Trade process graphic (Image: Step Ahead)

In addition, there was no link between financial accounting and merchandise management. Due to the separate management and control of orders and finances, the preparation of the necessary evaluations for the balance sheet and profit and loss account (P&L) took a lot of time. As the old system was no longer supported and the group requirements regarding sales evaluations and financial controlling were becoming more demanding and comprehensive, Hepa was looking for a new solution.

The aim was to optimize accounting processes by introducing an ERP system. The direct integration of financial accounting into merchandise management should help to save costs and achieve a higher quality of evaluations. It was important for the company to no longer have to work with two different systems.

Industry ERP with integrated financial accounting as an individual solution

To achieve this, Hepa introduced the industry-specific ERP including integration of the financial software SBS Rewe neo. Based on current business figures, Hepa generates individual and meaningful sales and group evaluations of the income statement and balance sheet and has a direct overview of outstanding receivables. The deep integration of the Finance module into the ERP system eliminates double entries, as there is only one database. The ERP and Finance solution can be operated intuitively as it works via a single user interface. For the technical trader, this means not only time savings but also a higher frequency and quality of evaluations.

"With the new ERP system, we have significantly optimized our processes in order processing and accounting," says Silke Kroh, authorized signatory, Regional Manager Sales North, Finance Hepa - Branch Office of Zitec Industrietechnik.

50 employees at Hepa work with the LS BIZ business solution in the areas of order processing, article and warehouse management, trade and shipping, financial accounting, controlling as well as absence and vacation management. "With the new ERP system, we have significantly optimized our processes in order processing and accounting," says a satisfied Silke Kroh, authorized signatory, Regional Manager Sales North, Finance HEPA - Branch Office of Zitec Industrietechnik. "Two employees are now dedicated to other administrative tasks. We are processing 50 percent more orders and generating more turnover."

Whereas goods receipt invoices used to have to be checked manually and posted to financial accounting, the processes from quotation to order to invoice are now fully automated. This has minimized sources of error and optimized time management in financial accounting overall. Fully digitized documents eliminate the need for different data statuses and current orders and invoices are recorded and processed more quickly.

Six-month introductory period

The introduction took around six months, starting at the Rostock site and gradually rolling out to the other sites. During the changeover phase, an internal administrator and a Step Ahead project manager provided the employees with intensive training. This made it easier for employees to switch to the new ERP system.

Sales process graphic (Image: Step Ahead)

The industry focus of the software and experience from previous cooperation with the Step Ahead subsidiary Leitsch, which is now fully integrated into Step Ahead AG, were decisive factors in the decision for the company solution: "We opted for the Step Ahead solution, also because we had already felt that we were in good hands 20 years previously. With the industry solution, we knew that they knew exactly what our requirements were as a technical dealer, that they understood us and that we didn't have to explain much," says Silke Kroh.

Hepa is currently planning to expand its range of products and services. Important prerequisites for growth - automation, lean processes and data intelligence - are in place at Hepa thanks to the comprehensive business solution. am