Five Ways ERP Solutions Increase Business Agility

Posted on April 5, 2012 by Tony Chiodo

Business agility is the ability for a business to be able to rapidly make informed decisions in order to react quickly and cost effectively to changes in their environment. In previous decades, business agility was a “nice to have” function, but today’s real-time environment requires that even the largest enterprises operate nimbly.

As Focus Expert, Jonathan Gross, says, “[whether] businesses like it or not, they have to be agile to succeed. If managing extreme economic volatility wasn’t challenging enough, businesses also have to contend with shifts caused by acts-of-God (e.g. the Japanese supply disruption), faster cycles of technological innovation and obsolescence, and structural shifts in the labor market.” Modern enterprise resource planning (ERP) solutions allow for businesses to increase their agility by, “providing the ability to close gaps at all levels of business,” and ultimately getting the right information into the right person’s hand at exactly the right time.

The following are five ways modern ERP solutions increase business agility:

  1. Deliver real-time business intelligence
  2. Encourage business process improvements
  3. Leverage mobile technology
  4. Offer end-to-end automation
  5. Utilize cloud architecture and modular design

Learn more about how today’s ERP solutions can increase your business agility by downloading our whitepaper. steroidi anabolizzanti legali androgeen

Posted in April 2012, Enterprise Resource Planning (ERP), Newsletter | Leave a comment

Tips, Tricks & Tutorials: 1099 and CPRS Reporting & Adding Email Fields to Person Records

Posted on April 3, 2012 by Manny Buigas

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1099 and CPRS Reporting

Accounts Payable in Sage 300 ERP can maintain 1099 and Contract Payment Reporting System information for vendors subject to these US and Canadian reporting requirements. In this tutorial, we examine how to setup Accounts Payable for 1099 and CPRS reporting, how to process transactions for vendors that fall under these requirements and finally how to generate the 1099 and CPRS reports.
Duration : 11 min 32 sec

Adding Email Fields to Person Records

The standard configuration for Sage CRM provides two email address fields on Person records.  Since it’s become common for people to have multiple email addresses, we show you how to create additional email fields.
Duration : 3 min 13 sec

Posted in April 2012, CRM Videos, ERP Videos, Newsletter, Tips & Tricks Videos | Leave a comment

The updated Fiscal Calendar in Sage ERP Accpac v6.0

Posted on March 16, 2012 by Tony Chiodo

The Fiscal Calendar now lets you lock and unlock fiscal years and periods separately for each Sage ERP Accpac module your company uses to process transactions. (Previously, you could only lock or unlock fiscal periods for all modules at once.) Click here to learn how.

Posted in Enterprise Resource Planning (ERP), How Do I?, March 2012, Newsletter | Leave a comment

New features added to Communications in Sage CRM version 7.1

Posted on March 15, 2012 by Manny Buigas

Any non-Sage CRM users (external attendees) who have been added to an appointment via Exchange or in Sage CRM are automatically added to the appointment in Sage CRM. Such appointments are stored against these external attendees in Sage CRM, therefore preserving an accurate communications history.

This feature can be used to show non-CRM user attendance at a meeting, even if Exchange Integration is not in use. Click here to learn how. medical steroids

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Tips, Tricks & Tutorials: Customer Comments & Setting Up Timings

Posted on March 13, 2012 by Tony Chiodo

In addition to our monthly tips and tricks videos, we are now pleased to offer our “How Do I…“ articles.  Featured this month are:

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An Overview of Cloud Computing

Posted on March 8, 2012 by Manny Buigas

Many businesses are now looking to cloud computing to reduce, and even replace, their internal IT infrastructure. Cloud computing not only stores data off-site, but it also offers new ways to increase productivity in an everyday business environment. Before making an investment in a cloud service or modifying your company infrastructure, you should know the basics of cloud computing.

Cloud computing isn’t really anything “new”; it’s been around for years. Technological advances, storage price drops and big companies willing to “rent out” server space and host applications found a way to make money while reducing costs for the customer. Running at a much larger scale, cloud computing now costs less and is faster to implement.

Cloud computing services refer to services that are delivered over a network and in most cases this is the Internet. These cloud services are normally referred to by their layer or platform. Here is a description of each cloud layer/platform:

1. Software as a Service (SaaS)
Perhaps the most recognized of the three cloud computing types, this platform offers applications as a service over the Internet. There are countless examples of this available today. For example, Google Docs and Gmail give you access to word processing and email in the cloud. No documents or mail are stored locally, giving you access to your content from anywhere. All backups and updates are handled on the back-end by the provider, greatly simplifying software management.

