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| Accentra Webshop Manager for Interspares (UK) Ltd. A Case Study |
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"Accentra has made a such radical change to the way we conduct business. With Accentra virtually running my business today, I have already started working on diversification plans - an unthinkable proposition just a few months ago."
Simon Martin
Managing Director, Interspares (UK) Ltd.
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Way back in 2004, when my business started suffocating with the everyday mundane tasks I realised that the business had come to a stagnation point. We had our successful on-line store doing the job of collecting orders but we still had to key in all orders, check inventory, issue purchase orders and produce delivery notes & invoices order by order, day after day. More the orders we received, the greater was the workload. We had to either increase our resources to cope with the demand, or just be content with what we could do. My accountant advised me to look for an automated solution. I thought there had to be several ready made solutions in the market that can do the job.
To my astonishment, when I started shopping for one, I found none that was capable of delivering what the business demanded. The only few options that came close to my needs were exorbitantly priced - way out of my modest £10K budget. Weeks and weeks of searching yielded no result.
When I just thought of giving-up, I was introduced to Accentra. In Jan 2005 Accentra Enterprise running on MSDE system was installed. Despite the power it delivers, it took just less than 1/2 day's training to come to grip with the entire Sales & Purchase Order processing functionality, thanks to the product's intuitive design and very professional guidance given by Accentra's technical team.
Our entire product range consisting of more than 8,500 spare parts was transferred from our website database to Accentra. In the very first week we already found ourselves saving more than 50% of the time. We didn't have to type in Purchase Orders any more, neither did we have to make decisions on what orders can be delivered. Accentra did everything for us.
But that was not all... Accentra quickly started working on the proposal to integrate our new on-line store with its own enterprise solution in co-ordination with Niddocks, our on-line store developer. And it didn't take much time before the solution was implemented. The planning was impeccable , the approach was professional and the implementation was flawless. Today, we sit back and watch Accentra collecting the orders from the web, placing orders on suppliers and generating delivery notes/invoices to our customers - virtually running the business by itself. Just weeks after the implementation, I sometimes wonder how we managed to run the business without Accentra all these days!
Accentra helps Interspares (UK) Limited to automate the entire Sales & Purchase Order and Account processing by seamlessly integrating the powerful Accentra Enterprise solution with the company's on-line store.
Interspares (UK) Limited specialises in buying and selling spares parts for domestic appliances such as Washing Machines, Dish Washers and other kitchen equipment. When Simon Martin founded the company 3 years ago, he little realised how soon the demand was going to outgrow his organisation's capacity. With over 10,000 spare parts to handle, the prices changing dynamically every month, his staff were constantly engaged in doing routine tasks leaving little time to focus on growing the business further.
When Accentra approached Interspares in Dec 2004, following issues were analysed:
• The company relied on a HTML based on-line store that generated tele-sales enquiries & sales.
• Too much time was spent on keying in sales orders.
• Considerable amount of time was spent in creating purchase orders.
• Too much time and resources were spent on picking orders for delivery each day.
• Excess inventory cost.
• A separate set of entries were required to be input into QuickBooks accounting system.
Lack of resources lead to loss of tele-sales opportunities. Despite the increasing demand, the business couldn't grow further. The fragmented system became a bottleneck for the growth.
The solution seemed to be obvious - an integrated system that encompassed everything from the "on-line store" down to the "cash book" system. However there was none in the market that addressed all the above issues within the budget.
"The web-integration, the requirement to support large numbers of spare parts, appliance types, models, manufacturers etc. meant that we needed an enterprise solution running on MS-SQL database or equivalent. Given the budget limit of £10K there were not many options in the market" - says Simon Martin, the Managing Director of Interspares, "And the few available options had to be quickly ruled out as they failed to address the unique nature of the spare parts industry".
The spare part industry often requires identifying the same part number under different appliances/models. For example, the same Gasket can be used for different models or even appliances. Most of the on-line shoppers have the habit of searching for the part number for a specific appliance/model. This meant, multiple records of the same part number had to be maintained on the on-line store database. And yet, every order processing application in the market insisted on having a unique product id. Using a separate field for the part number was not an option as it ruled out the web integration possibility, as the orders had to be processed based on part numbers.
But Accentra had little trouble in coping with any of these demands. Quickly a plan was put in place for the integration with a new on-line store running on MY-SQL database (developed by Niddocks,UK).
How it Works?
• Your Customers place orders on your web-site as with any other on-line store.
• Your Telesales staff use the Telesales module hosted on your website to record all orders. Alternatively they can also use the shopping cart interface used by your customers to place the orders.
• All orders recorded on the on-line store database get instantly transferred to Accentra Enterprise SQL database, usually located within your own office premises.
• Accentra determines the items to be ordered and generates Purchase Orders automatically on daily basis.
• When Goods arrive, receipts are recorded by your staff by sourcing the data from the purchase orders (minimum manual input).
• On a daily basis, Accentra determines the orders to be delivered - based on free stock availability, delivery due date and payment status.
• Then goes on to generate and print automatically the delivery note/invoices due for the day.
• All accounting entries for Sales Invoices, Payments, Purchase Invoices are posted to the backend accounting system without any additional work.
What does this mean to your Business?
• A lot of free resources
• Unprecedented increase in your operating efficiency, customer satisfaction and thousands of pounds of cost saving.
• Exponential growth to your business volume.
• Near zero inventory cost. You buy only when your customers place orders with you.
• Your customers do most of the work for you (all orders placed by your customers updates your accounting system and results in purchase orders as well).
• If telesales model suits your business, the integrated Telesales module allows you run to virtual telesales offices from anywhere in the world.
AccountingWeb Exclusive Offer
Price Discount
Accentra is pleased to offer an exclusive discount package for the first 10 orders received through AccountingWeb
• 10% discount on Accentra Enterprise Solution.
• 8 Hours worth free Consultancy/Programming time (or) Free Installation including 5 hours training.
• Free Remote Desktop Support for one year.
• 25% discount on Accentra Annual Support for the first year.
• Free Accentra Payroll Professional Edition. 25 Companies; Multi-user License (Annual support payable).
• 10% Price discount on Web store solution.
Already have a running on-line store?
We will assist your web developer to integrate your on-line store with our Accentra Enterprise system. The integration will be smooth and seamless irrespective of the type of database your on-line store system runs on.
We will not charge you for the time to be spent on discussions with your web developers. You will also be entitled to the above discount package.
To arrange for a presentation, please call or send us your details:
0845 456 7181
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