AT A GLANCE

• Marnong Estate

INDUSTRY

• Tourism, Entertainment, Food and Beverage

BUSINESS OBJECTIVE

• Reduce the double-handling of data over multiple systems
• Reduce the number of multiple entities that have no automatic, overarching view
• To create a foundation for the company to expand
• Create an ‘easy’ view of business trends

SOLUTION

• MYOB Advanced Business

BUSINESS BENEFITS

• Less time spent on repetitive manual tasks has increased capacity of each staff member
• Management for each entity is broken down into more detail
• Customised reporting now delivers easy answers to overarching questions
• Integrations with existing systems have provided ‘seamless’ flow of data

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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A simple, single solution
Marnong Estate, named after the aboriginal yam daisy, is a winery, accommodation, conference and wedding facility located 35 minutes from Melbourne’s CBD. Ever-growing with multiple facilities catering to diverse events and dining, the operation recently selected MYOB Advanced as it’s management solution. It’s delivered organisation-wide benefits.

Double handling, no single view
With its growing size and complexity, Marnong Estate was making do with disparate systems for separate parts of its business – Ezy Wines for wine manufacture and Sage CRE – Construction & Real Estate, for example. While each system suited its purpose, the lack of integration required double handling and offered very little overarching organisational oversight.

Marnong Estate General Manager Gerald Ackroyd explains that this was affecting every part of the business. “It doesn’t give you quick easy answers – you can’t see trends. At a micro level you’re transferring information across – you’re doing a lot of double tasking just to get the same result.”

As Marnong Estate grew, Ackroyd knew this limitation would become a real liability.

Managing an organisational structure “on steroids”

What Marnong Estate needed, explains Ackroyd, was something cloud-based that could operate all the separate entities, but still be “integrated back into an umbrella view.”

When Ackroyd went looking for solutions, what struck him about MYOB Advanced was its capacity to grow alongside Marnong Estate. “I’ve used many systems,” he explains. “But what Advanced offers is scalability.”

While Ackroyd could see Advanced would deal with the ever-expanding business’s data needs, it would also scale in terms of complexity. “Other companies start with five entities, maximum, and they’ve got the same chart of accounts so that’s not a difficult scenario.

We’re doing all that on steroids, plus each company is set up with sub-accounts used as departmental accounts. MYOB Advanced itself provides answers to all of it.”

Ackroyd says Advanced is “just as powerful as any other ERP system” but offers more advantages: “It offers flexibility on a greater scale and provides the tools we need to get the business done. And the licensing isn’t out of reach – it’s made things affordable.”

“It’s just as powerful as any other ERP system but offers flexibility on a greater scale, provides tools to get the business done and the licensing isn’t out of reach – it’s made things affordable.”

Big efficiency gains and total picture
More than anything, implementing MYOB Advanced has created a pathway of future growth for Marnong Estate.

Customised reporting collates detailed financial information from their multiple companies – a task that used to be done manually. With these repetitive tasks now mostly automated, Ackroyd says he’s seen an immediate difference in the day-to-day lives of staff.

“It’s made daily tasks more efficient – we’ve increased the capability of the end user, and that suddenly opens up more opportunities.”

Advanced offers the “clean” solution he was looking for, saying it “completes the circle” by allowing each entity to be individually managed, in their own general ledgers and in multiple currencies.

“But it all comes through in the overarching view,” he adds. “That gives us transparency all the way to the end user.”

Like with any big change, Marnong staff needed time to adjust, but found the system “simple.”

“Once people were using it, the help-tools, the support and everything else has been magnificent.”

Marnong Estate is looking forward to implementing more integrations, to feed more data into MYOB Advanced. Integration with their property management system, for example, will deliver seamless data and fewer errors. Ackroyd sees that as ultimately delivering even more efficiency gains.

“It will allow us to streamline our office-based staff to do multi-company management,” he says.

“Once the data’s all in MYOB Advanced, it has the full capability of giving me any level of detail that I want. The opportunity to set up custom reporting will provide the majority of that,” says Ackroyd. “It will mean we can get an all-encompassing report by just pressing a button.”

“It completes the circle. It allows each entity to be individually managed, but it all comes through in the overarching view. That gives us transparency all the way to the end user.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• Museum of Australian Democracy (MoAD)

INDUSTRY

• Government, Tourism, Education

BUSINESS OBJECTIVE

• Eliminate manual, time consuming tasks
• Reduce time spent with data requests
• Introduce better accounting features, including budget tracking
• Achieve better reporting

SOLUTION

• MYOB Advanced

BUSINESS BENEFITS

• Paperwork cut by up to 75%
• Staff empowered to access own data
• Detailed live budgeting information
• Improved reporting and easily customisable
• Cloud data stored locally

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

Subscribe to MYOB’s monthly bigger business newsletter.
MYOB Newsletter signup

A national icon, the Old Parliament House building is home to the Museum of Australian Democracy (MoAD). Given a new lease on life in 2009, the building underwent an overhaul to become a contemporary museum where visitors can come and discover the history of Australia’s democracy. By exploring the past and present political landscape, the Museum’s vision is to provide educational public programs that celebrate the success of Australia’s democracy.

Slow, non-intuitive system
“We are a Corporate Commonwealth Entity – we’re owned by the government but we’re required to become more self-supporting by generating our own revenue,” explains MoAD’s Acting CFO, Nick Hetherington.

MoAD faced a variety of management challenges due to a growing number and range of visitor experiences. Its legacy finance system was slow and cumbersome, requiring lengthy training for new staff to be able to use it.

“We knew we needed something more intuitive and user-friendly,” Nick says. “Our finance staff were spending too much time handling requests for information from various departments. There was also a lot of duplication and manual form-filling; one person would put information into the system and then another would have to check it for errors.”

“Using a cloud solution ensures we have a single source of truth, saving time and reducing data errors.”

MoAD generates revenue from fees paid by visitors, school and tour operators. There can be more than half a dozen school tours each day, and each one generates an invoice that has to be processed. All the cash received by the reception desk and the retail souvenir store also has to be entered and reconciled. New permanent and temporary exhibitions require budgeting, but lack of live data made tracking difficult.

As well as needing a cleaner, simpler way of managing its accounts, MoAD wanted better reporting capabilities and for its staff to access information for themselves. The search began for a replacement system.

Solution Flexible, cloud-based SaaS
“At the end of the day our needs are pretty basic, so we were looking for something that wasn’t too complicated with functions that we’d never use, which would just have made our task more difficult,” says Nick. “Some of the packages didn’t offer enough efficiency in work flow – they were either too small or too big for our needs.”

Government agencies are also required to consider cloud-based systems as a cost-saving measure. With MYOB Advanced, the risk in storage and recovery is low, as the data is hosted in Australia.

“We liked its functionality, its simple user interface, and its flexibility,” Nick says. “Using a cloud solution ensures we have a single source of truth, which gives users a central repository for all information saving time and reducing data errors. Everyone is working on the same live database.”

“Without Advanced we would be doing the same old things the same old way.”

MoAD and the MYOB Partner’s consultants ensured a smooth implementation and data transfer process, working together in generating new ideas to MoAD on how to operate its finances more efficiently. “The importance in getting the data transfer right was one of our big focuses and my team worked hard with the MYOB Partner in reconciling and ensuring the data transferred was accurate and complete,” Nick says.

Implementing Advanced enabled MoAD to reassess and improve its work processes.

“Without Advanced we would be doing the same old things the same old way,” Nick says. “In the future we need to be more efficient; we need to streamline processes, which wouldn’t have been possible unless we made the decision to move to a new platform. Now we can bring up live data so we can get straight into the interactions and the analysis of the financial data for the specific questions that people are asking.

“We’re also very confident in the future because we know Advanced can integrate with third party solutions.”

Paperwork slashed, better oversight
MYOB Advanced has transformed MoAD’s financial management.

“We’ve been able to easily, very flexibly, set up a range of new accounts that gives us a whole new level of detail that we didn’t have before,” Nick says. “Advanced is flexible because it lets us go to the level of detail that we need to go, whether it’s in how someone raises an invoice or how we report out of the system.”

Advanced has removed a significant amount of manual data entry by automating purchase orders, AP payments and AR requests. Paperwork coming into the Finance department has been cut by up to 75 percent. MoAD’s finance staff have been freed up from handling data requests, as users of the MYOB system can now go in and extract their own data. While they now have more time for revenue-generating work, the finance team still has access control, to maintain the integrity of the system’s information.

“We have control over what people can and can’t do in MYOB; we can set screen or button-based security,” says Nick. “We’ve been able to give very specific functionality, where in other systems security is very broad or tied down – here we can open it up just enough so people can do the things we want them to do.

“The best thing is that Finance now has oversight of the approval process for invoices; we used to need a separate spreadsheet to track and follow up a person or document to get it signed – now MYOB tracks it all.

“We can spend more time in the quality assurance of the financial data that’s going into the finance system, we can then unlock the secrets of the analysis of that data and provide it back to our cost centre managers.”

For Nick, one of the greatest benefits delivered by MYOB Advanced is its reporting capabilities. “Under the old system, any change for a report had to be done by one of our consultants and they would usually have to come on site to do it, so it would take a long time. Now with the MYOB Report Writer we can customise reports very quickly and easily, and get them to the people who need to see them a lot faster.

“Advanced makes my reporting better because I can tailor my reports for the stakeholders I need to report to. Whether it’s our executive or our board, or our cost centre managers, I’m able to get to the level of detail that I need for the decisions that I know that they need to make.”

Where users previously had the habit of storing data on their own computer, MYOB has become the central data repository. Everyone knows where their data is stored, and so MoAD has an audited record for the future.

To track its capital works programme, MoAD uses Advanced’s Project Tasks module. The task of budgeting and monitoring its exhibition projects has also been streamlined.

