Being well prepared for changing a business system is undeniably an important part of
the project. By being educated and knowledgeable about the process of moving to a
web based business you create the best conditions for a speedy, smooth and
successful transfer.

1. Understand your current situation

Start your journey to the cloud by conducting a thorough analysis of your existing
system and the current business environment. This will help you clearly define areas of
improvements and the specific needs of your company. Later, this can be discussed
with your new partners who will provide input on how these areas can be streamlined in
your new business system!

2. Put together a dedicated project group

Put together a dedicated project group with key employees from different departments
of the company. A cross-functional team will provide a holistic view of the company’s
needs and ensure a broad understanding of the moving-process.

3. Create a well thought out implementation strategy

Create a detailed implementation plan which includes clear timelines, resource
allocation and specified milestones. Identify potential challenges and develop strategies
to manage them efficiently. The important part is having available resources during the
process since a business solution shift is extensive and must be a recognized priority
for the entire organization.

4. Adjust and integrate

If your company’s current system uses any adjusted solutions, make sure these are
seamless and compatible with your new cloud based project. Perhaps your new solution
can provide you with better, more cost effective alternatives? By making the necessary
adjustments you guarantee a seamless transition.

5. Focus on data quality and conversion

Thoroughly review and clear your current data to ensure high quality. Plan and carry out
a smooth conversion of data from the current system to your new cloud based product
to avoid loss of any important information. If your current data is of poor quality then the
data in your new system will unfortunately be faulty as well. In this case, perhaps you
should consider a fresh start instead of a migration? If you prefer a fresh start, transfer
necessary registers but leave the old data and start over!

6. Invest in user training

Make sure your employees are sufficiently prepared by providing extensive user training
for your new product. This includes familiarizing with new functions, interfaces and
understanding of improved processes. Find out if training is something your new partner
offers in the actual onboarding process.

7. Extensive tests

Before the migration to a cloud based business solution it is important to test the system
in order to discover and fix any potential issues. Involve users in the test process to get
feedback from employees and make sure the new system meets their needs.

8. Step-by-step implementation

Consider carrying out your migration in a step by step fashion in order to minimize
potential hiccups in the business. Start with smaller critical areas and examine the
results before you move on to any core processes. Discuss how your current operations
will be affected during the transfer with the partner helping you.

9. Focus on security

Examine and implement necessary security measures in order to protect the company’s
sensitive data and business information in the cloud based environment. Find out what
security applications your new product provides and what other services regarding
security your new partner offers.

10. Continuous improvement of your cloud based business system

After the implementation it is crucial to continue monitoring the system’s performance
and collect feedback from users. Be ready to make improvements and adjustments to
make sure the system continues to meet the requirements of the company in the best
way possible.

By following these steps you create the best conditions for a smooth and successful
transfer to your new online solution, while at the same time ensuring a positive and
supporting environment for your employees.

For companies where few individuals are responsible for accounting in many companies, administration can become an extremely time-consuming task, leading to significant costs in the long run. Where does all the time go? It goes into performing repetitive tasks such as invoicing, payments, report generation, reconciliations, and searching for and collecting the right information across multiple companies, every day.

What’s the problem? Well, in most basic business systems, you can’t get a solution that matches the way you work. Having a clear financial overview is challenging when you have multiple companies and a wealth of financial information. This is a common problem for businesses like real estate companies, accounting firms, or other companies with this type of corporate structure regarding accounting and reporting.

Four common problems that conglomerates struggle with daily:

1. Insufficiently powerful financial systems

This is probably the most common problem. The core business has grown, and the financial system can no longer handle the needs of efficient financial management and reporting within the companies. The financial information has become too extensive, and there are too many companies and surrounding systems. Amidst all these IT systems, you need a business system that can bring the accounting together. It needs to be robust and competent to handle many integrations and transactions daily.

2. Lack of the right overview

If you’re responsible for accounting, you need to ensure that nothing is forgotten and that things happen on time. Payments need to be made, reports need to be submitted, reconciliations and tax filings need to be accurate, all while managing invoicing. If you have many companies, how do you keep track of which actions are most urgent? How do you find where to make that depreciation entry without logging into each company?

