ERP Implementations: One step at a time

As with any major project, an ERP implementation plane requires that you proceed step by step. While it’s normal to have concerns about potential failure, successful ERP implementations  are not only achievable, but they’re also actually quite common. And that’s especially true when you choose the right ERP solution for your business and the right partner for its implementation.

Now, assuming you have found the cloud ERP software and implementation partner you were seeking, the expected outcomes of implementing the right ERP technology are typically:

 

From software acquisition to training, the ACCEO team follows a precise methodology to ensure that each step of the Acumatica Cloud ERP implementation is a success, while respecting deadlines and budgets.

 

These are the 4 phases of a successful implementation

Analysis: Understand the current client business processes, identify all required start-up activities for the Acumatica Cloud ERP solution. Develop a project plan to support the completion of the mandate.

Design: Overall configuration of the solution based on the requirements identified in the analysis phase and training at pilot sites. Build and test the required system components.

Rollout: Operation simulation, end-user training, and production environment go live.

Operation: Post-implementation support and solution transition to the ACCEO customer support team.

With over 25 years of experience in ERP solutions implementation, the ACCEO team has developed a structured and well-proven implementation methodology. Our specialists are fully committed to providing the services required to ensure the successful implementation of your ERP project. Our team will tailor its services to your business reality to:

What are the different implementation phases for an ERP solution?

Get a subsidy for your new ERP

The capital required for digital transformation is a major obstacle to implementing technology tools. Governments are increasingly investing for the benefit of businesses in Quebec and Canada. In fact, their aim is to support businesses in their development. Find out how you can qualify for a subsidy for your new ERP.

 

Cloud ERP software : Benefits for Growing SMBs

More and more small- and medium-sized businesses are choosing ERP software to manage their operations as a whole. Choosing this type of solution has many advantages for SMBs and can significantly help them achieve their business objectives.

Implementing a cloud ERP system can produce measurable operational improvements for a business. In fact, improved access to data allows for process improvements, which save time for stakeholders at every level, thus promoting business development.

Opting for a cloud solution, particularly in SaaS (software as a service) mode, offers multiple benefits. [blog]

 

See how an ERP can help your SMB boost profits

Employees are rarely responsible for misused or wasted time.

In these situations, obsolete, malfunctioning, or inefficient software is commonly to blame. Without the right tools, even the most determined employees can fall short of their objectives. When time loss extends across a company’s basic operations, these inefficiencies show up as excess resources and lost income in the bottom line.

A user-friendly management and planning tool that meets today’s business needs, such as an ERP system, can be a game-changer.

 

Postponing your decision to implement a new ERP system, really?

The consequences on your operations… and your competitiveness

The consequences of not using ERP software can be potentially disastrous—redundant or inaccurate data, disparate computer systems that can neither communicate with one another nor track business processes, unreliable data sharing, lack of internal collaboration, and many more.

As for those SMBs that are already using an ERP, many are relying on legacy systems that run on outdated technologies and are reluctant to replace them. This reluctance to take action also comes with its share of consequences, ultimately compromising their ability to remain competitive.

Any SMB with an eye toward growth needs to operate with an ERP software and cannot afford to keep using an outdated system. The good news is that even a smaller budget can now access an ERP solution that offers advanced features and scaleability. [blog]

 

Success stories

Read expert reviews and testimonials from satisfied customers and learn how the Acumatica Cloud ERP can help your business grow.

Need advice for your next steps? Contact us today.

 

 

 

You are perhaps apprehensive about the costs associated with implementing an enterprise resource planning system (ERP) in your company. You may be wondering if it’s worth it. With a lifecycle that can stretch from seven to ten years, a new ERP system is an excellent long-term investment.

Turning to flexible, user-friendly, cloud-based management software can help your business grow and become more efficient. Here are some of the numerous advantages of upgrading your ERP:

 

Most businesses will focus on rationalizing a capital expenditure with a return on investment (ROI) analysis before committing to an ERP system.

Implementing management software comes with its share of costs but, did you know that your new ERP is more of a strategic investment than an expense? In fact, the right ERP for your small business will contribute to increasing your profits.

How can an ERP help your SMB increase profits

Employees are rarely to blame for lost or ineffective use of time. Obsolete, faulty, or inefficient software is most often to blame. Without the proper tools, even the most productive employees can miss their targets. When these time inefficiencies pervade the entire organization, what becomes most apparent for management is the waste of money. A modern and easy-to-use ERP tool like the integrated management software can change this.

Reduces time-consuming manual work

Modern ERP systems are built to handle tasks like data entry and automate processes like payment, cash management, and reporting. They can also plan data entry and set up accounts and sub-accounts for employees. For instance, a new ERP system can perform month-end financial tasks, automate payroll, and even close out accounts. This allows your employees to use the time for more important tasks.

Makes it easier to recruit new talent

Today’s workforce is teeming with digital nomads. To attract young talents who have the latest skills, companies must stay competitive. The opportunity to work remotely is not only attractive to new talent, but it also drives employee retention. Giving employees the freedom to work outside the traditional setting, through the use of a management solution that they can access from any device with a browser, is one way to stay relevant.

