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The top six signs that your business needs ERP software

-June 14, 2017

As a business grows, it’s inevitable that the administrative workload will increase. Unless proper processes for managing transactions and information are implemented early on, there’s a risk that personnel will become overwhelmed. As a result, cracks can appear and despite everyone’s best intentions, a business can suffer; it’s the old adage of a rapidly growing company becoming a victim of its own success.

These days, most companies will invest in accounting software to automate otherwise time-consuming manual financial management, using these systems alongside spreadsheets to manage other areas of operations, such as sales and customer services.

When a business is small and the number of transactions that need to be managed is relatively low, there’s no doubt that the use of both accounting systems and spreadsheets is key to effective management. It’s when a business grows, however, that using multiple applications can cause problems that become a major headache for team members throughout an organisation.

The next step up from basic accounting systems is Enterprise Resource Planning (ERP) software, which centralises all aspects of business operations within a single system. ERP software includes functionality designed to automate different business areas and improve the flow of information between everyone within a company.

By enabling personnel with different job roles to access and share accurate, up to date information, the likelihood of effective collaboration is increased significantly.

Here are six of the signs that indicate that it could be time for your business to invest in ERP software…

1. The software systems you already have in place don’t talk to each other

Many businesses use a number of different software systems to manage different areas of operations and this frequently expands as a company grows.

Although a single software system may be sufficient for managing the department where it is used, the information it holds may be invisible to the rest of the business.

‘Data silos’ – which appear as a result of departments using software applications that hold information related solely to their particular area of business operations – are commonplace in growing companies.

Much like grain in a silo on a farm is closed off from outside elements, ‘data silos’ remain under the control of one department and are isolated from the rest of the organisation.
For a business to operate as a single entity, it is essential that data can flow freely around all departments.

By investing in ERP software and holding all information in one place, ‘data silos’ are eliminated at a stroke, ensuring that that everyone has access to the same pool of accurate, up to date information.

2. Financial management is increasingly time-consuming and complex

As a business grows and the number of individual transactions increases, ensuring these are quickly and accurately recorded can become progressively more challenging. Effective bookkeeping and accounting is only possible if your financial management team have complete visibility of all incomings and outgoings and are not reliant on other teams to provide this information to them.

If a member of your accounts team, for instance, has to repeatedly remind sales staff to provide up to date figures, or prompt buyers for information about purchases, efficient financial management can be hindered to the extent that is grinds to a halt.

Although most businesses have dedicated accounting software these days, a lack of integration with the applications used outside of the finance department can make accurate accounting unnecessarily complicated and time-consuming.

A fully integrated ERP system makes life easier for financial management personnel by automatically drawing together information about all department’s incomings and outgoings, updating accounting ledgers without the need for additional data entry. This means financial managers have everything they need to produce reports required by third-party organisations such as HMRC or internally by senior managers.

3. Sales and customer services are suffering

In a business’ early years, when the volume of product sales may be relatively low, stock control is easily manageable. Many companies can get by with the basic stock management functionality included in accounting software or by using spreadsheets.

As sales grow, however, there is a potential risk of customer demand outweighing stock availability, resulting in disappointed customers and a damaged reputation.

A sales team may be using a Customer Relationship Management (CRM) system to record customer enquiries and orders. Their colleagues in the warehouse may be using a separate inventory management systems to maintain details of stock levels and plan buying. The purchasing department are using a different system altogether.

If these systems are not integrated, the sales department have no idea of what stock is available for shipment. Meanwhile, the warehouse and purchasing team are unaware of orders and the dates by which goods needs to be shipped to customers.

If you implement ERP software which includes stock control and CRM functionality, your sales team can view stock levels before making promises to customers and warehouse. Purchasing staff will have complete visibility of what products, parts or components are required and by when. This is particularly important for manufacturing companies who need to manage production planning in order to fulfil orders and meet deadlines.

If customers receive orders on time, as promised, they are obviously more likely to become a source of repeat business than if shipments are received late.

4. It’s difficult to analyse information about your business

Effective business intelligence is all about analysing information to make informed decisions but if you can’t gather data in the first place, you and your team members will remain in the dark. If the information you need is located by different people in multiple applications it can be almost impossible to find. By consolidating and centralising all information within a single repository, however, ERP software makes it much easier to gather the data you need.

