I recently had an extremely cool project for a client who needed to streamline their ordering process. This client was receiving around 250+ orders per day via their web ordering application and the who process was labor intensive and prone to mistakes. Because their ordering application was not tied to their accounting system, all orders had to be manually entered into their accounting system one-by-one. The process, though effective, was costly and not easily scalable.
After doing a little research and understanding all the steps involved, i realized all the pieces were there to automated their entire ordering process. It was actually pretty easy since they were using two very popular business platforms, Dynamics 365 for Sales and Quickbooks Enterprise.
I started by connecting their Dynamics 365 for Sales environment to their web ordering application allowing orders to flow from the web directly into Dynamics 365 for Sales without any human involvement. While we had to use custom code to do this part of the integration, it was much better that the problem we were fixing. I am generally not a fan a custom integrations development since there are so many other choices, but in this case I really had no other choices.
From there, I integrated Dynamics 365 for Sales with Quickbooks Enterprise utilizing SCRIBE Software to transmit those orders into Quickbooks. For each order, two separate purchase orders we created to track the vendor purchase and cost. This was a huge time saving for the client since every sales order always had two purchase orders. If you do the math on that one, you get to about 750 documents being created every day!
With the sales orders entered in the system automatically, the accounting team was able to quickly and easily convert those orders to invoices in Quickbooks to send to the clients.
The last set in the process way to make a copy of the invoice from Quickbooks in Dynamics 365 for Sales. Though this was not being done manually, I did this so the sales team had complete visibility of all their customer purchase, real-time, without having to interrupt the accounting department.
The end result was an extremely efficient and cost saving integration that was very challenging and enjoyable to work on. Not only were the orders coming in with virtually no errors, the fact that the whole process was automated meant fewer people needed. And as we all know, fewer people means cost savings!
Best of all, I think, is the fact that their process is now extremely scaleable. Unlike the previous manual process, they could double their business and it would have only a minor impact on accounting.
In the end, this project was one I thoroughly enjoyed and the client found hugely valuable. And in my book, all WIN-WIN’s are great outcomes and worth remembering!