Before OnLineKit (OLK) Cubix only had sales people in two countries (Miami and Costa Rica) using SAP Business One. At the time they were rapidly expanding and wanted to implement SAP B1 in the rest of their offices, but after evaluating the cost of the SAP Business One licenses for all of their sales personnel, equipment required to run SAP B1, and VPN connections it was determined that they needed a less expensive way to work with SAP B1. Below are the responses of Ms. Carmen Navarro, the IS Manager of Cubix, to some of our inquiries regarding OLK.
How did Cubix sales team work before OLK and what were some of the problems and limitations you faced?
Before using OLK, the vendors were working without too much difficulty in SAP B1. The basic problem that we confronted was the high cost of SAP B1 licenses from having a high number of sales personnel and still being in the process of implementation while managing plans for geographic expansion in three cities with Sales Offices. The cost of the OLK licensing permitted that during this growth the area of IS did not factor in impacting the cost of opening new offices.
As a bonus, OLK demands less processing power and memory than the equipment used by SAP B1. OLK permits web access for sales agents to the system in a practical manner without big complications.
Did Cubix look for any other solutions before Choosing OLK? Which and why weren’t they chosen?
Actually we did not search for another solution before OLK; we contacted our SAP B1 provider who coordinated an OLK demonstration for the project management who quickly decided to acquire OLK based on its seller functionalities, the feasibility of its use for web sales, and price.
Was it hard to Cubix to decide on OLK?
Making the decision was simple; we evaluated the functionality with a demo confirming that OLK conformed to both our immediate and medium term requirements and after making the calculations in reduced costs decided to implement OLK almost immediately.
How did Cubix find the implementation time and cost?
The price looked affordable. Considering the functionalities given by OLK in relation to the price, the value is excellent. Besides that, vendors outside the office using SAP B1 would also need access to a VPN for which the web application considerably reduces the investment with very good results.
The time it took to implement OLK was considerably short; after gathering information in a lapse of about a week an internal demo was available for testing. Adjustments were made immediately and then the parameters were passed to the final database.
How have Cubix sales processes improved since OLK?
OLK had a major positive effect on vendors outside the office due to the ease of access to the system via web.
Has Cubix found in OLK all the functionalities they require; can they benefit in the future from those features which you do not use now?
OLK presents multiple functionalities we are currently using which are the base requirement of the company on a sales level. Right now we are working on a project to enable client functionalities so we may provide better services to them. The project consists of customizing our shopping site for the web using OLK so our clients have access to pricing inquiries, account statements, available inventory, order placement, and direct communication with our sales personnel. With this functionality we are providing our clientele the opportunity to access and interact with our system more directly, practically, and efficiently.
How has TopManage responded to Cubix needs over time using OLK, how is the support?
The support has been excellent, we had the help of TopManage for every step of the way, for both improvements in product features, and extreme cases when we have presented hardware level faults and had to restore the system completely, in that instance restoring the system to full operation in less than twelve hours which represented an important point in our sales service.
Does Cubix use any other solution from TopManage? Which and why?
In addition to OLK, Cubix uses Flute Player which allows us to maintain the inventory of 5 companies in different countries in total synchronization by simplifying the creation of products in the different systems and countries and achieving uniformity of information and product codes. We also use Flute Player to generate purchase and sales orders within the companies that comprise Cubix, in that way generating the legal documents necessary in both companies when they purchase merchandise from one another simplifying this work and consequently reducing the man hours required in the shopping area as well as minimizing human error.
Would Cubix recommend OLK to other businesses?
Without a doubt, I would recommend it. Using OLK in our company has meant better response times and ease of information management and consolidation by using only one system, such as SAP Business One as a platform that supports all our operations in six countries. Moreover it has entailed a significant cost reduction and simplified the expansion of our sales offices without a major impact on costs and implementation times.
And finally, in a few words, what is OLK to Cubix; how would Cubix describe it?
An easy to use and functional tool that significantly optimizes our sales processes besides maintaining the information integrated with SAP Business one for all other non-commercial transactions such as Accounting, Collection, and Administration all in one platform. OLK provides fast implementation and a major support for the growth of the company.
Summary
Cubix has used SAP B1 2005 since 2007 and decided to acquire OLK in 2008 based on their requirement of a secure, efficient, and affordable solution for their sales personnel. After one and a half weeks of implementation, eighteen sales persons in Cubix Colombia began using OLK; from seeing their success, Cubix Guatemala implemented OLK where thirteen sales personnel have been using OLK since. Following the implementation of Cubix Guatemala the Cubix Venezuela implementation of OLK began with 64 sales personnel throughout various cities. The most recent implementation of OLK was in the Cubix Panama office and required about forty hours to complete.