A sophisticated system will also include reporting functionality and data visualisation tools designed to make it easier for you and your teams to analyse information.

5. Lack of mobile access to software

These days, it’s key that your teams can access the software they need to manage and drive your business from wherever they are working from. This is especially the case for sales staff who need to be able to access and update prospect and account information when they on the move. Their ability to close new business and spot upsell opportunities is underpinned by access to data (such as stock availability) as well as electronic marketing collateral which they need in real-time when they are speaking to customers and prospects.

Your senior management team also need access to data when they are out of the office–perhaps when they’re travelling between meetings – and easy access to up to date information is key to their decision making.

Many ERP software developers – but not all – provide functionality designed specifically for field based staff which ensures they have everything they need at their fingertips. Ideally, you should look for a system that is accessible to people via a range of different devices including smartphones, laptops and tablets.

6. Managing IT systems is increasingly time consuming and expensive

Running multiple software systems is expensive and puts pressure on your IT infrastructure, including the people who manage it. Annual software license and support contract renewals are costly and you may also find yourself spending money on hardware upgrades (e.g. servers) and having to employ more IT staff.

Reducing the number of software systems you use frees up IT resources and reduces the costs related to running multiple solutions. By adopting ERP software, you can remove the need for multiple systems, hardware costs and the need to employ more IT staff than necessary.

Webinar – save time and increase productivity with Encore for jewellers

-June 1, 2017

As a business grows, it’s all too easy for administration to take over, leaving you and your team with little time to focus on customers and growing sales.

Encore has been designed to simplify every aspect of administration by centralising all information in a single place, eliminating the need for multiple software systems and spreadsheets.

Encore’s sales and marketing functionality provides you with everything you need to support your business development activities.

Already used by many of the UK’s leading jewellery businesses, Encore is designed to help you sharpen your competitive edge.

Join us online at 3 PM on Thursday 29th June to see a demonstration of Encore – we’re confident you’ll be impressed.

Key features

• Advanced stock control
• Manufacturing & repairs
• Appraisals
• Purchasing
• Sales order processing
• Point of sale
• Web sales
• Financial management & reporting

Key benefits

• Competitively priced
• Delivers a rapid return on investment
• Eliminates the need for multiple systems and spreadsheets
• Improves the accuracy of product, sales & customer information
• Improves team collaboration
• Ongoing training and support program
• Ideal for ‘brick and mortar’ and online businesses
• Used by more than 2,000 UK businesses

We don’t know of any other business management systems for jewellery business that includes so much functionality for such a competitive price!
To register for the webinar, please complete the form below. We’ll be in touch to confirm registration and to provide you with access details for the video conference.

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Newsletter – May 2017

-May 26, 2017

Click here to read our May 2017 newsletter.

This month’s highlights include:

– Our thoughts about ransomware, security and cloud computing.
– A brand new case study – how James Chambers Timber Merchants have used Encore to improve business productivity
– News about HMRC’s postponement of their Making Tax Digital (MTD) scheme
– An invitation to participate in one of our new focus groups

Adopting an omnichannel strategy can help small retailers compete effectively against their larger rivals, advises Anagram Systems

-August 30, 2016
Omnichannel marketing

Integrating online and offline sales channels is key to growing sales and
improving customer satisfaction levels

Anagram Systems, a leading developer of business management software has advised that in order to compete effectively against larger businesses, small and medium sized retailers need to adopt an omnichannel strategy which unites online and offline sales.

As increasing numbers of people combine online research for products and services with calls and visits to a shop or branch, an omnichannel approach ensures that customers can make decisions and purchases via the retail channel that is most convenient for them.

Andrew Morgan, Managing Director, Anagram Systems comments: “In the last two years, we’ve seen a leap in the number of retailers which are adopting an omnichannel approach and are growing sales and customer satisfaction levels as a direct result.”

“Businesses which cater for the fact that people now shop in different ways, moving between online and offline retail channels before making a decision, are providing the gold-standard shopping experience that consumers and business buyers now expect as standard and take for granted.”