3. Inability to consolidate data from different systems

Often, there is a vast amount of business data in companies with this corporate structure. For example, in the case of real estate companies, there is property information, tenant data, lease agreements, maintenance information, and financial data that need to be managed, stored, and analyzed. Can your current IT system consolidate all this and provide you with a solid foundation for analysis?

The right system support is needed to generate reports and charts that assist you in making informed decisions. Business Intelligence tools like Power BI can collect and compile data from various sources, which is the solution to this problem.

4. AI and automation – the business system isn’t smart enough

To stay competitive, it’s crucial to invest in a business system that continually evolves. Since your IT systems are critical for your operations today and should also support your business’s future development, they need to be prepared for the future. Everyone is talking about AI, and even if you’re not using it now, your system provider should actively work on integrating AI technology into your business solution.

A perfect solution for those responsible for many companies:

In tough times, it’s even more important to use the right system support to streamline daily tasks related to accounting, control, and monitoring. With Business Central multi-company solution, you get a powerful financial platform with a clear financial overview to rely on. It’s a solution where you can manage and work with your companies from a single view. You can further enhance it with smart monitoring to make the right strategic decisions that fit your current operations. It’s delivered securely in the cloud.

For those grappling with administration and accounting across multiple companies, you understand the challenge of establishing an efficient workflow. How do you keep track of what needs to be done in each company and what has been accomplished? Which actions should take priority? With a wealth of information and numerous companies, the right support is crucial to streamline your daily tasks.

The key is to maintain a good overview and feel that you have control over the performance of your companies. Moreover, you must rely on your business system to be competent enough to handle a growing business with an increasing volume of data – this is essentially a necessity.

That’s why our multi-company solution is perfect for you if you manage multiple companies simultaneously:

1. A Powerful Solution That Connects Everything

Business Central is a fundamentally robust system designed for businesses ranging from simple to more complex operations. With Business Central, you can handle everything from a single transaction to millions of transactions per year, smoothly navigating between different companies within the system. It also supports both Swedish and English as languages.

There are ample opportunities to integrate Business Central with other IT solutions, making it perfect if you have surrounding systems with industry-specific information but need a strong financial engine to ensure accurate bookkeeping.

2. A System That Displays All Companies from a Single View and Login

With our multi-company solution, you not only get an overview of your companies but can also manage them from a single view. Plus, you only need ONE login. Access the key metrics you consider important from your dashboard. This way, you can easily take action when you notice any discrepancies or urgent tasks. You save a significant amount of time by not having to log into each company every time you need to reconcile or perform a task.

3. A Cloud-Based and Secure System

Today, the most secure solutions are in the cloud. With more time, money, and resources than most companies have to invest in IT security, Microsoft offers a reliable alternative. They have the resources to ensure 24/7 IT security for your cloud-based business solutions. By choosing the cloud and new technology, you future-proof your business solution while eliminating the need for in-house servers or paying for 24/7 IT support from a third-party provider.

4. Tracking That Turns Your Numbers into Gold

With the Business Intelligence tool Power BI, you can monitor all your companies in one place. Get the right data to uncover trends, identify anomalies, and discover correlations within your data. In challenging times, it’s even more critical to track your operations to ensure you’re investing in the right areas.

5. Microsoft’s $100 Billion Investment in AI

Few business systems providers can match the investments Microsoft is making in their products. They’re making significant strides in AI, aiming for it to be an integral part of their business solutions moving forward. In Business Central, the AI technology Co-pilot is already launched and ready to assist in streamlining your daily tasks.

Our multi-company solution is part of Dynamics 365.

When you choose Microsoft’s business solution, Business Central, you never have to switch systems again. You get a lot with Business Central, and you can also expand it with additional components within Dynamics 365 or Microsoft’s product portfolio to create your ecosystem. This could involve tracking, CRM, AI, or other automated workflows to streamline your operations. The interface is familiar, and it can integrate with other products from Microsoft 365, such as Outlook or Excel. Our new multi-company solution is tailored for those working with multiple companies and looking to enhance efficiency.

