Total ERP Solutions
Total ERP System is a comprehensive enterprise resource planning solution designed to integrate and automate core business functions, including inventory, accounting, sales, production, and HR. It supports multi-branch operations, VAT compliance, and advanced reporting, making it ideal for Kenyan businesses with features like loyalty programs and bulk notifications...
Total ERP System: Features and Modules Overview
UPDATED!! & DISCOUNTED. Total ERP System is a comprehensive enterprise resource planning solution designed to integrate and automate core business functions, including inventory, accounting, sales, production, and HR. It supports multi-branch operations, VAT compliance, and advanced reporting, making it ideal for Kenyan businesses with features like loyalty programs and bulk notifications. The system enhances efficiency by centralizing data, reducing manual errors, and providing real-time insights through dashboards and charts.
| Module/Feature | Key Features | Benefits |
|---|---|---|
| Stock Item Management | - Reorder levels and alerts for low stock - Obsolete stock identification and disposal tracking - Item categorization with variants | Prevents stockouts or excess inventory, optimizes storage space, and minimizes losses from outdated goods. |
| Inventory Costing Methods | - FIFO (First In, First Out), Average Cost, LIFO (Last In, First Out), Zero Cost options - Automated cost assignment and valuation updates | Ensures accurate financial reporting, supports compliance with accounting standards, and aids in precise profitability analysis. |
| Stock Transfer | - Branch/location-wise transfers with tracking - Approval workflows and transfer notes - Real-time stock level synchronization | Facilitates seamless multi-location operations, reduces discrepancies, and supports efficient distribution across branches. |
| General Ledgers and Cash Book | - Automated ledger postings and cash book maintenance - Multi-currency support and journal entries | Centralizes financial records for accuracy, speeds up audits, and provides a single source of truth for transactions. |
| Sales & Expenses Management | - Invoice generation, expense categorization, and approval - Budget vs. actual tracking | Streamlines revenue and cost tracking, improves cash flow visibility, and supports informed spending decisions. |
| Profit and Loss Account Statement (Income Statement) | - Automated generation with customizable periods - Drill-down to transaction details | Delivers clear profitability insights, aids tax preparation, and highlights revenue drivers for strategic adjustments. |
| Balance Sheet (Statement of Financial Position) | - Real-time asset/liability snapshots - Consolidated views for branches | Ensures regulatory compliance, supports investor reporting, and tracks overall financial health. |
| Cash Flow Statement | - Direct/indirect method calculations - Forecasting based on historical data | Enhances liquidity management, identifies cash gaps early, and supports better financial planning. |
| Fund Flow Statement | - Analysis of fund sources and uses - Integration with balance sheet changes | Provides deeper insights into capital movements, aids investment decisions, and ensures sustainable growth. |
| Trial Balance Statement | - Automated balancing and error detection - Exportable formats for review | Minimizes accounting errors, accelerates month-end closes, and facilitates quick reconciliations. |
| Bank Reconciliation & Cost Centers | - Auto-matching of bank statements - Cost allocation to centers/projects | Saves time on reconciliations, improves cost control, and enhances departmental budgeting accuracy. |
| Bill/Invoice Wise Details | - Detailed tracking of bills and invoices - Payment status and reminders | Reduces overdue payments, improves debtor management, and ensures complete audit trails. |
| Branch Accounting | - Consolidated and individual branch ledgers - Inter-branch transaction handling | Supports decentralized operations while maintaining centralized oversight, ideal for multi-location Kenyan firms. |
| VAT Accounting (Input/Output VAT Account) & Analysis | - Automated VAT calculations and filings - Input/output reconciliations and reports | Ensures KRA compliance, simplifies tax returns, and optimizes VAT reclaim processes. |
