Connecting order, inventory and accounting figures with GRANDIT

Every time meeting materials are prepared, the sales and accounting departments check the sales figures again. The inventory list shows a quantity, but you have to ask another person whether it can actually be shipped. At the monthly closing, information on returns and discounts is collected all over again.

In situations like these, the data exists inside the company, but it takes time to confirm what each figure means and at what point it was taken.

When implementing an ERP such as GRANDIT, it is important to sort out how information should connect across orders, procurement, inventory, billing and accounting. Aligning the meaning of the figures with the way work is done lets you review the checks and adjustments that people keep repeating.

Each department looks at figures for a different purpose

Sales wants to see expected orders and progress on sales. Logistics wants to judge what can be shipped, when and how much. Accounting wants to confirm recorded sales, billing and payment status.

Even for the same transaction, the information needed and the timing of checks differ.

For example, if an order is received at the end of one month and shipped the next month, the order and the sales in accounting may not appear in the same month. For inventory, the quantity in the warehouse and the quantity that can newly be shipped after allocations to other orders mean different things.

What matters is knowing the definition, scope and update timing of each figure. When a difference appears, being able to trace its reason back to the original transaction helps reduce inquiries just to check.

Connecting one transaction from order to payment

GRANDIT is an integrated ERP with functions such as sales management, procurement and inventory management, receivables and payables management, and accounting. It covers several core business areas, from quotes and orders through shipping and receiving, sales and purchasing, to billing, collection and payment.

During implementation, we follow this flow of work and sort out where information is created, who checks it and how it passes to the next step.

For example, when one order is shipped in several parts, you need to be able to track the quantity shipped, the quantity remaining and the range to be billed. When returns or discounts occur, check the effect on inventory, sales and billing while keeping the link to the original transaction.

If information breaks apart here, people have to research the history again using slip numbers, emails and separate spreadsheets. How much of that checking can be done in the system is an important point to consider in an ERP implementation.

Aligning the meaning and update timing of figures in requirements definition

In GRANDIT requirements definition, we confirm the fields on screens and forms together with what each field means for the business.

Specifically, points such as these:

• Which event triggers the registration of orders, shipments, sales and other information.
• How codes for business partners, products and departments correspond between systems.
• When quantities or amounts change, how far the correction is reflected.
• If a correction is needed after closing, who decides and how it is recorded.
• In which materials and screens preliminary and final figures are kept apart.

Parts related to accounting policies and trading terms are organized while confirming with the accounting department and the people responsible for the business.

Existing operations also include agreements with business partners and practices built up on site. Confirming the reasons for work that people do by hand reveals the business conditions that are needed.

Checking the reasons behind gaps between standard functions and the business

GRANDIT has functions that support sales, procurement and inventory work, such as inventory management by product, warehouse and department, inventory allocation, and item numbers and prices for each business partner.

During implementation, we carry out a Fit & Gap that compares these standard functions with current work. It is important to confirm why each gap exists.

For example, if a separate spreadsheet is used because the existing system cannot show the needed information in one list, the operation may be organized by reviewing GRANDIT functions and forms.

On the other hand, if the processing supports specific trading terms or business decisions, we consider settings, connections with surrounding systems and additional development. Looking ahead to future business changes and the operational workload, we decide where to place each mechanism.

Data migration and testing confirm that daily work can continue

ERP data migration covers not only product and business partner master data but also open orders, purchase orders, inventory, receivables and payables.

Even if totals and record counts match, losing the link to business partners or line items can cause problems with shipping, billing and payment checks after go live. Starting from which work must continue after migration, we decide what information to carry over and how to reconcile it.

Testing covers not only the usual flow from order to billing but also situations that occur in real operation, such as split shipments, returns, discounts and corrections. When connecting with surrounding systems, we also check what happens when a transfer is delayed or the same data is sent again.

The people doing the work being able to say “in this state, we can move to the next step” is an important check before go live.

Using the time spent checking figures for the next decision

Once the connections between orders, inventory and accounting are organized, it becomes easier to confirm the basis of each figure.

Sales can more easily answer delivery dates for clients and consider the profitability of each deal. Procurement and logistics can arrange goods based on planned shipments and arrivals. Accounting can proceed with billing, payments and closing while checking the history of each transaction.

The goal is to reduce the times when people are called together again and again to investigate differences in figures, and to reach a state where each person can decide with the basis they need.

Drawing on business knowledge built up in trading, wholesale and distribution, SYSLABO supports GRANDIT requirements definition, design, development, implementation, operations and maintenance.

Using your current forms, spreadsheets and checks between departments as clues, we sort out where information breaks and where decisions pile up, and think together with you about how to use ERP in a way that fits your work.