Saves time for your IT service

Many companies use a combination of different software, each with its respective function and its own periodic updates. Every software must be installed and updated on individual computers, which creates a lot of work for your IT team. If the software fails, employees will have to wait for the problem to be resolved, which can quickly result in hours of non-productivity. Not so when you have a single cloud ERP system.

Helps you work faster

With an ERP solution, such as Acumatica, everything is in one location and employees lose no time flipping from one system to another. It’s a user-friendly solution that works the way it is intended to. Nowadays, working while traveling is common practice, yet many corporate computer software systems still do not offer flexible access. By lifting the barriers to software access, companies can create greater opportunities for their employees to become more effective.

Provides quick access to more data

With the proper ERP system, businesses can run efficiently and seamlessly. It is the simplest way to empower employees to do their jobs with no undue setbacks. In many ways, it works like an assistant for every employee by making routine day-to-day tasks easier. Implementing an ERP system requires preparation, time, and effort, but the positive results across the organization are undeniable.

ERP software all seem the same, but is it really?

While it’s true that ERP systems have similarities, the value is in the details. It is the small differences that will make one ERP system stand out as the right one for you, in terms of usability and benefits to your business.

Download our guide on “How to choose an ERP system that meets your needs, to learn how to assess which ERP system is best suited to your business requirements.

Constantly evolving technologies can pose a challenge for most SMBs. Does your SMB have everything it needs to stay ahead of the curve? Investing in SaaS (also known as cloud-based) technologies that are adapted to your business can lead to increased employee productivity, better decision-making, and a superior customer experience, among other things.

Cloud SaaS deployments are vastly different from a financial perspective, when compared to traditional on-premise installations. Obtaining software licences typically involves upfront capital costs, along with the purchase and installation of the hardware, operating systems, databases, etc. With the SaaS model, all operating costs are included in the monthly fee.

Implementations within organizations also require ongoing support with maintenance costs such as backups, disaster recovery, server performance optimization, application load balancing during peak periods, and maintaining a high level of IT security. With a cloud-based solution, support and maintenance costs are usually factored into the monthly fee for the SaaS model, usually at a lower cost.

Download our 8 Benefits of a cloud-based ERP guide to help you make informed decisions about IT implementation and infrastructure in your business.

Should I migrate my ERP software to the cloud?

By now, most businesses have heard of cloud computing and its growing popularity over the past few years. And some business operators may be wondering, “Should we migrate our system to the cloud?” The big question remains: should a company with an on-premise ERP solution feel compelled to migrate their system to the cloud, or should they take cloud technology into consideration when replacing their existing system?

Cloud computing is a popular approach because it offers options that generally fit the technical needs and financial requirements of many businesses. However, it may not be the best approach for a particular company, application, or financial situation. The first thing to keep in mind is that choosing a solution that has the capabilities to meet your needs and selecting an implementation partner are the most important decisions you will make to ensure the success of your ERP deployment.

Cloud computing is not necessarily more (or less) expensive than an on-premise deployment. The cloud-based offshoot of this concept, known as the software as a service (SaaS) model, can change the financial outlay from capital expenditures to operating expenses. This is akin to the difference between buying and leasing a car. Compare the cost of ownership over a reasonable period of time—say, 5 to 7 years—to get a true comparison of your total costs.

The technology selected becomes secondary. While it is an important factor, it cannot affect the usability or benefits of the system. Implementation decisions can be left to IT and Finance, as the impact should be undetectable to users. Ensure that any ERP implementation decision is made from a comprehensive IT and resource planning perspective.

What are the advantages of cloud management software?

Each department uses different software to carry out its activities, which makes it difficult to communicate between the different divisions of your company. When they are outside the company walls, your employees do not have access to all the necessary data. In short, it’s a huge logistical headache!

Here are 5 reasons to adopt cloud-hosted ERP management software:

Increase your productivity tenfold

Once all systems are fully integrated with your new ERP, employees benefit from a centralized database and a complete overview of your company’s business activities. Certain tasks can be automated, and inventory management can be optimized. The result is seamless collaboration between the different departments. With access to accurate and up-to-date information, your employees no longer have to work in silos.

Adjust quickly to stay on course

The key is flexibility! You can add authorized users as you hire, and quickly adjust your solution to take advantage of new features, storage space or add-ons. Resources are contracted to respond to your company’s evolving needs.

Save on operational costs

Because your provider will maintain your ERP, you will not need to assign a work team for this purpose. Typically, you will not have to purchase additional hardware. While your cloud service provider manages the technology infrastructure, your employees focus their energies on growing your business. In other words, you will cut your operating costs while boosting your business growth.

Reinforce your data security

A cloud ERP is without a doubt a powerful ally in strengthening your data security. Your data is backed up in the cloud and can be recovered in case of hardware failure or theft. Major providers perform regular security updates to ensure the continuity of hosted data.

