Kaladi Consulting Services

Enterprise

Digital Transformation with Oracle NetSuite ERP

Customer

Alpha ProMed is a US based leading PPE and medical supplies manufacturer and wholesale distributor. They are a growing enterprise offering critical supplies to healthcare practitioners, organizations, and community.

Problem Statement

The Customer was using multiple platforms to manage different functions. They were using an entry-level accounting software, MS Excel, standalone e-commerce application and a CRM application. The customer wanted to migrate from these individual applications to a more sophisticated and an integrated system. Though the CRM and the accounting software were leading industry names, the Customer wanted these systems to interact and be integrated for wholesome view of the business and for data integrity.

In addition, the Customer was contemplating automating procurement process with document management system, approval controls, advanced inventory tracking, integration of sales process with their e-commerce platform to reduce the lead time involved in customer order fulfillment and a complete audit trail to track transactions when needed.

Considering these diverse requirements, the customer essentially wanted to digitally transform by modifying their key processes and by having a single integrated system in place.

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Kāladi Solution

There were multiple meetings with the Customer to understand the business model, industry, and growth plans. NetSuite Business Process Questionnaire (BPQ) and industry’s best business processes were shared based on these discussions. A high-level Project Plan was offered to the Customer. Subsequently, a detailed Business Requirements Document was created based on the BPQ and was signed off.

Project Plan

The Finance Module

The NetSuite Financial Management module was enabled to accommodate the functionalities served by the existing accounting software.

General Ledger: To automate core accounting process, real-time bank integration, auto posting of journal entries and transaction matching based on rules.

Accounts Receivable: To maintain records of receivables, tracking of invoices, receipts, cash sales, payments, and customer records.

Accounts Payable: To maintain records of accounts payable and track purchases, bills, vendors, and payee records.

The Procurement Module

The Procurement feature from the NetSuite Supply Chain Execution module was enabled for the customer to respond to growing vendor management requirements.

Vendor Creation: To maintain vendors’ information, past transactions, contact details, approved items, and pricing.

Item Master: To manage 500+ matrix items enabling tracking inventory and pricing based on item options.

Purchase Order: To manage PO generation, approval status workflow, PO edits, PO history report access.

Item Receipt: To track POs against items received, enabled skipping the stage in case of directly creating a Bill with list of items.

Purchase Bill: To converting purchase order into a bill without the need to reenter any data and create a bill in Accounts Payable.

Sales Order Management Module

The Sales Order Management module from NetSuite ERP was enabled for automating the order-to-cash process.

Sales Order: To manage better with customized sales order template, sales order entry workflow, manual sales order closing based on situational demands and reopening non-fulfilled erroneously closed sales orders.

Item Fulfillment: To record shipment of some or all items on the order. Additionally advance shipping feature is enabled for the Customer to mark fulfilling and invoicing as independent processes leading to shipments being recorded separately from billing.

Invoicing: To manage with customized invoice template, multiple line items selection, custom workflow-based invoice approval process, tracking sales order and invoice status at each transaction stage.

Integration Service

Besides the above-mentioned modules, web API services of REST and SOAP were integrated to support Customer’s external e-commerce application on WooCommerce platform with the Sales Order and Product Shipment module in NetSuite.

Implementation Approach

Kāladi OUM Delivery model was followed for the implementation. Various standard templates from Kāladi Quality Management Systems (KQMS) were used for hassle free implementation that helped with anticipation and preparation of project milestones.

The Go-Live happened within 12 weeks from the project inception. An extensive Training plan was devised to ensure smooth change management. In addition to this, detailed User Manual and UAT test scenarios for each of the module were shared to ensure smooth transition to the new system.

The customer is presently being assisted with Managed Services. At Kāladi, we are sensitive to the transitionary stage challenges that our customers go through while adapting to the new system and trying to use it effectively. Through our support services, these requirements are attended to.

Benefits to the Customer

Beyond an Accounting Software: NetSuite ERP addressed their limited visibility and integration concerns that they were experiencing with their accounting software. They now have NetSuite Financials attending to their key accounting processes as effectively as their accounting software. In addition to that, they now manage procurement and sales using the same NetSuite ERP without the need for integrations with other software.

Single Source Solution: The customer now has one cloud-based integrated business solution that offers a view at all its key processes. NetSuite has replaced for the customer the previously used decoupled applications for a more holistic solution that can scale with the business.

Digital Transformation: Through NetSuite ERP implementation, redundancies and manual interventions are handled for complete data visibility, streamlined processes and for overall management.

Control and Visibility: The customer now has complete visibility and control of the processes for each business cycle and on key aspects like cash, inventory, liability, ageing, lead time and so on.

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