“The good thing about MYOB budgeting is it’s very flexible and easy to make adjustments,” says Nick, “so as exhibition time gets closer, the nature of it will change and so the internal budgets need to be adjusted on the fly. It’s good having a platform that allows us to make those adjustments easily.”

MYOB Advanced not only tracks costs against the General Ledger; it also monitors purchase orders so users can get a live snapshot of their project budgets. Income streams from visitor fees, tours, rents from leasing parts of the building, and government grants, are all visible separately. Advanced’s ease of integration with other systems has enabled the introduction of a POS system in the retail shop, and data from that system is easily uploaded into MYOB on a daily basis.

Exhibitions are listed as assets with all their various components, from static displays to audio-visual presentations, and MoAD’s growing collection of heritage items can accurately reconciled to the Curators catalogue system.

“MYOB Advanced has opened up transparency throughout our organisation.”

“The good thing here about Advanced is the tracking of transactions against assets; you can actually see in an asset what AP went towards the creation of that asset, so there’s definitely a lot more transparency from the asset module back to the source modules where assets have come from, which is important for complicated heritage assets, which have an indefinite life and can be made up of many sub-components.”

Nick himself finds Advanced’s cloud access especially convenient. “It creates a flexible working environment where you’re not tied down to your desk; I can attend offsite meetings and still go out and have our MYOB information available, which is important with a small team who are responsible for all accounting functions of the museum.”

MoAD has plenty of future plans for Advanced, from more detailed project monitoring to helping plan new areas of revenue generation. Since implementation the finance team has spent more time being strategic business partners with other parts of the Museum, offering insights and focusing on growing areas of revenue generation to ensure a financially sustainable museum of the future.

“Museums are dynamic and ever-changing environments and Advanced gives us the capabilities to ensure we can advise on, monitor and control the financial activity across the diverse areas of our businesses,” Nick concludes. “It’s opened up transparency throughout our organisation.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• World Challenge

INDUSTRY

• Education and Tourism

BUSINESS OBJECTIVE

• Update the slow, dated, cumbersome system
• Create better reporting capabilities
• Find a better solution to handle complex transactions

SOLUTION

• MYOB Advanced and People

BUSINESS BENEFITS

• Integrated accounting, payroll and HR functionality
• In-depth, flexible reporting
• Complex GL requirements handled easily
• One view of all employees

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

Subscribe to MYOB’s monthly bigger business newsletter.
MYOB Newsletter signup

World Challenge organises international tours for students, who get to experience exciting parts of the world in a safe, well-supported environment. MYOB Advanced provides a cost-effective business system with an emphasis on user-friendly payroll management.

Needs had outgrown the system
World Challenge started back in 1985, and takes over 8,000 students on expeditions to over 40 destinations every year. Its work is strongly influenced by seasonal factors and its payroll fluctuates accordingly.

World Challenge’s offices in Australia and New Zealand manage multiple companies with a complex GL structure and its staff numbers will vary between 40 and 100, depending on the time of year and the expeditions its running. Organising group travel events, with all the associated costs, is a challenge for any financial system. There are numerous expenses to track, along with transactions in foreign currencies.

“We’d been using MYOB AccountRight for a number of years and we’d simply outgrown it,” says World Challenge’s Australian Finance Manager, Shaye Franks. “It only allowed access for one login at a time, it was slow and cumbersome and didn’t provide the reporting capabilities we required.”

World Challenge went looking for a system that could handle all the various sub-accounts in its GL, combined with reliable HR and Payroll management. A cloud-based system was another priority, for scalability and cost saving.

“Our legacy system was slow and cumbersome.”

Easy to access and fully integrated
MYOB Advanced was chosen for its multiple ledger capabilities that enabled consolidated reporting and eliminated the complexities of managing various intercompany transactions. Advanced has given World Challenge the functionality it needed, at a price it could afford.

“It’s great to be able to access the system in the cloud from anywhere,” says Shaye. “Not having to worry about servers and backups gives us peace of mind, and saves us money.”

Shaye also praises Advanced for its user-friendliness and reporting capabilities: “Without training you can easily navigate through and understand the different areas and processes. The drill-through in reporting and being able to attach files and comments has helped us with audit trails.”

“Its great to be able to access the system in the cloud from anywhere.”

Flexibility where it counts most
The Advanced People module stores all the payroll data. It’s easily configurable, to fit a wide variety of employee scenarios, and live data that can be manipulated to cover any special reporting needs.

Advanced has also streamlined the handling of employee records – a vital function when employing so much seasonal and casual labour. It delivers management a single view of every employee, rather than having to search through multiple records. The integration of MYOB People allows World Challenge to assign granular posting classes to the employee, to ensure they are costed to the correct department, programme and tour.

World Challenge prides itself on delivering safe, rewarding travel experiences for young people. Its highly experienced staff in the field are supported by skilled support people, aided by a reliable back-office system that enables comprehensive management and reporting.

“We know there’s still a lot more we can do with Advanced,” Shaye concludes. “We’re looking forward to further exploring its reporting and dashboard functions.”

“We know there’s still a lot more we can do with Advanced.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• Ronald McDonald House Charities Australia

INDUSTRY

• Not for profit

BUSINESS OBJECTIVE

• Consolidate disparate accounting practices
• Deliver accurate, up to the minute information
• Maintain transparency

SOLUTION

• MYOB Exo deployed in the Cloud

BUSINESS BENEFITS

• Central database and GL
• Live view of data
• All Chapter houses have better information
• Major time savings
• Transparent information trail
• Cloud deployment enables nationwide communication

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

Subscribe to MYOB’s monthly bigger business newsletter.
MYOB Newsletter signup

Ronald McDonald House Charities is a global charity, providing accommodation and other support for the families of seriously ill children. In Australia, 13 independent House Chapters are connected and supported via RMHC Australia in a federated structure.

Difficult reporting issues
Ronald McDonald House Australia has an annual income stream of around $21 million. $6 million of that comes from donations and the rest from the national Charities Trust, McDonald’s licensee/corporate community, fundraising activities and government patient transport schemes.

Each House Chapter administers the accommodation independently, runs its own fundraising programmes, and keeps its own set of accounts. To consolidate this at a national level was a laborious manual task, and concern was growing about effectiveness, efficiency and accountability.

“Demand for our services has grown heavily in recent years and we expect that growth to continue,” says Adam Blatch, General Manager, Governance & Business. “We have 394 rooms available and average occupancy is about 70 percent. Some patients’ families stay in our houses for a night, but for others it can be for months or even years.”

All Ronald McDonald House Charities in Australia report its audited financial statements to the organisation’s global office, and it also provides its audited financial accounts to the National Trust along with reports to the Charities and Not-for-profits Commission and the Securities and Investment Commission.

The House Chapters and national office had been using MYOB Premier (donated by MYOB in around 2000). Each Chapter had its own way of accounting for income and expenses, which was becoming an increasing headache for the national office.

“Consolidating all the information into one report could take us up to eight weeks,” Adam recalls. “It was a very messy, complicated process, involving lots of spreadsheets and other paperwork. We wanted a standard chart of accounts and consistent accounting practices, so we started to look for a new business system.”

“Consolidating all the information was a very messy, complicated process.”

Integrated business management
One of the House Chapters had already implemented MYOB Exo, and recommended it to the National office. The whole new system went live at the beginning of 2017.

“We were impressed by the workflow and system integration benefits offered by Exo,” says Adam. “The MYOB Partner integrated Exo with Exceed, our CRM system, and we also added the MYOB MyStaffInfo module to Exo Payroll (aka MYOB Employee Services).”

Exo was set up to provide a central information systems and technology environment that had individual databases for all 13 House Chapters, but with controls that allow that much-needed consistency in reporting across all the separate entities. The national office now runs a consolidated Exo database with a single GL structure.

Exo was also integrated with Phocas, a web-based Business Intelligence software providing live financial information to all House Chapters. Each gets to see its own accounts, which are updated every 24 hours – previously that data was 6-8 weeks old by the time it became available.

The Exo solution was deployed in the Cloud, not only as a cost-saver but to provide web-based communication with all the chapters across the country.

“We were impressed by the workflow and system integration benefits offered by Exo.”

Centralised system, major time savings
Ronald McDonald House Charities now has a standard chart of accounts and consistent accounting practices across all its House Chapters.

“At any time we want, we can run a report from our consolidated Exo account and it pulls together an income and expenditure statement instantly,” Adam says. “It’s condensed weeks of work into minutes.”

Automation and EDI have replaced much of the manual labour and paperwork. This has especially benefited the payroll structure, which is now handled centrally, in-house. The centralised database ensures that any changes to pay rates or workplace legislation are consistently correct.

The integration of Exceed CRM has automated invoicing and eliminated double-entry issues. Exo has also allowed the introduction of analysis codes, for consistency and clarity in reporting fundraising.

“The beauty of Exo is that we can scale it up to whatever each House Chapter needs,” Adam concludes. Exo is providing us the financial business information that we need to work smarter, not harder, and more efficiently than we’ve ever worked before.”

“Exo allows us to work more efficiently than we’ve ever worked before.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• Breast Cancer Network Australia

INDUSTRY

• Not For Profit

BUSINESS OBJECTIVE

• Create a better reporting system
• Remove excessive paperwork
• Reduce the cumbersome approvals process
• Cost centre management is slow and difficult
• The ability to budget at cost centre level

SOLUTION

• MYOB Advanced Business

BUSINESS BENEFITS

• Drill-down capability for greater detail in reporting
• Integration with CRM speeds up data management
• Sub-accounts structure enables better revenue control
• Cloud structure saves costs, improves access
• Future-proofed for greater efficiency and better information delivery

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

Subscribe to MYOB’s monthly bigger business newsletter.
MYOB Newsletter signup

Breast Cancer Network Australia (BCNA) is the peak national organisation for Australians affected by breast cancer, and consists of a network of more than 120,000 members and 288 Member Groups. Widely recognised for its innovative fundraising activities, the ever-increasing complexity of managing its revenue streams put serious pressure on its business systems. BCNA moved up to MYOB Advanced.

