"If Only You Had Known" - Giving A Voice To Your ERP
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"If Only You Had Known" - Giving A Voice To Your ERP
- 1. Sage Alerts & Workflow ‘If Only You Had Known’ Giving Your ERP System a Voice! July 9, 2013 Don Farber, Vineyardsoft Sonja Fridell, BrainSell
- 3. Ask Yourself . . . . . . if only we had known . . .?” “. . . during your everyday business activities, have you ever felt like saying . . . www.brainsell.net info@brainsell.net @brainsell 978.887.3870
- 4. If Only We Had Known . . . “. . . that Ace Ltd has overdue invoices in the amount of $7,500.” “. . . that client ‘Folsom’ had significantly lowered their purchasing level.” “ . . . that salesrep Ramey is overly-discounting her sales.” “. . . that the lease to Integra is due to expire in 30 days.” “. . . that no one has reviewed or approved this pending purchase order.“ “. . . that our supplier ‘Bentor’ raised our cost of this item by 30%.” “. . . that we received a shipment that could fulfill our backorders.” “. . . that Louis spent all that time closing a new sales opportunity for a client with overdue payments.” “ . . . that the price list our reps were using was from last year.”
- 5. The Cost of “Not Knowing” (or of “knowing too late”) www.brainsell.net info@brainsell.net @brainsell 978.887.3870
- 6. Scenario: • A customer who normally pays within 30 days • They currently have $30k that is 45 days old, but … … you don’t know it because you run your reports at month-end • Today you ship out a $25k order to them • At month-end you recognize the issue and discover the client is having serious cash flow problems . . . Cost of not knowing? • Best case: Carrying $55k in A/R • Worst case: Writing off $55k when they close shop The Pain: Writing Off Receivables
- 7. The Pain: Writing Off Receivables To prevent, you would want to: • Alert the account manager about their overdue client • Notify the finance dept to start collections • Automatically re-send the client their statement • Automatically put the client on credit hold • Set up the A/R Aging report to auto-run whenever a client’s balance and days overdue exceeds your threshold The Solution: Sage Alerts & Workflow
- 8. Data-Driven ERP “Giving Your ERP Data a Voice” Too many managers spend too much time wading through voluminous reports, often looking for “exceptions”. Too many ERP staffers (e.g., finance folks) only have time to handle the most obvious and glaring requests. But . . . . . . if you had a way to identify what information your managers and staff needed . . . when they needed it . . . and then enabled your ERP data to deliver it – to “speak” and “act” on your behalf . . . you would have data-driven ERP.
- 9. Sage Alerts & Workflow. . . . . . empowers data-driven ERP. Previously known as . . . “KnowledgeSync” & “Sage KnowledgeSync” -- Started in 1999 -- Over 9,000 clients Our History: -- Sage Software “Endorsed” & “OEM” Partner for Alerts & Workflow -- Sage “Endorsed” & “OEM” Products of the Year (2011, 2012) -- TMCLabs “Editor’s Choice” -- ISV of the Year -- Partner’s Choice Award -- VARBusiness Five-Star Award -- Forbes’ “Top Productivity Enhancing Tool”
- 10. 3 Tiers to the Solution 1) 2) 3)
- 11. ERP Monitoring Sage Alerts & Workflow www.brainsell.net info@brainsell.net @brainsell 978.887.3870
- 12. Alerts & Workflow identifies conditions such as . . . Overdue receivables (re-send invoice or dunning notice) Suppliers with perpetually late deliveries Terms discounts that are about to expire Inventory stock approaching re-order level Receipts against purchase order lines Orders with unapproved discounts Overstocks for products that need to be sold or written off Clients whose monthly sales dropped by at least ‘x’ percent (trend analysis) Clients put on / taken off credit hold Clients on credit hold who have open sales opportunities in a CRM system Financial Conditions www.brainsell.net info@brainsell.net @brainsell 978.887.3870
- 13. Alerts & Workflow monitors manufacturing . . . Project delays Cost overruns (or potential cost overruns) Order configuration errors (missing components, duplicate orders, etc.) Product price & cost errors, gross margin too low RMA alerts; reported defects; late shipments or deliveries Customers who have not ordered within ‘x’ days Changes to project start or estimated completion dates Tasks requiring review or approval Special pricing begins or ends within ‘x days Purchase Order receipts against backordered line items Manufacturing Processes www.brainsell.net info@brainsell.net @brainsell 978.887.3870
- 14. Other Apps (e.g., CRM) Other Apps (e.g., HR) ERP Monitoring Sage Alerts & Workflow www.brainsell.net info@brainsell.net @brainsell 978.887.3870
- 15. As well as sales activities such as . . . Opportunities that are overdue for closing or have not been followed-up on Client contracts that are due to expire Customers who have changed their buying habits Missing or erroneous data A client whose credit rating has changed Opportunities with unapproved discounts Salesreps who are “rolling over” their activities from one day to the next Leads that come in from your website or from an email campaign New or updated sales literature Time-sensitive pricing or promotions Remote salesreps who have not synched in over ‘x’ hours Sales Activities
- 16. Alerts & Workflow monitors customer service . . . Call escalation Calls not made (or not made within ‘x’ hours) Changes to call priority Too many calls assigned to one rep High number of calls regarding issue ‘x’ Support contracts about to expire Delays in service (e.g., part) delivery Automated follow-ups (e.g., surveys) Requests for additional information Automatic closure of calls after ‘x’ days Customer Service www.brainsell.net info@brainsell.net @brainsell 978.887.3870
