One of the special sector solutions of infoMátrix® software was created to meet the IT needs of distributors of medical aids. During its planning and development, we kept in mind the specific administration and logistics aspects of this sector.
This is a program certified by the National Health Insurance Fund (NEAK), with which service providers can report the sale and repair of medical aids prescribed by a specialist to the health fund. This report is the basis of the settlement between the service providers and the National Health Insurance Fund. infoMátrix® provides the option to include prescription and non-prescription items on a sales receipt or a service worksheet. The program calculates the portion of the prescription item to be paid by the customer, as well as the amount of the subsidy, based on the regularly updated medical aids published by NEAK and the subsidy rules.
The Accountancy module of infoMátrix® provides up-to-date accounting processes and data retrieval options with simple, ledger number-based accounting and automatic accounting procedures. It fully fulfills the functions that comply with the legal obligations and, at the same time, ensures the management information data service that meets the needs of the given entrepreneur.
The accounting of traffic data is based on the data of the Financial module of infoMátrix®, built-in automations and checks ensure the consistency between the two modules. Most of the data recorded in the financial area (outgoing invoices, incoming invoices, bank, treasury) can be booked with automatic procedures using the detailed ledger-based parameterization system of business processes. All subsystems supporting business processes and the Financial module itself provide a variety of options for this.
In addition to accounting, farmers can create and use any code system that suits their own needs as a supplement to their accounting entries. The logic, format, and possible connection of the ledger application of each additional code to a code of another subsystem can be set.
Functions designed for the controlled reception of ledger submissions ensure that data can be easily received even from foreign systems.
In addition to the classic ledger lists (excerpt, cardboard), cost and calculation, matrix queries ensure the quick extraction of the necessary data for all managers and analysts. The results of all queries can be stored and further processed in different formats (printing, xls-, dbf-, txt export.). Each account of the ledger chart of accounts can be organized into collections, so lists that are more consolidated than the general ledger extract and can be easily interpreted even without accounting knowledge can be created.
With functions that support the quick retrieval of accounting items, even filtering by amount, individual receipts can be easily found, the place of origin of the data and the accounting process can be tracked. The necessary repairs can be made if you have the right permissions. A period can be closed at any time, ensuring the reproducibility of the submitted and evaluated data. Statements can be defined based on the data of the general ledger extract. Each user can easily create their different mandatory and internal tables (balance sheet, profit and loss, cost statements, post-calculation analysis tables) adapted to their unique environment. A frequent request is to create tables in a foreign language (in the presence of foreign ownership) with content different from the Hungarian reporting obligations. With the help of the aforementioned functionality, all such tasks can be solved quickly, and changes can be transferred easily.
In addition to the actual data, special accounting logs can be defined to store plan and base data, the data retrieval functions enable their comparison.
Farmers who also use account class 6 and 7 can perform their cost allocation tasks with the help of the Accountancy module. The process of cost allocation can be easily structured, several built-in algorithms help to specify and calculate the % allocation rates. The documents generated as a result of the division are stored in separate accounting journals, and the data retrieval functions can be used to control whether we want to view the results together with or without them.
The Finance module of infoMátrix® covers classic financial functions.
Any number and format of outgoing invoices with a logo can be created in accordance with the provisions of the Ministry of Finance Decree. It is capable of foreign currency invoicing, in any currency, with exchange rate records, or even by printing an invoice in a foreign language. One of the new features of our system is the option of issuing and receiving electronic invoices. In the case of incoming invoices, the system provides support for electronic invoice verification.
infoMátrix® also manages bank receipts and petty cash, keeping records based on forints and foreign currencies. For bank processing, a two-way connection can be used with the Internet or "office banking" applications, sending the item packages to be transferred and importing bank statements. In addition to these, due to the peculiarity of the integrated system, the so-called implements the connection with the professional subsystems (tourism, healthcare, service, warehouse, motor vehicle trade, etc.) through proforma invoices. Financial receipts appear in the general ledger immediately as unbooked items, thus ensuring a fast flow of data in the system.
In finance, documents are registered on the basis of a registration book (registration number). Partner current account correction can also be achieved using them between transfers. Additional functions of the module are the parts that prepare the VAT return and precisely handle delayed administration.
