Migrating data from your legacy system

/in /by

Whether your legacy system is an old database or a series of spreadsheets, migrating to your new enterprise resource planning (ERP) system can be a challenge. Moving your data from your old system to your new business management software system involves translating information from one platform to another, and it's important to follow these steps to ensure it goes smoothly. 

Reviewing data
Is all of the data captured by your legacy system useful? Now is your opportunity to cleanse your system of any unnecessary data, according to Enterprise Resource Consulting. Perhaps your business model has changed, so some of your old data is no longer needed. Or perhaps you can identify data that was created incorrectly. In some cases, you may have had to add fake data in order to get around inefficiencies in your legacy system. Now is the time to identify any dirty data, so your new ERP system can start fresh. 

Training users
Now that new data will be centralized, it's important that all of your users are trained on the same best practices. Your new system is only as good as the data it contains, so make sure everyone is on the same page about how to input business intelligence going forward. It helps to create a guide with screenshots or a video tutorial, so users can refer back to them. 

Make sure your users understand any new practices for your ERP system. Make sure your users understand any new practices for your ERP system.

Learning new fields
Does your new ERP system have new data fields? Make sure you and your users study these fields and understand how they're populated. You will also need to make sure there are no missing fields, and all of your important legacy data has a proper place in the new system. 

Backing up and securing data
In the event of a synchronization failure or any other bumps in the road, make sure your legacy system data is backed up. As ERP Focus points out, it's also important to review security measures for your new system, particularly customer data. Make sure that your users are following all of the new security protocols when handling customer data. 

Testing the migration
Before the actual migration goes live, run tests to make sure the files are converting correctly. Your data may be coming from a variety of sources and you'll want to see how long the migration will take. That way, you can schedule the migration during down time. 

4 common challenges of an ERP implementation

/in , /by

Enterprise resource planning (ERP) software brings many benefits, including a smoother workflow, increased productivity and improved communication. The process of implementing an ERP system can be a challenging one, although it's absolutely worth the challenges. However, it's still important to consider these when you're preparing to move to a business management system, so you can have the smoothest transition possible. 

Communication
As Paul Bywater points out in BDaily, remember to communicate to your team how this transition will impact each member. They will need to understand how this system benefits them, but also how the transition is going to impact their day-to-day jobs. 

Software
What kind of business do you run? Different business management software solutions can serve different types of enterprises. You will also want to consider what modules you would like to incorporate in your setup, and whether or not you will be adopting a cloud-based system. 

Remember to review these factors when adopting an ERP system. Remember to review these factors when adopting an ERP system.

Rollout strategy
The two most common rollout strategies are "big bang and "phased." Both have their advantages and disadvantages. A big bang rollout happens all at once, so while there can be an initial disruption as you convert to a new system, you will see a return on your investment much sooner. A phased rollout happens gradually, so you can ease your way into the new system. However, a phased rollout will be more expensive because your team will have to keep your legacy system running while they learn the new ERP software. 

Training personnel
Remember that training is not a one-time investment. As ERP systems are scalable to your business, it's a good idea to invest in continuous training so your users are always up to date on all of the system capabilities. A deployment vendor such as Accent Software can help you create a training plan and a change management strategy, so your users become experts. 

At Accent Software, we can help your ERP implementation go as smoothly as possible, so you can be well on your way to saving money and being more productive. We're proud Microsoft partners, and we help SMBs use Microsoft Dynamics NAV for their business intelligence. Contact us to learn more about the many ways we can help. 

Your customers will love your ERP software, even if they don’t know you have it

/in /by

Companies usually implement enterprise resource planning (ERP) software to streamline internal processes and operate more efficiently. However, adopting business management software will have a profound effect on your customers as well. They may not see ERP software in action first hand, but they'll notice a dramatic improvement in a few key areas. 

Customer engagement
You may already use customer relationship management (CRM) software for the front end of your customer engagement. An ERP system can integrate with your CRM system, and enhance the customer experience on the back end. Customer data is centralized so every part of your business has access to the same information. Accurate customer data leads to more pleasant customer engagement at point of sale. 