- 17. Sage Alerts & Workflow monitors HR for . . . Applications that have been received, reviewed, or approved/rejected New hires or terminations effective today Changes in an employees benefits Certifications that are about to expire Employee drug test results Unusually high number of absences or vacations Upcoming employee performance reviews Pay rate changes Employee leave of absences starting or ending soon Training class reminders or certification of completion Human Resources
- 19. Alerts & Workflow monitors and auto-processes incoming email, such as . . . Email messages sent to generic account such as “finance” or “sales” Order-related emails – such as questions about delivery dates Emails that are from existing clients, partners or vendors – matching the sender of the email with the corresponding contact record in your Accounting database Emails that are from new clients – automatically creating the appropriate account record in your Accounting databases Website requests for information, automatically sending back the requested materials Website form registrations, automatically updating your applications with the details of who signed up for what Web form content, automatically sending a receipt confirmation back to the person who filled out the form, and notifying your staff about that visitor Email Monitoring
- 21. Uncompleted activities Changes to sales opportunities Dips in a salesrep’s pipeline Prospects not contacted in ‘x’ days Limited-time specials Changes in buying habits Salesreps who don’t synch Overloaded support reps Repeat buying incentives Leads not followed-up on Clients put on/off credit hold Overdue receivables/dunning notices Sending order confirmations Stock that is nearing its re-order level Delayed order/part shipment Auto-gen picking lists Orders with un-approved discounts Early payment discounts Match incoming stock with backorders Time-sensitive stock Sage Alerts & Workflow can combine data from across an organization and analyze it jointly, such as calculating whether a new sales opportunity in CRM would put a client over their credit limit based on information within their ERP data. CRM App ERP App Enterprise-Wide Analysis Enterprise-Wide
- 22. Delivery Monitoring E-Mail Monitoring O/S Monitoring Enterprise MonitoringERP Monitoring Sage Alerts & Workflow
- 23. Triggered Alerts Delivery Monitoring E-Mail Monitoring O/S Monitoring Email Cell Phone Pager/PDA Fax Screen Pop Web Enterprise MonitoringERP Monitoring Sage Alerts & Workflow
- 25. Email Web FTP Forms, Documents & Reports Triggered Alerts Delivery Monitoring E-Mail Monitoring O/S Monitoring Invoice Invoice Sales Analysis Sales Analysis Stock Status Stock Status Enterprise MonitoringERP Monitoring Email Cell Phone Pager/PDA Fax Screen Pop Web Sage Alerts & Workflow
- 26. Alerts & Workflow generates & delivers Forms, Documents, and Reports either scheduled, or based on business conditions, such as . . . Delivering Invoices for newly-created orders Sending out monthly customer statements Generating Picking tickets / Picking lists Producing daily, weekly, or monthly reports, such as Stock Status or A/R Aging reports Auto-sending dunning notices for clients who are behind on their payments Delivering work orders for mobile service technicians Generating purchase orders for items nearing their re-order level Reporting on leases and contracts about to expire Sending out thank-you letters, surveys, birthday greetings, etc. Enabling customer self-service reports Form & Report Generation
- 27. Triggered Updates API Toolset Triggered Alerts Delivery Monitoring E-Mail Monitoring O/S Monitoring Email Web FTP Forms, Documents & Reports Enterprise MonitoringERP Monitoring Email Cell Phone Pager/PDA Fax Screen Pop Web Sage Alerts & Workflow Invoice Invoice Sales Analysis Sales Analysis Stock Status Stock Status
- 28. Alerts & Workflow can auto-update your applications, such as . . . Creating a scheduled follow-up call after an order is placed Copying order details from an ERP system to a CRM system Updating the status of an “approved” request Re-assigning a project that has reached a certain stage Updating a client’s history with the details of an overdue invoice Exporting financial data to a spreadsheet, Access database, or external file Updating a client’s records with the details of a received email message Creating a new client record based on a web inquiry or order Auto-placing a client on Hold based on overdue receivables Synchronizing data between multiple applications Workflow (Updates)
- 29. Client Case Study: Toyo Ink • Multi-national manufacturer; ink for printing presses • Problem: Staff had to go to too many sources to learn about account activities, payment status, and order status • Problem: Staff used their IT Manager to run analyses • Problem: No way to automate exception management • Solution: Alerts & Workflow to “auto-push” data to staff • Result: In six months, over 20,000 info-packed emails to staff • Benefit: Better insight into who has been sold what, their financial status, and current stock, order, & delivery status • Benefit: Staff is more savvy about client accounts (e.g., acct status) • ROI: Automated alerts saves over 100 work hours each month • ROI: Improved A/R collections nets an extra $10k-$12k a month
- 30. Pricing: No Per User Charges Monitor: one application for unlimited conditions Alert: as many people as they wish Deliver: via any communications method Price: $1,799 (no per-user fees) + Monitor additional applications: $1,799 per application (4 = Unlimited) Add report generation & delivery: $999 (one-time cost) Add workflow (data update) ability: $999 (one-time cost) Options:
- 31. Try It For Yourself . . .
