The ERP and CRM software standard for the promotional products industry.
The ERP and CRM software standard for the promotional products industry.
Then Promotional Office is the solution for you. Promotional Office forces your employees to work more efficiently and structured. Through understandable overviews you have insight into your own order portfolio and thus always be in control of your own company.
Reduce your administrative work by more than 60% by using our efficient quotation and order administration software.
Promotional Office is an established cloud-based ERP & CRM business management software system complete and exclusively developed for the promotional products industry. Promotional Office is used by distributors, suppliers and even by manufacturers of promotional products. The unique order planning process makes it easy and convenient to keep control of, for example, quotes, orders, purchase orders, invoices, appointments and payment reminders.
Promotional Office dashboard; From the visual representation of the process flow, you can quickly jump to the desired process part.
Forms and stationery in your own house style; The built-in layout editor allows you to create forms exactly according to your own corporate branding. (such as quotes, orders, invoices, packing slips, etc)
Message Center; When a supplier post an important message via Promidata Portal, you will receive this message here.
Sponsored products; When a supplier puts one or more of his products in the spotlights, you will see those products here.
Query function; The query function allows you to compose, store, and view your own data lists.
The central dashboard gives a clear overview of the status of each order by using colors. You will immediately see which customer needs to be called, which products are to be ordered today, and which customer needs to be invoiced quickly. The dashboard ensures that you can not forget anything and that mistakes are belonging to the past.
In addition, Promotional Office handles the entire logistic handling with regard to the processing and editing of products, such as printed matter and embroidery (this is unique in comparisation to all other ERP systems on the market). The system remembers for instance the printing techniques that have been carried out in the past for certain products which you have sold to your customer, including the logo material, so that subsequent orders can be delivered even faster.
The screenshots in the movie below are in the German language, but all our software is available in the English language as well
of promotional Office in the Netherlands
of promotional Office in England
of promotional Office in Germany
You can link Promotional Office with your webshop, whether you have an own webshop or the Promidata Shopware webshop; Promidata Webshop. Promotional Office includes many different web services that you can invoke from within external applications, so also from Webshops. Think of the automatic sending of sales orders that you have received through your webshop. From within Promotional Office, you can then use these orders as a basis to create the purchase orders for your suppliers and printers/embroiders. This way you can manage the whole logistic process. From within Promotional Office you can also upload products directly to your webshop. Both Promotional Office and the Promidata Shopware webshops are connected to Promas, the new product content system from Promidata. Promas contains nowadays already more than 70,000 products with more than 300,000 different variations (SKUs). The products even contain quantity discount prices of the variable editing costs, so calculating a complicated order including printed matter is quickly arranged.
Transfer orders from your webshop to promotional Office
Transfer products from promotional Office to your webshop
Master data; Here you will find the customer card, the supplier card, the products database, etc.
Quotations; Here you create your quotations. The process is simple and fast; You choose a customer, you choose a product, you select the desired editing options and send the quotation to your customer.
Sales orders; Here you create your sales-orders or you go here when you have converted a quotation into a sales-order under the previous point 2.
Purchase orders; Here you can arrange your purchase orders for your suppliers. Here you can also arrange the orders for the print editings for your print-companies or embroidery-companies.
Deliveries; Here you arrange the deliveries to your customers. You create the packing slips and you arrange the transport here.
Invoices; In This overview you control everything that has to do with invoices, such as generating invoices or sending the payment reminders.
Warehouse; The warehouse module allows you to manage multiple warehouse locations in your country and abroad. Stock mutations can be transferred to your webshop.
Via the dashboard of Promotional Office you can quickly find your way to all the sections of the order process within your business administration. For example: Do you want to create a quotation for a customer? You simply click on the corresponding icon (2) and you can start creating your new quotation.
Would you like to see a list of all quotations that have been outstanding for more than one week? Also for these kind of questions you click on the same icon (2) and you will find the right information quickly.
The same applies of course also to all questions about your sales orders. For everything that has to do with sales orders, you click on the “Order” icon (3).
Each sales-order has a status
The sales-order overview clearly shows the status of each sales-order with the help of colors. You immediately see which customer should be called, which products should be purchased today, and which customer should be invoiced. The dashboard ensures that you can not forget anything and that mistakes are belonging to the past.
