Kenneth Ayres Australia puts entire IT function into one package

When retail presentation, packaging and display company Kenneth Ayres decided to ditch its DOS-based accounts package, it went looking for a single solution that would satisfy all its IT needs. Greentree provided the answer…

For over 25 years, Kenneth Ayres Australia Pty Ltd has been a specialist and leader in the sale of retail presentation packaging and display supplies, focussing primarily on the jewellery industry.

Originally a manufacturer, Ayres has now diversified its business offering to encompass a number of PVC and paper packaging and storage products, through the introduction of imported lines to complement those manufactured by the company.

Ayres is locally owned, with offices in Melbourne, Sydney and Brisbane and has a turnover approaching $10 million.

After deciding their DOS-based financial package required upgrading, Ayres took the opportunity to stand back and consider the options besides the Windows version of the incumbent system.

The impetus to evaluate a range of other solutions according to Ayres’ accountant, Ross Gulliver, was that “to upgrade to their [existing supplier’s] Windows product was basically a case of starting from scratch financially. Therefore, we were free to buy the best value for money solution available.”

Ayres were able to prune the contenders to a shortlist of three, using the product's functionality, flexibility and value for money as the key evaluation criteria. The short listed solutions were evaluated in a rigorous manner for four months.

Ultimately the users at Ayres were unanimous in their selection of Greentree because of its “contemporary design, proven CBA heritage, flexibility, required investment level and very competent and professional support from the Greentree Business Partner.”

In developing their implementation plan, Gulliver and Ayres key management worked closely with the Greentree Business Partner, and together decided upon a phased implementation with Payables, Purchasing and General Ledger in phase 1 and Receivables, Sales Orders and Inventory in phase 2.

The necessary hardware and network upgrades were also treated as separate phases to be bedded-down before moving to software. Gulliver also made a conscious effort to involve users heavily in the selection and implementation process, as he believed that it would “give them ownership and confidence” and help to mitigate the risk of adverse reactions to the new system by users at the operational level.

The implementation proved to be a resounding success, with the phased approach a critical factor in the roll out progressing smoothly.

Twelve months on, Gulliver feels confident that Greentree was the ideal solution for Ayres, citing a number of factors that have benefited the organisation’s process efficiency and allowed them to take their customer service to the next level. Of most benefit to Ayres, says Gulliver, is Greentree’s native integration to Microsoft Excel.

From an internal perspective, Gulliver believes “the ability to slice, dice and dissect the data using the Excel tools is exceptional. With our previous system, I spent the majority of my day generating static Dataflex reports; Greentree’s integration to Excel has made a dramatic impact on the amount of time we spend analysing data and resolving issues.”

Externally, Greentree has helped Ayres overcome a number of issues in dealing with their suppliers and customers. Gulliver says Greentree has significantly enhanced its ability to add value to their customer relationships.

“We generally have long-term, repeat business customers. With Greentree we can present our customers with an order history for any period and in any format required, generally within half an hour. Using our previous system, these summaries took closer to a day to complete.”

In Gulliver’s eyes, the stability of the system is critical as the organisation does not have a dedicated IT specialist in house, and “when IT things go ‘pear shaped’ it is a big deal. Good software just sits in the corner and does its job without my help and that's what Greentree does.”

Ayres’ choice of Greentree is also being vindicated as Ayres begin the process of bringing the entire IT function into one package. After completing the financial year-end, Greentree’s CRM and Sales & Marketing modules have been implemented along with the WebStore for internet sales. After that, Gulliver says Ayres will begin the implementation project for Payroll and evaluate Fixed Assets as a further addition to the system.

For more information

www.greentree.com/customers/profiles/ayres.cfm

Graham Hill
(09) 366 3897
graham.hill@greentree.com
www.greentree.com

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