Proactive management of your data is now a necessity
Do you have the tools to manage your data effectively, or are you, like many other businesses, just making do with inefficient, insecure manual processes? With the growing threat of data theft and misuse, it’s vital that you get control of your data management and ensure that your staff are aware of their responsibilities when processing data relating to your customers, suppliers and other key stakeholders. There are many ways you can potentially gain control but, what is the best approach to take? With the help of a proactive business software system that has an integrated CRM module, it is simple to adopt a company-wide culture of responsible and effective data management.
Who has permission to see the data you have stored?
Many manual systems do not give you the ability to effectively store your data where access can be controlled. It is often too easy for someone to simply over-write data that has been added by someone else, or even lose files by accidentally moving them or saving them to a new location. If you are storing financial data, or other types of sensitive information, then you need to ensure that only those individuals who need access in order to do their job, actually have access. Giving open access to your sensitive data could result in a breach which in turn could result in financial loss as well as reputational damage.
How do you track who has edited your records/files?
Retaining records on who is editing a document can help you to trace any errors that may occur throughout the business and put procedures or training in place to stop this happening again. Audit logs can also help with traceability and document reliability, as well as minimising any future errors due to your employees taking greater ownership of their work.
Where is your data stored?
Having your data stored in multiple locations not only causes a headache for administration staff, but can also lead to miscalculated invoices, incorrect or out-of-date information being referenced and other clerical errors. If your business is lacking a centralised document management system, now may be the time to start investigating your options as this can significantly improve your overall efficiency as well as ensure accuracy at every stage.
Can you obtain and edit your data in a timely manner?
There is always the possibility of a customer or other stakeholder asking for visibility of their past orders, documented conversations or just simply the information you have stored about them. If this were to occur, are you confident that you could access the information required in a timely manner? Sadly, we find the trending answer to be increasingly negative. Having quick access to your files is imperative in achieving a smooth, lean operation in any business, and can save many wasted hours trawling through vast data archives should a data query occur.
Customers that use prof.ITplus know that they have a system that helps them control their customer and prospect data. The fully integrated CRM module within prof.ITplus can help you to effectively manage your data while helping you to deliver a professional service. The ability to attach documents and emails to individual records within prof.ITplus means you will be able to view all the contact details, enquiries, transactions and notes relating to a customer/prospect all in one location, with incoming and outgoing emails readily available to view in an instant. You can also run targeted marketing emails directly through the CRM, with the added benefit of being able to monitor who has given you permission to email them with marketing material at any given time.
prof.ITplus is perfectly suited to distributors, wholesalers and stockist businesses across many sectors, and has 18 fully integrated modules that help you keep your data in one safe and secure location.
Find out how our prof.ITplus software can help your business by calling 01299 873 873 to speak to one of our prof.ITplus consultants.

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Works Order Processing
prof.ITplus supplies you with the tools you need for kit assemblies and Bill of Materials. The WOP module gives you the control you need to effectively process Works Orders.
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Sales Order Management
Multi-channel order management software that seamlessly connects with all other business software modules for efficient and effective order management.
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Customer & Product Pricing
Sophisticated pricing functionality to handle any volume or complexity of products as well as store special customer pricing to help you deliver a personalised service with ease.
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Stock Management
Meet customer demands with inventory management software that helps you to monitor, control and optimise your stock levels.
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Warehouse Management
The prof.ITplus WMS maximises efficiencies from restocking to picking, packing and dispatching so your orders are fulfilled on time and with ease by your warehouse team.
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Trade Counter Sales
Suitable for trade counters or showrooms, the prof.ITplus Trade Counter Software gives you access to all inventory and customer information so you can deliver quality face-to-face customer service.
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Purchasing & Supplier Management
The fully integrated prof.ITplus purchase order processing system connects with your stock, warehouse, sales orders and accounts departments so you can make informed, accurate purchasing decisions.
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Returns Order Processing
prof.ITplus minimises the risk of losing money on missing returned stock and allows you to keep on top of your stock control and sales order process.
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Accounts & Invoicing
The fully integrated, Making Tax Digital Compatible Accounting module takes care of all your financial processes within one central system, making sure your data is always accurate.
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Sales & Company Reporting
Stay competitive in the wholesale & distribution industry with invaluable, real-time company and sales performance data using the prof.ITplus Business Intelligence Tools.
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Integrated eCommerce
Easily implement a multi-channel selling strategy with Marketplace and eCommerce integration that will grow your customer base and increase sales without the extra admin.
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Customer Relationship Management (CRM)
Manage your customer & prospect data and interactions in one, fully integrated platform. The prof.ITplus CRM will enable you to deliver quality customer service and maximise sales efforts.
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To find out how our Profit4 ERP software can transform your business, arrange a call-back with one of our ERP Consultants.