Intact

National Agrochemical Distributors (NAD)

Company Background

National Agrochemical Distributors (NAD) is one of Ireland's largest importers and distributors of fertiliser and chemical products. The company was originally established in 1978 and underwent a management buyout in 1989. NAD is now owned by Liam McMahon and Colm Matthews, and currently employs 24 people in its premises in Lusk, Co. Dublin. NAD operates in both the Agricultural and Amenity industries. What makes NAD unique in this market is the high level of service and technical advice they offer to their customers, which include landscapers, nurseries, government agencies, retail outlets, forestry, fruit growers and farmers.

The Need to Change

In 2000, NAD made the decision to source and implement a new financial system. In his assessment, Patrick Sinclair, the company's financial controller found that NAD had outgrown their old UK DOS based accounts package called Paxton. The system was extremely slow, not user friendly, and did not fulfil NAD's basic accounting requirements. NAD needed to find a system that would keep up with the company's growing demand.
Faced with the task of sourcing and implementing a new accounting system, Patrick and his team conducted a wide information search. After evaluating numerous accounting packages on the market, NAD's final decision was to invest in INTACT, as it was considered a cost effective, user friendly solution that dealt effectively with the Euro. Patrick explains "...we chose INTACT because it was giving us everything we wanted".

The Project and Implementation Process

The entire project of installing INTACT in NAD took approximately three weeks, ready for its go live date at the end of 2001. This process consisted of installing the system, training the users and providing post launch support. As an overseer of the project, it was Patrick's job to meet with INTACT consultants and outline NAD's specific requirements. He also helped staff to get used to the idea of using a new system, by conveying how easy the package was to use.
NAD decided to implement modules such as Sales Invoicing and Stock Control, and received bespoke development in terms of delivery docket generation. They also considered INTACT's Purchase Order Processing and Remote Access for Sales Reps modules to be extremely beneficial.
INTACT's Purchase Order Processing module provides NAD with quick access to important information. Vital statistics such as credit history, purchase history, pricing information and account information is easily accessed when in direct contact with the supplier. This Purchase Order Processing system is tightly integrated with the Stock Control module providing NAD with a wide array of reports including Outstanding Items and Purchase Orders by Due Date. To enhance this NAD is also an avid user of INTACT's EFT (Electronic Funds Transfer) module. This system allows NAD to make automated electronic payments to suppliers over secure networks.

Perhaps the biggest change for NAD was the introduction of INTACT's Remote Access for Sales Reps Technology into their business processes. This mobile solution allows NAD's Sales Reps to create orders while they are with customers. An order can then be processed instantaneously by sending it back to head office via email, where the order is updated through INTACT. The software also allows the reps to access account information, which effectively enables them to deal with customer queries on the spot. The module is fully integrated with the INTACT Accounting and Business Management System and runs on handheld PDA devices.

Business Benefits

Increased Efficiency: Since introducing INTACT into the company, Patrick has noticed a marked improvement to NAD's commercial operations. INTACT's Electronic Funds Transfer Module has automated the process of dealing with suppliers. It has also made the process convenient, faster and more cost effective to do business. NAD's use of INTACT's Remote Access for Sales Reps has also resulted in a better service to their customers. There is now less time spent by office personnel dealing with queries from the Sales Reps as they have the information on hand. There is also no need to re enter data as the order is updated through INTACT immediately, this in turn eliminates any ‘human errors'.

Ease of Use: One of NAD's main aims was to introduce a system that would be intuitive and easy to use. Patrick found this user friendliness in INTACT, he explains "the system is extremely easy to use, and screen menus and layouts are easy to follow, as a result it is easier to train new employees to use the system". Patrick also comments on the uniformity of the package "...if you learn to use one particular aspect of INTACT, then the ability to use the rest will follow very quickly".

Traceability and Control: Management can now see everything that is happening in the business. Since introducing INTACT into the company, Patrick has noticed a marked increase in profitability. This can be in part attributed to the high level of control, INTACT provides management with. The old system greatly lacked in controls, for example it was possible to sell products below cost price, without being aware of doing this. Using INTACT the user is warned if this is going to happen. The system, has also introduced controls that ensures users conform to proper procedures, for example putting invoices on the system correctly.

Flexibility: If a particular aspect of the software does not fit in with the company's business processes, it can be rectified easily with modifications to the software. He states that "I like the fact that if I want something done in INTACT, from the point of view of modifications, I can get it done".

The Future

Patrick tries to use the INTACT package as much as possible in order to come up with ideas on how to improve the system as much as possible for NAD. As a result NAD and INTACT have built a strong working relationship over the years and are currently working together to enhance existing INTACT screens to provide a basic CRM system and to develop a tailored Document Scanning module for the company.

 

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