Valbiz™ Enterprise

ValBiz Enterprise is at the top of Headway's product range. ValBiz Enterprise is designed to run any size property consultancy and has all the tools necessary for staff to perform their professional tasks. ValBiz Enterprise will help your business grow in profitability and greatly improve your information management. Job tracking, time recording, client relationship management, full financial management and reporting, payroll and a task tracker are all included. It is the complete system for professional property consultants. This product has become a favourite with established practices and practitioners starting in the business. It can accommodate multiple offices and multiple companies and will allow practitioners to operate remotely. The integration with QuickMap® is taken a step further so jobs completed by the practice can be shown on the map. The document management functions are extended with Enterprise so that high levels of electronic storage and document management are a reality.

The Four Stages of Implementing ValBiz Enterprise

ValBiz Version 6 - Chart of Accounts

ValBiz™ Enterprise Key Features

• ValBiz Enterprise has all the functionality available in ValBiz Analyst and ValBiz Professional
• Monitor and Manage Jobs and Assign Tasks to employees
• Prevent conflicts of interest arising (you'll know if someone is already working on a report for that property)
• Customer Relationship Management features enables you to capture whatever client details you choose then use them for searching and mail merging
• Invoicing and Debt Chasing Debtors become simple exercises
• Job records (Matters) can be configured to capture whatever instruction and access information you like
• Job and Time Management features monitors staff performance and determines how profitable various jobs are
• ValBiz Enterprise has a Full Financial Capability
• Manage Creditor payments, GST returns, Payroll activities and financial reporting
• Use the Document Manager to store all documents, photos, dictations and any file types against the job, client, debtor and property records
• Capture your company's intellectual property in one place and make it available to all appropriate employees
• Comprehensive security and reporting features empower practice managers
• Thin client technology allows you to manage your data and company remotely

Manage Jobs (Matters)

Within ValBiz Enterprise the job record is referred to as the Matter. The Matter is core to the system and links the Client, Debtor (who's paying), Staff member, property and work type/invoice all together. This means accessing any one of those records can take you to any other one. So, access a staff member's record and you can tell what jobs they have worked on, for which clients, how much they charged and how long it took the client to pay. Access a property record and you can see what jobs have been done on the property, by whom, for whom, how much was charged and how long they took to pay. Access a client record and you can see all the jobs you have done for them, who did them, what property they were related to etc. If you are running the Document and Photo Manager then of course you will also have easy access to all the related documentation.

The Matter enables you to record instruction details and estimates/quotes. If you think you need to capture any additional information you can enter your own fields using the Matter Data Sheet.

As with all screens in ValBiz you can modify the Matter access screen to show whatever information you wish. So it's simple to see who's doing what work for whom, how long they are taking, and whether anyone else has already started a job at that property (thus avoiding conflicts of interest).

The Matter can be printed as an instruction sheet, which contains all relevant details for the job including details of previous jobs done at that property and in that street.

Assign Tasks

Tasks can be assigned to staff members. When logging into ValBiz, staff members are prompted with outstanding lists of their own Tasks. An easily accessible task report enables users to see what tasks they or others have. Pressing F12 anywhere in the system creates a Task record and links it to whatever screen or record you are currently looking at, e.g. client, job, property, invoice.

Customer Relationship Management

The client record allows any information to be captured against it. Data fields such as address and contact details appearing as standard and the user can also capture whatever additional information they choose in whatever format they choose using the configurable Client Data Sheet. All these data items can be selected to appear as columns on any screen (as with any data item in ValBiz) and can be searched on and then reported out. Mail Merge features enable you to gather a group of client records based on any criteria you choose and produce an automatic mail merge with any text or data items introduced that you choose. As an example, you may wish to record the fact that a particular client only deals with commercial property. These clients can then be quickly singled out and easily be sent a letter offering discounts, news about the marketplace or company, or perhaps information relating to changes to fee structures.

When running the Document and Photo manager module, the client record also automatically gives access to all documents, files and photos relating to any historic job (matter) associated with that client.

Invoicing and Debt Chasing Debtors

A job (matter) record in ValBiz has both a client and debtor record attached to it. These can be related to the same company or can be different. The debtor record differs from the client record in that it has a history of financial transactions.

Debtors are invoiced based on information entered against the job (matter) record and statement functionality enables the very simple chasing of outstanding debt. There are multiple different invoice templates to choose from and different configurable reminder messages appear on late payer statements dependant on length of time overdue.

When running the Document and Photo Manager module the debtor record also automatically gives access to all documents, files and photos relating to any historic job (matter) associated with that debtor.

Job and Time Management

The latest release has time recording as a standard function. Time recording assists the firm in recovering adequate fees by clearly outlining the cost of the job to the company. It can be used to determine where fees for particular types of jobs are too low or even to determine certain types of jobs that have such a low payback that the company needs to consider if it's a viable option to accept that type of instruction. It is also useful to show how employees are spending their time. Time can be entered on the basis of hours or on the basis of predefined units (i.e. one unit equals six minutes). Staff have a default hourly amount and rate entered on their staff record and this can be reported against.

Full Financial Capability

A property practice can profit from the financial functions within ValBiz Enterprise. These functions are well proven and industry tested. They have been developed by SSi Ltd (Headway's software developers) for other applications including Bakery and Engineering software solutions GlobalBake and GlobalEquip. Currently over 150 sites throughout Australasia use these tools to manage all their financial administration. Several of these businesses turn over in excess of $25 million annually with industry types ranging from large bakeries to successful valuation practices to dry dock operators. Headway's financial administration is managed with a version of the ValBiz Enterprise financial functions and we can provide a glowing endorsement of their ease of use and power.

Managing Creditors

Creditors and their payments and payment details can be recorded and processed within ValBiz. Details of amounts previously paid and/or amounts outstanding are displayed.

The ValBiz System provides a method to make batch payments from an allocated bank account. The system will search for accounts due for payment according to the criteria set within the payment date field of the Creditor Master File.

The Creditor and Debtor information are combined in various valuable management and financial reports within the system.

Electronic Banking features within ValBiz mean Bill Payments can be electronically sent to most main New Zealand banks.

ValBiz Journals are basically non-cash transactions such as writing off an unpaid Debtors invoice. The ValBiz system provides a number of Journals including Financial Debtor, Financial/Creditor, Financial Ledger, and G/L Journal.

The ValBiz system allows you to reconcile Bank statements with cashbook entries in the system.

GST Calculator

If you are entering your Creditors invoices as well as using the system to generate your own Debtors invoices, ValBiz will help you complete your GST return; automated processes can be run to calculate your figures.

Payroll

ValBiz Enterprise comes with a comprehensive Payroll capability. Manage Employee files, calculate wages and salaries and generate Pay Slips. Generate IRD files and IR12 forms, calculate and record leave entitlements and analyse and report on all of the above.