Border Merchant Systems
CounterAct Document Management
The secure storage and retrieval of paper records is a headache for many businesses. Companies have to keep documentation for audit and tax purposes yet storing paperwork not only takes up valuable space, but the time taken to both file and retrieve documents when required is non-productive.
To help with this, Border has made a number of enhancements to its CounterAct Software to make it easier for merchants to scan and store all types of documents. All financial documents generated by CounterAct are stored as a matter of course, with the latest CounterAct issue allowing users to automatically email stored proof of collection or delivery (POC’s and POD’s) with ‘ease and efficiency’.
POCs and PODs are stored with digital images of signatures. These can then be emailed as an inclusion with an invoice run with preferences set by an individual customer. Additionally, cash receipts can be sent as an email from the trade counter instead of producing a paper copy.
Other developments include the linking of documents. This allows users to securely store and retrieve accounts forms, photos of deliveries, copies of customer orders, drawings and contracts. These documents can be linked in a number of places in CounterAct including a customer account, customer order or a nominal ledger account.
In recent months, Border has welcomed a number of new CounterAct users including East Midlands-based Woodlane Timber Merchants, Devizes Building Supplies and its sister company Westbury Building Supplies, the four sites of Tudors Building Supplies in and around Hereford along with Builders Supply Stores (Coventry) and its specialist bathroom site — Archways Bathrooms.
Making Tax Digital
Whewells (Hardboard), a long-established family timber merchant, has chosen MAM Trader to help it meet its obligations under Making Tax Digital. Changes to the UK tax system came into force in April and require VAT-registered businesses with a turnover exceeding £85,000 to submit their returns electronically. The company’s previous system did not provide this functionality, leaving owner Michael Whewell with the decision of whether to upgrade with his company’s existing provider or go in search of new business management software.
He said: “Making Tax Digital forced the issue of finding a new software provider for us. Finding a compatible system was the most important criteria.”
Other benefits within Trader stood out for Whewells, including its user-friendly interface and the fact it appeared easy to learn. The company was also keen to find a system that would help it better process sales transactions, as well as simplify day-to-day tasks for the accounting team.
Whewells opted for the cloud version of the software after previously using a server-based system. Michael explained: “We were nervous about moving to the cloud, however the cost advantages outweighed any worries we might have had — as did the knowledge that MAM would be in charge of updating and maintaining our software. The 3G/4G backup will also give us peace of mind if our line connection should ever drop.”
Earlier this year, Jack Sealey Ltd — one of the UK’s largest tool and equipment suppliers — became the first company to commit to providing data to MAM Software’s point of sale catalogue. Known as Tradercat, it is fully compatible with MAM’s Trader software and will allow merchants to access the catalogue to easily search, filter and compare products from individual brands. Price and stock information is available, and users can add parts to the point of sale screen.
The company has also recently signed up NMBS member, Pertonstore.com. The family-run specialist in ceiling and dry lining supplies was said to have favoured Trader’s innovative ERP application over other products for its user-friendly interface and scalability.