Core – The Foundation of Your Print MIS Platform

A central system for production control, visibility and growth

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Core Modules

Optimus Core is built on a reliable framework of industry-standard modules, forming the foundation for key business processes within your Print MIS — from estimating and order management through to production control.

At the same time, Optimus Core acts as a flexible platform that can be extended as your business evolves. Additional modules can be integrated at any stage, allowing workflows and functionality to adapt to the changing needs of print and production environments.

Customer Services

Access all relevant customer information in a single, real-time, customer-centric view.

Customer service teams gain instant visibility of both current and historical data, enabling faster, more accurate responses to enquiries.

Designed for teams handling daily customer interactions, the system provides a complete overview of all transactions for each customer — including quotations, jobs, proofs, deliveries, invoices, stock levels and sales orders.

All information is centrally available, improving efficiency, consistency and confidence in every customer interaction.

Job Tracking

View the entire production workflow of a job in one screen, presented as a clear tree structure.

Each stage is organised within structured tabs, allowing fast navigation and a complete overview of every element of the job.

Fully specified production jobs are automatically created from accepted quotations in Optimus dash. This includes chargeable items for invoicing, works orders, tasks, deliveries, proofs, required materials and calculated production times.

Works orders define the detailed structure of each job, with individual tasks assigned to every stage of production. Estimated and actual times are tracked side by side, providing full transparency of costs, progress and performance.

Status indicators and colour-coded icons give an instant visual overview of every task and works order, ensuring production teams always understand current progress and potential bottlenecks.

Key features include:

Job comments, Job file folders, Job analysis, Standard Job ticket, Order confirmation

Can be used in conjunction with Optimus Automate – for workflow and Imposition integrations

Proof Tracking

Maintain complete visibility of proof progress with structured status tracking.

Throughout the approval process, users can instantly see the current proof status — improving workflow coordination and production planning.

Proofs move through clearly defined stages including planned, awaiting decision, approved, rejected, approved with changes and cancelled. This ensures production teams always work from the latest information and can respond quickly to customer feedback and revisions.

Real-time status updates help reduce delays, avoid miscommunication and keep jobs moving efficiently through production.

Stock and Inventory Management

Manage and monitor all material transactions from a single integrated system.

Track warehouse stock, customer-owned materials and all production-related stock movements with complete visibility and control. Maintain accurate stock levels, values, classifications and locations without duplication or manual workarounds.

Material requirements, purchase orders, goods receipts and stock issues are fully integrated with production jobs, ensuring actual material costs are automatically allocated and continuously updated for job costing.

When a job is created, required materials can be generated automatically — eliminating re-keying and improving workflow efficiency. Stock can be allocated instantly, while low stock levels trigger automatic purchasing requirements and notifications.

Flexible units of measure allow materials to be managed according to specific operational requirements.

Comprehensive reporting across stock levels, valuations, movements, audits and inventory status provides greater operational transparency and control.

Can be used in conjunction with Optimus Extend – MSM mobile stock manager.

Purchase order Processing

A flexible purchasing system designed to support efficient procurement.

Manage requisitions, purchasing requirements and supplier orders with complete visibility and control across the entire procurement process.

When a job is created, material and outwork requirements can be generated automatically. If stock levels are insufficient, purchasing requirements are highlighted within the system and can be quickly converted into purchase orders by job, supplier or demand.

Purchase orders can be raised, tracked and managed with clear status visibility throughout the workflow. Documents can be printed or emailed directly to suppliers, helping streamline communication and improve purchasing control.

Flexible workflows support both centralised and decentralised purchasing structures, allowing the system to adapt to the way your business operates.

Can be used in conjunction with Optimus Extend – PO Approvals

Despatch

A centralised despatch solution providing full visibility and control across all delivery activities.

Manage customer deliveries, supplier movements, finished goods and inter-site transfers from a single integrated despatch system.

All delivery requirements are managed within one structured view, including delivery dates, methods, quantities and shipment details — helping provide clear visibility across every despatch activity.

Delivery requirements can be created directly from production jobs or within the despatch module, enabling fast and accurate scheduling by date, transport method and delivery priority.

Deliveries move through clearly defined status stages, ensuring production and despatch teams always have visibility of shipment progress. Delivery notes and labels can be generated automatically, helping streamline preparation and reduce delays.

Once completed, deliveries can be updated instantly, automatically recording the full delivery date and time against the production job for improved tracking and accountability.

Can be used in conjunction with Optimus Automate – Web Services for integration with third-party software and courier platforms

Sales Invoicing & Charges

A streamlined invoicing solution designed for fast, accurate billing.

Invoices are generated automatically from quotation and production data, ensuring agreed pricing flows directly into invoicing without re-keying or manual intervention.

Additional charges can be added throughout production, capturing all relevant costs before invoicing.

Invoices can be produced per job or consolidated across multiple jobs, then issued directly by print or email.

Integrated approval controls help prevent duplicate posting and maintain accuracy when transferring data to accounting systems.

Can be used in conjunction with Optimus Automate – Accounts Link integration and Optimus Extend – Purchase Order Invoice Reconciliation (POIR)

Manual timesheets & Active work

Capture labour activity and monitor live production performance from a single integrated view.

Manual Timesheets provide a flexible way to record labour and costing data where real-time data collection is not required, ensuring all activity is accurately assigned to the correct jobs and tasks.

The Active Work screen delivers a live overview of productive and non-productive activity across staff, resources, jobs and departments — providing clear visibility of estimated, current and actual time usage.

Warning indicators highlight where actual time exceeds estimates, helping production teams identify bottlenecks, manage delays and maintain operational control.

Can be used in conjunction with Optimus Automate – Remote Data Capture (RDC)

Sales Analysis

Gain clear visibility of sales performance, profitability and commercial trends.

Real-time sales data is available in both graphical and numerical formats, helping businesses analyse invoiced revenue, contribution and profitability across customers, product lines, sales teams and regions.

Integrated reporting tools provide fast access to operational KPIs and commercial performance metrics, while advanced analysis can be extended through the Optimus Intelligence suite and Dataflex integration with platforms such as Microsoft Power BI.

Transaction Analysis

Analyse production costs and operational performance using live production data.

Track labour, materials, outwork and production costs using accurate recorded data across jobs, departments and resources. Flexible reporting views help identify trends, control costs and improve operational efficiency across the business.

📈 Job Status and Work in Progress Overview

Monitor live job activity, production progress and operational performance in real time.

Gain an instant, real-time view of work in progress, including live job status, cost visibility, and outstanding or overdue work — providing complete transparency across your order book.

The Optimus Work in Progress Summary is continuously updated with material usage, purchased outwork and time booked to each job, ensuring an accurate picture of remaining work can be provided at any stage.

A dedicated view provides turnover forecasting based on both completed and in-progress jobs, enabling management to monitor performance, identify trends, improve planning accuracy and predict revenue with greater confidence.

📊 Standard Management Reporting

Access structured operational reporting across production, sales and financial activity.

Each Core module includes a comprehensive set of standard reports, from enquiry analysis through to invoice reconciliation.

Reports provide clear visibility of key business and production metrics, enabling fast, informed analysis across your operation.

Management reports can be filtered by time period, customer, department or resource, giving flexible insight tailored to your business needs.

Can be used in conjunction with Optimus Intelligence – Dataflex.

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