Recent research* has revealed that eight out of ten consumers now user a computer, smartphone, tablet or in-store technology such as a searchable electronic catalogue while shopping and researching products and services ahead of a purchase.

Business with plans to adopt an omnichannel strategy must therefore think carefully about their existing IT infrastructure and the technology required to engage with customers who access different channels using a range devices including desktop PCs, laptops, smartphones and tablets.

Until recently business owners considering the adoption of an omnichannel strategy faced a number of obstacles. These included investment in website shopping cart functionality, front-end and back-end systems required to capture sales and customer information, and crucially, enabling personnel in different departments work more closely together.

Recent advancements in technology and the accessibility of sites such as eBay and Amazon, however, have made it easier and more affordable for small retailers to implement the systems that underpin a successful omnichannel strategy.

Business management applications like Encore from Anagram Systems centralise all business data within a single system, helping improve the flow of accurate, up to date customer data between different users. This is key to minimising the mistakes that are common in businesses which use multiple software systems and ensuring all orders and customers enquiries are recorded and managed accurately and quickly.

Encore also provides real-time integration with a businesses’ website, enabling business users to manage sales, stock and customer information. Centralising this information within a single system is key to providing joined up customer services; an essential pre-requisite of every successful omnichannel strategy deployment.

Morgan concludes: “The good news for small retailers is that they are often more agile than their larger competitors and can make changes to internal processes and introduce new technology in a short space of time.”

“This agility combined with more affordable business management systems like Encore means small businesses are able to implement an omnichannel strategy very quickly. As a result they are able to grow their market share and compete against much larger business.”

Anagram Systems is a market-leading Enterprise Resource Planning (ERP) software provider with more than 30 years’ experience of developing integrated front and back office systems for SMEs in the UK and USA. The company supports more than 2,000 companies worldwide.

*Mastercard Insights: The Omnishopper has arrived, 2015

Anagram Systems launches smartphone application for sales staff

-June 1, 2016
Encore Connect to improve the productivity of sales staff via browser based access to centrally held customer and stock information
Sales per customer

Encore Connect – sales per customer

31 May 2016 – Anagram Systems (Anagram) today announced the launch of Encore Connect (Connect), a software application that enables field based sales staff to access and update customer, prospect and product information via internet enabled smartphones and tablets. Connect has been designed to shorten the sales-cycle by reducing manual administration, freeing up users to focus on generating business.

Connect is a modular extension to Encore, Anagram’s fully integrated business management System for SMEs that combines inventory management with financials, sales order processing and Customer Relationship Management (CRM). Connect users can access Encore via any browser based device with internet connectivity.

Connect has been designed to improve the productivity and efficiency of field-based sales personnel, enabling them to manage customer information, capture sales orders, create quotations, schedule activities and manage their diaries using from wherever they are working.

Users have access to the same searchable product catalogues that are held within their company’s central Encore deployment, enabling them to provide customers with images, prices and other product information during face-to-face meetings. Product information can be added to quotes and sales orders at the click of a button, reducing the need for manual data entry.

Stock level allocation information is updated following order capture and sign-off. Real time access to inventory information reduces the likelihood of a salesperson accidentally taking orders that cannot be fulfilled. The application also eliminates the inaccuracies that are associated with paper based record keeping and sales order processing.

Andrew Morgan, Managing Director, Anagram Systems comments: “We are delighted to announce the launch of Encore Connect. We have focused on creating an application that automates time consuming sales processes, enabling staff to manage information held in Encore as easily as if they were working in the office. Reduced administration time means sales staff can spend more time talking to customers’ and identifying opportunities for generating revenue.”

“Remote users have access to exactly the same sales environment used by their office based colleagues. This improves the flow of accurate, up to date data between field and office based staff which is key to effective communication and providing joined-up customer service.”

Easy access to customer records and order histories also eliminates the need for sales staff to take hard-copy files and sales brochures to appointments. The ability to capture sales and quotations on the move means sales staff only need to enter information once in order to update Encore. Remote access also reduces the amount of time sales staff need spend in the office completing administrative tasks.

Morgan concludes: “The release of Encore Connect is a significant milestone in our ongoing development programme and we look forward to rolling the solution out to existing and new customers. We are very confident that the solution will help our customers streamline their efficiencies and improve the performance of their sales teams.”

