Industrial supplies dealer
Spreadsheets and an ageing invoicing program that never talked to each other: every order was entered twice and nobody knew the real stock.
The challenge
Orders entered twice, unknown real stock and delivery notes lost between the counter and the office
The solution
ERP roll-out covering the order–delivery note–invoice cycle, with a reconciled migration of customers, items and history
How we did it
The company sold over the counter, by phone and by email, and each channel ended up somewhere different: the order went into a spreadsheet, the delivery note was written by hand and the invoice was entered later into the old program. We started with the workflow: order, delivery note and invoice in a single system, so every operation is entered once and each document is generated from the previous one, with stock deducted at the moment of dispatch. The migration covered customers with their terms, items with prices and rate cards, and the sales history, reconciled against the previous year's invoicing before it was signed off. Go-live went area by area: sales and warehouse first, then purchasing and administration, with the old program running in parallel until the totals matched for a full month. Training was done by role: each person learned their own workflow on their own data, not from a generic manual.
Results
Project timeline
Review of the order–delivery note–invoice cycle
Reconciled migration of customers, items and history
Go-live for sales and warehouse with the old system in parallel
Purchasing and administration on board, with training by role
Testimonial
“What won us over is that they did not start with the software but with our own workflow. In our first month on the system we did not retype a single order.”