Cloud-Based Business Systems is the clear choice for many

Working with a cloud-based business solution has become an obvious choice for many, considering the advantages that come with cloud-based systems. We already have more than half of our clients in the cloud, and an increasing number are realizing the opportunities of working online. Join the trend!

Below, we highlight a few of the many benefits of working in the cloud, as opposed to a locally installed product.

1. Scale your system as you please

With the cloud, leverage the ability to scale your business solution. Add users, remove users, add functionality, remove functionality. Customize the solution quickly and smoothly with apps that can create the platform perfect for your business.

2. Access your Business Solution anywhere

The option to access your business solution from different locations has proven invaluable, especially in recent years when the pandemic unfortunately restricted work outside the home. Even as we return to a more normal routine, the advantages of remote work persist. Make this possibility permanent with a cloud-based business solution!

3. Automatic upgrades

With Microsoft’s cloud-based ERP product, Business Central Online, you get a business solution that is upgraded twice a year at no cost by Microsoft. This means you can avoid investing time or money in long and complex upgrade projects and let someone else handle the job for you. Say goodbye to old systems that neither evolve nor meet technical standards!

4. Always work with the latest technology

Thanks to automatic upgrades, you never get stuck with outdated technology. Enjoy new improved features with each version without really having to think about it. Whether it’s changes in laws and regulations or new embedded AI technology, stay ahead and take advantage of the latest technology.

5. Security

A misconception some have is that it would be safer to manage operations and servers in-house. Cloud service providers have extensive IT security departments with larger budgets, more personnel, and generally higher expertise in IT security than a “regular” company. They have staff dedicated to maintaining the highest possible IT security, something smaller companies may not have the capability for. We believe having your business solution in the cloud is safer than managing operations and security in-house.

6. Competitive edge

With a solution in the cloud, you can create a platform with endless possibilities. In a relatively straightforward manner, you can connect all aspects of your business and create a world-class system. This means advanced solutions are not exclusive to industry giants; smaller businesses now have the opportunity to compete with similar technology at a reasonable cost.

7. Swift adaptation to the changing landscape

Because it’s easier to be mobile, flexible, and scale your system with a cloud solution, businesses can be more agile in responding to changes in their environment. You’re never stuck in something static; together with a cloud-based business solution, you can move dynamically in sync with your surroundings.

Are you interested in taking the leap? Reach out, and we’ll be happy to assist you.

With proper preparations, transitioning to a cloud-based business system becomes an enjoyable process

Getting your company ready for this shift is a strategically important undertaking that demands meticulous planning and commitment from the entire organization. Here are some guiding steps to ensure a smooth transition:

1. Understand Your Current Situation

Initiate the process by conducting a thorough analysis of your existing system environment and current business processes. This will help you clearly define areas that need improvement and the specific requirements of your company. Engage potential new partners in discussions to gather input on how to streamline processes in your new business system.

2. Form a Dedicated Project Team

Establish a project team comprising key individuals from various departments within the company. This cross-functional group will provide a holistic view of the company’s needs and ensure a broad understanding of the transition.

3. Develop a Thoughtful Implementation Plan

Create a detailed implementation plan that includes clear timelines, resource allocation, and specified milestones. Identify any potential challenges and develop strategies to address them effectively. It is crucial to have resources available during the system transition, making it a prioritized activity within the organization.

4. Customize and Integrate

If your company uses customized solutions or has integrations with other systems, ensure these are seamless and compatible with your cloud-based product. Assess whether there are better and more cost-effective alternatives available. Make necessary adjustments to ensure a smooth transition.

5. Focus on Data Quality and Conversion

Thoroughly review and clean your existing data to ensure high quality. Plan and execute a seamless data conversion from the current system to your new cloud-based product to avoid the loss of crucial information. If your current system has poor data quality, consider whether a fresh start is a better option. In this case, transfer essential records but leave old data behind, starting a new.

6. Invest in User Training

Ensure that your staff is adequately prepared by providing comprehensive user training for your new product. This includes familiarizing them with new features, interfaces, and understanding changes in work processes. Check if training is offered by your new partner as part of the onboarding process.

