SME growth path – from accounting software to ERP

Imagine you’ve had the idea – a gap in the market! No one else can do this, and you’re going to build your business around this idea. You come up with a business name. And because these days you can’t start a business without the internet, you immediately register a website domain. Now your business is a reality! You’re accessible on the internet and the orders are pouring in. You need accounting software to keep track of the orders, and your accountant recommends a programme such as Snelstart or eBoekhouden. You enter the invoices into the programme and the accountant checks that everything is correct from their own office.

As your business grows, a simple website featuring just your email address and telephone number is no longer enough. You want customers to use the website to book appointments, place orders and request invoices. You’ve outsourced the development of the website to a specialist firm, and customers can now place orders in the online shop, book appointments in the calendar and request and download invoices – going back up to 10 months – via their own account page.

Automated processes in the garage

Yet you still do a lot of manual work behind the scenes. You use various software programmes to dispatch orders, manage your accounts and organise appointments with customers. And all communication between the programmes is done manually. It feels like a patchwork, and the warehouse in the garage is becoming too small.

The diagram below shows how you connect all the software programmes together.

After work, you’re busy sorting out the online shop, the accounts and the diary. Now that your business is growing, this is taking up too much of your time. And because it’s becoming harder to keep track of everything, things do sometimes go wrong. It’s time for better-integrated automated processes. It’s time to take the next step in automating your business.

Automated pro cesses in a warehouse

The solution to fragmented automation is to implement an ERP system – an Enterprise Resource Planning system. This is a useful tool for streamlining business processes. An ERP system recognises that all processes are interlinked and treats them as a single entity. This results in fewer errors in your invoicing, watertight planning and a clear overview of your stock.

The number of red lines has been significantly reduced now that you have created a single source of truth for your business using an ERP system. Everything is stored within it, all communication runs through the ERP, and the online shop and stock are fully integrated. One well-known system is Exact Online (https://www.exact.com/nl/producten/erp).

There are various programmes available for Exact Online that simplify and further streamline working with an ERP system. This is where Be-Efficient can help you. With Be-Efficient, you no longer need to create paper picking lists, and all communication is stored directly within the ERP. Orders from the online shop and stock levels are available in the ERP system. This generates picking lists. These lists are checked and sent to the warehouse. In the warehouse, you use the Be-Efficient application on the scanners. All picking lists can be viewed here. And everything that is picked is immediately communicated back to the ERP system.

How do you get from the garage to the warehouse?

AIf you wish to start using an ERP system, it is recommended that you do so with the help of a consultant. For them, setting up the software and getting it ready for use is part of their day-to-day work. A good provider for this is https://overstapsoftware.nl/. Once this is in place, scanning and picking in the warehouse can also be automated. Be-Efficient is the Warehouse Management System (WMS) that integrates with your ERP system to automate warehouse processes as well (https://www.be-efficient.nl/).

When you start using an ERP system, there are a number of decisions to be made. We have listed them for you below.

• Which version of Exact Online do I need? And which version do I want to use? See https://www.exact.com/nl/producten#erp for more information.
• When do I want to start managing my accounts in the ERP system?
• Do I want to transfer my current accounts to the ERP system, or shall I start with a blank system?
• How many people will be using the ERP system? In other words, how many licences do I need?
• Will I be using the ERP system to prepare my quotations?
• Do I want to use a scanner for order picking?
• Do I want shipping labels to be generated automatically upon delivery?
• Are the standard dashboards sufficient, or do I want specific dashboards to support the management of my business?

When making these decisions, a company such as overstapsoftware.nl can be of great assistance. If necessary, they can also transfer all your current accounts to the ERP system. If you’re also looking to automate your warehouse or production, our Be-Efficient consultants can help you with that. If you use Exact, we can set up a working WMS environment for you in 30 minutes and integrate it directly into the ERP. You’ll get two months to try it out for free.

The timeline

On average, the transition to an ERP system with a WMS takes 2 to 4 weeks. External consultants will be required for 2 to 5 days. A fixed-price quotation will be drawn up based on your requirements and objectives. The time specified is needed to properly identify which processes need to be automated. You will need to gather all the data you wish to use in the ERP system, which the consultant will then transfer to the ERP system. The time required to provide this data should not be underestimated. The new systems will then be tested to ensure they are functioning correctly.

The benefits of an ERP system with WMS for your business

The main advantage of using an ERP system is that your company’s processes are fully integrated into a single system. This gives you a centralised source of information and provides real-time insight into all data. This is also known as SPOT (Single Point of Truth) and sometimes as SSOT (Single Source of Truth). Everyone within the company who uses the ERP system works with the same reliable data. And once data has been stored, it is available to everyone at the same time.

Be-Efficient is a WMS that interfaces with the ERP. The functionalities you are still missing in the ERP are provided for and fully integrated. As Be-Efficient is a browser-based application, installation is quick and easy. This means Be-Efficient can be used on any device with a web browser. Integrating Be-Efficient into your ERP also allows you to set up and display clear reports and dashboards containing the information you need. All that scattered data that you previously had to sort through yourself is now brought together clearly in one place by the WMS.

Wider use of data

Exact Online offers the ability to make broader use of the data collected to support the growth of your business. For example, you can use Exact Online to gain a broader understanding of your customers’ wishes and needs. You can also use Exact Online to maintain stock levels. The MRP (Material Requirements Planning) modules are ideal for this. A basic version of this is included as standard in Exact Online. And if your stock management models are more complex (seasonal fluctuations, long lead times, etc.), Be-Efficient can provide support.

The benefits of using an ERP system

The key benefits of an ERP system such as Exact Online are real-time insight, a single source of truth and integrated processes.
These three factors lead to improved service, as all data is up to date and complete; increased productivity, as much repetitive work can be automated; and (indirectly) lower costs, as fewer errors are made.

Find out more

You’re good at your business; our business is ensuring that companies use the right software that doesn’t get in the way of doing business.

For further information, an introductory meeting or a demo of the software we can provide, please contact us to make an appointment.