System not geared for future changes
“I wasn’t unhappy with Exo; it just no longer suited the way our organisation was headed,” Allison Southwell, Head of Corporate Services recalls. “In recent years the size of our organisation has doubled. With donors becoming more savvy and wanting more information on what their donations are being used for, the level of detail that we need to provide in our reports has increased.”

BCNA’s frontline support offering comes from its helpline and from printed material, such as its My Journey kit. Thousands of these information kits are distributed to those newly diagnosed with breast cancer every year, at an annual cost of around half a million dollars. About 55% of BCNA’s income is spent on salaries and wages for its support and office staff. Managing its various fundraising projects (Pink Bun campaign, Pink Lady luncheons, etc.) was becoming too much for the Exo system.

“Because we have so many projects on the go, we needed to break down the accounts in detail for each project. We also wanted something that could integrate with our Salesforce CRM system.”

Integration and serious reporting
“BCNA trusted the MYOB brand, and the MYOB Partner recommended a closer look at Advanced.

“It looked like a good package and its reporting and integration capabilities really impressed me,” says Allison. “The consultants we dealt with were more than accommodating. They helped us work through the issues and showed how we could design Advanced to both help us now and into the future. They questioned how we did things and made us realise that we didn’t need to necessarily do it the same way in Advanced, which made us think about our improving our processes.”

Allison wanted to implement a sub-accounts structure within Advanced, to handle the issue of project management. It gave BCNA the capability to produce reports based on any dimension within a project, such as Event, Programme, Source and Funder.

Advanced is a cloud-based system, which saved BCNA significant infrastructure and data migration costs, with the bonus of being able to access the system from anywhere.

“The MYOB Partner questioned how we did things, which made us think about our improving our processes.”

Detailed project costing achieved
Advanced is now delivering the sort of information that BCNA needs to deliver transparent information and handle future growth. “Advanced is very, very user-friendly,” says Allison. “I love its drill-down capability; the fact that I can click on a link and find my way to a source document without having to flick between modules is very good, as well as the ease with which it works in and out of Excel.”

With Advanced’s project costing capabilities, Allison can now (for example) set up projects funded by federal government through Cancer Australia and break it down into various revenue streams, delivering detailed accounts for projects that can run for periods ranging from several months to three years.

“Advanced delivers transparency for organisations like ours.”

Salesforce captures about 80% of BCNA’s income, so integration with Advanced reduces data entry and the risk of errors, while delivering a transparent audit trail. Advanced also opens up a path to great autonomy for system users in accessing live information.

“I want to be able to give my team leaders, managers and senior executives the opportunity to get their own information rather than them having to rely on me to generate the information and interpret it for them,” Allison says. “We have a very engaged board and finance sub-committee, who they take their responsibilities very seriously and so the level of reporting they require is increasing as well. We’re now able to give the board the confidence that the organisation is being well managed.”

BCNA’s board is also embracing the digital future, and the potential to deliver its My Journey information kits more effectively.

“In Australia about 17,500 people are diagnosed with breast cancer every year, which is a lot of kits,” Allison says. “We’re now working on a digital transformation in the way we deliver information. In the cancer area things are changing so rapidly with new treatments and new drugs, and printed material just can’t keep up with the changes. So our focus is about satisfying demands for information and reducing our costs.”

As the population ages, the incidence of breast cancer will only increase. BCNA is looking to increase its range of support services and revenue streams, and MYOB Advanced is giving it confidence going forward.

“The ability to support my team in doing what we do well means I have to have systems and processes in place that work easily, efficiently and can get things done,” Allison concludes. “Advanced delivers transparency for organisations like ours; the ability to empower my managers and executives and through them the board, to be able to make well informed decisions based on real, accurate information.

“My mantra through most of my career has been being able to provide timely, accurate and consistent reporting, and the ability to do that is no different for a corporate giant or a charity like ours. We’re now at a level where we need something that is going to help us grow and I believe Advanced will do that.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• Tuatara Brewery

INDUSTRY

• Manufacturing, Food and beverage

BUSINESS OBJECTIVE

• Lack of depth of reporting
• Slow, manual data entry and processes
• Difficult to drill down into product costs
• Lack of features to cater for growing business needs

SOLUTION

• MYOB Advanced Business

BUSINESS BENEFITS

• Live, insightful reports for greater detail into performance
• Integration with distribution partner to speed up order fulfilment
• 20% of time saved with more effective data entry
• Cloud software saves costs, improves access
• Future-proofed solution to keep pace with their growing business

FOR MORE INFORMATION

MYOB//
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Growing a sophisticated manufacturing operation featuring numerous product lines, Tuatara required a new business system, they made the move to MYOB Advanced.

System not geared for future changes
When Annemaree Deed, Finance Manager, joined Tuatara in 2014, the business was going through big changes.

“They had used AccountRight since the beginning to manage finances and IRD requirements” she recounts. “It was great for accounting, however it was cracking at the seams due to the complexity growing business needs.”

In 2014, Tuatara Brewery was at a tipping point in its growth trajectory. Their management team grew to include marketing, sales, packaging, brewing and distribution specialists. A new Operations Manager, Jason Brown joined and wanted to bring in changes to aid the organisations performance.

Their distribution processes included many manual processes resulting in potential errors. The lack of visibility into stock was impacting sales for the Business Brewers on the road and they just wanted more information at their fingertips. In short, they just needed more real time data.

“We just didn’t have the right tools to make the improvements we needed.” Annemaree said. “Because we brew so many different types of beer, we needed to know the costs and profitability of each. We also wanted something to integrate with our logistics provider to streamline the distribution process and ensure the products got to our customers as efficiently as they could .”

“We just didn’t have the right tools to make the improvements we needed.”

An explosion of features at the right price
Early in 2015, Tuatara contacted Wellington business systems experts Walker Scott. With their guidance, they went through an exploration of several products including MYOB Advanced. They were focused on return on investment and wanted the best bang for buck. Cloud software was a must to ensure it was ‘future proof’ and available in any location. In the end they choose Advanced as it met their budget and feature criteria with room to grow.

“We had always been satisfied with the support MYOB had offered and were happy to stay within the MYOB family.” Annemaree affirmed. “For every requirement Advanced had the functionality we needed. I was surprised by the wide range of features at the price point. Going through the evaluation, I knew taking our business to the next level was attainable with this software.”

“Being a cloud product and not having to worry about the costs of hardware was a great plus. We have a lot of staff who work on the road or from home so it was important to have that flexibility.

“We have a lot of staff who work on the road or from home so it was important to have a cloud product that gave us that flexibility.”

Outcome
Advanced now delivers the tools the business needs to perform at a high level and scalability to handle future growth.

“Our beer is manufactured in two stages – raw beer and finished beer in either keg or bottle format. When you multiply that by the number of different beer flavours we produce and the regularity in which we change flavours… it’s a lot of data to track. With Advanced we felt it had the functionality to be able to track all the costs in that process and allow us to report the information we needed to various parts of the business.”

They’ve also reduced over ordering as they have more visibility into inventory on hand.

They use bill of materials functionality to do batch control for brewing to calculate gross profit margins for batches. This helps them predict the costs and profitability of potential new flavours giving management new levels of insight into what products lines in which to invest. It also provides a basis to project future raw material requirements.

Advanced has helped in their stock management. Tuatara now have visibility into stock in multiple locations, stock volumes by individual product line and at different stages in the manufacturing process.

“We can now isolate what stock we have and see what stage it is at,” says Annemaree. “Is it finished beer or in the tank? In the past this was really manual and time consuming which meant it was open to errors. Now we are more confident in the numbers we produce.”

New reporting dashboards built using Microsoft Power BI have helped their teams become high performing groups. Their Business Brewers (sales team) can now use their smart devices to access live information on sales and stock levels whilst on the go.

“The sales team get a lot of value from being able to see sales and stock levels every day,” said Annemaree. “With live data being pushed to their app, its updated hourly so it’s great for the business to also analyse trends which gives us a lot of confidence making sales and promotion decisions.”

MYOB Advanced now integrates via an Electronic Data Interchange (EDI) with their distribution partner Toll Holdings. A huge boost to operational efficiency has been achieved as new orders from all customers, big or small, are automatically shared between both systems so they know what is available at the distribution warehouse and what has been shipped and delivered.

“We can now distribute with confidence, it’s just something we don’t have to worry about,” shared Annemaree. “The order can be sent and distributed to our clients in real-time. It’s just a simpler and better way of doing things. If an order comes in we have got live information that we can act on.”

Reporting is faster and smarter. When tricky questions come up, finance can customise reports to provide the information their stakeholders need. When they need to get ‘nitty-gritty’ with analysis they can easily export information into Excel.

“Everything is just quicker to process,” says Annemaree enthusiastically. “Because information is entered in real-time, we don’t need to touch things twice. We’re now more confident in data. I think 20% of our time is saved being able to process things more effectively.”

“Everything is just quicker to process. Because information is entered in real-time, we don’t need to touch things twice.”

“I loved the clickability [sic] of Advanced. If I have a report I can now click into it, to drill down into information. I don’t have to go to a different system, it’s all there in one place.”

“We’re only using 75% of Advanced’s capabilities but its good because we know that as we grow we’ve got a system that can grow with us. Like transacting in foreign currencies, we don’t use it often but it will be a big help in the future..”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• GX2

INDUSTRY

• IT services

BUSINESS OBJECTIVE

• Lack of flexibility to make changes to the system
• Unreliable audit trail
• Support was located remotely and the time difference impacted efficiency

SOLUTION

• MYOB Advanced

BUSINESS BENEFITS

• The ability to customise invoices across businesses and countries
• The flexibility of easy multi-currency management
• System can be adjusted and set for different tax structures in multiple countries.