SaaS greatest advantage is that it makes data easily accessible, for any device with an Internet connection is able to access the application and data stored within it.

2. Platform as a Service (PaaS)
This type of cloud is more geared towards developers who want to build new applications. It provides a platform on which you can build applications usually linked to a particular vendor. This allows developers and development companies to launch new applications quickly and with minimal expense.

3/ Infrastructure as a Service (IaaS)
This encompasses storage services and computers running in a provider’s data center. The providers make them available as an on-demand utility, many times offering a small portion for free and allowing the option to pay for more space when needed. These types of services allow customers to launch applications quickly and ramp up capacity when needed, only paying for what they need.

The advantage of this approach is that you can expand and contract as needed. If you anticipate having a rush coming such as a big sale, you can expand your servers to meet the increased demand, then go back to your normal numbers when the sale period is over. It prevents your system from going down because you don’t have the server capacity to handle the influx of traffic. This elasticity and paying for what you use are two of the hallmarks of using IaaS.

Types of Cloud Deployment Models

Cloud implementations are normally either public or private, though hybrids of the two can be created as well.

Public/External Cloud

The public cloud is normally what people refer to when talking about cloud computing/cloud storage. This is when anybody in the general public connects (normally via web browser), opens an account with a cloud vendor, and connects to the application hosted on the Internet. The application is hosted on the Internet, off-site from the customer location.

Private Cloud

The private cloud refers to an infrastructure that is closed off to a particular organization or environment. The infrastructure could be internal or hosted externally by a cloud vendor. In the case of an internal private cloud, there is usually more up-front costs as the organization will need to purchase the hardware that will host the systems.

Normally, internal private clouds utilize virtual machines to optimize hardware usage, so there is a long-term cost savings in that model. This may be a good solution for organizations that are highly concerned about security but still want the increase productivity and collaborative benefits of cloud computing.

The type of cloud infrastructure and deployment is unique to each business. The decision is based on organization goals, security considerations, costs, expandability, flexibility, and compatibility. There are many vendors offering solid services, and some that do not; it’s up to the organization to do its due diligence and find the most effective solution to suit its needs. androgeen

Posted in March 2012, News, Newsletter | Leave a comment

Credit Card Processing Integrates with ERP Systems to Automate Business Procedures

Posted on March 6, 2012 by Site Administrator

Is your business ready to accept debit cards and credit cards in your retail location or on your website? If you currently accept credit cards and debit cards, are you looking for a way to connect your debit/credit card processing to your ERP system? Is your company seeking to save time and money with a more automated credit card processing to A/R system?

Credit card processing can now be integrated with your ERP system to help you achieve those results.   The number of companies operating credit card processing systems is on the rise. Studies show that more and more purchases are being made with credit cards each year, and it has been proven that vendors who accept credit cards increase their sales by 15 to 50 percent.

However, until recently, companies were unable to consolidate the data from credit card processing systems into ERP systems. With new technologies and products, such as Sage ERP Accpac Payment Processing, integration between credit card terminals and ERP systems is easy. Some of the benefits of integrations include:

  • No duplicate entries. Many companies have a two-step process: pull the data from the credit card terminal and then manually input the information into the ERP system. This process of double entry often led to multiple errors. Integration reduces the need for double entry and decreases the chances for manual errors.
  • Eliminates unnecessary paperwork. Manually entering data from the terminals is not only time consuming; it is wasteful. Integration eliminates the unnecessary paperwork and frees up time – and paper – to focus on other tasks.
  • A/R receipts for paid invoices are automatically created. Instead of processing the payment, entering it into the ERP system, and creating an invoice, integration automatically inputs the data and creates the invoice in one step.
  • Merchants can process, void or preauthorize credit card payments. Integration takes care of preauthorization, guaranteeing the customer’s credit status for the order amount, and capturing the preauthorized amount when the order is invoiced, as well as perform voids and refunds.
  • Accounts Receivable integration. Fully integrates with the accounts receivable module to process receipts, prepayments, unapplied cash and miscellaneous receipts. It also has the ability to pay multiple invoices with a single credit card, apply partial credit card payments and process refunds.
  • Easy Access. Transactional information is captured and securely stored for historical and reconciliation purposes, and can be accessed and viewed online 24/7.
  • Fraud prevention features to protect you and your customers from unauthorized credit card usage.

Integrating your credit card processing with your ERP system is a smart solution. It will not only decrease manual and duplicate entry for credit card processing to reduce errors, but it will increase your productivity, accuracy and save your employees from arduous and unnecessary paperwork. It is proven to be a safe and complete credit card processing solution for all types of businesses that need a more automated data-entry process. In the end, integration will not only improve your business and processes, it will improve your relationship with the most important part of the business: your customers.