Manufacturing
ERP manufacturing software allows you to adopt industry best practices, tailored to your unique business sector. Your production can be more accurately scheduled, and you can view the full supply chain to address  any inefficiencies. An optimized workflow cuts down on waste, so your products will meet all quality standards and deadlines, every time.

ERP systems improve the customer experience. ERP systems improve the customer experience.

Fulfillment
ERP inventory management software ensures you keep just the right amount of inventory, so you're not struggling to keep up with demand. The business accounting system generates and processes purchase orders and invoices automatically, so your products come from vendors promptly and you can fulfill customer orders right away. 

Data integration
Doug Howardell of the ACA Group points out that with integrated customer data, the focus is no longer on acquiring, retrieving and comparing customer data, but on execution. Keeping all of your business intelligence in one central hub means your team does not have to compare information with their colleagues. The information you have for each customer is easily updated in the central hub. This saves your team time so they can focus on the most important task: making sure your customer is happy. 

By implementing an ERP system such as Microsoft Dynamics NAV, you will be able to deliver superior service to your customers. Accent Software's team of experts can help you adopt a new system for an all-around improved customer experience. 

4 reasons small businesses are thankful for ERP software

/in , /by

Business management software can serve different purposes for different enterprises. Larger businesses benefit from enterprise resource planning (ERP) systems because they centralize data so multiple departments can coordinate their efforts more efficiently. However, a good ERP system can also be essential to the success of small to medium sized businesses (SMBs). ERP adoption among SMBs is increasing, according to Forrest Burnson of Software Advice. Here are some of the reasons these SMBs are thankful for their ERP software. 

Scalability
Adapting to growth is essential to any small business. Integrating data saves time and money, and makes it easier to ramp up efforts as an SMB takes on more clients. A cloud-based ERP allows growing companies to be more agile, because their data is no longer tied down to in-house servers. 

SMBs enjoy many benefits from ERP software. SMBs enjoy many benefits from ERP software.

Automation
On a small team, everyone has to wear many hats. Fulfilling orders accurately and on time can mean the difference between sinking or swimming. An inventory management system and an accounting management system, both provided by ERP software, allow an SMB to automate everyday tasks so employees can focus on serving clients. 

An ecosystem of specialized apps
What does your business need to run more efficiently? A great ERP system like Microsoft Dynamics NAV has specialized mobile applications for Android, Apple or Windows devices. An SMB that uses mobile apps can provide personalized service to clients and access important data on the go. Mobile apps give SMB team members the flexibility they need to serve a growing client base. 

Service and implementation
A Microsoft Business Solutions Partners such as Accent Software can walk you through the implementation processes step by step, train your users and provide consultation throughout the process to make sure you get the most out of your software. 

Accent Software's team has been helping SMBs implement Microsoft Dynamics NAV for 15 years. Contact us to learn more about this software, and the many ways your team will be thankful for it. 

5 questions your team has about business management software

/in , , /by

If you're considering adopting an enterprise resource planning (ERP) system, your team may have some questions about business management software. 

What departments will the ERP system serve?
An ERP system features modules for every department you need, including but not limited to manufacturing, human resources, accounting, inventory and sales. Every department that shares your business intelligence can benefit from ERP software. 

Is the system scalable?
It's important to pick a scalable system so that as your company grows, you can easily adapt it instead of replacing it entirely. As Adam Bluemner noted in Find Accounting Software, a good ERP system is "future-proof." Microsoft Dynamics NAV is the ideal system for a small to medium sized enterprise that is looking to purchase its first business management system, or a company that has outgrown its legacy system and is looking to upgrade. The software is agile and scalable, to benefit a company that is adding more clients and implementing new workflows. 

Your team may have questions about ERP software. Your team may have questions about ERP software.

Will the software work for our industry?
The manufacturing, service and accounting industries in particular benefit from ERP software. Accent Software has extensive experience deploying ERP systems that meet the specific needs of those industries. However, a company in any industry can benefit from centralized data and streamlined workflows that an ERP system brings. 

How do we implement the system?  This is where Accent Software comes in. Our certified team has been helping over 130 local businesses learn and implement Microsoft Dynamics NAV for over 15 years. With Accent Software, it's not just a one-time installation. Our team of ERP experts is with you every step of the way, from answering your initial questions to post-implementation consulting. 