7. Thorough Testing

Before transitioning to a cloud-based business system, it is crucial to conduct extensive testing of the system to identify and address any potential issues. Involve users in the testing process to gather their feedback and ensure that the system meets their needs.

8. Gradual Implementation

Consider implementing the transition gradually to minimize potential disruptions in operations. Start with less critical areas and evaluate the results before moving on to more central business processes. Discuss this with the partner assisting in the system transition to understand how and when your current operations will be least affected.

9. Focus on Security

Evaluate and implement necessary security measures to protect the company’s sensitive data and business information in the cloud-based environment. Assess the built-in security features of the product you are switching to and inquire about the security services offered by the provider.

10. Continuous Improvement of Your Cloud-Based Business System

After implementation, it is crucial to continuously monitor the system’s performance and gather feedback from users. Be ready to make improvements and adjustments to ensure that the system continues to meet the company’s needs in the best possible way.

By following these steps, you create conditions for a successful transition to an online system while establishing a positive and supportive environment for your company’s staff and operations.

Monitoring Challenges That Can Undermine Your Profitability

Losing Control with Manual Tracking of All Items

The sensation of not having full control can be incredibly stressful. If sales are decreasing while our revenue is increasing, why is that? Where are our costs going? How long have our goods been in stock, and which items are merely tying up capital? Companies should want answers to questions like which items are most popular and whether the price increase implemented at the beginning of the year was wise. Gut feelings can hint at something, but without data to back them up, they remain unsubstantiated.

In the past, tracking sales with Excel was sufficient. However, with hundreds of different products, product categories, and brands now in play, maintaining oversight becomes almost impossible. Determining the smartest purchases, the items offering the best margins, or how to optimize your warehouse, requires an analysis based on current business data.

1, Inability to convert data into strategies

Every company inherently has all the necessary information within its structure, yet often struggles to translate it into viable strategies. Our IT systems hold vast amounts of data regarding customers, their behaviors, the business operations, and everything related to it. However, this data often goes unused. Understanding the data can be challenging, especially when it’s not structured in a manner conducive to monitoring and analysis.

2, Data scattered across various systems

Many companies employ several different systems to create their comprehensive IT solutions, resulting in data being distributed across numerous locations. This data might be found in business systems, warehouse systems, or point-of-sale systems, complicating the process of forming a holistic view of the business’s health. The lack of interrelation between these disparate data points hinders our ability to see how different aspects of the business interact. Simultaneously, the human element increases the risk of errors, as a manual compilation of all these data sources is required each time a report needs to be produced.

3, Monitoring the Wrong Things

Another prevalent scenario is that companies actively engage in monitoring but don’t observe what they intend to. This is typical for those working with simpler business systems where tracking is an inherent part of the system. Often, these systems generate a standard report that does not allow for specific filtering or integration of data from other systems, hindering the evolution of the monitoring process over time.

4, Time-consuming and Complex Reporting

Reporting to a CEO, management, or board presents additional challenges, as it necessitates searching through various systems each time, manually cutting and pasting data to compile a report. This process is not only awkward but also time-consuming. The information often becomes static, making it difficult to delve deeper into the data if anomalies arise. This complexity extends to answering follow-up questions about the report, making the entire process quite challenging.

5, Business Intelligence Clears Up Your Questions

One solution is to use Business Intelligence (BI), but what is it? Business Intelligence is a collective term for processes, methods, techniques, and computer-based tools that companies or organizations can use to better understand their business or a business area. This happens when the BI tool collects data from various sources relevant to your company and the world around it. The analysis made from these collected sources is data-driven, unlike previously when the analysis was based on logical rules and flow diagrams. The data that is collected and analyzed should support organizations in their decision-making by being visualized to make it easier to understand. It is an incredibly effective tool for making the right decisions.

Therefore, choose a solution based on Business Intelligence to understand your business and everything that influences it. A tracking system that is intelligent, versatile, and flexible so that you can grow with it. If it is built on Business Intelligence, it can interpret data from various sources and explain the information in a way that you understand, allowing you to turn vague numbers into clear strategies, which will improve you and your business.

