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Core Modules

Core comprises a reliable framework of industry standard modules. As well as delivering commercial benefit in isolation, these modules provide a gateway platform that allows you to grow your dash MIS with additional functionality as your business expands.

Customer Services

This module ensures access to all information which may be required in one real time customer centric view; so that customer facing staff can confidently give immediate feedback on current and historical information. It is specifically designed for users receiving telephone enquiries and provides visibility on all transactions with a customer including: quotations, jobs, proofs, deliveries, invoices, stock levels and sales orders.

Job Tracking

In one screen a view of the job production workflow is displayed as a tree structure with each aspect surrounding the workflow presented clearly within tab windows. This provides a user-friendly view of every element of the job.

Fully specified production jobs are created from a successful quotation from within the dash Sales Enquiry & Quotation Manager including chargeable items (for invoicing), relevant works orders, tasks, deliveries, proofs, materials required and estimated times.

The works orders are a user defined breakdown of the components for completion within a job. In each works order, the individual tasks are listed which are the necessary activities to produce the element of the job. This can also provide an estimated versus actual overview for each element of the job and the job as a whole. Visual indications of the status of each task and works order are signified by coloured icons.

Other key features

Job comments, Job file folders, Job analysis, Standard Job ticket, Order confirmation

Can be used in conjunction with Optimus Automate – for workflow and Imposition integrations

Proof Tracking

Allows users to record status updates of proofs. Visibility is key, with the following statuses being available; planned, waiting a decision, approved, rejected, approved with alterations and cancelled; ensuring production are aware of the status in real time and can plan accordingly.

Stock and Inventory Management

Optimus Stock Management is the complete solution to enable the recording and monitoring of all transactions for any material items including warehouse and customer owned stock. This provides accurate control, analysis, and reporting of stock levels, values, classifications, and locations. Optimus Stock Management ensures no duplication of effort as there is no need to maintain spreadsheets for individual customer owned stock.

Optimus Stock Management facilitates the requisitioning, purchase ordering, receipting, and issuing of goods, including materials and outwork to a production job, ensuring that accurate costs are automatically updated on each job.

When a job is created from a quotation, all materials required are generated without re-keying. Stock can be automatically allocated, or if stock levels are low, a notification of an order requirement is created, thus ensuring stock levels are kept to a minimum. This helps with improving efficiency.

Each stock item code can be recorded in differing units of measure, to accommodate the quantities defined and required by the user.

Reporting and analysis on stock levels, valuations, checks, status, audit and stock movements are available ensuring complete visibility and control.

Can be used in conjunction with Optimus Extend – MSM mobile stock manager.

Purchase order Processing

A comprehensive and easy to use purchasing system that facilitates efficient purchasing and effective procurement by recording and monitoring all requisitions and purchase orders for any item required.

When a job is created, requisitions for materials and outwork are automatically generated. Where there are insufficient stock levels, the Core Stock Management System presents the information in the Purchase Order Processing module. This can then be converted into a purchase order and can be raised by job or supplier daily or on demand.

Purchase Order statuses are easily identified by icons within the Purchase Order screen and can be printed or emailed directly to the supplier. The flexibility of the Purchase Order Processing Module allows for both centralised and non-centralised purchasing.

Can be used in conjunction with Optimus Extend – PO Approvals


Designed to provide complete visibility and control of all despatch activities including: Finished goods, deliveries to outwork suppliers and from outwork suppliers to customers, and even deliveries between customers.

In one screen, a list of delivery requirements including scheduled delivery date, proposed delivery method, weight, quantity, and description of the items are all available to view.

Delivery requirements are created within the production job or within the Despatch Module. Each delivery requirement is allocated a delivery method, to enable the fast creation of the delivery schedule by date and method.

Each delivery requirement is progressed through a series of statuses and once scheduled, the delivery note, and labels are available for printing. Once printed, the schedule will reflect the delivery is ready for despatch.

Once despatched, with one click, the delivery requirement is marked as delivered and the production job is automatically updated with a date and time stamp.

Can be used in conjunction with Optimus Automate – Web services to integrate with 3rd party software or courier platforms

Sales Invoicing and Chargeable items

Sales Invoicing is a comprehensive invoicing tool allowing the fast production of sales invoices.

Invoices are produced from Chargeable Items, in turn, the Chargeable Item is automatically created when a job is created from a quotation. This not only negates the need for re-keying as all text originating from the quotation appears, but also ensures the customer is charged with what has been agreed in the accepted quotation.

Also additional chargeable items can be quickly created should there be any ‘extras’ to be charged as the job progresses. This ensures that all relevant charges are captured and passed onto the customer.

Sales Invoices can be consolidated for those customers wishing to receive one invoice for multiple jobs or can be created on an individual job by job basis. Invoices can be either produced and printed or more commonly emailed directly from the system within Optimus.

Can be used in conjunction with Optimus Automate- Accounts link integration. And Optimus Extend – Purchase Order Invoice Reconciliation (POIR)

Using the Optimus Accounts Link allows the releasing of documents in a controlled environment. Optimus will not allow duplicate posting to the Accounting Software as only those invoices marked as printed or emailed can be released.

Manual timesheets and Active work

Manual timesheets provide the mechanism for timesheets to be created where no real time data capture is in use. This provides costing information to still be collected and attributed to the correct tasks and jobs and complete tasks as they are entered.

The Active Work Screen displays all current productive and non-productive activities by staff, resource, task, and job. Estimated times, current activity duration and overall actual time are displayed. Warning indicators clearly highlight where actual time has exceeded estimated times, ensuring Production Managers have an instant view of potential bottlenecks and late deliveries.

Can be used in conjunction with Optimus Automate – Remote Data Capture (RDC)

Business Intelligence

Business intelligence (BI) is the use of management software to combine business analytics, data mining, data visualisation, data tools and infrastructure, and best practices to help organisations to make more data-driven decisions.

Sales Analysis

Sales Analysis is designed to provide instant, easy access to key sales performance statistics and is driven by the invoiced revenue of the Company. A real time breakdown of sales achieved in both numerical and graphical display is available, with multiple filters and display options, giving an instant view of sales statistics by: Customer, product lines, representative and geographical area. Further detailed analysis of sales to added value, wage costs, contribution and profitability, makes Sales Analysis the essential tool to monitor sales and profitability.

Transaction Analysis

Transaction Analysis is designed to provide instant, easy access to production costing statistics and is driven by actual costs recorded. A real time breakdown of production time, materials and outwork costs incurred in both numerical and graphical display is available, with multiple filters and display options, giving an instant view of: Cost statistics and trends by date, customer, department and resource.

Work In progress Summary

Providing an instant snapshot of work in progress, an overview of cost statistics and the number of jobs to be completed together with jobs overdue, our systems enable a complete real time view of the total order book.

Optimus Work in Progress Summary is continuously updated with: Material issues, outwork purchased, and time booked to each job, ensuring that an accurate picture of work to be completed is always available. Equally, a separate view showing an order book turnover prediction includes both complete and incomplete jobs in the month. This enables management to forecast turnover on a daily basis if required.

Standard Management Reporting

Each Core module comes with its own set of standard reports, from Enquiry analysis to Invoice reconciliation. A full list of standard reports can be downloaded here.

Can be used in conjunction with Optimus Intelligence – dataflex

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