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Many small and medium-sized ventures are administered with a hotch-potch of paper records, spreadsheets and, perhaps, a simple PC book-keeping system. As they grow and develop they either struggle on as their admin creaks under the strain, or thoughts turn to a database to bring everything together.

This often leads to a stark choice:

• A proprietory system, which is often costly and complicated to install and run - not just in terms of buying the software, but the time and hassle in learning how to use it.

• Or a cheap and cheerful system, limited in how it works for the business.

• And for many businesses, the prospect of commissioning a programmer to design a bespoke system is often way beyond their available budget.

Flexi-Data: The Perfect Solution

It's a breeze to set-up and use - because we do all the work and customise it to your exact requirements!  And all YOU have to do is decide exactly what tables, records and data-types are implemented.

Because it runs online, you and your team can access your data from any PC. Indeed, you can make records available to your Clients, your Accountant or even your Lawyer!

• Click here to take a test-drive...

• Contact us to arrange a no-obligation quote...

Since the entire set-up process is handled by us, you're not left scratching your head trying to work out how to configure everything - all we need is a list of the data tables and data-fields you need and we can have you up and running in just a matter days.

• Click here to download a PDF version of the following specification

• Click here to download a PDF version of the detailed user manual

Overview

Flexi-Data is an online database system which offers its Users a powerful and highly flexible platform based on proven and robust technology. It is implemented in a cost-efficient modular fashion, from a basic data function through to a fully integrated accounting package. Virtually any type of data storage, retrieval and operational management can be accommodated.

Once commissioned, Flexi-Data is largely managed by the Client, minimising the need to contact us for routine day to day management.

Recent installations include the following:

• Stock-control and online ordering for the e-commerce web site of an art and design retailer.

• Process management, customer relationship management, human resources, costing, accounting and credit control for an asset management company.

• Process management, customer relationship management, human resources, costing, accounting and credit control for several construction and maintenance contractors.

• Contract management and billing for a recruitment consultant to City bankers.

• Under-graduate student and academic records, marketing data, customer relationship management, human resources for a metropolitan college.

• Administration, stock control and accounting for several retail outlets.

• And, of course, our own enterprise!

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System Requirements

• Any internet connected PC or Mac running any popular JavaScript enabled browser software.

• It is fully functional in Internet Explorer, Firefox, Safari & Opera.

Flexi-Data Standard

The modules listed in this section are all included in a standard Flexi-Data installation and can be mixed and matched as required.

Secure User-Specific Login:

• The System Administrators can add, suspend and remove Users as required.

• All Users can be grouped in multiple ways for ease of management and each has their own authority level, allowing complete control over the data available for viewing and modification by each User.

• An online broadcast messaging system allows Administrators to send messages which are displayed following login by individual Users and also by their groupings.

• The main database menus and displayed data can be tailored to exact individual requirements, enabling access to the system to be granted to third-parties if required, for example Users in a separate organisation.

Audit Trail:

• All login attempts, whether successful or otherwise, including the identity of the User, the date and the session time, are recorded for the use of Administrators.

• All User actions are fully logged providing a key-stroke by key-stroke record of every session.

• All new records are securely date and time stamped, these details being stored with the record.

• All record updates are also securely date and time stamped, allowing identification of the User who carried out the amendments.

General Administration:

• Some data fields are populated by selection from a drop-down list. If required, the options detailed on the list can be added to, amended or deleted by the Administrators.

• All emails dispatched via the system are stored in the Administration Section and can be searched and viewed as required.

Primary Data-Sets:

• These are the main Data-Sets which are most frequently modified and augmented and which provide the key functionality of the system.

• Any number of Primary Data-Sets can be commissioned.

• Any number and types of data-field can be specified and these can be displayed in any logical order as appropriate.

• For each record within a Data-Set any number of Sub-Records can be specified.

• All Primary Data-Sets have both a quick search and a full search function to allow records to be located as efficiently as possible.

• The full search function allows any number of individual search definitions, exclusive to each User, to be saved on the system.

Secondary & Tertiary Data-Sets:

• These are supporting Data-Sets, called upon as required by Primary Data-Sets, and are usually less frequently accessed and modified.

• Any number of supporting Data-Sets can be commissioned.

• Any number and types of data-fields can be specified and displayed in any logical order as required.

• Again, for each record within the Data-Set any number of Sub-Records can be commissioned.

• All supporting Data-Sets have a quick search function and a full search function can also be commissioned if it is anticipated there will be a high number of records in the set.

• Records supporting can be dynamically applied to drop-down lists in Primary Data-Sets as required.

FileStores:

• It is possible to store documents, images etc. in FileStores to be any type of electronic file, such as Word, Acrobat, spreadsheets and image files.

• For example, if a database stores details of maintenance contracts for insurance works, then the Client’s initial works specification, photographs of the site, contract documentation and general correspondence can all be stored with the main record. This allows all the necessary information to be immediately and easily available to all Users.

Reports:

• A full suite of reports, available to display on screen, print and export to spreadsheets, will be configured based on the Client’s individual requirements.

Post Codes:

• The system comes complete with a full UK postcode database, so entering addresses can be simplified.

Flexi-Data Accounts

When the Accounts package is activated it works with the modules of the Standard installation. So, for example, if you have a ‘Projects’ section through which you want to raise invoices to your Clients, when you do so they automatically appear in the Sales Ledger, Credit Control and Profit & Loss reports.

The following Accounts modules are included:

• Sales Ledger

• Purchase Ledger

• Nominal Ledger

• Credit Control

• Profit & Loss

• Bank Reconciliation

Screens

The Main Menu appears on the left hand side of all screens in order to afford quick and easy access to all areas of the database. Main Menus can be individually tailored to suit Users and groups of Users.

Menu options display records grouped as required, and any column can be sorted in either ascending or descending order.

Tables can also have multiple filters applied from drop-down selection lists. All data displayed on screen for record sets can be formatted for printing and exported to a spreadsheet.

Clicking on any of the table rows gives access to that record.

When a record is accessed, the main data is displayed on the left hand side of the screen with any underlying information displayed on the right.

System Support

• Your monthly hosting fee provides for comprehensive ongoing support.

• Unlimited telephone and on-site support as required.

• Minor amendments to Menus, Data-Sets and functionality are carried out at no additional cost.

• Back-ups of all data are automatically made every hour.

• Bulk-data imports and exports can be carried out at any time.

• There is no minimum period, so you can cancel at any time - the data remains your property and will be supplied to in CSV format.

• Click here for an immediate test-drive...

• Contact us to arrange a no-obligation quote...