WHAT IS Bitácora ERP?

 

It is the business management system for the International Trade.

Bitácora ERP allows you to manage your entire business from a single information system, it is a modular and flexible system able to adapt to your business. Bitácora ERP is specially designed to adapt it to your needs parameterizing only the necessary modules.

Bitácora ERP Modules

OUR MODULES

TRAFFIC MODULE

Bitácora ERP – TRAFFIC The global solution for companies specializing in Maritime, Air and Land transportation.

Maritime traffic management
  • Management of import / export travels. Travel Ship management and schedules.
  • Records Management of import / export / crosstrade.
  • Records of full container or groupage. FCL / LCL
  • Generation of files based on templates.
  • Management of logistic items.
  • Management of logistics projects.
  • Console of load management for efficient container management / records.
  • Editor BL / Shipping Instructions.
  • Creation of container transport orders.
  • Monitoring the status of records or merchandises throughout the chain managed by the forwarder.
  • Control of Dangerous Goods (ADR), in order to issue the annual report with the information required by the Ministry of Development.
  • Records billing according billing concepts used.
  • Copy of records.
  • OEA management.
  • Fees management for different escalations and calculation bases.
  • Ability to incorporate documentation associated with the file (images, documents, etc.).
  • Sending automatic notifications by trip or file to the entities involved (customers, senders, correspondents, etc.)
  • Statistics by volume, customers, merchandise, etc.
Air Traffic Management
  • Management of airlines, flights and exists.
  • Records Management of import / export / Crosstrade.
  • Files generation based on templates.
  • Management of logistic items.
  • Management of logistics projects.
  • Editor AWB / MAWB
  • Console of loads management for efficient flight management / records.
  • Monitoring the status of records or merchandise throughout the chain managed by the forwarder.
  • Control of Dangerous Goods (ADR), in order to issue the annual report with the information required by the Ministry of Development.
  • Records billing according billing concepts used.
  • Records copy.
  • OEA management.
  • Fees management for different escalations and calculation bases.
  • Ability to incorporate documentation associated with the file (images, documents, etc.).
  • Sending automatic notifications by trip or file to the entities involved (customers, senders, correspondents, etc.)
  • Airlines numbering stock per agent.
  • Automatic numbering of knowledge by carrier or agent / proxy.
  • Fees surcharges by airline.
  • Statistics by volume, customers, merchandise, etc.
TIR Traffic Management
  • Management of Import / Export / crosstrade travels.
  • Management of logistic items.
  • Management of logistics projects.
  • CMR and Bordereou editor.
  • Console of loads management for efficient flight management / records.
  • Monitoring the status of records or merchandise throughout the chain managed by the forwarder.
  • Control of Dangerous Goods (ADR), in order to issue the annual report with the information required by the Ministry of Development.
  • Records billing according billing concepts used.
  • Records copy.
  • OEA management.
  • Loading lists management by correspondent.
  • Loading and unloading lists management to warehouse.
  • Calculation of Profit Share.
  • Fees management by different escalations and calculation bases.
  • Ability to incorporate documentation associated with the file (images, documents, etc.).
  • Sending automatic notifications by trip or file to the entities involved (customers, senders, correspondents, etc.)
  • Statistics by volume, customers, merchandise, etc.
Integration with other applications
  • Integration with the Customs module of Bitácora ERP.
  • Link with the Billing and purchases module of Bitácora ERP.
  • Integration with Portic and INTTRA / GTNexus
  • Integration with TRAXON / WEBCARGO
  • EDI.
Reports / documentation
  • File folder.
  • Collection delivery note.
  • Delivery note.
  • Collection order.
  • Delivery order.
  • Transport order.
  • House BL.
  • MAWB.
  • HAWB.
  • CMR.
  • Claim settlement differences.
  • Notice of arrival.
  • Shipping Instructions.
  • Cargo list.
  • Download list.
  • Issue Certificate.
  • Cargo manifest.

CUSTOMS MODULE

Customs module of Bitácora ERP covers the processing of customs formalities and the issuance of the relevant documentation and electronic filing to the Spanish Customs.