- 32. For More Information . . . -- Free download of Sage Alerts & Workflow; 30 day trial software -- Free access to tech support -- Free access to documentation & video training library -- Technical Support: Sage Alerts & Workflow clients may call Sage or Vineyardsoft (support provided by Vineyardsoft) and are covered by annual M&S -- Ordering coordinated thru Sage North America (single point of contact) -- Professional services for implementation, customization, etc. for you provided by your authorized & certified Sage Business Partner. www.brainsell.net info@brainsell.net @brainsell 978.887.3870
Notes de l'éditeur
- But first let’s take a look at look at what the true cost is of not knowing what is going on in your business, or maybe more appropriately not knowing what is going in your business in time to do anything about it. Difficult question to answer because it can only be answered from an historical perspective, which means you have to wait until you finally become aware of the problem and the dust has settled, which unfortunately is way too late. It is a little like getting directions from someone that include instructions to “take a left a half-mile before the railroad tracks.” You don’t know you are a half mile from the railroad tracks until you go all the way to the railroad tracks, at which point it is too late to take a left. The reality is, we often don’t bother looking back to see what the true cost was because it is a lot of work, it is way too depressing and in most cases it is too late to do anything about it anyway. Just like with the driving directions, what you really need is a GPS system that alerts you when it is time to turn. And this morning, we will be looking at a GPS for your business. But, first let’s take a look at a few simple examples of the true cost of not knowing in time about what is happening in your business. Maybe some of these will hit home with you.
- Example #1 involves Accounts Receivable You have an existing customer who pays religiously within 30 days and has been for years. They currently have one (or more) invoices that are over 45 days old, but you don’t know about it yet because they aren’t on credit watch and you only look at you’re A/R aging as part of the month end close. Today you shipped out another order to them for $25,000. At month-end, you recognize the A/R issue and call the customer, expecting to find out that they never received the old invoice, only to discover that the real problem is that they are having serious cash flow problems and will try and pay off the balance over the next 6-9 months. If only you had known before you shipped that last order, you would have held it or shipped it COD. What is the cost of not being alerted to this problem until too late? Well, best case is that you are going to be carrying that last $25,000 shipment in A/R for way longer than 30 days, costing you interest and impacting cash flow. Worst case scenario, you may end up writing off this additional $25,000 invoice if your customer ends up closing down and going into bankruptcy. If only you had known!
- Example #1 involves Accounts Receivable You have an existing customer who pays religiously within 30 days and has been for years. They currently have one (or more) invoices that are over 45 days old, but you don’t know about it yet because they aren’t on credit watch and you only look at you’re A/R aging as part of the month end close. Today you shipped out another order to them for $25,000. At month-end, you recognize the A/R issue and call the customer, expecting to find out that they never received the old invoice, only to discover that the real problem is that they are having serious cash flow problems and will try and pay off the balance over the next 6-9 months. If only you had known before you shipped that last order, you would have held it or shipped it COD. What is the cost of not being alerted to this problem until too late? Well, best case is that you are going to be carrying that last $25,000 shipment in A/R for way longer than 30 days, costing you interest and impacting cash flow. Worst case scenario, you may end up writing off this additional $25,000 invoice if your customer ends up closing down and going into bankruptcy. If only you had known!