What's the next step?
Contact us to learn more about what our business management software solutions can offer your company. 

3 reasons your HR manager will love ERP software

/in , /by

A growing enterprise needs a human resources (HR) component to help with hiring talent, educating employees on their benefits, administrating payroll and advising on employment matters. As companies grow, these HR tasks can become more complex and without the right business management software, an HR team can become bogged down by paperwork. Adopting an enterprise resource system (ERP) can help streamline these processes and give HR managers the tools and they need to help their company adapt to growth. 

Automated administrative tasks
An ERP system can help automate everything from generating reports, calculating deductions and updating employee records. ERP connects all of the important data in one central hub, so that HR teams don't have to waste time filling out paperwork with redundant data. 

ERP systems help with recruiting, benefits and other HR tasks. ERP systems help with recruiting, benefits and other HR tasks.

Fast, accurate payments
HR managers need to be on the lookout for payroll fraud, and ERP systems make it much easier to prevent such transgressions. ERP software can automate the payment process, so employees receive accurate payments on time. An ERP system can also automatically calculate deductions and overtime. In addition, an ERP system is built to comply with any legal payroll requirements. By uniting HR data with financials a company is able to make better decisions on head count and organizational structure, according to Suzanne Franco of IT Web.

Empowered employees
ERP systems allow employees to access all the information they need when learning about their benefits, which streamlines the benefit disbursement process. Changes are reflected in real-time rather than relying on the HR team to implement changes manually. This self-service takes more administrative work out of HR's hands, freeing them up for other tasks. 

An ERP system like Microsoft Dynamics NAV can make human resource tasks more efficient, to better serve your growing team. Contact us to learn more about how we can help you deploy a state -of -the-art system. 

3 non-value added tasks that business management software eliminates

/in , /by

A non-value added task is one that generates no return on investment. These activities do not benefit the customer or the company directly— they can even have a negative return. With this in mind, why do so many employees have to waste their time with them every day? Their companies are not using an ERP system, so they are not automating processes, integrating data or optimizing their workflow. Whether its in manufacturing, inventory or accounting, these non-value added activities waste employee's time and slow down production. 

Tracking down documents
One of the more complicated aspects of cost accounting is charging every task accurately. If that's not done correctly, employees may have to search stacks of invoices or purchase orders to find the right one. ERP systems automate the invoicing process so records are transparent, searchable and easy to track. The automated system processes invoice and purchase orders automatically and eliminates human error. By using the right cost accounting software, your records will be accurate and it will be easy to extract any information you need. 

Wasting production resources
Whether it's a defective product or an idle machine, a workflow that is not optimal is wasting resources. Manufacturing business software allows you to view of the full supply chain, assess each task in real-time and better prepare for capacity and labor requirements. A properly deployed ERP system can apply industry best practices to your workflow so you're running as efficiently as possible. 

Cost accounting software saves time and money.  Cost accounting software saves time and money.

Translating between departments
If each department is keeping its own records in its own system, assessing data from multiple groups can be challenging and wasteful. Maintaining a central database for all information makes sure that the data is relevant and the same standards are applied throughout the company. This minimizes the risk for silos to block information flow between departments, which results in duplicate information. 

As Alyssa Kadansky of Inddist.com, a manufacturing and industrial distribution magazine, notes "Cost savings is a guaranteed benefit of an automated ERP solution."

In order to compete with larger competitors, small businesses need to cut costs and eliminate non-value added activities. Implementing an ERP system like Microsoft Dynamics NAV can help eliminate wasteful tasks, and let your business reach its full potential. Accent Software has been implementing and servicing Dynamics NAV for 15 years. Contact us to learn more about how we can help. 

The importance of centralized data for your business management system

/in , /by

An enterprise resource planning (ERP) system can improve communication and decision-making throughout a company by acting as a central information hub and helping you streamline necessary processes. Let's take a look at some of the ways business management software can have a big impact on your workflow: 

Everyone on the same page

In an environment without an ERP system, each department often has its own separate records and databases. Employees upload data and generate reports when they need to with different groups, but the need to confirm data integrity in the event of duplicate data creates extra work and headaches for everyone involved. With a legacy system, each group may have a "gatekeeper" for their data, yet these gatekeepers often get overwhelmed with requests for information. Allowing everyone access to the same centralized data empowers employees, cuts down on administrative tasks and maintains data integrity throughout the company. 

