7 alarm bells you’ve outgrown your business accounting system

Most businesses in the past have made the decision to invest in a business accounting system. Whether it was 5, 10 or even longer years ago, this was considered to be a large investment. Financial information and your accounting software, either managed by yourself, through an accountant or bookkeeper, was the core of your business. 

But as your business grows, are your needs becoming more complex to accommodate the ever-changing market savvy environment? Are simple additional applications like Excel for spreadsheets, Outlook for calendar to manage contacts becoming cumbersome? Do you feel your accounting software is struggling to keep up and holding you back?

If this is you, here are the seven signs it’s time to change: 

1. Increased manual activities and paperwork

Are your employees spending too much time entering data twice and sorting through paperwork? This starts distracting you from growing your business as more customer relationships and employees end up equating to increased re-keying of data into the accounting software.

2. Lack of data integration

Do you need to call specific people within your organisation to obtain information? This is a big issue when your business accounting system doesn’t integrate and managers can’t see across the organisation’s operations. Your accounting software needs to give you a much needed 360’ view of your accounts, warehouse, inventory, payroll and CRM.

3. Limited customer relationships

Are you finding your customer relationships and experiences need to evolve to include marketing and online sales? eCommerce sites with live product information and sales from websites have to connect to a centralised customer database. Accounting software isn’t as complex as an ERP system to handle your finances, purchasing, inventory, sales and marketing in one.

4. Limited mobile capabilities

Can your employees access your business accounting system offline? Working 9-5 in the office has changed, the demand for mobile capabilities to do the job anywhere, anytime, on any device is becoming more prevalent. 

5. Inadequate reporting

Is the template-based reporting functionality limiting? Are you creating reports in Excel to generate them the way you would like? As a business grows the need emerges for sophisticated, comprehensive, customisable and easy to interpret reports that show what’s impacting your business. 

6. Working outside your system

Is more and more accounting work occurring in Excel or other applications than your business accounting system? Accessing other systems to see your financial data and information, or to do your job, is not putting your time to best use.

7. Performance issues

Is your system software or hardware not the latest upgrade and providing sluggish performance? Heavier demands resulting from increased data and users makes the system slow and can result in corrupt or frozen data during processing.

If you said yes to any or all of the above points, it’s time to look at a new business accounting system like SapphireOne ERP, CRM, DMS and Business Accounting Application.  

Integration is a critical component in getting the most out of your ERP system. When there is a strong integration between different areas of your business, errors can be reduced, productivity increased, and your ERP can generate more timely and accurate information for management.  

Click here for a demo or quote or to contact one of our friendly consultants. 

Leverage your ERP Software and technology to increase sales

Leverage your ERP Software and technology to increase sales

We all want to increase sales without diminishing the budget, one cost effective solution is to know all the functions and features of your current ERP software and technology. Take a good look at what you have before investing in any changes. Once you have maximised your software and technology capabilities, don’t fall into the pitfall of sitting back. Building and fostering relationships comes from personal interactions with clients and is still fundamental to the sales process. 

7 useful tips you can implement today:

Your website

Take a look at your SEO (Search Engine Optimisation) strategy for ways to promote your business, increase ranking on the web and attract new customers. Website builders offer in-built SEO functionalities, plugins or apps to drive more traffic to your site. Read the tips and utilise the tools to optimise your website and check your mobile ready, responsive to your website, as mobile usage continues to grow. 

Stocktake your hardware

Ensure all your desktops and mobile devices are upgraded and working. Think about replacing any of your slower or older hardware as they can affect productivity. 

Eliminate paperwork 

Manual processing of paperwork slows you down and can increase the chance of errors. Your ERP software provides EDI (Electronic Data Interchange) so you can receive and send electronic documents to suppliers and customers. Ensure trading documents such as orders, invoices, advanced shipping notices are processed without human interaction or manual data entry. Ask your ERP if they have a DMS (Document Management System)  to attach, store and manage documents electronically. All documents or files of any type can be stored within a selected transaction, in the client or vendor datafile.

