We spoke to Trefoil’s CEO, Alan Robertson, to learn how Sage X3 has benefited the business so far.
Tell us a little more about your business and the industry you operate in
Trefoil is a wholesale distributor of office, home and scholastic product consumables. We move many boxes around so we must get the scale right to make the numbers work. We have many product lines in varying denominations with several different stock combinations. Our head counts at all sites and locations nationally is more than 100 permanent staff.
Why were you looking for a new ERP system?
The challenge was to find a system that could handle the volume of transactions, not only because of the stock items, but because of the number of items that have to be processed on an invoice to make it economically viable to deliver that invoice.
We began to recognise in 2014 that we needed to address the issue of scanning and the next step of the IT process. The challenge with Accpac for Windows (now Sage 300) was that scanning wasn’t an integral part of Sage 300. This meant that we had to seek an alternative that could support the future growth of the business. This is where discussions about Sage X3 started to take place.
Why did you partner with SynergERP?
SynergERP is a Sage X3 expert and at this stage, had already been working with Trefoil for many years. We did the original Accpac for DOS conversions to Accpac for Windows with SynergERP. It understands our business and software requirements.
Describe the implementation process and collaboration with SynergERP
The implementation project was efficiently planned and managed over a year. Our busiest season is back to school (between September and February). You can’t mess with system changes in that time. We only had a window in March/April to make changes.
We appointed an in-house IT director to help facilitate the process and to serve as a single point of contact. SynergERP worked extensively with our director on site to implement Sage X3 on time. We wanted to drive ownership of the new system, so collaboration and adoption was key. SynergERP helped us re-evaluate our processes and identify which system elements to focus on first so as not to overwhelm the business with too much change and, in turn, risk.
Management drove the change from the top with the rest of the employees. We even appointed an independent educator to train our staff on Sage X3 before going live. When we went live, it was amazingly smooth because of the extensive planning, collaboration and preparation that had happened before.
What improvements have you seen in your business since onboarding with Sage X3?