MANAGEMENT + SYSTEMS


information such as customer records, vendor records, stock records and stock counts was all transferred over automatically by Black Diamond. Prior to transferring the data there was also the option of pulling the data out of the old system and cleansing it before adding it to the new system. This cleansing process involves pulling the data out onto an Excel spreadsheet and then filtering it according to the customer requirements. “We always suggest that when installing the system


companies take the opportunity to cleanse their data,” states Simon. “The reason for this is because it is a good time to do some ‘housekeeping’ and allows a company to start using the system with data that they know is 100% accurate.” Once the system has been installed Black Diamond offers


twelve months free support so if there are any problems they can be solved either over the phone or via a site visit. Steve Auld, managing director at Rivco explained that the


whole process was a simple one. “It was so easy to changeover to the new system we did it whilst we were still trading and were back up and running within a day. All of the staff adapted to the system straight away and we instantly started seeing benefits of using the new system.”


“ I can see everything I want to see on the one screen. All you have to do is keep drilling down through the data, until you find what you are looking for.”


One such benefit that the DK Business Solutions system


offered was the ability to speed up the operating processes within Rivco and enable staff to focus on answering customers questions. “With the old system we would have a customer ring up for a part and we would have to wait on the system to load the part number on screen,” comments Matthew Roden, commercial director. “Because it used to take so long we would offer to call the customer back once the system was ready. However, now when the customer rings up and asks for a part we can give them all the information they need straight away. Helping us to save time and answer customers questions quickly and effectively.” A key feature of the DK Business Solutions system that


Matthew highlights as being beneficial to Rivco is the inventory module which offers users valuable management information through the module’s reporting and analytical tools. “When using the old software it was difficult to find out the information you were looking for. The system was very narrow


and you could only see one window at a time. The new DK Business Solutions system is completely different it is user friendly, and the information is always too hand. For instance if you have a part number you can press one button and drill into that part number and find out who has ordered it, when they have ordered it, how much they have ordered and what price they paid for it, the system gives you the whole overview.” “Also the reports you can do on the DK Business Solutions


system are much more advanced than our previous system,” states Matthew. “There is an opportunity to almost cherry pick what you want on a report. You can take out the information that you don’t want and it can be fully exported to Excel.” The DK Business Solutions system has also enabled Rivco


to get rid of its ‘paper mountain’ and move towards a controlled paper system, which has been one of the biggest benefits for Maureen Edwards, sales office manager at Rivco. “Previously when we had goods in there was the possibility of orders getting mixed up, but with the new DK Business Solutions system we have an automatic allocation list which lets us know what stock is for what customer,” says Maureen. “The format of the invoices is also a lot easier to understand and if a customer asks for a copy of an invoice you can email it to them straight away through the system.” Andrea Allen, purchasing manager at Rivco is just as


complimentary about the system. When asked which aspects of the DK Business Solutions system has made her job easier she simply replies “Everything”. “It is always scary when you are faced with some new software


to learn. Normally you have training on the system before you use it which means that a lot of it you don’t understand because you aren’t used to using the system. However, with DK Business Solutions we went live with the system pretty much straight away and because the system is self-explanatory it was easy to pick things up.” The introduction of the DK Business Solutions system has


also helped Andrea to improve the company’s stock availability by providing a better view of stock requirements and allowing more product to be purchased from the prime source. “The system is fantastic and allows me to run a minute by minute report for purchasing stock. It also allows me to see where we are buying it from and the last price we paid for it.” The ability to drill down from anywhere in the system is


another feature which has benefited Andrea. “Being able to drill down in the system makes it is easy to find the product and information that you are looking for. I can drill down into a stock record, which then allows me to see all the purchasing, which allows me to drill into purchase orders, as well as drill into suppliers. I can see everything I want to see on the one screen. All you have to do is keep drilling down through the data, until you find what you are looking for. You really do have all the data you need at your fingertips.” It is clear that the DK Business Solutions system has helped


Rivco in every part of the company by offering a clear, concise system that Rivco’s staff can use to find out all the information they need in a quick and effective manner. The most important gauge for Steve Auld on how well the system is working is the feedback from his staff. “Since the DK Business Solutions software has been installed


there hasn’t been one complaint about how the system operates. That is a true sign of a system that is doing everything you ask it to do.”


98 Fastener + Fixing Magazine • Issue 67 January 2011


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