SAP Business One and Enprise Job Costing provide new levels of functionality to help support one of New Zealand's oldest industries
On the face of it, a dairy farm may seem a world away from corporate boardrooms in the city. However, the two have many similarities. Both farming and business started out as low-tech, manual activities, but both are now increasingly reliant on advancing technology to provide new knowledge and efficient tools that improve productivity and profitability.
Dexcel is a commercial trust that leads on-farm research, technology development and extension activities for the New Zealand dairy industry to ensure dairy farming remains internationally competitive and sustainable. Working with the latest research and technology in the dairy industry is part of the equation that helps Dexcel reach its goals. But to succeed it also needs an integrated, efficient business software solution that supports all its business and accounting functions. In 2005 Dexcel decided that its existing software systems were no longer up to the task, and it made the switch to SAP Business One.
Time for a system overhaul
Dexcel was using two separate software systems to manage its business accounting operations. There were problems around the speed of data integration, functionality and limited automated processes - for example the time taken to reconcile the two systems before being able to complete month end tasks. The system was also unable to cope with refunds in AR or AP in a straightforward manner.
Why SAP Business One?
SAP Business One has a solid international reputation as a leading integrated, affordable business management solution for small and medium sized businesses. The ability to integrate all Dexcel's business functions into one easy to use system was attractive, as was the built-in job costing module that would allow Dexcel to track all relevant information relating to each project it was working on.
SAP Business One means less paper
SAP Business One has allowed Dexcel to implement an automated, paperless purchase requisition system that recognises individuals' purchasing authority levels. This electronic system provides a more robust way to handle purchase requests, and reduces paperwork.
Keeping track of hundreds of projects
Dexcel's activities are strongly project based, and access to full, up to date project and costing information is an absolute priority for efficient project management.
Dexcel uses SAP's integrated job costing module to track all information relating to each project it is working on. Dexcel can at any time check project progress and expenditure against its budgets and targets.
Enhanced features mean more efficient business
SAP Business One's increased integration and additional features means more is now possible. Additional features and functionality that weren't previously possible include a daily cash book feature, a revenue journal, more integration between 'source' and 'target' data, refund receipting and the ability to view only non-reconciled items on a balance sheet general ledger account. The flexibility in the open system also enables more timely reporting to stakeholders - an important consideration for quality service delivery.
The 'context friendly' help function that knows what help to provide to users has also been praised by Dexcel staff.
More benefits waiting to be realised
SAP Business One provides greatly enhanced functionality, and provides new tools for Dexcel to explore, such as XL Reporter that will provide staff with new ways to display information such as trends over time. With new ways to present and use information, the door is open for Dexcel to take advantage of SAP Business One to help make better business decisions.
Summary
Dexcel is a commercial trust with around 180 staff. The organisation realised it needed to replace its dual software systems with an easy to use, affordable and integrated system that would provide improved functionality and detailed reporting. It chose SAP Business One, designed for small and medium sized businesses.
Key features used
- Job costing module to manage projects and costs
- Electronic purchase requisition system
- Enhanced functionality and reporting ability
Key challenges
- Dexcel's activities are strongly project-based. It needed a system that could cost, track and report on the hundreds of projects it has on the go simultaneously.
Key benefits
- Fully integrated system
- Enhanced functionality across many business and accounting activities
- Project costing ability
- Automated cost requisition system significantly reduces paperwork
Implementation Partner: Eagle Technology Limited
'Eagle Technology Group is a substantial NZ privately owned IT solutions provider with over 37 years experience. Eagle is an accredited SAP Business One and Enprise Job Costing Partner responsible for the successful implementation of SAP Business One at Dexcel.'