Main
  • Creating DUAs (IMPORT/EXPORT/TRANSIT) with the possibility of copying and generation of reusable templates.
  • Preparation of the DUA of the Canary Government and Customs in a single file.
  • Minimizing data entry.
  • Preparation of T2L, ENS, EXS and DVD from the DUAs of import.
  • Application of linked tariffs to the DUA itself.
  • Generation of automatic pre-invoice with all taxes reflected in the DUA and other configurable concepts.
  • Searches and screening by most DUA fields.
  • Linking customs operations to financial records.
  • Grouping of customs operations in a single file, with all the related documentation.
  • Searches and screening by most fields of economic record: boat, customer, exporter, dates …
  • Reception of Transits and Exchange Location
Tariff database integration
  • Connection to the Tariff dbTaric Database.
Telematic presentation
  • EDI station for the management and massive control of Telematics presentations to the Customs.
  • Telematics Sending messages: DUA (Import, Export, Transit), ENS / EXS, T2L, CUB, TNN, AVI, OBS, low values, A7.
  • DDA Exits and SDD messages.
  • EDI module, multi-platform outsourced.
Control of guarantees
  • Guarantee and Payments Control to the Customs and the Canary Government.
  • Outstanding payments listings (own guarantee and indirectly with the generation of payment due notice to customers with own guarantee payments).
  • Connectivity with the accounting module and automatic generation of payment seats.
Reports
  • Documentation: DUA, EUR, ATR, T1, DV1, File Folder, Import Certificate.
Incidence management
  • Adapted to the OEA procedures.
  • Automatic registration of incidents, requirements and brawls.
  • Manual registration of incidents, requirements and brawls.
  • Automatic alerts of incidents and brawls.
  • OEA Reports, instances and applications register, requirements and requests.
Rates / billing
  • Ability to establish any type of rate (sales / costs) based on the services provided.
  • Creation of forecast sales and costs based on the rates.
  • Creation of pre-invoices and invoices based on the forecasts.
Automatisms
  • Sending DUAS / Levante / EAL in PDF directly by mail after channel obtaining.
  • Creation of incidents and brawls.
  • Rating, billing and send by email of Invoice and DUA in PDF after channel obtaining.
  • Automatic Digital Archive.
Customs single window
  • Preparation and shipping Pre-DUA
  • Treatment integrated of web services for the addition of documentation of the Customs Services.

LOGISTICS OPERATOR MODULE

Logistics Operator module of Bitácora ERP covers the functional and documentation needs necessary for the management of logistics and traffic warehouses.

Database
  • Warehouse and locations Maintenance.
  • Customer Maintenance.
  • Products Maintenance.
    • Product Categories.
    • Stock Policies Management (FIFO, LIFO)
    • Definition of attributes, lots, expiry dates, serial number, etc.
    • Definition of measurement units and conversion between units.
Internal processes
  • Stock control.
  • Warehouse and products Management per customer.
  • Inventory and stock valuation.
  • Warehouse movements and changes location.
  • Native integration with Warehouse Storage (Customs warehouse extension)
  • Link with rates module of Bitácora ERP.
    • Rates per stay, types of goods, handling, packaging, etc.
    • Automatic billing.
Store entries
  • Forecasts entries.
  • Goods Receiving.
    • Weights and dimensions
    • Labelling
  • Entry delivery notes.
Exits (Expeditions) warehouse
  • Forecasts for exists.
  • Delivery process.
    • Picking.
    • Labelling.
    • Exit delivery notes.
Integration with Traffic
  • From the different types of traffic (sea, air, TIR, National, Logistics) it is possible to generate forecasts in and out in warehouses.
  • Possibility to manage customer products according to their references or on a generic level by expedition.

CUSTOMS WAREHOUSES MODULE

Customs Warehouses module of Bitácora ERP covers the functional and documentation needs for the management of Public Warehouse Storage (PWS) and Temporary Storage Warehouse (TSW).

Database
  • Types of containers Maintenance.
  • Springs Maintenance.
  • Third parties Maintenance.
  • Destinations Maintenance.
  • Maintenance of Spanish Customs and Transit.
  • Warehouses and Storage Type Definition (DAP / ADT / DA / DDA / LAME).
Customs documents
  • Definition of the Documentation required by storage type and stream input / output.
  • Transit Receiving Records Management (AVI, OBS, AVO, TNN, TNA, TAO)
    • Reception of merchandise.
    • Incidents notices.
    • Transshipment notices.
  • Linking Records Management to Customs Warehouse (DVD)
Warehouse Management Deposit
  • Management of Deposit entrances and exits.
  • Travel Management.
  • Permanence alarms, perishable goods or customs status.
  • Consultation of existing stocks.
  • Consultation of transactions by date.
  • Consultation of document movements.
  • List of existing stocks.
  • List of movements by date.
  • List of document movements.
  • List of stocks to a date.
A.E.A.T transmissions
  • Management of EDI shipments (AVI, OBS, AVO, TNN, TNA, TAO).
  • Answers Reception of A.E.A.T.

