HOW CAN YOU IMPROVE INTER-DEPARTMENTAL COMMUNICATION WITH SYSTEMS INTEGRATION?

HOW CAN YOU IMPROVE INTER-DEPARTMENTAL COMMUNICATION WITH SYSTEMS INTEGRATION?

 

The current business landscape requires strategic decision making and agility. To do that, you need accurate and up-to-date information, available to everyone by means of relevant reports. Enterprise Resource Planning (ERP) software integrates every aspect of a business, providing a single comprehensive view of the company and its information. This ensures that all your staff are empowered to respond to market changes.

 

In this blog, we look at how inter-departmental communication is made more effective by implementing an integrated system. When data is centralised and readily available for employees to access then communication becomes easier as employees have access to greater insights and accurate information.

Centralised data

The value of having up-to-date and accurate information available at all times cannot be overstated. An ERP solution enables the storing of integrated data securely on a single platform. As a result, all employees can access information whenever they want, wherever they are, in real time. Empowering employees with data ensures both transparency and credibility without compromising the quality and accuracy of the data.

Greater internal and external customer insight

By integrating a CRM system within your ERP, it automatically tracks customer information. This kind of integration enables you to modify and direct your messages to individuals and departments, based on their preferences and job roles. As each department gathers different data about customers, it is essential to give your employees the platform to pool information seamlessly in real-time to get a more well-rounded view of customers. For external stakeholders, and especially customers, your employees have the tools to deliver better customer service, creating a positively reinforcing communication loop.

More inclusive communication

An integrated ERP solution provides access to users across devices, platforms and geographies. This means that employees have access to information and can process transactions on the fly, whether they are on a PC, tablet or smartphone. Sales staff don’t have to wait until they’re back at the office to send an updated spec sheet to a customer or wait on the production manager to finish a production meeting, just to find out if there is product in stock for a new order.

Employees are empowered to communicate

An ERP solution ensures that employees have information at their fingertips and are engaged in the dynamic process of doing business. What this means for businesses is that staff remain more motivated and are more willing to take responsibility when knowing that they are acting on accurate and up-to-date information. This elevated level of ownership lets everyone share in successes and remain driven to keep growing the business.

By implementing a single integrated system (such as SAP Business One), rather than running multiple disconnected spreadsheets, data entry is simplified, duplication is eliminated, and out-of-date information is a thing of the past. This seamless information sharing ensures that everyone is on the same page, no matter which department you are in.

HOW TO PREPARE FOR AN ERP SOLUTION

HOW TO PREPARE FOR AN ERP SOLUTION

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We’ve previously looked at what an ERP is, why you should care and what the benefits are.  Just to recap, an ERP (Enterprise Resource Planning) system is an integrated software application that a company uses to connect its business activities across departments so that everyone is working with the same data and processes.

In this blog, we’ll look at the steps you can take in preparation for implementing an ERP system in your business. What do you need consider, and what preparation needs to be done? Let’s outline this below

Complete an audit on the systems you currently have in place

As an SME you may already have a number of single-use systems in place, such as a payroll system, an accounting system and a project management system (not to mention all the departments that are using manual spreadsheets).

All of these functions will be migrated to a singular ERP system, so it’s important to identify what system contracts will need to be cancelled and what information will need to be transferred to the integrated ERP system. The best way to manage this is to write out a list of all the solutions that each department uses, along with the number of users on each single-use solution.

It’s also important to have a simple workflow of how your company works from quote to invoice so that your ERP partner fully understands your business. Following these initial steps will make the transition to an integrated ERP solution as seamless as possible.

Understand your current IT systems

In order to successfully implement an integrated ERP solution, you need to have a good understanding of your current IT system. Do you have outdated servers and operating systems? Is there a particular reason why you need to have on-premise servers, or can you move to a cloud-based system? This could affect the seamless implementation of your new ERP system, so it’s important to understand your current functionality versus what is needed.

Engage with staff and begin change-management from the get-go

Staff buy-in is crucial for SME’s implementing an integrated ERP system. If staff are involved from the very beginning, they are more likely to understand the decision-making process and therefore will be more willing to implement the changes needed. You also need to ensure that your staff have enough time to complete the required ERP training in order for employees to get maximum benefit out of the solution.

Correctly preparing for the implementation of an integrated ERP system is almost as important as selecting the correct ERP solution to begin with. Bluekey Seidor will be with you every step of the way and provides comprehensive training for new users, ensuring that your business benefits from the start.

Keep an eye on our blog for more articles!

SO, WHAT EXACTLY CAN AN ERP CAN DO FOR YOUR BUSINESS?

SO, WHAT EXACTLY CAN AN ERP CAN DO FOR YOUR BUSINESS?

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In our second blog in the series about Enterprise Resource Planning (ERP) software, we look at practical examples of what an ERP system can do for your business. Have you always wondered how an ERP system can affect your bottom line? Have a look at some the advantages below and let us know what you think.

