Solutions for Buying Groups

ECS – Enterprise Co-operative Systems is a complete end-to-end, “cloud based” ERP/BPM (Enterprise Resource Planning/Business Process Management) system for Buying Groups and Purchasing Co-operatives. It has been developed over 15 years with millions of dollars in investments. As of 2016 ECS has processed 20 million + documents, managed billions of dollars in sales for members and vendors and tracked, processed and analyzed millions of dollars of volume incentives and rebate monies. ECS has been implemented for the Lumber & Building Materials industry and can be molded into buying groups/purchasing co-operatives for any industry The different modules of ECS are as below:

  • Setups (member, vendor, product, vendor SKU Management, vendor and co-op terms)
  • Rebates (setups – any type – guaranteed, growth-goal, contracts, accruals of rebates, receive rebates from vendors, process and payout rebates to members, reconcile rebates at the vendor SKU level, track, analyze and monitor rebates, provide intelligence to negotiate better programs with vendors)
  • Co-op Capital Management -
  • Sales & Purchasing (purchase orders, sales orders, logistics with 3PL management, BRM – business relationship management)
  • Inventory (warehouse, 3rd party warehouse, reload centers,
  • EDI (full suite EDI that “TRULY” automate transactions – orders, reverse orders, invoices, remittance, ACH – inbound and outbound, product management – not just get the data back and forth, but have them auto-checked, cleaned, error logged and processed all the way to the G/L – current implementation allows for millions of transactions per year managed by 3 resources).
  • Financials (A/R, A/P, A/P creating A/R, integrated General Ledger, Banking)
  • Transaction History (complete audit of transactions from order to cash – vendor to member, at the product level)
  • Credit (member credit analysis, different KPIs for buying groups – buying behavior, payment trends, early warning indicators, credit check systems, integrated credit management with sales & purchasing)
  • Marketing (trade shows, Marketing program and service management for members, vendor Marketing contracts, vendor management)
  • Co-op promotions (vendor promotion management)
  • Billing Transfer Management (transfer billing – directs to co-op)
  • Business Intelligence (1 stop shop for ALL reporting, self-service reporting – the ECS Universe)

Built using VB, .NET, Microsoft SQL Server, Analysis Services, Crystal Reports, Power BI, Sharepoint, EDI X12, any-to-any transactions and can be hosted as a private, hybrid or public cloud service.

Our solution encompasses a complete management dashboard of your Buying Group. We work with your systems to build your Buying Group Universe (a data warehouse that has all the entities/actors/players of your business and their measures – sales, service fees, rebates, quantities and volumes across different units of measure, key performing indicators or KPIs and entity relations)

  • Rebates
  • YTD Sales
  • Sales to Budget
  • Inventory
  • Service Charges
  • Credits & Claims
  • Marketing $
  • Trade Shows
  • Slice & dice across years, quarters, months
  • Slice & dice across members, regions, locations
  • Slice & dice across vendors, products, SKUs, categories
  • Slice & dice across member & vendors – create your own reports and views.
  • Publish, share, schedule reports to run – weekly, monthly

Built using MS Analysis Services, Sharepoint, Power BI, Power Pivots, Excel/Office 365, Crystal Reports, SQL Reporting Services.

Our rebate management solutions encompass the following:

  • Setup of rebates – guaranteed rebates, growth-goal or incentive rebates, tiered rebates, exception management of rebates (by vendor, member, SKU, product category), rebate formulae (accrual and payment)
  • Earn rebates – based on setup, calculate member-earned rebates from invoice lines. If your buying group does not take billing, we can connect to your member systems and do these calculations (requires participation from your membership).
  • Receive rebates – receive rebate payments from vendors
  • Reconcile rebates – reconcile received rebates and spread them as per the history of member purchases. Reconcile “earned to received” rebates and manage rebate received from vendors. Get every rebate from the vendor, to the “penny”!
  • Payout rebates – pay rebates to vendors – connect to your Accounting systems to create payables and rebate checks.

Built using VB .NET, C# .NET Microsoft SQL Server, Analysis Services, Crystal Reports, Power BI, Sharepoint and can be hosted as a private, hybrid or public cloud service.

Our systems integration solutions encompass ANY-ANY transaction processing. We have connected 800+ member locations to 1000+ suppliers, vendors, manufactures and wholesalers.