Anagram Systems is a market-leading Enterprise Resource Planning (ERP) software provider with more than 30 years’ experience of developing integrated front and back office business management systems for SMEs in the UK and USA. The company supports more than 2,000 companies worldwide.

The importance of ERP software for manufacturers

-November 17, 2015
ERP Software for manufacturers

ERP Software for manufacturers

 

17 November 2015 – Business management software provider, Anagram Systems (Anagram), is advising UK manufacturing firms that investing in systems that streamline production planning, simplify supply chain management and improve customer relationship management is key to sustaining and growing output growth levels.

Anagram’s advice follows the publication of the latest Markit / CIPS UK Purchasing Manager’s Index report, an indicator of the economic health of the manufacturing sector. The report suggests that UK manufacturing output grew faster during October 2015 than at any time in the past 16 months.

Andrew Morgan, Managing Director, Anagram Systems comments: “UK manufacturers have faced tough times and it’s encouraging to see the recent acceleration in output and new order growth. However, in order to maintain momentum, businesses need to think carefully about key business management processes and take steps to ensure they are working as efficiently and productively as possible. For many businesses, dedicated ERP software for manufacturers is the way forward.”

“Many manufacturing companies use a range of standalone software systems alongside spreadsheets to manage different areas of their business. Unless these systems are integrated and enable the flow of accurate, up to date information between different departments, there is a very real risk of misinformation slowing down planning, production and order delivery.”

“The alternative is to adopt Enterprise Resource Planning (ERP) systems such as Encore from Anagram which consolidate works order processing, bill of materials and component inventory management alongside accounting, sales and customer services- all within a single system.”

Encore is a fully integrated ERP system designed for small and medium size manufacturing businesses, designed to simplify front and back office management. The solution is also designed to improve visibility across every aspect of a company’s operations, providing the business intelligence required to support management decision making and strategic development.

Encore’s CRM functionality enables businesses to plan and manage their marketing activities and maintain an audit-trail of all customer and prospect touch-points resulting from eshot, social media and telesales campaigning. As a result business managers are equipped with intelligence that reveals which customers are responding to marketing communications and the activities are providing the most and least return on investment.

Morgan concludes: “Encore ERP software for manufacturers helps businesses support their existing customer base and manage new business prospects. If the recent increase in manufacturing output continues, businesses will need to fulfil the needs of new clients with those of their existing customers without compromising on product quality or service levels. Adopting an ERP solution is key to helping businesses achieve this goal.”

Anagram Systems is a market-leading Enterprise Resource Planning (ERP) software provider with more than 30 years’ experience of developing integrated front and back office systems for SMEs in the UK and USA. The company supports more than 2,000 companies worldwide.

July 2015 newsletter now available

-August 4, 2015
Yacht 3

The latest edition of Anagram Systems’ newsletter is now available – click here to read it. This edition includes exciting news about Encore’s new module for field based sales staff, training updates, details of new starters at Anagram Systems and much more.

Identifying the right time to adopt ERP software

-June 2, 2015

Let us show you how Encore can help your business grow…Save time with Anagram Systems

ERP software key to improving productivity and profitability

02 June 2015 – As a business grows, managing information, processes and operations inevitably becomes more complex. Companies often address the issue by investing in different software systems to remedy specific pain-points. Although these can initially be helpful in terms of improving performance, a lack of integration between them means it can be difficult for different departments to share data.

To support longer-term management efficiencies and strategic plans for growth, ERP software is the preferred option for increasing numbers of small businesses. ERP software solutions consolidate all business information in a single system, enabling staff to share information and collaborate effectively.

Andrew Morgan, Managing Director, Anagram Systems, offers five tips to help company directors detect the signs that indicate it’s time to upgrade existing business management software.

  1. Your existing systems don’t talk to each other

Many businesses rely on multiple software systems to manage different areas of operations. Unless these are properly integrated, it can be difficult for departments to share information. ‘Data silos’ – separate repositories of information held by different departments – are commonplace in growing businesses that use multiple systems.