Cubix has employees accessing OLK simultaneously from different countries all over the Americas to create commercial documents and access Sales Reports, Customer Information, Inventory Details, and other information in real time via web. When Cubix' agents use OLK, they are confident that the information is accurate and up to date. OLK didn’t even have a hiccup when Cubix upgraded from SAP B1 2005 to SAP B1 2007. Cubix' experience with OLK clearly demonstrates the versatility, efficiency, robustness, and stability of OLK.
In addition to all of this Cubix is taking the next step, OLK access for clients. This project will soon offer Cubix' clients in Miami, Guatemala, Costa Rica, Panama, Colombia, and Venezuela the opportunity to create commercial documents and access information regarding inventory, account statements, customized reports, etc.
Morel, S.A.
With Head Office in Colon, Free Zone, Panama
Morel, S.A. provides the wholesale market with Fashion products, footwear, and apparel accessories with a different concept based on good quality and taste of its products. At present Morel offers a diverse array of products and services covering an extensive range of departments, divisions, and brands.
The heart of the company combines the distribution and promotion of Casual Clothing with efficiency in delivery and logistics to ship Goods to the Clients. Today Morel, S.A. handles recognized brands and its own signature products which makes it unique when competing and aggressive when selling. Since its inception over fifteen years ago, the group has experienced dramatic expansion in both product lines and geographically. It currently has over one hundred employees and sales personnel throughout Central & South America.
Former Situation
Prior to the implementation of the solutions SAP Business One and OnLineKit, managing the company relied on a custom development created in a DOS environment with a Database in Data Flex. However, strong growth and ambitious plans for the future requires a more powerful tool that permits a thorough monitoring of the entire business. It was therefore decided to implement an ERP that in turn was supplemented with a Business Portal for tracking foreign clients through OLK's CRM and a Mobile Solution (Pocket PC's) for traveling Vendors.
The solution chosen offers ample flexibility in obtaining and handling information to be accessible from anywhere in the world, anytime, while respecting, of course, the access levels previously established.
Another extremely important objective for the company was that the new tool saves on support staff, administration, and finance to focus all resources on functions that contribute to adding value directly.
Already in Morel, S.A. Jacobo Segman opted for OnLineKit in particular because of its flexibility, adaptability, intuitiveness, simple SQL programming, and an elegant design all at once; the motive to acquire SAP Business One was that it is the only ERP that works with OLK.
“Our agents work in a 72,000sqft showroom environment selling mainly fashion products and sometimes even travel to customers in other countries. Working with a customer can take up to a few hours. In this time our inventory is constantly fluctuating and once an item is sold out, it usually never restocks. OLK simplifies our sales process; the integration with SAP Business One makes it easy to identify information related ot the products in real time while creating commercial documents, ensuring there are no oversold items, securing the validity of the documents, and giving our customers and us confidence in the information.”
Jacobo Segman
General Manager
Morel, S.A.
The Project
The implementation was done by TopManage, the first SAP Business One Channel Partner in the region with more than 12 years experience in Development, Consultation, and services to businesses. The went live into production on September 18, 2005 with 20 users, which has been incrementing ever since from expansion.
All the business processes have been integrated into OLK and SAP Business One including Finances, Human Resources, Purchasing, Sales, CRM, and of course the electronic Commerce Portal.
Benefits
The implementation of the solution OLK in Morel S.A. has be a resounding success as it is completely aligned with the philosophy of the company based on the following principles:
Overall flexibility.
Information Centralization.
Access from anywhere: office, home, or away Business permanently on the move.
For this we have already experienced important benefits, including:
A 15% estimated increase in Sales Order success, minimizing the margin of error in the making thereof, based on accurate and real time information.
Easy access to data and information.
Better communication on a global level between different offices.
Flexibility in location during travel.
More control and efficiency in the Purchasing Process, oriented with online information of the buying behavior of Clients.
Future Plans
Among the more immediate plans is the integration of OLK with all Clients to streamline our sales process. Later, we are contemplating unifying additional businesses to the successful work methodology outlined in Morel, S.A.