Go for mobility

The cloud allows you to access your system regardless of the device you are using (computer, tablet, etc.). Multiple users can now access data simultaneously. And each user can have a customized interface based on their particular needs or organizational level.

Are you sacrificing growth for the status quo?

Postponing the decision to replace your ERP system could have a significant impact on the growth of your operations and your company’s ability to compete. So, are you still confident that your decision can wait?

Having an ERP system is paramount to the health of a growing company. However, if the system cannot keep up with the needs of the business, it can limit your operations and undermine your customer service and sales. Granted, most ERP systems offer essentially the same core functionality. But it’s the relatively minor differences that raise the right system to the top in terms of usability and benefits to the business. Choosing the right ERP software helps to:

 

There are many ERP products customized for different business fields. The best of them include integrated business intelligence with a comprehensive software suite designed specifically for your industry. They are also user-friendly and simple, and are accessible anytime, from anywhere, from any device using a browser.

What are the key aspects to evaluate?

Modern ERP systems can be comprehensive yet flexible, scalable, and adaptive as business needs change. It’s up to you to determine which system best fits your needs.

Functionality

Most companies spend too much time and energy looking for perfection from a functional perspective and too little time focusing on other key areas (see below). Focus on software that is tailored to your industry. In other words, software that has been successfully installed and is used by businesses in your field, preferably in an industry similar to yours. Choose flexibility. The best solutions will also let you to customize features and procedures easily and without programming.

Product maturity

While having the latest and greatest is nice, being on the forefront of technology can be risky. You may want to look for a system that has been tried and tested in the real world … in your industry. A reputable ERP provider will update their products continually to include the latest functionality and technology. The same options and features that seem so attractive in a cutting-edge ERP system will be included in a proven system when they have been successfully tested in the field. Talk to current users of the system you are evaluating. Let them talk to you about the quality of the product and discuss the level of service offered by the provider in terms of updates and enhancements.

Software provider

Your ERP provider will be a long-term partner, not just a product supplier. Make sure they will be around for the long haul. Check their financial stability. Do they have the resources to support the product for years to come? Review their proposal for indications of how they support their customers and improve the product over time. Ask providers questions about recurring fees and implementation cost, so you have a clear picture of the total cost of ownership of the system over a reasonable period of time—say, 5 to 7 years.

Community

Look for a community of implementation and consulting partners, satisfied users, user groups, discussion threads, and conferences. These resources add considerable value beyond what the vendor can offer. Talk to as many people as possible and find out what they have to say about product quality and technical service and share information with other potential customers. Make sure you take advantage of these resources when it’ s time to implement and use your new system.

Where to start?

If your current system is not providing you with the information you need to run your business effectively, start by assembling a team of your best people to identify your needs and gather information on existing solutions and providers. For best results, here are seven tips to help you choose your ERP system judiciously:

Know the essentials and make a list

Enter into the selection process with certain key elements in mind—functionality, of course, product history and maturity, developer reliability and competency, expertise level and reputation of the implementation partner or team, and availability of a long-term support system including user groups and third-party resources.

Identify your must-have processes, procedures, and unique requirements in order to choose the solution that will help your business now and in the near future. Many of the features that you will require are typical in your field, and it’s important to know them. However, it is vital to identify any exceptional processes in the way you do business with your customers or interface with their systems.

Evaluate thoroughly

After you have covered the basics, verify whether the systems selected meet the unique requirements that you have identified. Do not expect any software to have all the desired functionality right away. Instead, consider whether the system can be tailored to your specific needs without additional programming.

All systems are described as being easy to use, intuitive or user-friendly. What really matters is that your users actually experience the system as being usable. Make sure you include real future users in the system selection and implementation process. They are the only ones who can tell you whether the system is suitable for their work and daily activities.

Get the total cost amount

When obtaining bids from finalist suppliers (usually no more than 2 or 3), ensure that the bids are comprehensive and include all the required components: equipment, software, tools, customizations, conversions, user training, implementation management, etc. Also make sure that all bids are comparable and include the same scope of products and services, in other words, that you are comparing apples to apples. Don’t hesitate to contact a bidder to request an updated bid to incorporate any missing elements.

Check references

Request contact details for similar-sized companies in your field that are using the system. Contact them—or visit them whenever possible—and see how the system is working for them in real life. Be sure to ask questions about technical support, the user community, and how the provider maintains the system.

Take charge of the demo

If you leave the demonstration up to them, providers will show you exactly what their system does best—and who can blame them? Do your homework by developing a demonstration scenario that presents what you actually need to see. Specifically, create a scenario where the system must manage your unique requirements (see point 2). While it is a good idea to let them show you a few of their systems’ features, this should only take up a small part of the time allotted for the presentation. Make sure that future users can see the system at work and test it for usability.

Don’t compromise

To keep within budget, businesses may be tempted to compromise. They could end up choosing the wrong system just because it is cheaper or cut back on implementation support or user training. Whatever the reason, these measures will invariably result in a system that is less efficient and does not provide the benefits you are looking for. Stay focused getting the benefits you want and be prepared to pay the necessary amount to implement the right system using the best possible approach.

