When starting a wholesale distribution company, one of the most pivotal considerations is the choice of business management software. For most small companies, the initial software purchase typically focuses on managing accounting and financials. Introductory systems, such as QuickBooks, often suffice at this stage. With a relatively low order volume, managing inventory and handling the picking, packing, and shipping processes can be efficiently accomplished with pen and paper or simple tools like Excel.
As order volumes increase and the company continues to grow, the need for additional software becomes inevitable. Manual processes result in consistent errors, new sales channels emerge, and competition intensifies. At this juncture, it is essential to consider software tools that can be integrated with the existing accounting platform, such as inventory-specific systems. Despite moderate growth, the company can remain manageable with the addition of other simple software packages and potentially revised processes.
Over time, as the company expands further, it must view software as a strategic investment, transitioning to a fully integrated, all-in-one solution. This transition is often necessary as an alternative to hiring more employees and is influenced by the increased complexities of business processes due to growth. Has the company added multiple warehouses? Does it engage in drop-shipping? Is it dealing with various currencies or looking to expand to ecommerce channels? Eventually, the current software may no longer keep pace with the company's growth, leaving business owners managing multiple disparate systems. This situation detracts from focusing on the core business activities and selling products. At this point, it is crucial to begin the search for ERP software, and have a clear answer to the question “What is ERP?”.
What is ERP?
Enterprise Resource Planning (ERP) software is designed to manage all aspects of a company’s operations, including accounting, inventory, order processing, and more. By integrating all functions into a single platform, ERP systems eliminate the need for multiple standalone applications. Typically categorized as Tier 2 systems, ERP solutions serve as a strategic step toward sustained growth, replacing existing systems with a comprehensive, unified platform. Features that are either unavailable or minimally functional in introductory systems come standard in true ERP systems, offering businesses a robust toolset for managing their expanding operations.
Key Functions of ERP Software
Common Functions of ERP Systems
ERP systems encompass a wide range of functionalities:
- Inventory Management
- Accounting
- Customer Relationship Management (CRM)
- Sales and Service
- Purchasing
- Order Entry and Processing
- Invoicing
Advanced Features of ERP Systems
Since ERP systems are designed to scale with company growth, they also provide advanced functionalities that can either be purchased at the get-go or added down the road that are either unavailable or limited in introductory systems, such as:
- Robust Reporting
- Multi-Location and Multi-Currency Support
- Two-way Integration with eCommerce Sites
- Barcode Scanning and Mobile Picking
- Landed Cost and Lot Tracking
- Advanced CRM Integration
Key Characteristics of ERP Systems
What sets ERP systems apart from the introductory solutions isn’t limited to their main functions. ERP systems, by nature, have some characteristics that distinguish them from simple solutions. These characteristics include:
- Single Database: Operates on a unified database.
- Real-Time Information: Provides real-time data across departments.
- Comprehensive Integration: Integrates various business functions.
- Scalability: Designed to scale with business growth.
Benefits of ERP Software
The primary advantage of ERP software is its ability to provide a single point of entry for managing various business processes. This integration leads to improved reporting, real-time information sharing, and better accuracy in data management. ERP software offers several benefits over standalone systems:
- Unified System: Eliminates the need for multiple disparate systems.
- Improved Reporting: Enhances reporting capabilities.
- Operational Efficiency: Streamlines processes and reduces manual work.
- Scalability: Grows with the business, offering advanced functionalities as needed.
Business Evolution and Adoption of ERP
Knowing the appropriate time to start searching for an ERP system is important, as implementation timeframes are significantly longer than those of introductory systems. It is important to begin the search and make a decision while your current systems are still adequate, and before your existing systems’ shortcomings begin to harm your critical business operations.
Early Stages: Small businesses often start with basic tools like QuickBooks and Excel. As the company grows and order volumes increase, more sophisticated software becomes necessary.
Growth Phase: At this stage, additional software tools may be added to existing systems. However, the complexity of managing multiple systems can become overwhelming.
Mature Stage: A fully integrated ERP system becomes essential to manage the complexities of a growing business, including multiple warehouses, sales channels, and currencies.
For more information, download our free guide on replacing introductory software with a sophisticated all-in-one solution.
Choosing the Right ERP System
Selecting an ERP system requires a thorough assessment of your business needs and growth stage. It is a strategic investment that can significantly enhance operational efficiency and support long-term growth. Consider the implementation timeline and ensure your current systems can handle the transition.
Download our Free Software Buying Guide
Conclusion
ERP software is a powerful tool that can streamline business processes, enhance reporting accuracy, and support growth. Evaluate your business needs and consider implementing an ERP system to stay competitive in today’s dynamic market.
