Gerbert Limited Case Study

Integrated Cargas solution dramatically improves logistics efficiency.

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With a custom application from Cargas Solution Builder, Cargas created a system that netted results for Gerbert  Limited: streamlined transactions, savings of staff time, better inventory management, and more.

As an importer and distributor of environmental flooring, Gerbert Limited was well positioned to take advantage of the rapidly expanding marketplace for green products. In fact, it was during 2008 that increasing sales volume led company leadership to realize that its current technology would not sustain efficient growth.

Separate systems, serious headaches
Gerbert had a problem common among smaller companies: computer systems that didn’t speak to each other. The company’s disconnected systems for order entry and accounting resulted in several problems and inefficiencies.

First, it required double entry of information, which caused a drain on productivity and increased the potential for incorrect or incomplete data in one of the systems. The gaps left by the older systems created confusion about the responsibilities and timing for specific tasks: for example, when an invoice should be generated and sent.

The dual systems also led to occasional accounting problems. The staff had difficulty tracking transactions, and occasionally a customer would submit a payment that did not have a corresponding order in the accounting system. As Gerbert’s sales volume continued to rise in early 2008, the problems associated with its separate systems became more pronounced.

A custom approach to a customer service challenge
The Cargas team began crafting a solution based on the recognition that Gerbert was primarily a logistics company: coordinating materials, managing customer demands for materials and maintaining optimal inventory levels.

Cargas started by identifying the best platform for the situation -- Microsoft Dynamics GP -- which would meet Gerbert’s core financial and accounting requirements and accommodate expansion. In addition, the Cargas team employed Cargas Solution Builder, a business application development platform built on Microsoft technology, to design a custom component for the customer service functions – a key to eliminating the existing problems and ensuring a smooth transition to the new system.

The Cargas solution involved the creation of a wizard driven approach that mimics the steps always used to place an order, but enables the customer service team to do so more quickly and to capture all relevant data – without having to ‘relearn’ a new process or system.

This solution provided Gerbert with significant advantages. First, it solved the dual entry problem, saving time and freeing the accounting staff to work on other tasks. It has transformed what had been informal steps of a customer order into a systemic process.

Now, customer service staff also has access to expanded inventory detail, such as the available stock in the warehouse and purchases in transit from manufacturers. The new system also enables customer service to create a purchase order that goes directly to a vendor to replenish supply.

“The Cargas solutions are really helping inventory ordering and management,” said Ron Risser, Gerbert’s Chief Financial Officer. “We have much tighter control over that now.”

Cargas built in solutions to other challenges as well. For example, with Gerbert’s rate of growth, the company sought to streamline the process of sales tax collection and payment. Cargas built that functionality into its newly integrated system, calculating sales tax for jurisdictions nationwide and saving Gerbert’s staff time and hassle.

A better way to do business
Because the new system was custom-designed to mirror existing customer service functions, the customer service staff was able to make a relatively seamless transition to the Cargas solution. After a few months of running dual systems, the Cargas solution went live during the late summer of 2008 and quickly passed an important test: In September 2008, Gerbert enjoyed a record-breaking shipment month – and better still, a month during which it could account for all transactions.

Since then, the Cargas solution has eliminated the problems that plagued Gerbert under its older, dual systems. Customer service staff are filling orders and managing inventory more efficiently. In fact, while orders and sales volume continue to rise – company sales were strong during the entire fourth quarter of 2008 – its inventory levels have actually fallen.

The results have led Gerbert to plan for future improvements, including an upgrade that will streamline their information gathering and report-generation process. That implementation will enable executive staff to analyze company performance more quickly and easily.

While Gerbert was pleased with the Cargas team’s expertise and the customized creativity using Cargas Solution Builder, the partnership was also successful because of some decidedly non-technical factors. Risser points out that Cargas was able to articulate the value of the solutions to Gerbert executives, and at the same time present the new systems to the staff in a practical, intuitive way.

“Cargas did an outstanding job of marrying the technical with the practical,” Risser said. “It was a great collaboration and a great partnership.”