BILLING MODULE

Bitácora ERP – BILLING global solution for companies specializing in Maritime Traffic, Air and Land.

Billing
  • Definition of the billing concepts and association to accounting accounts as field traffic, I/E, department.
  • Automatic calculation of IVA / IGIC.
  • Management of billing statements to internal control of imputations / valuations.
  • Rating items / files for later billing.
  • Individual and grouped billing from forecasts.
    • Billing at item level / file.
    • Grouping invoices by customer and period
  • Sending invoices by email, XML, CSV, XLS and e-Invoice
  • Supplier invoices receipt manually and automatically based on forecasts.
  • Pre-bills
Rates
  • Cost rates, can be defined for a fee by levels.
    • FOB prices
    • Prices per Airport / Port / Line / City / CP
    • Rates per Country
    • Rates per Zone
  • Fees sales can be defined for a fee by levels. Prices per customer, customer groups and generals.
    • FOB prices
    • Prices per Airport / Port / Line / City / CP
    • Rates per Country
    • Rates per Zone
  • Sales offers
    • Specific offers based on rates or directs.
  • Definition of multiple calculation rules.

ACCOUNTING MODULE

Bitácora ERP Accounting Module supports widely the Administration Department needs of any company size covering the areas of General Accounting and Third parties, Budget Accounting, I.V.A. and I.R.P.F. Management, incoming/outgoing payments Management, Treasury and Fixed Assets.

General accounting
  • Management accounting calendar with definition of periods and openings and closings.
  • Definition of accounting concepts.
  • Accounting plan structure.
  • Accounting Notes Management.
  • Consultation and Ledger Report.
  • Consultation Accounting balances navigable to the lowest level.
  • Summarized and annual official journals.
  • Trial Balance Report by period or quarter.
  • Financial Reports: PyG, balance sheets and pre-defined reports.
Budget accounting
  • Definition of cost centers.
  • Input Budgets.
  • Ledger Budget consultation and report by Cost Centers or Accounts.
Accounting of third parties
  • Management tables base (countries, provinces, tables, currency / changes, Payment, third parties).
  • Management of Current Accounts
    • Risk Management of Third parties.
    • Consultation and Ledger Report of third parties.
    • Trial Balance.
    • Balances composition to a date.
    • Fitted balances list of portfolio.
Treasury
  • Banks
    • CSB banks.
    • Business banks.
    • Bank reconciliation.
  • Accounts Receivable
    • Input customer invoices.
    • Queries and Reports Portfolio effects.
    • Entry charges.
    • Entry unpaid.
    • Collections Portfolio Management.
    • Offsetting debts.
    • Remittances collection (transfer, checks, promissory notes, SEPA).
    • Entry checks / promissory notes.
    • Transfer balances.
  • Accounts Payable
    • Vendor invoice entry.
    • Queries and Reports Portfolio effects.
    • Offsetting debts.
    • Incoming payments.
    • Payments Portfolio Management.
    • Remittance (transfer, confirming, checks, promissory notes).
    • Offsetting debts.
    • Balance Transfer Suppliers
  • Reports
    • Aging debt report.
    • Pending incoming/outgoing payments reconcile bank.
    • Pending incoming/outgoing payments reconcile invoices.
    • Allocating Invoices to incoming/outgoing payments.
    • Delinquency letters
Taxes and declarations
  • V.A., I.G.I.C. and I.R.P.F. Management
    • Declarations
    • IVA Reviews checklist.
    • MOD303 generation process.
    • MOD390 generation process.
    • List of Monthly / Quarterly MOD303 declaration.
    • IVA MOD390 Annual Declaration List.
    • Export declarations to Excel.
    • Monthly / Quarterly statement MOD420 (IGIC) list.
    • Annual declaration MOD425 (IGIC) list.
    • R.P.F review checklist.
  • Informative Declarations
    • Annual Declaration Third Parties Operations MOD347.
    • Annual Declaration Letters Third Parties Operations MOD347.
    • MOD340 Generation process.
    • MOD349 Generation process.
    • V.A. Intra Declaration checklist (MOD349)
Fixed assets
  • Fixed Assets Cards.
  • Assets Cards List.
  • Inventory Assets Print.
  • Asset Allocation to Bills Purchases.
  • Asset Allocation to Accounting Entries.
  • Automatic Redemption process.