Do you need help finding that solution? We are happy to help.

PrintVis – everything you may need in a single solution.

A comprehensive business solution for those operating within the graphics industry. PrintVis is suitable for medium to large companies working with everything from digital printing, offset, large format, and packaging printing to labels on a roll. For those operating within the printing industry, you now together with Business Central have the entire graphics workflow, financial management, and monitoring all in one system.

From quoting, and production, to invoicing and accounting, all in the same business solution.

Does it take a long time to estimate and send out a quote? Are you losing money due to poor planning? Are resources sitting idle even when you have work to do? With PrintVis, you receive assistance in accelerating your workflows and planning production for all types of print jobs. Set up and schedule your jobs in a way that no resources, no matter where they are in the country, remain idle when capacity is available. With standard templates for common inquiries, you can also reduce the time it takes to estimate and provide a quote to the customer. Swift feedback to the customer can be crucial to retaining their interest.

With everything consolidated in one business solution, you also don’t need to spend time entering information into different systems and then synchronizing and verifying the retrieved data. Continuously working with various systems is time-consuming, makes you less agile, and hinders achieving a comprehensive overview. Moreover, it can become quite expensive in the long run.

Set the correct sales price for what you deliver.

When you’re estimating the cost of a job, PrintVis assists you in overseeing essential financial aspects such as direct cost, total cost, overhead, markup, and provides you with a competitive sales price. This is a challenge faced by many within the industry today.

Once you’ve placed your order, you automatically receive an estimate of time, capacity, and material usage. You’re presented with a proposal on how to optimize your production, and you can see where capacity, available work time, and planned production are situated. Depending on your business’s nature and the segment you operate within, there are various methods for planning your work.

PrintVis takes you from start to finish:

Inquiry – Quotation

Order – Order Confirmation

Production Order – Prepress

Planning – Production

Finishing – Packing/Emballage

Customer Delivery – Warehouse Delivery

Post-Calculation – Invoicing

Here, all the prerequisites exist to meet the challenges and demands within the graphics industry, and you can also customize the business solution to precisely fit your operations.

If you have posted an incorrect journal with many entries and want to undo it, you can choose to reverse an entire journal to avoid manually creating a new one with reversed characters.

The prerequisites for this to work are that you have a checkmark in the ‘Copy to Posted Journal Entries’ inside the journal.

Go to Search and look for Posted Accounting Journals, select the incorrect journal, and choose Reverse – Reverse Register – Reverse.

Using this feature makes it easier to correct erroneous entries!

First up in our Business Central Start team is Mathilda!

Mathilda was asked if she could share 3 benefits of Business Central Start:

– Scalable Security: One of the key benefits of Business Central Start is the security it provides. You get to acquaint yourself with Business Central through well-tested standard processes on a smaller scale initially, and then you can seamlessly grow your business system as the need arises.

– Efficient Implementation: Business Central Start offers clear and efficient implementation with pre-designed templates and easily accessible information. This streamlines the setup process, making it more straightforward and less time-consuming.

– Online Training Sessions: Business Central Start provides several online training sessions where we walk through the processes together. This support ensures that users have the knowledge and skills they need to make the most of the system.

Next in line is Charlotte!

Charlotte was asked the question, which companies are suitable for Business Central Start?

– Business Central Start is suitable for companies that can manage with a packaged solution right from the start. Of course, it’s always possible to customize your processes later if needed.

– Additionally, companies with operations in different countries can begin with Business Central to establish a consistent basic setup across their various locations.

– Because Business Central Start offers a wide selection of different packages, it fits various company types. For instance, if your company has recurring invoicing needs, combining Business Central Start with StreamLine Contract Invoicing is convenient.

– If your company has a smaller inventory where items are picked directly from the shelf, you can easily get started with Business Central Start in combination with StreamLine Inventory.

Last but not least, Fredrik!

Fredrik was asked what he thinks is the best thing about Business Central Start:

– The best thing about Business Central Start is the clarity it provides. You know exactly what
 you’re getting, what it costs, and when you’ll get it. This transparency is invaluable for businesses looking to make informed decisions about their software solutions.