A function group specially designed for the controlling area is reconciliation management. Each conciliator can be understood as a product group or service or project for which the system collects costs and sales revenues. It provides the economic manager with up-to-date information on the development of expected costs and revenues, creating a basis for corporate controlling. Based on the income and expenses, the system also calculates the margin, ensuring that the profit can also be demonstrated at elementary levels.
Financial lists are of prime importance in the program. They are available in endless variations to facilitate control and provide management with a comprehensive, transparent picture of the financial situation. In addition, the lists can be saved in a spreadsheet program in order to provide basic data for even broader analysis.
The Tangible asset module of infoMátrix® provides analytical records related to fixed assets, with many convenient, automatic functions. It also handles the settlement of high-value, low-value and long-term investments. The change in the value of the assets is realized based on the rights system expanded by the user, such as activation, calculation of depreciation according to plan, scrapping, sale of tangible assets, etc. When adding a fixed asset, the program performs the activation, and in the case of a low-value fixed asset, the depreciation calculation. Based on the ledger numbers and account information assigned to the legal titles, he prepares the ledger shipment.
The fact that the module works with tangible asset types and cost centers provides a structured record of tangible assets, which results in fast data recording, automatic depreciation calculation, and the preparation of precise ledger posting. The system calculates the depreciation with daily accuracy, based on the description key specified in the master data. The Tangible Assets module of infoMátrix® records and manages the residual value, changes in value according to the Accounting and Tax Act, and accessories related to fixed assets in a manner prescribed by law. In its lists, you can find the list of Tangible assets, broken down by low and high value, by cost center, and by residual value. It also prints the tangible asset card, ledger posting in abstract and detailed breakdowns.
The document management module enables the electronic storage, organization, labeling and retrieval of incoming documents and those created during the procedure. The documents can be linked to the administrative data stored in the system with the help of links, which greatly improves the efficiency of administration. Access to documents can be limited to different groups of operators, the activity with documents can be logged.
The storage of documents is format neutral: any data that exists in the form of a file can be stored. This can be, for example, an electronic mail, its attachment, text, table, image, sound, drawing. Results of scanners, camera content, voice recorder recording - all manageable data. The file manager receives the file and uploads it to the database. There is no need to save the file in the original location, because it is already downloaded from the database when viewing. You entrust the display of the downloaded file to the given machine: a program capable of displaying the format in question must be installed on it.
Documents can be typed to control access and the recording of additional data. This type of document can be, for example, a supplier's invoice, service provider contract, fire protection protocol, legal documents, customer complaints, etc.
Operator groups can be linked to document types to control access. Only members of the specified group can create, view, modify and delete certain types of documents. Other operators are not even aware of the document's existence.
Labels can be assigned to document types. These tags can be used to record additional (meta) data about documents. When retrieving documents, filtering can also be based on tags.
The label can also be a reference. In this case, the stored document can be linked directly to other data and documents stored in the system, such as a partner, invoice, contract, worksheet, repaired device. Storing documents can consume a lot of space in the database. The module can therefore be operated in a split way. In this case, the content of the documents can be stored on a different cost-effective device separate from the infoMátrix database.
The infoMátrix® Marketing and customer relationship (CRM) registration module can be used to record every single contact with the customer, their method, date, and subject. Future customers - about whom we hardly know anything yet - and our already known, old customers can be handled separately.
Accumulated data can be retrieved in many ways, missing or neglected customers can be detected. In order to make an accurate assessment of our known customers from a marketing point of view, the module collects the traffic data accumulated in the other modules of infoMátrix® and presents an easily comprehensible picture of the customer in question to the operator. Marketers can freely expand the range of data kept about the partner according to their own criteria, and they can classify this data into categories.
Partners can be organized into target groups. The data call-up lists of the general and sector-specific modules of the infoMátrix® (e.g. warehouse, trade, finance, etc.) can be used to create the target groups. The list of partners included in the results of the data retrieval can be transferred to the Marketing module, where a target group can be formed from it, and a new target group can be formed by logically combining (and/or/excluding) the membership of several target groups. With this method, marketers can find answers to their questions that change every day and can save the target group formed based on their decisions for later use. You can send an e-mail or text message to the members of the target group, or you can edit an address list for postal correspondence.