Designate an elite project team

Choose a strong leader to spearhead the system selection and implementation project and designate your top performers to the team. You want a team of doers who are actively engaged, even though these people may have the least free time from their regular responsibilities. Still, they are best equipped to make the right choice and to ensure that the system is successfully implemented. Also ensure that the provider has an elite team of its own dedicated to your project.

Implementing an ERP system requires preparation, time, and effort, but the resulting benefits across the business will be substantial.

Need help?

Once you have identified the issues to be resolved and the expected benefits, you must determine the critical time to implement the change. Regrettably, many projects fail or struggle to achieve their objectives because the organization was not prepared to do the work required to implement a new system.

 

Once you have narrowed down the finalists among potential ERP providers or implementation partners, enlist their help with some of the above elements such as costs and benefits, and implementation requirements. A knowledgeable professional will be able to talk to you about similar businesses and their experience.

Enterprise resource planning (ERP) systems are well known for their ability to streamline business functions. According to a recent survey, 96.4% of companies saw business process improvements after ERP integration.

For an ERP system to perform its role of managing all aspects of your business efficiently, it needs to work seamlessly with the various systems you use for your daily operations. We’ll cover why this ERP system integration process is so important and the challenges you need to be aware of when integrating systems with your ERP.

Here’s what we’ll cover:

 

What Is ERP Integration?

ERP Integration means connecting your enterprise resource planning solution with other systems that you use for your business. The purpose of integration is to facilitate the transfer of business information between both systems.

For example, a business that runs an online store can use an ecommerce solution that integrates with its ERP platform to allow sharing of data about customers, product orders, inventory, and order fulfillment between the two systems.

Other systems that can integrate with your ERP include business intelligence, customer relationship management (CRM), human resources (HR), accounting, supply chain management, procurement, and project management.

Why Is ERP Integration Important?

Most companies use software applications for various parts of their daily activities. Continuing with our example of an online store business, they can use the following tools as part of their operations:

Keeping track of information between all these systems can become tedious and risks errors, especially when you have to manually transfer information from one system to another, like reconciling sales information from your ecommerce platform with the records in your accounting software.

ERP platforms are designed to be the hub for all these disparate systems and eliminate data silos. Once ERP software is integrated into the various workflows of your business operations, it ensures proper communication between your existing systems.

Your ecommerce application can provide payment updates to your accounting system as they happen and new customer information to your CRM. And your HR management platform can automatically report wage payments to the accounting system. Best of all, ERP integration makes all this happen with minimum additional effort on your part.

What Are the Benefits of ERP Integration?

ERP integration offers benefits that save time and money and reduce staffing needs by eliminating redundancies and streamlining processes. Integrating your ERP with the systems you use for your business can have the following advantages:

Automates Repetitive Tasks

Routine business processes like data entry, data analysis, and report generation can be automated once the relevant systems are integrated with your ERP. This automation reduces the risk of human error and boosts productivity for your team.

For an ecommerce integration, once a customer places an order, records are automatically created and sent to your ERP, while payment details and sent to your accounting system, and a receipt is generated and emailed to the customer.

Most of this would have to be done manually without integrating these systems.

Eliminates Data Silos

ERP integration ensures that all your important business information is accessible across systems rather than held separately by systems that don’t communicate.

Without integration, customer information would be split across three different systems; your ecommerce solution, your CRM, and your accounting system. Making changes on any of these systems would require manually updating the others.

However, ERP integration harmonizes data flow between these sources and eliminates inconsistencies. Your ERP becomes the single source of truth for all your connected business applications.

Improves the Decision-Making Process

ERP integration makes it possible to have real-time data from the different parts of your business. Combining all this information in one place to review and analyze can give you a high-level overview of your operations, making it easier to draw insights that can influence your decisions about your business.

For example, optimizing your inventory quantities based on shopping trends for products from your ecommerce store or designing engagement campaigns for specific customers based on past spending.

Simplifies Operations and Improves Customer Experience

ERP integration can enhance your operational efficiency by improving access to information from a centralized hub. It also makes team collaboration easier.

This improved operational efficiency can also lead to an improved customer experience. For example, an ERP-integrated ecommerce solution can allow you to automatically transfer product orders to your fulfillment systems, reducing the time between order placement and delivery.

ERP Integration Challenges

Integrations can be a tricky process. Here are some of the things that can impact your ERP system integrations.

Integration Complexity

Facilitating communications between two different systems can be complicated. This complexity may come from legacy systems, differing data formats, or the need for more technical capacity to implement the integrations.

Solving this means choosing an integration solution that emphasizes its customer support and provides technical assistance to ensure success. With k-ecommerce, you get an ecommerce solution that offers tight ERP integration as one of its key features and a live support team to help resolve any integration issues.