Investing in ERP software is key to improving data accuracy as it brings together the front and back offices, integrating financial reporting, inventory management, product planning and sales order processing with all other areas of business operations. With all business information housed in a single software system, your teams can access and share data easily.

  1. Financial management is becoming more complicated

As a business grows, the number of individual transactions can grow substantially and with this the challenge of ensuring they are accurately recorded. Effective accounting and reporting is only possible if your financial management team have complete visibility of all incomings and outgoings and are not reliant on other teams to provide this information. ERP systems enable accounts teams to gather every strand of information they need to maintain accurate financial records for the whole company.

  1. Sales and customer services are suffering

In a business’ early years, when the volume of sales may be relatively modest, stock control is likely to be easily manageable. As sales grow, however, keeping track of products and parts becomes more of a challenge. Sales staff need to know exactly what is available in order to fulfil orders and manage customers’ expectations. A delayed or unfulfilled order can all too easily damage customer relations and a business’ hard-won reputation.

ERP software enables sales staff to view stock levels before making promises to customers. Warehouse and purchasing staff have complete visibility of what products and components are required and when. Effective resource planning helps everyone in a company work together to meet customer demand.

  1. It’s difficult to analyse information about your business

Effective business intelligence is all about analysing information to make informed decisions but if you can’t gather data in the first place, you and your senior team members will remain in the dark. ERP systems consolidate and centralise all business information within a single repository, enabling staff to view information relating to every area of a business, quickly and simply.

  1. Lack of mobile access to software

These days, it’s key that your teams can access the software they need to manage and drive your business from wherever they are working. This is especially the case for sales staff who need to be able to access and update prospect and account information when they on the move. Look for software that is accessible via a range of devices – including smartphones and tablets – from wherever internet access is available.

It’s also worth considering cloud based systems. Software as a Service (SaaS) suits many businesses, especially those with dispersed teams working at different sites, or personnel who work from home and need to access information remotely. This model can also help reduce hardware costs and free up your IT staff to work on other projects.

Morgan concludes: “ERP software enables different departments to work closely together and provides management teams with complete visibility of their business and its operations. As a result company are directors are equipped with the information they need to support their strategic decision making. ERP Software is key to driving productivity and profitability.”

-ends-

Notes to Editors

About Anagram Systems www.anagramsystems.co.uk

Anagram Systems is a global company, with its main office in the UK and resellers and customers across the world. The company provides Encore, an integrated stock control and accounting system designed for retail, manufacturing, wholesale and distribution companies within a variety of industries.

Encore includes an all-encompassing and easy to use work-flow engine alongside extensive features. These seamlessly integrate every aspect of a business’ operations within a single repository.

Industry-specific versions are available for companies in the following sectors:

  • Jewellery manufacturers, wholesalers and retailers
  • Antique dealers and distributors
  • Builders, plumbers and timber merchants
  • Marine chandlers and boatyards
  • Chemical manufacturers
  • Scientific and electronic manufacturers
  • Medical manufacturers

Encore is a modular system which is available in three standard versions, each of which are fully customisable. Anagram provides support via its dedicated UK based helpdesk.

The system is designed for the Microsoft Windows environment and is available on premise and as a fully managed service via the cloud.

For all press enquiries, please contact Nick Hardy at Anagram Systems:

Email: nick.hardy@anagramsystems.co.uk

Website: www.anagramsystems.co.uk

Tel: 01403 259551 / 07949 891688

Twitter: @AnagramSystems

Anagram Systems to showcase jewellery business management software at JCK Las Vegas

-May 5, 2015

Let us show you how Encore can help your business grow…Save time with Anagram Systems
5 May 2015 – Anagram Systems (Anagram), a leading developer of business management software for jewellery manufacturers, retailers and wholesalers is exhibiting at JCK Las Vegas. The event – the jewellery industry’s premier trade show – takes place from May 29th to June 1st 2015 at the Mandalay Bay Resort and Casino in Las Vegas. (more…)

New Customer Training Available

-March 17, 2015

Let us show you how Encore can help your business grow…Save time with Anagram Systems
We are pleased to announce we are hosting further customer training for Encore. These training days aim to ensure attendees come away with the right information and tools to help drive efficient and effective use of Encore in their business.

For more information and to register please visit our new Customer Training page.