All of the company's employees participate in the maintenance of customer relations with their own well-done work. However, in many cases, the customer's problem is not solved by the person who contacted him, but by one or more colleagues. In order to ensure a smooth flow of information within the company, the tasks created in this way can be recorded in the infoMátrix® and issued to the employee assigned for execution, who can document the completion of the task. This task manager is not only suitable for managing tasks triggered by the client, but also for managing all tasks within the company. After the marketing module has been put into operation, the task manager appears in every infoMátrix® module so that employees working in individual areas can access it immediately and easily.
The tasks can be classified into types, the tasks of each type (e.g. DM letter campaign) can be retrieved. By setting the status of the tasks, the current status of each task can be monitored. Different dates can be attached to the task, such as task start date, deadline, task end date. The person responsible for the task can be recorded. The operator can issue a task to himself and it is also possible to transfer the task between operators. Text instructions, descriptions and sub-tasks can be recorded for the task. A significant part of the documents created in the active modules of infoMátrix® can be linked to the task as a reference. If a task is assigned, the administrator designated as responsible will be notified of the unaccepted task. Through the task manager, managers can send messages to other managers or to a group of managers.
By using the module, the shortcomings of traditional communication channels (words, messages, e-mails) can be eliminated, and forgotten and neglected tasks, whether internal or customer-related, will be fewer and discoverable.
The infoMátrix® contract registration module is suitable for the registration of the contracts concluded with the customers of the given company, in connection with which it is necessary to prepare outgoing invoices periodically, with permanent or performance-dependent invoice items.
Any number of categorized contract types can be created, which can be used to describe the invoicing properties, format, time schedules and participants and stakeholders of the customer contracts of the given company. In connection with a contract, several partners may be involved in invoicing (e.g. cost sharing), the items may arise regularly or be performance-based. The items to be invoiced based on performance can come from other modules of infoMátrix® or even from external sources by importing data. The fee items are based on infoMátrix®'s own list of services, so outbound invoices that are fully prepared for accounting are created. The infoMátrix® contract registration module is also suitable for registering planned contracts or price offers that have not yet been concluded. You can start the functions for importing the fulfillments, generate the regular due dates, and based on these, the proforma invoices or even the final outgoing invoices can be automatically prepared. Based on the categorization of contracts, infoMátrix® is able to transfer the proforma invoices created on the basis of contracts to another infoMátrix® system or even to another invoicing program.
The infoMátrix® warehousing and material management module supports the user in carrying out stock registration and material management tasks. It provides the generally expected revenue, sales, order registration and inventory functions. The module manages several warehouses and it is possible to mark the location of the materials and components in the stock within the warehouse. When printing every receipt that modifies the stock, a receipt suitable for a quick stock check containing the location codes (shelf number) is created, creating the possibility of a continuous check. The slightest difference between the actual and the registered warehouse inventory is revealed very quickly. The inventory support functions guide the operator through the inventory process in detail. The module records stocks at a weighted average price. An important feature of the module is the possibility of subsequently modifying incorrectly recorded income receipts, which the module allows until the end of a period. After the corrective modification, the stock value and the purchase value of the sold goods (The infoMátrix® warehousing and material management module supports the user in performing stock registration and material management tasks. It provides the generally expected revenue, sales, order registration and inventory functions The module manages several warehouses and it is possible to mark the location of the materials and components in the stock within the warehouse. When printing each receipt that modifies the stock, a receipt suitable for quick inventory control containing location codes (shelf numbers) is created, creating the possibility of continuous tracking. The actual and registered warehouse the smallest deviation in the inventory is thus revealed very quickly. The inventory support functions guide the operator through the inventory process in detail. The module records the inventory at a weighted average price. An important ability to subsequently modify incorrectly recorded income receipts option, which the module allows until the end of a period. After the corrective change, it recalculates the inventory value and the cost of goods sold (CoGS). It supports the value reconciliation of receipts and vendor invoices in two ways. It is able to generate an unreceived incoming invoice from the receipt, which is part of the invoice verification process. In addition, it is possible to view the differences in the amounts of the warehouse