For more information about integrating your credit card processing with your ERP system, read our brochure.

Posted in Enterprise Resource Planning (ERP), March 2012, Newsletter | Leave a comment

5 Principles of CRM Security

Posted on March 1, 2012 by Site Administrator

CRM is a fertile ground for security breaches. By their nature, most CRM applications involve mobile devices, such as notebook computers that employees bring into the field, and the increasing dependency on tabletapplications using wireless connections. Any mobile device is more vulnerable to security breaches, ranging from attacks against communication links to simply having the device stolen.

The below five tips will greatly enhance the security of your CRM system:

Encrypt your remote data. Do you encrypt data on laptops and other mobile devices? As a first line of defense, all confidential data on mobile devices should be encrypted. For notebooks, consider using a software encryption solution to protect all data, or minimally, any business-critical files.

  • Do you have password protection on all mobile devices?
  • Do you require strong passwords and frequent changes? Many organizations use combinations of numbers and letters at least six characters long and have users change them every 30 to 60 days.
  • Alternatively, do you use other, more secure, authentication methods in place of passwords? This can involve separate physical keys, such as USB drives, which need to be plugged into a computer to make files accessible. Make sure you keep the key separate from the computer, and not in the computer case.
  • Do you have an independent firewall on your mobile products? Although Windows XP and Vista both come with firewalls, many experts recommend adding a more secure third-party product, especially if you’re using a wireless connection.

Watch your wireless connections. Data is at its most vulnerable when it is in transit. This is especially true if you use wireless connections at your home office or in a public place, for example your local coffee shop.

  • Do you use the appropriate level of Wi-Fi encryption? Wi-Fi modems and routers should use WPA (Wi-Fi Protected Access) or WPA2 encryption keys to prevent unauthorized access. The older WEP (Wired Equivalent Privacy) standard is much less secure.
  • Do you broadcast your SSID (Service Set Identifier)? The SSID is the network name of your wireless network and is required for devices to connect to it. Most routers or wireless access points will allow you to disable the broadcasting of the SSID, keeping the information for your use only.
  • Do you use file and printer sharing? This networking feature is particularly useful on home networks but can be a security concern on public networks. Consider disabling this feature for public connections.

Consider role-based security. Role-based security refers to establishing a series of finely grained classifications of your employees, each with a specific bundle of access and other privileges. Employees assigned to a classification only have access to the privileges associated with that role. When designing roles, carefully consider what employees actually do, not their position in the organization. Each role should give employees the privileges they need to do their job and no more.

Educate your staff. Do you keep employees up to date on security best practices? All the hardware in the world won’t help if your staff doesn’t understand enough to take basic precautions to prevent systems from being compromised.

 

  • Do you have an ongoing security education program? Are your people made aware of the dangers of sharing, writing down passwords, etc.?
  • Are your people trained not to open attachments from unknown sources?
  • Are they taught not to add unauthorized file sharing applications to their systems?

Beware of phishing. Phishing and its variants are a major source of security breaches. Most people know that phishing involves sending phony email messages with the aim of getting the victim to submit confidential information such as credit card numbers or account details. However, many people aren’t aware of the specific danger signs of phishing emails. For example, government agencies or banks will never ask you to submit confidential information in an email.  While the idea of phishing is common knowledge, it still succeeds because organizations don’t make a point of alerting their employees to the dangers. You should have a policy for dealing with suspicious emails and make sure your employees are aware of what constitutes a “suspicious” email.

With some simple adjustments and employee education, the security of your CRM system will be strengthened keeping this powerful sales and customer service tools secure.

Posted in Customer Relations Management (CRM), March 2012, Newsletter | Leave a comment

Control Spending by Simplifying Purchasing and Reducing Costs

Posted on February 28, 2012 by Site Administrator

As executives see signs of economic recovery, businesses are coming out of defensive postures and looking forward to resuming growth. Recently, orders for capital goods began to rise, and a quarterly survey of CFOs revealed that they expect to increase capital expenditures by 9% this year. With business spending picking up, there is no better time to review your purchasing processes for potential cost savings.

As the economy recovers, you don’t want to lose focus on the spending austerity that helped your company succeed during tough times. You want to continue to control costs and improve purchasing power. If you can purchase more goods and services than your competitors do for the same money, your company will gain an advantage that directly impacts the bottom-line.