 

If you haven’t yet read the first blog in this series, you can read it here.

Ultimately, an ERP system streamlines the functions within your business, making it more efficient and productive. It’s as simple as that. Here are some of reasons why we say this, and why you should consider implementing it for your business.

An ERP is a customisable business system

Today, there are a multitude of ERP solutions that are built specifically for certain industries, like manufacturing, distribution, abattoirs and engineering, that focus on enhancing and improving core functionalities and processes. This means that you can run each part of your business effectively, whilst having all your data in one place. As industries have become more specialised, industry-tailored systems have been developed that are built on industry best practices that fit your business needs and ensures that your operation runs optimally.

Complete operational oversight

Implementing the correct ERP system in your business enables you to view the information that you need to make strategic business decisions at the click of a button. Data, reports, financials, and operational progress reports can be easily drawn up in real-time. Having complete insight into each department means that you can pick up red-flags before they become major problems, as well as identify areas of opportunity to grow the business.

Efficiency through integration

Businesses that depend on paper-based processes generally rely on spreadsheets to collate information. This causes multiple versions of the document and companies bear the risk of acting on bad information from fragmented solutions. An ERP solution automatically collates data into a single system, resulting in accurate and reliable digitised information that can be shared and integrated between employees. This will result in a more efficient organisation that bases their decisions on accurate information.

With better information flow, employees are given the correct tools to confidently make informed decisions. This will also result in increased productivity, as employees have instant access to the information they need and can therefore speed-up the operational processes within various departments and business functions.

Transparency

Having an integrated ERP solution means that tasks can be allocated to certain employees or departments. This makes it easier for managers to keep track of who is responsible for certain tasks without having to resort to micro-management. This creates a transparent environment where employees are accountable for specified tasks, giving management the control to easily track the process and status of these tasks in real time. Storing data in one, central system means that there is one version of the truth, which reduces the amount of duplicated entries and minimises the chance of information being manipulated. Authorisation parameters gives access to certain staff members when dealing with sensitive information. This ensures that information is kept secure and contained within the business environment.

In conclusion, the correct ERP system serves as a platform for your company to make faster decisions, embrace new opportunities, and drive profitable growth.

We’ll be posting more articles about ERP, so make sure you keep an eye on our blog for more.

 

How to: Change your VAT to 15% for the 1st April

How to: Change your VAT to 15% for the 1st April

SAP has the functionality to cater for VAT changes during financial periods, as certain regions of the world require different VAT rates at different times of the year. Therefore, this process is seamless in Business One.

The below information will show you how to set your system up so that on the 1st of April you will automatically be charging 15% VAT instead of the present 14%.

All reports SAP standard VAT reports will automatically convert to the new rate.

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Step 1:

The first step is to re-configure the tax groups. This will let the system know of the new VAT amount and the date of the change.

Menu Path

> Administration

> Setup

> Financials

> Tax

> Tax Groups

You should be at this screen displaying the VAT codes that your company uses. You will only need to change the VAT codes where the Rate% is 14%

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Step 2:

The second step is to change the Vat%.

Select the line that you would like to change and click on Tax definition.

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The Tax Definition screen will come up for that particular Tax Code

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Step 3:

Go to the SECOND line of the Setup screen and enter the date of 01/04/2018 in the “Effective From” Column.

On the same line select 15 in the “Rate” Column

You should now have 2 lines on the setup, oneat14 andoneat15

Click on “Update” on the setup screen and “Update” again on Tax Groups screen

***NB***
The new Tax rate of 15% will only take effect on the 1st of April 2018. All transaction that take place till that date will be at 14%

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Step 4:

Your Vat Groups Screen should now look like this. It is correct that the “Rate” amount is 15

Repeat Steps 2 and 3 for the other codes that need adjusting.

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Step 5:

You can now change the Vat Code Names to make them more generic, this will make processing and reporting easier

Click on the Name in the “Name” column and type in the new name.

Click on Update to effect the change

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Your VAT Setup is now complete!

 

There are a couple of frequently asked questions that we can address now:

 

 

How do I test this process first?

 

You can use one of your test databases to test this process, after the setup has been completed create and invoice in March and an Invoice in April to make sure the VAT calculates correctly.

What happens with linked documents that bridge the VAT change?

 

  • March Invoice becomes an April Credit note: In this case the VAT will pull from the Base document so the credit Note will be at 14% VAT, this is the correct entry. If the products are re-invoiced the new invoice will be at 15% VAT.
  • What does this mean for my open documents? Since SAP draws the information from the base document your open documents that are copied over in April will have the Incorrect VAT amount on them. You can update them by simply re-selecting the VAT code on the document and the VAT will be updated to 15%.

How will my VAT reports work?

 

The VAT reports will remain the same, for a while there will be transactions with both 14% and 15% in the VAT report but each report shows which document has which rate.

Stuck?