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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Established in 1997, GX2 Technology is an IT services company that has been at the leading edge of designing, developing, implementing and maintaining Wi-Fi networks for a range of tourism and commercial clients, from hotels and backpacker resorts to conference centres. Being very good at what they do has seen GX2 Technology grow to employ 50 staff across Australia, Fiji, NZ, UK and the US.

Improving invoicing
Invoicing is at the financial heart of every business, ensuring cash keeps flowing, so it’s vital that every aspect of this function runs smoothly – especially when multiple currencies are involved. For 6 years GX2 Technology had been running an online accounting system, but a major pain point was the lack of usability and flexibility with data extracted out of the system. It meant there was no easy facility to make changes to things such as the layout of an invoice, so they frequently needed to go to the provider to get changes made. Also, the audit trail was unreliable and essential support was based in Ireland which meant that most problems were an “overnight fix” which didn’t help productivity or anxious clients. Cara O’Neill, Chief Financial Officer of GX2 says, “As a business that prides ourselves on delivering the very best Wi-Fi communications solutions, we demand that every aspect of our own technology is equal to what we provide our clients.”

Functionality and flexibility
Given the large capital outlay involved GX2 did their homework. They decided to put a query through the MYOB website. It soon became apparent that MYOB Advanced Business was the ideal fit for GX2’s needs. Being online was obviously one of the mandatories in choosing the Advanced solution, but it was the other key features, like consolidating accounts for multiple companies, the flexibility of multi-currency management, the project management functionality and inventory management that “sealed the deal” for GX2.

MYOB Advanced is taking GX2 forward
In terms of adapting to the new system it took about 3 months of using MYOB Advanced for the team within the primary trading company (Australia) to become completely familiar with it. GX2 has now replicated the introduction process with all of their other trading companies around the globe. GX2’s decision to change to Advanced has been rewarding says O’Neill, “We’ve improved workflow as well as having greater visibility into all aspects of our business, particularly inventory. We’re finding there’s a lot less reliance now on spreadsheets, which makes life so much easier.” Because Advanced has allowed GX2 to take a lot of information off spreadsheets more information is readily shared across the business rather than being stuck with one person.

A world of difference
Being a cloud-based product has made it easy for GX2 Technologies to deploy Advanced to all of their overseas locations and just as importantly, utilise Advanced to easily consolidate multiple accounts and simply deal with multiple currencies.

”With the new system (Advanced) we don’t have to worry about multiple currencies anymore. It’s no longer a big deal!”

Plus, the flexibility within the system allows for fields to be adjusted and set for different tax structures in different countries. In terms of process and improving efficiency and workflow, GX2 can customise their own forms and invoices without needing to rely on an external party.

“Advanced has been fantastic for our accounts team, we’ve saved days of effort by automating repetitive manual tasks.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• Raw C (Coconut water)

INDUSTRY

• Distribution

BUSINESS OBJECTIVE

• Solve inadequate reporting
• Provide visibility of stock through supply chain
• Resolve health & safety compliance issues
• Deal with currency transaction problems

SOLUTION

• MYOB Advanced

BUSINESS BENEFITS

• Live financial and warehouse data
• Stock easy to check and move
• In-depth reporting instantly available
• Regulatory compliance handled smoothly
• Foreign currency costs transparent
• Plenty of room to grow

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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“Everyone has gone a little mad about coconuts, which makes us incredibly happy because we love them,” is the pull quote from Raw C’s website, which in a little more than four years has become Australia’s second biggest distributor of coconut water products. “We’ve been doubling our turnover year on year and that’s going to continue to grow,” says Dennis Ghetto, Raw C’s co-owner, CFO and Operations Manager.

The company imports its products from Thailand, Vietnam and Sri Lanka, and distributes them to supermarket chains across Australia from warehouses in Sydney, Brisbane, Melbourne and Perth. Raw C’s MYOB Advanced ERP system has equipped the company to handle major growth now and into the future.

Taking stock
Raw C’s rapid growth soon began to reveal deficiencies in its business systems. It had launched with a basic web-based accounting package that was fine for a start-up, but required too much manual labour with spreadsheets and wasn’t really delivering the financial reports the company needed.

“We needed more consolidated reporting from a sales as well as a financial perspective,” Ghetto explains. “We needed to know we were making money and to analyse our sales data in order to control and grow our business. We needed a fully integrated system because we couldn’t do prepayments in the old system, or find out what stock in transit was coming from our factories offshore.”

Warehouse management was another pain point: lack of live inventory visibility caused problems. Raw C could only determine what was in its warehouses by actually going into them every week and doing a physical stock-take. Handling products with a limited shelf life added further complexity.

“We’re even getting customer profitability reports, which is great, because we’re taking it to a new level – true business intelligence”

“We have to handle the two sets of controls of batch numbers and also use-by dates,” says Ghetto. “There were times when we didn’t notice the dates in sufficient time, and so we’d have to shift the products heavily discounted, which was costing us money.”

C for Coconut (and Cloud)
Raw C went shopping for an ERP system that would link its supply chain and financial management, and ensure compliance with Australia’s very tight health and safety regulations.

“I knew that products like SAP were too big and expensive for our needs,” Ghetto says. “We also looked at NetSuite, but it was too complex and had features we’d never use. Then the MYOB Partner introduced me to MYOB Advanced.”

Advanced was chosen as the best fit for Raw C’s business model, for its user-friendly interface and the promise that the company’s staff could do a lot of modifications themselves without the need to constantly call for a consultant’s help. A cloud-based system was another prerequisite.

“We didn’t want anything server-based,” says Ghetto. “We use web-based systems for everything, even our phones. I’m always travelling and so it’s easy for me to keep in touch with the office via the web.”

A fresh approach
MYOB Advanced allows Raw C to do everything it wants – and more developments are planned.

Ghetto and his staff can now get reports on customer sales and margins, in detail that was not possible before. The products stored in all the warehouses are visible as live information, including batch and use-by details. Products nearing the end of their shelf life can now be flagged in time to be sold at a margin that enables cost recovery, rather than taking a loss.

“Advanced’s reporting capabilities are a great help,” Ghetto says. “We now have detailed profit and loss, as well as sales order reporting. Our warehouse people can also run reports to see where stock is, so if we need to move it to another city to fill an order, we can do it instantly. This makes it seamless, rather than having to check 100 emails and make lots of phone calls.”

Manual spreadsheets are now history; automation gives Raw C’s accountant live data about creditors and debtors, smoothing the process of invoicing, payments and debt recovery. Terms can also be flagged for specific customers, rather than one set of terms for everybody.

“Advanced has every element we need as a business to jump forward.”

“We’re even getting customer profitability reports, which is great, because we’re taking it to a new level – true business intelligence,” says Ghetto.

Paperwork has largely been eliminated, pleasing both Raw C and its larger customers, who’d been lobbying it to adopt electronic ordering and invoicing. The company has been able to handle its rapid growth without having to employ more office staff. As an importer, Raw C does a lot of dealing in foreign currencies. Advanced handles all the transactional calculations easily; Ghetto can now see the true costs. “Previously we’d just pay the bill and hope for the best!” he laughs.

Raw C has also recently entered the fresh produce market, selling fresh coconuts. This creates another level of regulatory compliance from health and Customs officials, which would have been very hard to handle without Advanced.

“All fresh products need health certification before they’re sold and if they’re coming from overseas, they have to go to a government-controlled warehouse for testing,” Ghetto explains. “We now simply attach all the necessary documents to a shipment before it reaches Customs. With Advanced all the documentation is handled seamlessly and to date we’ve never had any problems.”

The MYOB Partner draws praise from Ghetto for their contributions.

“We’ve asked them to do various modifications and there’s never been a problem. They showed us new ways to run our pre-payments and purchase orders, giving us better control and flow-through of data. That helped us to control what’s in the factory, what’s on the water and what’s here locally; we never had that visibility before.

“When we started selling fresh coconuts they did a quick customisation for us to handle all the red tape. They also did a profit and loss customisation so we can segregate our promotions, fixed terms, rebates and so on.”

While Raw C intends to continue its growth in Australia, it also has its eye on markets further afield.

“We plan to expand into other continents, which means new suppliers and warehousing needs. We’ll need more sophisticated tools because we’ll be employing more people, so we’ll need to work smarter on monitoring KPIs, sales and margins.

“We have 100% confidence that Advanced will continue to grow with us. It has every element we need as a business to jump forward.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• ATP Science

INDUSTRY

• Manufacturing, Wholesale & Distribution, Sport & Recreation

BUSINESS OBJECTIVE

• Eliminate inefficiencies from disparate, non-communicative systems
• Restore trust in financial and inventory data
• Get rid of spreadsheets and manual reconciliations
• Facilitate export growth

SOLUTION

• MYOB Advanced with JAAS Advanced Manufacturing System, implemented by Momentum Consulting

BUSINESS BENEFITS

• Complete integration between manufacturing, inventory, distribution and financials
• Accurate information with customisable reporting and data filters
• Manual processing and paperwork gone
• Robust approval processes

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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Brisbane-based manufacturer and distributor of nutrition and body-building products ATP Science has achieved strong business growth in recent years – averaging 200-300% per annum. With its aim now set on export markets it has underpinned its operations by implementing modern cloud-based ERP software – MYOB Advanced.

Systems not talking
ATP started out distributing products that were manufactured by a third-party contractor. When it decided to set up its own manufacturing plant, with a plan to go international, the limitations of its legacy business systems became very apparent. It was using cloud-based DEAR software for inventory management and purchase orders, and Xero for financial management.

