Client
A large call center operation managing more than 30 separate entities, with financial activity processed across multiple companies every month. The accounting team receives transaction information from several sources, much of it in spreadsheets that have to be converted into batches before anything can be processed in Sage.
ERP
The client runs a multi-entity Sage 300 environment. Sage supports that entity structure well, and the standard batch process works as designed. With more than 30 companies in play, though, every trip through that process gets repeated many times over, and the manual steps add up.
The Problem
General ledger information arrived in spreadsheet form on a regular basis. Getting it into Sage meant the same sequence every time: prepare the data, select the right company, create the batch, enter or import the transactions, and review the batch before it could be posted.
For a single entity, that might take a few minutes. Repeated across dozens of companies and recurring transactions throughout the month, it became a considerable amount of administrative work for the accounting team.
The process was reliable. It was also slow, repetitive, and entirely manual, and the workload grew in direct proportion to the number of entities being managed.
The Solution
We built a custom application that condenses that sequence into a single workflow.
The user imports the spreadsheet and selects the company. The application creates the batch in Sage, and the transactions are ready for the accounting team to review and post through their normal procedures.
Behind the scenes, the application works directly with the Sage business logic that governs how transactions are created and processed. That allows it to skip the individual screens and steps a user would normally work through, while still producing a batch that behaves exactly like one created through the standard Sage process. The accounting team reviews and posts it the same way they always have.
Impact
A process that used to take several steps per entity now starts with a single import. The accounting team receives a completed batch in Sage, ready for review and posting inside their existing workflow.
For an organization managing more than 30 entities, that difference compounds quickly. Less time goes into repetitive entry, spreadsheets move through the accounting process faster, and routine work requires far less manual handling.
The application also gave the client a foundation to build on. Any process that involves repetitive entry, preparation, or movement of data can be condensed into a purpose-built tool that runs within their existing Sage environment. A task that once meant working through a series of screens becomes a single action, with the work still happening inside Sage and governed by its accounting logic.
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