Implementation Pricing and Timelines

The process of ERP integration can be cost-intensive and lengthy, with benefits that take time to realize. There are costs involved with implementing and maintaining the integrations, training staff to utilize them, and troubleshooting.

With k-ecommerce, you can enjoy a cost structure that is predictable and transparent. This comprehensive solution covers all aspects, including maintenance, updates, and a turnkey approach, ensuring that you won’t encounter any unexpected surprises. You can also implement your integration within weeks so you can benefit from the integration as soon as possible.

Its integration costs also include customer support for one year, staff training, maintenance, and updates.

Connection Security

If the connection between your ERP and business systems is unsecured, your business is vulnerable to cybersecurity attacks from malicious actors. This is a serious issue for organizations that use integrations from ecommerce systems to share financial and customer data.

As an ERP-integrated ecommerce platform, k-ecommerce offers PCI Level 1 certified infrastructure, which guarantees the highest level of protection for financial information.

How ERP Integrated Ecommerce Helps Your Business

The key to reaping the benefits of any ERP system implementation is ensuring that they integrate seamlessly with all your business’s software systems.

With a strong ERP integration partner to ensure data integrity and security, your business can improve its operational efficiency, automate its operations, and receive the insights it needs to make smart decisions about its future.

For businesses looking for an ERP-integrated ecommerce solution compatible with Acumatica, look no further than k-ecommerce.

Choosing and implementing enterprise resource planning (ERP) software can take months. They are therefore not decisions to be taken lightly. To avoid unwelcome surprises, be sure to ask your ERP provider the right questions before implementing a management solution at your company. That way you’ll be sure to choose the right solution for your business needs.

Standard questions

What type of business is your ERP solution designed for?

Ask your ERP provider to describe their typical customer so you know who the solution is best suited to and why. Also ask if any SMBs like yours—same size and sector—have been using the solution for more than two years. That way you’ll know if your provider has experience with similar companies. At this stage, your provider will probably tell you about the pros and cons of its solution. Take notes so you can compare it with other management software on the market.

How did your other implementations go?

The answer will let you know how much experience your provider has and what they’ve learned from past implementations. In an ideal world, your provider would have you feeling confident about the quality of its solution and post-implementation service. When asked, a trusted ERP provider will be happy to provide references. Speak with similar-sized businesses in the same industry to see what they think. It’s a good sign if several companies are satisfied with the services of the ERP provider you’re thinking of using. Less so if multiple companies say they had a bad experience.

How do you know your solution is the best one for our company?

In response to this question, a diligent ERP provider will usually suggest conducting an in-depth analysis of your needs. This requires several meetings with you and your teams to gather information. You could also hire an external consultant or put together an in-house team to do it. This will make the meetings with your provider even more efficient. The provider’s role will then be to consider your needs and eliminate any grey areas before implementing the solution. Your provider should also suggest post-implementation meetings to make sure everything is running smoothly.

Technical questions

Will it be easy to integrate your solution into our systems?

Most solutions come in a vanilla version with basic features. A few adjustments are often all it takes to ensure the solution is perfectly adapted to your needs. Avoid any unpleasant surprises by discussing adaptations, add-ons, and adjustments, and include them in the total base price of the solution. Transparency is key. You should also discuss integrating the solution into your current systems. You’ll want an experienced partner that can provide the right expertise and support for the type of integration and configuration you want to do.

How long will it take to implement a functional solution?

Your ERP provider should give you a realistic time estimate. Once your needs have been determined, a detailed work plan and timeline should be the focal point of your discussions. A vague timeline often means a potential cost overrun.

Tougher questions

How can I avoid time and budget overruns?

Unfortunately, post-implementation cost overruns are common. Look for an ERP provider that offers fixed-cost pricing if you want some peace of mind.

In addition to the base price, be sure to discuss recurring costs, such as operating expenses, paid upgrades, and how much it will cost to adapt your ERP solution as your business evolves. Ask your provider to be specific.

Do you provide training and technical support?

There’s nothing worse than waiting for hours to speak with a technician. Implementing an ERP solution involves multiple steps, and your employees won’t become autonomous overnight. They’ll need time to learn how to use their new ERP system. To help them learn, set up several training sessions with your provider before, during, and after the implementation. Not only should your ERP provider give you easy access to a team of qualified trainers, they should also provide solid technical support. Be sure to agree on the details before signing the contract.

Do you offer protection?

As the BDC mentions in its guide Buying an ERP System, clauses can be included in your provider’s contract to provide buyers with protection when purchasing an ERP solution. These can range from maintenance to technical support terms. You can even add a specific clause regarding source code ownership in the event of provider bankruptcy.

You can tell how healthy a business is by its management, employees, and the tools they use. In an effort to increase employee productivity, companies will often offer training, encourage initiatives, and improve communications. Technology also plays a part in productivity. Did you know that implementing an enterprise resource planning (ERP) solution can help increase employee productivity? Find out how well-integrated management software can give your employees the help they need.

