Helping with stock control
March 1st 2009

From the design and manufacture of its ventilation products through to installation and servicing, Control Aer provides a complete package at a competitive price.

Each project is carried out by the various branches within the group, based not only in Dublin, Galway and Cork but in Leeds and Glasgow. Around 2001, the company laid plans to hit ambitious growth targets and it became clear that their existing accounting system was not equipped for the task.

"We needed a new system to rectify two main issues" says Stephen Martin, projects & estimating manager. "Firstly, we needed a solution that would link the separate databases used by the various branches within the company.With a combined warehousing capacity of 87,000 sq ft, containing over €1.5million stock and 15,000 product codes, the ability to work from the same set of data was essential." "Back then, these databases had to be updated manually – so the information was never up-to-date. Additionally, data had to be re-keyed from one database to another to run a report.We were aware this was an error-prone practice that could lead to decisions based on wrong information." Stephen continues, "We also needed more flexible and comprehensive reporting facilities and the ability to keep tight control over projects. Staying ahead in our industry requires strict attention to the percentage profit margin.With over 70 projects on the go simultaneously, we needed to be able to set budgets with the ability to drilldown on the figures in order to preempt areas that might tip us over." After choosing the Access Dimensions solution from Access Accounting Ireland, the first step was to consolidate the information used within the group. This linked all the separate datasets so that any user – subject to security privileges – is able to log into the system and get accurate and timely information to suit their needs.

Because Access Dimensions operates in real-time, users exchange information as it happens – so any changes that are made are automatically replicated so that everyone stays up-to-date. Extensive reporting functionality has been provided through customised Crystal reports, which have been well-received and continue to be developed in line with the company requirements.

With one centralised point for data exchange, it is also easy for users to edit information. Previously, data was updated on a line-by-line basis, requiring hours of re-keying.

Access Dimensions rectified this scenario through integration with Microsoft Office. This has benefits in a stock-based industry. For example, a long list of price changes could be selected from Excel and updated to the accounts in just a few clicks without compromising the accuracy of the data.

With instant and accurate visibility of its stock holding, Control Aer's users can take advantage of the functionality available with Dimensions' Stock Control module. Subanalysis for each stock record means that pinpointing information about stock items, from holding warehouse to exact location on the shelf, is quick and easy.

In addition, the Price Matrix functionality available within the Stock Control module has proved key to staying competitive. "Getting the pricing right is essential" Stephen continues. "We want to offer value for money, and an important part of this is the ability to react to trends within the market.With Price Matrix, promotions can be set up quickly, and changed at a moment's notice so that our customers can take advantage of these revised prices. In addition, we can tailor pricing structures – including discounts – based on our customer buying patterns, so building up mutually profitable relationships with them."