Clear communication

Without ERP software, users often have to pore over duplicate data and fill out spreadsheets in order to communicate information clearly. This can get extremely time-consuming for small businesses, where being able to act quickly is essential. With ERP software, employees can quickly generate reports that are customized for their needs, directly from the system. Using these easily modified reports allows for quicker, clearer communication between teams, and it ensures decision-makers get the right information.

Having the right information is crucial to decision-making. Having the right information is crucial to decision-making.

No guess work

Data integrity and clear reporting allows enterprise leaders to make clear, appropriate decisions. As Mark Humphlett of Forging Magazine says, "Modern ERP solutions go a long way to guide and shape the way users make decisions." ERP systems allow decision-makers to access relevant information and apply it within historical context. The result is clearer communications across teams and better decisions from the top.

ERP implementation experts Accent Software can ensure you'll have the best system in place for your data to make sure your team is working with the right information. Contact us to learn more about how we can help. 

3 myths about ERP software

/in /by

If you're considering enterprise resource planning (ERP) software, you've probably heard stories about the experience. Are they true? Let's take a look at some of these ERP misconceptions.

Small businesses don't need ERP
According to Forrest Burnson at Software Advice, more and more small and medium-sized businesses (SMBs) are adopting ERP systems. By integrating all of its data, an SMB can save time and money, which is crucial for success. At SMBs, employees often perform many different roles, and pitch in wherever they're needed. Without integrated data, these urgent "all hands on deck" moments are much more challenging when teams use their own separate systems. Using ERP software streamlines cross-team efforts and breaks down silos. 

ERP systems are too expensive
As ERP use continues to grow among SMBs, so too does the range of pricing options. A deployment vendor can walk you through the process, and set up a system that fits your needs and price range. Although ERP systems can pose a significant investment, integrating systems yields returns such as improved data quality, lowered operations costs, reduced complexity, and better customer relations. 

ERP deployment is always the same
Generally, implementations come in two categories: "Big Bang" vs. "Phased," as enterprise IT writer Petra Jorgenson explains. In a Big Bang rollout, the system goes live immediately. The cost is lower than a phased rollout, and the ROI will come sooner, but comes with a higher risk of a productivity lag as users adapt. A Phased rollout comes in steps, as the new system is gradually implemented. Although it's less risky than a Big Bang, the Phased rollout is more expensive because the enterprise must continue to run its old system for a time, and it will take longer to see a return. Your deployment vendor can help you determine which is right for your team. 

How to clear up gray areas in your division of labor

/in /by

Inefficiency within a company is often due to the lack of a centralized resource for managing tasks.

Enterprise resource planning (ERP) platforms provide this framework to improve communication, reporting and management of key needs. However, you may find that in addition to an ERP system, your business also requires a hard look at the delegation of responsibilities. Before, during and directly following ERP deployment is the perfect time to take stock of the functions within your organization, and where they fall. Here are some ways to review the division of labor within your workforce:

  • Look for gray areas. Responsibilities that are collaborative sometimes cause the most trouble for assignments. If those tasks require input from various areas of the company (human resources, operations, finance) then set up a regular check-in and sub-delegate jobs under the larger task at hand. Decide who is accountable for bringing certain pieces of the collaboration to the table.
  • Delegate by department. Sometimes, matters like telecom expense management can fall between the cracks. Is it your finance team's responsibility, or should it fall under your tech team?
  • Delegate by role. Determining which department handles in-between tasks can be simple. However, assigning them within a department requires careful planning. Annually, it's a good idea to review role descriptions so that employees are made aware of what's on their plate. When creating a new position, thoroughly examine the tasks to fall within its domain. 

Working with an ERP system, these clear delineation of work will help create a well-oiled professional machine. Contact Accent Software today to learn more about how our business management software solutions can support efficiency and optimize operations in your company.