Program Features Overview

Time Saving Features

Time Saving Features automate repetitive functions and tasks, saving a great deal of time. Sales and purchase orders are entered only once and available to all immediately. Single finger, super easy, fast entry for sales orders and purchase orders (using default orders), making sales order and purchase order entry much faster to input than writing down on paper.

With default sales orders and default purchase orders, only the quantity needs to be entered. A minimum number of keystrokes are required, with instant lookups for data input. Data is updated continually, accurate information is available at all times, for all users. Status of orders are known at all times during the sales process. Summary screens display all orders in a certain status category along with color coding making it easy to spot problems.

Easy access to customer and vendor information. Automatic faxing of documents such as confirmations, pick lists, bills of lading, invoices, etc. Online order notes make it easy to track problems and lets all users know what is happening. Routing programs allow deliveries to be consolidated and planned efficiently. Any of the programs and information can be limited to specific groups of authorized users, or individually.

Our software is feature-rich with flexible tools to help manage your produce business, such as:  automatic pricing, company-defined inspections, attaching pictures and documents to sales, purchases, etc.  Reporting can be done in a myriad of ways: by commodity, variety, package-type, by salesperson, by vendor, by customer, by date ranges, etc.

It is very difficult to enumerate all of the features along with the ones that are being added daily to Produce Magic Software.  We believe your reading our pages will encourage you to contact us so that we may discuss your needs and you learn all of the ways our TEAM may be able to help you and your company.

Accounts Payable

Accounts Payable A separate Accounts Payable item is automatically created for each purchase order line item (inventory lot) and also for each of the products that are purchased directly in sales order line items.

Produce Magic Software provides 40 user defined Cost / Revenue types, which provide outstanding cost accounting information. Each Site and Department / Warehouse combination has a separate General Ledger Account Number for revenue and for cost, for each of the 40 cost / revenue types that are used by the company.

Since all 40 cost types are stored for each of the three levels (memo, header and lines), it allows reports to be designed to include any pertinent cost / revenue information.

Certain grower contracts might include or exclude specific costs, so storing all 120 of the cost type totals separately in each record makes it very easy to get the information that is needed. Accounts payable items can be added to any of the five levels, memo, purchase order header, purchase order line items, sales order header and sales order line items.

Accounts Payables items attached to the memo header are automatically allocated to each of the purchase order headers for the memo, then automatically allocated to each of the purchase order line items under each of the purchase order headers. Each purchase order line item has an inventory lot attached to it.

All purchase order line item costs are automatically transferred to the inventory lot for that line item. Accounts Payable items added to purchase order headers or sales order headers are automatically allocated to the line items under them, based on each line item’s percentage of the total order’s net weight. Accounts Payable costs can be attached to one line item or one inventory lot and not the entire purchase order or sales order, so the costs only go to that one line item or one inventory lot. Since all sales order line items are filled with an inventory lot or customer fill purchase, all costs allocated to customer fill purchases and inventory lots are transferred to sales orders for profit and loss purposes.

Each Accounts Payable item can be approved for payment separately, without paying all of the line items on an order or purchase order. Produce Magic Software interfaces directly with Quick Books Pro, Business Works, and Platinum for Windows for check writing and General Ledger needs.

Crop Management and Crop Accounting

Accounts payable costs can be allocated to any number of crop inventory lots. Overhead costs are allocated to crop inventory lots based on each lot’s percentage of the total weight for that division.

For audit trail purposes, each cost allocation is assigned its own transaction number that links it to its separate allocations. Action / activity records are tracked and stored for each crop inventory lot. Chemical, fertilizer and water applications (etc.) are tracked along with all required information.

Hourly and piecework labor costs (minimums and incentives) can be tracked for each growing operation through our PC based time clocks. Input can be through barcode readers or directly through keyboard. Action records may be linked to the project and cost center codes in our time clock programs. Action types can be set up for specific crews, so that employees and wages can be tracked more accurately. Special purchase orders track what is produced by each crop, field, or growing block, or down to each row.

Our crop management programs track all of the costs for a growing operation until the product reaches the warehouse. Crop inventory lots are automatically linked to repacked inventory created from the bulk lot. The crop inventory lot links all costs, actions and notes together. A crop inventory lot may be defined as one entire commodity / variety crop, one field, or a portion of a field.

It is our philosophy that good produce and food production software should work the way YOU do business, instead of you needing to change how you do things to be able to use a software package.