Automation of low value-added tasks

Implementing an ERP solution allows you to automate an impressive number of repetitive manual tasks that often lead to errors. Once these tasks are automated, your teams can do better work, in less time. Some software packages even offer ways to understand and quickly improve processes, which encourages employees and the management team to revise their practices or adopt new ones. Information gathering and sharing

Giving employees access to a centralized computer system means giving them rapid access to reliable and consolidated information, without human intervention. Companies that don’t use an ERP solution are often faced with duplicated information, data synchronization failures between teams, and, ultimately, poor planning based on inaccurate information.

Without management software, your teams will spend too much time gathering information, backing it up for themselves or other departments, or building data models using calculation methods that vary from one team to another. You may end up with multiple versions of the same document and waste time trying to figure out which one is the right version. Your ERP solution eliminates this undeniable strain on productivity and always provides accurate information.

Better communication

An ERP solution can provide your teams with real-time information based on the same reference data. It features reports and alerts for fast and efficient communication whenever problems arise. Your management software can be used to communicate order changes, prevent delivery errors, and improve project coordination. You and your employees will have access to accurate, consistent data that is reliable.

Better decision-making

Employees who don’t have access to quality information often make unproductive decisions based on speculation rather than facts. Without an ERP solution, some employees use data they’ve gathered manually or are forced to rely on their instinct or estimates to make decisions. With an ERP solution, you can say goodbye to the uncertainty that arises from speculation or calculation errors and start making decisions based on precise data, in turn maximizing the efforts of your teams in their day-to-day work.

Access to industry best practices

Thousands of companies have successfully implemented management software by integrating their business processes. Now integrated into most ERP solutions, these standard processes reflect industry best practices and often use automation to eliminate most routine tasks. Implementing an ERP solution ensures that you adopt these best practices and, in turn, increase productivity with minimal effort.

Resources used to their full potential

One of the major advantages of implementing an ERP solution is the time each of your employees will save. By relieving your employees of low value-added tasks, you can assign them high value-added tasks, such as improving customer service and strategic planning.

Better customer service

An ERP solution can help your clients create and manage their customer accounts online, change their order details, and enable your employees to instantly relay these changes to the warehouse, for instance. Employees can meet deadlines more easily, and, ultimately, provide a better customer experience, giving employees confidence and boosting their productivity.

Better strategic planning

An ERP solution also improves the productivity of your managers, freeing them up so they can focus on strategic planning while the automated system handles access management, inventory management, financial management, and project management. When properly integrated into your operations, an ERP solution provides a clearer picture of the company’s various spheres, giving you a better understanding of its strengths and weaknesses.

Motivation that boosts productivity

Successfully integrated management software makes daily tasks easier to accomplish and reduces the risk of error, while motivating your employees. This data may not be easily quantifiable, but there’s no denying that employees are more productive when they are motivated.

The Technology Trends section of BDC’s infographic is a good illustration of the benefits of advances in technology for businesses looking to increase productivity.

Download our guide, “How an ERP solution can improve employee productivity,” to learn about its other financial benefits.

As a distributor, you know that inventory control plays a significant role in your business. It represents a large investment since in order to keep enough inventory to satisfy customer demand, you must plan and maintain storage space, acquire inventory management software, take regular inventory and pay staff. Because these are costly processes, companies will often tackle them first.

Yet simply cutting into stocks without having developed a plan can prove disastrous to a distribution company’s financial health. In fact, this can lead to increased shortages, reorders and complaints, and even lead to lost business opportunities.

As a way of avoiding this predicament, it is important to establish effective stock management that takes into account two key processes: inventory tracking, to monitor quantities for each item, and replenishment control, to counter shortages while preventing costly surpluses of stock that is difficult to sell.

To help drive these two processes, companies can benefit from having an ERP (Enterprise Resource Planning) solution. Moreover, cost/benefit analyses on ROI (Return on Investment) demonstrate that inventory reduction is often at the top of the list of arguments in favor of implementing an ERP solution.

As you build your inventory management plan, it is a good idea to leverage some proven strategies. Here are four simple but effective strategies for smart inventory management:

1 – Maintain accurate inventory records

Trying to manage inventory without tracking quantities is nothing short of utopian. If you are not using an inventory tracking system that accurately reflects your merchandise movements, your business is at risk of failing to fulfill orders and disappointing customers.

The accuracy of any inventory tracking system is based on reliable transaction reports. Any inventory movement must be recorded in the tracking system in a timely and accurate manner. This task is not as simple as it appears because human-based procedures are subject to errors, delays and lost transactions. Therefore, employees tasked with transaction reporting must understand the importance of tracking every item they move.

Some data collection can be partially automated, most often through a bar-code scan. This reduces the effort involved in data collection as well as the number of manual collection errors.

Regardless of their nature, inventory records are error-prone. Counts of 100 items frequently produce a less than 50% accuracy rate. Cycle counting inventory is the best solution to improve accuracy and eliminate the cause of errors. Counting a certain number of items each day or week, according to their importance, and logging them into the system, can help you identify how errors occur and fix your procedures so errors are eliminated. This approach has helped certain businesses achieve accuracy levels sometimes reaching over 98%.