Improve customer relationships with your CRM

CRM capabilities goes beyond just logging all interactions between customers to create a clear view of their needs and a consistent message across the sales cycle. Ensure all sales staff enter their contacts, sales opportunities, activities and scheduled plans allowing them the mobile capabilities to pull up the database and relevant information at any location. Gain insights into your customers, investigate and utilise personalise marketing opportunities in your ERP software to build trust and improve the overall customer experience. SapphireOne ERP, CRM Accounting software.

Payment options 

Capabilities of E-invoicing and issuing customers a “pay now” button can increase the speed of getting paid. Your ERP also has the functionality to integrate multiple online payment gateways so you can meet your customer demands and make the purchasing experience as easy as possible. 

Automation 

Examine your current automation processes and look into areas that are being slowed down. Prioritise where you can see productivity will be increased and manual errors reduced. Your ERP software should be flexible and if you identify a new workflow beneficial to your business, ask about customisation options. Look into automating repetitive transactions to be completed within a single click.

Reporting

Check your reporting capabilities so they are made available to anyone who may need them both internally and externally. Reports should show an accurate analysis of trends, identification of variances and predictability. There should be numerous reports that are automated and run, talk to your accounting software provider for any customised reports you would like tailored to your specific needs. 

Click for more information on SapphireOne ERP, CRM, DMS and Accounting Software and features. Alternatively, contact our office on (02) 8362 4500 or request a demo.

Is your shop in order?

POS System will manage your inventory system

Point of sale. It’s got to be right. So, let’s talk turkey for a second without the gobble-dee-gook.

A clunky POS will mean the loss of a sale in a heartbeat to your competitors. It is almost as bad as having a really rude shop assistant on the floor or worst, a barista, who gets the coffee and milk composition wrong in a latte.

POS systems can now seamlessly integrate with your entire business systems

SapphireOne has pos system in inventory management module which will reduce your task

Your POS should be a seamless process for your customer. I’m constantly surprised at how many small business owners set up an online store without fully testing their POS and going live, with a site which at the pivotal time of purchase takes the user to nowhere. Get your cigarette lighter out and burn those $50 notes. You wouldn’t dare, so why would you go live without a POS that not only works but integrates with your existing software.

Thanks to a clever bunch of software developers, POS systems can now seamlessly integrate with your entire business systems. It is quite remarkable and even better, one of the leaders in the field is based in Sydney, not the Silicon Valley.

SapphireOne not only have POS systems but also have the software to ensure POS works with all business management systems. Software development guru Paul Beard said: “Our software is an all in one solution which combines account management, inventory management, job/project management, assets management, HR, payroll, Document Management System (DMS), Business Activity Statement (BAS), Standard Business Reporting (SBR), VoIP SoftPhone and Customer Relationship Management (CRM).”

John Adams, CEO of SapphireOne said “the most complex business accounting software is frequently part of an extensive suite of software often known as enterprise resource planning (ERP) application”.

He says users can utilise the software for normal accounting and/or ERP purposes. The POS functionality is very important when a small business needs to manage their inventory. One of the popular functionalities is they can create multiple stores and control these stores via SapphireOne POS. 

“Though SapphireOne is a desktop-based system but we also have a web version,” Paul Beard said.

“The Sapphire Web Pack solution allows for unlimited users to access certain parts of the live data file from any device with a browser. POS is one of the functions that is included in the Sapphire Web Pack solution.” 

SapphireOne software is compatible with Windows and Mac operating systems. It is a highly scalable solution, with the ability to support unlimited users concurrently.

Why ERP back-end Accounting and eCommerce Platforms work well together

More and more people are turning to eCommerce for both B2B and B2C and using platforms to build their online presence. eCommerce platforms such as Shopify, Magento, WooCommerce allows you to build storefronts to sell your products and services online, in store, on social media or anywhere mobile. An ERP application will integrate orders with inventory, accounting, shipping and other back-end functionalities, leading to increased efficiency and better customer service. An ERP will also automate processes leaving management time to focus on what’s important, planning and forecasting.

