Improved Sales Order Capture allows for big growth at Big Save Furniture

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 20 stores countrywide and now employs more than 350 staff.  With this growth came the necessity to put into place robust systems that would allow for added future growth as well as increased efficiency.

Growing Pains:

When Ray and Tom McKimm, owners of Big Save, approached Olympic Software in 2005, his 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 Solution:

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 backend ERP application (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.

The Ordering Process Today:

Today, when a salesperson deals with a customer, he has the ability to record all aspects of that engagement on his PDA and see the whole process from initial enquiry through to delivery without needing to rely on multiple systems for information that would typically involve people and paper-interruptions.