“The two were meant to work together, but we just had issue after issue,” says Toni Doidge, a director for the company. “Some actions it would replicate 3-4 times over and we could never control the inventory correctly. We could look from DEAR through to Xero but never the other way, so we had to look at things like credits in both to get an accurate picture of what was going on. It was an absolute nightmare, so when we started our own manufacturing the nightmare increased tenfold because we were now receiving in raw materials as well, building finished goods and then receiving them back into the warehouse for sale.”

The legacy systems couldn’t handle the components needed to set up a manufacturing run. Creating a product from a set of ingredients and following it all the way through to inventory with costings, etc was a critical capability. ATP needed something that could handle production as well as track inventory across various warehouses.

“When we started manufacturing, our nightmare increased tenfold.”

The lack of integration between the two systems was also creating cash flow problems. ATP didn’t trust its financial data and its creditors were complaining about money it didn’t even know was owed. Compiling reports was a regular ordeal involving spreadsheets and pivot tables, and given the problems it was having keeping track of on-the-road sales, it knew a better system was needed if it was to become a successful exporter.

Integration delivered via the cloud
“The integrated inventory and financial control were the biggest things for us,” Doidge says. “We also wanted a cloud-based system for convenience, so everything on the IT side could be managed for us.”

To find the right system, ATP consulted AusIndustry, a division of the Department of Industry, Innovation and Science, which advises businesses on technology and processes. It introduced MYOB Advanced and implementation partner Momentum. A key attraction for ATP was the availability of an additional integrated manufacturing module – JAAS Advanced Manufacturing Software (JAMS).

It streamlines the process of filling batch orders with pre-configured lists of materials. ATP manufactures and distributes around 20 different products – powders, capsules, creams and oils – and JAMS ensures the products are processed, packed and stored correctly.

“Working with a company like ATP Science shows the depth and flexibility of our product, and its capability to meet the needs of many manufacturing production environments, including batch process, which is critical in the nutraceutical market,” says John Schlemmer, Chief Operating Officer of JAAS Systems.

“The integrated inventory and financial control were the biggest things for us.”

Doidge is delighted with the benefits delivered by Advanced, and knows ATP has only just started realising its full capabilities. “I really enjoy the way accounts, warehousing and production all integrate with each other,” she says. “It all just makes sense, and we keep coming up with ways to tweak our processes to make ourselves more efficient.”

The elimination of paperwork is another big plus delivered by Advanced. “Everything is just scanned in,” says Doidge. “We receive about 90% of our invoices via email, which is dumped straight into MYOB. We no longer have all that manual labour with POs and invoices, and wrestling with spreadsheets to reconcile data from the two systems. The figures were always wrong, but now we have reliable data entry from one point and it’s easy to see which figures are incorrect.”

Another thing of the past is the daily stock-take of products on the shelves. Advanced delivers live data that is automatically updated as the finished goods enter the various warehouses. Sales tracking is much better because Advanced enables the viewing of orders by customer and by salesperson. Infomration is now much more easily accessible with Advanced reporting capabilities. “We can put in any parameters we want, any filters, and basically create any report we can think of,” says Doidge. “We can save the report with all the filters for regular use, then just push a button to produce that set of figures whenever we want them.”

“It all just makes sense, and we keep coming up with ways to tweak our processes to make ourselves more efficient.”

Cash flow analysis is also vastly improved; forecasting can be done for the year ahead – especially important for a business with a strong focus on growth. For Doidge, having an approval process in which she can set the rules and parameters for credits and debits is a huge benefit. “I can now drill right down into a bill, tick off my approvals, and only then is it released to the bank to be paid.”

“We have a system that can manage our manufacturing and distribution processes in one package,” says Doidge, “but more importantly, we know that we can trust our data – that’s a massive relief.”

While ATP already has half a dozen international distributors, the USA is the next big target on its horizon. Plans include a third-party logistics operation and even opening a factory there. “We wanted a system that wasn’t just for us now,” Doidge concludes, “we wanted a system that is going to work even if we continue this growth rate for the next 10 years. I believe MYOB Advanced will do this for us.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• Mint Payments

INDUSTRY

• Financial Services

BUSINESS OBJECTIVE

• Eliminate manual, time consuming tasks
• Introduce more rigorous accounting features
• Achieve better ROI from ERP

SOLUTION

• MYOB Advanced Business

BUSINESS BENEFITS

• Automation to expedite processes
• User-friendly, scalable system for future growth
• Better value ERP with a simpler pricing model
• Improved reporting and visibility

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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Founded in 2005, Mint Payments provides organisations and businesses with the ability to accept, process and manage in-person, online and mobile payments. With over 40 staff across three offices in Australia, New Zealand and Singapore, Mint makes card and electronic payment transactions simple, safe and fast for businesses and their customers.

But what wasn’t simple for the company itself was an ERP system which was poorly configured and supported. As a result, it implemented MYOB’s Advanced Business and hasn’t looked back.

Situation
Mint had been using Netsuite for around 7 years. As the business continued to grow, it became clear that the old way of doing things simply wasn’t cutting it says CFO David Owyon. “The system was not properly set up to be very automated for expense reimbursement and procurement to meet our current business needs and we were not getting the appropriate level of support. As a result, we weren’t getting the best value from the system,” he says.

Furthermore, adds Owyong, “The finance team was frustrated that we weren’t as automated as we could have been. In fact, I’ve even got a sign that says ‘Get Automated or Get Out!’”

After being referred by a client, the team at Mint decided on MYOB Advanced Business for its broad range of functions, in particular the employee portal for expenses and purchase requests. Mint considered other options, but decided they weren’t the right fit. “We looked at Dynamics and SAP, but they weren’t suitable for our needs, and the costs were too high,” explains Owyong. “And a system like Xero was not an enterprise grade solution that could scale up to our business structure, especially overseas.”

Solution
Mint employed Kilimanjaro Consulting to handle the transition to MYOB Advanced; Owyong says the company took the time to understand Mint’s business before beginning the rollout and provided the necessary training to get the most out of the solution.

After working with the team at Mint on the crucial task of importing data from the old system, Kilimanjaro performed a final reconciliation against the old system to ensure the data was correct. “The assistance and prompt responses made the implementation process run smoothly. They were approachable and quick to answer all our queries. They followed up on the issues that we had and promptly assisted us to solve any problems.”

Being able to access the system online is of critical importance. “As a cloud based system, we can access Advanced from anywhere there is internet connectivity. This is very beneficial as we operate in Australia, New Zealand and Singapore,” he says; Owyong adds that MYOB Advanced is an enterprise grade solution which offers a winning combination of cost, value for money and a simple pricing model.

Results
The ways in which Advanced has made business life easier at Mint are many and varied. “The fixed asset register has been easier to manage in MYOB Advanced as we do not need to maintain a separate record. In addition to this, the calculation and depreciation of assets is automated, which saves a lot of time and reduces errors,” Owyong explains.

Advanced compares particularly well against the company’s previous system, and Owyong reels off a long list of improvements. “Uploading and exporting files in MYOB Advanced is more flexible and user friendly. Automation in payment processing makes the accounts payable process faster and more efficient. Tax modules for preparing BAS reduces the work load, as it has a worksheet already prepared and a tax report with the details. As a result, we don’t need to run multiple reports from the system to work out what to lodge.”

He adds that it is now possible to add a non-stock inventory ID for commonly used items, with no need to fill out all the fields each time an entry is done. “It is easier to use and we can see which invoices are pending approval. We can also export payment details straight from MYOB Advanced to an ABA file to import to the bank, which was not available in our previous system.”

Thanks to the solution, he adds, “I probably save about a day of work a month. Automation in accounts payable, employee reimbursement and purchase requests have helped create efficiency and added value to Mint by reducing manual work – and as an expanding business, the need for automation is important.”

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Published on the 23/08/2016 | Written by MYOB

AT A GLANCE

• Comdain Infrastructure

INDUSTRY

• Construction and Engineering Professional Services

BUSINESS OBJECTIVE

• Automation of key business processes
• Elimination of manual tasks and paperwork
• Information accessibility through APIs
• Integration with client/partner systems
• Ease of reporting

SOLUTION

• Greentree product suite / Greentree API Engine

BUSINESS BENEFITS

• Improved efficiency
• Information access and visibility eased
• Value chain integration enabled
• Better reporting

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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Faced with cumbersome paper-based processes, construction and engineering consulting company Comdain Infrastructure recognised that its technology system could provide a better way. By leveraging the power of its MYOB Greentree enterprise resource planning solution, it has introduced automation to eliminate errors and substantially accelerate throughput.

Comdain Infrastructure has been in business since 1962, specialising in engineering and asset management services for major public utilities. Comdain engineers and maintains assets including water pumping stations, water pipelines, or gas distribution networks to name a few. These projects range in value from a million to tens of millions of dollars. The company employs in excess of 500 staff in Victoria, Queensland and New South Wales and is involved in more than a dozen capital works projects, while its maintenance work delivers over 50,000 work orders per annum. Its clients include Multinet Gas, Sydney Water and APA GasNet.

Situation
“We’re a sophisticated, privately owned, national company that plays against international organisations,” says Comdain’s IT Manager, Matt Hughes.

With those thousands of work orders, he explains that before the introduction of MYOB Greentree, every single one would involve paperwork – and that lead to data mistakes.

Comdain’s Infrastructure Project Manager Ben Volombello points out the problem: “The expenditure we approve and the invoices we generate are crucial to our bottom line. A job may entail hundreds of purchase orders and labour costs for dozens of employees on varying pay scales.”

Solution
With the implementation of the MYOB Greentree ERP solution, the company saw an immediate benefit to its ability to win business and deliver superior customer service.  “The flexibility of our MYOB Greentree system has been central to our success and sustained growth,” notes Hughes. “We outperform our competitors in terms of our technological infrastructure. When we bid for contracts, we demonstrate our integrated IT and field service capabilities to prospective clients; this has helped us to win business.”