receipts and the incoming invoices related to them in a list, and you can even initiate corrections from here. If the user performs this check before the monthly closing, the deviation of the inventory value that can be detected by the general ledger and obtained from warehouse analytics can be minimized on a monthly basis as well. One of the main strengths of the warehouse module is dynamic material management. Determining the minimum stock (safety stock and expected loss) is also possible manually, but it can also be calculated automatically. When generating the outgoing order, the program can take into account the confirmed incoming orders, the safety stock, the expected loss and the delivery conditions. Of course, when the goods arrive, it is connected to the outgoing order, so it also records the supplier's backlogs. When using the program, a wide variety of reports and statistics can be requested based on the data entered into the database. The turnover reports are suitable for informing the owner and showing the performance of the employees involved in commercial work. In addition to filtering out erroneously entered master data, the sorting of articles function is suitable for material management grouping of articles (good sales, winter sales, less sales, etc.) and even classifying them as unused. The monitoring of idle stocks has been given an important role because it significantly affects the efficiency of the commercial process. Depending on the brand representation, it may be necessary to establish some level of data connection with foreign systems. The following three cases occur most often:
As in the other modules of infoMatrix®, we have placed a lot of emphasis on the wide range of rights that can be set. With the help of warehouse legal concepts, customized operations can be precisely set up, from very loose organizations (based on a relationship of trust) to companies with very strict management regulations. Individually identified devices and parts that require quantity registration can also be managed with the same inventory registration program. Of course, when adding the article, it must be decided whether the factory's numerous registers are necessary. During the sale of a supported device, the program also requests the data required for Prescription Settlement. Prescriptions are settled in a manner approved by the National Health Insurance Fund (NEAK). The invoice includes the net and gross amount, as well as the amount of the subsidy. An electronic connection ensures the main update (so-called PUPHA), verification of the Social security number, and the sending of reports. Several selling prices can be created for the parts. When selling over the counter, it is also possible to use a price type depending on the customer. Different pricing principles can be assigned to different price types. A discount depending on partner, partner group, article and article group can also be set. The amount of the discount can be displayed on the invoice. In addition, a package discount can be given, and even a contract price can be used. The manager can also enter an incoming order during the sale, if the customer requests a product that cannot be delivered due to a lack of stock. The program is able to confirm the incoming order and require a cashier's deposit. Of course, additional tasks related to the reservation (notifications, notices) can also be administered.
If the production process can be divided into several work phases and it is necessary to determine the cost price per work phase and globally, the infoMátrix® service module helps the user in this record.
A worksheet follows the entire work process. As many operations can be opened for the worksheet as the production can be divided into work phases. Operations can be completed separately, and several settlements can be linked to a worksheet. The worksheet can be charged with the following cost elements:
The ordering of missing parts, the tying of received parts in stock, and the registration of used parts are integrated with the warehouse module. The work of the mechanics can be logged with a barcode-controlled stamp function, and the value they produce can be determined based on standard books. The status of the work issued to the subcontractor and its further rejection can also be tracked on the worksheet.
Registering tasks and documents related to the worksheet provides additional opportunities. The work of employees who are not directly involved in production (e.g.: Quality Manager) can also be tracked, and related documents (blueprints, certification) can be quickly accessed from the worksheet.
The infoMátrix® Prescription settlement module is a program certified by the National Health Insurance Fund (NEAK), with which service providers can report the sale and repair of medical aids prescribed by a specialist to the health fund. This report is the basis of the settlement between the service providers and the National Health Insurance Fund Manager. The module is organically connected to the Finance, Warehouse and Service modules of infoMátrix® and supports multi-site operation. IMXVény provides the possibility to have a mix of prescription and non-prescription items on a sales receipt or a service worksheet. The program calculates the portion of the item prescribed on the prescription to be paid by the customer, as well as the amount of the subsidy, on the basis of the regularly updated family of medical aids published by NEAK and the subsidy rules. When recording the prescription data, the validity of the Social Security Number is checked, but it is also possible to do so without providing a receipt. The monthly report can be generated from the module, the error list can be loaded and a corrective report can be prepared based on this.