Benefits of eCommerce and ERP Integration

Business intelligence and working smarter with your datafiles enables your business to get ahead of the competition. When integrating an ERP and eCommerce platform, your main data from order, inventory, item, customer, shipping and tracking, start communicating with each other forming a centralised database. Inventory and pricing information is available to customers and staff in real-time. 

Manual practices will be reduced such as hand-keying sales into your ERP, entering details of excel spreadsheets, which in turn saves time and money by reducing errors. It’s easy to make mistakes, anything can be entered the wrong way during the sales channel. This can lead to incorrect or missing inventory and product details incomplete. With the ERP integration inventory can be streamlined, track updates and inventory levels provided to customers in real-time and automatic notifications provided when the goods are shipped. 

Another benefit of eCommerce ERP integration is flexibility. Multiple online, web or instore, offline bricks and mortar stores can be added without disruption to your business operations. SapphireOne is built to handle unlimited number of companies that can sit within different tax jurisdictions, have their own financial year-ends and trade in their own local currencies.

Streamlining ERP and eCommerce Integration

In order for this to happen smoothly and seamlessly, every business needs to develop an eCommerce ERP integration strategy. This outlines what other enterprise systems need to be connected and how this will be achieved. Depending on the platforms, customisation can be performed. 

What is important and needs to be specified is the data to be included in the integration, where the data source is from, where it will be going, and lastly how often it will be updated. It is critical to look at online orders, offline orders, shipping and tracking information, customer and product data. A data migration plan should be adopted with a backup strategy. SapphireOne’s Product Initiation Document (PID) is an extensive high-level project plan. It outlines for the Project- time, cost, scope, how and when quality performance targets will be achieved, the major products, activities and resources required, and provides a baseline against which to monitor the project’s progress stage by stage.

How a SapphireOne ERP Business Accounting Suite helps you achieve your business goals

SapphireOne ERP Business Accounting Suite helps you achieve your business goal 

SapphireOne ERP business accounting suite has a unique framework which allows management and decision makers to maintain full control over the entire organisation.

With full control you have the flow on effect of improved productivity, increased efficiencies, decreasing costs and streamlining processes. SapphireOne Enterprise Resource Planning software gives your finance team the necessary tools to create more realistic estimates and accurate forecasts in accrual-based costs, bank reconciliations, billing & invoicing, budgeting and tax preparation.

It’s your one stop complete business solution in functionality; easy to use, intuitive with a clear interface.

Fulfil your business dreams: ERP BusinessAccounting, Business Intelligence Dashboards (BI), HR/Payroll automation, Inventory Management with Supply Chain control, Projects Management all within the one software application.

SapphireOne ERP, CRM, DMS and Business Accounting Software solution offers a comprehensive software suite which is highly scalable and supports unlimited users concurrently. We readily adapt to meet the changing requirements brought on by business expansion with customised integrated applications.

Our Enterprise Resource Planning ERP application offers a singular business accounting solution in functionality for Accounts Receivables, Accounts Payables, General Ledger, Fixed Assets, Payroll/HR, Job Costing/Project Tracking, Multi-Company within the one database, Reporting with BI dashboards and Budgeting.

As you grow, your operations become more and more complex. Our ERP solution increases productivity and efficiency by guiding you though the complexities, preventing the never-ending data re-entry, streamlining functions such as your production, order fulfilment and delivery.

SapphireOne reduces labor costs

SapphireOne’s mission is to provide accurate, real-time information which in turn will streamline your ERP business accounting processes and make it easier, more efficient for your organisation. Reducing labor costs allows your managers to focus on what is important, prevent disruptions and delays, ensures reporting is easily accessible so they can make the right decisions quickly.

SapphireOne utilises warehouse space

Warehouses experience continuous transfer and shipping, so it is imperative to have tight controls and access to real-time data. SapphireOne Inventory mode will provide you with the exact location of inventory, a clear view of stock levels available, so you can maximise your “real estate” and warehousing. Multiple locations and distribution centres are linked using live data via Sapphire Web Pack. This allows for unlimited users to access certain parts of the live data file from any device with a browser including iPhones, iPads, android smartphones and tablets, along with your standard laptop or desktop.