“With OLK we have achieved control and have information that we never imagined we could; for example, in the details of our sales based on territory, we follow contracts established with each brand we represent because we can sell certain brands to only specific countries or territories, and not to others. OLK allows us to stay within the rules, not sell brands to Clients in restricted areas; it's really efficient."
Ilan Segman
Purchasing Manager
Morel, S.A.
Piazza International, S.A.
With Head Office in Free Zone, Colon, Panama
Analysis of the situation
Piazza International Zona Libre is a medium sized Panamanian business. It has been committed for almost 25 years to the distribution of shoes and sportswear of brands such as New Balance in Latin America and the Caribbean.
Implementation
After evaluating several companies, SAP(R) Business One was selected (previously TopManage Pro) because the price was correct and the qualities of the solutions best fit the needs of Piazza International. "The attention to detail and the quality of customer service provided by the SAP(R) Business One team was excellent; they resolved 90% of our needs", said Tony Eskenazi, Eng. of Piazza International Zona Libre.
They required a solution that integrated the efforts of administration, accounting, sales, purchases, customer data base, banking, inventory and reports with the tools of Drag&Relate (1) and SDK (2).
The installation for 20 users to benefit from the application, was accomplished in only 12 weeks thanks to the "great teamwork of Piazza and SAP(R) Business One", added TonyEskenazi, Eng.
Results:
"With this solution, Piazza has been able to integrate several areas of the company, achieving a more precise control over customers, inventory, and collections in real time" said Tony Eskenazi, PE.
The system of SAP(R) Business One has little need of maintenance and any problem that Piazza may have is covered by the professional team of SAP(R) Business One. "We have improved the organization of the business and saved a great amount of time, which is essential for a business like ours that is centered around sales", remarked Tony Exkenazi, Eng.
"The objective for installing the solution SAP(R) Business One was to give Piazza the ability to count on a more effective business modality, by means of clever and simple applications to integrate the work of the twenty users employing the program", said Yoni Sawransky, VP Marketing of TopManage de Panama, distributor of SAP(R) Business One in Panama.
Mayoreo Ferretero, S.A. (MAFESA)
With Office in Costa del Este, Panama
Analysis of the situation
Mayoreo Ferretero S.A. (MAFESA) is a Panamanian company that is growing very fast. Founded in 2001, it has quickly become one of the leaders in the country for wholesale distribution of hardware and adhesive products.
From the first day of operations, Josef Probst Administrative Manager of the company, was conscious of the need for a simple and effective software that allowed his company to consolidate a competitive advantage in a difficult market, by organizing the business and processing its internal and external affairs in a simple and logical manner.
Initially MAFESA developed a personal system that, even though it was good, was lacking certain functionalities.
Implementation
"We needed better control of accounts receivable, inventory management, statistics and intelligence that would permit us to make better managerial decisions, with risk control, with connection for Microsoft Office and of course personalized reports", affirmed Josef Probst.
After evaluation of several systems, MAFESA elected SAP(R) Business One as the solution that could meet all these requirements at a price adjusted to their budget.
"The personal attention provided by the team of SAP Busines One (previously TopManage Pro), the right to UpGrades of the applications that were included in the maintenance fee, and meeting all of the requirements of the company were the key for selecting SAP(R) Business One.
Only 3 weeks were required to implement the solution in MAFESA for nine users.
Results:
"We immediately proved we were capable of obtaining, very quickly, exhaustive information for intelligent decision making", said Josef Probst, who then added: "Thanks to the solution, we are seeing significant savings now that we have a better control of our inventory and better credit management over our customers, something extremely important for a business such as ours".
MAFESA counts on its system of integrated solutions of Drag&Relate (1) and SDK(2).
"The team of SAP(R) Busines One installed in MAFESA the modules of administration, accounting, sales, purchases, customer data base, banking, inventory and reports. These are generally the more popular modules and the most needed for this segment of businesses." said Yoni Sawransky, VP Marketing of TopManage de Panama S.A.;distributor of SAP(R) Business One in Panama. "Since we began working with MAFESA our goal was to provide for their needs and to recommend which modules would be most needed in their day to day operations.
Data navigation system. (Drag and relate / a revolution in navigation). Allows each user to navigate freely within SAP(R) Busines One and create reports. To create a report you simply select any data that appears on the screen and relate it to any "object" established in SAP(R) Busines One.
Access to system development. With this application the advanced user can adjust and readjust SAP(R) Busines One to its needs: add new fields for each object, define new types of fields (text, data, numbers) or add a "list of options" within the system files.
