Merchandising and Logistics Platform
Fair Assistant
Sourcing Management
Order Tracking
Logistics
OTSB specializes in IT software solutions for merchandising and sourcing companies, from product sourcing at trade fairs to quotations, sampling, orders, order tracking, inspections and shipping. The solutions that are offered consists of a number of comprehensive modules that can be customized to meet the different needs of the users, and covers the complete supply chain operations from sourcing through to shipment including integration with logistics systems of warehousing and delivery. There are 2 unique features that will differentiate our solutions from our competitors in that we provide a product sourcing capture function available on iOS and Android as well as a comprehensive tracking system that will monitor and track each order from order confirmation to final inspection.
Mobile Sourcing and Data Capture APP
This is a unique APP available on iOS and Android devices that acts as an assistant when you visit fairs and exhibitions. It will help the buyer or agent to capture vendor details, product details including pricing, MOQ, photos and videos. It will work as a stand-alone App but will also automatically upload to a Cloud-based system for free online access to the sourcing data anywhere, anytime. The App can handle different product category templates such as garments, household electronics, etc. and basic templates are provided FREE. The App is free to download and use (please contact us for the link).
Product Sourcing and Vendor Database
MOTS provides a set of online functions to support product sourcing activities and allows for the creation of product database and vendor database. The product database allows for the creation and storage of Product Sheets (PS) which are essentially records of products including sourced products or requested products. Each PS will have an extensive set of fields to cover different types of information and works for all product categories. Information such as different Quantity/Prices, certifications, labelling, specifications, etc. The Vendor database records the vendors for each PS and is linked to the PS records. It will also record any factory inspections and alerts can be created to alert the merchandisers to carry out factory inspections.
Product Quotations and Comparisons
A very important feature of MOTS is the ability to allow users to record the multiple quotations for each PS and provides a price comparison reports. Each quotation can be linked to related samples received. These quotations can be used by the merchandisers to review and select a quotation that can be forwarded to their customers for review and order placement.
Sample Management
Often sample management is neglected and can be messy to check on when samples have been received, where they are, what state was it in and who was it sent to. MOTS provides a function to record the samples that have been requested, when they have been received (by the merchandiser), what state/condition it was in, who and when was it sent to. Also, very importantly, the cost of samples and whether they have resulted in an order and thus will be linked to a PS and also the PO if any. This will allow the Merchandiser to generate invoices for samples if no order have been placed within a certain period of time.
Customer Orders and Vendor Orders
After the completion of the product sourcing and the customer is ready to place an order, MOTS provides functions to allow the Merchandiser to create Proforma Invoices for the Customer and Purchase Orders for the vendors. The details of the order can be specified including certification requirements, labelling requirements, packing requirements, payment terms, etc. Orders reports can be printed and customer can electronically confirm the orders. Note that orders are linked to quotations which are linked to PS and also they are linked to inspections and shipping records.
Production and Order Tracking
One of the most important features of MOTS is the ability to proactively track EACH order and to alert the Merchandisers when there is any delay. Action Calenda templates containing multiple milestones can be created for different product categories and they can be used to create order tracking milestones for new orders. Each milestone will have a start date and target end date and if there is a delay, the system will generate alerts. There is also an auto escalation of alerts so that the merchandiser’s manager will be alerted if no action is taken. This feature will help to address the problem of ‘forgotten orders’ especially when the responsible merchandiser has left the company or when they are away on vacation.
QC and Inspections
Some of the milestones used in order tracking involves inspections including Inline Inspections and Final Inspections. When an inspection record has been created for an inspection and the results have been updated, then the order tracking milestones will automatically be updated so that the milestone has been completed and thus no alerts will be generated. Furthermore, the QC Manager can use the system to assign inspections to QC using criteria such as geographical locations, product types etc. The inspections will then be downloaded to the inspector’s App.
Shipment Booking
After the successful Final Inspection of an order, a shipment record can be created to record the shipment booking. The record will capture details such as ETD, ETA, shipment mode, vessel number, carrier, etc. The module can also be linked to shipping systems to automatically retrieve vessel details and shipping schedules.
Invoice Generation
For accounts departments, the generation of invoices after shipment can be difficult as there are always discrepancies in shipped quantities versus order quantities and so MOTS provides a convenient method to generate invoices against shipments related to the orders for transmission to accounting system’s Account Receivables. Other invoice types can also be created such as sample invoices, etc.
Fair related expense claims
There are other optional modules related to merchandising that is available in MOTS and they include expense claims by merchandisers when visiting fairs/exhibitions and by QC inspectors who require to book hotels. There is also a hotel booking function that allows the recording of hotel booking expenses.
Dashboard and Reporting
MOTS contains vast amount of data and information and that can be useful for merchandisers, QC staff and management. A summary of information is combined into a ‘Dashboard’ that can be accessed to each user when they login. These information includes Unshipped Orders, Failed Inspections, Delayed Order Tracking alerts, etc. The Dashboard can be customized to show the type of information required and can be accessed from their phones.
Mobile App Functions
Apart from the product sourcing data capture App, there is also an App for staff of the Merchandising company/agent which supports their operations. This App provides functions such as Dashboard, Inspection List, Approve Orders, Approve Inspections, etc. Note that the App is being upgraded, so please contact us if you are interested in learning more.
Integration to WMS/FMS Logistics Solutions
MOTS was designed to be integrated to other systems including Warehouse Management System (WMS) and Freight Management System (FMS). Finished goods can be shipped to a logistics center for storage where the have installed a WMS and distributed using the support of a FMS system. If you are interested in our WMS and FMS then please contact us.
Integration with Accounting Systems
While MOTS supports the operation of a merchandising company, the final action after the shipping of the goods is the generation of invoices for the shipped goods which are Account Receivables in the company’s accounting system. MOTS can be interfaced with most accounting and financial systems using interface files such as CSV or XML files.