| Barcode Support and Multiple Barcode for Single Item | - Scanning integration and duplicate barcode assignment - Label printing and updates | Accelerates checkout processes, reduces errors in stock handling, and supports varied product packaging. |
| Stock Item Locations | - Location-specific tracking and bin management - Transfer and adjustment logs | Improves warehouse efficiency, enables quick stock location, and minimizes search times. |
| Multi Units (Measures) | - Support for Kgs, litres, metres, Pcs, Bags of 10kg, Tin of 20kg, etc. - Unit conversion automation | Handles diverse product types accurately, prevents measurement errors, and supports flexible selling options. |
| Sales: Cash Sales & Credit Sales | - Instant cash processing and credit limit checks - Integration with inventory deductions | Boosts sales speed for cash transactions while managing credit risks effectively. |
| Sales Invoices (For Credit Sales) | - Customizable templates and automated numbering - Email dispatch and status tracking | Professionalizes billing, speeds up collections, and integrates seamlessly with accounting. |
| Cash Receipts (For Cash Sales) | - Receipt generation and deposit linking - Petty cash handling | Ensures secure cash management, provides proof of transactions, and aids daily reconciliations. |
| Sales Returns Notes | - Return authorization and stock reversal - Reason coding for analysis | Handles returns efficiently, maintains customer satisfaction, and updates inventory accurately. |
| Sales Orders Notes | - Order confirmation and fulfillment tracking - Partial shipment support | Streamlines order processing, reduces backorders, and improves delivery timelines. |
| Sales Quotation Notes | - Quote generation with validity periods - Conversion to orders/invoices | Wins more business by professional quoting, tracks quote-to-sale ratios for sales performance. |
| Credit Notes | - Automated issuance for adjustments/returns - VAT impact calculations | Manages overpayments or discounts cleanly, maintains accurate ledgers, and complies with tax rules. |
| Delivery Notes | - Packing slip generation with item details - Signature capture integration | Ensures accurate deliveries, reduces disputes, and supports logistics tracking. |
| Debtors Ageing Analysis (Monitoring) | - Aged receivable reports with thresholds - Automated reminders | Improves cash collection, identifies risky accounts, and enhances credit policies. |
| Purchases: Cash Purchase & Credit Purchase | - Instant cash booking and supplier credit terms - Approval gates for purchases | Controls spending while enabling flexible procurement, integrates with inventory. |
| Purchase Invoice (For Credit Purchase) | - Invoice matching with POs and GRNs - Payment scheduling | Prevents overpayments, streamlines AP processes, and ensures vendor accuracy. |
| Purchase Receipt (For Cash Purchase) | - Receipt logging and expense allocation - Tax deduction at source | Simplifies cash buys, maintains records, and supports quick expense claims. |
| Purchase Returns Notes | - Return processing and credit issuance - Quality check integration | Manages defective goods, protects margins, and strengthens supplier relations. |
| Purchase Enquiry Note | - RFQ (Request for Quotation) tools - Supplier quote comparison | Secures best prices, streamlines sourcing, and builds a vendor database. |
| Purchase Orders (LPOs) | - Automated PO generation from requisitions - Electronic approvals | Reduces manual paperwork, enforces budgets, and tracks commitments. |
| Debit Notes | - Issuance for shortages or price adjustments - Supplier reconciliation | Corrects invoice errors promptly, maintains accurate payables, and avoids disputes. |
| Goods Received Notes | - GRN creation with quality inspections - Variance reporting | Verifies deliveries, updates stock instantly, and flags discrepancies early. |
| Supplier Ageing Analysis (Monitoring) | - Payable ageing with due date alerts - Cash discount capture | Optimizes payments, leverages discounts, and manages supplier credit effectively. |
| Production/Manufacturing Module | - Bill of Materials (BOM), work orders, and routing - Capacity planning and shop floor control - Yield tracking and waste management | Streamlines manufacturing workflows, reduces production costs, and ensures on-time delivery. |
| Project Management Module | - Project budgeting, timelines, and resource allocation - Milestone tracking and Gantt charts - Expense and revenue tracking per project | Enhances project oversight, improves profitability, and supports client reporting. |
