites, carriers, and delivery dates Supporting Inquiries
by order line Inquire during or outside of entry functions
Order kits with variants and options Last prices and price reasons
Check minimum gross margin and low price thresholds, and block Customer account information
or accept further entry according to rules
Current and projected stock levels by site or all sites
User-defined order holds with allocation control
Zoom to detailed information—locations, lots, serial numbers,
Sales order revision control with ability to replicate one change and more
across multiple line items
Reminders/Dunning Letters
Automatically close unfilled orders and lines within
predefined tolerance Supports multiple successive levels of reminder according to
severity of past due condition
Automatic intercompany transaction management
Block account activity based on user-defined criteria
Pricing Credit Checking
Automatic pricing by line item according to pricing rules with Online credit checking with ability to hold customers that fail
ability to edit credit check
Maintains gross and net price on order line with option to view Bypass credit checking for specified customers
price reasons and last prices
Customer credit inquiries
Automatically factor discounts and charges into net price or break
Reporting and Statistical Analysis
out separately
Standard reports or user-defined reporting using Crystal Reports®
Adds free products or quantities if predefined thresholds are met
User-defined formulas for calculating ABC rankings for customers
Recalculates prices for groups of related products if predefined
and products
threshold is met
Calculates differential between kit components selected during Standard tools for business intelligence and user-defined inquiries
order entry Sales Tax Calculations
Definition of restricted price books Supports North American and VAT taxing
Inventory Allocations Option to calculate prices with or without taxes
Allocate manually during order entry or separately using a batch Integration with third-party vendor for complex tax environments
process with options
Allocate by site, lot, or consignment location
Purchasing
Reserve inventory for customers (preorder)
Deallocate inventory Business Partners and Products
Allocate by customer shipping route and priority Sage ERP X3 Purchasing accesses the latest data about
Automatically allocate backorders upon receipt business partners and products. Buy-from, pay-to, and bill-from
Ability to “preassign” inbound inventory to existing operational information is defaulted on purchasing documents, while specific
activities product-level information can be used for sending documents
to suppliers using their own nomenclature to facilitate error-free
Customer Delivery Scheduling
transactions. Supporting information—such as supplier
Default shipping sites by ship-to delivery address performance metrics, notes, previous purchase prices, and
Maintain shipping lead times between sites and current promotions—can be displayed automatically or by user
ship-to addresses request. Buyers can easily access product information supporting
Calculate shipping date for meeting requested delivery date a variety of purchasing needs related to raw materials, nonstocks,
based on lead time supply items, and services. A special purchase order workplan
Maintain customer availability days and dates and round delivery facility is available for buyers to pull in all open purchase
date to next work day requirements from MRP and other purchase requests, make any
Multiple fulfillment methods—from stock, vendor direct, buy-in, adjustments, and automatically create POs.
transfer order
Flexible Pricing Rules
Shipping Confirmation
With Sage ERP X3, companies can easily maintain the latest
Produce picking tickets and packing slips supplier prices, terms, and promotions. Catalog prices, vendor
Record serial numbers for end-user tracking quotes, and contracted prices can be used automatically on
Combine multiple orders on a single shipment purchasing documents, while discounts and charges can either
be factored into net price or broken out separately. Financial
Automatic or manual shipping confirmation
rewards like free freight can be achieved by ordering groups of
Interfaces available for UPS and FedEx
related products that meet predefined thresholds.
Sales Commissions
Multiple sales reps per order line Purchase Planning and Ordering
Commission calculations based on user-defined formulas Sage ERP X3 supports the entire RFQ process, including entering
products, issuing RFQs to vendors, sending follow-up notices,
Customer Returns registering responses, and automatically generating pricing
Link return to original shipment records to use on purchase orders. Purchase requests can be
Track return, expected return, and expiration dates entered manually or generated automatically by MRP or non-MRP
Automatically or manually assign RMA numbers replenishment. Contracts can be defined and releases scheduled
for both fixed and long-term planning horizons. Purchase orders
Track return reasons by line item
can be entered manually or created automatically from sales
Process returns for loans orders, buyer workplans and purchase requests. Sage ERP X3
Produce credit memos
 Sage ERP X3 I Distribution