He singles out MYOB Greentree’s API engine for special mention. “With electronic data flow via APIs, we can accelerate key business processes – for example, invoice clients faster – which has increased our efficiency and productivity across the board.”

Going into more detail, Hughes explains that MYOB Greentree captures all the job costs for work done by Comdain staff and subcontractors, and uses APIs created by its API Engine to integrate with other systems, including those of clients, to manage service requests and work orders.

A further example of the efficacy of API engine can be found in a field service application developed with the help of its MYOB Greentree Partner. The application integrates with MYOB Greentree CRM via an API, enabling Comdain to institute service level agreements that promise response within 60 minutes for emergencies such as gas or water leaks.

Results
This sort of capability, he says, “is huge. Our business model is based on us meeting targets, meeting the client’s needs, and adapting our system to that of the clients.”

The high level of integration has helped to grow Comdain’s reputation for best business practices, says Hughes. “Because MYOB Greentree is easy to talk to [through the API Engine], it gives us real-time data,” says Hughes. “For instance, if our client releases a work order into its system, a work order is automatically created in MYOB Greentree and sent straight out to staff in the field.”

As a result of the system, project managers are better able to handle client queries through being able to drill down instantly into MYOB Greentree to get the information they need – and Comdain receives glowing client testimonials that talk of “comprehensive and well-established management systems”, “gratitude and appreciation in the effort and care applied to these works”, “excellent standards” and “professionalism.”

MYOB Greentree, says Hughes, makes forecasting and compiling reports easier. “I can track jobs the way I want to, break them down into smaller components and extract data for my reports in no time. “Superior quality of customer service has won us a lot of business. MYOB Greentree helps us to be flexible, improve efficiency, and get more accurate data out of our day to day work.”

“Superior quality of customer service has won us a lot of business. MYOB Greentree helps us to be flexible, improve efficiency, and get more accurate data out of our day to day work.”

Source: This article was originally sourced from MYOB

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Published on the 13/05/2016 | Written by MYOB

AT A GLANCE

• The Florey Institute of Neuroscience and Mental Health

INDUSTRY

• Life Sciences and Not For Profit

BUSINESS OBJECTIVE

• Improve information visibility and accuracy
• Deliver management reports as required
• Scale with growing business.

SOLUTION

• MYOB Greentree product suite

BUSINESS BENEFITS

• Consolidated business systems and processes
• Immediate access to accurate information
• Complete business management system
• Elimination of time consuming, manual processes.

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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In search of simplified and automated processes which eliminate unnecessary costs, a leading Australian medical research institute chose the MYOB Greentree enterprise resource planning solution. Thanks to that decision, scientists today at The Florey Institute of Neuroscience and Mental Health are free to focus on advancing brain science, rather than being bogged down in administration.

The Florey Institute of Neuroscience and Mental Health (The Florey) is one of Australia’s largest medical research institutes and the third most cited in the world. This Melbourne-based not-for-profit organisation conducts scientific, lab-based research on neurological conditions of the brain including epilepsy, dementia, Alzheimer’s disease and addiction.

Founded in 1963 by philanthropists Kenneth Myer AC and Sir Ian Potter, the Florey today is the result of a more recent amalgamation with several other research organisations. It employs about 600 people, spread across several campuses.

Situation
Peter Plecher, The Florey’s Group Director (Finance), was brought in to oversee the administrative aspect of the amalgamation that created The Florey. It was a massive three-year task, bringing together different payroll, accounting and purchasing systems.

“Our business systems were fragmented,” he recalls. “The purchasing system was separate to GL, which was separate to payroll – this fragmentation was causing us all sorts of grief.”

The HR/Payroll system didn’t allow remote access for the Apple computers preferred by the research scientists. That meant HR staff had to run around with pieces of paper for the scientists to fill in.

“It was a bad experience for the researchers,” Plecher says. “Forms would be misplaced or filled out incorrectly and our administration was further complicated by the elaborate variety of pay scales.”

That jarred with the organisational culture, which he says is all about people. “Some 70 percent of our employees are research scientists who don’t want the hassle of doing administrative work to ensure they get paid.”

Plecher adds that The Florey receives around $60 million a year in funding from federal and state government, along with various donors, trusts and foundations. “We’re just the caretaker of those funds. The grants are allocated to scientists, who own that funding as individuals. We’re in a competitive environment for skilled researchers, so if I don’t have the infrastructure in terms of systems, automation, access, information and reporting, they may go elsewhere, taking that funding with them.”

“MYOB Greentree is reliable and easy to use, so our scientists can concentrate on keeping us at the forefront of brain research.”
Peter Plecher, Group Director (Finance), The Florey

Solution
Plecher went hunting for an ERP system that could integrate all the HR/payroll, GL and purchasing functionality and was configured for Australia’s taxation system. He assessed half a dozen different systems before settling on MYOB Greentree.

“We wanted a dependable system with a proven track record,” he says. “We are trying to solve some of the greatest medical challenges of our time so we need a solid partner to provide the backbone.”

MYOB Greentree was “head and shoulders above the other vendors we dealt with,” Plecher adds.

Results
In MYOB Greentree, The Florey is confident that it has an ERP system that delivers the right environment to enable its scientists to get on with their very important work. In particular, Plecher singles out the solution’s eTimesheets, which he says enables researchers and managers to handle their administrative workflow quickly and efficiently, eliminating time-wasting paperwork.

He also says MYOB Greentree also delivers more than enough reporting power to handle the highly detailed financial statements required by the directors, while purchasing is another area that has to be just right. “We purchase a lot of highly regulated substances along with highly sophisticated medical research equipment,” says Plecher.

“Above all, I need a system that can provide the best possible experience for our researchers. MYOB Greentree is reliable and easy to use, so they can concentrate on keeping us at the forefront of brain research,” he concludes.

Source: This article was originally sourced from MYOB

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Published on the 29/04/2016 | Written by MYOB

AT A GLANCE

• Jace Group

INDUSTRY

• Horticulture

BUSINESS OBJECTIVE

• Improve information visibility and accuracy
• Deliver management reports as required
• Scale with growing business.

SOLUTION

• MYOB Greentree

BUSINESS BENEFITS

• ‘Single version of the truth’
• Immediate access to accurate information
• Complete business management system.

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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A key player in the kiwifruit industry has long looked to MYOB Greentree for reliable, performance enterprise resource planning software, equipping it to compete effectively in a sector which one of New Zealand’s multi-million-dollar export successes.

That company is Jace Group, which requires seamless accounting and reporting of the production from dozens of kiwifruit orchards, and from its packing facilities.

Jace Group owns 77.5 canopy hectares of orchards, mainly in the Bay of Plenty and South Auckland, and leases another 125. The kiwifruit grower is also one of the largest privately-owned kiwifruit post-harvest companies in New Zealand, packing more than eight million trays per year, primarily for export.

Situation
“We pride ourselves on quality performance and attention to detail,” says Lee Weatherley, accountant at the company. “We consistently achieve above industry returns for our growers. Given there is only a limited window of opportunity to harvest the crop from the vines, it is vital that all operations from logistics through to our accounting & reporting functions to growers run seamlessly.”

Weatherley explains the importance of a business system to the company’s operations. “Because we have to cover from the growing of the crop right through to harvesting, storing and packing, we need a business system that is able to capture all that data and report on it in a wide range of ways,” she explains.

Solution
Meeting that requirement, she says MYOB Greentree was the choice of the Jace Group from the day the kiwifruit company started operations in 2006, but Weatherley’s connection to the software vendor goes back much further than that. She previously worked for Seeka, another long-time MYOB Greentree user, and was instrumental in bringing the ERP system to the Jace Group.

Her personal experience of working with the software meant she had complete confidence in its ability to manage the entire supply chain.

That’s because MYOB Greentree integrates financials, job costing and transactional analysis.

At the time of the ERP implementation, Jace Group was also introduced to AutoScan, a tool for uploading data from multiple locations.

Results
A variety of widely different reports are easily compiled, large seasonal payrolls are managed accurately, and databases are simple to update.

MYOB Greentree has to break down the growing costs and returns for each individual orchard, and for each variety of fruit; Jace Group therefore makes extensive use of Job Costing and MYOB Greentree’s transactional analysis capabilities to differentiate between each growing season and variety.

“MYOB Greentree is flexible enough to meet all our requirements across a wide range of activities that we do, and its reporting is exceptional.”
Lee Weatherley, Accountant, Jace Group

And when the industry was struck by the disease Psa, configuring MYOB Greentree to handle new varietals of kiwifruit presented no challenge at all.

“It’s so easy to extract data – you just push a button and it’s done,” enthuses Weatherley. “Our data is all live and automated, it’s accurate, and our checks and balances all take place in MYOB Greentree.

She explains why live visibility is important. “Our managers out in the field need to know where they’re tracking against their budgets.”

More than that, she says the ERP system integrates across the entire business, including its packing and cool stores in the Bay of Plenty and Auckland. During the picking and packing season, which runs from mid-March through to September, as many as 900 people, many of them transient workers, may be employed.

At this time, Jace Group’s facilities operate 6 to 7 days a week, up to 21 hours a day, driving up the necessity of a performance ERP system which can be depended upon. During these busy periods, the capability of the solution is further demonstrated: finger-scanning software is used to record attendance in the packing sheds and the data is automatically uploaded into MYOB Greentree Payroll.

Meanwhile, AutoScan has delivered further benefits. “Because we have office sites at three different locations and accounting staff at all those sites, we can source data from wherever we happen to be and information on who has entered the data,” Weatherley says.

“MYOB Greentree has enabled us to develop sophisticated uploads for lots of data, eliminating human error data entry issues. We have nine or so operating companies within our group, and it’s a tremendous help for me to be able to monitor performance for consistency,” she adds.

AS the kiwifruit continues to expand, Weatherley is assured that the Jace Group has an ERP system which positions it for performance. “We’re heading towards higher volumes of fruit and are looking to expand our facilities. We’re confident that MYOB Greentree will continue to grow with us and we’re always looking at ways to work smarter with it, to meet any challenges ahead.”

