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dataEssence Business;

dataEssence is a high-performance software product which is aimed at small to medium sized companies with more complex requirements who also require multi-user capability. We have bundled together our most popular modules (complete with your first 2 users) to give you the tools necessary to run your formulating business (excluding accounting); from sales enquiry to invoice it will enable you to manage formulations, stock, batches, manufacturing, sales and purchase order processing and will also address your regulatory compliance needs. The primary objective of this option is to provide your business with the management information and operational tools necessary to satisfy your customers' needs in the most profitable and productive way. This software package comprises of :

  • Formulations & Regulatory
  • SDS & Labels
  • Stock Maintenance
  • Report and Screen Designer
  • Applications and Evaluations
  • Briefs and Submissions
  • Sales Orders
  • Customers and Products
  • Suppliers and Purchase Order Processing
  • Works Orders
  • Stock Control and Batch Tracking
  • System Manager
  • Backup Manager Accessory
  • In summary, dataEssence

    • Delivers the competitive advantage necessary for SME’s to win in the global market.

    • Understands your business; a system designed with formulating companies for formulating companies and includes manufacturing losses, yields and full batch tracking.

    • Flexible enough to help you respond to the ever-increasing demands of your customers, including issues like labelling and the emailing of documents and all those awkward customer audit questions.

    • Protects your intellectual property (formulations) and your commercial terms.

    • Automated production of all the documents you need, when you need them.

    If you have any questions about dataEssence or would like to see a demonstration, please contact us.

    Formulations & Regulatory

    At the core of dataEssence is the powerful, feature rich, formula development system. This provides the essential tools to address the needs of the formulator and to develop and maintain your formulations. The automated regulatory & status calculations and documentation will be especially appreciated by those of your staff who currently produce these manually.

    Key Features:
    • Calculation of key regulatory issues - FEMA, IFRA, GHS / CLP.
    • Saves time and improves accuracy by assisting perfumers, helping flavourists and formulators to develop new formulations.
    • Keep thousands of formulas in a compact, easy to search system, with lots of user friendly tools to help manage your raw materials, ingredient lists and complex formulations.
    • Create and manipulate multi-level formulations.
    • Track the development process with full formulation history.
    • Virtual formulae, to handle the regulatory issues of “process formulations” and spray drying.
    • Rationalise and consolidate your formulations for efficient compounding.
    • Provide the total cost per Kg whatever the total of the items.
    • Where a formulation is used as a base or a solution, it can be flagged and will remain intact.
    • Reports, including trial works orders, specification sheets and safety data sheets.
    • Automated calculation of status for formulations, e.g. “is it organic?”.
    • User defined formulation screening scenarios.

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    SDS & Labels

    You can author, manage and track the supply of labels and the safety and technical documents for the Safety Data Sheets, IFRA Conformity certificate, Allergen Analysis and Ingredient Declarations for labels.


    Stock Maintenance

    This module will enable you to enter and manage the stock codes required for use in raw materials and your formulations.

    Key Features:

    • Comprehensive search facilities with Excel export.
    • Average, latest and forward costs.
    • Minimum stock levels & period usage.
    • Full user control over the NCS breakdowns.
    • Variable QC tests for each stock code.
    • Packing, transport & labelling information.


    Report and Screen Designer

    In dataEssence Enterprise, the user definable report and form designer gives you the ability to customise your software allowing you to make changes to the screens and reports.


    Applications and Evaluations

    This module will allow you to evaluate your formulation and note its characteristics when used in a variety of applications. As formulations are developed and tested your company is building a vast library of fragrances and flavours supported by test data, which you can search when answering briefs.

    Key Features:
    • Optimise your formulator’s time.
    • No more missed opportunities or developing duplicates.
    • Search based on many criteria including: cost, application area and characteristics.
    • Fragrance / flavour profile with primary and secondary characteristics.
    • Client-definable list of areas of application with sub-divisions.
    • Record the result of the evaluation.
    • Separate / Multiple evaluations possible for each area.


    Briefs and Submissions

    All sales activities start with a customer brief which will be the result of either direct or indirect sales activity, or from existing customers. This module provides real benefits in the initial part of the sales cycle by managing the sales projects / briefs, recording the submissions to clients and also their feedback.

    Key Features:

    • Record details of Brief requirements
    • Comprehensive search of your fragrance or flavour library to assist in answering a brief ( have we created something similar before ?).
    • Search facility by Brief number from a list of submissions.
    • Brief reports for management control i.e. Briefs received, answered or outstanding.
    • Ability to store Windows documents against each brief.
    • Record customer feedback against your submissions.

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    Sales Order Processing

    All sales orders are based on an individual price list for each customer with the ability to record the customer’s own coding and descriptions. Multiple prices can also be recorded for each product to reflect any special terms or quantity breaks negotiated. When the products are ready for despatch the dataEssence Sales Order Processing module will allow you to produce all the relevant documentation including Invoices, Delivery Notes, Certificates of Analysis, Specifications, Address Labels and GHS/CLP Drum Labels. Generally, all dataEssence documents are custom-designed for each installation, recognising that in the sales environment it is of particular importance that these accurately reflect the image of the company.

