Wexford company moves to Pegasus Opera 3

Scallans move to Opera 3

Wexford company moves to Pegasus Opera 3

05 Aug 2016

Scallans food implemented Pegasus Opera to increase efficiency throughout the company’s process and to cater for business growth.

CLIENT PROFILE

Martin Scallan & Sons Ltd is a Wexford-based food distribution company. Scallans Food distributes frozen foods across the South and South East of Ireland, employs 15 staff and has a turnover of just under €5 million.

CHALLENGE

The company had been using an accounting package to manage invoices. “All orders were handwritten into a docket book for speed and transferred into the accounts at the end of the day,” says Graham Scallan, Managing Director of Martin Scallan & Sons.

“Our business was getting bigger but our systems were falling down. We urgently needed to manage our telesales operation. We also needed to be more efficient and know quickly which products customers bought, in what quantities and when” he explains.

“Before implementing Opera, we had no real history of what products our customers purchased or the frequency of orders. Our picking process was slow, and we produced quite a lot of credit notes due to selling similar products. We needed to be able to quickly track batches of products from source to cusotmers.”

“While using the old system, we found it difficult to maintain our processes”, Graham continues. “It was difficult to know which exact product the customer was looking for, as we had no real history or trend of what they usually bought. We were under pressure to be compliant for traceability of our products and the old system didn’t have the capability to do this. Our delivery men spent time every day sorting out dockets for the van run and this cost us time and money”

“We wanted a system that was already being used by businesses similar to ours. It needed to include product pricing by customers, a telesales order system that prompts our staff to sell new products and advise customers of special offers and a facility to view the margin from each order. We also needed to ensure that we would have instant support and back up from our reseller.”

SOLUTION

The company examined several solutions and providers to discuss options. One of these was Viatec, “Viatec prepared a detailed questionnaire and we responded with our requirements. They demonstrated Opera and answered all our questions,” he adds.

Pegasus Opera was implemented over a five day period by Viatec, who also provided full training for staff. The new system is now used throughout different areas of the business, from the sales department to accounts, warehouse, planning and purchasing.

RESULTS

The new Opera system allows the management team to have greater insight into the effectiveness of the telesales operation and has eliminated most of the paperwork and duplication, while credit control information has significantly improved.

“The main benefit relates to stock control and sales activity. As we distribute food products, batch traceability and adherence to the product’s best before date are essential to our business. With Opera Stock Control we can now monitor and rotate our stock, ensuring that the oldest stock is issued first, avoiding write-off. In addition, because our stock activities, purchase orders and sales orders are processed in Opera, our stock details are available to our staff at the point of sale,” – Graham MD

Customers’s sales details and buying patterns are also now easily available to management. “We can immediately see if a customer has not re-ordered and this enables us to make contact with the client, avoiding loss of business to the competition. Because of the accuracy of our stock, we can schedule and buy replacement stock in bulk, enabling better pricing. Accurate stock rotation has eliminated wastage.”

Scallans Food also decided to implement Pegasus XRL. This is an award-winning Excel reporting tool that seamlessly integrates information for Opera into Microsoft Excel. XRL allows Scallan’s team to update product and customer price lists easily, saving time and money. “We can now import customer price lists directly into Excel at the click of a button. We can make changes to a product’s selling price, click a button and update the price in the main accounts system. It’s an excellent feature and saves me hours each week updating prices across multiple customers’ price lists.”

In addition, the Opera Telesales facility provides staff with the information they need to close the sale during their interaction with the customer. “With Opera telesales, we can schedule outgoing telephone calls to our customers to suit the customer’s availability,”

Looking for a complete financial and distribution solution? Find out more about Pegasus Opera or please get in touch with us today!

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