Source: This article was originally sourced from MYOB

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AT A GLANCE

• Mega Music

INDUSTRY

• Entertainment

BUSINESS OBJECTIVE

• Improve information visibility for better inventory control, management reporting
• Eliminate multiple difficult-to-use, disparate business systems
• Improve front-end/back-end integration

SOLUTION

• MYOB Exo

BUSINESS BENEFITS

• Increased sales staff confidence
• Complete visibility of business operations across multiple locations
• Improved customer management
• Tighter stock control and inventory accuracy

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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For many rapidly growing businesses, the introduction of new systems to help manage the organisation can happen on an organic basis. While that quickly addresses immediate challenges, it can result in a miscellany of isolated programs which can, in time, cause more difficulties than they address.

That’s a situation in which Perth’s Mega Music found itself. Established in 2001, the company quickly grew to become one of the city’s favourite music stores, large enough to offer a great selection at competitive prices, but small enough to still retain a friendly culture. Providing quality gear for music professionals, students, schools and bedroom warriors, Mega Music also offers instrument repairs, servicing facilities and a music academy with highly skilled teachers.

Situation
Mega Music struggled with a mismatch of different accounting and Point of Sale systems across its business, which Kajen Velupillay, Owner/Director describes simply (and effectively) as ‘clunky.’ Issues included difficulty in using the systems, while the inability to share information from one system to another limited the value of data, particularly in terms of managing customer relationships. The company also wanted to improve accountability by providing easy access to information, allowing operators to view previous sales, repairs or services.

To Mega Music, notes Velupillay, “a professional and personal touch is as significant as each individual transaction”.

“ What we liked most about what MYOB Exo delivered was a back end system that operated and performed to our team’s expectations.”

It therefore sought a system which would help create a single customer view, in turn supporting the goal of developing one-to-one relationships and tailored options for individual customers.

Solution
Mega Music approached MYOB partner Horizon Business Systems to examine the available options, identifying Exo as the preferred basis on which to develop an appropriate solution.

Working together, Horizon and Mega Music tailored the system to enable more dynamic customer relationships by understanding and reporting on individual needs rather than just a straight “point of sale” of instruments and accessories.

With three locations – and looking to expand – Mega Music recognized the value of MYOB Exo to deliver multi-site POS (point-of-sale) from a single database, operating both on and offline across all sites. It also needed stock to be easily and accurately transferred across locations, with accurate reporting to keep track of stock throughout the supply chain.

Results
Velupillay says MYOB Exo has delivered to Mega Music’s expectations. “What we like most is the back-end system which interfaces seamlessly with the front-end a POS system,” he notes, explaining that it empowers salespeople to know what stock is available, so they can accurately meet customer requirements.

He says the customisation of MYOB Exo completed by Horizon Business Services has allowed staff and management at Mega Music to provide a much higher level of accurate, timely and personalised service to its customer base. “It is these customer relationships that make Mega Music the fastest growing music store in the region,” Velupillay concludes.

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AT A GLANCE

• Kosmea

INDUSTRY

• Retail

BUSINESS OBJECTIVE

• Improve inventory control across distributed business
• Deliver accurate, up to the minute information
• Establish foundation for international growth

SOLUTION

• MYOB Advanced

BUSINESS BENEFITS

• Single company-wide system provides information accuracy and immediacy
• Consolidated inventory across multiple locations
• Integration with web presence
• Scalable solution ready for planned growth

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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From modest beginnings, Kosmea has rapidly expanded as its core promise of ‘skincare as nature intended’ gained traction in the market. While founder Marie Kapetanakis initially managed the company with the help of MYOB’s desktop accounting software, an expanding business necessitated a more substantial solution. For that, she has again looked to MYOB, this time selecting its Advanced cloud-based ERP system.

Established the kitchen of her Adelaide home back in 1993, Kosmea today sells a range of natural skincare products throughout Australia, Canada, Hong Kong, Japan, Singapore, UK and the USA. With current staff numbers at 10, the company continues to grow and aims to expand beyond existing stockists which include health stores, national pharmacy chains and retailer David Jones.

Situation
“We were using AccountRight Premier Enterprise but we had reached the point where the demands of our business were growing significantly and we needed to upgrade,” notes Kapetanakis, adding that as a loyal client, she still has the original software box on the shelf. “With an eye to the future, we wanted a cloud solution, as opposed to going down the path of replacing the server.”

There were some unique complexities to consider, as Kapetanakis points out: “We have multi-warehouse requirements, which requires stock to be held in an outsourced warehouse, a third party manufacturing site, while we also hold stock in our own office. All of this needs to be identified at a moment’s notice. Plus, as we sell into overseas markets, so it was crucial our software could easily and simply handle multiple currencies.”

Solution
Long-term experience with MYOB had delivered a satisfying customer experience, so it was a logical step to stick with the vendor. However, going with MYOB was not a given, as Kapetanakis points out. “While we have a lot of trust in the MYOB brand and have been used its products for 20 years, loyalty is earned, not taken for granted.”

Kosmea engaged MYOB partner BusinessHub to conduct an evaluation of the market to determine the optimal solution to meet its needs. It just so happened that MYOB Advanced emerged as the preferred option. “We have trust in the MYOB brand and as it turned out their Advanced solution really did have everything we needed,” Kapetanakis notes. “Firstly, it was cloud-based software which is perfect for our team working off site, but much more than that, MYOB Advanced could accurately control our inventory, manage customer special pricing and segment our customer groups without any drama.”

As part of the implementation, BusinessHub completed scenario-based training in each module to familiarise the team with the data and the ‘look and feel’ of the new system so everyone was comfortable before the ‘go live’ date. It continues to provide on-demand support on the ‘live’ system.

Results
With the implementation of MYOB Advanced, the growing cosmetics company has improved its inventory control, while crucial business information is ‘freed’ owing to the cloud configuration.

Kosmea now has more flexibility and visibility, in no small part due to the fact that everybody — including those working off site — has access to critical information and numbers. That, in turn, drives improved productivity.

As a result, Kapetanakis says Kosmea has come a long way – but she is already looking to what lies ahead: “We have established a solid foundation and MYOB Advanced positions us very well to expand the business, particularly as we enter the US market. That will see us embark on further development of our products.”

With a new website planned that will integrate with MYOB Advanced, B2B and B2C information will be seamlessly exchanged between the online site and the back-office system. Furthermore, as online sales grow the CRM component of Kosmea’s website will become an extremely valuable tool, says Kapetanakis.

From every perspective we are more streamlined and more productive and that gives us more confidence to move forward.”

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AT A GLANCE

• Unitex International

INDUSTRY

• Wholesale

BUSINESS OBJECTIVE

• Improve information visibility for better inventory control, management reporting
• Eliminate manual processes and spreadsheet-driven workarounds
• Improve debtor control.

SOLUTION

• MYOB Exo

BUSINESS BENEFITS

• Increased staff confidence
• Complete visibility of business operations
• Tighter control over debtors
• Stronger cash flow position

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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Founded in 2004, Unitex International is one of Australia’s leading wholesale rug suppliers. As the business rapidly expanded, it found its long-serving accounting package had become an inhibitor rather than an enabler. In choosing MYOB’s Exo, it found an enterprise resource planning solution which is capable, scalable and user-friendly.

Situation
When Unitex implemented MYOB Premier in 2004, it only had 2 operators. As a small business at the time, the software was ideal; as an ‘off the shelf’ product, it is affordable and easy to use. However, as the business expanded, so emerged a need for a system with more functionality.

Specifically, Unitex director Afshin Nejadiran notes limited control over debtor accounts, reporting limitations and manual processes which were slowing the business down. The system simply could not keep up. ““We quickly identified the need for a holistic approach to our ERP needs,” he says. “We had to use Excel and other software to manage processes that are encompassed within an ERP software solution.”

Solution
An extensive test of the market pointed to several potential solution choices, including NetSuite, Jiwa and Jim2. The team also discovered Exo on the MYOB website; research into its functionality demonstrated that the product ticked all the boxes for Unitex.

What stood out? Nejadiran explains: “Finding the right solution with all the required features as well as the most seamless upgrade path was high on the priority list. Some of the options we looked at had lower entry costs, but limited functionality. Others had much higher costs, with complicated migration and higher ongoing fees.”

On the other hand, he says Exo distinguished itself with the right features and functions, an acceptable entry cost, a familiar interface, and scalable components and user licensing. “Exo is highly customisable to meet the needs of our niche business type; it has multi-currency; and provides in-depth reporting on all aspects of the business and visibility of business data and activity all within one suite,” Nejadiran notes.

Unitex engaged with MYOB Partner Kilimanjaro Consulting for the implementation. “It got us off the ground quickly and within budget so we could move on with our growth strategy,” he adds.

“We had a relatively standard installation of Exo initially, with basic modifications, knowing the product is scalable and customisable with business growth,” Nejadiran continues. “Transferring data was easy, and whilst testing took some time, it was painless.”

Results
Several years on, and Nejadiran says MYOB Exo is still making business life easier for Unitex, while noting that it offers the ability to quickly and easily customise to dramatically increase information visibility for the business. “Forecasting, reporting and stock availability is now easily accessible to users. Sales staff have confidence in stock holding and position and can secure pre-orders sometimes months in advance,” he points out.

Thanks to that visibility, he says the business has recognised underperforming stock and high margin goods, engaged in marketing opportunities, and now tightly controls and forecasts future shipments. It is also able to take an inventory snapshot in an instant. “And tighter control over debtors means we are now in a much stronger cash flow position.”

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AT A GLANCE

• Monacellars

INDUSTRY

• Retail

BUSINESS OBJECTIVE

• Improve visibility across multiple sites
• Deliver accurate, up to date management information
• Improve Accounts Receivable
• Enhance inventory efficiency.