    Key Features:
    • Ability to store Windows documents against each customer and for each sales order.
    • Automated generation of the appropriate batch and stock transactions.
    • Automatic updating of all the appropriate stock levels.
    • Comprehensive sales order search facilities with Excel save feature.
    • Intrastat.
    • Optional sales contract orders.
    • Optional back to back sales and purchase orders.
    • Full and part deliveries.
    • Automatic or manual selection of batches to be despatched.
    • Printing, email and saving of sales order documents.
    • Comprehensive viewing of relevant management information including Sales History for Each Customer, Full Stock Details and Alternative Customers.


    Customers and Products

    All client documentation, including safety data sheets and specifications, will accurately reflect client codes and descriptions and can keep the formulation codes confidential. All sales orders are based on an individual price list for each customer with the ability to record the customer’s own coding and descriptions. Multiple prices can also be recorded for each product to reflect any special terms or quantity breaks. This gives you the ability to see who you supply, with which products and at what prices.

    Key Features:
    • Control over who you supply, with which products and at what prices.
    • Multiple delivery addresses.
    • Multiple negotiated prices per material or product sold per customer.
    • Multiple customers for any material or product.
    • Export invoices and credit notes to external accounts system (Optional).
    • Comprehensive viewing of relevant management information including Sales History for Each Customer, Full Stock Details and Alternative Customers.


    Suppliers and Purchase Order Processing

    Details of products, pricing and supplier information are held against each supplier within dataEssence thus allowing purchase orders to be raised. This allows not only individual pricing and coding details but also the recording of material approvals and the automatic production of the material specifications. All purchase orders are based on an individual price list for each supplier with the ability to record the supplier’s own coding and descriptions. Multiple prices can also be recorded for each product to reflect any special terms or quantity breaks. dataEssence can display all the potential suppliers and historic purchase orders to help in the choice of supplier for the next order. Generally, all dataEssence documents are custom-designed for each installation, recognising that in the sales environment it is of particular importance that these accurately reflect the image of the company.

    Key Features:
    • Control over who supplies you with which raw materials and at what prices.
    • Add, amend and delete details of suppliers of materials and products.
    • Ability to store Windows documents against each supplier and each purchase order.
    • Multiple prices per material or product bought per supplier.
    • Records the suppliers’ stock code in addition to the dataEssence stock code.
    • Automated generation of the appropriate batch and stock transactions.
    • Automatic updating of all the appropriate stock levels.
    • Optional back to back sales and purchase orders.
    • Full and part deliveries.
    • Printing, email and saving of sales order documents.
    • Recording of supplier invoice numbers against items.
    • Recording of added delivery costs on receipts.
    • Reflection of added costs in batch costs.
    • Purchase order returns for unacceptable deliveries.
    • Comprehensive viewing of relevant management information including Purchase History for Each Supplier and Alternative Suppliers.

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    Works Orders

    Products may be manufactured for stock or linked to a specific sales order item. Prior to raising a full Works Order, dataEssence can display or print trial works orders to show the quantity of each stock item required for manufacture to indicate any potential shortages.

    For each Works Order, the user can specify the batches to be used (where Batch Tracking is in operation) or allow batches to be automatically allocated by dataEssence. Details of the batches to be used are printed on the Works Order documentation and material usage is recorded in the stock system. Once the Works Order has been completed the QC results for this batch can be recorded against the product.

    Key Features:
    • Create Works Order’s either back to back against sales order items or for stock.
    • Rationalise and consolidate your formulations for easy compounding.
    • Any special mixing or safety instructions are clearly printed on the Works Order.
    • Automatic adjustment for yield quantities – total or Works Order items.
    • Optional warehouse location for manufacture.
    • Packaging details and comments on each Works Order.
    • Optional expansion of bases & sub formulas within Works Order’s.
    • Optional automatic generation of auto production instruction file.
    • Automated generation of all the appropriate batch and stock transactions.
    • Automatic adjustment transactions for over/under manufacturing and yields.
    • Automatic updating of all the appropriate stock levels.
    • Comprehensive viewing of relevant management information.

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    Stock Control and Batch Tracking

    This module provides a simple method for recording such items as: stock levels, costs, ordering details, physical properties, risks & hazards, QC tests, specifications and transport information.

    Key Features:
    • Management of Stock at Batch level for raw materials and mixes
    • Control of Stock at Drum level (Optional)
    • Powerful search facilities with MS Excel support
    • Key identification codes for each batch, user input (or automatically generated)
    • Date when the batch was received or created
    • Expiry date
    • Sundry transactions (in, out and transfer)
    • Quantity In, Out (Optional; and In QC, )
    • Ability to block the use of specific drums within a batch (Optional)
    • QC test results against each batch
    • Certificate of Analysis
    • Comprehensive stock and batch traceability
    • Multiple warehouse locations (Optional)
    • Comprehensive viewing of relevant management information including Stock Valuation, Out of Stock and Stock Transaction History.

    System Manager

    The System and Utility manager provides controlled access to the following features:

    • View current system users and system log of all key actions within dataEssence.
    • Edit System and user parameters.
    • Maintain regulatory, security and support tables.
    • Setup and run automated reports.
    • Update foreign currency costs based on exchange rates.


    Backup Manager Accessory

    Powerful yet easy to use backup & restore system providing single click full backups and restores of the dataEssence database. An essential addition to the system, so you can be confident that your precious data is safely backed up in the event of a problem.

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