 

Our support team has been trained on the above process in detail. Should you have any questions please feel free to contact them at:

  • support@bluekeyseidor.com
  • seidorsupport.freshdesk.com for the Support Portal
  • 011 622 7200

 

SO, WHAT EXACTLY IS AN ERP AND WHY SHOULD YOU CARE?

SO, WHAT EXACTLY IS AN ERP AND WHY SHOULD YOU CARE?

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You’ve heard the term ERP being thrown around boardrooms, in almost every article on business management and even in casual water-cooler chatter; but what exactly is ERP and should you care? Let’s break it down:

Definition of ERP

ERP is an abbreviation that stands for Enterprise Resource Planning. There are many variations of its definition, but this is its simplest form:

Think about all the core processes that you need in order to effectively run an SME; finance, HR, manufacturing, supply chain, inventory, services, procurement, CRM, and more. At its most basic level, ERP integrates all these processes into a single system, meaning that your job is simplified, streamlined and accurate. Sounds fantastic, right?

What does ERP give you?

ERP systems give you the greatest overall visibility and control over your business, your processes and your operations. They provide visibility, analytics, and efficiency across every aspect of your business. Using the latest technologies, ERP systems facilitate the flow of real-time information across departments. This means you can make accurate, data-driven decisions and manage performance – all in real time!

Why SAP Business One for your ERP of choice?

SAP Business One is a leading ERP solution within the South African small-to-medium enterprise market. Built from the ground up from technology giant, SAP, SMEs now have large enterprise functionality tailored to small business needs and budgets. SAP Business One utilises some of the latest IT technology available – such as in-memory computing, Big Data analytics, cloud, enterprise mobility, and the Internet of Things (IoT) – to help our customers run real-time, digital businesses. SAP Business One integrates all your key operational, financial and customer-centric divisions from production through to sales and service, enabling them to operate more efficiently.

Isn’t it too costly for an SME?

You’d think so, but Bluekey Seidor can implement an ERP system in a business of any size – tailoring it to very specific needs and budgets. Besides, the initial outlay isn’t as large as you might imagine. The rewards you’ll get once SAP Business One has been implemented will more than outweigh the investment.

We’ll be posting more articles about ERP’s, so make sure you keep an eye on our blog for more.

Bluekey Seidor recognised for business excellence

Bluekey Seidor recognised for business excellence

Leading SAP Business One partner placed among Kenya’s Top 100 Mid-Sized businesses for fourth year running

 

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Bluekey Seidor Kenya has been named among the top 100 medium sized businesses at the prestigious Kenya Top 100 Gala Dinner that was held at the Carnivore Gardens on 10 November 2017.

The Top 100 mid-sized companies survey, an initiative of KPMG and Nation Media Group, seeks to identify the fastest growing medium sized businesses to showcase business excellence and celebrate some of the country’s most successful entrepreneurship stories.

The company has been operating in Kenya for 15 years and has built a reputation for excellence as well as facilitated expansion into neighboring countries. Bluekey Seidor Kenya was first ranked among the top 100 companies in Kenya in 2014 and has since continued its growth, profit and expansion.

“We are extremely proud to be recognised again for not only our business success but as a real contributor to the economic growth of the country. We pride ourselves on delivering excellent solutions and customer service to help SME’s in Africa better manage and grow their businesses.” Said Mala Bhatt, MD of Bluekey Seidor Kenya.

Focusing on small to medium sized businesses, Bluekey Seidor is the biggest and most successful SAP Business One partner in Africa, and the same can be said for the Kenyan office, who is the leading SAP partner in East Africa. Bluekey Seidor focuses on implementing the most appropriate business solutions and offers qualified support rather than just selling and deploying software. They specialise in providing innovative and integrated solutions that deliver tangible business benefits, specifically in cloud-based and mobile solutions that empower their clients’ mobile ambitions.

Bluekey Seidor is rapidly expanding into Africa. Apart from a local presence in Kenya, it also has 3 offices in South Africa as well as a presence in Tanzania and Mauritius, with a recent addition in Zambia and a presence in Rwanda and Ghana planned for 2018.

The company attributes its success to the combination of the SAP Business One product, industry expertise, consultant experience and local knowledge that sets them apart from other technology companies in the country.

“We’re extremely proud of our Kenyan office for this outstanding achievement.” Says Pedro Lopes, MD of Bluekey Seidor South Africa. “We know that our reach in East Africa will grow from strength to strength and we’re looking forward to seeing what our Kenyan office achieves next!”.

 

ABOUT BLUEKEY SEIDOR

Bluekey Seidor is a proud member of the Seidor group of companies – a multinational IT integrator and systems provider with a wide portfolio of products and services covering consulting, infrastructure, implementation, development, maintenance and support. Bluekey Seidor is also the most successful and fastest growing SAP Business One partner in Africa with a reputation for on-time delivery of complex, as well as simple, integrated business management solutions to SMEs.

The company is founded on the value proposition that successful implementation of ERP and business management solutions brings real and tangible benefits to business owners by driving efficiency, profitability and growth while giving management effective control and visibility.