Sláinte! Raising a glass to the power of Exact Online

When the White Hag Brewery needed a more efficient accounting system, Synergy Network had the right answer.

The White HagIt was named Ireland’s best brewery in 2017 and, since last July, it has worked with Synergy Network Ltd. to incorporate the new Exact Online system into its operations.

The White Hag Brewery in Ballymote, Co. Sligo now offers 24 different products – many of them award-winning. It exports to a dozen countries world-wide and hopes to enter the Japanese market by the summer.

The White Hag

But key to its success, growth and continued evolution is its ability to run its business efficiently and stay on top of stock availability.

“For many years we were using excel sheets for stock control while also working out excise duty on ingredients every month so we could produce reports for the Revenue Commissioners. It was time consuming and there was always the risk that something could be overlooked,” explains Managing Director and Co-founder of the Brewery Paul Mullin.

As trained Chartered Accountants Paul and Brian McTernan, the Brewery’s Financial Controller, knew a new and more sophisticated accounting system was needed.

Exact Online“The Exact Online System was perfect for us because we could tailor it specifically to suit our needs. Every recipe we work on has around 10 to 15 ingredients. The exact inventory and recipes are held in the system so we can plan production and ensure we have all the raw materials in stock to produce the various batches of beer.

White Hag stock positions

“For a small business like ours that’s crucial because before we occasionally were running low on ingredients which curtailed how much of a particular product we could make. The new system brings everything together in one place and with so many movable parts in this business that’s essential,” says Paul.

Invoices are entered into the Exact Online system allowing the Brewery to analyse the performance of its products, and indeed the consumption habits of consumers, on a weekly basis.

“This is much more than a better way of accounting and stock-taking it’s really an asset for our business now and the benefits in terms of time saved are already making a major difference. Like it used to take me a day-and-a-half to put together excise reports each week – now that can be done in around 90 minutes,” adds Paul.

The system also provides greater traceability, it records customer orders, deliveries and returns and is cloud-based so it can be accessed remotely.” We know which customers have received a specific batch of beer in the unlikely event of a product recall” says Paul.

Paul Mullin said: “I travel a lot with the business so the ability to be able to work via the system from anywhere is incredible. It just makes doing business so much easier.”

The importance of the system to sales is essential too. Sales staff can access all customer contacts via a smart phone app and can update the CRM system immediately.

While Paul and Brian had accounting backgrounds they found the system easy to use and believe any business person could use it after getting the proper training.

“We started working on the system and got training from Synergy Network in May 2016. Two months later we had incorporated it fully into the business.  Undoubtedly it was beneficial to us that Synergy were based in Sligo and there were a few times when we asked them to call out to explain something in the early days,” says Paul.

“We also have a support contract with Synergy Network which provides us with ongoing assistance via phone or dial-in when any queries arise.”

The White Hag

It’s been a perfect union then between Synergy Network Ltd and The White Hag – and one worth raising a glass to.

 

Sage 50 Case Study: QuickCrop

Synergy Network has joined forces with the e-commerce website Quickcrop.ie to bolster their online operations. This dynamic web company operates Synergy Network’s most popular product, Sage 50 Professional. It’s integrated with SagePay and makes their daily interactions with online customers a whole lot smoother and more efficient.

Starting out

Back in 2008 organic farmers Andrew Davidson and Niall McAllister decided to set up Quickcrop as an online business in a response to the growing interest people have in producing their own food.

Andrew-&-Niall-Quickcrop-polytunnel

To achieve their goal of running a successful online business from the heartlands of rural Sligo, they needed accounting expertise, systems and software. Happily for them, a family member suggested Synergy Network’s Sage Instant product for a start-up business which led Niall to approaching our Managing Director James Doyle.

We were delighted to offer them our services while the Local Enterprise Office (the then Sligo County Enterprise Board) assisted with the training costs. Synergy Network’s software Specialist Tony Flanagan then got them up and running in no time. They’ve been with us ever since.

