If you’re considering a new ERP system, then two of the many boxes that need to be ticked revolve around levels of control and ROI to be gained by implementing a new system.
Technology analysts The Aberdeen Group report increased levels of concern amongst mid-market companies unable to fully track processes, alert decision makers and even ensure regulatory compliance. All of which is critical in certain industries. Click for enlarged image:
Configuring your controls using Sage X3 may encompass a number of areas, including:
- User security, including password controls and restricting access to data
- Defining the rules relating to business processes and the extent users may or may not be able to override these rules
- Generating work flows in response to specific triggers (look out for our next blog where we’ll be discussing this in more detail)
- Determining the fields requiring audit tracking and the method for reporting changes
- Activity reporting, such as variance analysis, budget comparisons and sales performance against targets
When you are processing hundreds of orders each month, you need to ensure that they are processed efficiently and with full traceability from quote right the way through to invoice. There may be multiple departments involved (sales, manufacturing, distribution, finance) so you need as much visibility as possible of precisely where each order sits within the supply chain.
Sage X3 enables you to:
- Manage end to end sales and purchasing processes in one solution
- Track sales and purchasing activity both forwards and backwards from any point
- Run bulk and batch processes to more efficiently handle the various documents that need to be generated, such as pick lists, delivery notes and invoices
- Automatically handle intercompany activity, such as purchase orders and call-offs in one company generating sales activity in another
- Configure automated workflows and notifications based on any event in the system, which could be an order being raised or even a change in value of a particular field
- Create and then view flexible reports and dashboards for an instant snapshot of current status
Through business process management Sage X3 greatly improves the efficiency of your company. For example with the sales process, you can determine the extent of the steps to be followed and the level of automation required so that you just focus on those relevant to your business, such as:
- Taking a project/ opportunity and converting it into a quote
- Taking a quote and converting it into a sales order – you can monitor your stock situation for individual line items as well as reviewing pricing details
- Using the sales order to drive processes such as back-to-back purchase ordering and production
- Raising proforma invoices
- Allocating stock, manually or automatically, and then generating pick lists and despatch documentation
- Creating shipment records to complete the despatch process and generate delivery and customs documentation, as required
- Raising invoices and then being able to trace back to their originating activities (orders, shipments, etc)
- Dealing with returns and the subsequent customer credits and receipts back into stock
A number of these can be handled either one at a time or as standard batch processes, so it’s easy to generate mass shipments and invoices. This can be a real time saver on a daily basis and at busy times of the month. Sage X3 also allows for functions to be scheduled for regular occurrence, so you can configure a daily invoice run to include all goods shipped up to that date and not have to repeat this task every day.