  • Ansi X12 for Buying Groups
    • EDI X12 810 Invoicing
    • EDI X12 850 Purchase Orders
    • EDI X12 855 Reverse Purchase Orders
    • EDI X12 820 Remittance Advice
    • EDI 812 856 Advance Ship Notifications
    • All other X12 documents
  • AS1/AS2 Standards
  • Direct SQL to SQL data transfers
  • Flat file transfers (csv, txt, xml)
  • Data mappers (Altova, Gentran, Inovis/GXS, Epicor)
  • Our own ECSDi (a custom any-any mapper)

We do not just get the data from one system to another. We integrate the data all the way so your operations can reap the benefits from our system integration solutions. With detailed error logging at every step and simple setups (easy to understand) we ensure your operations can stay lean and process millions of transactions.

Built using EDI X12, Microsoft .NET, Microsoft SQL Server, Microsoft BI

As you know, buying groups need to manage member credit tightly. One A/R write-off can wipe out profits for the whole year! Our credit management solution is an end-to-end credit assessment, monitoring and reporting solution.

  • Key Performance Indicators and Financial Ratios to set credit limits
  • Manage cash and credit
  • Week to week cash and credit management
  • Credit Approval system for members and vendors
  • EDI Order Acknowledgements (reverse purchase orders) from vendors used to credit check orders automatically
  • Integrated with Sales & Purchasing systems (order entry and order fulfillment)
  • Credit inquiries – what is available to sell
  • Member Financials – collection, analysis and predictions

Built using C# .NET, Microsoft SQL Server, Analysis Services, Crystal Reports and can be hosted as a private, hybrid or public cloud service.

Our solutions encompass a complete logistics management system for buying groups that have truck freights (TL, LTL) and/or rail freights.

  • Integrating with 2PLs, 3PLs
  • Setup, maintenance and inquiry of freights (TL, LTL, Rail) across origin/desto pairs.
  • Google Map Integrations
  • Bing Map Integrations
  • History freight reports
  • Late shipment reports
  • Vendor Management reports
  • Freight billing
  • Integration with Order Entry
  • Integration with Accounting Systems
  • Full suite EDI solutions
    • EDI X12 210 Motor Carrier Freight details & invoice
    • EDI X12 211 Bill of Lading
    • EDI X12 214 Transportation Carrier Shipment Status Message
    • EDI X12 315 Status details (ocean)
    • EDI X12 856 Advance Ship Notifications
    • EDI X12 861 Receiving Advice/Acceptance Certificate
    • EDI X12 310 Freight Receipt and Invoice
    • All other X12 documents
    • AS1/AS2 Standards
    • Direct SQL to SQL data transfers
    • Flat file transfers (csv, txt, xml)
    • Data mappers (Altova, Gentran, Inovis/GXS, Epicor)
    • Our own ECSDi (a custom any-any mapper)

Built using C# .NET, Microsoft SQL Server, Analysis Services, Crystal Reports and can be hosted as a private, hybrid or public cloud service.

Business Relationship Management is our CRM solutions for Buying Groups. Traditional CRM systems like SalesForce focus on the customer. For Buying groups, both member and vendor relationships are equally important. Our BRM solutions integrate with your sales systems, rebate management and credit management systems.

  • Buying Group Sales pipeline management
  • Call Reporting
  • Member Penetration
  • Member Recruitments
  • Vendor Recruitments
  • Marketing Integrations
  • Mass Mailings
  • Distribution List Management
  • Trade Show Integrations
  • Outlook Integrations
  • Contact Management – 1 stop for ALL co-op contacts – maintained at co-op, member and vendor locations
  • Google and Bing Integrations
  • Constant Contact, MailChimp Integrations
  • FluidSurvey, SurveyMonkey Integrations
  • Data integrations from back-office and all other systems/modules
  • SalesForce Automation for Buying Groups

Built using C# .NET, Microsoft SQL Server, Analysis Services, Crystal Reports, Sharepoint Foundation Server with numerous CRM integrations and can be hosted as a private, hybrid or public cloud service.

Claims and credits are one of the top problems of every Buying Group. There are no central claims management system for all members across all vendors. Claims are filed with vendors and credits may take months to process. Credit Invoices are lost and sometimes duplicate credits are processed, creating more claims! Our claims management solutions bring the A/P departments of Members and Credit Department of Vendors under 1 application. With our solutions, claims are processed 3 to 5 times faster than normal. This has been proven in our prior implementations.

  • All vendor credit contacts recorded under 1 system
  • Members file claims through our solution
  • Claims are sent directly to vendor credit departments
  • Claims are categorized by different reasons
  • Pictures and documents associated with claims
  • Credits are attached to the claims
  • Integrated with Billing
  • Claims are aged and managed by Buying Group management
  • Vendor reporting – late settlers.
  • Member reporting – too many invalid claims.
  • Reporting on claims and credits.

Built using C# .NET, Microsoft SQL Server, Analysis Services, Crystal Reports and can be hosted as a private, hybrid or public cloud service.