At the same time, you don’t want purchasing to become painful or error-prone. Piles of paperwork, irritated employees, and a bogged down system of approvals for every little purchase can eat away at profits through lost productivity.

Before your company starts to purchase additional inventory, supplies, or equipment, you should first consider evaluating your ERP solution. Automating your purchasing procedures with ERP software can help your company:

  • Simplify purchasing procedures and reduce cycle time so employees comply with your process and don’t become exasperated by paperwork.
  • Gain purchasing power so you can negotiate better pricing for commonly-used Maintenance, Repair and Operating (MRO) goods, as well as inventory items.
  • Optimize your supplier base and identify preferred vendors for hard dollar cost reductions.
  • Gain control over costs by centralizing all purchasing data and producing accurate, up-to-date spend data analysis.
  • Balance supply vs. demand while maintaining optimal inventory levels through close integration between your purchasing, Accounts Payable, and inventory systems.
  • Navigate the global economy with multi-currency purchasing and reporting that helps you compare spending across currencies.

In today’s competitive environment, purchasing is a critical corporate function. Its ability to hold down costs and contribute to the bottom-line cannot be overstated. Yet this vital function is often overlooked for automation, in spite of its proven cost reductions.

ERP software can make a positive impact on corporate purchasing power, cycle time, administrative costs, inventory management, customer satisfaction, and strategic planning and analysis. When viewed in the total context of the 21st century organization, an automated and integrated purchasing system might be just as important to your company’s success as Inventory Control, Accounting, or Human Resources applications.

Posted in Enterprise Resource Planning (ERP), March 2012, Newsletter | Leave a comment

Better Return Material Tracking

Posted on February 24, 2012 by Site Administrator

In the supply chain, there are multiple reasons that product must be (or is) returned to a supplier from a customer. It can be from an end user to the distributor or from the distributor to the manufacturer. In all cases, it can prove to be a nightmare of forms, lost information, and manual processes that create excessive paperwork, lost productivity, and reduced profits.

Some of the major reasons for returns are:

  • A wrong product was shipped (and the value was less than the customer was going to be charged)
  • The incorrect quantity was shipped (not enough to fill their customer order so they do not want the inventory or there was too much and the item does not turn enough to be worth the extra handling even if the excess inventory was not billed)
  • The product is damaged during shipping due to inadequate or inappropriate packaging
  • Poor product quality that does not pass predefined inspection requirements
  • The product arrived late and the customer used an alternative supplier
  • The customer decides to no longer carry product (obsolete inventory)
  • The customer wants to recover cash by returning non-moving products

No matter what the reason, a complete process is necessary to initiate the process, track the material, handle it properly, issue credit memos, and finally, recover costs. In a perfect world, the process would be relatively simple.

When a customer initiates the return, it requires efficient handling by customer service personnel. They first must be able to verify that the inventory was actually purchased from their organization and then relate the purchase to a specific Purchase Order, shipment, and invoice.

Next, a shipping label with an easy to read bar code (linear or 2D) is generated which exactly identifies the material being returned and is sent to the customer by email (as an attachment) or FAX. The label provides a link to all of the electronically stored information that the CSR (Customer Service Representative) already researched and captured.

When the product arrives at the supplier’s receiving dock, it is positively identified by the bar code and instructions for its deposition are available to the receiving clerk. It may be held for testing, it may be inspected and returned to stock, or it may be cross docked to return to the manufacturer.

All of the internal paperwork is completed by the computer and the proper credit memos issued, less any restocking charges. Restocking charges can be determined by the product category cross referenced to the specific customer. If there was shipping damage, the system should assist the CSR in completing all necessary insurance claim forms and track them to payment.

Any material that is to be returned to the next level supplier (importer, master distributor, or manufacturer) will be properly identified with a custom shipping label that meets the supplier’s specifications. The label will be applied to the package and it is then ready to be forwarded on without additional human intervention.

The system will track the physical return of the merchandise based on the bill of lading. Once it has left the shipping dock, the application should follow up to make sure appropriate credit memos are issued and applied. The electronic paper trail will be available at any point to track the current status of any individual return or all returns to a specific supplier.

In this perfect world, the electronic system described above will eliminate the “spreadsheet in the drawer” that has been traditionally used to track and follow up as best as possible on returns. Through CSR access to information, both customers and vendors will have the ability to access and inquire against the database to verify the status of any given return.

If you aren’t operating in a perfect world, but would like to, contact us today and find out how you can make your return system better. For more information about return material tracking, download our whitepaper here.

Posted in March 2012, Newsletter, Warehouse Management Systems (WMS) | Leave a comment