A proven ERP system and improved Sales Order Capture allows for big growth at Big Save Furniture

 

The Situation

Big Save Furniture, one of New Zealand’s largest furniture retailers has developed a reputation for providing modern, contemporary furniture with great customer service at good value prices to become one of the best known brands in Kiwi homes today.

Since its establishment in 1973, Big Save has grown to 22 stores countrywide and now employs more than 350 people. With this growth came the necessity to put into place robust systems that would allow for added future growth as well as increased efficiency.

The Challenge

When Ray and Tom McKimm, owners of Big Save, approached Olympic Software in 2005, their company faced a heavy reliance on manual processes. Particularly, the methods used to record and capture sales orders. Templates had been created in-house to provide quotes, process sales orders and record customer payments. This manual system did not allow much room to accommodate ad-hoc changes to an order and Ray and Tom knew that with continued growth, this system would not provide the detail, visibility on supplies or accuracy they needed. The manual interaction between branches was also becoming ineffective and time consuming.

The Solutions

MS Dynamics GP

Big Save needed an accurate, accessible, flexible and secure financial system. It needed the system to be feature rich and out-of-the-box to minimise development costs. Microsoft Dynamics GP was chosen as Big Save’s new ERP system. It incorporated:

  • General Ledger
  • Payables
  • Receivables Bank Reconciliation
  • AP Bank Interface
  • Collections Management
  • Fixed Assets
  • Multicurrency
  • Inventory Control
  • Sales Order Processing

GP is accessed remotely by more than 20 users across the country via Citrix MetaFrame. Big Save built the solution onto a foundation of Microsoft SQL Server 2000, Windows Server 2003 and Windows 2000. This enabled Big Save to benefit from the synchronisation of systems, ease of installation and maintenance, and the ability to integrate seamlessly from front office through to back office business activities.

Sales Order Capture (SOC)

In order to provide sales staff with an easy to use system that allowed them to accurately provide quotes, link quotes to orders, record sales and view stock on hand and movements, Olympic Software designed the SOC System (Sale Order Capture) system. The idea was to provide Big Save with an automated data capture system integrated with their ERP, MS Dynamics GP. Combined with this is a workflow solution to manage stock requests and transfers between branches and distribution warehouses, reserve stock and non-inventory item creation.

Over time SOC has provided a framework to drive standard procedures while evolving to encompass more business processes and provide more efficiencies for Big Save.

At inception, the system involved linking quotes, sales dockets, and inter-branch stock transfer requests. In time, SOC provided a framework to drive standard procedures with the handling of loans and product returns.

We now have the ability to see exactly what stock each branch has stored within 24 hours at the most. Stock information is entered daily so the data is always accurate and up-to-date, which means we can solve any issues instantly, and help to improve customer service.

Steve Macris

Financial Controller, Big Save Furniture

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