also supports encumbrance accounting, which allows companies Record vendor quotes, terms, and conditions
to precommit at the time of request—and formally commit at the Automatically generate pricing records
time of purchase—expenditures against predefined budgets.
Purchase Order Entry
Delivery Scheduling and Receiving User-defined order types for varying prompts, displays,
and event sequencing
Sage ERP X3 provides the ability to schedule an order quantity for
multiple receipt points and delivery dates on one purchase order, Vary receiving sites and delivery dates by line item
thereby reducing the number of POs and allowing price breaks Access previous purchase prices during entry
for total purchase quantities. A receipt entry function provides the Enter and default product information by supplier product
ability to record carrier information, assign inventory to warehouse
Track product group price thresholds for obtaining free freight
locations based on predefined putaway rules, and move quality-
Issue purchase orders—hard copy or electronic
controlled products to and from QC areas based on user-defined
inspection rules. Accepted quantities are immediately available Order status inquiries by PO, supplier, and product
for allocating to orders. Lot numbers and serial numbers can be PO revision control with ability to replicate one change across
recorded and subsequently tracked to their final destination, while multiple line items
expiration dates are calculated as required. Rejected products Contracts
can be scheduled for supplier return with the option to reinstate
Vary terms, validity dates, and prices by line item
the PO or request credit. Supplier invoices can be loaded from
Schedule releases over user-defined firm and planning
POs or receipts and three-way-matched prior to acceptance
time horizons
and payment.
Encumbrance Accounting
Checks budget allowances at time of request and purchase
Features and Functions Precommits at time of request; commits at time of PO, in fiscal
period of order date or due date
Purchased Product Categories Signature process for approving budget overruns
Raw materials Signature Management
Products purchased for resale Multilevel approval process:
Supplies and capital equipment Purchase requests I Purchase orders I Contracts
Services and recurring items (for example, maintenance) Workflow
Nonstocks Controlled by signature management specifically for
PO processing
Subcontracted products
Available globally based on any significant event trigger
Purchasing Modes
Receiving
Centralized and decentralized purchasing sites
Receive by supplier, PO number, or product
Deliver to internal sites, consignment locations, and
customers (direct shipments) Assign putaway locations
PO Creation Methods Record lot numbers and serial numbers
Manually enter POs or duplicate a previous PO Inspect QC products and calculate expiration dates
Copy from purchase requests and vendor quotes Receive full or partial quantities and products not on PO; option
to disallow overreceipts
Automatically generate POs from sales orders and
buyer workplans Record rejected and disputed receipts
Purchase Requests Supplier Invoice Entry
Enter manually or generate automatically from Vary entry based on user-defined parameters and by invoice type—
replenishment requirements normal, memo, third-party
Precommit amounts against budgeted expenditures Load lines from original PO or receipt
(encumbrance accounting) Match invoice to PO and receipt information
Optional multilevel approval cycle Supplier Returns
Requests for Proposal Enter manually or copy from PO or receipt
Enter manually or copy from purchase requests Track return reasons and lot numbers
Issue RFQs to any number of vendors Option to cancel order or reinstate on same PO line, new
Send follow-up reminders to vendor PO line, or new PO Inventory
Inventory Stock Movements

Sage ERP X3 manages all inbound, outbound, and intrasite stock

Comprehensive Product Information
movements. Receipts, shipments, intersite transfers, and returns are
Sage ERP X3 Inventory provides a common repository for maintain- tightly integrated with sales and purchasing. Transactions resulting
ing product information used in sales, purchasing, warehousing, and from physical count and other stock adjustments are controlled by
production. Sage ERP X3 manages lots, serial numbers, shelf life, parameter-driven entry windows, adaptable to individual user and
expiration dates, and potency. Supported costing methods include site policies. All intrasite stock movements to and from the
standard, average unit, FIFO, LIFO, last, lot, and order cost. Sales appropriate storage and picking locations are also managed.
information referring to substitutes, supersessions, warranty periods, Simple intersite transfers can be entered without the need to
customer products, and packaging is also provided. Products can create sales and purchase orders.
be handled in various units of measure including stock, sales, pur-
chasing, and packing, and in different types such as volume
and length. Features and Functions
Location Management
Product Catagories
Site parameters are used for flexible location numbering format
Manufactured
definitions, as well as warehouse receiving, storage, and picking
location assignments. Controls are provided to facilitate, delay, or Purchased
restrict access to locations as needed. Locations can be dedicated Subcontracted
to specific items, dynamically assigned, or used to track inventory Phantom
stored at third-party sites. Internal (supplies and capital equipment)
Inventory Balance Snapshots Services