SapphireOne improves supplier and customer relationship

Our SapphireOne Customer Relationship Management (CRM) and Document Management System (DMS) applications ensure you stay ahead of the game by providing high quality customer service. Information at your fingertips and BI dashboards, allow the user to custom dashboards, custom reports, create role-based and ERP dashboards and forecast which inturn enables your staff to focus on what is important, sales and customer service.

SapphireOne maintains corrects inventory levels

SapphireOne Inventory module tackles the complexity of inventory control and provides the necessary tools to assist with bins, matrix tables, batch control, serial number tracking, location control, department control and normal or non-diminishing stock. Using our SapphireOne Inventory module, inventory forecasting and multi costing are made it simple.

SapphireOne drives sales, orders and profit

Simply put, our SapphireOne ERP, CRM, DMS and Business Accounting Software application integrates various aspects of your business — from accounting and human resources to production and sales. This allows you to easily manage tasks and process data, so you can concentrate on the bottom line, making sales and profit. The key feature is a centralised database allowing our users a complete summary of financials, sales figures and other important metrics. All your employees in different departments can have access to the same information without re-entering.

For a sneak peek at the full capabilities ERPCRMAccounting SoftwareHuman ResourcesPayrollAssets and Document Management,  check out SapphireOne and request a live demo, it is everything you’ll ever need to make your company management a success. Know more about us.

SapphireOne enables seamless accounting data sharing

SapphireOne enables seamless accounting data sharing

A data-driven organisation is filled with a workforce that uses data, information and skills to make more informed decisions & interactions

Data-driven organisations capture and reinforce the value of their data by constantly monitoring and measuring the pulse of the business continuously, often using automated methods and tools. Being data-driven is about capturing data and using analytics as part of the business strategy, its systems, processes and culture. It’s about creating a mindset in which analytics form the basis of all fact-based business decisions and are used by all levels of the organisation.

Share data with others in your organisation, Increase engagement, performance, and value of a project

SapphireOne ERP CRM DMS can help an organisation to empower people by securely and safely giving their employees direct access to data. It’s important to ensure staff do not become so focused on their operational areas that they lose sight of the bigger picture. Analytics, resources, and skills should be not limited to a few departments, everyone, from sales to marketing, IT to finance can benefit from visible and accessible data sharing.

With SapphireOne everything you share with your team is easy, convenient, transparent and seamless

SapphireOne ERP CRM DMS Application provides a common convenient platform for everyone; not just to see information from across the business, but also to collaborate. Finance can see a full history of customer interaction, which may include reasons for payment delays. Managers can see calendars, workflows, tasks, reminders and dashboards. Sales can see Available-to-Ship stock (ATS), sales results, business key performance indicators (KPI)and other metrics that need to be tracked. Purchasing staff can receive automatic stock level alerts in real-time. They can also use intelligent forecasting with SapphireOne’s Material Resource Planning (MRP) functionality to set automatic re-ordering, and analyse intelligent data of inventory demand fluctuations and trend reporting that will help to plan stock purchasing more efficiently.

A Single Source of Truth ensures everyone in the organisation uses the same data when making decisions

The SapphireOne ERP software solution understands what’s happening across sales, CRM, inventory, accounting, purchasing, etc and bring it all together in a single source of truth. When your employees work from the one, central source of truth and see everyone’s updates and changes in real-time, there’s no confusion about what is or isn’t accurate or which data is the most recent. Everyone works from one data set which is always up to date.

Identify your best customers

The SapphireOne ERP application has a fully integrated Customer Relationship Management system (CRM) where you can manage all business interactions with your clients, vendors, employees, and potential new customers.

SapphireOne CRM software helps your business to build strong and durable relationships with your clients, encourage conversations, and increase sale based on client data coming from multiple channels i.e. Softphone, Document Managements, Community interactions and more.

For a sneak peek at the full capabilities ERPCRMAccounting SoftwareHuman ResourcesPayrollAssets and Document Management,  check out SapphireOne and request a live demo, it is everything you’ll ever need to make your company management a success. Know more about us.