| Job Cards Management Module | - Job scheduling, time tracking, and costing - Technician assignment and completion notes - Integration with inventory for parts | Optimizes service operations, bills accurately for labor/materials, and tracks job efficiency. |
| Payroll Processing/Management | - Employee records, salary calculations, and deductions - Payslip generation and statutory filings - Leave and attendance integration | Automates payroll compliance, reduces errors, and supports HR analytics for Kenyan labor laws. |
| Users Rights (Authority Levels/Rights) | - Role-based access controls and permissions - Audit logs for changes | Secures data, prevents unauthorized actions, and ensures compliance with internal policies. |
| Members Cards and Redeem (Loyalty Points) | - Card issuance, point accrual/redemption - Tiered rewards and expiry rules | Boosts customer retention, increases repeat sales, and personalizes marketing efforts. |
| Bulk SMS and Email Notifications | - Template-based alerts for orders, payments, stock - Integration with local gateways | Improves communication, automates reminders, and enhances customer/supplier engagement. |
| Data Backup and Restore Daily | - Automated scheduled backups to cloud/local - One-click restore with version history | Protects against data loss, ensures business continuity, and meets data security standards. |
| Accounting Reports (e.g., Sales, Expenses, Stocks, Service etc.) (Charts and Histograms) | - Visual dashboards with graphs and histograms - Custom filters and export options | Provides intuitive insights, supports trend analysis, and aids quick decision-making. |
| Inventory Detailed Reports and Summary Reports | - Stock valuation, movement, and turnover analyses - ABC analysis for prioritization | Optimizes inventory strategies, reduces holding costs, and forecasts demand accurately. |
| Sales and Purchase Reports | - Transaction summaries, trends, and vendor/customer performance - Comparative period views | Tracks sales velocity, identifies top performers, and refines procurement tactics. |
| Account and Finance Reports | - Financial statements, ratios, and variance reports - Multi-branch consolidations | Ensures financial transparency, supports budgeting, and complies with KRA requirements. |
| Project Reports | - Progress, budget vs. actual, and ROI metrics - Resource utilization summaries | Monitors project health, mitigates risks, and improves future estimations. |
| Production Reports | - Output yields, downtime logs, and efficiency KPIs - Material consumption details | Identifies bottlenecks, enhances quality control, and boosts manufacturing productivity. |
| Counter Reports | - POS transaction logs and shift summaries - Cash drawer reconciliations | Supports retail oversight, detects discrepancies, and improves frontline efficiency. |
| Payroll Reports | - Salary breakdowns, tax withholdings, and compliance filings - Attendance and overtime analyses | Streamlines HR reporting, ensures statutory adherence, and facilitates performance reviews. |
| Daily Profit Reports | - Real-time P&L snapshots for the day - Margin breakdowns by product/category | Enables daily financial monitoring, quick adjustments, and profitability optimization. |
| Dashboard Reports Summary (Today Receipt, Today Payments, Today Sales, Last Week Purchase, Last Week Sales, Last Week Cash Flow) | - Interactive widgets with KPIs and trends - Customizable views for roles | Offers at-a-glance oversight, supports proactive management, and drives data-driven decisions. |
| Daily Sales and Daily Purchase Reports | - End-of-day automated emails/PDFs - Item-wise and channel breakdowns | Facilitates routine reviews, aids cash flow planning, and highlights daily opportunities. |
| SMS & Email Log Files Reports | - Delivery status, open rates, and campaign analytics - Cost and volume tracking | Measures communication ROI, refines notification strategies, and ensures audit readiness. |
By unifying these modules, Total ERP System eliminates silos, automates compliance-heavy tasks like VAT and eTIMS (via integrations), and scales for growing enterprises. It's cloud-enabled for remote access and includes mobile apps for field teams. With the recent update and discount, it's a cost-effective choice—contact the provider for a demo tailored to your Kenyan operations.
