HansaWorld software provides competitive-edge for Digital Channel Solutions

Digital Channel Solutions (Pty) Ltd - (DCS) - is a focused, niche distributor of IT accessories and peripherals into the South African retail and dealer markets. DCS distributes world-leading brands such as Logitech, Labtec, Verbatim, Memorex, Dysan, Fellowes, Belkin, ADS Tech, Ulead, Nero and HP calculators. These products are distributed throughout South Africa from branches in Johannesburg and Cape Town.

The existing ERP system was not able to manage the volume of transactions processed. Reporting directly from the system was cumbersome and often required time-consuming manipulation of data using Excel or Brio. "The existing system was out of date, and would clearly not be able to supply our business requirements going forward," says Richard Radue, Managing Director of DCS.

The system had to be flexible, compatible with the unique requirements related to servicing retail chain stores and cost-effective. Requirements included real-time financial accounting down to branch level, flexible pricing and rebate structures, multiple currency purchasing, advanced stock control and simple fast remote access capabilities. It was important to import existing accounting data into the new system easily and accurately.

The new software had to provide a fully integrated financial solution with access to real-time financial and logistics information.

Multi-currency purchasing and a simple efficient method to allocate extra costs such as customs and freight to the cost of the imported items was a prerequisite. Backorders, delivery bookings and deadlines needed to be simple and easy to administer. DCS was looking for a flexible reporting system that would enable them to supply vendors with real-time and accurate reports.

"The system had to be able to grow with requirements, be fast and reliable, especially when being used by remote sites, and be able to support the value proposition that sets us apart from our competitors. The value-add in distribution comes from the way that this is done efficiently and effectively. HansaWorld is an integral part of the process and value-add that we offer," Radue explains.

A number of systems were looked at before HansaWorld was discovered. HansaWorld was chosen following a meeting with HansaWorld SAF, which was originally set up to discuss selling Logitech headsets as an add-on sale for HansaWorld`s Skype capabilities. However, following the meeting, DCS was so impressed with the software functionality, it decided to use the software in-house.

The decision to purchase and implement HansaWorld was made about six weeks before the end of DCS`s financial year. It was decided that DCS would go-live with HansaWorld on the first day of the new financial year.

HansaWorld, with the DCS team, developed a schedule according to the HansaWorld Implementation Methodology. This resulted in a relatively pain-free implementation process. Key data was extracted from the old system and tested before go-live, with the process being refined until the correct data was extracted.

Staff were trained prior to the implementation. The simple interface and software design resulted in a user-friendly system. Users were positive towards the new system and along with the systematic implementation methodology, ensured for a successful go-live.

DCS runs Microsoft Small Business Server Premium Edition on Twin Zeon CPUs with a wired network in Johannesburg, and via ADSL wireless network in Cape Town. All workstations use Windows XP Professional.

The immediate benefit to DCS was a much faster system and the use of the "Duplicate" function ensured capture of repetitive orders for chain stores was more efficient. Both internal and external sales staff have access to more detailed stock information which enables them to provide their customers a more rewarding purchasing experience.

"The system has been operational for seven months and we are now starting to see the full strategic benefits for management in terms of statistics, business analysis and planning. Immediate access to real-time data is essential for the day-to-day running of the business," said Radue.

DCS will expand the use of HansaWorld - there will be a more detailed use of the stock control module, bar code scanning and serial number tracking and logistics management.