Our Sage Instant system worked perfectly for Quickcrop’s Irish online business and as their internet sales took off in the UK, they purchased a second copy to account for their UK sales which links to their UK website www.quickcrop.co.uk. Not only have Synergy Network helped them implement their own accounting system, we’ve also helped Quickcrop do more business with their customers quickly and efficiently.

Doing more Business

Quickcrop have invested heavily in their website quickcrop.ie which serves as a great educational resource for the amateur vegetable grower as well as facilitating online shopping. They have integrated the credit card processing system SagePay into their user friendly website. When a customer securely makes a purchase on quickcrop.ie, the order is then seamlessly transferred into Sage accounts package along with the payment details. This integration we’ve provided saves a considerable amount of time for a small company such as Quickcrop and means that they can run up-to-date, real-time stock and sales reports from their accounting system.

Expanding with Synergy Network

Box-Shot-Sage-50-Accounts-2014case-study2They say nothing succeeds like success and so with the company growing rapidly and fresh investment from Dragons Den investor, Barry O’Sullivan, Quickcrop’s needs changed. The Sage Instant product was no longer adequate for the management information requirements of a growing business. Synergy Network maintains close working relationships with all our clients and so we were able to propose a more comprehensive accounting and stock control system for them once the need arose, one which reduced the amount of duplicated entry. Synergy Network’s James Doyle implemented Sage 50 Professional which facilitated:

  • Merger of both Irish and UK sales into the one company and stock control system;
  • Sales order and Purchase Order processing;
  • Accounting for Sterling and Euro transactions;
  • Downloading internet sales transactions from the website directly into Sage 50;
  • Quarterly management accounts;
  • Sales analysis of product groupings.

In it for the long haul

Quickcrop are one of our most successful clients. Synergy Network’s implementation of the Sage 50 system continues to provide long term benefits for their business and our experts continue to provide ongoing technical and operational support. The goal of Synergy Network is not only to help with Quickcrop with their immediate accounting needs, but also to ensure their long term success and growth with Synergy Network software expertise.

Case Study: Dunleavy Meats

Sage 50 Case Study

Dunleavy Meats runs a two user Sage 50 Accounts system integrated with a third party Weighing system and produces monthly management Accounts

Background

Dunleavy Meats is a well established family owned meat processing business based outside Ballina, Co Mayo. The business was established by John and Maura Dunleavy in 1961 and transferred to their son Michael Dunleavy, who is now joined by his two sons John and Brian. The business supplies quality beef and lamb products to the retail sector both in Ireland and the UK.

Accounts System

A single user version of Sage Instant was installed a number of years ago and was operated by both Kathleen and Barbara in the accounts department. When a computerised weighing system was introduced by DEM in 2008, the company turned to Synergy Network Ltd to upgrade the system to Sage 50 Accounts so that it could be integrated with the computerised weighing system. Sales invoices are now generated from the DEM system at point of despatch and pushed back into Sage 50 without any duplication of entry thereby speeding up invoice processing and eliminating the risk of data input errors.

Management Information

When John Dunleavy returned from his travels to work in the family business he realised that he needed management accounts which were accurate and timely to assist managing the business. They approached James Doyle at Synergy Network Ltd who worked with them in sorting out the Chart of Accounts and upgrading the account balances to agree with their most recent audited accounts. Kathleen McHale was then trained to produce monthly management accounts over a period of 3 months leading to the current situation whereby accurate management accounts are produced every month. The most recent upgrade took place in July 2013 when an additional user was added to increase the access to the system. The next step planned is the complete rebuild of the Sage system at the next year end by Synergy Network Ltd which will enhance the use of the system going forward and remove old customers and suppliers which are no longer required.

We look forward to working with Dunleavy Meats for their future requirements with Sage 50 for support, training and upgrades.

Check out www.dunleavymeats.com for further information on Dunleavy Meats.