BASE + CRM MODULE

The base module of Bitácora ERP consists of general tools used in all system modules (Workflows, O.E.A., Document Management, Statistics and Scorecards) and C.R.M. (Customer Relationship Management) basic pillar located in the heart of the system ensuring that the customer is the center of our universe with a view of everything that happens around him in each of the modules.

C.R.M. (Customer Relationship Management)
  • Resource Management.
  • Types of activities.
  • Opportunities state.
  • Opportunity types.
  • Sources of opportunities.
  • Correspondent platforms.
  • Sales Force.
  • Import of potential costumers/ Third Parties.
  • Management of Activities related to Potentials / Third Parties.
  • 360 degrees vision 360 of a third party (invoices, records, opportunities, quotes, emails, etc.)
  • Opportunities Management.
  • Customer’s consumption report.
  • Trade Commissions.
  • Business Planning Report.
  • Report PIPE (Opportunities State)
O.E.A. (Autorized Economic Operator)
  • Base tables: Types of incidents, places, sources, types of registration, Motifs, Departments, States.
  • Adapted to the OEA procedures
  • Automatic registration of incidents, requirements and brawls.
  • Manual registration of incidents, requirements and brawls.
  • Automatic alerts of incidents and brawls.
  • OEA reports, Register instances and applications, requirements and requests.
  • Generation of incidents and brawls automatically from the customs and traffic modules.
Workflows
  • Definition of states and actions linked to each state in documents (records, entries, invoices, etc.).
  • Automatically alerts send by email or internally through Bitácora ERP.
  • Definition of validations / authorizations by role/user linked to states of documents.
  • Planning of creation and sending automatic reports for users or user groups by mail.
Document Management
  • Automatic Digital Archive for records, Customs Operations, Third parties and Invoices through robots of reception of emails.
  • Manually archive of documents related to any transaction system.
  • Document Search through the normal operation of the system.
  • Possibility of sending by email archival documents.
Statistics and Scorecards
  • Statistics by Files, Invoice, Order of Transportation.
  • Maritime Traffic Statistics by file, starting, customer, shipper, consignee, agent, carrier, origin, destination, etc.
  • Air Traffic Statistics by file, starting, customer, shipper, consignee, agent, carrier, origin, destination, etc.
  • TIR Traffic Statistics by per file, starting, customer, shipper, consignee, agent, carrier, origin, destination, etc.
  • Exploitation Statistics by maritime traffic, Aerial, TIR.
  • Billing Statistics by traffic, billing records pending, supplied invoices, customer consumption.
  • Management Dashboard.
  • Exploitable cubes of Records.
  • Exploitable cubes of Invoices.
  • Exploitable cubes of OTs.

Analize what is happening in your organization through our Business Intelligence Tool.

Bitácora ERP has recently incorporated a Business Intelligence tool. Through it you can:

 

  • Design information cubes navigable with all the dimensions where you want to analyze the information.
  • Predefine reports that allow a regular analysis of information.
  • Define user reports easily.

As a major differential factor, Bitácora ERP can be used through a self-installing lightweight application or through a Web browser offering multiple possibilities of access and use to the organization staff, external collaborators, clients, correspondents, etc.


Maritime Messaging module provides integration with consignees and port via electronic messaging of bookings, transportation orders, shipping instructions and tracking with Portic or ValenciaportPCS.


Air Messaging module provides integration with airlines via electronic messaging AWB.


KEY BENEFITS

i

Efficient analysis of the process and measurement of results

Bitácora ERP will allow you to redefine business processes to ensure improved efficiency and effectiveness of the same after implantation.

Multilanguage, multicurrency, multi-accounting schema

Multilanguage, multicurrency, multi- accounting schema, multi-organization, etc. Bitácora ERP is ready for its deployment in multinational and multi-client environments.

Multiplatform and innovative

Bitácora ERP is designed on an open technologies architecture with the aim of promoting the use of new technologies and the easily integration with any external platform.

Take decisions in advance

The Bitácora ERP scorecard allows analyze the business information for decision-making: sales ratios, financial ratios, operation ratios, yields trips, records, trends, etc.

Technological infrastructure in the cloud

Bitácora ERP is designed to offer the service through pay per use or renting services minimizing your investments in technological infrastructures.

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Reduction of the operating costs, improving quality

The quick access to the information, the data entry, the planned automated processes, the delivery of the emails and the automatic reports, the issuing warnings and the receiving tasks allow reduce the operating times.