You can drag each column to another location
Typing allows you to quickly filter a list of only those items that match your search criteria
In the navigation bar you can instantly find all the other functions related to (in this case) the sales-orders
Quickly filter by text in the columns
Create your own filters with our Filter-editor. You can filter extensively on any imaginable field on any conceivable criteria.
A smart, built-in query function makes it possible to quickly retrieve every conceivable list of data for management purposes. Multilingualism in Promotional Office ensures that foreign customers can read their quotations in their language and that suppliers receive your purchase-orders in their language.
Via the visual sales-order plan board you get a clear overview on all your sales-orders in process. In one clear overview you see all your sales-orders in combination with the corresponding tasks. Think of tasks such as “Waiting for approval of the printed matter by your printer” or “Customer approval”. By means of color combinations you can see at a glance which sales order deserves your immediate attention, which time-tables are not met and which sales-order can be delivered. You also see the status of all the relevant purchase-orders so that you can adjust your schedule accordingly.
Promotional Office can be connected to many well-known accounting packages. The most powerfull ‘out-of-the-box’ connection is currently the intergration with accounting package “Twinfield”. This coupling between Promotional Office and Twinfield is a so-called 2-ways connection. 1) The upload of invoices from Promotional Office to Twinfield and 2) the download of purchase invoices from Twinfield back to Promotional Office for purposes such as pre-calculation and post-calculation . Promotional Office communicates via so called web services and is therefore open to be able to link to any third-party services.
You can drag and drop any element on your form.
You can group elements to make them easier to drag
Here you will find a comprehensive toolbox with many formulierfucties
Here you will find all the fields you can use within promotional Office
With the internal form and stationery editor, each form (such as an invoice or a quotation) can be exactly designed according to your house style.
There are various standard form types available within Promotional Office, including: – Quotation – Order confirmation – Sales-order – Purchase-order – Packing slip – Invoice – Reminder, etc.
You can use the editor to really tailor each form, exactly the way you want.
Here you can determine which colleague you want to see the agenda items in this overview
Each color relates to a type of agenda item; For example, orange only refers to quotations and blue only applies to orders
Because it is possible to link tasks and / or actions related to a customer, quotation or order to an employee, every employee – in addition to an action list on the dashboard – also has the possibility to view a complete agenda. If, for example, an employee is ill or on vacation, everyone can look into his or her agenda and take over any tasks. This agenda shows all tasks / actions in different colors. The colors are used to distinguish between quotations, sales-order, purchase-orders, customer actions, and so on.
Inventory keeping companies, usually suppliers, can make use of the extensive warehouse functionalities with an unlimited number of stock locations and the creation and management of an unlimited number of racks and shelves. Manufacturers can make use of our production modules when they are producing composite products. They can also make use of our article configurator for the assembly of, for example, christmas packages, ballpoint pens, lip care products, pots with sweets, etc.
Specific functions associated with the warehouse management
You will also receive a Promidata Portal account with your Promotional Office subscription. From within Promidata Portal you can select the suppliers you want to work with. The products of these selected suppliers will be automatically transfered to your Promotional Office database. You can even determine which product groups you want to turn on or off per supplier. At each supplier you can see whether the product prices are purchase prices or sales prices. Depending on that, you can increase those prices by a margin or decrease them by a discount factor. You can use the editing options (such as the different types of the printed matter possibilities) provided by the suppliers, but you can also link your own editing options to the products of a supplier.
It is possible to add your own products to this system, you will then become an exclusive supplier for only these products. This product information will of course never be shared with other users within Promidata Portal. If all the margins or discount factors of the product prices of your suppliers are set, then you can utilize these products inside your Promotional Office environment.
Promidata Portal Dashboard
Access to Proms
Set up price margins CQ Discounts Per Vendor
Set up various profiles for Web shops, for promotional Office but also for XML data feeds
The CRM system of Promidata is the beating heart of our company
Thanks to Promotional Office, we can respond much more flexibly to the customer’s needs. Because of this is our order handling and therefore also the delivery time of our products considerably decreased.
The great thing is that Promidata understands our problems and continues to develop continuously
Thanks to the software from Promidata, our efficiency and quality of selling till to the extradition has been increased.
The software of Promidata has useful and powerfull features which gives us the space to pay more attention to other important things.
Promidata offers ideal solutions for companies that are active in the promotional products industry and that want to arrange both order processing and administration errorless, quickly and against low cost.