2 – Ensure proactive planning

It is essential to have an efficient replenishment strategy that plans for new inventory to arrive just before your current supply runs out. There are different approaches to help you achieving this goal.

In a basic distribution situation, the “order point” management method can be implemented in several ways: walking through the warehouse to identify items that are out of stock or at low levels; drawing on inventory maintained in a reserve supply, then initiating the order process. Computerized order point that provides statistical analyses on item use and replenishment lead times, to calculate best order point for each item.

Distributors can also use a technique called Distribution Requirement Planning (DRP). Using forecasts on demand, and work backward in time through the distribution network to line up replenishment orders to minimize inventory while preventing shortages.

While inventory management can be costly, shortages can be far more damaging to your business. Therefore, it is essential to find a customized proactive inventory management tool such as an ERP system. Of course, no replenishment planning system is perfect, so it’s always wise to carry a little safety stock.

3 – Focus on improvement

There is a direct correlation between reduced stock reduction and an increase in the risk of shortages. But there’s also a third moveable factor involved: Variability. Fluctuations in supply and demand, including inventory accuracy errors, have an impact on this factor. Because it is impossible to cover every variation, we have to live with a level of availability (fill rate) less than100%. However, by reducing variability, you can increase the coverage rate without increasing your inventory. Here’s how:

 

4 – Reduce supply delays and lot sizes

Companies need to maintain inventory because of lead time. Longer lead times mean longer storage periods for inventory (including the security stock) and bigger orders. The size of replenishment lots can be calculated by balancing the costs of ordering and storage to determine the most economical replenishment quantity. A successful company will minimize expenses by avoiding overstocking while reducing orders.

To decrease order size, it is important to reduce associated fixed costs, including operational cost and increase efficiencies around purchasing, receiving, handling and inspections. Several technologies can streamline the ordering process. It is also possible to expedite receiving and handling by working with pre-selected suppliers and applying quality assurance principles.

Winning strategies

Developing and implementing effective inventory management can be burdensome and costly in terms of time, money and effort. But keep in mind that good inventory management pays off in higher customer service and satisfaction, lower overall inventory investment, fewer backorders, reduced disruption and lower cost of expediting. The rewards are well worth the effort!

ACCEO’s world-class enterprise resource planning (ERP) software offers Quebec SMBs advanced business management features at affordable prices. Acumatica Cloud ERP can improve productivity in billing, inventory management, accounting, payroll, customer relationship management (CRM), and other areas. Acumatica Cloud ERP is a flexible and robust ERP solution that helps SMBs continue to grow. Know of any SMBs looking to corner the Quebec market? Here are four good reasons to recommend Acumatica Cloud ERP.

Personalized support

When you recommend Acumatica Cloud ERP to an SMB looking to optimize operations, you’re inviting it to join a skilled and specialized team. With more than 30 years of experience under its belt, ACCEO is known for the expert work and extensive hands-on knowledge of its attentive advisors who keep a watchful eye on the technological and business issues facing SMBs. With solid market experience and reputation for supporting growing companies, ACCEO stands head and shoulders above the rest.

The ACCEO ERP team is known for seizing all aspects of a company’s business processes and the reality of SMBs in Quebec and Canada. This attention to detail ensures that the team implements the solution that best suits the company’s needs. This kind of personalized service guarantees that each ERP implementation is a success. What’s more, the service centre is run by a specialized team that tailors its services to each company’s business reality to:

 

By promoting the flexibility and reliability of Acumatica Cloud ERP to SMBs, you’ll help them benefit from the skills and expertise of a team recognized in the market as the ideal partner for Quebec SMBs.

Unique methodology

From software acquisition to employee training, the ACCEO ERP team applies a strict methodology that takes into account deadlines and budgets, ensuring success at each step of the Acumatica Cloud ERP implementation process:

 

Acumatica Cloud ERP stands out from other management software because of its attentive support service, from the selection process to implementation and beyond. That way, SMBs who choose Acumatica Cloud ERP are never left to their own devices during this complex process—another big advantage that sets Acumatica apart from the competition.

Bilingual world-class cloud-based software

Acumatica is the ultimate cloud-based ERP software. In a quickly changing market, SMBs need effective technology that supports their business goals.

Recommend Acumatica Cloud ERP to your customers to give them access to Acumatica’s avant-garde technology in the form of a comprehensive, easy-to-use, flexible, and mobile cloud-based ERP solution. Accessible anywhere, anytime, on any device, this multilingual system makes it easier to manage field work and overtime or weekend shifts and for employees to work remotely.

All its features can be accessed through a regular browser without having to install additional software or get a licence. Acumatica Cloud ERP is an indispensable modern tool that can be customized to each SMB’s specific sector. What are you waiting for?

Easy data tracking, detailed information, and more!

SMBs that opt for Acumatica Cloud ERP will finally get to experience a system that gives them an efficient and accurate way to manage budgets, time sheets, inventory, billing, and reporting for all their projects. The cash management module, for instance, provides real-time visual reports of even the smallest account details and can import bank statements directly into the Acumatica Cloud ERP.

