Every company works individually according to its own specifications, and they also say “Every company ticks differently”. For this reason, almost all companies accumulate countless Excel spreadsheets and other documents over time, which are often stored in different locations in different directories. Since finished ERP software usually only covers a part of a company’s requirements, the company has no choice but to collect data in this form. With this method of working, however, it is difficult in the long run to keep track of all the data.
At this point, an overall solution can offer an individually adaptable and expandable ERP system. With the FileMaker platform, an outstandingly scalable database system is available for this purpose, with which adaptations can also be managed for non-EDP professionals. With gFM-Business, we offer ERP software with CRM, invoicing and merchandise management that can be adapted to individual requirements within the framework of open or customizing licenses.
Customer management with CRM
In a company, a CRM (Customer Relationship Management) represents the area of customer administration. In addition to addresses, contact persons, bank details and many other data, actions such as telephone conversations or meetings can be recorded in a CRM, which can be saved in chronological order to the customer and called up as resubmissions. In order to be able to find customers, suppliers and interested parties at any time according to various criteria, a CRM offers a multitude of individual selection fields. Documents and any number of files can also be saved for each customer. A good CRM offers the possibility to transfer addresses and appointments into other programs like Microsoft Outlook or the Apple applications from macOS. Some CRM systems also offer the option of creating routes between to calculate and display two locations. In a CRM system, all data associated with a contact such as offers, invoices, services or SEPA mandates are visible and callable. The gFM Business ERP system contains an integrated CRM system that contains all the above-mentioned functions and a customer-related statistics module as standard. Up to 35 fields and their input type can be freely defined for customers and addresses in gFM-Business.
In addition, the CRM can be extended by any functions in the open or customizing license. For example, it is easily possible to automatically make any data from the CRM available in other modules or to link data from other modules with customer data. Of course, the database in all data tables can be extended by any fields. Own modules such as an individual tracking system for repairs can be connected directly with the CRM module. All versions of gFM-Business also allow access to data from gFM-Business from their own FileMaker databases.
Merchandise management with article, warehouse and inventory management
The enterprise resource planning (ERP) system represents the subarea of the flow of goods in a company. For its part, merchandise management usually consists of article management and billing for the creation of quotations, invoices and other documents. In order, for example, to be able to use addresses from CRM to create documents, the merchandise management system is also linked to CRM. Many merchandise management systems have interfaces in the billing document to logistics service providers such as DHL or UPS and sometimes also to online shop systems in order to automatically transfer orders in the online shop to the billing document.
The article management in Ideally, a merchandise management system contains a warehouse management system in which each goods receipt and goods issue, as well as manual stock changes, are recorded in a log. The article management of an enterprise resource planning system often contains interfaces to import or export articles from external files or online shops.
The integrated merchandise management of the gFM Business ERP system contains all the above-mentioned functions and can be enhanced with additional functions under an open or Customizing license. For example, on the basis of gFM-Business Professional we have developed an individual industry solution for a printing company in which numerous product features can influence the pricing in the invoice. If the properties of several products in a document match, other scale prices are automatically used for all relevant products on the document, for example. In the area of merchandise management, many and extensive adaptations are possible in order to adapt the software to the individual operating processes of a company in the best possible way.
Document Management and Correspondence
Another part of a company consists of correspondence with other companies or private individuals. This is why many ERP systems also include a module for creating and managing documents. The document management module is usually linked to the CRM in order to be able to assign documents directly to the stored contacts.
With the document management module contained in gFM-Business, any letters, serial letters, faxes, e-mails and newsletters can be sent to contacts from the CRM. Additional software such as Microsoft Word is not required. The software supports the sending of graphic e-mails and newsletters by integrating the text to be sent into an HTML template. In addition, existing paper documents can be directly The software can be scanned and archived with multilingual text recognition.
Individual adaptations and extensions can also be implemented in the document management module in the open or customizing license. In addition, in all versions of gFM-Business, all print layouts can be fully edited and extended with FileMaker Pro.
Many companies use project management software to bundle different information and documents within a project. Virtually every agency software includes a project management module. A project can therefore be assigned a wide variety of information; the gFM Business ERP system supports the addition of any number of customers, contacts, services, employees, documents, quotations, orders, invoices, credit notes and purchase orders to a project. In addition, any number of project tasks and files can be attached to a project.
Individual changes or enhancements can also be implemented in the area of project management with the open or customizing license. This makes it easy to link any other data to a project.
The ERP system: the sum of all modules.
An ERP system (Enterprise Resource Planning) is the term used when software maps a large part of a company’s business processes. An ERP system often consists of the modules CRM, merchandise management/invoice, article and warehouse management, document management and often also project management. ERP software aims to map as many company processes as possible within a single software package in order to avoid duplicate data or the accumulation of loose documents. This is to ensure that all information can be used immediately wherever it is needed.
A CRM system such as gFM-Business forms the basis for is able to handle the majority of all processes that generally occur in a company. The software offers all the functions mentioned in this article as well as other modules such as inventory management, logbook management and comprehensive business statistics. In addition, SEPA mandates and direct debits as well as account statements can be managed with online banking software and invoices can be posted in a posting list that can be transferred to a tax consultant via DATEV export.
However, in larger organizations or more complex environments, it is often necessary to add more data or functionality to the software to achieve the best possible data management results. For this purpose, we offer the gFM-Business ERP system as a customizing or open license, which is ideally suited for the realization of individual extensions due to its FileMaker basis.