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SAP Distribution Blog

Outgrowing QuickBooks - Integrated Mindset

Posted by Gary Feldman on December 17, 2019


SAP-Circle1Many companies outgrowing QuickBooks recognize that disparate systems result in extra work rekeying data and the potential for errors that creates.  The benefits of integrated information for decision making may be embraced by the organization, but what about the impact of change on the team. What many managers don’t realize is the shift in mindset it requires from their people to move to an integrated system.  
If someone manages their area in their spreadsheet, they know exactly how it works, use it for their benefit and know exactly up to date it is.   Now they move into an integrated system, they often rely on others to create the values available, get updates from other departments and have to keep their information up to date as others rely upon the data.  
One common example is where a company keeps their inventory outside QuickBooks but now moves into a fully integrated ERP.  Impacts include:
  • Inventory master list is now shared by sales, purchasing and warehouse personnel.  If there is kitting or manufacturing it also becomes shared by production.
  • The purchasing team can now use sales order information for calculating how much inventory needs to be purchased.  This means the sales team must keep their orders up to date, have the system or manually cancel orders past allowable delivery date and maintain whether partial orders can be shipped and if back orders are allowed for a particular customer 
  • The warehouse needs to receive goods in the system in a timely manner so the goods show up in available to promise or can be picked packed and shipped in the system. 
In the past individuals  did not have had to worry about how their actions impacted others because their tools were isolated.  Now that they are interconnected the information flows seamlessly reducing double or triple entry, but also creates reliance on, or to others.  This is not a problem, but a change in mindset.  Once your team understands the impact of their actions on others, they can not only be more thoughtful, but make others more efficient!
Some of that efficiency comes with working with a cloud application which is available anywhere anytime, but the real benefit is that there is now only one version of the truth maintained in real time.   When your information is real time customer satisfaction will increase. 
  • No more waiting on the phone for answers while you "check on that"
  • Better fill rates with accurate inventory counts.
  • Ability to offer alternative products when you know that one item is not available.
  • Know when the stock is going to be deivered

This real time is multiplied with "in-memory" computing powered by SAP HANA.  Not only are your balances and transactions real time, but so are your reports and analytics as calculations are made on the fly as data is entered.

Top 8 Signs-1QuickBooks is an easy and awesome system for simple businesses, and its usefull life often gets extended with third party add-ons and external integrations, but at some point your business may outgrow its capabilities or benefit from a more advanced system.   If you are not certain whether your business has reached that point, take our self assessment on our Outgrowing QuickBooks page or contact Jan Lawrence at jlawrence@i-bn.net or call 678-401-6244

Topics: SAP Business One, SAP Business One Cloud, outgrowing quickbooks

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