With Acumatica Cloud ERP, SMBs can do things their way:

 

Acumatica Cloud ERP management software can be tailored to meet all the needs of a growing Quebec SMB. Be sure to recommend it.

For more good reasons to recommend Acumatica Cloud ERP to Quebec SMBs, download our free guide, “How Acumatica Cloud ERP supports growing Quebec SMBs.”

Companies that are looking to boost their growth and stay competitive in today’s market, have an unavoidable choice to make about acquiring an ERP system or upgrading their aging system. For these companies, having a real understanding about the life cycle of the software implementation is as important as the choice of the software itself.

What is typically called the “life cycle” actually refers to the combined group of phases that comprise an ERP implementation. Although the time required to implement a new ERP system varies from one company to another, when it comes to the implementation phases themselves, they are practically set in stone. In fact, whether your implementation process spans a few months.

The main phases of an ERP implementation life cycle

Planning and organization: This preliminary phase is technically not included in the time allocated to the system implementation, because it takes place before any real expenditure or action has occurred. Nevertheless, a company that is ready to move forward with the project, can begin to assemble a team and develop a workable plan in a few weeks. Typically, this phase can take up to 6 months, and sometimes longer.

System selection: Choosing the ERP technology and the system software can be a complex task, given their prominent role in the project and the wide range of options on the market. The selection phase usually lasts anywhere from 3 to 6 months, from the definition of requirements, market prospecting, short-listing potential choices, receiving proposals and holding demonstrations, to final selection and negotiations.

Installation: Lead times ranging from several days to several weeks are a consideration for the delivery of hardware and software, the installation of infrastructure components and the installation of the software itself. There is minimal to no lead time involved in the installation of a cloud ERP system.

Data conversion and loading: Once the ERP software is properly installed, the data must be entered or moved to the database of the new system. This includes customer records, vendor and product master records, bills of material, general ledger chart of accounts, and more. Just prior to going live, transactional activity is migrated to the new software. While this phase does require time and effort, it does not add significantly to the implementation timeline.

User training and procedure development: This is undoubtedly the most important phase of the project. Indeed, developing procedures and training users will likely take up most of your time. This phase calls for users to be available and requires some effort on their part, since training employees are also expected to keep up with their regular workload. How long this phase lasts will depend on the size and complexity of the ERP software being implemented (number of modules or functional areas involved, number of users, difference between new and existing procedures, etc.) and on how much time new users can spend on training every week.

Testing and validation: IT resources will be working with new users during this phase, to compare and examine both basic records and transactional data to verify that the data is exact and ensure that the new ERP software is working as expected. Testing and validation takes place over an extended period of time. Each functional area loads data and starts processing (test) transactions by the users during training and procedure development. The testing and validation phase will not extend the life cycle timeline in any significant way, but it must be considered in the training and procedure development process.

Launch of the new system: The launch of your new ERP can be done instantaneously (“big bang” approach), step-by-step, or by parallel operation. In this last approach, the old ERP system is kept in operation alongside the new system for a set period of time (typically two accounting periods).

Follow-up and conclusion of the project: After the new ERP system is fully operational and the old system is deactivated, the implementation is not yet completed. Users and IT support should continue to monitor the new software to ensure that it is working optimally. To capitalize on the features and benefits that new ERP software has to offer, users should be provided with ongoing training.

The significant consequences of failure

ERP implementation failures at large corporations often grab the headlines because these failings can cause serious operational problems: inability to ship products, unanticipated shortages, issues processing orders, etc. This may lead people to believe that ERP implementation failures are commonplace. In fact, quite the opposite is true. These failures are exceptionally rare but their impact can be devastating for the businesses concerned.

What happens much more frequently is that companies fail to attain all the benefits expected from an ERP system software. ERP technology is not a magical solution whose mere implementation will automatically reduce inventory, improve customer service or bring order to organizational chaos. To produce a positive impact on company performance, ERP technology requires the backing of a competent team and well-defined processes—and these elements must be planned during the life cycle of the implementation.

So why do some implementations fail?

The answer is simple: no preparation and no teamwork. ERP implementations do not fail when leadership, a project team, proper planning, and strong communication come together. When any one of these components is inadequate or missing, the result can be failure. Unquestionably, you must choose the right ERP software for your industry and your specific needs, but this is not usually an issue, as most organizations tend to be quite careful in choosing their system.

ERP implementations must be planned and managed just like any other project. They need a dedicated and multidisciplinary team, with strong leadership to organize and manage each phase of the implementation life cycle. In addition, it is important to get an executive “champion” on board who sees the business growth and development potential around the implementation of a new ERP system. The executive champion will share this vision with the rest of the company and inspire all the stakeholders, so that every level of the organization understands the importance of the initiative.

In short, with sufficient knowledge of the life cycle, detailed and realistic planning, and the right team in place, your ERP implementation will be a success across the board!

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