SOLUTION

• MYOB Exo

BUSINESS BENEFITS

• Customised reports
• Single, company-wide system for accurate control
• Optimised inventory
• Easy/instant access to management information.

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

Subscribe to MYOB’s monthly bigger business newsletter.
MYOB Newsletter signup

Growth for any business is always a good thing, but it can result in some pain as management systems reach the end of their ability to scale. Faced with just this issue, specialist liquor and coffee wholesaling, retail and logistics business Monacellars upgraded its software package to MYOB’s Exo, addressing immediate issues of sluggishness and poor information availability, while also positioning the company for further growth into the future.

Founded in 1991, Monacellars started as a small retail store in Victoria’s Gippsland town of Morwell. Today, with 47 staff members, Monacellars runs a large warehouse and distribution facility, multiple walk-in and drive-through liquor stores, plus a logistics business that runs a number of trucks and vans to service over 700 customers throughout Gippsland and Greater Victoria.

Situation
Monacellars’ GM Simon Kelton explains that the company had successfully used MYOB’s Retail Manager with AccountRight Plus for 17 years. While this proved a good solution for the business, expansion meant it was no longer up to the task. “It was an affordable ‘off the shelf’ solution and easy to use – but with the business growing rapidly, the database simply could not keep up,” he relates.

Issues which were hampering operations included sluggishness and frequent maintenance of the current system. Furthermore, adds Kelton, “We needed an increase in efficiency, flexibility and customisation – things our existing solution could not provide.”

Solution
Things needed to change, so Kelton started looking for a new solution. “We looked at a number of warehouse management and retail systems, but none integrated with each other, or Accounting Plus. They were all basically custom-built at a huge expense.”

Continuing an online search, Kelton discovered that there was more to MYOB, which had long earned its stripes at Monacellars. The Exo product is a considerable step up from accounting software; in due course he contacted MYOB partner Acacia Consulting.

Notably, Monacellars required a lot of customisation, particularly for reporting. That’s where the flexibility of Exo and the capability of Acacia Consulting proven invaluable: “We have over 100 custom reports. Around 20 of these were created by Acacia; the remainder, we created ourselves by engaging with MYOB’s education forums,” Kelton explains.

Standard reports used by the company include aged balances, stop credit, debtor transaction listing and sales analysis designer (real time profit and loss); balance are custom built.

Monacellars opted for a ‘slow and steady’ approach to the implementation, easing the transition from old to new for its staff members. “Staff took to Exo right away because they could see the benefits and how this was going to make their jobs much easier,” Kelton points out.

Results
Monacellars has seen enormous improvements to its system, which has also positively impacted on the way it does business with customers. “The flexibility and customisation Exo has delivered has improved our business performance dramatically,” Kelton confirms. “Invoicing is clearer. We now have real time data and additional custom product data – and we can deliver accurate reporting to our management and sales teams.”

With clear statements and improved customer communication, a further benefit is the removal of ‘up and down’ on Accounts Receivable. Improved stock control and management has optimized inventory, while Kelston says sales order errors have decreased.

But the most significant contribution Exo has made to Monacellars, says Kelton, is the overall reduction in administration. “It has reduced individual workloads, increased efficiencies and allowed us to react rapidly to customer requirements.”

FURTHER READING

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AT A GLANCE

• OneWorld

INDUSTRY

• Retail

BUSINESS OBJECTIVE

• Improve information accuracy and flow
• Integrate stock control and reporting
• Equip company for multiple locations/multiple country trading
• Provide EDI into client systems

SOLUTION

• MYOB Exo

BUSINESS BENEFITS

• Improved company-wide efficiency
• Customised reports to support management/performance visibility
• Supply chain gains through integration with clients’ systems
• Ability to expand into new markets.

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

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Like many growing companies, OneWorld Collection made do with an accounting package for many years until it reached an inflection point where that software had reached its limitations. As a result, it looked to MYOB Exo for a more complete business management system – and is reaping the rewards of greater efficiency, better control and easy access to important information.

Originally from London, OneWorld Collection brought its European designs to Australia and New Zealand in 2003, opening stores in Sydney and Auckland. In 2010, One World Collection made the BRW list of the top 100 fastest growing businesses in Australia. With recent expansion of their operations in to the USA, and 45 staff members globally, the rapidly growing company required a more capable solution.

Situation
When OneWorld Collection opened its Sydney and Auckland stores, MYOB AccountRight was the software of choice and served the company well for a decade. MD Greg Ollerhead notes the user friendliness of this software, adding that it is easy to train new staff. “However, as a growing business, we were beginning to feel the limitations with stock control and reporting systems.”

It tested the market for alternative software solutions which would help take control of the growing complexities facing the business. Options which were assessed included SAP, and several SQL based systems. MYOB’s Exo came up as an option via a third party developer which uses the solution for its own clients.

Solution
Ollerhead explains why Exo quickly proved itself as the clear choice for OneWorld Collection. “Exo’s price is reasonable, particularly in comparison with other high-end systems. And, for our size, this system provides the right functionality.”

Adding to that assessment, he notes the success of the solution within the same vertical market; as a long-term user of MYOB software, Ollerhead also had a good idea of what to expect and the quality of the software.

MYOB Partner Kilimanjaro Consulting took charge of the implementation, in the process impressing Ollerhead and his team. “Our needs are quite specific, so it was great that they customise the solution to work optimally in our environment.”

Kilimanjaro Consulting provided User Acceptance Testing where a full version of One World Collection’s customised database was accessible to the team. “We tested as much as we could before the data was transferred out of AccountRight and into Exo,” says Ollerhead. “There were a few teething problems but this is to be expected with any new upgrade. Upon reflection, it was nowhere near as painful as expected on go-live.”

Results
Owing to the requirement for substantial customisation, the system took some time to before it was fully functional, but Ollerhead is unequivocal: “Exo is well worth it.”

With tailored reports, such as a customer backorder report with ETA (estimated time of arrival) and images, a stock reorder and sales report, a debtor performance report and agent’s monthly commission report, he notes that the extra time taken has resulted in a system ideal for the company.

And as a result, he says, “Exo has helped us become a lot more efficient and grow in ways not previously possible done with our old system. It allows us multiple stock/warehouse locations, essential as we have warehouses in three countries. It allows linking of third party programs to the SQL database in real time, so our website is live and accurate. Also, Exo equips us for EDI integration with the systems of large retailers.”

Exo has also provided the team with greater visibility into the business, Ollerhead points out. “We can sort and allocate stock to customers according to their annual spend and status. We can also run so many different reports for stock replenishment based on various factors which we couldn’t do before.”

But, he finishes, the most significant contribution Exo has made to the business is efficiency. “That’s allowed us to grow in to new markets like New Zealand and the USA. The benefits of Exo are enormous.”

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AT A GLANCE

• Bright Light

INDUSTRY

• Retail

BUSINESS OBJECTIVE

• Improve visibility across multiple sites

Deliver accurate, up to date management information

Enhance inventory efficiency.

SOLUTION

• MYOB Exo

BUSINESS BENEFITS

• Customised reports
• Single, company-wide system for accurate control
• Easy/instant access to management information

FOR MORE INFORMATION

MYOB//
E: biggerbusiness@myob.com
NZ: 0800 696 239
AU: 1300 555 110
https://www.myob.com/

Subscribe to MYOB’s monthly bigger business newsletter.
MYOB Newsletter signup

Having reached the limitations of its existing business system, Bright Light encountered a problem experienced by many growing companies: a lack of information causing an overwhelming amount of frustration. It chose MYOB’s Exo to address the immediate challenges while also preparing the ground for future growth.

Founded in 2004, Bright Light is one of New Zealand’s leading specialists in LED lighting solutions and has a strong presence in residential, commercial, hospitality, marine and architectural lighting markets.

Situation
Thanks to a strong reputation for innovation, product quality and service, Bright Light experienced significant growth and quickly expanded across three premises. Consequently, the Bright Light team began to appreciate the requirement for a more advanced management system to keep control of the business and improve decision-making.

It was time to switch to an alternative, agrees director Steve Marshall. “I looked at a number of ERP products and evaluated them all,” he relates. “To my mind, MYOB Exo covered all of what we required and appeared to be capable of giving me what we need.”

He adds that it didn’t hurt that his wife has direct experience in using the solution (at an unrelated business) – and what recommendation could be higher.

Solution
Having settled on the best solution for the business, Marshall contacted MYOB Exo Platinum Partner Aztech Solutions Limited to install the new system.

“We had been thinking about our requirements for over 12 months, so we had a good idea of what we were looking for,” he notes. “Some of the specific functionality was built as a result of what we had already identified as a necessity. The rest was done post-implementation, once we started working with Exo.”

He describes the Aztech team as very professional. “It came back to us in the indicated timeframes of when we could expect a response. Installation went as smoothly as one could expect, given we were running in a live environment”.

Results
Marshall is satisfied with the choice of Exo. “This has been the right decision for all the right reasons,” he says. Notably, “We have gained financially from this implementation, because the software has given us tremendous visibility. As an example, our stock ordering has migrated from a ‘wet finger in the air best guess’ to definite numbers in real time.”

The benefits of customisation are also apparent. “There are so many reports that are unique not only to our industry, but to our business specifically,” says Marshall, explaining that the custom sales and analytics reports have become the ‘go-to’ for him the Bright Light team. “Analytics is used all day long. We are getting better profit and loss information and quicker access to data.”

But the most significant contribution Exo has made is in the area of stock ordering. “A better system has saved tens of thousands of dollars because we don’t purchase too much stock,” Marshall points out. Instead, “We are purchasing the right stock in the right quantities at the right time. Now we can see what we sell in real time – and it is reflected immediately throughout the system, allowing for accurate inventory management and efficient replenishment.”

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