Sage ERP X3 allows users to view stock balances by site includ- Nonstocked
ing on-hand, reserved, available, on-order, in-transit, on backorder, Descriptive Product Information
and QC, with further zooms to details at the location and lot levels. User-defined numbers, descriptions, and notes
Available-to-Promise and projected stock level inquiries help users to Embedding of Microsoft® Office documents (Word, Excel®)
visually see—using tables, graphs, or charts—the impact of events
Attached images and documents (such as MSDS)
like order allocations and planned purchase or production orders.
Supporting information for sales and purchasing (warranty
Quality Control and Sampling periods, nonstocks, and substitutes and supersessions)
Quality control features include forward and backward tracing of all Vendor and customer part number cross reference
QC-related transactions, as well as managing the disposition of Life cycle validity dates
accepted and rejected items. Both normal and lot-controlled items Multilingual translations
can be tracked from the point of origin—production or supplier—to
Location Management
the subsequent end user. All QC historical transactions are available
Flexible location numbering formats
on a single, easy-to-view window. Quantities in QC may be
considered when calculating available stock. Special features are Dedicated, random, and dynamic storage types
available to control items managed by expiration date, potency, and Suggested putaway and picking location assignments
International Units. QC Sampling logic that supports the ISO 2859 Dedicated to single or multiple items/location
standard is available. Sampling is initiated through multilevel controls Immediate, delayed, or blocked access
and is integrated throughout the QC process.
Consigned inventory tracking at third-party sites
Replenishment Automatic bin location replenishment
Inventory replenishment rules and data are maintained by product Stock Management
and site to help balance customer service and inventory levels, Track inventory by physical location
including lead time, safety stock, reorder formulas, and firm and Lot numbers and sublots
planning time horizons. Replenishment orders can be generated as
Quality status and disposition (accepted, rejected, in QC)
part of MRP or to reorder buy-for-stock items separately. Multiple-
order point and quantity schemes are supported including minimum/ Serial numbers
maximum, EOQ, and period coverage. Replenishment orders Expiration dates
automatically become open requirements for action by production or Potency
purchasing. Internal picking bins are automatically replenished from
Issue stock based on first-in or first-expired
bulk storage.
International Units management
Forward and backward traceability
 Sage ERP X3 I Distribution

Inventory Costing Methods Serial numbers

Standard Available-to-promise
Revised standard Stock movements
Order cost Allocation details
Average lot cost Potency
FIFO Easy download to Excel
LIFO Physical Counting
Average unit cost Cycle, spot, annual, and zero stock counts
Inventory Balances Option to include serial number validation
On-hand Select products based on ABC class
Allocated Enter, review, and validate physical counts
Reserved Maintain last count data by product/size
QC Inventory Replenishment
Available Calculates reorder points and EOQs
On-order User-defined safety stock factors
Backordered Calculates periods of coverage and lot sizes
Transferred Use with or without MRP
In-transit Supports minimum/maximum
Available-to-promise Bills of Material
Active Single or multilevel production and sales bills
Quality Control Normal components, variants, and options
Flexible definition of questions and responses Alternate BOM for special customer requirements
Tracks accepted, rejected, and expired stock Where-used inquiries
Performed with or without lot control Copy feature for defining similar BOM structures
Receiving, storage, and preshipping inspections Inventory Movements and Transactions
Historical transaction inquiries for traceability Intersite (transfers between sites)
Multiple Units of Measure Intrasite (transfers between locations)
Inventory units Picking location replenishment suggestions
Sales units, by product and customer product Receiving putaway suggestions
Purchasing units, by product and supplier product Places locations with expired products on hold
Packing units User-defined allocation and issue rules
Statistical units Complete traceability of all movements
Fixed or variable conversion factors User-defined inventory quantity adjustments
Define decimal quantities up to six digits Statistics and Management Reports
Stock Inquiries Inventory accuracy based on count adjustments
Quantities by warehouse Quality control (rejects, expired products, and others)
Stock details by warehouse ABC rankings (simulated and actual)
Location contents Supports up to five user-defined statistical product groups
Expired and expiring stock (product line, price class, and more)

Projected stock quantities Last activity data by product/site

Lots traceability

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